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HomeMy WebLinkAboutAgenda - 03-29-2000-2ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: March 29, 2000 Action Agenda Item No. ~-~ SUBJECT: Time Limited and Grant Funded Positions DEPARTMENT: Personnel PUBLIC HEARING: (Y/N) No ATTACHMENT(S): 1-Questions and Answers 2- Time Limited Positions List INFORMATION CONTACT: Elaine Holmes, Personnel Director, Extension 2550 3- Grant Funded Positions List TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968.4501 Durham 688-7331 Mebane 336 227-2031 PURPOSE: To consider the County's policy on time limited positions and grant funded positions and provide direction to staff. BACKGROUND: During the 1999-00 budget work sessions, the Board of Commissioners directed staff to schedule time at a future work session for the Board to discuss policy related to Time Limited and Grant Funded positions. This arose from the Board's discussion of the use of the permanent time limited designation and its impacts during the consideration of recommended new positions for 1999-00. Staff realizes that the Board may only have limited time for its discussion on March 29. To facilitate the Board's discussion, Attachment 1 is a list of questions and answers. The Board may want to focus on the questions that are not cleaz or the ones where the Board wants to provide further information or direction. Attachment 2 lists the 17 positions that currently are designated as permanent time limited. Attachment 3 lists the ~0 positions that currently are grant funded. FINANCIAL IMPACT: None RECOMMENDATION(S): The Manager recommends the Boazd provide direction to staff on the policy that it wishes to pursue related to time limited and grant funded positions. 2 Attachment 1 Time Limited and Grant Funded Positions Questions and Answers Time Limited 1. Why does the County have time limited positions? The Board adopted the permanent time limited employment category effective March 5, 1990. It has been used: - For positions with an established and relatively short-term duration such as a one-year grant funded position. - For positions where the position's functions may have a longer term duration, but the Board has an interest in being able to assess the outcomes of the new position and determine whether the position has proved its usefulness and the need will continue before a commitment is made that the position will continue beyond the initially approved period. 2. What are the problems with time limited positions? The problems with using the time limited status are the impacts that this has on employee recruitment and retention. - In terms of recruitment, the time limited status impacts significantly on the number and quality of candidates applying for the position. In this employment market, almost all candidates already have other jobs and it is difficult to attract a candidate from an ongoing position to one for which there is uncertainty as to the future. These effects are magnified if the position also is part time. As turnover occurs in the time limited position and it comes closer to the established ending date, the recruitment difficulty further increases such as in attempting to recruit a candidate for the remaining six to nine months of a two year time limited position. - In terms of retention, turnover in time limited positions increases as the employee seeks to obtain the assurance of continuing employment. The recruitment and retention impacts are not experienced to the same extent with grant funded positions that are not time limited. Most applicants that apply for grant funded positions are familiar with the concept of grant funds and understand that the source of grant funds may end, but that there may be another funding source identified. Depending on the recruitment and retention impact, the work and outcomes for which the position was approved may not be accomplished or be accomplished at a reduced level. 3 3. Are these problems mare signif cant now than in the past? Why Yes. This results from the tight labor market in this area, particulazly for technical and skilled positions. 4. Why are applicants told the position is time limited and the ending date? For the County to maintain the legal right to terminate the employee in the time limited position if the position ends without application of a reduction in force process or other due process, it is necessary to have clearly informed the employee as part of the employment offer of the position's time limited status and end date, absent Board action to make the position permanent or extend it. Advising applicants through the opening announcement of the position's time limited status and end date eliminates candidates from the applicant pool who are not willing to accept this condition of employment. This avoids the situation where the department expends time on the recruitment and selection process only to have the candidate withdraw from consideration. S. When time limited positions reach the end of the time limit, what has been happening with them? Appendix A shows the number of time limited positions established over the past six yeazs and the disposition of each position. Of the 22 time limited positions established in this period: - 10 have been made permanent, - 11 have either been extended or the ending date has not yet occurred, and - One has ended. G. How many time limited positions does the County have now and which ones are they? Attachment 2 lists the present 17 time limited positions. 