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Agenda 11/10/2020 Item #11F (Public Utilities - FTE's )11/10/2020 EXECUTIVE SUMMARY Recommendation to approve future Full Time Equivalent (FTE) positions in the Public Utilities Department at time of asset conveyance based on cumulative asset acquisitions, add 8 FTEs, convert 25 existing contractual labor resources to FTEs, and authorize associated budget amendments. OBJECTIVE: To ensure the Collier County Water - Sewer District (CCWSD) has sufficient permanent labor resources to perform permanent and ongoing demand and compliance driven, public health and safety related essential services as reviewed and approved by the Productivity Committee. CONSIDERATIONS: Productivity Committee reviewed and approved the recommendation including methodology as presented herein. CCWSD operations are compliance driven for public health and safety. Its infrastructure asset base, and associated labor needs, grow with each Board approved utility conveyance. However, the number of FTE resources to meet the maintenance, repair, and compliance needs of the additional conveyed assets is not adjusted at the same time as the increase in asset management and liability is incurred. Staff developed an operations resourcing strategic plan for the CCWSD to address this discrepancy and reviewed it with the Productivity Committee on October 8, 2020. The Productivity Committee voted unanimously to recommend the plan for approval by the Board of County Commissioners. Staff took a data driven approach to developing this strategy. Staff analyzed data collected in CityWorks, the enterprise asset management system, and used the findings to identify manpower drivers and develop formulas that estimate wrench time and by extension FTEs needed to maintain, repair, and perform compliance work on conveyed water and wastewater assets. The calculations which underpin the strategy are based on average available hours, task time percentages, and, specifically, work hours needed on conveyed assets with the highest manpower demand and proportional representation, per mile of water main or wastewater gravity main, for the remaining assets. This results in quantifiable FTE needs with supporting details by work type. Using this information, the CCWSD proposes three actions to bring permanent labor resources into alignment with the maintenance, repair, and compliance work needs of the existing infrastructure asset base and keep it aligned in the future. Request additional operations FTEs at time of asset conveyance based on the cumulative work needs of the conveyed assets Add 8 FTEs to align with the work needs of the existing asset base Convert 25 existing contractual labor resources that currently perform permanent operations work to permanent FTEs According to CityWorks data, CCWSD operations labor resources, including contractual labor, are currently operating at an 8 FTE deficit. Asset acquisition conveyances recorded from FY 2018 through FY 2020 indicate the largest growth in hours needed to support assets occurred in the work types below. Packet Pg. 784 11/10/2020 Work Type Hours FTEs Distribution 7,402.69 1 3.68 Meter Operations 4,456.31 2.21 �W'Aellfield 249.61 0.12 ater Power Systems 92.45 0.05 Total 12,201.05 6.06 Total Hour Needs Total FTE Needs Work Type WW Collections Hours FTEs 5,353.17 2.66 Irrigation Quality - 0.00 WW Power Systems 409.25 0.20 Total 5,762.42 2.86 17,963.47 8.93 8 FTEs are requested to bring the CCWSD permanent operations labor resources into alignment with the work needs of the existing asset base - 4 in Water Distribution, 2 in Wastewater Collections, and 2 in Meter Operations. The cost to add 8 FTE positions in FY 2021 is approximately $448,000 plus a one- time investment in equipment of $476,000 for a total of $924,000. The CCWSD workforce includes 25 contractual labor resources that are performing permanent operations work. Twenty perform work to operate, repair, and maintain compliance on the water and wastewater infrastructure. Four operate the water and wastewater plant systems. One assembles cross connection control devices for installation on the water infrastructure. Contractual labor resources are inherently transitory and often have higher turnover which results in lost productivity when positions are vacant and while new workers are brought up to speed. State licensing is required to perform independent work on the potable water system and certifications are strongly preferred and