HomeMy WebLinkAbout11-04 RESOLUTION• s
RESOLUTION NO. 11-04
A RESOLUTION TO APPROVE TWO FULL TIME
EQUIVALENT POSITIONS IN THE METER OPERATIONS
DIVISION AND A BUDGET ADJUSTMENT IN THE
AMOUNT OF S36,090.00 TO PAY FOR THOSE EMPLOYEES
WHEREAS, two experienced employees in the Meter Operations Division were
called into active duty on January 13, 2004; and
WHEREAS, federal law and city policy guarantees that these reserve soldiers are
entitled to their original or comparable job when they retum from active duty; and
WHEREAS, the Meter Operations Divisions needs to replace these employees
immediately in order to read water meters, but must keep their jobs open and available
for these citizen soldiers.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL. OF
THE CITY OF FAYETTEVII,I.E, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas hereby
approves an increase of two full time equivalent positions in the Meter Operations
Division.
Section 2. That the City Council of the City of Fayetteville, Arkansas hereby
approves a budget adjustment in the amount of $36,090.00 attached as Exhibit "A".
fpYETTE
PASSED and APPROVED this the 20th day oflanuary, 2004.
t
ATTEST:
BY: ACl6Gt-lam t_
ONDRA SMITH, City Clerk
APPROVED:
By: 1_ a in
D COODY, Mayor,
City of Fayetteville, Arkansas
Budget Adjustment Form
•
Budget Year
2004
Department
Division:
Program:
Water & Wastewater
Meter Operations
Meter Reading
Date Requested
1/20/2004
Adjustment Number
Project or Item Requested:
$36,090 is being requested in the Meter Operations &
Meter Maintenance programs.
Project or Item Deleted:
None. $36,090 from the Use of Fund Balance in the
Water & Sewer Fund.
Justification of this Increase:
The funding is needed for the addition of two employees
to cover position vacancies due to active military duty.
Justification of this Decrease:
There is sufficient funding remaining in the Fund to comply
with City Policy and 2004 objectives.
Account Name
Salaries and wages
FICA taxes
Salaries and wages
FICA taxes
Account Name
Use of fund balance
Increase Budget (Decrease Revenue)
Account Number Amount Project Number
5400 1820 5100 00 16,598
5400 1820 5105 00 1,447
5400 1830 5100 00 16,598
5400 1830 5105 00 1,447
Decrease Budget (Increase Revenue)
Account Number
5400 0940 4999 99
Amount
36,090
Project Number
Requested By
Budge, Manage
tmcnt Director
Approval Signatures
Finance & Intern J Services Director
Mayor
Date
/-1S-0Y
Date
Date
-/G-2
Date
i/€'%j
Date
I3udgct Office Use Only
Type: A 13 C �>
Date of Approval
Posted to General Ledger
Posted to Project Accounting
Entered in Category Log
Initial
Initial
Initial
Date
Date
Date
Initial Date
NAME OF FILE:
CROSS REFERENCE:
Item #
Date
•
Resolution No. 11-04
wlbudget adjustment
Document
•
1
1.20.04
staff review form
memo to VM, Bob Davis & City Council
memo to mayor & city council
draft resolution
copy of
news release
copy of new personnel
request
email
to
Michele
Bechhold
2
1.26.04
memo to Gregg Boettcher
NOTES:
STO REVIEW FORM - FINANCIAL
X AGENDA REQUEST
CONTRACT REVIEW
GRANT REVIEW
For the Fayetteville City Council Meeting of:
a ac�� &-A
OB) ON
010 Dpi lta employ
January 20, 2004
FROM•
Greg Boettcher Meter Operations Division
Name Division
maLkiN4s
/)aolc9
'/
A
Water/Wastewater Department
Department
ACTION REQUIRED: Approval of a budget adjustment of $36,090.00 to fund 2 FTE's in the
Meter Operations Division, additional staffing in response to two existing employees
being called to active military duty. To balance the 2004 operations budget for this
department, funds must be allocated from the enterprise fund balance to cover predicted
additional labor costs.
COST TO CITY: Fiscal Year 2004 cost of $
$36,090.00 $198,162.00/5329,168.00 Meter Operations
Cost of this request
Category/Project Budget Program Category / Project Name
'0.1830.5200/5900.1820.5 5
Account Naber
N/A
Project Number
Meter Maintenance/Reading
Funds Used to Cate Program / Protect Category Name
Water/Wastewater Program
Remaining Balance Fund Name
BUDGET REVIEW:
Budget Manager
Budgeted Item X Budget. Adjustment Attached
4/ G- c1/4
Date
CONTCT/GRANT/LEASE REVIEW:
n. ger
City Attorne
Date
!/!c,/Q9
Date
fin.A.4
r ter -al Audi or
PurchasinManager
Date
Date
STAF CO
Depar$nent Dire for
O/-4 -04
Date
67-4 ere
Date
Date
Date
OK 6
Mayor Date 1
Received in Mayor's Office
Cross Reference;
Previous Ord/Rest:
Orig. Contract Cate:
Orig. Contract Number:
New item:
Date
Yes No
Description
• Staff Review Form - Page 2 •
Comments:
Budget Manager
Accounting Manager
City Attorney
Purchasing Manager
ADA Coordinator
Internal Auditor
Grants Coordinator
Meeting Date January 20, 2004
Reference Comments:
• •
FAYETTEVILLE
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
TO:
THRU:
COPY:
FROM:
DATE:
SUBJECT:
Vice Mayor Bob Davis and
Members of Fayetteville City Council
Hugh Earnest, Chief Administrative Officer
Kit Williams, Steve Davis,
Sondra Smith, Don Osbum
Greg Boettcher, P.E.
