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Home My WebLink About03.j. Approve Staffing Plan for FY 2014-15Central Contra Costa Sanitary District ' BOARD OF DIRECTORS ' J POSITION PAPER Board Meeting Date: April 3, 2014 Subject: APPROVE STAFFING PLAN FOR FISCAL YEAR 2014 -15 Submitted By. Initiating Dept. /Div.: Roger Bailey General Manager Administration /Human Resources REVIEWED AND RECOMMENDED FOR BOARD ACTION: A. Antkowiak, Capital Projects Division Manager D. Gemmell, Environmental Services Division Manager i N. Meyer, Plant Maintenance Division Manager T. O'Malley, Human Resources Manager I P. Seitz, Collection System Operations Division Manager C. Swanson, Director of Operations R. Bailey T. Vassallo, Finance Manager General Manag r A. Weer, Plant Operations Division Manager ISSUE: The Administration Committee reviewed the staffing needs of the District for Fiscal Year (FY) 2014 -15 at its March 11, 2014, meeting. Accordingly, staff is submitting the Staffing Plan for Board approval. RECOMMENDATION: Approve the Staffing Plan for FY 2014 -15. FINANCIAL IMPACTS: The proposed Staffing Plan would increase budgeted annual salary costs in FY 2014 -15 by $249,778 and benefit costs by $199,858 for a total increase of $449,636. This action will eventually result in a maximum net annual cost of $456,535 which takes into account salary, benefits, and pension costs at the maximum steps of the salary ranges for all permanent personnel changes (excluding co -ops and seasonal employees). The proposed seasonal staffing will cost $355,507, an increase of $6,066 from the prior fiscal year. ALTERNATIVES /CONSIDERATIONS: Modify or reject the proposed Staffing Plan. BACKGROUND: Each department has reviewed its staffing requirements for FY 2014 -15. The attached summary sheet highlights the effect of each department's staffing requests on the number of total authorized positions in the District and the cost of salaries and benefits. The number of authorized regular positions in the District will increase by two positions. Eight co -op student positions are requested which is an increase from the seven positions that were approved for FY 2013 -14. A chart is attached reflecting the Department/Division's requests. Staff is recommending the salaries for Operations and Engineering co -ops remain at $24 an hour, which has not changed since 2007. C:\ Users \danderson\AppData \Local \Microsoft \Windows \Temporary Internet Files \Content.Outlook \DVCG8C5G \PP - Staffing Plan FY 2014 -15 (Final).doc Page 1 of 6 POSITION PAPER Board Meeting Date: April 3, 2014 subject: APPROVE STAFFING PLAN FOR FISCAL YEAR 2014 -15 Each year, the District also hires students during the summer months for seasonal maintenance, vacation relief, cleanup, and special projects. Board authorization was given for 32 student positions last year. Authorization is requested for 33 seasonal positions in FY 2014 -15. It is recommended that the hourly rates for seasonal employees remain the same as last year: Student Positions Clerical Laborer Technical /Professional Proposed Salary* $13.00 $15.00 $18.00 *For every year a student returns, add $1.00 per hour to a maximum of three additional summers. For example, a student clerical who has worked here for the past two summers would receive $15.00 per hour this summer. The extra dollar an hour recognizes the experience and serves as an incentive for returning students. REQUESTED PERMANENT CHANGES: Administration 1. Establish the classification of Internal Auditor (S -70, $6,899 - $8,352) and add and authorize the filling of one position. Justification: Given the complexity of the District's operations and the high level of risk exposure, staff has determined that there is a need for one individual to manage the overall auditing function of the District. This will allow the District to ensure that the financial, administrative, and operational programs are in compliance with all laws, regulations, and District policies and procedures and, since the duties allocated to this position do not fall within any existing District classifications, the District has determined that there is a need to establish a new classification. The Internal Auditor position would be responsible for auditing a wide variety of