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Virtual Employee Forum Q&A_42020 General 1. Does our health insurance pay for COVID tests? a. United Healthcare is waiving cost-sharing (i.e., member copays, coinsurance, deductibles) for COVID-19 testing and the testing-related visit for plan members during this emergency period until May 31, 2020. For additional guidance, you can contact HR at COVID19HR@cityofdenton.com, call the number on your member ID card, or view your UHC member account at www.myuhc.com. 2. Will this virtual format of these employee forums continue? a. Yes, the next employee forum is scheduled Thursday, May 7 at 3PM and will be a virtual format as well. 3. Can we clarify the rationale for continuing City building construction and remodels? a. The building construction and remodeling projects are debt-funded and have different financial considerations than the operating budget shortfalls. General government debt service payments are paid through the debt service portion of the property tax rate, and decisions regarding project schedule changes are viewed in relation to the tax rate required to service the debt. This is impacted by several factors, including the amount of debt being retired and the municipal bond market. 4. Is there a way to report stores that are engaging in price gouging, and can the City do anything about it?" a. If you’ve encountered price gouging or deceptive trade practices, the Consumer Protection Division encourages consumers to file a complaint online or over the phone. Complaints can be submitted online at http://txoag.force.com/CPDOnlineForm, through email at consumeremergency@oag.texas.gov, or by phone at 1-800-621-0508. 5. The cancellation of the tuition reimbursement program has employees utilizing that program floundering mid-degree. Fall Semester begins in August for most local colleges, and an October 1 decision will be too late for enrollment. Is there a chance that the program's decision could be moved forward to August? a. At this time, our budget forecast is too uncertain right now. We will need to wait and see where the budget is after June (once separation agreements have been executed for all persons who have been accepted to participate in the VSP, and our Finance Department determines what the figures are on the sales tax). 6. Many employees have been under additional stress as a result of this unprecedented public health and economic crisis (e.g., lack of childcare, household income deficit, etc.). What mental health resources, besides the EAP, are available for employees? While my department has met several times via Microsoft Teams, our conversations are business focused and do not include mental health check-ins. a. It’s important that employees and residents know the resources available to them to assist them during this challenging time. A list of local resources offering support is available online at www.cityofdenton.com/cornonavirusreources. 7. What is the best way for an employee(s) to make a suggestion while our organization goes through these changes? a. We absolutely welcome employee ideas and feedback! One of the easiest ways to make a suggestion is to contact your department director. Your director can then share that with the Leadership Team for discussion and possible implementation. Additionally, employees can email COVID19HR@cityofdenton.com with your thoughts. Any ideas that aren’t exclusively HR-related can be relayed to the Leadership Team for consideration. We really want to make sure we get good feedback on how decisions affect all of our employees. To help us in this effort, the City is also forming a focus group comprised of employees across the organization, particularly front-line employees and supervisors, to make suggestions and help evaluate ideas. 8. The CDC and WHO have stated that it is highly probable that COVID-19 will make a resurgence in the fall. What, if anything, is the City planning to do if this happens again in the fall? a. The City is closely following the advice coming from our county, state, and national medical institutions. Knowing that a COVID-19 resurgence is possible, and even likely, we’re not getting ahead of ourselves and ahead of sound medical advice in our planning. Our goal is to assume that a resurgence can affect us in the future and ensure we start planning now to reduce any impacts. As an example, we’re already purchasing additional cleaning supplies and personal protective equipment. It’s still very early to say how a resurgence might impact us. Still, we will always ensure we are taking all actions necessary to preserve the safety of our employees and our community members. 9. When should office employees expect to come back into the office? Can we consider implementing a slow return to work transition? a. The Leadership Team is still assessing how we will start bringing our employees back into the office in a way that emphasizes safety. While many field crews have come back to work, there are other groups of employees who remain at home or are teleworking. We anticipate having more information on our plan on or before May 11. Budget 1. I understand that the Fed is buying municipal bonds across the country. Is this an option to overcome the budget shortfall? a. The municipal bond market was uncertain following the pandemic’s immediate impacts. Since then, the market has calmed due to factors including the Fed’s actions. At this point, interest rates seem to have stabilized, and we feel comfortable moving forward with a bond sale for certain capital projects. The debt sale is used for capital debt- funded projects, and does not give direct relief to our operating budget shortfalls. 2. Has a cost savings analysis been conducted between enacting furlough days versus. an across the board (%) City-wide pay reduction? a. Along with many other options, each has been considered as cost reduction strategies. The initial actions were chosen after considering many alternatives, but we’ll continue to consider multiple options moving forward as necessary. 3. What is the possibility of being able to draw more than planned from the electric fund? a. We do not plan on recommending an additional increase in the ROI from the electric fund. Understanding its impact to the Electric Fund financial forecast, we were comfortable recommending the increase to 6% through FY2022. Furlough/Pay Cut/RIF/Layoff 1. What is the difference between a furlough, a layoff, and a Reduction in Force (RIF)? a. All three of these terms describe actions that are intended to achieve cost savings by reducing an organization's payroll costs. Even though the words are often used interchangeably, their meanings are different. b. When an employer furloughs its employees, it requires them to work fewer hours or to take an amount of unpaid time off. "Furlough" and "reduction in hours" are terms that are often used interchangeably. An employer may require all employees to go on furlough, or it may exclude some employees who provide essential services. c. A layoff is a temporary separation from payroll. An employee may be laid off because there is not enough work for the employee to perform. The employer, however, believes that this condition may change and intends to recall the person when work again becomes available. A layoff can also become permanent if the employer is unable to provide enough work to warrant a position. d. A reduction in force (RIF) occurs when a position is eliminated without the intention of replacing it and involves a permanent cut in headcount. 2. What if I put my name in for the VSP and I am not approved? Will I have to be worried about being one of the first to be furloughed or laid off if that time comes? a. If the VSP does not generate the savings necessary, and other programs have to be instituted to balance the budget, decisions about what departments and positions may be affected will be based on business necessity. An employee's participation status in the VSP will not be considered as part of the process. 3. Is there any hope of rehire in the event of a RIF? a. The City is closely monitoring the financial impacts of the COVID pandemic today and for the future based on the economy. At this time, the long-term impacts of the COVID pandemic on the local economy are uncertain. In the event the City must enact additional cost-savings efforts through the implementation of a RIF, as the City resumes hiring, former employees are welcome to apply for positions as they become available in accordance with applicable City policies. 4. Will there be severance packages for anyone whose position is affected by a furlough or a RIF? a. If the City implements furloughs, severance packages will not be offered. If an employee's position is eliminated as part of a RIF, severance pay will be determined in accordance with the City Reduction in Force policy (no. 109.04). 5. If employees are furloughed, how long would the furlough last? Is there a length of time an employee can remain furloughed before their position is possibly eliminated? And is it a case by case basis on why someone would be furloughed versus a RIF? a. At this time, the potential for furloughs or a RIF is undetermined. If the City determines additional cost-saving measures must be taken, decisions as to what the cost-saving measures will be and the effect of those measures on the workforce will be based on business necessity and the continuation of services to the public. 6. Why not ask all employees to take a % reduction in pay to help out with not having to do a furlough? a. The leadership team has considered many options for reducing costs. Potential pay decreases are among those that are being discussed.