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CC 2018-10-09_09c SEIU Side LetterMEMORANDUM TO: CITY COUNCIL FROM: DEBBIE MALICOAT, DIRECTOR OF ADMINISTRATIVE SERVICES SUBJECT: CONSIDERATION OF A SIDE LETTER OF AGREEMENT TO THE SERVICE EMPLOYEES INTERNATIONAL UNION LOCAL 620 MEMORANDUM OF UNDERSTANDING DATE: OCTOBER 9, 2018 SUMMARY OF ACTION: Approving the Side Letter of Agreement with the Service Employees International Union Local 620 (SEIU) will provide an updated list of classifications represented by the SEIU. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: Eliminating the Administrative Secretary position and reclassifying the existing part time Senior Office Assistant position to a full time Permit Technician will save $69,000 annually. Reclassifying the existing Geographic Information Systems Technician will cost $8,200 annually, which was included in the current budget. Creating the Citywide Fleet Coordinator position and eliminating the part-time Fleet & Equipment Technician in the Police Department will be cost-neutral. RECOMMENDATION: It is recommended the City Council adopt a Resolution approving a side letter of agreement to the Memorandum of Understanding between Service Employees International Union Local 620 Arroyo Grande Chapter and City of Arroyo Grande. BACKGROUND: As part of the FY 2018-20 Biennial Budget, the City eliminated several positions in the Community Development Department. The budget proposed eliminating the Administrative Secretary position and reclassifying the existing part time Senior Office Assistant position to a full time Permit Technician. The City’s existing full time Building Permit Technician classification was the basis for creating the new Planning/Engineering Permit Technician classification, as the duties, experience and abilities are similar. The City currently has a Geographic Information Systems (GIS) Technician position, which was established in 2015. With the incorporation of GIS data usage Citywide over Item 9.c. - Page 1 CITY COUNCIL CONSIDERATION OF A SIDE LETTER OF AGREEMENT TO THE SERVICE EMPLOYEES INTERNATIONAL UNION LOCAL 620 MEMORANDUM OF UNDERSTANDING OCTOBER 9, 2018 PAGE 2 the last 3 years, the GIS Technician position has matured and the City’s need for data and analysis has evolved. In turn, the essential functions of this position have also evolved. The position has transformed from that of a technician responsible for creating and maintaining a database to using geographically based information as one of many data sets and tools to provide analysis of a wide variety of topics. While the position must still maintain the City’s GIS database, it is also imperative that the incumbent be able to draw conclusions and communicate the meaning behind the data. The ability to analyze geographic information along with other data (financial, demographic, etc.) is essential in assisting with sound decision making throughout the City. The position is proposed to be reclassified to a Program Analyst, which is more reflective of the actual day-to-day functions that are needed. The reclassification will result in increasing the salary range from 34 to 38 on the schedule of salary ranges. The additional cost of $8,000 annually was considered when developing the Biennial Budget and no further appropriation is needed. Currently, the City has a part-time Fleet and Equipment Technician in the Police Department as well as a full-time Fleet Maintenance Coordinator in Public Works. The part-time position will become vacant and a recent recruitment did not result in any qualified candidates. Staff proposes to create a one-year pilot program in which the Fleet Maintenance Coordinator in the Public Works department will absorb fleet related duties from the Police Department, and the other equipment maintenance and certain equipment repair and maintenance duties will be accomplished through contractual services or with other existing staff. The purpose of the pilot program is to assess whether reassigning the fleet related activities are operationally feasible for both the Public Works and Police Departments, when considering that this proposal reduces the number of staff providing the services. If successful, this arrangement will save $3,000 to $5,000 annually; however one reason staff believes this could be successful is the fact that the Police fleet is new and is not anticipated to require extensive maintenance. If that assumption turns out to be incorrect or if other unanticipated factors arise, the additional volume for the Public Works Department may not be feasible. The proposal includes the creation of a Citywide Fleet Coordinator position with an increase in salary range from range 30 to 36 on the schedule of salary ranges, an increase of $10,481 annually. With retirement and other benefits included, the total additional cost of the Citywide Fleet Coordinator position is $17,500 annually. The current budget for the part-time Fleet and Equipment Technician is $30,300, which will provide for the increased costs for the Citywide Fleet Coordinator as well as the required contractual services for the maintenance of other equipment in the Police Department that will not be reassigned to Public Works. Staff will continually monitor the outcomes of this pilot program during the course of the year. Item 9.c. - Page 2 CITY COUNCIL CONSIDERATION OF A SIDE LETTER OF AGREEMENT TO THE SERVICE EMPLOYEES INTERNATIONAL UNION LOCAL 620 MEMORANDUM OF UNDERSTANDING OCTOBER 9, 2018 PAGE 3 ANALYSIS OF ISSUES: The City’s Administrative Services Director and Human Resources Manager met and conferred with the SEIU, which represents the affected classifications. Those