CITY COUNCIL STAFF REPORT
Meeting Date: May 5, 2025
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
TITLE: PUBLIC HEARING ON VACANCY REPORT IN COMPLIANCE
WITH ASSEMBLY BILL 2561 AND GOVERNMENT CODE
SECTION 3502.3
SYNOPSIS
Assembly Bill 2561 (AB 2561) requires public agencies, including the City, to hold at least one public hearing per fiscal year to discuss vacancies, recruitment and retention efforts. This staff report along with the public presentation discusses the City’s legal obligations under the new law, which took effect January 1, 2025.
DISCUSSION
Background
AB 2561 addresses the issue of job vacancies in local government, which can affect the delivery of public services and employee workload. Among other requirements, the bill mandates that public agencies conduct a public hearing to present the status of vacancies, recruitment, and retention efforts before the agency’s governing body at least once per fiscal year prior to the adoption of the next fiscal year’s budget, and to identify any necessary changes to policies, procedures, and recruitment activities that may lead to obstacles in the hiring process. The bill was enacted into law and is codified as Government Code section 3502.3, effective January 1, 2025.
In compliance with the new legal obligations, the City is required to do the following:
1. Public Hearing – Report on Vacancies: For the calendar year 2024, the City’s annual average percentage of vacancies (i.e., regular, full-time equivalent) is 9.24%. The table below shows a breakdown of the percentage of vacancies (regular full-time equivalent) at the end of each month:
2. Employee Organization Participation: Allow the recognized employee organization for each bargaining unit at the City to make a presentation during the public hearing concerning vacancies and recruitment and retention efforts. The Human Resources Division notified the three represented bargaining units at the City of the opportunity to present. (Gov. Code § 3502.3(b).)
3. Additional Reporting for High Vacancy Rates: If vacancies within a single bargaining unit meet or exceed 20% of authorized full-time positions in that bargaining unit, upon request of the recognized employee organization for that bargaining unit, the City must provide additional information during the public hearing, including the following: (1) the total number of vacancies within the bargaining unit; (2) the number of applicants; (3) the average number of days to fill positions; and (4) opportunities to improve compensation and working conditions for employees in the bargaining unit. (Gov. Code § 3502.3(c).)
Analysis
Given that the City’s low vacancy rate (9.24%) falls below the 20-percent threshold, there is no need for additional reporting. This report underscores the City's robust human resources management, particularly in talent acquisition and employee retention. It is worthwhile to acknowledge the proactive and effective strategies implemented by staff, which have been instrumental in maintaining these favorable metrics. The efforts made by staff have been crucial in sustaining these positive indicators and reflect the City’s commitment to being an Employer of Choice within the region.
On the recruitment front, staff has demonstrated exceptional efficiency, achieving an average "time to fill" of just 92 days. Notably, the targeted recruitment initiatives for the Police Department, spearheaded by Sergeant Tillman, have yielded remarkable results. For the first time since the pre-pandemic era, the department is nearing full staffing capacity. Furthermore, the recent cohort of three police trainees reflects the City’s commitment to diversity, comprising two female and two minority candidates.
Regarding employee retention, the City actively fosters an engaging and supportive work environment. Key initiatives in 2024 include the inaugural "All Hands" meeting, which enhanced organizational communication and cohesion; the launch of an employee feedback survey, providing valuable insights for continuous improvement; and the implementation of a 529 college savings fund, demonstrating the City’s investment in employee well-being. These efforts, among others, have contributed to a low turnover rate of 10.9% for the past year.
Staff’s success in recruitment, particularly within law enforcement, coupled with effective retention strategies, indicates the strength of the City’s current policies and procedures.
Therefore, we are not proposing any modifications to existing recruitment processes at this time.
This report serves to confirm the City's compliance with the requirements of Government Code § 3502.3. With this public hearing and presentation, we have fulfilled our obligations, and no further action is required from the City Council.
FISCAL IMPACT
There is no direct fiscal impact associated with conducting the public hearing required under Government Code section 3205.3.
PUBLIC CONTACT
Public Contact was made through posting of the City Council agenda on the City’s official notice bulletin board, at the Pleasant Hill Senior Center, and at the Pleasant Hill Police Department. The agenda and staff report are posted on the City’s web page.
RECOMMENDED CITY COUNCIL ACTION
Staff recommends that the City Council receive the presentation for information purposes only during the public hearing at which the City will report on workforce vacancies, recruitment, and retention efforts.
ALTERNATIVES TO RECOMMENDED ACTION
Council could continue the item to a later date with direction to staff to provide additional information.
ATTACHMENT(S)
None.
Prepared by: Ericka R. Mitchell, Chief Human Resources Officer Approved by: Ethan Bindernagel, City Manager