7. Why do we use the term time limited? Could another term be used? The County's use of the term permanent time limited appazently was based on State government's use of this term. The term "permanent" denotes the policy, pay and benefits coverage that applies to the position under the Orange County Personnel Ordinance. In all respects except the time limit, the position is the same as other permanent positions and the employee in the position receives the same benefits provided to other permanent employees. Another term could be used, It would forestall the need far extensive policy re-writing if that term continued to have the term "permanent" in it such as "Permanent -Subject to Review" 4 or "Permanent -Subject to End." $. Do other local governments around us use time limited positions? Personnel surveyed seven area local government employers to identify how they handle time limited. The seven employers were Cary, Carrboro, Chapel Hill, Durham, Durham County, Raleigh and Wake County. Of the seven contacted, none use time limited positions. 9. What are the advantages of using reduction in force when positions end over using time limited positions? - - This best supports recruitment and retention of a well qualified candidate and through this supports accomplishing the work of the position. - If the position is eliminated, this provides the flexibility to systematically consider performance and seniority among employees in the same job classification in the department in deciding who will be laid off. In this way, it supports retention of the best performing and/or longer service employee. 10. What are the advantages of using time limited positions over reduction in force? - This fixes a set date for review of the position and, unless that review results in a different decision, ends the position. In this way, this assures the outcomes are assessed and the need is continuing before the position is continued. - This clearly communicates up front to the employee who accepts the position that the position has an ending date and, absent a Board decision to the contrary, his or her employment will end on that date: In this way, it eliminates uncertainty about what will happen if the position is not continued and avoids possible controversy that may be associated with reduction in force decision-making. 11. Ys there another alternative besides time limited or reduction in force to address a situation where the Soard decides after review of a f lied position to not continue the position? An alternative would be to reassign the position and the incumbent to another function or area to meet another need. The extent to which this is feasible would depend on the training and skills of the incumbent. Grant Funded Positions 12. Are all granted funded positions designated as time limited? No. Generally, grant funded positions with short term duration have been established as time limited positions and grant funded positions with projected longer duration or ones such as COPSFAST where the County has committed to continue the funding have been established as regular permanent positions. S 13. How many grant funded positions does the County have and which ones are they? Attachment 3 lists the 40 positions that presently are grant funded in whole or in part. Of these 40 positions, five are time limited. 14. Can a grant funded position be switched over to be funded from the County general fund without Board of Commissioners' approval? No. Personnel and Budget operate a position control system. This tracks.approved positions and related information such as funding type, time limited status and so forth. Personnel and Budget control time limited and grant funded positions throughout the entire duration. 15. What has been happening to grant funded positions when the funding ends? For the 51 grant funded positions established since 1994, Appendix B shows the status. In summary: - 1 S were converted to County funds - 22 continue on grant funds - 12 COPSFAST positions are to be considered for conversion from grant funds to County funds for 2000-01. - Two positions have ended. H:\e\timgran.doc March 22, 2000 Appendix A Time Limited Positions Time Limited Positions Established From 7-1-94 to Present* Number Established 22 Number Made Permanent 10 Number Ended 1 Number for which original time limit end date has not yet occurred. 