STATUS OF LIMITED TERM STAFF POSITIONS

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1 STAFF REPORT MEETING DATE: March 13, 2018 TO: FROM: SUBJECT: City Council Michael Antwine II, Assistant City Manager Tony Clark, Finance Manager STATUS OF LIMITED TERM STAFF POSITIONS 922 Machin Avenue Novato, CA / FAX 415/ REQUEST Consider receiving and filing report on the status of Limited Term positions. DISCUSSION The intent of this report is to provide the Council with a status update on the Limited Term currently funded positions. This report will provide the following information for each Limited Term position: the department assigned; title/classification; duties and tasks; the term/period; funding source and fiscal year costs. In light of the fact that the limited term positions are filled with current employees, represented by various union labor groups; this report will not provide any specific direction or recommendation regarding future funding or personnel allocation of the current positions. Notwithstanding, as part of the City s budget process for FY 18-19, staff will provide the Council with a fiscal analysis of the limited term positions relevant to the proposed FY budget. BACKGROUND The City of Novato has sixteen (16) Limited Term positions that are assigned to five (5) City Departments. The limited term positions have varying expiration dates ranging from FY 2017/2018 to FY 2022/2023. There are three (3) primary funding sources for the limited term positions, which have either partial or full funding from Measure F, Measure A or the City General Fund. The position allocation funding is distributed as follows: three (3) positions funded with Measure A; Ten (10) positions funded with Measure F and three (3) positions funded with General Fund. Measure F funding was created in July 2010, through a unanimous City Council vote to place a revenue measure (Measure F) on the November 2010 ballot to maintain vital city services during difficult economic times. On November 2, 2010, 58% of the voters approved Measure F to provide a temporary 5-year ½ cent sales tax for the city of Novato. The additional sales tax revenue was to offset and prevent additional budget cuts and maintain/restore vital general city services including, but not limited to: neighborhood police patrols, crime prevention programs, response times; city street repair; park maintenance; and preventing closure or elimination of youth and senior centers/services. cc

2 Measure A is a one-quarter cent retail transactions and use tax passed in November 2012 to care for Marin s existing parks and open spaces, support regional community parks projects and programs, and further farmland preservation throughout Marin County. The allocation of Measure A funds were based on the following criteria: 65% will be used by Marin County Parks to restore natural resources, maintain county parks and open space preserves, restore and improve public access, and protect natural lands. 20% will be dedicated to saving family farms and ranches through the purchase of agricultural conservation easements in voluntary transactions with landowners. 15% will be used by cities, towns, and applicable special districts to enhance and manage their parks, nature preserves, recreation programs, and vegetation to reduce wildfire risk ANALYSIS The City of Novato has three (3) Measure A Parks funded limited term positions assigned to the following departments: (Public Works Department 2 positions and Parks & Recreation, Community Services 1 position- 50% FTE). There are ten (10) Measure F funded positions assigned to the following departments: (Public Works Department 2 positions; Central Administration 2 positions; Police Department 4 positions and Administrative Services Division 2 positions). There are four (4) limited term positions funded with the General Fund assigned to the following departments: (Parks & Recreation, Community Services 50% of 1 FTE; Police Department 50% of 1 FTE and Community Development 2 positions). Public Works Department - 2 Limited Term (Measure A) positions Vacant Public Works / Parks Maintenance Maintenance Worker 9 yrs Measure A Parks 92,240 Vacant Public Works / Parks Maintenance Maintenance Worker 9 yrs Measure A Parks 92,240 The Public Works Parks Maintenance Division has two (2) limited term Maintenance Worker positions funded with Measure A Parks funds that are currently vacant, due to a retirement, and a promotion, and the department is currently in the recruitment process to fill the vacant position. The typical responsibilities of Public Works Parks Maintenance Workers are the following: Irrigation repair, tree pruning and landscape maintenance Restroom clean up and repair Routine playground inspection Park equipment replacement and repair Weed abatement Trash removal 2 2

