HomeMy WebLinkAboutAGENDA REPORT 2017 0405 CCSA REG ITEM 09C ITEM 9.C.
CITY OF MOORPARK,CALIFORNL z
City Council Meeting
MOORPARK CITY COUNCIL ® - -3 /7
AGENDA REPORT TO: Honorable City Council
FROM: Deborah S. Traffenstedt, Assistant City Manager ` 51---
DATE:
TDATE: March 29, 2017 (CC Meeting of 4/5/17)
SUBJECT: Consider Administrative Leave and Annual Leave Accrual
Restoration, a Temporary Increase of the Maximum Annual Leave
Accrual Limit, and Annual Leave Cash-Out for the Information
Systems Manager
DISCUSSION
The Information Systems Division of the City of Moorpark has two full-time positions
budgeted, which includes the Information Systems Manager (ISM) position and
currently also includes an Information Systems Administrator (ISA) position. Beginning
in 2016, the ISM reached the regular maximum accrual limit of 360 hours for Annual
Leave, due to the workload, and also due to the second position vacancy and an
additional recruitment and hiring process for the second position. The ISM position
requires a unique skill set, and most of the work cannot be assigned to other staff, and
even contracting these services has higher computer system security risks than when
filling other staff vacancies. During the time period of July 2016 through March 2017,
the ISM provided all of the support for approximately 189 City computers (including
servers, software, wireless network, phone system, etc.), which required work hours
that significantly exceeded hours regularly worked by other Management employees.
The total amount of Annual Leave the ISM lost in 2016 due to reaching the maximum
accrual limit is 197.0588 hours. Additionally, 49.2310 hours of Annual Leave was not
accrued in 2017 through 3/3/17. The total hours of Annual Leave not accrued in 2016
and through 3/3/17 in 2017 is 246.2898 hours. Additionally, 71.9986 hours of
Administrative Leave were not used in 2016 for the same reasons, and those hours
were forfeited at the beginning of calendar year 2017. An ISA was hired in early March
2017 to fill the second position, and it is now an appropriate time to address the loss of
leave accrual for the ISM.
The City's Management Benefits Resolution currently includes the maximum limit of 360
hours for accumulated Annual Leave, and authorizes the City Manager to approve an
additional 120 hours of Annual Leave based on City needs. Additionally, the City
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Honorable City Council
Regular Meeting of April 5, 2017
Page 2
Manager may once in any fiscal year restore any Annual Leave not accrued as a result
of exceeding the maximum accumulated Annual Leave balance, if the use of Annual
Leave has been delayed by the City due to unusual or emergency conditions as
determined by the City Manager, so long as such restoration does not result in a total
accumulated Annual Leave balance exceeding 480 hours of Annual Leave at any time.
Adding the current leave balance of 360 hours with the total 246.2898 hours not
accrued totals 606.2898 hours, which exceeds the 480 hours limit by 126.2898 hours.
Annual Leave for the ISM currently accrues by 9.8462 hours per pay period, so the total
numbers of hours that will exceed the City Manager authority to restore will be
approximately 156 hours by the time of the pay period ending 4/14/17.
Staff is requesting that the City Council approve the following concurrent actions for the
current ISM:
1. Restoration of the total Administrative Leave balance of 71.9986 hours lost at the
end of calendar year 2016 and full conversion of that Administrative Leave
balance into Annual Leave;
2. Restoration of all Annual Leave not accrued by the ISM in 2016 and in 2017
through the pay period ending 4/14/17;
3. Cash-out of 156 hours of accrued Annual Leave for the pay period ending
4/14/17; and
4. Increase the Annual Leave accrual limit to a total of 552 hours of Annual Leave
through 3/30/18, with the accrual limit reducing to 480 hours on 3/31/18, and then
reducing to the regular 360 hours limit by 6/30/18 (the 552 hours accrual limit
was calculated by adding the rounded 72 hours of Administrative Leave that
converts to Annual Leave to be added to the 480-hour leave accrual limit).
Consistent with Section 54953(c)(3) of the Government Code and Section 2.5 of the
City Council rules of Procedure, the Mayor, Mayor Pro Tempore, or other presiding
officer shall orally report a summary of a recommendation for a final action on the
salaries, salary schedules, or compensation paid in the form of fringe benefits of a local
agency executive, as defined in Section 3511.1(d) of the Government Code, during the
open regular meeting in which the final action is to be taken and prior to the motion to
approve. The ISM position is considered a local agency executive per the State law
definition (based on an employment agreement), and the City would be providing
compensation in the form of fringe benefits as summarized above; therefore, the
announcement to report a summary of the compensation to be paid in the form of fringe
benefits has been added to the staff recommendation to occur prior to a motion to
approve.
FISCAL IMPACT
The cost of the 156 hours of Annual Leave cash-out is estimated to cost $8,724.98. A
budget amendment is not needed this current fiscal year due to salary savings for a
position vacancy.
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Honorable City Council
Regular Meeting of April 5, 2017
Page 3
STAFF RECOMMENDATION
1. Prior to a motion to approve the benefits adjustment, the Mayor shall make an
oral summary report as follows:
The staff recommendation is to provide compensation in the form of fringe
benefits to the Information Systems Manager involving the restoration of
Administrative Leave and Annual Leave, a temporary increase in the
maximum accrual limit for Annual Leave, and cash-out of Annual Leave.
The total value of the Annual Leave cash-out is $8,724.98.
2. Approve the Information Systems Manager Administrative Leave and Annual
Leave accrual restoration, a temporary increase in the maximum Annual Leave
accrual limit, and Annual Leave cash-out as discussed in the agenda report.
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