Public Works Director
January 16, 2004
4/
Request for Agenda Addition -January 20, 2004
Meter Operations Staffing
Due to the sudden and unpredictable call to active duty of two members of our
Meter Operations Division on January 13, 2004; this program has a critical need for
approval of 2 additional positions to sustain business operations and meet customer
needs. The rapid deployment of these reservists for a 365 -day duty period warrants the
immediate recruitment of replacement employees, and necessitates the use of a budget
adjustment to fund the direct salary cost of two entry level employees for the balance of
2004 ($36,090.00).
The staffing level of the Meter Operations Division will he returned to normal
levels as the reservists arc released from active duty. It is expected that normal attrition in
the organization and use of employee transfers will allow the scale -down of Meter
Operation without the involuntary separation of employees. The 2003 attrition role in our
workforce of 290 employees averaged 8.2 %; therefore, the city will typically have need
for 24 new employees in a given year With approximately 24 job openings per year, the
absorption of these 2 employees into the workforce should be easily and promptly
accomplished as their positions are resumed by the returning reservists.
•
City Council IVI>seting of October 7, 2003
Agenda Item Number
CITY COUNCIL AGENDA MEMO
To: Mayor and City Council
Thru: Hugh Earnest, Chief Administrative Officer
From: Greg Boettcher, Water/Wastewater Director
Date: January 16, 2004
Subject: Resolution authorizing 2 additional FTE's for Meter Operations Division and a
supporting Budget Adjustment transferring $36,090.00 from enterprise fund balance to
the 2004 operations budget.
RECOMMENDATION
Fayetteville City Administration recommends approval of 2 FTE's for the Meter Operations
Department to sustain customer service operations in 2004; compensating for staffing called to
active military duty. The replacement employees require a budget adjustment of 536,090.00
to transfer needed resources from the enterprise fund balance to the 2004 operations budget.
BACKGROUND
Two employe.c.s in the Meter Operations Division enlisted in the U. S. Army Reserves, have been
called to active. duty for a 365 day tour of duty. One individual is a meter reader and the other is
in meter maintenance; this loss of staffing reducing these programs from 10 to 8 front-line
employees (18 ETE's total in the Meter Operations Department). Under state law, the City of
Fayetteville is required to reinstate the employees in an equivalent position upon their release
from active duty. The City of Fayetteville must also provide transition pay, continue benefits and
makeup any gross pay deficiency for the U. S. Army Reservists while they arc on active duty.
DISCUSSION
This reduction in Meter Operations staffing for such an extended period cannot be covered using
the remaining workforce; in order to sustain acceptable customer service replacement personnel
must be hired, and trained in the vacant positions. As the end of this fiscal year approached, the
City Administration will use attrition and transfers to allow reentry of the U. S. Army Reservists
back into the Meter Operations Division; retuming the staffing to former levels. Any staffing
overlap will be used productively for accelerated water meter testing, replacement and radio read
conversion activities.
BUDGET IMPACT
The activation of the military reserve could not be forseen at the time the 2004 budget was
developed, hence this is special budget impact requiring supplemental funding for the two new
interim positions in the Meter Operations Division. A Budget Adjustment transferring
$36,090.00 from the enterprise Fund Balance to cover increased labor cost is needed to cover
changed labor expenses for 2004.
1
• •
RESOLUTION NO.
A RESOLUTION TO APPROVE TWO FULL TIME
EQUIVALENT POSITIONS IN THE METER OPERATIONS
DIVISION AND A BUDGET ADJUSTMENT IN THE
AMOUNT OF $36,090.00 TO PAY FOR THOSE EMPLOYEES
WHEREAS, two experienced employees in the Meter Operations Division were
called into active duty on January 13, 2004; and
WHEREAS, federal law and city policy guarantees that these reserve soldiers are
entitled to their original or comparable job when they return from active duty; and
WHEREAS, the Meter Operations Divisions needs to replace thesc employees
immediately in order to read water meters, but must keep their jobs open and available
for these citizen soldiers.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCII. OF
THE CITY OF FAYETTEVII.LE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas hereby
approves an increase of two full time equivalent positions in the Meter Operations
Division.
Section 2. That the City Council of the City of Fayetteville, Arkansas hereby
approves a budget adjustment in the amount of $36,090.00 attached as Exhibit "A".
PASSED and APPROVED this the 20th day ofJanuary, 2004.
