Human Resources Management Workshop Convention

Believing in the call to the Church to strive for justice and peace among all people, and to respect the dignity of every human being, The Episcopal Church seeks to promote professional employment environments that offer opportunity for development and advancement. The Church’s commitment to this is summed up in the widely accepted “Golden Rule”: “In everything, therefore, treat people the same way you want them to treat you...” (Matthew 7:12a) Excerpt from “Workplace Values in the Episcopal Church” (Resolution A125, General Convention 2006.):

Topics to be Covered Compliance with California Employment Law Hiring Termination Benefits Focus of today will be on lay employees; clergy are covered by letters of agreement and ministerial exemptions. Contact Canon Holding or Young for questions regarding clergy.

I. Compliance with California Employment Law

Classification of Employees and Other Employees – Exempt – Non-Exempt Independent Contractors  All employees should have a job description that includes their classification  All employees should be evaluated annually ( clergy should have mutual ministry review)

Payroll and other compensation Exempt Employees: Paid by the job and not by the hour – Must be paid more than $33,280 per year This CANNOT be prorated for part time employees – Must be managerial or other specialized skills

Employees, etc Non-exempt – Minimum wage in California $8.00 per hour – Paid by the hour: MUST turn in a timesheet and be paid according to that time sheet; stipends or salaries not legal – Must be paid overtime for more than 8 hours per day or 40 hours per week – CANNOT volunteer in the same capacity as they are paid – “Comp” time is not allowed – Sextons and organists typically should be non-exempt

Independent Contractors – Have control over how they deliver the job – Request Certificate of Insurance naming church as additionally insured, W-9, and (if applicable), copy of license – Have a written contract specifying scope, pay and term – Provide 1099 at the end of the year that includes gross payment to contractor if total payments exceed $600 (legal requirement)

II. Hiring New Employees Available on EDSD Website Hiring tips Employment offer template Job Description Template New employee checklist W-4 I-9 Health Insurance Enrollment

Hiring New Employees Lay employees: no employment contracts; use employment offer letter on website Lay employees are to have a job description that includes hours, supervisor, essential duties, “Other duties as assigned” (use template soon to be on website) Personnel files are to be maintained

Hiring, cont’d: Safeguard God’s People Make sure background checks are conducted – Praesidium does low cost background checks for lay employees – Contact Travis Thomas EDSD Registrar to order – Cannot be done on existing employees Make sure Safeguarding God’s People is attended by key volunteers and employees

Diocesan Personnel Committee Tasks in Process: – Creation of Personnel Handbook for Diocese including missions; handbook template for parishes – Development of consistent job descriptions and other personnel related documents – Research compensation ranges for priests and lay employees Educational opportunities will be available later in the year

III. What do You do When an Employee Leaves Termination Checklist Inform the diocese of termination for health insurance Inform CPG of termination for pension

Progressive Discipline Although California is an at-will employment state, adopting a progressive discipline approach values the employee and manages risk Basic steps include 1 verbal and 2 or 3 written warnings with very specific reason for warning and very specific corrective action. Last warning will state that termination of employment might result if behavior is not corrected If action of employee is egregious e.g. theft, progressive discipline does not apply Annual evaluations are key as well

Involuntary Termination If you are a mission and plan to terminate an employee, please contact the diocesan treasurer first If you are a parish, consult with a human resources attorney first

Termination Checklist Have on file either the resignation letter signed by the employee or documentation of progressive discipline/termination of involuntary termination Available on website: Exit Interview Final Paycheck Acknowledgement Notice to employee as to change in relationship

IV. Benefits Employee Assistance Program Health Insurance Pension State Unemployment State Disability

What is the EAP? “Making Disciples, Raising Up Saints & Transforming Communities for Christ” Free, confidential resource for counseling, support and life event assistance Available to all members of the plan and their household members, regardless of medical coverage – This means if you have coverage with CMT, you have access to the EAP

“Making Disciples, Raising Up Saints & Transforming Communities for Christ” Work/Life balance Adjustment to life events and change Child care, elder care, pet care needs Stress Depression and emotional health concerns Substance abuse Relationship issues Parenting and family concerns Career concerns and career counseling assistance Crisis needs and critical incident response Grief and loss Legal and financial concerns Relocation

Benefits of the EAP Confidential Available 24 hours a day, 7 days a week Face-to-face counseling – Up to 10 sessions per issue – Access to EAP network clinicians across the United States Unlimited telephonic consultation Prepaid by ECMT - no co-pay Life event resource and referral – e.g., child care, elder care, pet care – Legal and financial services – ID theft & fraud assistance Web-based resources and tools Household benefit “Making Disciples, Raising Up Saints & Transforming Communities for Christ”

EAP Can Help With: Assistance with: – Adoption – Child & senior care – Temporary backup care – Education – Prenatal care & parenting – Special needs children – At-risk/high-risk adolescents – Relocation – Pet care Up to 3 qualified referrals per request Unlimited requests throughout the year Referral can be provided by: – Phone, , fax or mail “Making Disciples, Raising Up Saints & Transforming Communities for Christ”

Legal and Financial Assistance “Making Disciples, Raising Up Saints & Transforming Communities for Christ” Legal Assistance Financial Assistance Identity Theft Recovery Assistance

Call CIGNA EAP: “Making Disciples, Raising Up Saints & Transforming Communities for Christ” …throw it our way 24/7 access with live coverage Excellent access to EAP providers in the local community nationwide Work/life benefits for life event assistance Extensive Web-based resources Free, confidential assistance for you and your loved ones Wellness seminars Management consultation and crisis response support Employer ID: Episcopal

California Unemployment and Disability Insurance

 Church employers are exempt from participation in State Unemployment and Disability Insurance Programs  Church employers may elect to participate in both programs – cannot opt into one program only  Missions will be required to offer State Unemployment and Disability sometime this year; Parishes are encouraged to  Church employers may mandate participation for lay employees but clergy must be given a choice

Denominational Health Plan Requires parity between clergy and lay employees working 1500 hours per year or more at a minimum of 100% of employee only coverage of base plan (currently Aetna PPO – Existing letters of agreement will be honored – Letters of agreement executed after must be in compliance Requires full participation January 1, 2013 or sooner

Denominational Health Plan Missions are required to offer the diocesan parity; diocesan plan is available on the website Parishes were required to approve their plan in keeping with the guidelines passed at last years convention. The approved plan was to have been submitted to the diocese by November 30 – many have not yet!

Lay Pension Plan A pension plan must be offered to all lay employees who work greater than 1,000 hours per year. Implementation date: January 1, 2013 or sooner If a defined benefit plan, employer contribution must be at least 9 % of employees compensation If defined contribution plan – employer must contribute at least 5 % and match at least 4% of employee contribution

Lay Pension Plan, continued Unlike the DHP which allows thrift shops and schools to be excluded, lay pension plan applies to all employees of a church or institution under the authority of the church However, schools are allowed a transitional period

Lay Pension Plan Extended Phase-In Schedule of Employer Contributions for Schools Only Required As of Base Contribution Match Contribution January 1, % 0% January 1, % 0% January 1, % 1% January 1, % 2% January 1, % 3% January 1, % 4%

Thanks for coming! If you need additional guidance, Canon Julie Young is available after March 4 to assist you. Julie Young Treasurer and Canon for Finance and Administration Please fill out an evaluation!