Agenda 01/08/2019 Item #16F 101/08/2019
EXECUTIVE SUMMARY
Recommendation to approve the hiring of three (3) full-time employees in place of temporary
laborers used by the Pelican Bay Services Division to maintain the community, and to authorize
the necessary Budget Amendment.
OBJECTIVE: To convert three (3) temporary laborer positions to full-time employees (FTE) to increase
stability in the Pelican Bay Services Division landscape and maintenance operations.
CONSIDERATIONS: For over 20 years the groundskeeper positions at the Pelican Bay Services
Division (PBSD) have been a combination of county employees and contracted day labor. PBSD has
been dealing with chronic turnover and unavailability of temporary contract laborers to the PBSD
Landscape and Maintenance Operations teams.
Of the current 34 positions in the landscaping operations team, 15 remain contracted temporary labor.
Due to an increase in construction industry labor demand in Southwest Florida, the turnover rate for
temporary labor has been approximately 133% over the past 12 months, compared with 4.7% for full time
employees (FTE) at PBSD.
Authorized Positions # of Vacancies Turnover Rate
Temporary Labor 15 20 133%
Full Time Employees 21.27 1 4.7%
The high turn-over rate has affected work production and added additional time spent training the new
temporary labor hires. In addition, under contract #16-6545, temporary labor is provided by Balance
Staffing under a markup of 33.3%, which results in an average hourly rate of $14.66.
At the July 5, 2017 PBSD Regular Board Meeting, members discussed the balance between temporary
laborers and County employees. The PBSD Board recognized that this balance was a staff decision and
recommended allowing transitions to convert temp labor positions to full time county employees as long
as the decision did not involve a change of more than 20% of the number of full -time or temporary
employees.
ADVISORY BOARD RECOMMENDATION: The PBSD Board voted 8-1 on July 5, 2017, to
authorize staff to adjust temporary labor and full-time employees as needed, as long as the decision did
not involve a change of more than 20% of the number of full-time or temporary employees.
FISCAL IMPACT: A FY 2019 budget amendment will move $95,500 from the operating appropriation
for temporary labor to the personnel appropriation unit. The full-time employee base in the PBSD
MSTBU fund (109) will increase from 21.27 FTEs to 24.27 FTEs. Beginning in FY 2020, fixed costs
associated with adding additional full-time staff will increase.
GROWTH MANAGEMENT IMPACT: There are no Growth Management Impacts associated with
this Executive Summary.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, is approved as
to form and legality, and requires a majority vote for approval. -JAK
RECOMMENDATION: To approve the hiring of three (3) full-time employees in place of temporary
laborers used by the Pelican Bay Services Division to maintain the community, and to authorize the
necessary Budget Amendment.
Prepared by: Mary McCaughtry, Operations Analyst, Pelican Bay Services Division
16.F.1
Packet Pg. 1617
01/08/2019
ATTACHMENT(S)
1. Hiring Exception For Full Time from Temp Labor (PDF)
2. PBSD Business Case (PDF)
3. BA 109 From Temp Labor to Regular Salaries FY 2019 (XLSX)
16.F.1
Packet Pg. 1618
01/08/2019
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.F.1
Doc ID: 7421
Item Summary: Recommendation to approve the hiring of three (3) full -time employees in place
of temporary laborers used by the Pelican Bay Services Division to maintain the community, and to
authorize the necessary Budget Amendment.