financial, administrative, and operational programs, functions, processes, and activities to ensure compliance and efficiency; develop and implement financial, administrative, and operational standards, policies, and procedures; and evaluate and ensure the reliability of financial and administrative reporting. C:\ Users \danderson\HppData \Local \Microsoft \Windows \Temporary Internet Files\ Content .Outlook \DVCG8C5G \PP - Staffing Plan FY 2014 -15 (Final).doc Page 2 of 6 POSITION PAPER Board Meeting Date: April 3, 2014 Subject: APPROVE STAFFING PLAN FOR FISCAL YEAR 2014 -15 Attached is a draft of the job description detailing the duties that would be allocated to the classification. Operations 2. Add one Systems Administrator (G -70, $6,873 - $8,315) position. 3. Add one Electrical Technician (G -69, $6,710 - $8,113) position. 4. Reallocate the salary of the Field Operations Superintendent classification from salary level S80 ($8,763- $10,617) to salary level S81 ($8,974- $10,854). 5. Reallocate the salary of the Utility Worker classification from G52 ($4,478- $5,410) to G55 ($4,800 - $5,815). 6. Delete a vacant Shift Supervisor (S76, $7,960- $9,639) position. Justification: Systems Administrator in the Control Systems Section: The District's Treatment Plant Control System ( Dynac) consists of extensive software and hardware including servers, workstations, routers, and switches. The Plant Operations Division (POD) staff is responsible for maintaining the system but lacks many of the required specialized skills. Currently, staff focuses on this system when an issue arises. The result is a reactive approach to maintenance and system upgrading. If a Dynac server or other critical hardware fails, the results could be catastrophic. A dedicated Systems Administrator is essential for future reliability of the Treatment Plant Control System. The Systems Administrator would also support other essential plant systems. This includes the Plant's computerized maintenance management system (CMMS), as well as associated components that are key elements to the development of the asset management program. This position will perform functions of a highly technical nature in the maintenance and enhancement of database management systems, operating systems, data communication systems, and computer applications for the Plant. The position will play a key role as liaison with the IT Division and other technical groups. In addition to providing technical support to the District's Treatment Plant's critical system(s), the new System Administrator position will also support the District's Collection System CMMS. This system requires support for software and hardware maintenance and upgrades. The District's current CMMS is scheduled to be replaced next fiscal year and will require continuous support throughout the project as well as continuing support for maintenance and upgrades in the future. This position will C:\ Users \danderson\HppData \Local \Microsoft \Windows \Temporary Internet Files \Content.Outlook \DVCG8C5G \PP - Staffing Plan FY 2014 -15 (Final).doc Page 3 of 6 POSITION PAPER Board Meeting Date: April 3, 2014 subject: APPROVE STAFFING PLAN FOR FISCAL YEAR 2014 -15 oversee the security of the system and will work with the IT Administrator to insure network continuity. In order to properly maintain the collection system and avoid sanitary sewer overflows, the reliability of the CMMS program is critical. Electrical Technician in the Electrical Shop: The Electrical Shop is responsible for maintaining the electrical equipment and systems for the Treatment Plant, 19 pumping /lift stations, three metering stations, the CSO building and the Vehicle & Equipment Shop. Staff has evaluated the staffing levels in the shop and has determined that the Electrical Technician position is needed in order to maintain appropriate staffing levels. The backlog in the shop has increased over 30 percent in the last 12 months. There are currently 11 work orders overdue by more than 90 days, four of which are PM's, which has an adverse effect on the ratio of reactive to preventive work. Mark Cavallero, Assistant Engineer, who has assisted with some Electrical Technician duties, has now permanently moved to Maintenance Engineering and will be devoting his time to