2.1.
CC Work Session
- Meeting Date:
- 10/13/2015
Information
Title:
Discussion Regarding the Proposed 2016 Staffing Changes
Purpose/Background:
The purpose of this discussion is to provide the City Council with an opportunity to address each of proposed staffing changes effecting the upcoming budget. All of the proposed staffing changes have been proposed in order to meet the strategic goals of the City. In addition, this discussion includes an immediate need in the Community Development Department related to the current Permit Technician Assistant position, currently budgeted for 20 hours per week.
Types of Changes and Current Policies
There are four types of proposed changes which will be explained in detail, including the associated budget impact, services provided, and strategic imperatives that can be achieved as a result. This includes, additional hours to current positions, new positions, reclassifications, and market rate adjustments. The City's Personnel Policy, adopted in August 2014, and scheduled for updating and re-adoption, has policies in place governing reclassifications and market rate adjustments. Staff would like to address any possible changes to those policies in the coming months. The reclassifications and market rate adjustments planned for 2016 fall within the current policies. Note, that previous iterations of the budget had a reclassification request for the Public Information and Events Specialist. This reclassification request has been withdrawn due to the fact that this is a new position and that was recently established in 2014. Staff would like to examine a policy in regard to the purpose and frequency of reclassifications and market adjustments prior to recommending any change to this position.
The remaining proposed market rate adjustments for consideration this evening impact two groups: the City's Paid-on-call Firefighters, and selected AFSCME employees under a wage study that was committed to during the last round of negotiations for the 2015 - 2016 AFSCME contract.
Additional Hours - Current Need
Community Development Director Gladhill would like to provide the City Council with an update on his Department's immediate need regarding additional hours now and continuing into the future due to current and ongoing workload demands. He would like the City Council to consider approval for changing the current Permit Technician Assistant to a full-time employee, taking action at the October 27, 2015 meeting. Within the proposed 2016 Budget, this position is proposed to be re-classified as a Permit (or Community Development) Technician, a regular full-time employee. Staff recommends that the 2016 change in title follow the standard process. Increasing the Permit Technician Assistant's hours to 40 hours per week for the remainder of 2015 will increase expenditures by $13,511. This assumes an additional 560 hours with health insurance waived. The increase in expenditure is offset by the increase in actual revenue from Building Permits. The increase in hours has already been factored into the proposed 2016 Budget and has a net effect of an increase of $4,480 following other line item reductions. This increase cost is also offset by additional revenues over and above the original forecasted levels for 2015. Permit levels in all sectors are exceeding original expectations for 2015 and are outlined in the attached spreadsheet.
Additional Hours - 2016 Proposal
The IT Manager would like to increase the hours of its IT Support Tech in response to the increasing number and complexities of technologies requested and utilized by City staff. Since 2011 the City has continued to add technologies, but has actually reduced staff hours in the IT department. Without an increase in hours, staff technology needs may be prioritized under larger projects or vice versa. Either scenario could cause delays to requests from the public.
2) Public Works Streets Maintenance Worker (April 1 hire date)
3) Drug Force Task Officer
#1 above - Reasoning: Accounting Clerk to Senior Accounting Clerk: Since employment over 11 years ago, this employee has taken on additional responsibilities that greatly exceed the requirements of a general accounting clerk such as property management and credit cards tracking.
#2 above -- Reasoning: Accountant I to Accountant II: The employee in this position recently earned her Certified Payroll Professional Accreditation. Positions at this level are distinguished from the Accountant I level by the performance of the full range of duties as assigned, working independently, applying well developed accounting knowledge, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Work is normally reviewed only on completion and for overall results. Positions in this class series are flexibly staffed and positions at the Accountant II level are normally filled by advancement from the Accountant I level.
#3 above - Reasoning: Permit Technician Assistant to Permit Technician: In summary, hiring this position as a Permit Technician Assistant in 2015 rather than a Permit Technician (as planned for 2016) was done intentionally to align staffing expenditures and skills with the actual service needs of the department. This position will maintain the 10 business day plan review & 48 hour inspection window, assist in pre-development review process, and maintain the 60 day review period. The Community Development Director will be on hand to offer any additional information that may be required by the City Council.
#4 above - Reasoning: Civil Engineer II to Civil Engineer IV: In summary, the duties of the Civil Engineer II have changed significantly since being hired and are now more closely aligned with the duties typically performed by a Civil Engineer IV. Most specifically, this position has assumed an expanded role in recent years to allow the City to meet the ever increasing stormwater management requirements imposed upon the City by various stormwater regulating agencies. The City Engineer will be on hand to offer any additional information that may be required by the City Council.