Meeting Date: 01/08/2019
Prepared by:
Title: Operations Analyst – Pelican Bay Services
Name: Mary McCaughtry
11/26/2018 1:32 PM
Submitted by:
Title: Manager - Pelican Bay Services – Pelican Bay Services
Name: Marion Bolick
11/26/2018 1:32 PM
Approved By:
Review:
County Manager's Office Sean Callahan Executive Director - Corp Bus Ops Completed 12/14/2018 3:02 PM
County Attorney's Office Emily Pepin CAO Preview Completed 12/20/2018 8:16 AM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 12/20/2018 8:31 AM
Office of Management and Budget Laura Wells Level 3 OMB Gatekeeper Review Completed 12/20/2018 9:16 AM
Office of Management and Budget Allison Kearns Additional Reviewer Completed 12/20/2018 12:57 PM
Budget and Management Office Mark Isackson Additional Reviewer Completed 12/21/2018 11:47 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 12/28/2018 8:37 AM
Board of County Commissioners MaryJo Brock Meeting Pending 01/08/2019 9:00 AM
16.F.1
Packet Pg. 1619
REQUEST FOR HIRING EXCEPTION
REQUESTER INFORMATION:
Division: County Manager Department: PBSD
Work Location:
Pelican Bay, 6200 Watergate Way
Total Fiscal Impact/Cost in current Fiscal Year:
$95,500.00
Request Submitted by: Marion Bolick Contact Phone/e-mail: 239-450-4920
marion.bolick@colliercountyfl.gov
POSITION INFORMATION:
Classification (Title) and Pay Grade Level
Maintenance Worker – Grade 8
Number of Positions to be Filled
3
Request Position(s) be filled by (date):
New position
Reclassified position
Replaces existing position (if selected, list pos #)
SAP Position #(s)
Name of person being replaced: temp labors being
replaced by full time maintenance workers
Fund and CC # incurring Costs:
109/182901
Is the position funded in the current Fiscal Year?
__X__Yes _____ No
*If funded, attach documentation of funding status
from GovMax
Type of Position:
Permanent
Limited Term
Job Bank
Position Type:
Full Time
Part Time
Seasonal
Method of Recruitment
Open to all applicants (external)
Limited to Divisional employees
Limited to BCC Agency employees
RATIONALE FOR FILLING VACANCY:
Failure to fill will render department/division unable
to deliver basic services.
Explain: Pelican Bay is a MSTBU and has landscaping
needs that are above what is normally provided.
Failure to fill will cause a loss of revenue, protect or
secure revenue.
Projected Revenue Deficit: $
Failure to fill will result in inability to receive or
expend State/Federal funds.
Explain:
Failure to fill will necessitate expenditures that
exceed savings from maintaining vacancy.
Explain:
Necessary to protect health, safety or welfare of
citizens.
Explain:
Necessary to produce budgetary savings.
Explain:
Justification for filling position(s): Temp labor has a very high turnover rate causing a lot of time to be used training
new temps. This could and should be eliminated by hiring more full time County employees.
Director Request/Approval (Signature & Date)
Administrator Request/Approval (Signature & Date)
HR Director Approval (Signature & Date)
To County Manager’s Office (Date)
Approved
Approved with restrictions
Hold for future consideration on ______________
Denied
To OMB: (Date)
Funds allocated to position
Conditions on Approval:
Revised September 2009
16.F.1.a
Packet Pg. 1620 Attachment: Hiring Exception For Full Time from Temp Labor (7421 : PBSD Labor Force Conversion)
Pelican Bay Services Division | 801 Laurel Oak Drive, Suite 302 | Naples, Florida 34108 | Tel. 239-597-1749 Fax 239-597-4502
Pelican Bay Services Division
Municipal Service Taxing and Benefit Unit
Temporary Labor Business Case
For over 20 years the groundskeeper positions at the Pelican Bay Services Division
(PBSD) have been a combination of county employees and contracted day labor.
PBSD has been dealing with chronic turnover and unavailability of temporary
contract laborers to the PBSD Landscape and Maintenance Operations teams.
Of the current 34 positions in the landscaping operations team, 15 remain
contracted temporary labor. Due to an increase in construction industry labor
demand in Southwest Florida, the turnover rate for temporary labor has been
approximately 133% over the past 12 months , compared with 4.7% for full time
employees (FTE) at PBSD.
Authorized Positions # of Vacancies Turnover Rate
Temporary Labor 15 20 133%
Full Time Employees 21.27 1 4.7%
The high turn-over rate has affected work production and added additional time
spent training the new temporary labor hires. In addition, under contract #16-6545,
temporary labor is provided by Balance Staffing under a markup of 33.3%, which
results in an average hourly rate of $14.66.
