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CC 2018-04-24 Items Rec'd at Mtg. e;V'1. Cc kvt.41 Local 620 `IT April 24th, 2018 Hand-delivered SEluMayor and City Councilors of the City of Arroyo Grande Stronger Together RE: Possibility of Layoffs/Displacement BOARD OF DIRECTORS Dear Mayor Hill and City Councilors, THOMAS WELCHE President Per the City Council's Agenda of April 24th, 2018, one of the options DANIEL VEGEZZI being looked at is to reduce employees, one or more of which may be Vice President represented by our Union. Please see attached a letter from a potentially affected employee and the actual layoff and displacement BILLY MANN language from our Memorandum of Understanding. rer LAURA ROBINSON Our group's layoff language does include a displacement clause which Secretary may result in more movement of employees than simply laying off the employees in targeted areas. Typically this would mean the creation of a layoff abstract which would contain not only the proposed layoff positions, but also the "bumping rights" that individuals have to other positions at the City. Bruce Corsaw Executive Director We hope the City will be able to avoid layoffs. We understand there are many fiscal priorities for the City and hope our Members remain a priority with the Council. SERVICE EMPLOYEES Sincerely, INTERNATIONAL UNION 1444_, Darryl Scheck SANTA BARBARA OFFICE Field Representative 350 S HOPE AVE#A-103 SEIU Local 620 SANTA BARBARA,CA 93105 114 Vine Street Phone:(805)963-0601 Santa Maria, CA 93454 Fax:(805)963-8341 (805) 963-0601 x15 SANTA MARIA OFFICE darryl@seiulocal620.org 114 VINE STREET SANTA MARIA,CA 93454 Phone:(805)963-0601 Fax(805)614-7620 April 20,2018 Honorable Mayor and City Council: On April 17'2018 at approx. 11:30 AM I was called into City Manager's Office,Jim Bergman along with Planning Director Teresa McClish; Mr. Bergman stated that the City budget will be short plus or minus $957,000. and stated to me that my position of Executive Secretary was to be eliminated due to eliminating the City Commission and Committees,therefore agenda packets will no longer be necessary for me to do, he said that eliminating my position will save the City money. After referring to me as Executive Secretary a few times, I informed Mr. Bergman that I was Administrative Secretary and not Executive Secretary thinking maybe he had the wrong person and salary. I suggested to Mr. Bergman in order to be cost effective maybe he should consider reducing upper management positions,he then told me his recommendation still has to go before the City Council and I could review the staff report on Thursday, I asked him who is going to do my work and Mr. Bergman indicated it will be distributed among the other clerical staff. Mr. Bergman really caught me off guard with this announcement. Last week I was asked to voluntarily retire by Lisa Christensen and Debbie Malicoat, I told Lisa Christensen and Debbie Malicoat I could not afford medical,dental and vision insurance if I were not employed with the City based on what I presently pay for insurance now and I would not be able to make up the difference if I were to retire. Therefore, I declined when retirement was presented to me because when I looked at the entire picture of my career, my benefits and my service to the City this would not be the best decision at this time. This week I was told my position is being eliminated even before City Council approval. I asked Mr. Bergman if the Union was aware of his recommendation, he said no,and he is not obligated to tell the Union, but he may do so out of courtesy. I also question now if there is age discrimination because I am three years away from retirement and there has been no discussion about reassignment,relocation or reclassification to take advantage of my many years of experience and service with the City. I want to share with you some of my duties as Planning Division Administrative Secretary: • Prepare agenda packets for Commissions/Committees/Board. • Attend meetings, prepare minutes,and prepare and archive follow-up minutes and resolutions and upload videos to the City's website. • Prepare Annotated Planning Commission agenda. • Posting agendas and related documents on the City's website. • Post final Planning Commission,Architectural Review Committee, Historical Resources Committee and Downtown Parking Advisory Board minutes on the City's website. • Prepare consultant contracts,track and administer timely financial payments. • Prepare purchase orders. • Assist in gathering material for staff reports. • Notarize various City documents. • Assist Engineering on various tasks. • Assist Public Works on various tasks. • Assist other staff members/public on their requests for information (Laserfiche). • Prepare the IOI's with little assistance. • Quality control on staff reports and correspondence. • Coordinate the timely advertising for public hearings and mailing of notices. • Assist the Community Development Director in meeting scheduling on outlook calendar. % i • Log development projects into CitizenServe. • Schedule meetings and verified attendee participation. Set up meeting venue,supplies and perform clean up upon conclusion. • Scan completed planning projects into Laserfiche. • Assist staff of upcoming meetings and due dates on projects. • Prepare and gather timesheets/slips. • Supporting staff on many,many tasks(i.e. polling for meetings). • Help in training interns. Eliminating this position is not cost effective based on a comparison of the cost to keep me on as an employee compared to transferring my work responsibilities to a part time or new hire to do the same work. I have had a distinguished career with the City of Arroyo Grande based on my evaluations which have always come in above average. To find a position equivalent to this position at my age would be very difficult,and my hope was to retire at 65 and complete my career with the City. In my tenure with the City I have weathered many storms with the City through budget cuts, and reorganizations. My hope is that with my years of training and experience,the City can find a suitable position for me so that I can finish my career working for the City of Arroyo Grande where I have started my career and have always enjoyed working. Sincerely, Deborah L.Weichinger SEIU Local 620 ARTICLE 25. LAYOFFS AND DISPLACEMENT Layoffs: Whenever, in the judgment of the City, it becomes necessary to make a reduction in force, whenever possible, said reduction shall be accomplished through attrition. Layoffs shall be made by classification and may be department-wide or by division, program, or function. Workers subject to a reduction in force shall be given at least forty-five (45) working days' notice prior to the effective date of the layoff. The notice shall contain the 'information required in Section X. "Layoff Procedure"of the Personnel Regulations. The Union shall receive concurrent notice and shall be granted an opportunity to meet and consult with the City to discuss proposed alternatives to a reduction in force. Permanent full-time employees and permanent part-time employees shall be considered separately when the order of layoff reaches C. and D. below. Nothing herein is intended to require a preference for or against either full-time or part-time permanent employees in the order of layoff. When one or more workers performing in the same class in a City department is to face a reduction in force, that worker's most recent annual evaluation and seniority shall be used to determine the order of layoff pursuant to the following procedures: The order of layoff shall be as follows: A. Temporary workers in inverse order of seniority (least first); B. Probationary employees in inverse order of seniority; C. Permanent employees whose most recent annual evaluations were below satisfactory in inverse order of seniority; and D. Permanent employees in inverse order of seniority. "Seniority" for the purposes of this Article shall be defined as the length of service as a permanent full-time employee with the City. When determining seniority for permanent full-time positions within a classification subject to layoff, only permanent full-time service shall be considered. Displacement: Permanent full-time employees subject to layoff shall have the right to displace an employee in the same classification in any Department of the City or in a different class Within the City with the same or lower salary range provided, however, that: A. The employee subject to layoff has greater seniority than the employee being displaced and was rated at a minimum of competent/satisfactory in his/her latest evaluation. 33 ARTICLE 25. LAYOFFS AND DISPLACEMENT (continued) B. If the displacement is to a different class, it must be a class in the same occupational series as determined by the City with the concurrence of the Union or, to a class previously held by the employee as a permanent full- time employee of the City. If a position in the laid-off employee's classification, or a similar position in a classification for which the City determines the former employee is suited, becomes available within twenty-four (24) months of layoff, said former employee shall be recalled and offered the position in the inverse order of layoff. If a job in a lower paid classification becomes available within twenty-four (24) months, the City shall review the previously laid-off employees' qualifications. If such laid-off former employees are qualified in the judgment of the City, he/she may fill the slot(s) until his/her former position becomes available, if ever. ARTICLE 26. PERSONNEL RECORDS An employee or his/her designee may inspect his/her personnel file and obtain copies of any and all items in that file at employee expense. An employee may have placed in his/her personnel file any signed and dated statement of clarification or disagreement to any item or article contained within her/her personnel file. Personnel files include those files maintained by the immediate supervisor or other administrators/supervisors