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Attachment 4 8A Page 30 Vacancy Manae:ement Proe:ram SeDtember 2009 UDdate Background: The vacancy management program was instituted last year to allow for flexibility as the City manages through the financial crisis. The overall goal of the program is to ensure staffing in the most effective way in light of the current financial situation, core services, and operational needs. The program gives the City Manager flexibility in staffing levels, position cuts and mitigation of layoffs. The information below is an update on the Vacancy Management Program for this fiscal year: Total number of current vacancies being held 26.86 Total number of vacancies on recommended reduction list 4 Total number of vacancies that will remain funded and vacant 22.86 Budgeted Positions: In 2008/09 the City had 597 budgeted, regular positions. Of those 597 positions, 20-30 were typically vacant. With the adoption of the FY 2009/10 budget, the City reduced its regular position allocation to 570 budgeted positions with 530-540 of them being filled. Moreover, if the proposed position cuts being presented to Council in September are enacted, the adjusted authorized position allocation for the City will be reduced by another 20 bringing the total number of authorized positions down to 550. With positions that will remain vacant, anticipated retirements, and turnover, actual filled positions will likely be in the range of 500-528. This represents a reduction of 8.5% of the City's total budgeted full-time equivalent positions from July of 2008 to September of 2010. Impacts: In summary, both position reductions and vacancies are having two types of overall impacts on departments. First, continuing to cut positions while holding others vacant are leaving departments in a "reactionary" mode in terms of their operations. Second, staff is also doing their best to minimize service impacts by doing more, and reprioritizing work. In other words, staff is trying to absorb the work once performed by other staff to minimize the effect reduced staffing levels has on the public and the community. Specific examples include: . Vacant Administrative Chief/Fire Marshal position requires the Fire Chief continue to serve as the Fire Marshal and Fire Chief. The Fire Marshal position requires oversight of the Fire Prevention Bureau and related activities. The vacancy also causes an increased workload for the three Fire Prevention Officers to assist the Fire Chief with his dual role.