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CC 2013-06-25_08.g. Reso Updating Pay Range for Certain Part Time Positions... -·,:·. - ·,--~ .. ' . MEMORANDUM TO: CITY COUNCIL FROM: STEVEN ADAMS, CITY MANAGER BY: GEOFF ENGLISH, PUBLIC WORKS DIRECTOR JOHN ROGERS, RECREATION SERVICES DIRECTOR SUBJECT: CONSIDERATION OF A RESOLUTION UPDATING THE PAY RANGE FOR THE PART-TIME BUILDING COORDINATOR, MAINTENANCE WORKER AND CUSTODIAN POSITIONS DATE: JUNE 25, 2013 RECOMMENDATION: It is recommended the City Council adopt a Resolution adjusting the pay range for the part-time Building Coordinator, part-time Maintenance Worker and the Custodian positions. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: BUILDING COORDINATOR POSTION The permanent part-time Building Coordinator position has an hourly pay rate but· currently has no pay range. Adopting the resolution will establish a pay range for this position. The proposed pay range is a four step range which is similar to other part-time .. positions with the City. The proposed pay range will have a five percent increase per step with the range being $8.47 to $9.80 per hour. Adoption of the resolution will increase the part-time salaries budget for the Recreation Services Department by approximately $1,300 annually, but will be offset by savings of $1,715 for employee recruitment and training. MAINTENANCE WORKER AND CUSTODIAN POSITIONS The permanent part-time Maintenance Worker and Custodian positions have hourly pay rate schedules that have three steps. Adopting the resolution will establish a four-tier pay range for these positions that are similar to the four-tiered rates for other part-time positions. The proposed four-tiered pay rates range from $14.22 to $16.46. Adoption of the revised pay-range increase, coupled with hour reductions for the affected postions will result in a cost saving to the Public Works Department of approximately $6,822 per year. BACKGROUND: BUILDING COORDINATOR POSITION There are currently four employees working for the City in the position of Building Coordinator for a total of approximately 2,000 hours per year. The part time Building Coordinator position with the City does not have a pay range. This position currently . __ -, ·--~ - Item 8.g. - Page 1 CITY COUNCIL CONSIDERATION OF A RESOLUTION UPDATING THE PAY RANGE FOR THE PART-TIME BUILDING COORDINATOR, MAINTENANCE WORKER AND CUSTODIAN POSITIONS JUNE 25, 2013 PAGE2 pays $8.47 per hour regardless of the outcome of the annual personnel evaluation process. A fee of $10 per hour is charged to most groups renting City facilities to offset the requirement for a Building Coordinator to be on duty. The duties of this position can be very demanding at times and the current single pay rate offers no incentive to stay in this position. There has been a 33% turnover in Building Coordinator staff over the last three years, requiring the City to spend resources on hiring and training each time there is a need to fill an open position. MAINTENANCE WORKER AND CUSTODIAN POSITIONS As a result of cost-cutting measures during the past several years, the Public Works Department has hired part-time Maintenance Workers to complete maintenance duties previously performed by full-time workers. The department currently employs five (5) "permanent" part-time Maintenance Workers and one (1) "permanent" part-time Custodian. Currently the part-time Maintenance Worker position works alongside the full-time Maintenance Worker I position often completing identical duties for a lower pay- rate. It is staff's desire to create better equity in the pay rates between the part-time and full-time Maintenance Worker I positions. This effort is also being initiated at this time due to a planned reduction in the amount of hours scheduled for the part-time Maintenance Worker I position. ANALYSIS OF ISSUES: BUILDING COORDINATOR POSITION Establishment of a pay range for the part-time Building Coordinator position will offer these employees an incentive for advancement in pay, which will encourage them to stay in the position for a longer period of time. CURRENT $8.47 PROPOSED Step A-$8.47 Step B-$8.89 Step C-$9.33 Step D-$9.80 Current pay rate of $8.47 per hour x 2,000 hours per year Proposed median rate of $9.13 per hour x 2,000 hours per year Increase in annual part-time salaries = $16,940/year = $18.260/year = $ 1,320/year It takes approximately seven (7) hours of the Human Resource Manager's time to recruit, hire and conduct orientation, at a cost of $459. Staff training is an additional twenty (20) hours at a cost of $906. There are also $350 in costs for recruitment, health and fingerprint screening to hire each Building Coordinator. The total cost to the City for recruitment, hiring, orientation and training is approximately $1,715. The increased pay rate will still be within the amount charged by the facility users for reimbursement of the position; however, it may not fully recover all the indirect costs .. Item 8.g. - Page 2 CITY COUNCIL CONSIDERATION OF A RESOLUTION UPDATING THE PAY RANGE FOR THE PART-TIME BUILDING COORDINATOR, MAINTENANCE WORKER AND CUSTODIAN POSITIONS JUNE 25, 2013 PAGE3 MAINTENANCE WORKER AND CUSTODIAN POSITIONS Effective June 1, 2013, all five (5) permanent part-time Maintenance Workers in the Public Works Department were scheduled for 28.5 hours per week. In addition, effective July 1, 2013, one of the five permanent part-time Maintenance Workers will be promoted through a recruitment process