written into job descriptions for wastewater. Due to the inability to find contractual labor resources with these licenses / certifications, these labor resources must work with FTEs instead of performing independent work on the systems. Conversion of the contractual resources to FTEs will overcome these disadvantages and ensure the CCWSD has sufficient permanent labor resources to provide permanent and ongoing demand and compliance driven essential services. Costs to convert the 25 contractual resources to FTE positions approximate $92,000 in FY 2021 and each year thereafter. FISCAL IMPACT: The proposed addition of 8 FTEs including associated equipment along with the conversion of 25 contractual labor positions to regular full-time positions will have an FY 21 fiscal impact of approximately $1,016,000 or 0.51% of the total CCWSD budget of $201.6 million. The recurring personnel cost impact will be approximately $540,000 or 0.27% of the CCWSD budget. Cost containment will accommodate the additional costs without impacting current user rates. Implementation will necessitate realigning existing budgets. Accordingly, budget amendments will be processed as required. GROWTH MANAGEMENT IMPACT: This initiative supports current Growth Management Plan standards to ensure the adequacy and availability of viable public facilities and the ability to remain in compliance with all regulatory programs. LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, raises no legal issues, and requires majority vote for approval. -JAK RECOMMENDATION: That the Board of County Commissioners, Ex-officio the Governing Board of the Collier County Water -Sewer District, (1) authorizes the CCWSD to use the methodology outlined above to request additional FTEs based on cumulative asset acquisition at time of conveyance, (2) approves addition of 8 FTEs, (3) approves conversion of 25 contractual labor resources to FTEs and (4) authorizes budget amendments to fund the additional FTEs including associated equipment and conversions from contractual labor to FTEs. Packet Pg. 785 11/10/2020 Prepared by: Amia Curry, Financial Operations Support Manager, Public Utilities Department ATTACHMENT(S) 1. CCWSD Operations Resourcing Strategic Plan - Productivity Committee (PDF) Packet Pg. 786 11.F 11/10/2020 COLLIER COUNTY Board of County Commissioners Item Number: 11.F Doe ID: 13941 Item Summary: Recommendation to approve future Full Time Equivalent (FTE) positions in the Public Utilities Department at time of asset conveyance based on cumulative asset acquisitions, add 8 FTEs, convert 25 existing contractual labor resources to FTEs, and authorize associated budget amendments. (Amia Curry, Utilities Finance Operations Manager) Meeting Date: 11/10/2020 Prepared by: Title: Manager - Operations Support - PUD Public Utilities Operations Support Name: AmiaMarie Curry 10/15/2020 10:04 AM Submitted by: Title: Division Director - Operations Support — Public Utilities Operations Support Name: Joseph Bellone 10/15/2020 10:04 AM Approved By: Review: Public Utilities Operations Support Public Utilities Department Public Utilities Department Public Utilities Department Office of Management and Budget County Attorney's Office Budget and Management Office Budget and Management Office County Manager's Office Board of County Commissioners Joseph Bellone Additional Reviewer Dan Rodriguez Additional Reviewer Drew Cody Level 1 Division Reviewer George Yilmaz Level 2 Division Administrator Review Debra Windsor Level 3 OMB Gatekeeper Review Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Ed Finn Additional Reviewer Mark Isackson Additional Reviewer Nick Casalanguida Level 4 County Manager Review MaryJo Brock Meeting Pending Completed 10/15/2020 10:30 AM Completed 10/15/2020 2:36 PM Completed 10/15/2020 6:02 PM Completed 10/22/2020 10:14 AM Completed 10/22/2020 10:58 AM Completed 10/23/2020 2:41 PM Completed 11/02/2020 11:24 AM Completed 11/02/2020 12:56 PM Completed 11/03/2020 1:36 PM 11/10/2020 9:00 AM Packet Pg. 787 rs" aL w E C6 >% ru .7. 0 ro L. j =3 m cn 0 u fu fo C: Ero 0 < fu c ru a 0 u D CL a--J ro U Q. L. 0 m . 5-1 4- co U) co 3: >— - O � � L — LL o-) a-J (1) 73 Q) a� L O fu 4� a-J fu . U O V) w cu 70 a� > O L 0. ru L ro O m U fu 4) CO V) 4-J (D •— O a-J O -0 -Fu 4) C: c E fu O .- -W U � '0 L- •- -o E =3Mfucu O cn to 4� a--) LU U fu iM- C: O 73 LL fu (1) a- J V) V) 4� � O � fu fu-, .>- O �� U LJJ �, fu � , cn E F E ou fv,) fu L. 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