Title
Establishing Chapter 15 of the Administrative Code to establish and define structured quarterly reporting requirements for certain personnel vacancies and overtime utilization.
Body
An Ordinance amending Administrative Code to add Chapter 15 pertaining to quarterly reporting requirements for vacancies and overtime utilization.
Section 1.
Sec. 15.01. Definitions.
For purposes of this chapter, the following terms have their meaning given:
(a) “Overtime Utilization Report” means the quarterly report on overtime required to be submitted by the Department of Human Resources under section 15.04, paragraph (a).
(b) “Overtime Analysis” means the yearly report on overtime utilization prepared by the Department of Human Resources and Office of Financial Services required by section 15.05, paragraph (a).
(c) “Position” means a non-appointed, non-temporary, and non-seasonal full-time, budgeted position with the City.
(c) “Quarterly Vacancy Report” or “Vacancy Report” means the report required to be submitted by the Department of Human Resources under section 15.02, paragraph (a).
(d) “Vacancy Analysis” means a yearly report prepared by the Department of Human Resources and Office of Financial Services required by section 15.03, paragraph (a).
Sec. 15.02. Vacancy report required; submission requirements.
(a) Beginning January 1, 2027, and by the dates specified in paragraph (b), the Department of Human Resources must prepare and publish a Quarterly Vacancy Report of each City Department for each full-time, budgeted Position. The Vacancy Report must include the following:
(1) the number of separations of employment forms received by a City Department;
(2) the position description on separation of employment forms received by a City Department;
(3) the anticipated timeline for filing the position;
(4) the date of submission of vacancy for the position to a HR hiring committee, if applicable;
(5) the date the position was approved by a HR hiring committee, if applicable;
(6) the dates the position was posted and closed, if applicable; and
(7) the date new hire paperwork was submitted.
(b) Beginning in 2027 and each year thereafter, the Quarterly Vacancy Report must be prepared and published by January 1, April 1, and July 1. The final Quarterly Vacancy Report for the year must be published concurrently with the Vacancy Analysis required in section 15.03.
(c) The report required under this section must be submitted to the City Clerk, Mayor, and City Council and made publicly available within 30 days after the end of each quarter.
Sec. 15.03. Vacancy analysis; yearly submission.
(a) By October 1, 2027, and each October 1 thereafter, the Department of Human Resources, in coordination with the Office of Financial Services, must prepare and publish a Vacancy Analysis by City Department. The Vacancy Analysis must include information on each vacant Position by City Department and detail the following:
(1) the position title and department;
(2) the duration of the vacancy;
(3) the estimated budgeted savings resulting from the vacancy; and
(4) if applicable, a description of any active recruitment or hiring efforts to fill the vacancy, and whether the vacancy is anticipated to be filled before October 1.
(b) Directors of City Departments must assist the Department of Human Resources and Office of Financial Services in preparing the Vacancy Analysis and provide requested information in a timely fashion.
(c) The report required under this section must be submitted to the City Clerk, Mayor, and City Council and made publicly available within 30 days after the end of each quarter.
Sec. 15.04. Overtime utilization report required; submission requirements.
(a) For purposes of this section, the following terms have their meanings given:
(1) “Department” or “Departments” means the Department of Police and the Department of Fire and Safety Services; and
(2) “Employees” means the following Department employees:
(i) For the Police Department, Commanders, Sergeants, and Officers; and
(ii) For the Fire and Safety Services Department, Captains, Equipment Operators, Firefighters, and Emergency Medical Technicians.
(b) Beginning January 1, 2027, and by the dates specified in paragraph (c), the Departments must prepare and submit an Overtime Utilization Report. The Report must be separated by the Employee roles specified in paragraph (a), clause (2) and include information on:
(1) the average overtime hours used by the Department;
(2) the percentage of shifts covered by overtime;
(3) quarterly total payroll costs related to overtime pay; and
(4) quarterly premium pay expenditures within each Department.
(c) Beginning in 2027 and each year thereafter, the Departments must prepare and publish the Overtime Utilization Report by January 1, April 1, and July 1 of each year. The Department must publish its final quarterly Overtime Utilization Report concurrent with the Overtime Analysis required in section 15.05.
(d) The report required under this section must be submitted to the City Clerk, Mayor, and City Council and made publicly available within 30 days after the end of each quarter.
Sec. 15.05. Utilization analysis; yearly submission.
Beginning October 1, 2027, and each year thereafter, the Department of Police and Department of Fire and Safety Services must each prepare and publish an Overtime Analysis. The Overtime Analysis must report its information for each of the Employee types specified in 15.04, paragraph (a), clause (2) and include:
(1) overtime coverage trends, including any notable increases, decreases, or seasonal patterns in the use of overtime by the Department; and
(2) a comparison of actual overtime costs to budgeted overtime allocations, including a three-year analysis of actual overtime costs to previous allocations.
Sec. 15.06. Council amendment.
The Council may, by resolution, amend the required contents or frequency of the Quarterly Vacancy Report.
Section 2.
This Ordinance shall take effect and be in force thirty (30) days following its passage, approval and publication.