APPROVED:
^QPF�
By:
DAN COODY, Mayor
ATTEST:
By:
SONDRA SMITH, City Clerk
• •
City of Fayetteville, Arkansas
113 W. Mountain
Fayetteville, AR 72701
NEWS RELEASE
Contact Person: Greg Boettcher
Water & Wastewater Director
FAYETfEVILLE EMPLOYEES CALLED TO DUTY
Two members of the Fayetteville Meter Operations Division have been activated by
their U.S. Army Reserve units. John CaII and Derek Macleod were both ordered to
report for duty on January 13, 2004 to serve in the "Enduring Freedom" campaign.
Their orders indicate a duty period of 365 days. Mr. Call has been with the City of
Fayetteville for more than five years and Mr. Macleod has more than two years
service with the City. Both Reservists have achieved the rank of Staff Sergeant and
have a military occupation of drill instructor. Along with their families, their
associates with the City of Fayetteville all look forward to their safe return.
gli
Personnel Request - (2003 Bud.
Program Number 1830
Department Administrative Services
Department/Division..: Water & Sewer Services / Meter Maintenance & Backflow Prevct
New Personnel Title..: Meter Maintenance Worker
Pay Plan Grade NC6
Priority
Personnel Information
Annual Salary - 20,550
Employee Status FT (FT or PT)
FTE Amount 80.77% (100=1008 & 75=75%)
personnel Services Cost
Salaries & Wages S 16598
Overtime Amount 0 (# of Hours)
FICA 1,278
Life Insurance 78
Health Insurance - 0 (F or 1)
LTD Insurance 76
AD&D Insurance 15
Retirement - 0 N (Y, N, LP, LF)
Worker's Comp 0 (Workers Comp Code)
Total
S 18.045
Capital Outlay
Amount
Account Number Description Requested
Operation and Maintenance Expense
Amount
Account Number Description Requested
III
Personnel Request - (2003 Bud.
Program Number
Department
Department/Division..:
1820
Administrative Services
Water & Sewer Services / Meter Operations
New Personnel Title..: Meter Reader
Pay Plan Grade NC6
Priority
personnel Information
Annual Salary . 20.550_
_
Employee Status FT (FT or PT)
FTE Amount 80.77% (100=1003 & 75=758)
personnel Services Cost
Salaries & Wages S 16598
Overtime Amount 0
FICA 1,278
Life Insurance 78
Health Insurance 0
LTD Insurance 76
AD&D Insurance 15
Retirement 0
Worker's Comp 0
Total S 18,045
N
Capital Outlay
(# of Hours)
(F or I)
(Y, N, LP, LF)
(Workers Comp Code)
Amount
Account Number Description Requested
Operation and Maintenance Expense
Amount
Account Number Description Requested
Sondra Smith - Staffing for Meter Operations - Pagei
• •
From: Greg Boettcher
To: Bechhold, Michele
Date: 1/14/04 7:44AM
Subject: Staffing for Meter Operations
Don Osboume has advised me that two of his personnel are being called to active duty. This staffing
reduction is predicted to be for 365 days and cannot not be covered using existing personnel for such a
long duration. For each employee called to active duty, Don indicated that we would be obligated to cover
their wages for a specific period of time plus provide an allowance for normal reserve duty, these
allowances amounting to something on the order of 300 hours per employee. Do we need to maintain the
employees medicaVdental coverage during duty, are we obligated to make up pay difference between
military and normal wages, and are we required to make any other provisions that are substantial costs?
We are needing to predict the costs of the recent development upon the current budget and are planning
to prepare a city council request that addresses the following:
1. Adding 1 FTE to Meter Operations to offset the 2 FTEs called to military duty
2. Analyzing the basic payroll cost impact of having two existing employees on military duty while adding a
new employee to offset the staffing loss.
3. Predicting the effect the lessened staffing will have on overtime for 2004 and including an allowance in
the budget for increased use of overtime to fill any gaps.
4. Preparing a City Council Agenda Request detailing the staffing and budgeting changes needed to
sustain Meter Operations during the staffing shortfall in 2004; including any necessary Budget Adjustment.
Don will be visiting with you today on this matter, however, I wanted to give you a heads up on our needs
I wish to add this to the upcoming city council agenda as a special item, if possible, as both employees are
being deployed almost immediately.
Thank You,
Greg Boettcher
CC: Davis, Steve; Earnest, Hugh; Osbum, Don; Smith, Sondra; Springer, Kevin
•
FAYETTEVI LLE
THE CITY OF FAYETTEVILLE. ARKANSAS
•
DEPARTMENTAL CORRESPONDENCE
To: Gregg Boettcher
Water/Wastewater Department
From: Clarice Buffalohead-Pearman
City Clerk Division
Date: January 26, 2004
Re: Resolution No. 11-04
•
Attached is a copy of the above resolution passed by the City Council January 20, 2004, allowing
for replacing of two active duty employees at the Meter Operations Division. I have also
attached a copy of the budget adjustment: The resolution will be recorded in the city clerk's office
and microfilmed.
If anything else is needed please let the clerk's office know.
/cbp
attachment(s)
cc Nancy Smith, Internal Auditor
Barbara Fell, Budget & Research