capital project work and is anticipated to be a valuable player in the District's asset management program. Also, the Maintenance Technician who has been developing Hazardous Energy Control Procedures for the District's Lock - Out/Tag -Out program for the last several years was recently promoted and transferred to Engineering. As a result of her departure, the Electrical Shop will play a larger role in developing these procedures. The addition of this position will also allow the Electrical Shop to participate in a new technologies task force, and explore alternate energy sources and more energy efficient equipment/devices which is in alignment with the District's Strategic Plan. Additionally, one Electrical Technician who specializes in high voltage will likely retire in 2017 so the addition of this position would also contribute to effective succession planning. Reallocate the Salary of the Field Operations Superintendent Classification: This action is necessary in order to align the salary of all the Superintendents within the District. A salary survey was conducted for the Environmental Compliance Superintendent classification and an adjustment was warranted for that classification. In order to maintain internal parity among the Superintendent classifications, a simultaneous adjustment is necessary for the Field Operations Superintendent classification. Reallocate the Salary of the Utility Worker Classification: Staff has evaluated the Utility Worker classification and has determined several changes are necessary. Revisions to the job description are being made to accurately reflect the essential functions that are currently assigned to the classification and the salary reallocation is now necessary to ensure that the classification is being compensated appropriately. C:\ Users \danderson\HppData \Local \Microsoft \Windows \Temporary Internet Files\ Content .Outlook \DVCG8C5G \PP - Staffing Plan FY 2014 -15 (Final).doc Page 4 of 6 POSITION PAPER Board Meeting Date: April 3, 2014 Subject: APPROVE STAFFING PLAN FOR FISCAL YEAR 2014 -15 Historically, the District has utilized the Utility Worker classification to perform very basic and routine maintenance duties; however, over time the classification has evolved to perform semi - skilled maintenance tasks in support of District operations. This change has increased the complexity of the classification. It also allows the District greater flexibility to assign higher level duties to the classification versus utilizing contractors or skilled personnel which results in a cost savings and promotes organizational effectiveness. Staff also conducted a salary survey and the proposed salary falls within the relative labor market and will maintain internal parity with other semi - skilled classifications at the District. Cancel the Shift Supervisor Position in Plant Operations Section: This position is currently vacant and is no longer needed. The cancellation of the position will be utilized to offset a portion of the cost for the abovementioned actions. Engineering 7. Reallocate the salary of the Environmental Compliance Superintendent classification from S77 ($8,150- $9,875) to S81 ($8,974- $10,854). Reallocate the salary of the Environmental Compliance Superintendent classification: A salary survey, both internal and external, was conducted for this classification and it was determined that the current salary level is below the relative labor market and is not in alignment with the other Superintendent classifications that are assigned to the Operations Department. Staff is recommending the proposed salary in order to bring the classification closer to the median within the relative labor market while also maintaining internal parity with the other Superintendent classifications. Furthermore, this action necessitated the reallocation of the salary for the Field Operations Superintendent classification (Item #4 above) so that the Environmental Compliance Superintendent, the Field Operations Superintendent, the Plant Operations Superintendent, and the Plant Maintenance Superintendent are all allocated to salary level S81($8,974- $10,854). Secretary of the District 8. No changes requested. Co -ops 9. Authorize the hiring of students to fill 8 Co -op positions. C:\ Users \danderson\AppData \Local \Microsoft \Windows \Temporary Internet Files\ Content .Outlook \DVCG8C5G \PP - Staffing Plan FY 2014 -15 (Final).doc Page 5 of 6 POSITION PAPER Board Meeting Date: April 3, 2014 Subject: APPROVE STAFFING PLAN FOR FISCAL YEAR 2014 -15 Seasonal Employees 10. Authorize the hiring of 33 students for seasonal employment. RECOMMENDED BOARD ACTION: Approve the Staffing Plan for Fiscal Year 2014 — 2015 herein identified by items 1 — 10. Attached Supportinq Documents: 1. Summary Sheet 2. Co -op Chart 3. Internal Auditor Job Description C:\ Users\ danderson \AppData \Local\Microsoft \Windows \Temporary Internet Files\ Content .Outlook \DVCG8C5G \PP - Staffing Plan FY 2014 -15 (Final).doc Page 6 of 6 Central Contra Costa Sanitary District 2014 -15 Staffing Plan ATTACHMENT 1 De artment Deleted Regular Position Additional Regular 2013- 2014- 2013- 2014- P 9 Salary Range Positions 2014 2015 2014 Salaries Benefits Salar and �� Salaries rermanem Benelits mires Salary and 2015 Administration 47 48 Benelits Benefits 0 0 Internal Auditor 5.70 $82,788- $100,224 Q S 84,828 $ 84,828 $ 169,656 Q S 100,224 $ 100,224 S 200,448 Subtotal for Administration Q $ 84,828 $ 84,828 $ 169,656 Q S 100,224 S 100,224 $ 200.448 Engineering 83 83 5 6 $ 49,920 S 49,920 Field Operations Superintendent salary change from S- 77($97,803- $118,501) to S -81 ($107,698- S 11,754 S 11,754 $ 23,508 S 11,754 S 11,754 $ 23,507 130 255 Subtotal for En ineerin Q $ 61,674 $ 71,754 S 73,428 p S 11,754 S 11,754 S 23,507 Operations 4 155 2 S $ Systems Administrator G-70.$82.482 - $99,785 $ 84 487 S 84 467 $ 168,974 $ 99,785 $ 99 785 S 199,570 Electrical Technician G-69,$80,521 - $97,359 $ 82,441 $ 82,441 $ 164,882 $ 97,359 $ 97,359 $ 194,718 Wo Worker Utility Worker salary change from G- change 52 ($53,743 - $64,926) to G -55 ff $ 28,526 $ 28,526 $ 57,052 $ 29,122 $ 29,122 $ 58,244 -F $57 605.60 - $69.780) Field Operations Superintendent salary change from ($105,166 - -81 $127,406) to S -81 ($107,698 - ($1 7,698 S 5,698 $ 5,698 $ 11,396 S 5,698 S 5.698 S 11,396 $130,255 E- Shift Su ervisor 1 S -76 95 524 - 115 674.21 -___ 97,876 97.876 195.752 S 115 674 $ 115 674 231 348 Subtotal for 0 erations District Q S 103,276 $ 103.2761 206,552 0 $ 116,290 $ 116,290 $ 232 579 Total Additions Savin s 7 8 284 286 S 249,778 s 199,858 S 449,636 �� S 228,267 S 228,267 $ 456,535 D D n 2 9 M z C:\ Users\ danderson\AppData\LocaWicrosoft \Windows \Temporary Internet Files\ Content .Outlook \DVCG8C5G \FY14 -15 staffing plan summary sheet (FINAL) ATTACHMENT 2 CO -OP STUDENTS STAFFING PLAN REQUESTS 2014-2015 DEPARTMENT /DIVISION /SECTION NUMBER OF POSITIONS FY 2013 -14 NUMBER OF POSITIONS July —Dec. 2014 NUMBER OF POSITIONS Jan. —June 2015 OPERATIONS DEPARTMENT Plant Operations Division Laboratory 1 1 1 Maintenance Engineering /Regulatory 1 1 1 ENGINEERING DEPARTMENT Capital Projects Division Design /Construction Groups 2 2 2 Environmental Services Division Planning /Recycled Water 1 1 1 Development Services 1 1 1 Treatment Plant/Collection System Planning 1 1 1 Survey 0 1 1 TOTAL 7 8 8 C:\ Users \danderson\AppData \Local \Microsoft \Windows \Temporary Internet Files \Content.Outlook \DVCG8C5G \COOP CHART 14 -15 (FINAL).doc CENTRAL CONTRA COSTA SANITARY DISTRICT Effective: 7/1/14 Range: S70 Respirator Class: 3 INTERNAL AUDITOR DEFINITION ATTACHMENT 3 Responsible for auditing a wide variety of financial, administrative, and operational programs, functions, processes, and activities to ensure compliance and efficiency; develop and implement financial and administrative standards, policies, and procedures; evaluate and ensure the reliability of financial and administrative reporting; and perform other related duties as assigned. DISTINGUISHING CHARACTERISTICS This single position class is responsible for independently managing the overall auditing function(s) of the District to ensure financial, administrative, and operational programs and activities are in compliance with all laws, regulations, and District policies and procedures. SUPERVISION RECEIVED AND EXERCISED Receive administrative direction from the Director of Administration. May exercise indirect supervision over consultants engaged in special projects. EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the following: