2007-10-10 Board of Ethics Minutes mc

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Mr. Ashida said if the Board feels strongly about having employees sign for the booklet, he would suggest the Board ask the Department of Human Resources about doing this, as it is responsible for distributing County policies and procedures to employees. Ms. Lum said she did not want the booklet only on the internet. If employees have a hard copy on their desk or bookshelf, they could refer to it easier. There is a generational gap where younger employees are more comfortable reading on the internet than older employees. She asked whether it was a cost issue. Ms. Malanka said it may be important enough to outweigh the cost issue and that without accountability, there will be those that slip through and will say they never saw it. Mr. Ashida stated that it is not a cost issue. Ms. Lum reiterated that she wants to see hard copies of the booklet floating around. Ms. Nicholson said that when something is on line, it may not seem like a real thing, but it would if people could pick it up and read it. Mr. Ashida said that with one paycheck every month, employees also receive a County newsletter distributed by the Department of Human Resources. It may be possible to have the booklet go along with the newsletter. He asked how strongly the Board felt about having employees sign for it. Ms. Lum said it would give more weight to the booklet if employees sign for it, and they would be less likely to toss it. Mr. Dill said it would be a nightmare to keep track of having employees sign for it, and that it may be more important for new employees to sign for it. Ms. Malanka asked how employees get their paychecks, and Mr. Ashida said it depends on the employee. Some paychecks are hand - delivered and some are mailed, but the vast majority is via direct deposit. Ms. Malanka said she was concerned about the accountability issue, and they need to know that something was read. Ms. Nicholson said if the booklet were on line, it may be possible to buy software which would enable employees to acknowledge that they actually read or received the booklet. However, she is a believer in hard copies. She asked whether there is a checklist of documents to give new employees, and Mr. Ashida said yes. Ms. Nicholson said the booklet should be included on that checklist for new hires. She agreed that having everyone sign off would be a nightmare. Mr. Dill asked whether they could get Chair Hoffmann to have the copies made, after which the Board could ask the Department of Human Resources to insert it with their newsletter. Also, there could be a blurb in the newsletter about the booklet at the same time, informing the employees that it is enclosed and they are responsible for it. 17