Discuss, consider and take appropriate action on a line item transfer for Succession Planning dollars for the EMS (Emergency Medical Services) department.

The Budget Policy document as approved by the Court provides for "Succession Planning" or dollars to be utilized by departments when an existing employee resigns, and it is necessary to bring in a replacement prior to the departure of the existing employee.  A snip of the policy has been included below.  The EMS department has been notified that PCN0780, will be retiring, and the last day worked will be 4/30/26.  EMS is requesting two weeks of pay for shadowing and four weeks (160 hours) of pay for vacation pay out as allowed by policy.   While this PCN does not fall directly under a position "directly supervised by an elected official, appointed official, senior director or the commissioner's court", it does fall directly under the EMS Director himself.  The exception being requested lies in the fact that this role requires communication with the Texas Department of Insurance, the Centers for Medicare and Medicaid, and the Office of the Inspector General and has a huge auditing and compliance component that not just anyone can fill.  It also requires knowledge of EMS operations and the rules associated with billing EMS claims as compared to hospital claims.  The salary for this PCN is $120,922.88 annually.  Based on the two weeks of shadowing and four weeks of leave time, for a total of six weeks, funds needed are $13,952.64 or $17,112.92 to include FICA and retirement.  This money is budgeted each year in the Non-Departmental budget or 0409 and is available for transfer.

     1. Funding may be requested via the budget process for known “Succession Planning."  In the event an existing FTE submits a letter of intent to separate employment with Williamson County and funding is necessary to bring in a replacement prior to the departure of the existing FTE, funding may be available.  Succession planning/funding applies as follows:

Applies to any position directly supervised by an elected official, appointed official, senior director or the commissioner’s court
    -Official letter of intent to depart/resign/retire must be received from/by the above
    -Maximum funding of 2 weeks (80 hours, five 8-hour days per week) for shadowing/training prior to the current FTE departure.
    -Maximum funding of 4 additional weeks (160 hours, five 8-hour days per week) to allow for accrual payouts (only if funding is not already available in the salary line due to attrition).  Vacancy dollars will be applied first
    -Maximum total funding of 6 weeks’ pay (240 hours, five 8-hour days per week)
    -Funding will be based on the current rate of pay for the current FTE and will include fringe/benefits as applicable.
    -Once a new hire is in place, he/she will move into the existing FTE slot while the current FTE will move into the succession slot.
    -Succession funding/dollars may not be transferred for any other purpose.
    -Internal candidates/promotions are not eligible for succession planning funding.