Perform financial, administrative, and operational audits of District programs, records, and internal control systems to ensure compliance with applicable laws, regulations and District policies and procedures. Develop audit scope and objectives that ensure that audits identify and address areas of risk and non - compliance. Collect, analyze, and document audit data as it relates to the audit objectives. Prepare detailed audit work papers, worksheets, schedules, and flow charts. Prepare audit reports incorporating findings and recommendations for improvement and /or compliance. CENTRAL CONTRA COSTA SANITARY DISTRICT INTERNAL AUDITOR (Continued) Prepare and present audit results to management, the Board of Directors and other parties. Utilize and /or develop automated auditing techniques for data collection and analysis. Ensure the implementation of corrective action in order to strengthen District controls and improve performance efficiency and effectiveness. Perform control and risk assessments of District policies, procedures, and processes. Assist in the development of District standards, policies and procedures. Interview District staff to gather information related to fiscal and administrative activities. Perform a variety of complex financial and statistical analyses. Monitor and analyze legislation and regulations related to financial, administrative, and operational standards and practices and implement changes as needed. Participate in various conferences /training in order to maintain awareness of new trends and developments related to auditing practices and standards. Perform related duties as required. KNOWLEDGE, SKILLS, AND ABILITIES Knowledge of: Auditing and accounting principles, practices, and techniques. Financial reporting and internal controls. Management and organizational principles and practices as they relate to governmental agencies. Budgeting principles and practices. Financial analysis, work paper, budget and report preparation procedures and practices. IRAI CENTRAL CONTRA COSTA SANITARY DISTRICT INTERNAL AUDITOR (Continued) Applicable federal, state, and local laws and regulations as they relate to administrative and financial standards and controls. Safety precautions as required by the District, including but not limited to, Cal /OSHA General Industry Safety Orders, Districts Respiratory Protection Program, and District Safety Directives. Ability to: Interpret and analyze audit results and make recommendations that ensure District processes and procedures are in compliance with all regulations and best practices. Manage and conduct complex financial and administrative audits. Document audit observations and findings. Gather, evaluate, and analyze complex data. Utilize software applications to perform data manipulation and analysis. Prepare comprehensive audit reports and provide recommendations. Work effectively and cooperatively with District staff, the Board of Directors, and the general public. Communicate effectively, both orally and in writing. Understand, interpret, and explain complex laws and regulations. Make effective written, graphic, and oral presentations of complex and highly technical information. Sit at desk for long periods of time on a continuous basis. Intermittently twist to reach equipment surrounding desk and perform simple grasping and fine manipulation; use telephone, and write or use keyboard to communicate through written means; and lift or carry weight of 25 pounds or less. Perform work under minimal supervision and within an environment of competing priorities and deadlines. 3 CENTRAL CONTRA COSTA SANITARY DISTRICT INTERNAL AUDITOR (Continued) MINIMUM QUALIFICATIONS Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be: Experience Two years of increasingly responsible professional auditing experience. Education Equivalent to a bachelor's degree from an accredited college or university with a major in finance, accounting, business administration or a closely related field. Substitution for Education: Four years of additional qualifying professional auditing experience as noted above may be substituted for the bachelor's degree. Licenses and Certifications: A Certified Public Accountant (CPA) or Certified Internal Auditor (CIA) certificate is desirable. 4