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Home My WebLink About2019-06-28; Summary of Fiscal Year 2018-19 and 2019-20 Part-Time Position Changes; Chadwick, ScottTo the members of the: CIIY COUNCIL Date b\2ZlftcA ✓ CC ..L__ / CM V COO / DCM (3) _V_ June 28, 2019 Council Memorandum To: From: Honorable Mayor Hall and Mem!p£rs_pf the City Council Scott Chadwick, City Manager W- {cityof Carlsbad Memo ID# 2019075 Re: Summary of Fiscal Year 2018-19 and 2019-20 Part-Time Position Changes The fiscal year (FY) 2019-20 Operating Budget and Capital Improvement Program was presented to and adopted by City Council on June 18, 2019. During the presentation, City Council members requested that staff report out information regarding the city's use of employing part-time staff using budgetary savings. The city employs a workforce which includes permanent full-time and part-time employees. The City Council approves the full-time and part-time position counts every June with the adoption of the annual Operating Budget resolution, or during the year, if necessary, with separate council action. Language in the annual budget resolution for at least the last 20 years states that, among other budgetary controls, that the City Council must authorize any increase in the number of authorized permanent personnel positions and the City Manager may authorize the hiring of temporary or part-time staff as necessary. The use of part-time staff in this manner is in most cases to fill a temporary need, such as special projects, to cover vacancies until permanent positions can be filled or other assistance as needed in periods of heavy workloads. This authority granted to the City Manager (or his/her designee) authorizes the addition of part- time staff only, it does not authorize the City Manager to increase the budget funding as adopted by City Council. Funding for any use of additional part-time hours over those as identified in the annual budget is funded from department budgetary savings. This budgetary savings could be a result of current year salary savings (usually as a result of one or more position vacancies) or from the use of department budget carryforwards, which is budgetary savings from the prior FY. Historically, departments have been allowed to carryforward budgetary savings of up to 10% of the department's adopted budget into the new FY if remaining budget existed at FY end.· This budgetary savings was commonly referred to as department contingency. The use of department contingency was designed for one-time purchases or to fund the limited use of part-time positions, if necessary. City Manager's Office City Hall 1200 Carlsbad Village Drive I Carlsbad, CA 92008 I 760-434-2820 t Honorable Mayor Hall and Members of the City Council June 28, 2019 Page 2 During the development of this year's Operating Budget, each department was asked to analyze the use of part-time staff and determine if these part-time positions being funded with department contingency should be: • Made part of the City Council approved part-time headcount and funded. If the part- time positions were made part of the City Council approved part-time headcount and funded, this would show as an increase in the FY 2019-20 Operating Budget request PT headcount and funding. • Converted and requested as a full-time position if needed. If the part-time positions were converted, this would show as new full-time position requests and funding in the FY 2019-20 Operating Budget request. • Removed completely. If the part-time positions were removed, this would not show in the FY 2019-20 Operating Budget request. The table below is the summary of these department requests: FY 2018-19 FY 2019-20 Part Time ITT Part lime Part Time Department Equivalent Headcount Action for FY 2019-20 Adopted Budget Headcount Finance 1.5 3 PT FTE added as budgeted PT headcount in FY 2019-20 3 Information Technology 1.5 3 PT FTE added as budgeted PT headcount in FY 2019-20 3 City Manager 0.5 1 PT FTE added as budgeted PT headcount in FY 2019-20 1 Housing & Neighborhood Serv. 4.16 8.32 PT FTE added as budgeted PT headcount in FY 2019-20 8.32 Police 1.5 3 PT FTE added as budgeted PT headcount in FY 2019-20 3 Communications 0.11 0.22 PT FTE added as budgeted PT headcount in FY 2019-20 0.22 City Clerk 0.5 1 PT FTE added as budgeted PT headcount in FY 2019-20 1 Community & Economic Dev. 3.5 7 PT FTE added as budgeted PT headcount in FY 2019-20 7 Total PT madded as budgeted PT headcount in FY 2019-20 13.27 26.54 26.54 Human Resources 2.5 5 PT FTE converted to 3 new FT positions 0 Fire 1.5 3 PT FTE converted to 2 new FT positions (fire inspections} 0 Total PT m converted and requested as new m for FY 2019-20 4 8 0 In addition to the changes above, two previously City Council approved part-time positions were eliminated with new positions. The City Attorney's Office eliminated a part-time {0.5 FTE) attorney and added a new full-time {1.0) attorney and the Fire Department eliminated a part- time (0.5 FTE) and added a new full-time {1.0) position. In these two cases, plus the five part- time positions in Human Resources and the three part-time positions in the Fire Department, there is a total of 10 part-time staff headcount and funding that was eliminated in the FY 2019- 20 Operating Budget. At the June 18, 2019 City Council meeting, staff presented a new draft of Council Policy No. 87, General Fund Surplus Policy. The intent of this new draft policy is to address the approval process and use of surplus funds and carryforwards on an annual basis. Although this policy has yet to be adopted, the City Manager has directed staff to no longer use carryforward contingency funds for part-time positions without city manager approval, and to clearly show Honorable Mayor Hall and Members of the City Council June 28, 2019 Page 3 on-going part-time position funding in the budgeted headcount which is reflected in the recently adopted Operating Budget. cc: Celia Brewer, City Attorney Elaine Lu key, Chief Operations Officer