Council - workshop

Facilities was trying to break apart from grounds and parks. And we did not have a crew leader for facilities only. So therefore, this is going to be a reclassification for replacing the grounds maintenance crew leader currently. Any questions on those? Mechanic two, we currently have a mechanic one, we currently have a mechanic three, we do not have a mechanic two. So therefore, being consistent throughout our progression plans, we wanna make sure that we have a mechanic two in case it is needed in the future. Again, that position is not currently budgeted. City Clerk Specialist, this again is a progression plan. Currently we do not have any backup for our current city clerk, therefore it is for the future. It's not budgeted at this time and it has not been requested at this time. It's just for growth purposes. Any questions on that one? Court clerk three, again, this is a growth and reclassification. She does have a clerk one, a court clerk one and a court clerk two. We just need a court clerk three. She has just a progression plan in order to growth or reclassify one of her current court clerks. risk management specialist, this is a position that is needed amongst the city overall it again, it was not budgeted. But it is for growth in regards to our risk management and a lot of the compliance issues that we have come about in the recent couple of last couple of years. to ensure that we get our claims submitted on time in a timely manner and make sure that we have somebody assessing the risk management throughout our buildings, as well as our personnel and our work items. Any questions on that? Again, I already went over the executive assistant, that would be the admin assistant three. human resource specialist senior. Again, this is not a budgeted position for this current fiscal year. It's just for growth and progression plan purposes. They do have a human resource specialist right now, and they're asking to have an added senior to the pay scale. Combination building inspector. Currently we have only a building inspector and that job description is a residential building inspector. The combination building inspector basically puts in the commercial within that job description. So it's a residential and commercial building inspector. This will be a reclassification that is budgeted for this fiscal year. Public's affairs coordinator this position was brought to us by administration and strictly for the public's affairs throughout the city it's more of a pio item this position was not budgeted this fiscal year, but it is for progression plan and for growth. IT buildings, excuse me, IT public safety analyst. This position is a budgeted position. This is a position to have somebody dedicated to our public safety IT. Currently, we basically SUB OUT THAT PURPOSE OF IT WHERE WE UTILIZE OUTSIDE VENDORS TO DO SOME OF OUR SERVICES. WITH THAT, OUR SERVICES ARE LIMITED. SOMETIMES TIME OVER, YOU KNOW, THE TIME IS OF THE ESSENCE WHEN PUBLIC SAFETY'S IT IS DOWN. So therefore, we have to rely on them. They do have other jobs, full-time jobs, so they are not solely a vendor of our, you know, of a normal vendor. We did price out a vendor to manage a small portion of this, which came back to about $30,000 annually. So therefore it's ideal to have this position filled and budgeted so that we can start working to get all of the public safety IT items in-house so that we don't have time constraints or any type of things that we don't have access to at hand. The IT Public Safety Analyst Senior is just for growth. This is not budgeted. This position is just simply to have that second step so that when we do get somebody in there, if approved, then we can start that growth process and maybe in a few years have kind of a progression plan so that we have somebody underneath so that we can have that person just kind of slide right in. Assistant Director of Parks and Rec. This position is a three month position budgeted. Ideally, what we're trying to do is move our current parks manager into this position, he will be retiring at the beginning of July. So we can hire a new public works, excuse me, parks and rec manager full time to that position so that he can have a three month training session with our current manager and have that move forward Ideally is what is it's again, this position only budgeted for three months. So it drops off in July and we'll just have the manager at that time, starting from July moving forward. Any questions on this position?

I just have a comment. Again, as I mentioned in the previous meeting, I don't think it's necessary. We've had positions where people retired or quit and there is training provided either as a contract position. And I know it's retirement and it has a whole different, but when speaking to legal, legal mentioned that there's ways around it. So again, I don't think it's needed for these three months. Just to create a position for these three months, I don't think it's necessary, but that's just my opinion.

Yeah, go ahead. But you just mentioned that these are just for future.

