AB 2561 Presentation
Status of Town of Yountville Vacancies
and Recruitment and Retention Efforts in
Calendar Year 2024
Presented by
Ashley Ray, Human Resources Analyst
BACKGROUND
Effective January 1, 2025
Requirements
Adds section 3502.3 to the Government Code which applies to all public agencies subject to the Brown Act
On September 22, 2024, Governor Newsom signed AB 2561 into law to amend the Meyers-Milias-Brown Act and create a new obligation for public agencies to publicly address the status of their vacancies. As a basis for the new requirements, the California Legislature determined that vacancies are a widespread and can be a significant problem in the public sector. Vacancies require employees to take on heavier workloads, resulting in burnout and increased turnover, which could negatively impact the delivery of public service. • Presentation at a public hearing at least once per fiscal year prior to adopting an annual budget
• Must include the status of vacancies, recruitment and retention efforts, and must identify any necessary changes to policies, procedures, and recruitment activities that may lead to obstacles in the hiring process. • Must allow the recognized employee organization for a bargaining unit to make a presentation at the hearing, should they wish to do so. • Provide additional information if vacancies within a single bargaining unit meet or exceed 20% of budgeted/authorized full-time positions in that bargaining unit.
AGENDA
Town-Wide Information
• Workforce Information
• Vacancy Information
• Recruitment Information
• Hiring Issues
• Retention Information
Bargaining Unit Specific Information
• Vacancy Information
• Recruitment Information
• Hiring Issues
• Compensation & Market
Competitiveness
WORKFORCE INFORMATION
AS OF DECEMBER 31, 2024
Total Budgeted/Authorized FullTime Positions
Services Rendered to the Public by
Budgeted/Authorized Workforce
38 Administrative Services Department
Communications Department/Town Clerk
Parks and Recreation Department
Planning and Building Department
Public Works Department
WORKFORCE INFORMATION
ADMINISTRATIVE SERVICES DEPARTMENT
Services Rendered to the Public
• Provide service and information to the public
• Develop and monitor the Town's annual
budget and coordinate financial audits
• Manage the Town's investments
• Process and approve biweekly payroll and
weekly payments to vendors
• Monthly utility billing and other revenue
collections
• Administration of the transient occupancy tax
(TOT) and business licenses
• Recruitment and Staffing
• Workplace culture and morale
• Training and development
• Compliance management and ethical
standards
Budgeted/Authorized Full-Time Workforce
• Administrative Services Director
• Financial Analyst
• Administrative Assistant
(shared position with Town Manager and
Communications/Town Clerk)
• Accounting Assistant
• Human Resources Analyst
1 Part-Time Accounting Assistant
WORKFORCE INFORMATION
COMMUNICATIONS DEPARTMENT/TOWN CLERK
Services Rendered to the Public
• Provide oversight and administration for
legislative proceedings of the Town Council
and its subcommittees
• Administer municipal elections, campaign
finance reporting, and conflict of interest
regulations
• Manage the Town-wide Records Management
Program
• Coordinate Town-wide communications to
engage and inform the community
• Provide communication support across all
departments
• Coordinate IT systems and services across
departments
• Manage vendor relationships for software,
hardware, and support
Budgeted/Authorized Full-Time Workforce
• Communications Director/Town Clerk
• Deputy Town Clerk/Records Coordinator
• Information Systems Administrator
1 Part-Time Marketing Specialist
WORKFORCE INFORMATION
PARKS AND RECREATION DEPARTMENT
Services Rendered to the Public
• Parks and facility rentals
• Youth programming
• Teen programming
• Adult programming
• Administer the Golden Ticket membership and
programs
• Trips and excursions
• Sports programs
• Camp Y-Ville
• Arts and cultural engagement
• Special and Community events
• Coordinate volunteer opportunities
Budgeted/Authorized Full-Time Workforce
• Parks and Recreation Director
• Recreation Supervisor
• Administrative Assistant
• Recreation Coordinators (3)
Multiple Part-Time and Seasonal Staff
WORKFORCE INFORMATION
PLANNING AND BUILDING DEPARTMENT
Services Rendered to the Public
• Provide planning, building, housing,
environmental services, and code enforcement
services
• Provide applicants with efficient permit
processing services
• Provide citizens with opportunities to
participate in land use decisions
• Administer the General Plan
• Implement the Zoning and Design Ordinances
• Oversee the Zoning and Design Review Board
(ZDRB)
• Climate Action Plan
• Administer the Rental Registration Program
and other initiatives
Budgeted/Authorized Full-Time Workforce
• Planning and Building Director
• Deputy Planning and Building Director
• Management Analyst
• Assistant/Associate Planner (2)
• Code Compliance Officer
WORKFORCE INFORMATION
PUBLIC WORKS DEPARTMENT
Services Rendered to the Public
Administration
Project management, manage budgets
and permits, and coordinate the work for
the field staff.
Utility Operations
• Water and Wastewater
Operate and maintain the Town's water
distribution and wastewater systems to
ensure safe and reliable services.
Municipal Operations
• Parks, Streets, and Facilities Maintenance
Ensuring public parks, facilities and
pathways are well-maintained for
community use as well as repairing pothole
or road issues and damaged street signs.
