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HomeMy WebLinkAbout1998 12 14 Regular Item E • • MISSION AGENDA ADD ON ITEM E Consent Informational Public Hearing Regular X December 14, 1998 MGR /e EPT Meeting Authorization REQUEST: City Manager requesting the City Commission authorize the revised sick leave buy back plan. • PURPOSE: This agenda item is needed to provide the Commission with changes to the original proposal staff believes will be acceptable to the Commission and to answer questions asked by the Commission. CONSIDERATION: On December 7, 1998 the Commission reviewed staffs proposal for distribution of sick leave buy back dollars approved in the budget. (Exhibit "C ") The Commission voiced a number of concerns and asked for additional information. Discussion with Commissioners reflects a desire to cap sick leave accumulation and to provide for a more accelerated buy back of leave balances over and beyond the adopted cap. AS POINTED OUT BELOW ON THE TABLE PROVIDED TO YOU LAST WEEK, IT IS IMPORTANT TO REMEMBER THAT THE MAJORITY OF THE DOLLARS INVOLVED IN THIS PROGRAM IS TO SLOW DOWN THE BUILDUP OF SICK LEAVE AND TO REDUCE THE EXCESSIVELY LARGE BALANCES. ONE WEEK OF BUY BACK WILL SOLVE THE SICK LEAVE ABUSE PROBLEM. Page 1 Payback Payback Payback Days Days Function 5 day $39,000 minimize sick abuse and its related cost. 10 days $55,600 slow down the buildup of sick lave balances. 20 days $65,000 reduce excess balance over 120 cap. 40 days $71,600 reduce excess buildup over 120 cap. Additionally, the overall program reduces our un-funded liability, improves productivity, provides an annual pay advantage for good performance, and serves as an effective recruitment and retention tool. Additionally, I want to point out that management does deal effectively with flagrant abusers. The problem is that a great deal of sick leave abuse is very subtle and almost impossible to prove. Moreover, in Public Works where we experience the highest amount of sick leave abuse, sick leave abuse is tolerated more than usual due to our inability to fill labor related positions. For example; we currently have eight unfilled positions in Public Works. Finally, experience has demonstrated that this incentive is far more effective in reducing sick leave abuse than enforcement strategies alone. However, positive incentives and enforcement strategies working in tandem provides an effective program in minimizing the cost in dollars and lost productivity related to sick leave. Another point to keep in mind is that we have a young work force. This is combination with the fact, as shown below, that it takes a significant amount of time to build up to pay back thresholds suggest that the cost for this benefit will remain relatively stable. Required Pay Back Accumulation Accrual Day Period 30 days 5 days 2.5 years 60 days 10 days 5.0 years 120 days 20 days 10.0 years The above table assumes no sick leave being taken. With normal sick leave being taken the time to get to pay back thresholds and the cap would expand. Page 2 Sick Leave Balance: Staff recommends that a cap of 120 days be adopted for the maximum accumulation of sick leave. This number is chosen to work in tandem with the City's disability coverage that kicks in after 6 months of disability. A person with 120 days of sick leave would be covered to the date his disability insurance kicks in. Accelerated Buy Back: The highest leave balance is 280 days. Assuming the unlikely case that the employee would not use any sick leave based upon the initial plan it would take 20 years to buy down the 160 days in excess of the 120 day cap as follows: sick leave accumulated each year 12 maximum yearly buy back. 20 available yearly to reduce excess balance. 8 number of excess days. available yearly to reduce excess days. 160 8 years required to reduce excess days to the cap. 20 years There are two ways to accelerate the buy down of sick leave days in excess of the 120 day cap. 1. Set a number of years in which the Commission is willing to buy the balances down in excess of the 120 day cap. Exhibit "A" provides three options for implementing this alternative in 1, 5, and 10 years. 