#5 above - Reasoning: Streets Maintenance Worker to Mechanic: In summary, with the increasing number of vehicles, heavy and and light equipment in the city's fleet (PD, PW, FD, engr., and admin.), the demand for a mechanic has doubled. A current maintenance worker is working out of his job class by fulfilling this role now. The Public Works Superintendent will be on hand to offer any additional information that may be required by the City Council.
#1 above - Reasoning: In 2014 a POC FF survey was completed on similar sized cities. Wages ranged from $7.75 to $21/hr. Fire Chief also completed a 2015 survey of Anoka County Depts. which ranged from $10 to $16.95/hr. with average of $14.93/hr. The Ramsey POC rate has not changed in many years. This will bring FF's close to the average. The Fire Chief will be on hand to offer additional information.
#2 and #3 above - Reasoning: As part of the 2015-2016 AFSCME negotiations, the City committed to reviewing certain jobs that were known to be under the market. Of the 16 AFSCME jobs, the 2 jobs listed above met the criteria for an adjustment. As with the LELS contracts, this market rate adjustment will be effective on April 1, 2016.
Conclusion
This concludes staff's discussion regarding the staffing changes planned now and through the 2016. Staff will be happy to provide the City Council with additional information that may not have come to light during the writing of this case.
Note: There are many supporting documents attached.
Types of Changes and Current Policies
There are four types of proposed changes which will be explained in detail, including the associated budget impact, services provided, and strategic imperatives that can be achieved as a result. This includes, additional hours to current positions, new positions, reclassifications, and market rate adjustments. The City's Personnel Policy, adopted in August 2014, and scheduled for updating and re-adoption, has policies in place governing reclassifications and market rate adjustments. Staff would like to address any possible changes to those policies in the coming months. The reclassifications and market rate adjustments planned for 2016 fall within the current policies. Note, that previous iterations of the budget had a reclassification request for the Public Information and Events Specialist. This reclassification request has been withdrawn due to the fact that this is a new position and that was recently established in 2014. Staff would like to examine a policy in regard to the purpose and frequency of reclassifications and market adjustments prior to recommending any change to this position.
The remaining proposed market rate adjustments for consideration this evening impact two groups: the City's Paid-on-call Firefighters, and selected AFSCME employees under a wage study that was committed to during the last round of negotiations for the 2015 - 2016 AFSCME contract.
Additional Hours - Current Need
Community Development Director Gladhill would like to provide the City Council with an update on his Department's immediate need regarding additional hours now and continuing into the future due to current and ongoing workload demands. He would like the City Council to consider approval for changing the current Permit Technician Assistant to a full-time employee, taking action at the October 27, 2015 meeting. Within the proposed 2016 Budget, this position is proposed to be re-classified as a Permit (or Community Development) Technician, a regular full-time employee. Staff recommends that the 2016 change in title follow the standard process. Increasing the Permit Technician Assistant's hours to 40 hours per week for the remainder of 2015 will increase expenditures by $13,511. This assumes an additional 560 hours with health insurance waived. The increase in expenditure is offset by the increase in actual revenue from Building Permits. The increase in hours has already been factored into the proposed 2016 Budget and has a net effect of an increase of $4,480 following other line item reductions. This increase cost is also offset by additional revenues over and above the original forecasted levels for 2015. Permit levels in all sectors are exceeding original expectations for 2015 and are outlined in the attached spreadsheet.
Additional Hours - 2016 Proposal
The IT Manager would like to increase the hours of its IT Support Tech in response to the increasing number and complexities of technologies requested and utilized by City staff. Since 2011 the City has continued to add technologies, but has actually reduced staff hours in the IT department. Without an increase in hours, staff technology needs may be prioritized under larger projects or vice versa. Either scenario could cause delays to requests from the public.
New Positions - Three New Positions are Proposed in 2016
1) Assistant Planner/Code Enforcement & Licensing Coordinator
a. Budget impact in 2016 will be $73,897 / see attached documentation for full justification and details
2) Public Works Streets Maintenance Worker (April 1 hire date)
a. Budget impact in 2016 will be $49,039 / see attached documentation for full justification and details
3) Drug Force Task Officer
a.Budget impact in 2016 will be $76,185 / see attached documentation for full justification and details
Reclassifications - Five Reclassifications are Proposed in 2016
| From | To | 2016 Impact |
| 1) Accounting Clerk | Senior Accountant Clerk | $1867 |
| 2) Accountant I | Accountant II | $1440 |
| 3) Permit Technician Assistant | Permit Technician | $1177 (This figure assumes the position is changed to FT in Oct. 2015. The increased funding is the amount required for the reclassification only. |
| 4) Civil Engineer II | Civil Engineer IV | $1,466 |
| 5) Streets Maint. Worker | Mechanic | $3551 |
#1 above - Reasoning: Accounting Clerk to Senior Accounting Clerk: Since employment over 11 years ago, this employee has taken on additional responsibilities that greatly exceed the requirements of a general accounting clerk such as property management and credit cards tracking.
