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 Evaluate the goals for implementation of 4- day work week –Cost Savings –Reduce carbon footprint –Impact to employees/citizens Review goals of Fuel Conservation Committee Review goals of Fuel Conservation Committee Evaluate feasibility of implementing 4-day work week Evaluate feasibility of implementing 4-day work week Provide options for Council to consider Provide options for Council to consider

Fuel Conservation Committee Established Committee established in July 2008 Committee established in July 2008 Tasked with evaluating methods of fuel conservation to include: 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: 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

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

Pros/Cons of AWS Pros: Pros: –Cost Savings –Extended Hours to public –Reduced absenteeism –“Go-Green” Cons: Cons: –Offsetting Energy Use –Daycare –Employee Fatigue –Reduced availability for inter-agency cooperation

Operational Cost Savings Analysis of AWS Buildings that could go to a 4/10 schedule 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 Rough Estimate of Operating Savings –$2,400 savings per month for reduced power consumption and cleaning services for 5.5 buildings –$28,800 annually

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

“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: 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 % Fuel Reduction –$12,841 (based on $2 per gallon—current rate) –$24,204 (based on 2-year average of fuel costs) 15% Fuel Reduction % Fuel Reduction –$19,066 (based on $2 per gallon—current rate) –$35,939 (based on 2-year average of fuel costs)

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) *Average carbon emissions due to City vehicles is 630 metric tons per year (excluding Police, Fire, Transit & Para Transit) *Reducing trips annually by: *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 A metric tons is the equivalent of 1,000 kilograms *Department of Ecology’s “Gas On-Road Emissions Calculator” was used to estimate emissions

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

Survey Says……

Survey Says….. Reaction to a 4-10 schedule: 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 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% 51.5% supportive compared to 49% 37.4% opposed compared to 32% 37.4% opposed compared to 32% Reaction to a 9-80 schedule less favorable and relatively unchanged 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% apposed compared to 39.5% If the City closed one day per week employees preferred: If the City closed one day per week employees preferred: –Fridays (82% compared to 84.3%) –Mondays (18% compared to 15.7%)

Survey Says Personal Benefits of a shorter work week included: 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

Survey Says Personal Challenges: 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: Work Challenges: –One less day to provide service to clients and citizens — perception of decrease in service to public and interagency partners –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

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

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

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

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

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

Council Direction?5 Option 1: Stay with status quo Option 1: Stay with status quo *Option 2: Conduct 4-day work week pilot similar to Clackamas County *Option 2: Conduct 4-day work week pilot similar to Clackamas County *Option 3: Implement 4-day work week *Option 3: Implement 4-day work week Option 4: Study further and consider implementation at a later date Option 4: Study further and consider implementation at a later date If Council chooses Option 2 or 3 staff recommend an implementation date of January 1, 2010