2. A second method would be to re-calibrate the formula to accelerate the buy down of days in excess of the cap. The recommended re- calibrated formula shown in exhibit "B" would buy down the balances in excess of 120 days in 5.7 years and pay for the buy backs of persons with balances below the 120 cap at an average cost of $67,000 per year as shown below: Balances in excess of the 120 day cap Balances below the 120 day cap Six year average annual total $11,500 $54.500 $67,000 ANSWERS TO COMMISSION QUESTIONS: 1. Survey departments to determine if employees would take part in the program. Employees in Police, Fire and Public Works that are eligible for buy backs were questioned regarding their desire to participate in the buy back program. Over 90% stated they would desire buy backs. Page 3 2. What are other cities in Seminole County doing with buy back programs? . Five of the seven governments have some type of sick leave incentive program. . Casselberry has a buy back for annual leave but not for sick leave. . See Exhibit "0". Based upon this pattern we would assume that most governmental units have some form of sick leave buy back plan. 3. How many employees are out on Fridays and Mondays? Since the largest number of our employees work rotating shifts, where the starting and ending day of the rotation continuously changes, Fridays and Mondays has no significance relative to identifying some type pattern of sick leave abuse. We did however look at the Public Works Department where we have a high concentration of 40 hour employees This sUNey reveals that Fridays have a significant increase over Tuesday's and Wednesday's. See Exhibit "E", 4. What is the average number of sick leave days taken per employee? In the three departments tested the average number of sick leave taken per employee was as follows: Public Works 1 0 Fire Shift Employee 5 Police 3 5. The high average in public works is typical. The loss of productivity is substantial and problematic to the department in accomplishing its work load. 6. What is the amount of overtime paid due to sick leave? The Fire and Utility Departments are required to pay overtime to replace persons on sick leave. The annual cost is estimated to be the following for the past year. Fire Utility Total $34,348 $ 2.700 $37,048 Page 4 7. How many employees have balances of 30, 60, 90, 120, or more? 0-30 30-60 60-90 90-120 120-+ 159 27 7 9 4 77.2% 13.1% 3.4% 4.4% 1.9% 8. How much would it cost in 1999 and 2000 if every employee sold back 12 days sick leave? FY 99 FY 2000 $375,000 $387,000 FY 2000 is difficult to predict. It could go up or down slightly. For purposes of answering this question we increased the FY 99 cost by approximately 3%. This is not a recommended strategy because of the excessive cost and because we need employees to carry at minimum 30 days sick leave before the buy back program kicks in. If we purchased 12 days for every employee, new employees would not accrue any balance and existing balances would not increase RECOMMENDATION: It is recommended that the Commission consider two options. Option 1: Since there are only three people with balances over the 120 day cap, go ahead and buy down all three this year and apply the original formula. Buy down cost of days in excess of 120 cap. Buy down cost of days below the 120 cap. Total FY99 cost Year 1 $69,100 $55.562 $124,662 Year 2 $55.562 $55,562 Option 2: Adopt the re-calibrated formula that will buy down the days in excess of the 120 day cap in approximately 5.7 years at the estimated cost of $67,000 for the six year period. ATTACHMENTS: Exhibit "A" Exhibit "B" Exhibit "C" Exhibit "0" Exhibit "E" Exhibit "F" Exhibit "G" Exhibit "H" Exhibit "I" Exhibit "J" Exhibit "K" COMMISSION ACTION: Page 5 Exhibit "A" Annualized Cost Current Year Dollars Cost 1 Year 5 Years 10 Years Cost to buy down days In excess of the 120 day cap. $69,100 $13,820 $ 6,910 Cost to buy down days under the 120 day cap. $55.562 $ 55.562 $55.562 Total Cost $124,662 $69,382 $62,472 Exhibit "B" Revised Proposal Each year an employee may convert one equivalent week of accrued sick leave to pay as provided below. Non-Shift Emplovees Number of Employees Eligible Accrued Balance Conversion to Pay for Conversion 30 days 5 days 14 60 days 10 days 10 120 days 20 days 1 240 days 40 days 2 Police Department Shift 30 days 3.5 days 7 60 days 7 days 3 120 days 14 days 0 240 days 28 days 0 Fire Department Shift 30 days 3 days 6 60 days 6 days 3 120 days 12 days 1 240 days 24 days 0 Exhibit "C" Original Proposal Each year an employee may convert one equivalent week of accrued sick leave to pay for each equivalent six week period accrued not to exceed four weeks of converted sick leave. 