At the July 5, 2017 Pelican Bay Services Division Board Meeting , members
discussed the balance between temporary laborers and County employees . The
PBSD Board recognized that this balance was a staff decision and recommended
allowing transitions to convert temp labor positions to full time county employees
as long as the decision did not result in negative budgetary consequences or
involve a change of more than 20% of the number of full-time or temporary
employees.
16.F.1.b
Packet Pg. 1621 Attachment: PBSD Business Case (7421 : PBSD Labor Force Conversion)
Conversion of employees from temporary labor to FTE maintenance workers can
be done at the following cost:
Hourly Rate Annualized Cost*
Temporary Laborer $14.66 $30,493
FTE Maintenance Worker $12.22 $45,258
*based on 2,080-hour work year with FTE fringe benefits included
The conversion of three (3) temporary laborers to full -time County maintenance
workers would increase the Fiscal Year 2019 budget by approximately $44,295.
Fixed costs associated with the addition of staff can fluctuate year to year. Savings
and efficiencies will be found in decreased turnover and need to train new staff.
Minutes of the PBSD July 5, 2017 Regular Board Meeting
16.F.1.b
Packet Pg. 1622 Attachment: PBSD Business Case (7421 : PBSD Labor Force Conversion)
BUDGET AMENDMENT REQUEST For Budget/Finance Use Only
BA#
JE #
BAR#
APH Date
109 Pelican Bay General Fund
Fund No.Fund Description (type on line above)
Date Prepared:12/12/2018 (Attach Executive Summary)
Approved by BCC on:Item No.
Expense Budget Detail
Fund Center Title:ROW Beautification Field Fund Center No.:182901
Funded Program (Project) Title:5-digit Fd Prog #:
(only one Fund Center/Funded Program should be entered into this section. If amendment is for Funded Program, must enter Fund Center info)
Fund Funded Commit Commitment Item Increase Current Revised
Center Program Item Description (Decrease)Budget Budget
182901 639967 Temporary Labor (95,500.00) 469,100.00 373,600.00
-
-
-
Net Change to Budget (95,500.00)$
Expense Budget Detail
Fund Center Title:ROW Beautification Field Fund Center No.:182901
Funded Program (Project) Title:5-digit Fd Prog #:
(only one Fund Center/Funded Program should be entered into this section. If amendment is for Funded Program, must enter Fund Center info)
Fund Funded Commit Commitment Item Increase Current Revised
Center Program Item Description (Decrease)Budget Budget
182901 512100 Regular Salaries 95,500.00 665,657.00 761,157.00
- - -
-
-
Net Change to Budget 95,500.00$
EXPLANATION
Why are funds needed?(type below)
Where are funds available?(type below)
REVIEW PROCESS
Cost Center Director*:Date
To convert temporary labor positions to full time county employees.
Funds are available in Pelican Bay Service Fund (109) temporary labor.
16.F.1.c
Packet Pg. 1623 Attachment: BA 109 From Temp Labor to Regular Salaries FY 2019 (7421 : PBSD Labor Force Conversion)
Division Administrator*:Date
Budget Department:Date
Agency Manager Date
Finance Department:Date
Clerk to the Board Admin:Date
Inputted by:Date
BA number (SAP)
If this is uploaded into Novus with an Executive Summary, no signatures are required from the Cost Center Director or
Division Administer.
If this is uploaded into Novus, please do NOT sent a paper copy of the Budget Amendment to the Office of Management and
Budget office, OMB will download all budget amendments from Novus and will process after the BCC meeting.
I:\ Forms\ County Forms\ Budget\ Budget Amendment Form.xls (excel format)
16.F.1.c
Packet Pg. 1624 Attachment: BA 109 From Temp Labor to Regular Salaries FY 2019 (7421 : PBSD Labor Force Conversion)