Mayor's Employee Council
April 16, 2009
Meeting Summary
 

Members Attending:  Ron Benson, Taft Bradley, Tarrus Crews, Gregg Fortunato, Donna Henderson-Braden, Debra Louis, Minnie McCray, Della Sheffield, Anthony Smith, Stacy Taylor, Tonia Wilks, Linda Griggs (substituting for Carol Boyd), Sam Murrell (Substituting for Errol Edingbourgh)

Members Absent:  Carol Boyd, David Cowan, Beverly Crockett, Deborah Davis-Williamson, Errol Edingbourgh, Bill Robillo

Staff Attending:   James Huntzicker, CAO, Grace Hutchinson, Deputy Director A&F, Marcia Boyd, CAO Staff
 

Review of Previous Issues:

• An employee asked if the County could work with Deferred Comp to persuade them to offer employees the opportunity to withdraw money without the severe penalties during this economic downturn. 
  Response:  There are no penalties, but there are restrictions governed by the IRS related to early withdrawal.  The entire plan document would have to be rewritten for the County to allow for changes.  Currently an early withdrawal must meet the definition of an unforeseeable emergency which is defined as "a severe financial hardship to the participant resulting from a sudden and unexpected illness or accident to the participant or a dependent of the participant, loss of the participant’s property due to natural disasters or other similar and extraordinary and unforeseeable circumstances arising as a result of events beyond the control of the participant." Examples of unforeseeable emergencies would include funeral expenses of an immediate family member, loss of job, storm and flood damage, and incurring substantial medical expenses for you or a dependent. The Internal Revenue Service says that home and auto repairs of a non-casualty nature, educational expenses, and the purchase of a home are not unforeseeable emergencies.
      
• As a cost savings measure, a member wanted to know if the County receives any compensation for recycling or if the County pays for the removal.  Also, does the Household Waste Center charge fees to dispose of items? 
  Response:  Paper Recycling (two locations 485 Adams and 1075 Mullins Station) is negotiated for free with the initial garbage removal contract handled by Support Services through Waste Connections which was recently purchased as a corporate takeover by International Paper.  The initial contract was questioned by International Paper, as they were planning to charge for the paper recycling.

Cardboard Recycling (Residential only) located at Walnut Grove is currently free provided by All Star.  All Star provides the container and the pick-up which is usually once a week at no charge.

Household Hazardous Waste - Shelby County does not charge the citizens a fee for drop-off.  The County does pay Clean Harbors for hazardous waste removal.  However, the County recycles the used oil and automotive batteries.  The funds which are small are used to help offset the expensive costs for removing the hazardous materials.  Large (#20 lb.) propane tanks and electronics are recycled for free at this time.  However, the commodities markets have crashed during these economic times and almost anything can change such as paying for disposal of the items recycled for free at this time.

• There was a rumor that some FEMA jobs would be developed at the Health Department.
  Response:  The Health Department does not receive FEMA funds. However, it does receive Emergency Preparedness funds from CDC (through TN Dept of Health - TDH) that support the Public Health Emergency Prep and Response work.  That grant has been in place for more than 5 years; it is anticipated that as the federal commitment to that source of funding declines, there will be a continued decrease in the level of funding for this work.  Thus far the division has been able to protect the actual positions funded.  The staffing pattern for this grant is defined for the most part by the TDH as they write the grant to CDC and then sub-grant to the Health Department.  No additional positions are anticipated in the area.  
  
• An employee wanted to know why leave time isn`t posted on the pay checks. 
  Response:  Most employees can review their leave information by viewing it on "Liquid Office."  Only a few areas under the Mayor`s Administration are not using Liquid Office.  It has been installed at Corrections and is being phased-in.  Those areas currently not included are: Economic Development, Planning, Housing, Regional Services, Agricultural Extension, Office of Preparedness, Commission on Aging, Community Services Agency, and Head Start. 
   

 The Mayor and James Huntzicker chaired the meeting. 

Grace Hutchison requested feedback on the "Spring into Fitness" day at Wellworks.  Only one Council member had attended.  She reported that it was a good program and had been inspired to increase her physical activity.

Council members had been asked to come to the meeting to share cost saving ideas that they or their coworkers had.

Cost Savings Ideas:

• Several of the ideas related to salary changes.  An employee had suggested all employees take a 2% pay cut.  The estimated savings was $6 million per year.  An employee suggested taking one day each year without pay.  Another employee suggested giving up one of the paid holidays.  An employee had suggested allowing early retirement by allowing the employee to pay the County for their remaining time.  This would result in no cost to the County, but would remove the employee from the payroll earlier.  There was a suggestion to eliminate vacant positions, but this has already been done. 
  Response:  Jim Huntzicker explained that the original estimation of 100 layoffs would probably be less - more like 25-50.  He asked the Council members if they would prefer a 1-2% cut in salary or a furlough (unpaid leave) system.  The general consensus was to have a furlough system since it could possibly be more temporary.  There was discussion about closing the entire County Government during the week of Christmas at no pay.  This was considered a problem in those areas that have increased work trying to close-out the year.   
•  Other suggestions related to operations.  An employee suggested turning off all lights and computers at the end of each day.  Another employee described how her area had already been saving by centralizing all supplies.  Only one person places orders and there is now better inventory control.  There was a suggestion to use more inmate labor for cleaning, and yard work.  An employee suggested selling vacant property owned by the County.  An employee suggested issuing a RFP for court reporters.  By using one company for the multiple areas requiring court reporters could result in a cheaper rate for all areas.  When various reports are received from outside organizations, request the original and a copy to prevent having to make copies.  It was suggested that the County Attorney`s Office take over the $8.000 contract HR has to represent them on employment hearings.  Email as much correspondence as possible to save on printing and postage.  Most of the accidents employees have in County vehicles are minor fender benders that appear to be carless driving such as backing into another car.  Determine how to make the employees more accountable for their driving.
  Response:  All the suggestions were considered good.  Some are currently done to some extent, but administration can evaluate them further.
     

• An employee wanted to know why Shelby County employees cannot get hospitalization insurance with AFLAC.  
  Response:  This will be investigated and reported back to the Council.
• An employee wanted to know the status of Flex Leave.
  Response:  It is anticipated that before the end of the fiscal year a new plan will be presented to the UPPC for their input.  It is expected that some of the major complaints from employees when the plan was last presented have been revised and will be more favorable to the employee.