HomeMy WebLinkAboutS29 - Recruiting Trailer for the Human Resources DeptCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. s99
June 26, 2007
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department and Human Resources Department
Steve Badum, Public Works Director - 949.644 -331
sbadum@city.newport-beach.ca.us
Barbara Ramsey, Human Resources Director - 949.644 -3303
bramsey @city.newport- beach.ca.us
SUBJECT: Approval to move a trailer from the General Services Yard to City
Hall for use as a Recruiting Trailer for the Human Resources
Department.
RECOMMENDATION:
1. Approve moving the trailer in the General Services yard to the City Hall front lawn
to be used as a Recruiting Trailer and to be placed on the 32nd Street corner
lawn.
2. Approve an expenditure of $43,000 for remodeling and moving the trailer using
savings from this year's HR executive recruitment budget.
DISCUSSION:
The Human Resources Department has 11.5 employees and works in a small space
that was originally designed for 8 staff members. Because of HIPPA rules and
regulations we were required to give our two benefits people private offices (One office
is so small the employee cannot close the door unless the chair is moved.) and the
recruiting staff shares an office. We have three employees working at the front counter
assisting customers, where there originally were two people. We also have two
temporary part time recruiters who do not have offices and carry computers and files
from office to office settling wherever they can find space. They previously used the
loud conference room; however, other departments have taken over that space and it is
no longer available.
Our recruitments have increased 47% and don't seem to be decreasing. One of our
biggest problems is finding conference rooms for testing. Last year the HR Department
HR Recruiting Trailer
June 26, 2007
Page 2
used a conference room 209 days out of a possible 248 days for testing and meetings.
With the Planning conference room gone, it is even more difficult to find rooms. This has
often caused delays in the recruitment process because we have to wait to reserve a
room, thus taking longer to fill vacancies. We understand that the new Planning trailer
will have a conference room; however, it is not private and we would not be able to use
it for confidential testing.
In addition, our front counter is extremely busy with new hires, applicants checking in for
testing, and employees wanting benefits information and making changes. Candidates
who come for testing have to wait in our front counter area until a staff member can take
them to the interview. It is often very crowded with barely room to turn around.
SOLUTION AND COST
The General Services Department has a 24' x 40' trailer (same size as two new trailers
delivered for Planning and Public Works.) that they will no longer be using. HR has met
with Mark Harmon, Steve Badum and George Murdoch to discuss the possibility of
moving the trailer to City Hall for HR recruiting staff. It currently has a nice conference
room (perfect for testing), front reception area, restroom, and large office. Our plan is to
move the full time recruitment staff to the trailer and call it our "Recruiting Trailer ", using
that conference room for all of our testing. This would require a small remodel to make
two additional small offices (total of three). In the City Hall offices we would use the
shared office for our part time recruiters and the small vacant office for the
Administrative Assistant to work on confidential matters away from the front counter as
needed. It would also be used as a space for the recruitment staff to use when needed.
This plan will relieve congestion at the current HR front counter which will now handle
mostly benefit and new hire related issues. The trailer front counter traffic will be
recruitment related issues such as those applying for jobs and checking in for interviews
and testing. In the trailer there is a small waiting area with chairs that would
accommodate the candidates waiting for testing.
The trailer also has built in file drawers where we would move all of our recruitment and
classification files. The cost for the move and set up of the trailer is detailed below.
Item
Cost
Trailer Relocation
$15,400
Retrofit-plumbing
8,000
Access vent well
1,200
Evacuate 18" crawls ace
2,500
Remodel & furniture
15,000
Miscellaneous costs
900
Total Cost
$43,000
HR Recruiting Trailer
June 26, 2007
Page 3
The City recently purchased two trailers for approximately $75,000 each. Our cost to
use a trailer that the City already owns is about half that amount and would meet our
needs.
The proposed location of the trailers would be along 32nd Street westerly of Council
Chambers.
Funding Availability:
Savings from the 2006107 Recruiting Budget. Director positions for Planning and
Recreation & Senior Services were budgeted to use recruitment firms, but that did not
happen due to those hirings taking place without recruitments.
Prepared by:
Steve Badum, Public Works Director Barbara Raksey, Human Resources
Director
City of Newport Beach
BUDGET AMENDMENT
2006 -07
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
Increase Expenditure Appropriations AND
PX Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
from additional estimated revenues
from unappropriated fund balance
EXPLANATION:
NO. BA- 07BA -082
AMOUNT: $43,000.00
Increase in Budgetary Fund Balance
Decrease in Budgetary Fund Balance
FX] No effect on Budgetary Fund Balance
This budget amendment is requested to provide for the following:
To transfer budget appropriations from HR executive recruitment to remodel and move a trailer from the General Services
yard to the City Hall front lawn.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account
REVENUE ESTIMATES (3601)
Fund /Division Account
EXPENDITURE APPROPRIATIONS (3603)
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Signed:
Signed:
Signed:
Description
Description
Description
0410
Personnel
8627
Recruiting
0410
Personnel
9500
Structures & Improvements
Financial Approval: Administrative Services Director
Administrative Approval: City Manager
City Council Approval: City Clerk
Amount
Debit Credit
$43,000.00
$43,000.00
Date
Date
Date