Budgeted/Authorized Full-Time Workforce
• Public Works Director
• Deputy Public Works Director
• Management Analyst
• Engineering Technician
• Public Works Manager
• Maintenance Workers (6)
• Utility Operations Manager
• Utility Operators (5)
2 Part-Time Maintenance Assistants
VACANCY INFORMATION
TOWN OF YOUNTVILLE
Average % of Vacancies at the End of Each Month: 8%
Highest % of Vacancies at the End of a Month: 18.4%
Lowest % of Vacancies at the End of a Month: 0%
RECRUITMENT INFORMATION
RECRUITMENT INFORMATION
Total # of Vacancies Filled During 2024: 11 of 18
# of Vacancies Filled by Existing Eligibility List/Ongoing Recruitment: 0
⚬ Average # of Calendar Days to Fill Vacancies: 0
# of Vacancies Filled by New External/Internal Recruitment: 8 ⚬ Average # of Calendar Days to Fill Vacancies: 54
# of Vacancies Filled by New Internal Only Recruitment: 3 ⚬ Average # of Calendar Days to Fill Vacancies: 12
Recruitment Statistics
HIRING OBSTACLES
The Town of Yountville has identified the following obstacles in the hiring process:
⚬ Word documents were being used to create recruitment
brochures
⚬ HR and Departments were not collaborating during the
recruitment process
⚬ Manual online job postings were time-consuming
⚬ Paper applications were not easily shareable between HR and hiring manager(s)
⚬ Scheduling interviews was time-consuming, and tracking candidates down to schedule interviews was frustrating
⚬ Reaching out to applicants when they were not selected was time-consuming
The Town of Yountville reviewed applicable policies,
procedures, and recruitment activities to identify any
potential obstacles in the Town’s hiring process during calendar year 2023 and into 2024.
HIRING OBSTACLES ADDRESSED
The Town of Yountville reviewed applicable policies,
procedures, and recruitment activities to identify any
potential obstacles in the Town’s hiring process during calendar year 2023 and into 2024.
No obstacles were left
unaddressed
RETENTION INFORMATION
Total # of Vacancies Created During 2024: 18
# of Vacancies Created by Newly Budgeted Positions: 6
⚬ Percent of Vacancies Resulting from Staffing Growth: 33% # of Vacancies Created by Internal Promotion: 3
# of Vacancies Created by Internal Transfer: 0
⚬ Percent of Vacancies Resulting from Internal Opportunity: 17% Retention Statistics
RETENTION INFORMATION
Total # of Vacancies Created During 2024: 18
# of Vacancies Created by Retirement: 4
⚬ Percent of Vacancies Resulting from Retirement: 22%
# of Vacancies Created by Involuntary Separation: 0
# of Vacancies Created by Voluntary Separation: 6
⚬ Percent of Vacancies Resulting from Turnover: 33%
Annual Staffing Turnover Rate: 56% of vacant positions
Retention Statistics
VACANCY INFORMATION
BARGAINING UNITS - YEA & MMP
Bargaining Units at or Exceeding 20% Vacancy Rate:
• Mid Management and Professional Unit: 38.5%
VACANCY INFORMATION
YOUNTVILLE EMPLOYEE ASSOCIATION
Classifications at or Exceeding 20% Vacancy Rate (EOY):
⚬ Utilities Operator (Filled 2/14/2025)
RECRUITMENT INFORMATION
YOUNTVILLE EMPLOYEE ASSOCIATION
Total # of Vacancies Filled During 2024: 6 of 7
# of Vacancies Filled by Existing Eligibility/Ongoing Recruitment: 0 ⚬ Average # of Calendar Days to Fill Vacancies: 0
# of Vacancies Filled by New External/Internal Recruitment: 6 ⚬ Average # of Calendar Days to Fill Vacancies: 58
# of Vacancies Filled by Internal Only Recruitment: 0
⚬ Average # of Calendar Days to Fill Vacancies: 0
• Total # of Remaining Vacancies as of 12/31/2024: 1
⚬ Filled 2/14/2025
• Total # of Applications Received for Remaining Vacancies:
⚬ 48
Recruitment Statistics
PAY AND BENEFITS - YEA
MARKET COMPETITIVENESS
YOUNTVILLE EMPLOYEE ASSOCIATION
Opportunities to Improve Compensation and Other Working Conditions:
⚬ Full class and comp study will take place before the next MOU negotiations to ensure we remain competitive in salary and benefits, including the certification pay scale, which has not been updated since 2012.
VACANCY INFORMATION
MID-MANAGEMENT AND PROFESSIONAL UNIT
Classifications at or Exceeding 20% Vacancy Rate (EOY):
⚬ Assistant Planner, Associate Planner, Code
Compliance Officer
⚬ Management Analyst, Public Works Manager
￭ (Both Filled 2025)
RECRUITMENT INFORMATION
MID-MANAGEMENT AND PROFESSIONAL UNIT
Total # of Vacancies Filled During 2024: 3 of 8
# of Vacancies Filled by Existing Eligibility/Ongoing Recruitment: 0 ⚬ Average # of Calendar Days to Fill Vacancies: 0
# of Vacancies Filled by New External/Internal Recruitment: 1 ⚬ Average # of Calendar Days to Fill Vacancies: 63
# of Vacancies Filled by Internal Only Recruitment: 2
⚬ Average # of Calendar Days to Fill Vacancies: 18
Recruitment Statistics
Total # of Remaining Vacancies as
of 12/31/2024: 5
⚬ PW Manager - Filled 1/8/25
⚬ Management Analyst - Filled
2/20/2025
⚬ 3 Classifications to be Removed
Total # of Applications Received for
Remaining Vacancies:
⚬ PW Manager: 1 (Internal)
⚬ Management Analyst: 38
(External)
PAY AND BENEFITS - MMP
MARKET COMPETITIVENESS
MID-MANAGEMENT AND PROFESSIONAL UNIT
VACANCY INFORMATION
EXECUTIVE MANAGEMENT
Classifications at or Exceeding 20% Vacancy Rate (EOY):
⚬ Deputy Planning and Building Director
￭ 2 qualified candidates
￭ Recruitment closed February 20, 2025 after 90 days
THANK YOU