to full-time based on a scheduled retirement. This recruitment will fill a vacancy created by a retirement of a current full-time Public Works employee effective July 1, 2013. The successful applicant's position will not be back-~lled, leaving four (4) remaining permanent part-time Maintenance Worker positions. The calculations below are based on the anticipated four remaining permanent part-time Maintenance Workers. Current- Proposed- 4 staff x 32 hrs/ wk x 52 wks x $14.99/hr = 4 staff x 28.5 hrs/ wk x 52 wks x $14.99/hr = Salary savings per year= $ 99,773/ year $ 88.861/ year $ 10,912/year This hour reduction action will result in a salary savings of approximately $10.912 per year. Staff is recommending a pay rate increase for the permanent part-time Maintenance Worker and Custodian positions to make the pay more commensurate with the hourly pay rate for the full-time Maintenance Worker I position. Currently the part-time Maintenance Worker position works alongside the full-time Maintenance Worker I position often completing identical duties for a lower pay rate and less benefits. Staff has identified this issue to be addressed previously and felt this would be an appropriate opportunity since hours are being reduced for many part-time positions. The proposed pay rate step increases for the part-time Maintenance Worker and Custodian positions is as follows: Current- Proposed- CURRENT 1. Step A-$10.97 2. Step 8-$12.35 3. Step C-$14.99 4. Step D-N/A PROPOSED Step A-$ 14.22 Step 8-$ 14.93 Step C-$ 15.68 Step D-$ 16.46 4 staff x 28.5 hrs/ wk x 52 wks x $ 14.99/hr = 4 staff x 28.5 hrs/ wk x 52 wks x $15.68/hr = Cost Increase per year= $ 88,861/ year $ 92.951/ year $ 4,090/ year This pay rate increase action will result in a cost increase of approximately $4.090 per year. The cost increase for the pay-rate increase will be offset by the savings realized from the hour reduction for a net savings of $6,822. Item 8.g. - Page 3 CITY COUNCIL CONSIDERATION OF A RESOLUTION UPDATING THE PAY RANGE FOR THE PART-TIME BUILDING COORDINATOR, MAINTENANCE WORKER AND CUSTODIAN POSITIONS JUNE 25, 2013 PAGE4 ALTERNATIVES: The following alternatives are provided for the Council's consideration: Approve staff's recommendation by adopting the resolution; Do not approve staff's recommendation; Modify as appropriate and approve staff's recommendation; or Provide direction to staff. ADVANTAGES: BUILDING COORDINATOR POSITION Establishing a pay range for the part-time Building Coordinator position will reduce employee turnover and save the City recruiting, hiring and training costs. MAINTENANCE WORKER AND CUSTODIAN POSITIONS Adjusting the pay-rate schedule for the part-time Maintenance Worker and Custodian positions will create better pay equity between current Public Works Maintenance Workers completing similar work. In addition, the reduction in work hours from 32 hours per week to less than 30 hours per week will more clearly classify these employees as part-time . . DISADVANTAGES: BUILDING COORDINATOR POSITION Establishing a pay range for the part-time Building Coordinator position will increase the part-time salaries budget for the Recreation Services Department. MAINTENANCE WORKER AND CUSTODIAN POSITIONS The Public Works Department will receive less work productivity from the Maintenance Workers on an hour-per-hour basis. ENVIRONMENTAL REVIEW: No environmental review is required for this item. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted in front of City Hall on Thursday, June 20, 2013. The Agenda and report were posted on the City's website on Friday, June 21, 2013. No public comments were received. Item 8.g. - Page 4 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE UPDATING THE PAY RANGE FOR THE PART-TIME BUILDING COORDINATOR, MAINTENANCE WORKER AND CUSTODIAN POSITIONS WHEREAS, the part-time position of Building Coordinator is in place in the Recreation Department, and WHEREAS, the part-time positions of Maintenance Worker and the Custodian are in place in the Public Works Department; and WHEREAS, the City Council of the City of Arroyo Grande ("City") deems it in the best interest of the City to upgrade pay ranges for the permanent part-time Building Coordinator, part-time Maintenance Worker and the Custodian positions. NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Arroyo Grande as follows: That the positions of Building Coordinator in the Recreation Services Department and the permanent part-time Maintenance Worker and the Custodian positions in the Public Works Department be revised per Exhibit A. This Resolution shall become effective as of July 5, 2013. On motion of Council Member , seconded by Council Member and on the following roll call vote, to wit: AYES: NOES: ABSENT: the foregoing Resolution was passed and adopted this day of I 2013. Item 8.g. - Page 5 RESOLUTION NO. PAGE2 TONY FERRARA, MAYOR ATTEST: KELLY WETMORE, CITY CLERK APPROVED AS TO CONTENT: STEVEN ADAMS, CITY MANAGER APPROVED AS TO FORM: TIMOTHY J. CARMEL, CITY ATTORNEY Item 8.g. - Page 6 RESOLUTION NO. PAGE3 EXHIBIT A BUILDING COORDINATOR POSITION: CURRENT PROPOSED $8.47 Step A-$8.47 Step 8-$8.89 Step C-$9.33 Step D-$9.80 MAINTENANCE WORKER AND CUSTODIAN POSITIONS: CURRENT PROPOSED Step A-$10.97 Step A-$ 14.22 Step 8-$12.35 Step 8-$ 14.93 Step C-$14.99 Step C-$ 15.68 Step D-NIA Step D-$ 16.46 The above listed pay-rate changes will be effective on July 5, 2013. Item 8.g. - Page 7 THIS PAGE INTENTIONALLY LEFT BLANK Item 8.g. - Page 8