PUBLIC SESSION
MEETING CONVENED
Committee Chair Josefina Martinez called the meeting to order at 12:02 p.m. Also in attendance were Committee member and Commission Chair Maria J. Krokidas and Committee member and Commission Executive Director David A. Wilson. Committee Chair Martinez, Chair Krokidas, and Mr. Wilson all participated remotely.
REMOTE PARTICIPATION
Committee Chair Martinez announced that the meeting would take place remotely pursuant to An Act Relative to Extending Certain State of Emergency Accommodations regarding the Open Meeting Law, which was signed by Governor Baker on July 16, 2022. Committee Chair Martinez noted that all votes at the meeting would be taken by roll call.
APPROVAL OF MEETING MINUTES
On the motion of Committee Chair Martinez, seconded by Chair Krokidas, the Committee voted 3-0 to waive the reading and approve the public session minutes of the October 26, 2021 Committee meeting.
| Committee Chair Martinez | Yes |
| Committee Member Krokidas | Yes |
| Committee Member Wilson | Yes |
DISCUSSION
Executive Director David A. Wilson presented his monthly report.
Draft Commission Telecommuting Policy and Program
Mr. Wilson stated that, following multiple discussions with Commission staff over the past two years, the telecommuting policy has been drafted to fully explain opportunities for remote and hybrid work arrangements. He said that the draft telecommuting policy makes clear that telecommuting is a privilege, not a right, and the decision whether to approve a request to telecommute is discretionary with the employee’s Division Chief and the Executive Director.
Mr. Wilson noted that, while most Commission staff are eligible to work remotely, all administrative assistants and receptionists are required to work all their work hours in the Commission office. He explained that all other staff are required to work 40% of their weekly minimum required work hours in the Commission office and are permitted to remotely work up to 60% of their minimum required work hours. Mr. Wilson stated that all Commission staff are expected to work in the Commission office when they are scheduled for in-office depositions and hearings. He said that the timeframe during which telecommuting work is to be performed has been expanded from Monday through Friday, 7:00 a.m. to 7:00 p.m. to Monday through Friday, 6:00 a.m. to 8:00 p.m. Mr. Wilson said that all Commission staff must accurately document and report all hours worked remotely. He noted that Commission staff must take all necessary steps to ensure that confidential Commission materials remain confidential while telecommuting.
Committee Chair Martinez asked whether there are procedures to determine which Commission staff will be eligible to work remotely. Mr. Wilson explained that Commission staff must fill out a Telecommuting Agreement Form to request permission to telecommute, which will be made to the employee’s Division Chief. He noted that whether to grant permission to telecommute will be discretionary with Division Chiefs and the Executive Director.
Committee Chair Martinez asked how telecommuting employees can document and report all tasks performed and all hours worked remotely. Mr. Wilson explained that telecommuting employees must complete and submit for each week a timesheet and a telecommuting worklog, which were created by Chief Financial Officer Alice Wu, to be submitted to their Division Chief. He noted that Commission staff have been completing and submitting timesheets and telecommuting worklogs since the beginning of the COVID-19 pandemic.
Commissioner Hackshaw asked how the Commission determines whether an employee is in good standing and eligible to telecommute. Mr. Wilson explained that all Commission staff are in good standing if they are proficient in the duties of their positions and maintain proper on-the-job conduct and performance. He noted that an employee may lose the privilege of telecommuting if the employee has failed to comply with the terms of the telecommuting policy.
The Committee agreed by consensus to submit the draft telecommuting policy to the full Commission for final approval at its next meeting on September 8, 2022.
Fiscal Year 2023 Spending Plan
At Mr. Wilson’s request, Government Affairs Officer Robert Milt provided an update on the Commission’s Fiscal Year 2023 spending plan. Mr. Milt said that the funding enables the Commission to retain staff with competitive compensation and benefits, to launch a new conflict of interest law online training program that will serve approximately 400,000 public employees, and implement a legal case management system for the Commission that will further reduce the complaint backlog and shorten the duration of investigations.
Mr. Milt reported that the Commission received $2,954,468 in maintenance funding for Fiscal Year 2023, which is $288,095 more than the funding level appropriated this current fiscal year. He explained that the maintenance funding for Fiscal Year 2023 represents the total cost associated with annualization of salaries, as well as new annualized spending associated with delivering the new conflict of interest law online training program.
Committee Chair Martinez asked whether the Commission has hired any additional employees. Mr. Milt said that the Commission did not file a budget expansion request for Fiscal Year 2023. Mr. Wilson explained that the maintenance funding for Fiscal Year 2023 enables the Commission to provide competitive compensation to improve employee retention, which includes training and career advancement opportunities.
Chief Financial Officer Alice Wu reported that approximately 89% of the maintenance budget of $2,954,468 for Fiscal Year 2023 consists of staff salaries and benefits. She noted that the amount allocated for employee compensation includes all anticipated increases in Fiscal Year 2023. Ms. Wu explained that the remaining 11% of the maintenance budget has been allocated for other costs, such information technology and employee training. She reported that information technology spending has increased by approximately 41.7% due to the costs associated with delivering the new conflict of interest law online training program. Mr. Milt noted that, while other public agencies must account for office rental costs, the Commission does not.
Mr. Milt reported that the average annual maintenance increases in the last four fiscal years were slightly less than 4%. He explained that the 10% increase in the maintenance budget for Fiscal Year 2023 will support cost-of-living-increases, equity adjustments, and the new online training program. Mr. Milt stated that the Commission has over time grown its staff to 29 total employees to meet the increased demand for Commission services. Mr. Wilson said that he hopes to continue to increase the total number of Commission staff to manage the increased volume of complaints and requests for advice. He noted that the draft telecommuting policy allows for more flexibility in hiring additional employees, but the sharing of offices will be necessary due to limited office space.
Mr. Wilson noted that the Fiscal Year 2023 spending plan will soon be submitted to the Executive Office for Administration and Finance, where it is due on September 12, 2022.
ADJOURN MEETING
At 12:51 p.m., on the motion of Committee Chair Martinez, seconded by Chair Krokidas, the Committee voted 3-0 to adjourn.
| Committee Chair Martinez | Yes |
| Committee Member Krokidas | Yes |
| Committee Member Wilson | Yes |
LIST OF DOCUMENTS USED AT THIS MEETING
- Agenda for the Committee Meeting of September 6, 2022
- Minutes of the Committee Meeting of October 26, 2021 Public Session
- Draft Commission Telecommuting Policy and Program
Respectfully submitted,
Arthur Xia
Senior Program Coordinator