No, this position is budgeted for three months. It's the last quarter of fiscal year 27. The process is to move the current parks manager into this position because he has seniority and he'll be retiring in three months once that position is open and then hire for a parks manager. And then once that person in that position retires, then we will only have a parks manager.

Mayor, if I may? Yes.

Shona, if you can just explain that during that three months, he'll be training the- He will be training the newly brought on parks manager.

Go ahead.

Okay, so paint the scenario for me. We're hiring someone, and you're gonna call that person the assistant director of Parks and Rec, and then?

No, no, we're hiring somebody. We're moving the parks, current park manager into the assistant director's position. The new oncoming personnel will be the parks manager. This position is only budgeted for three months. Once the person retires, we will only have a parks manager.

So why create a position? Why can't we just leave the parks manager right now and just be training?

Best practices is usually you don't have two managers in the same position at the same level.

But they're being trained, right?

even so they're still the same level, same responsibility, same job description, same everything. Best practice is not to have somebody, the same job description, same manager.

Mayor Rame? Yes. Mayor, just to share, I have a question. Who thought of this new thing?

New thing meaning, can you elaborate?

Yeah, about what you're saying about moving the parks manager to a different position so we can train the new person.

It was notified to us that the current parks manager is not going to come back on to train.

No, but who thought of that idea?

It was administration, finance and parks.

Okay, good job. The city or the county right now is doing that, but it's doing through a HR department. So anybody that's a manager or has been there for a while, there's a lot of knowledge and a lot of experience being lost. That means he's gonna be retiring. So they give you the ability for three to four months so they can hire a new person. So that person can train them and give them all the knowledge that he has, at least what he can give them. And then after that, that person will retire and then the new one will stay in that position. so just you know i want to thank you guys for thinking outside the box and you know not just leaving people and they retire sometimes you know it's really hard to get them back as a contract employees because of you know whatever it is so just you know i think that's a good idea what you guys doing and you know it's only for three months i mean even though he's not the new person is not going to get the full knowledge of the person that's retiring but at least it's going to get something to experience and some knowledge that's gonna stay with him. So just good job administration.

And just to let you know, HR did have a part of that too. She was part of that as well.

Councilman Rodan, I think that there's a misunderstanding. So what they wanna do is the current parks manager is going to stay, but they're going to reclassify that person into an assistant director just for training.

Yeah, but still, because you cannot have two people in the same position.

Yes, yes, yes, you can. The thing is that we know that that person, you know, of course, it's my opinion, that person is going to be leaving and they are retiring and we're very grateful for the dedication and they are going to train the new parks manager. I really don't see the mis... How can I put it?

Is there gonna be an impact in the money?

No.

So why are we fighting about this? If it's not gonna be impact, no matter what the name is, as long as the money.

Yeah, there will be an impact on the money.

No. No, he's not getting a raise. It's the same money.

Well, in three months, you'll have a manager. So yes, there will be an impact. There'll be a quarter impact, yes. Yes, there will be.

And that has been budgeted. What I'm trying to say is the impact means if we move that person to a different position, he's not gonna get a raise or anything like that, right? No. So if we have two people as managers, or one as a deputy and one as a manager, it's the same thing. Right. Yeah. So what's the difference of the title if there's going to be a money difference?

Right. So what is the difference of having it?

Yeah, well, you can't, you can have two people. I mean, according to what Shona's telling us.

It's not best practice. It's not best practice.

I guess legally it can be done, but if HR and administration is recommending, and we understand from the two councilwomen, they're not in favor of it, but, you know, from what I hear, Mr. Rodon agrees with the administration. So I think we can move on. I think we've stated our, well, how we feel about it and, Well, we understand that there's no, for that position, there's no addition. Of course, you're going to have redundancy there for three months. That's the only impact, right?

Correct.

Yeah. Okay. Thank you.

So that is our additional positions to add to the pay scale that we're recommending. Again, I wanted to state that this is a pay scale. Doesn't mean that these positions are budgeted. They all have to come back to council in regards to budgeting any additional positions. So I just wanted to make that very clear that just because you're adding it to the pay scale does not mean that it is there for anybody to use, like just to use and fill the position without council's approval. It has to be budgeted and it does go through a vetting system in regards to the justification for that to be budgeted. I have a quick question.