5 Number Extended from Original End Date 6 *None established in 1994 and 1995. Permanent Positions Ending (Other than Time Limited) and Reductions In Force Positions Ended Frain 7-1-94 to Present* Number Abolished 4 Reductions In Force (Employee Layoff) 0 * The positions were abolished due to the end of contractJgrant funding. (Includes two positions established prior to 7/1/94.) Each of the positions was vacant at the time the position ended and no employee layoff occurred. k:\pers\elgin\misc-prjMime-sum.doc 3!20/00 Appendix B Grant Funded Positions Grant Funded Positions Established From 1-1-94 to Present Number Established 51 Number Converted from Grant funds to County 15 funds Number Ended* 2 Number that are currently Grant funded* 1 g Number that receive both County and Grant funds 4 Number that are proposed to be converted from 12 Grant funds to County funds effective 7/1/00 * Five of the currently grant funded positions established in this period are time limited and of those that ended, one was time limited. k: \pers\elgin\misc-prj\grant-sum. doc 3/23/00 8 Attachment 2 Orange County Perman ent Ti me Limit ed Positio ns Salary Pos Pos Date Department Position Title Grade Nbr. Hrs Bstabtished Date End Aging Transportation Coordinator 64 794 PT 20 7/1/98 6/30/00 Envir. 8~ Resource Planning Technician (Water 63 761 PT 20 7/1/97 6/30/00 Cons. Resources) Health Social Worker II* 67 790 FT 4/7/98 6/30/00 Health Social Worker I* 65 791 FT 4/7/98 6/30/00 Health Public Health Nurse I"` 69 792 1=T 4/7/98 6/30/00 Health Office Assistant II* 60 793 PT 20 4/7/98 6/30/00 Senior Public Health Educator 68 827 FT 10/1/99 6/30/00 Health (Bilingual Coordinator)* Planning GIS Technician 64 761 FT 7/1/99 6/30/01 Public Works Solid Waste Center Operator 57 702 FT 7/1/93 9/30/00 Public Works Solid Waste Center Operator 57 703 PT 20 7/1/93 9/30/00 Public Works Solid Waste Center Operator 57 704 FT 7/1/93 9/30/00 Public Works Solid Waste Center Operator 5T 705 FT 7/1/93 9/30/00 Public Works Solid Waste Center Operator 57 706 FT 7/1/93 9/30/0D Public Works Solid Waste Center Operator 57 707 FT 7/1/93 9/30/00 Public Works Solid Waste Center Operator 57 728 PT 20 7/1/94 9/30/00 Social Services Income Maintenance Leadworker 67 808 FT 11/4/98 8/9/00 Tax Assessor Tax Clerk* 62 830 FT 1/20/00 12/31/01 Tota l 17 *Positions funded from sources other than the genera l fund ~~ of 11Aarrh '1 ~nnn TLGRTPOS.xIs Attachment 3 Orange C ounty Gran t Funded Po sitions De artment P Position Title Salary Pos Time Pos t Grant End Position Funding Source Grade Nbr Hrs Pos Date Aging Senior Public Health 68 717 FT No 6/30/00 Senior citizen health Educator romotion .40 FTE Immunization Health Public Health Nurse I 69 356 PT 20 No 6/30/00 Action Plan & .60 General Fund Family Nurse Practitioner .125 FTE Breast/Cervical Health II 75 358 PT 30 No 6/30/00 Cancer, .625 General Fund Health Public Health Nurse II 71 732 FT No 6/30/00 •85 FTE Smart Start, .15 Medicaid Health Social Worker II 67 790 FT Yes 6/30/00 Intensive Home Visiting Health Social Worker I 65 791 FT Yes 6/30/00 Intensive Home Visiting Health Public Health Nurse I 69 792 FT Yes 6/30/00 Intensive Home Visiting Health Office Assistant II 60 793 PT 20 Yes 6/30/00 Intensive Home Visiting Health Social Worker II 67 809 FT No 4/30/03 Early Mead Start Health Social Worker II 67 810 FT No 4/30/03 Early Head Start Senior Public Health Health Educator (Healthy 68 825 FT No n/a •5 FTE General Fund, .5 Carolinians Coord other Senior Public Health Health Educator (Health Educ. 68 826 FT No n/a Duke endowment Pro'ect M r. _ (projected) Senior Public Health Health Educator (Bilingual 68 827 FT Yes 6/30/00 Smart Start Coord Health Public Health Educator S hills Elim. Pro' 66 829 FT No 10/31/03 Center for Disease Control Housing Housing Specialist 65 554 FT No 6/30/00 Section 8 Housing Housing Housing Specialist 65 555 FT No 6/30/00 Section 8 Housing Housing Housing Technician 63 556 FT No 6/30/00 Section 8 Housing Housin g Housing/Community Dev. Director 76 557 FT No 6/30/00 Section 8 Housing Housin g Rehab Spec/Housing Inspector 67 571 FT No 6/30/00 Section $ Housing Housing Administrative Asst I 61 572 FT No 6/30/00 Section 8 Housing Sheriff Deputy Sheriff I 66 769 FT No 6/30/00 COPSFAST 3 As of March 1, 2000 T. ~.6T„~~. ,,,,, 10 Orange County Grant Funded Positions Attachment 3 Department Position Title Salary Pos Pos Time Limit Grant End Position Funding Source Grade Nbr Hrs Pos Date Sheriff Deputy Sheriff I 66 770 FT No 6/30/00 COPSFAST 3 Sheriff Deputy Sheriff I 66 771 FT No 6/30/00 COPSFAST 3 Sheriff Deputy Sheriff I 66 772 FT No 6/30/00 COPSFAST 3 Sheriff Deputy Sheriff I 66 773 FT No 6/30/00 COPSFAST 3 Sheriff Deputy Sheriff I 66 774 FT No 6/30/00 COPSFAST 3 Sheriff Deputy Sheriff I 66 776 FT No 12/1/00 COPSFAST 4 Sheriff Deputy Sheriff I 66 777 FT No 12/1/00 COPSFAST 4 Sheriff Deputy Sheriff I 66 778 FT No 12/1/00 COPSFAST 4 Sheriff Deputy Sheriff I 66 779 FT No 12/1/00 COPSFAST 4 Sheriff Deputy Sheriff I 66 780 FT No 12/1 /00 COPSFAST 4 Sheriff Deputy Sheriff I 66 781 FT Na 12/1/00 COPSFAST 4 Sheriff Deputy Sheriff I 66 821 FT No 4/30/02 Cops In Schools Sheriff Deputy Sheriff I 66 822 FT No 4/30/02 Cops In Sahools Sheriff Deputy Sheriff I 66 823 FT No 4/30/02 Cops In Schools Sheriff Deputy Sheriff I 66 824 FT No 4/30/02 Caps In Schools Sacial Services Social Worker II 67 712 FT No 6/30/00 Smart Start Social Services Social Worker II 67 713 FT No 6/30/00 Smart Start Social Services Office Assistant II 60 714 FT No 6/30/00 Smart Start Soil & Water Conservation Specialist 65 789 FT No 9/30/03 Fed/State Water Quality Total 40 Ac of ~Aarrh 1 2000 TLGRTPOS.xIS