involved in employee evaluations, as well as the central personnel file. A supervisor's personal notes shall not be considered a part of the personnel file. ARTICLE 27. RESIGNATION An employee wishing to leave his/her employment with the City in good standing shall file with his/her supervisor a written resignation stating the effective date of his/her resignation and the reasons for leaving. The resigning individual shall file such written resignation at least two (2) weeks in advance of the effective termination date and participate in an exit interview conducted by the City prior to issuance of the final paycheck. ARTICLE 28. OUTSIDE EMPLOYMENT No full-time employee shall engage in outside employment or an enterprise that his/her Department Director and/or the City Manager may find unsuitable and in conflict with their municipal duties or responsibilities or that lessens their effectiveness as a City employee. 34 iR cv`4 Way/hp cc rn+9 1.1-4kre. fi,b ;- Arroyo Grande Police Department Individual Training Activity John AM rs 04/18/2018 Page 25 of 37 pages Person: .Mers'hon, John. - 1Personal:: Agency: Arroyo Grande Police Department ID#: C042 Employment Property Value From Through Active Status: Active 11/28/1997 / / Duty Status: Full Duty-No Restrictions 11/28/1997 / / Time Status: Part-time 11/28/1997 / / Rank: Property&Evidence Technician 11/28/1997 / / Work Unit: Support 11/28/1997 / / Station: Arroyo Grande Police Station 11/28/1997 / / Division: Support 11/28/1997 / / Scheduled Training In: 2018 TMS# Ended Subject Certification Compl.Grade Score Tng.Time - - 24 03/01/2018 CLETS-Full Access Operator ***None*** V 02:00 - - 31 02/23/2018 CAPE Conference 2018 *** None*** V 40:00 Totals For Training Completed in: 2018 ' Completed 2 of 2 Modules 42:00 Scheduled Training In: 2017 TMS# Ended Subject Certification Comp!.Grade Score Tng.Time - - 51 12/18/2017 SLO CO Mug Shot System *** None'""'` I 00:30 - - 11 05/03/2017 Preventing *** None*** f 03:00 Discrimination/Harassment Supervisors Totals For Training Completed in:2017 Completed 2 of 2 Modules 03:30 Scheduled Training In: 2016 TMS# Ended Subject Certification Compl.Grade Score Tng.Time - - 24 04/13/2016 CLETS-Full Access Operator ***None*** f 08:00 - - 31 03/18/2016 CAPE Conference ***None*** V 40:00 Totals For Training Completed in: 2016 Completed 2 of 2 Modules 48:00 Scheduled Training In: 2015 TMS# Ended Subject Certification Compl.Grade Score Tng.Time - - 38 10/28/2015 Advanced Field Evidence ***None*** V 24:00 Technician . - - 42 02/06/2015 Documentation, Collection & ***None*** '/ 40:00 Preservation of Evidence Totals For Training Completed in: 2015 Completed 2.of 2 Modules 64:00 Arroyo Grande Police Department Individual Training Activity 04/18/2018 Page 26 of 37 pages Person: . Mershon., John - (Continued) Scheduled Training In: 2014 . , TMS# Ended Subject Certification Comp!.Grade Score Tng.Time - - 39 11/05/2014 Crime Scene& Forensic ***None*** 1/ 24:00 Photography - - 31 09/18/2014 CAPE Conference ***None*** e/ 40:00 - - 31 09/18/2014 Central Coast CAPE Training ***None*** 1/ 06:00 Seminar Totals For Training Completed in .2014 Completed 3 of 3 Modules 70:00 Scheduled Training In: 2013 TMS# Ended Subject Certification Comp!.Grade Score Tng.Time - - 43 07/19/2013 Fundamentals of Latent Print ***None*** Q/ 40:00 Examination - -- 43 06/05/2013 Advanced Palm Print Comparison ***None*** 1/ 24:00 Techniques Totals For Training Completed in:2013 Completed 2 of 2 Modules 64:00 Scheduled Training In: 2012 TMS# Ended Subject Certification Compl.Grade Score Tng.Time - - 31 04/06/2012 CAPE Conference ***None*** ✓ 40:00 Totals For Training Completed in:2012 Completed 1 of 1 Modules 40:00 Scheduled Training In: 2011 TMS# Ended Subject Certification Compl.Grade Score Tng.Time - - 31 10/13/2011 Central Coast CAPE Training ***None*** ✓ 06:00 Seminar - - 39 05/06/2011 Crime Scene Investigator ***None*** 1/ 40:00 - - 31 04/22/2011 CAPE Conference ***None*** 1/ 40:00 Totals For Training Completed in:2011 Completed 3 of 3 Modules86:00 Scheduled Training In: 2010 TMS# Ended Subject Certification Compl.Grade Score Tng.Time - - 30 11/12/2010 Evidence& Property Room ***None*** 24:00 Management Totals for Training,Completed in 2010 Completed.0 of 1 Modules - 24:00 Arroyo Grande Police Department Individual Training Activity 04/18/2018 Page 27 of 37 pages Person: .. . Mershon, John (Continued). Scheduled Training In: 2009 • TMS# Ended Subject Certification Compl.Grade Score Tng.Time - - 29 09/10/2009 Managing Property&Evidence in ***None*** ✓ 16:00 Law Enforcement Agencies Totals For•Training Completed in9 Completed 1 of 1 Modules 16:00 : 200 Scheduled Training In: 200$ TMS# Ended Subject Certification Compl.Grade Score Tng.Time - - 29 08/06/2008 Managing Property& Evidence in ***None*** vi 16:00 Law Enforcement Agencies - - 22 01/30/2008 Public Records Act ***None*** ✓ 16:00 Totals For Training Completed in: 2008 Completed 2 of 2 Modules 32:00 Totals For: Mershon,John .Completed 20,of;21.Modules 489:30