discussions resulted in agreement on the new job descriptions and salary ranges for the Planning/Engineering Permit Technician, Program Analyst and Citywide Fleet Coordinator classifications. In addition, subsequent to printing the current MOU, it was discovered that the list of classifications in Article 8 inadvertently omitted the Engineering Inspector classification. Staff would like to take the opportunity presented with this side letter to correct the omission. This does not represent a change to represented positions, salary ranges or current practice; it simply corrects the clerical error. City staff and SEIU have agreed that the current Memorandum of Understanding (MOU), which expires June 30, 2020, should be modified to reflect the following changes: 1. Adding the Planning/Engineering Permit Technician classification to the list of positions represented by SEIU with salary schedule 26. 2. Adding the Citywide Fleet Coordinator classification to the list of positions represented by SEIU with salary schedule 36. 3. Adding the Program Analyst classification to the list of positions represented by SEIU with salary schedule 38. 4. Adding the Engineering Inspector classification to the list of positions represented by SEIU with salary schedule 38. 5. Updating the salary schedules at the back of the MOU with these changes. The mechanism to affect a Memorandum of Understanding before it is expired is a “side letter agreement” to the MOU, which is attached as Exhibit A to the accompanying Resolution. Staff proposes that the Resolution become effective retroactively to October 5, 2018 (4 days) so as to coincide with the first day of a payroll period. ALTERNATIVES: The following action is provided for City Council consideration: 1. Adopt a Resolution approving a side letter of agreement to the SEIU Memorandum of Understanding. 2. Revise and adopt a Resolution approving a side letter of agreement to the SEIU Memorandum of Understanding. 3. Provide further direction to staff. Item 9.c. - Page 3 CITY COUNCIL CONSIDERATION OF A SIDE LETTER OF AGREEMENT TO THE SERVICE EMPLOYEES INTERNATIONAL UNION LOCAL 620 MEMORANDUM OF UNDERSTANDING OCTOBER 9, 2018 PAGE 4 ADVANTAGES: The recommendation will provide a Memorandum of Understanding that reflects the most current job classifications and salary ranges for all positions represented by the SEIU. DISADVANTAGES: There are no significant disadvantages to the recommended action. ENVIROMENTAL REVIEW: No environmental review is required for this item. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2. Item 9.c. - Page 4 RESOLUTION NO. A RESOLUTION OF THE CITY OF ARROYO GRANDE APPROVING A SIDE LETTER OF AGREEMENT TO THE MEMORANDUM OF UNDERSTANDING BETWEEN SERVICE EMPLOYEES INTERNATIONAL UNION LOCAL 620 AND CITY OF ARROYO GRANDE WHEREAS, the City Council of the City of Arroyo Grande (“City”) deems it in the best interest of the City to approve a side letter of agreement amending the current Memorandum of Understanding between Service Employees International Union Local 620 Arroyo Grande Chapter and City, which includes modifications to represented classifications, as hereinafter provided. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Arroyo Grande that: 1.An amendment to the Memorandum of Understanding (“MOU”) with Service Employees International Union Local 620 Arroyo Grande Chapter (“SEIU”) is hereby approved, a copy of said amendment entitled “Side Letter of Agreement, Modification to Memorandum of Understanding” is attached hereto, marked Exhibit “A”, and incorporated herein by this reference. 2. This Resolution shall become effective October 5, 2018. 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 9th day of October, 2018. Item 9.c. - Page 5 RESOLUTION NO. PAGE 2 JIM HILL, MAYOR ATTEST: KELLY WETMORE, CITY CLERK APPROVED AS TO CONTENT: JAMES A. BERGMAN, CITY MANAGER APPROVED AS TO FORM: HEATHER K. WHITHAM, CITY ATTORNEY Item 9.c. - Page 6 EXHIBIT A SIDE LETTER OF AGREEMENT MODIFICATION TO MEMORANDUM OF UNDERSTANDING For valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the City of Arroyo Grande (“City”) and the Service Employees International Union Local 620 Arroyo Grande Chapter (“SEIU”) do hereby agree to modify the current Memorandum of Understanding (“MOU”) between the City and SEIU as follows: ARTICLE 8. WAGES/INCREASES The City and SEIU agree to modify the classifications and salary ranges to read: CLASSIFICATION SALARY RANGE Senior Engineer 46 Associate Engineer 43 Assistant Engineer 38 Engineering Inspector 38 Information Technology Specialist 38 Program Analyst 38 Citywide Fleet Coordinator 36 Recreation Supervisor 35 Geographic Information Systems Technician 34 Public Works Lead Person 31 Fleet Maintenance Coordinator 30 Water Services Worker 28 Building Permit Technician 26 Maintenance Worker III 26 Planning/Engineering Permit Technician 26 Recreation Coordinator 26 Senior Accounting Clerk 26 Sports Facility Coordinator 26 Administrative Secretary 25 Accounting Clerk II 21 Maintenance Worker II 21 Office Assistant II 18 Maintenance Worker I 17 Accounting Clerk I 15 Office Assistant I 14 Exhibit “B” and Exhibit “C” to the MOU shall be modified to include the Citywide Fleet Coordinator, Engineering Inspector, Planning/Engineering Permit Technician, and Program Analyst classifications. Item 9.c. - Page 7 RESOLUTION NO. PAGE 4 REPRESENTATIVES OF REPRESENTATIVES OF SEIU CITY OF ARROYO GRANDE DATE: DATE: DEBORAH MALICOAT DARRYL SCHECK CITY REPRESENTATIVE SEIU REPRESENTATIVE LISA CHRISTENSEN CHRIS RIGONI CITY REPRESENTATIVE SEIU REPRESENTATIVE PETER McCLURE SEIU REPRESENTATIVE CAMELA SCHAAF SEIU REPRESENTATIVE Item 9.c. - Page 8