#2 above -- Reasoning: Accountant I to Accountant II: The employee in this position recently earned her Certified Payroll Professional Accreditation. Positions at this level are distinguished from the Accountant I level by the performance of the full range of duties as assigned, working independently, applying well developed accounting knowledge, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Work is normally reviewed only on completion and for overall results. Positions in this class series are flexibly staffed and positions at the Accountant II level are normally filled by advancement from the Accountant I level.
#3 above - Reasoning: Permit Technician Assistant to Permit Technician: In summary, hiring this position as a Permit Technician Assistant in 2015 rather than a Permit Technician (as planned for 2016) was done intentionally to align staffing expenditures and skills with the actual service needs of the department. This position will maintain the 10 business day plan review & 48 hour inspection window, assist in pre-development review process, and maintain the 60 day review period. The Community Development Director will be on hand to offer any additional information that may be required by the City Council.
#4 above - Reasoning: Civil Engineer II to Civil Engineer IV: In summary, the duties of the Civil Engineer II have changed significantly since being hired and are now more closely aligned with the duties typically performed by a Civil Engineer IV. Most specifically, this position has assumed an expanded role in recent years to allow the City to meet the ever increasing stormwater management requirements imposed upon the City by various stormwater regulating agencies. The City Engineer will be on hand to offer any additional information that may be required by the City Council.
#5 above - Reasoning: Streets Maintenance Worker to Mechanic: In summary, with the increasing number of vehicles, heavy and and light equipment in the city's fleet (PD, PW, FD, engr., and admin.), the demand for a mechanic has doubled. A current maintenance worker is working out of his job class by fulfilling this role now. The Public Works Superintendent will be on hand to offer any additional information that may be required by the City Council.
Market Rate Adjustments -- Three Market Rate Adjustments are Proposed in 2016
| Title | Pay Range From | Pay Range To | % of Increase ($Annual) |
| 1) Paid-on-call Firefighter | $12.88 per hour | $14.50 per hour | 12.6% ($17,490) |
| 2) AFSCME PW Maint. Worker | $20.52 to $25.65 | $20.72 to $25.90 | 1% ($2,835) |
| 3) AFSCME Eng. Tech II | $22.16 to $27.70 | $23.93 to $29.91 | 8% ($5,365) |
#1 above - Reasoning: In 2014 a POC FF survey was completed on similar sized cities. Wages ranged from $7.75 to $21/hr. Fire Chief also completed a 2015 survey of Anoka County Depts. which ranged from $10 to $16.95/hr. with average of $14.93/hr. The Ramsey POC rate has not changed in many years. This will bring FF's close to the average. The Fire Chief will be on hand to offer additional information.
#2 and #3 above - Reasoning: As part of the 2015-2016 AFSCME negotiations, the City committed to reviewing certain jobs that were known to be under the market. Of the 16 AFSCME jobs, the 2 jobs listed above met the criteria for an adjustment. As with the LELS contracts, this market rate adjustment will be effective on April 1, 2016.
Conclusion
This concludes staff's discussion regarding the staffing changes planned now and through the 2016. Staff will be happy to provide the City Council with additional information that may not have come to light during the writing of this case.
Note: There are many supporting documents attached.
Timeframe:
30 to 45 minutes
Funding Source:
The funding for each proposed staffing change is identified in the in the narrative above as well as the preliminary 2016 budget.
Responsible Party(ies):
Colleen Lasher, Human Resources Manager in cooperation with all City Department Heads.
Outcome:
To direct staff to bring forward increasing the hours to full time in 2015 for the Permit Technician Assistant's position
- and -
To receive City Council Direction with regard to the Proposed 2016 Staffing changes and to direct Staff to proceed accordingly.
- and -
To receive City Council Direction with regard to the Proposed 2016 Staffing changes and to direct Staff to proceed accordingly.
Attachments
- 2016_Position_Justification_Forms
- Minutes from Sept 2 2014 Work Session
- Revenue Tracker 20150716
- Permit Update 20150916
- Development Overview
- Civil Engineer IV
- Accountant II
- Sr Accounting Clerk Rev
- PW Mechanic
- Permit Technician
- 2016 Staff Plan Strategic Alignment
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Kurt Ulrich | Kurt Ulrich | 10/08/2015 04:37 PM |
- Form Started By:
- Colleen Lasher
- Started On:
- 09/28/2015 02:03 PM
- Final Approval Date:
- 10/08/2015