Title
Central Fiscal and Facilities, divisions of the Chief Administrative Office, recommending the Board adopt and authorize the Chair to sign Resolution 201-2024 207-2024, deleting 1.0 vacant full time equivalent (FTE) Principal Management Analyst allocation and adding 1.0 FTE Sr. Administrative Analyst in Central Fiscal and 1.0 FTE Grounds Maintenance Worker I/II in Facilities.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
The Central Fiscal and Facilities Divisions of the Chief Administrative Office are requesting the addition of two FTE position allocations and the deletion of one FTE position.
The Central Fiscal Division of the Chief Administrative Office is requesting the addition of 1.0 FTE Sr. Administrative Analyst to provide additional support to new and expanded programs that have a very heavy grant workload, primarily in the Office of Wildfire Preparedness and Resilience and Public Defender's office. The department has also taken on the Cemeteries workload and has several significant long-term facilities projects such as the jail and juvenile hall expansions, which have very heavy tracking and reporting requirements per the State grant guidelines. The increases in workload cannot be absorbed by current staff. A Sr. Administrative Analyst was identified as the correct position to be added to balance the workload and provide the appropriate technical expertise.
The Facilities Division of the Chief Administrative Office is requesting the addition of 1.0 FTE Grounds Maintenance Worker I/II due to the increased workload resulting from the addition of the Cemetery Program within the division’s grounds maintenance responsibilities. Specifically, the program added eight cemetery locations to routine maintenance, which is comprised of workload that is beyond what the current staffing level can maintain. Cemetery maintenance has been identified as an area in need of significant improvement. The addition of a Grounds Maintenance worker will allow for a higher level of service and consistent maintenance of the cemeteries. There are many volunteer groups that would like to provide support for cemeteries. Unfortunately, there is a large amount of deferred maintenance that needs to be done at these cemeteries and often times volunteers can't easily access grave stones to provide maintenance services. Once staff are able to complete some of this deferred maintenance, volunteer groups will be better able to access cemeteries to help maintain markers. The consistent maintenance will also help reduce the threat of fires by adequately taking care of vegetation management.
Costs for both positions shall be offset by the deletion of 1.0 FTE vacant Principal Management Analyst position within the Chief Administration Office along with ongoing salary longevity savings of retiring employees, additional salary savings in Central Services, and the termination of a professional service contract for cemetery maintenance that will no longer be necessary with the additional Grounds Maintenance Worker.
ALTERNATIVES
If the Board does not approve the staffing changes, cemetery maintenance will not be provided on a consistent basis and grant deadlines could be missed which could affect current and future funding.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Human Resources
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The annual salary and benefit cost is approximately $124,000 for the Sr. Administrative Analyst and $84,000 for the Grounds Maintenance Worker for a total annual cost of $208,000. The deletion of the Principal Analyst results in annual savings of approximately $179,000. The Facilities Division also has two long term employees retiring in December resulting in approximately $13,000 in longevity savings plus savings in professional services of $23,000 related to the cemeteries maintenance contract. Combined, the longevity savings, professional services savings, and the deletion of the Principal Management Analyst are calculated to have an annual savings of approximately $215,000. This will fully offset the costs of the new positions and result in approximately $7,000 of additional annual savings.
For the remainder of Fiscal Year 2024-25, where the Principal Management Analyst was held vacant for salary savings, costs are estimated at approximately $104,000 and these will be offset with longevity savings, professional services savings, partial savings from the vacant Principal Management Analyst, and additional salary savings in Central Services.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Upon approval, return one certified copy of the Personnel Allocation resolution to Human Resources, Attention: Jordan Meyer.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Laura Schwartz, Assistant Chief Administrative Officer