On the administrative specialist too, you didn't put a proposed grade, what would that fall under?

That's a current position that's under admin specialist. So it's gonna be in that same range as the admin specialist.

The proposed, the 10?

No, the admin specialist, I don't have the current pay scale that's already, because admin specialist is already on the pay scale.

It's just the title changed, correct.

Mayor, if I may, I think that was what we were at the beginning. I think that was why that was administrative specialist one, two, and three, yeah. Yeah, you saw the bottom one, yeah.

Hey, great, I wanted to have a visual.

May I have a question?

Yes, go ahead.

It says for the mechanic two, I would like some more justification on that, but it says added COSL, COY, what is that? Oh, City of San Luis and City, thank you. You're welcome.

That's the comparisons. Any more questions on these additional positions? Okay. The next one is, as stated, the budgeted positions. Currently, we are requesting five additional officers for 2027. Again, the Parks and Facilities Assistant Manager, title change only. Facilities Maintenance Techs, weekends, there's part-time. Facilities Maintenance Tech, Senior is part-time, weekends. Public safety analyst, full-time. And then the admin specialist three, that's just a reclassification, not a new fill or a new hire. And then water operator three, full-time, two positions. And then the clerk three. is a reclassification, not a new fill. And these are all what has been included in the budget for this fiscal year. Any questions?

Yes, go ahead.

On this water operator three, the notes indicate that there's gonna be a retirement as well. To fill that retirement, that's why you're requesting those two new positions?

No, those two positions basically are for workflow. We still have the, the retirement's gonna be there, but yes, it is a succession plan. So usually the manager or director of that department is the water operator three would be available to apply for those positions that are.

For the supervisory position that's being retired. Okay.

Any more questions? The next discussion is the fleet. As stated in previous when we were doing work sessions in regards to fleets and vehicles, I had stated that I was speaking with Enterprise Fleet Management to get a better option of basically a better bang for our buck. to utilize the amount that we have in our fiscal year 27 budget in order to use that based amount to see how much vehicles we can lease at this time and to see if we can turn four vehicles into more. The fleet synopsis was given to fleet and they had reviewed the recommendations for enterprise and how our process went is basically we have this big spreadsheet with all of our fleets. It was given, I worked on it prior to our fleet manager coming on board and our public works director coming on board. Once we worked on it with all of the departments to try to get the best basis of it, We do have a software system that is supposed to have all of this in there, but it was not updated. So then when the fleet manager and the public works director came on, they were given this spreadsheet to update our software and ensure that everything was in there and ensure to go over and make sure everything was correct. We've had help from finance, have help from HR to make sure that all of the information was current and correct. and we relied on fleet in regards to trying to make sure that everything's on there correctly. I know that they're still working on that worksheet just to make sure that the software is updated. I have not received an update on how where we're at on that, but that's what we're using. We're trying to get away from this manual spreadsheet and go to the software that we've had implemented for quite some time and just never been used correctly in the past. So we did that sheet. I sent that sheet over to Enterprise. Enterprise did an analysis in regards to what what was our average life what was our average mileage of our vehicles what is our fleet size kind of their recommendations now this has no this this synopsis did not um come back to say hey these vehicles are in service not they were on our our list of inventory um so our fleet size is 84. This does not include equipment. Our average odometer reading is 124,000 miles. And our average years of our vehicle years is 19. So we're just about 20 years. So with all of our vehicles, the average age of our vehicles is 20 years old. The way that Fleet Enterprise works is basically trying to give us the best vehicles for what we can afford and what our budget is. And yes, this is going to be an annual cost, but the way it works is it's taking the maintenance that we do now on these vehicles and shifting the line item. Basically our maintenance will go down and that money will be savings in order to pay against the lease services. We can go on three year, we can go on five year. It really depends on us. We can go from 19 vehicles