3 Public Works Department - 2 Limited Term (Measure F) positions Vacant Public Works / Street Mainenance Maintenance Worker 4 yrs Measure F 92,240 Staffed Public Works / Island Maintenance Maintenance Worker 4 yrs Measure F 92,240 The Public Works - Street Maintenance & Island Maintenance Division have two (2) limited term Maintenance Worker positions funded with Measure F. The Street Maintenance position is currently vacant, due to a recent retirement and the Island Maintenance positon is staffed. The primary responsibilities for both positions include: Irrigation repair, tree pruning and landscape maintenance of median islands and downtown landscape Street improvements Signage and Street Striping Pothole repair. Parks & Recreation, Community Services 1 Limited Term (Measure A) position: Staffed Parks, Recreation, & Community Services Recreation Coordinator, Special Events % General Fund / 50% Parks Measure A 94,570 The Parks and Recreation, Community Services Department has one (1) limited term position: Recreation Coordinator (Special Events) subsidized equally fifty percent (50%) with Measure A and 50% City General Fund. The Special Event Recreation Coordinator position manages the various special events and programming activities sponsored by the City. The position is jointly funded equally between General Fund and Parks Measure A appropriations. The Measure A funds are scheduled to end in FY22/23. Central Administration 2 Limited Term (Measure F) positions Staffed Central Administration / Economic Development Hamilton Base Reuse Director 6 yrs Measure F 65,540 Vacant Central Administration / Economic Development Webmaster (Management Analyst) 4 yrs Measure F 91,940 The Central Administration has two (2) limited term positions. The Management Analyst position was transferred to the City Manager s office and this limited term Management Analyst position is now in the City Manager s Office. The Hamilton Base Reuse Director was hired to maximize revenue potential from City-owned properties on the former Base, by soliciting developer interest to restore numerous historic buildings with the goal of continually improving the Hamilton neighborhood. Funding for the Hamilton Base Reuse Director position ends in FY 18/19; therefore, the costs shown in the table above are for 6 months. 3 3

4 Administrative Services Department 2 Limited Term (Measure F) positions: Staffed Administrative Services / Finance Accounting Supervisor 1.5 yrs CIP/Measure F 28,145 Staffed Administrative Services / IT Technology Business Analyst 4 yrs CIP/Measure F 37,235 The Administrative Services Department has two (2) limited term positions within the Finance and Information Technology Divisions. The Finance Division hired a second Accounting Supervisor as part of a succession plan to the incumbent employee who is scheduled to retire in July The position is funded from Measure F through the Technology Organizational Improvements (TOI) CIP project. The limited term position is scheduled to end 7/31/18. The Technology Business Analyst serves as a liaison between the Community Development, Parks & Recreation, Community Services and City Clerk departments. The position manages the City s Payment Card Industry (PCI) compliance effort, and the BluRec Recreation Management Project for Parks, Recreation, & Community Services. In addition, the Technology Business Analyst is working with the City Clerk s Office on the Agenda Management project and on the Outbound Notification project for Community Development. The position will provide project management services to several IT projects. The total annual costs for this position is estimated at $148,056 and is scheduled to end 9/15/18. Police Department 4 Limited Term (General Fund, Measure F & COPE) positions: Department / Division Classification LT Period Start FY End FY Current Fund Source FY 18/19 Cost Staffed Police / Administration Office Assistant II (.5 FTE) 4 yrs 2015 Measure F 35,425 Staffed Police / Technical Services Records Specialist (.5 FTE) 4 yrs % General Fund / 50% Measure F 81,680 Staffed Police / Special Services Officer 2017 DOJ COPE Grant 145,500 Staffed Police / Investigations Crime Analyst 4 yrs Measure F 27,500 The Police Department has five (5) limited term positions. In addition, to the table above, the Police Department has a Dispatcher position that is funded with Measure F funds. The Dispatcher position accomplishes the minimum staffing goal of having at least two dispatchers in the dispatch center 24 hours a day. The Records Specialist position provides technical and clerical support to both the Department, public, and relieves police officers from clerical duties to allow them to focus on more police related matters. The position is joint funded equally with Measure F funding as well as the General Fund. Measure F funding is scheduled to end FY18/19. The Office Assistant II position in Professional Standards performs regular clerical duties, and is responsible to schedule and process all the mandated and POST required trainings for all department employees. This position allows the Professional Standards Sergeant to focus on higher level duties and long-term management and development of the department s recruitment, retention and training programs. The Task Force Officer assignment has ended and on November 14, 2017, the City Council approved this positon to be reclassified as a regular term Community Service Officer (CSO); as a result, the funded Measure F funds for this position are no longer required. The COPE task force 4 4

5 position is grant funded through June 30, 2018, of which the City covered $11,500 of the $145,500 total costs for the position. The Crime Analyst is a non-benefited employee who maintains the data base for all of the department s internal crime related statistics and regularly produces public reports including a 5- year crime analysis, crime trends analysis, and management dashboard reports. Data reports have also been developed for other agencies: Blue Ribbon Coalition, City Council requests and others. Community Development Department 2 Limited Term (General Fund) positions: Staffed Community Development / Planning Planner I 2 yrs 2017 General Fund 94,930 Staffed Community Development / Building Building Inspector 2 yrs 2017 General Fund 98,420 Community Development Department has two (2) limited terms positions. The Planner I position is located in the Planning Division and the Building Inspector position is located in the Building Division. The Planner 1 position provides public information at the counter and by phone, processes the more basic planning applications, perform building permit plan checks, and business license reviews. The Building Inspector 1 performs field inspections for building permits and investigates code enforcement complaints. Both positions are on a rolling term (no specified end date) and are absorbed by the General Fund. RECOMMENDATION Receive and file this report on the status of Limited Term Positions. ATTACHMENT None 5 5