To: Board of Supervisors of the County of Sonoma, Board of Directors of the Sonoma County Water Agency, Board of Commissioners of the Community Development Commission, and Board of Directors of the Sonoma County Agricultural Preservation and Open Space District
Department or Agency Name(s): Human Resources Department
Staff Name and Phone Number: Spencer Keywood, 707-565-3568, Christina Cramer 707-565-2988
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Administrative Policy 4-9, Policy for Relocation Incentives and Reimbursement Expenses for Management and Unrepresented New Hires
End
Recommended Action:
Recommended action
Approve revisions to Administrative Policy 4-9, Policy for Relocation Incentives and Reimbursement Expenses for Management and Unrepresented New Hires, Effective September 1, 2020.
end
Executive Summary:
In September of 2007, the Board adopted Administrative Policy 4-9, Policy for Relocation Incentives and Reimbursement Expenses for Management and Unrepresented New Hires. This policy established consistent eligibility criteria and procedures for the reimbursement of relocation related moving expenses, and authorized the County Administrator to approve the reimbursements. Prior to the establishment of this policy, reimbursement of moving expenses and other incentives was handled on a case-by-case basis and required Board approval.
The proposed revisions will provide the County more flexibility in the types of relocation incentives that can be used to attract qualified candidates, and clarifies the eligibility criteria as well as the policy’s applicability, roles, responsibilities, and procedures.
Discussion:
When the policy was established in 2007, the County was already experiencing challenges in the recruitment of senior level management employees as “baby boomers” began exiting the workforce and public sector agencies competed for a decreasing pool of qualified candidates. These recruitment challenges were compounded by the high cost of housing in California, which made attracting out-of-state candidates difficult.
The challenges facing the County when the current policy was adopted have increased over the last 15 years. The number of qualified candidates for senior level public sector positions continues to be limited, and California’s housing market still makes it difficult to attract out-of-state candidates. In addition, impacts to Sonoma County’s housing market from wildfires and a pandemic related influx of home buyers from metropolitan areas, have made it difficult to attract candidates even from other areas of the state.
Today, nationwide recruitments for senior level public sector positions and the offering of relocation incentives have become the norm. All of our comparable counties who responded to a survey by Human Resources staff offered some type of relocation incentives, and most allowed flexibility in the type of incentives that could be offered. Staff was delayed in bringing this recommendation to the Board due to the impacts of the pandemic and is therefore recommending that the policy be effective as of September 1, 2020 to cover recent recruitments. This will allow for the reimbursement of relocation expenses that were approved by the County Administrator, after September 1, 2020, to be processed by the Auditor-Controller-Treasurer-Tax Collector.
The proposed updates to the County’s relocation incentives would provide for reimbursement of additional expenses associated with the relocation, including temporary housing, visits to Sonoma County to secure housing, and airfare for the relocation of the employee, their spouse/partner, and dependent children. Other revisions include establishing a $10,000 maximum for relocation assistance, clarifying the Human Resources Director’s role in administering the policy, more clearly defining the eligibility criteria, updating the language regarding the taxation of incentives, and updating the policy title, purpose, applicability, and procedures.
Prior Board Actions:
9/11/07 - Board adopted Resolution 07-0760 establishing Administrative Policy 4-9.
Fiscal Summary
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FY 20-21 Adopted |
FY21-22 Projected |
FY 22-23 Projected |
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Narrative Explanation of Fiscal Impacts:
None. The policy requires that any reimbursement authorized by the County Administrator must be within the hiring department’s existing budgetary appropriations.
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Narrative Explanation of Staffing Impacts (If Required):
None.
Attachments:
Revised Administrative Policy 4-9, Relocation Expense Assistance and Paid Time Off Incentives for Management and Unrepresented Positions
Related Items “On File” with the Clerk of the Board:
None.