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Alternate Work Schedule Update

Alternate Work Schedule Update. Presented by: Robbie Berg, HR Director On November 5, 2009. Objectives. Evaluate the goals for implementation of 4-day work week Cost Savings Reduce carbon footprint Impact to employees/citizens Improved level of City services

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Alternate Work Schedule Update

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  1. Alternate Work Schedule Update Presented by: Robbie Berg, HR Director On November 5, 2009

  2. Objectives • Evaluate the goals for implementation of 4-day work week • Cost Savings • Reduce carbon footprint • Impact to employees/citizens • Improved level of City services • Review goals of Fuel Conservation Committee • Evaluate feasibility of implementing 4-day work week • Provide options for Council to consider

  3. Fuel Conservation Committee Established • Committee established in July 2008 • Tasked with evaluating methods of fuel conservation to include: • Reduce idling • Combine trips • Limit single-occupancy driving • Promote multi-occupancy driving • Use most efficient vehicles possible for the tasks to be performed • Committee goals: • Reduce City fuel consumption and fuel costs • Reduce dependency on fossil fuels • Reduce greenhouse gas emissions • Improve air quality • Lower carbon footprint • Promote a green fleet

  4. Alternative Work Schedule • 1 of 15 recommendations identified and evaluated to reduce fuel consumption • Initial report presented to Council on January 23, 2009 at retreat • Staff instructed to provide additional evaluation of AWS • Initial employee survey conducted in May 2009 • Follow up conducted in September 2009

  5. Pros/Cons of AWS • Pros: • Cost Savings • Extended Hours to public • Reduced absenteeism • Improved productivity in production related services • “Go-Green” • Cons: • Offsetting Energy Use • Daycare • Employee Fatigue • Reduced availability for inter-agency cooperation

  6. Operational Cost Savings Analysis of AWS • Buildings that could go to a 4/10 schedule • City Hall • Recreation • Street/Traffic • Parks • Water/Sewer • Half of City Shop/Transit • Rough Estimate of Operating Savings • $2,400 savings per month for reduced power consumption and cleaning services for 5.5 buildings • $28,800 annually

  7. Fuel Consumption Savings of AWS • Average annual fuel consumption for affected departments (2007/2008): • 64,170 gallons • Average Miles per day 1,671 • Impact of reducing work week • It is unclear how much fuel consumption will be reduced by AWS • Increasing hours 4-days per week will increase consumption per day • It is feasible to assume that the number of trips one day per week will decrease • Calculating the net reduction is challenging

  8. “What If” Scenarios for Fuel Reduction • If reducing the work week by 1-day per week resulted in a 5% annual reduction in fuel consumption the savings would be: • $6,346 (based on $2 per gallon—current rate) • $11,962 (based on 2-year average of fuel costs) • 10% Fuel Reduction........ • $12,841 (based on $2 per gallon—current rate) • $24,204 (based on 2-year average of fuel costs) • 15% Fuel Reduction........ • $19,066 (based on $2 per gallon—current rate) • $35,939 (based on 2-year average of fuel costs)

  9. How Much Could Each Scenario Reduce Carbon Emissions? • *Average carbon emissions due to City vehicles is 630 metric tons per year (excluding Police, Fire, Transit & Para Transit) • *Reducing trips annually by: • 5% equals a reduction of 58 metric tons of emissions • 10% equals 88 metric tons • 15% equals 117 metric tons • A metric tons is the equivalent of 1,000 kilograms *Department of Ecology’s “Gas On-Road Emissions Calculator” was used to estimate emissions

  10. What Do Employees Think? • City employees were surveyed the week of September 1st • An 11 question survey was administered addressing the receptiveness to a 4-10 hour work week • 129 employees participated—representing an 92% response rate • An increase of 12% in response rate from when the survey was conducted in April • Responses were mixed

  11. Survey Says……

  12. Survey Says….. • Reaction to a 4-10 schedule: • The response rate was higher than when the survey was conducted in April • Majority of employees favor 4-10 schedule • If neutral responses are removed 60% support and 40% are opposed to 4-day work week • Responses compared to April data is as follows: • 51.5% supportive compared to 49% • 37.4% opposed compared to 32% • Reaction to a 9-80 schedule less favorable and relatively unchanged • 44.2% supportive compared to 46.5% • 14% neutral compared to 10.9% • 45% opposed compared to 39.5% • If the City closed one day per week employees preferred: • Fridays (82% compared to 84.3%) • Mondays (18% compared to 15.7%)

  13. Survey Says • Personal Benefits of a shorter work week included: • More personal/recreation time • Creating a day in the week to schedule personal and medical appointments • Savings on fuel costs for commuting • Supports the City initiative to reduce “carbon footprint” • Expanded hours of operation would improve customer/client services • Better work/life balance *Responses in green indicated increase from April survey

  14. Survey Says • Personal Challenges: • Loss of personal time for outside interests on longer work days • Fewer daylight hours during fall and winter months • Fatigue or loss of productivity • Child/Elder care/family issues • 47.8% in April and 50.4% in September responded positively to this statement—”I do not see any challenges that I couldn’t overcome in making this change.” • Work Challenges: • One less day to provide service to clients and citizens —perception of decrease in service to public and interagency partners • Service disruption for utility shut offs • My position requires my availability even on off days • Work piles up when I am not available • One less day to schedule meetings *Responses in green indicate increase from April survey

  15. Benchmark Data from Clackamas County Pilot • Benefits to employees: • Employees were very supportive of the schedule • Increased Job Satisfaction • Enabled better work/life balance • Increased productivity • Decreased commuting

  16. Benchmark Data from Clackamas County Pilot • Disadvantages to employees: • Child Care/Elder Care Concerns • Some people need help adjusting • Managers struggle with mixed schedules

  17. Clackamas County Customer Perspective • Advantages • Customers support if it saves money, promotes sustainability • Customers use the extended hours • Disadvantages • Building and real estate industries most impacted/unhappy • Elections Office changed back mid-project • Limited knowledge of extended hours

  18. Clackamas County Lessons Learned • When to implement is key • Conducting a marketing campaign important • Help employees adjust (be flexible) • Convert to E-Government • Value system determines whether 4-day work week is important and will work

  19. Summary • Cost savings due to reduced work week are challenging to quantify • Clackamas County pilot indicates that energy savings are inconclusive • Staff reaction is mixed • If implemented, AWS requires flexibility and patience • Clackamas County is continuing 4-day work weeks after pilot concluded • CTED and other state agencies are continuing the 4-day work week

  20. Council Direction? • Option 1: Stay with status quo • *Option 2: Implement 4-day work week and evaluate periodically If Council chooses Option 2 staff recommends an implementation date of January 1, 2010

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