City Council
Staff Report
From: City Manager
Report Type: ACTION ITEMS
Lead Department: Human Resources
Meeting Date: May 4, 2026
Report #:2603-6172
TITLE
PUBLIC HEARING: Report on City Vacancies and Recruitment Efforts, Pursuant to Assembly Bill 2561; CEQA Status – Not a Project.
RECOMMENDATION
Receive informational report on City of Palo Alto Vacancies and Recruitment Efforts, Pursuant to Assembly Bill (AB) 2561, Government Code 3502.3.
BACKGROUND
Assembly Bill 2561 (Government Code § 2502.3) passed in 2024, requires public agencies to present the status of vacancies and recruitment and retention efforts in a public hearing before the governing body prior to the adoption of the final budget. AB 2561 also allows recognized labor groups to make a presentation on this topic during the same hearing.
ANALYSIS
Assembly Bill 2561 passed in 2024, requires public agencies to hold a public hearing to address the status of job vacancies and recruitment and retention efforts at least once per fiscal year.
Staff will present the following required information at the public hearing: the status of vacancies at the City of Palo Alto; information on the City of Palo Alto’s recruitment and retention efforts; and any changes to policies, procedures or recruitment activities that may lead to obstacles in the hiring process.
Under AB 2561, local agencies are required to provide further details regarding recruitment processes if there is a vacancy rate of greater than 20% within a single bargaining unit. As of the April 1, 2026, no bargaining unit has a vacancy rate exceeding 20%.
The City developed a Recruitment Strategic Plan1 in 2024 and since has led to substantial reductions in vacancies city-wide. The comprehensive recruitment strategic plan developed an overall strategy for elevating the City’s recruitment model to reduce the citywide vacancy rate.
Additionally, in 2024, the City Auditor conducted a review of recruitment practices and succession planning focused on determining the efficiency and effectiveness of the Recruitment Strategic Plan and overall process improvement.2
Key Highlights:
-Current vacancy rate (citywide): 10%
-Average time-to-fill (Position to Hire Date): 89 days
-Between July 1, 2025 through April 2026, the City filled approximately 140 positions.
Vacancies By Bargaining Unit
Bargaining Unit FTE Vacancies Percent (%)
SEIU 616.60 73.5 11.9%
UMPAPA 54 5 9%
IAFF 99 3 3%
FCA 4 0 0%
PAPOA 78 10 12.8%
PMA 7 0 0%
Bargaining Unit Description:
SEIU – Service Employees International Union, Local 521: Represents entry level to senior level classifications throughout the City, examples include Librarians, Maintenance Mechanics, Recreation Coordinators, Administrative Associates, Planners, Engineers, and Customer Service representatives.
UMPAPA – Utilities Managers and Professional Employees of Palo Alto: Represents Utilities Supervisors, Managers, and Assistant Directors. IAFF – International Association of Fire Fighters, Local 1319: Represents Firefighters, Apparatus Operators, Captains and Inspectors
FCA – Fire Chiefs Association of Palo Alto (associated with IAFF): Represents Battalion Chiefs
PAPOA – Palo Alto Peace Officers Association: Represents Police Officers, Agents, and Sergeants
PMA – Police Management Association: Represents Police Lieutenants and Captains 1 May 6, 2024 City Council Meeting, Staff Report 2404-2890:
https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=82820&dbid=0&repo=PaloAlto&searchid=d230fd3b -dd24-4eb1-b495-84560e808bc3
2 December 10, 2024 Policy & Services Committee, Report #2410-3633:
https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=52937&dbid=0&repo=PaloAlto Some of the many initiatives and accomplishments completed to improve the city’s recruitment and retention include:
- Through analysis of workflow and process efficiency opportunities, the City successfully reduced the onboarding timeline from 60+ days to an average of 23 days from time an offer is accepted to the new employee’s first days.
- Relaunched the Citywide Internship program in Summer 2024 and continues to expand participation to grow and invest in building a strong future talent pipeline. - Enhanced the City’s training courses for hiring managers to provide opportunities to learn about recruitment trends and improving the employee experience. - Reengaged active participation in career fairs at community colleges, universities and local community events.
- Enhanced collaboration with the City Communications team to create active social media recruitment campaigns for hard-to-fill positions.
- Strengthened citywide training programs to strengthen the knowledge, skills, and abilities of all employees, empowering them to grow at their own pace as leaders, whether as supervisors and managers or as individual contributors.
FISCAL/RESOURCE IMPACT
This public hearing is held for information purposes. Any proposed changes will be included in the FY 2026/27 Recommended Budget.
STAKEHOLDER ENGAGEMENT
AB 2561 allows recognized labor unions to make a presentation on this topic during the same public hearing. Labor groups were notified of the public hearing and their ability to make a presentation at the same public hearing.
ENVIRONMENTAL REVIEW
This public hearing does not constitute a “project” with the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(2) as it is a continuing administrative activity.
APPROVED BY:
Sandra Blanch, Human Resources Director