City Council
Report
City Council Meeting: May 27, 2025
Agenda Item: 12.A
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To: Mayor and City Council
From: Dana Brown, Human Resources Director, Human Resources Department Dana Brown, Human Resources Director, Human Resources Department Subject: Public Hearing on the Status of Staff Vacancies in the City of Santa Monica as Required by Government Code Section 3502.3
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding that this report is not a project subject to the California Environmental Quality Act; and
2. Hold a public hearing and receive the informational report on City of Santa Monica staff vacancies and recruitment and retention efforts pursuant to Government Code Section 3502.3.
Summary
The City Council will hold a public hearing and receive a report on the City of Santa Monica’s workforce vacancies and recruitment and retention efforts in compliance with Government Code Section 3502.3.
Background
Assembly Bill (AB) 2561, enacted in 2024 and codified in Government Code §3502.3, requires public agencies to hold a public hearing on the status of job vacancies and recruitment and retention efforts at least once per fiscal year and before adopting their final budget. During this hearing, the City must report on vacancy levels, recruitment and retention efforts, and identify any necessary changes to policies, procedures, or recruitment activities that may help address hiring challenges. This new requirement became effective on January 1, 2025. 2 of 6
To comply with this law, City staff will present the following information during the public hearing:
1. The current status of job vacancies across the City of Santa Monica.
2. An overview of the City’s recruitment and retention efforts
3. An assessment of any policies, procedures, or recruitment activities that may be contributing to hiring challenges.
This report covers calendar year 2024, as the hearing occurs after the end of the calendar year but prior to the close of the fiscal year.
Additionally, AB 2561 provides that recognized employee organizations (bargaining units) have the right to make a presentation at the public hearing concerning vacancies and recruitment/retention efforts for positions within their units.
If job vacancies within any individual bargaining unit meet or exceed 20% of the total authorized full-time positions in that unit, then the City is also required, upon request of the recognized employee organization, to report the following information during the public hearing:
1. The total number of job vacancies within the bargaining unit.
2. The total number of applicants for vacant positions within the bargaining unit.
3. The average number of days to complete the hiring process from when a position is posted.
4. Opportunities to improve compensation and other working conditions.
Workforce Overview
As of December 31, 2024, the City of Santa Monica had 2,037.55 full-time equivalent (FTE) budgeted positions, excluding Rent Control staff. Of the 2,037.55 FTEs, 1,989.55 were represented by bargaining groups and 48 were non-represented. No bargaining groups met or exceeded the 20% vacancy threshold that would trigger enhanced reporting under AB 2561. The City’s 3 of 6
overall vacancy rate as of December 31, 2024, was 6.1%.
Vacancy rates were calculated as follows: Vacancy Rate (%) = (Vacancies / FTEs Budgeted) x 100.
The following table summarizes the City’s vacancy rate by bargaining unit as of December 31, 2024.
Bargaining Unit/Employee Group FTE’s
Budgeted
Vacancies
As of
12/31/24
Vacancy Rate
As of 12/31/24
Administrative Team Associates 313 28 8.9%
AFSCME LOCAL 4819, Management Team
Association 43 4 9.3%
California Teamsters Local 911 409.6 34 8.3%
Confidential Unrepresented Employees 30 3 10%
Executive Pay Plan 18 1 5.6%
Municipal Employees Association 440.45 31 7%
Public Attorneys’ Legal Support Staff Union 18 0 0%
Public Attorneys Union 25 0 0%
Santa Monica Fire Executive Management
Association 2 0 0%
Santa Monica Firefighters Local 1109 IAFF 118 0 0%
Santa Monica Police Officers Association 231 7 3%
SMART-TD, Local 1785 285.5 14 4.9%
Supervisory Team Associates 104 2 1.9%
City Overall 2,037.55 124 6.1%
Recruitment Information & Efforts
Throughout calendar year 2024, 254 positions became vacant and for a variety of reasons, including 53 newly established positions (includes add/deletes), 105 internal promotions or transfers, 42 resignations, 28 retirements, 5 deaths, and 21 involuntary separations. In calendar year 2024, the City filled 293 permanent/regular status positions, of which 70 vacancies were filled from eligibility lists established following a 4 of 6
promotional recruitment process, and 223 vacancies were filled from eligibility lists associated with the administration of open competitive (i.e., external) recruitments.
SMART-TD (i.e., Motor Coach Operator) positions were not included in the preceding statistics given differences in how these positions are filled (i.e., promotion from Motor Coach Operator Trainee) and given how associated position control records are maintained. 41 Motor Coach Operator Trainees promoted to Motor Coach Operator in 2024.
Recruitment Challenges and Opportunities
The City of Santa Monica is addressing a range of recruitment challenges that mirror broader trends in public sector employment, including budgetary constraints, increased competition for talent, and an evolving public perception regarding the benefits of working in the public sector. In response, the Human Resources Department is actively evaluating recruitment and hiring practices, department-specific needs, and overall workforce conditions to attract and retain a highly qualified workforce. Key strategies include:
• Collaborating regularly with operating departments to prioritize and plan for upcoming recruitment needs.
• Monitoring compensation trends and adjusting salaries when appropriate and feasible.
• Tracking applicant volume and qualifications, and extending filing periods as needed to ensure robust candidate pools.
• Reviewing and refining minimum qualification requirements to ensure they are job-related and appropriately aligned.
• Enhancing data collection and metrics to better inform recruitment strategies. • Conducting proactive outreach campaigns to connect with potential candidates who may not be actively seeking new roles.
• Assessing and streamlining civil service selection practices to reduce hiring cycle times.
• Implementing a new cloud-based onboarding platform to provide an improved experience for both internal and external users.
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Retention Information and Efforts
In 2024, the City of Santa Monica experienced a total of 124 permanent/regularstatus employee separations, resulting in a turnover rate of approximately 6.1%.
These separations included 59 voluntary resignations, 32 retirements, and 33 involuntary separations.
To support retention and enhance the overall employee experience, the City continues to prioritize employee engagement and well-being. Key initiatives in 2024 included:
• Maintaining open and ongoing communication with employee bargaining units.
• Hosting employee recognition events to celebrate contributions and achievements.
• Offering a comprehensive benefits package to support employee health and financial security.
• Providing telework options for eligible positions to promote work-life balance.
• Conducting in-person orientation sessions to ensure new employees feel welcomed and informed from day one.
Environmental Review
This report on staff vacancies is not a project subject to CEQA. Pursuant to CEQA Section 21065, this report and its findings does not meet the definition of a “project” subject to CEQA as it will not “cause either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.” Additionally, per Section 15378(b) of the CEQA Guidelines, a “project” does not include organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
Financial Impacts and Budget Actions
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There is no immediate financial impact or budget action necessary as a result of the recommended action. However, addressing recruitment and retention issues may involve future budget and bargaining considerations. Staff will return to Council if specific budget actions are required in the future.
Prepared By: Michael Arnoldus, Human Resources Manager
Approved Forwarded to Council
Attachments:
A. Written Comments
B. PowerPoint Presentation
C. PowerPoint Presentation