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(J) (5' " EXHIBIT E CITY OF WINTER SPRINGS, FLORIDA 1126 EAST STATE ROAD 434 WINTER SPRINGS, FLORIDA 32708-2799 Telephone (407) 327-1800 December 9, 1998 To: FROM: Ronald McLemore, City Manager Kipton Lockcuff, Public Works/Utility Director J}1/' RE: Usage of Sick Leave in Public Works/Utility Department The Public Works and Utility Department time sheets for the last six months were researched to provide the sick time usage data necessary to prepare the summations that follow. Sick Leave Usaae oer Full Time Emolovee (FTE) For the 58 FTE's there was 298 days used in the six month sample period. However, 65 days or 22% of the usage was by two individuals who had major surgeries. Annualized usage, excluding the unusual usage of the two employees, the average is 8.0 sick days/per year/per FTE. Sick Leave Usaae Distribution # of Days Percent Sat./Sun. 2 0.4% Mon. 63 21.2% Tues. 62 21.1% Wed. 53 17.7% Thur. 47 15.8% Fri. 71 23.8% Impact of Sick Leave Usaae on Overtime During the six month review period, nine shifts (eight hours each) at the treatment plants required the usage of overtime to meet coverages. The annualized cost excluding benefits is estimated at $2,700 or about 10% of the overtime budget. Interest of Eliaible Emolovees in Sick Leave Reourchase All eight eligible employees in the Public Works/Utility Department have indicated they will participate in the Sick Leave Repurchase if it is made available. SICKLEAV.DOC .(. EXHIBIT F FIRE DEPARTMENT SICK LEA VE REPORT Note: This report only covers the 33 personnel assigned to shift work. The 6 personnel assigned to days use very little sick time and overtime is not required to staff these positions. Reporting Period: January 1, 1997 - December 31, 1997 190 Occurrences of Sick Leave 37 Occurrences on a Friday or a Monday 106 Shifts of Overtime occurred to cover for sick leave costing $34,348.00 Reporting Period: January 1,1998 - December 9,1998 173 Occurrences of Sick Leave 46 Occurrences on a Friday or a Monday 113 Shifts of Overtime occurred to cover for sick leave costing $37,356.00 Reporting Period: January 1,1997 - December 9,1998 363 Occurrences of Sick Leave 83 Occurrences on a Friday or a Monday 219 Shifts of Overtime occurred to cover for sick leave costing $71,704.00 en ~ :!!l?=:l r- CDX lRmO::I: <S:(1)H (1)O"OlJj C:JQ)H en....;:l1-3 (1) ::r 3 (') (1)t'Ij ::r ~ Q) ;:l " "O-i (1) ::r ::2. (1) Oc) ~::r Q) ;::1 0- (1) o ~ .., (1) "0 .., (1) en (1) :J (ii .... ::r (1) :J C 3 0- (1) .., o - .... 3' (1) en m ::J a. .... ::r CD "0 (1) .., ~ :J .... Q) <0 CD o - " =;. CD o CD "0 Q) ;::1 3 (1) :J .... en ::r :3i "0 CD .., en o :J :J ~ ~ :r <0 S' 0' .., en ~ r- CD Q) < CD 0. 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CD c =t' 0> en :3. ~ . 3 0 -. ::r CD CD3C. 0> ~ 0> C. 0- < 0 < _. ~ 0> CD ::::J CD 2. CD 0 0- C o.....^ CD en <00> CD 0> ..........:J <0 0>0>..... CD @:-::r C ::r ~ CD m 0> 0 ro c. en :J <0 a. o ~ C C o 3 i:U :::!. g CD .... :J .... 0> ::r ro ..... 0 0.. 0> fi . 01 '< o .... ~ 0> o ..... .... CD m - ..... =t' CD 0 3 EXHIBIT G MEMORANDUM TO: FROM: REF: DATE: Ron MCLe~mre, ity Manager Daniel J. K ' 1ef of Police Sick Leave Us ge December 9, 1998 The following depicts the use of sick leave each day over a six-month period from July through December. The Police Department used a total of 96 sick days during this time period that reflects both shift personnel and permanent day shift members. Monday 12 days or 12.5% Tuesday 15 days or 15.6% Wednesday 20 days or 20.8% Thursday 16 days or 16.6% Friday 13 days or 13.5% Saturday 4 days or 4.1% Sunday 16 days or 16.6% Total days: 96 ~ co o ~ 0> o ~ ~ o ~ rv o ~ o o co o 0> o ~ o rv o m X J: OJ -t J: r-l mO )>-1 <)> mr :eZ _c -13: ::I:m ;Om m;o Do c:.." - ;om ms: O-c mr )>0 r-< )>m zm OW mm OOr )>G) 00- m Or "Tlm 0-1 mo Om mc 3:-( mm m)> ;00 ~~ " ~W (D - (DO co" o "0 <D m = a: <9. z () 0" 0 -0' co -- m __ roo o._m m 0 = ,<,<0 enWrr <D -m 0.0= m ' <9. '< W 0" en i:.n co o._m m 0 = ,<,<0 en01cr <D o._m m 0 = ,<,<0 encnrr co o._m m 0 = ,<,<0 en--Jrr co o.-m m 0 = ,<,<0 -" -. enoO" co _m a. 0 _. m , <9. '< -" 0" en I'V <D _m 0.0= m , <9. '< I'V 0" en 0 co _m 0.0= m , <9. '< I'V 0" en ~ co _m 0.0= m ' <9. '< ~ 0" en 0 co Number of Employees """" """" """" ~ 0 N ~ Q) co 0 N ~ en (Jl(J.) 0.0 a> a. 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