WRCOG committee OKs personnel-policy overhaul, approves $450,000 payout for PTO conversion

The Western Riverside Council of Governments Executive Committee approved a package of personnel policy changes that will convert existing vacation balances to paid time off and convert 50% of sick leave to PTO, reestablish PTO caps at twice annual accrual, and require a one-time payout for hours that exceed the caps.

Christopher Gray, WRCOG's interim executive director, told the committee staff had completed a comprehensive policy review and that prior implementation lapses had left some employees with large leave balances. He said "about 25% of our employees will be over the PTO cap after the conversion," and staff estimate roughly 4,000 leave hours will be paid out at an estimated one-time cost of about $450,000.

Gray said the conversion reflects longstanding practice that previously paid out 100% of vacation and 50% of sick leave, and that the 50% sick-leave conversion follows the same valuation: "we are essentially going with that split." He told the committee the change is intended to simplify leave administration, modernize language, and align WRCOG with member-agency practices.

As part of the package, staff proposed limiting accruals once an employee hits the cap, returning to semiannual vacation cash-outs (capped at 80–160 hours per year), and clarifying holiday payout timing for employees who work a holiday. Gray also described updates to comply with federal medical leave requirements and the California Family Rights Act and added language for military-service leave.

A member asked whether employees were consulted about the changes. Gray said staff held an all-staff meeting the previous Monday and that the change "is something that employees have been asking for for years." Labor counsel also answered a separate question about whether recent federal closures constituted new national holidays by saying those executive actions did not create national holidays for pay purposes.

The committee approved the policy packet and the associated budget amendment in a unanimous roll-call vote. Upon approval, staff will distribute the policies to employees and require sign-off acknowledging receipt and understanding.

Implementation notes: staff said the one-time payout covers both director and non-director staff and that going forward PTO caps and cash-out practices will align with member agencies. The committee was told additional policy updates (roughly 82 items) will be brought forward in later meetings.