To: MAYOR AND CITY COUNCIL
From: STEPHANIE MEYER, INTERIM FINANCE DIRECTOR MARC WIENER, COMMUNITY DEVELOPMENT DIRECTOR
TITLE
title
APPROVE AN AMENDMENT TO THE AGREEMENT WITH ROBERT HALF, INC. FOR STAFF AUGMENTATION SERVICES TO PROVIDE A TEMPORARY ACCOUNTANT FOR THE FINANCIAL SERVICES DEPARTMENT FOR AN AMOUNT OF $75,000 FOR THE EXISTING TERM THROUGH DECEMBER 31, 2025
APPROVE AN AMENDMENT TO THE AGREEMENT WITH ROBERT HALF, INC. FOR STAFF AUGMENTATION SERVICES TO PROVIDE A TEMPORARY ASSISTANT PLANNER AND A TEMPORARY ADMINISTRATIVE ASSISTANT FOR THE COMMUNITY DEVELOPMENT DEPARTMENT FOR AN AMOUNT OF $32,500 AND TO EXTEND THE TERM THROUGH MARCH 31, 2025
end
EXECUTIVE SUMMARY
The City currently utilizes Robert Half, Inc. (Robert Half) to provide as-needed staff augmentation services for the Financial Services and Community Development Departments in order to assist with operational needs caused by staffing vacancies. Each Department has a separate agreement since the temporary staffing resources are derived from two different Divisions/areas within Robert Half (Community Development Administration & Customer Support and Finance & Accounting).
The Financial Services Department currently has two Accountant positions that are vacant while the Community Development Department currently has a full-time Planning Technician position that is vacant and an Associate Planner position that requires temporary backfill.
The proposed amendments will provide the additional contract funding needed to deliver a temporary Accountant for Financial Services along with a temporary Assistant Planner and an Administrative Assistant for Community Development while each Department seeks candidates to fill the vacant positions.
BACKGROUND
Financial Services Department:
On November 21, 2023, the City Council approved an agreement with Robert Half to provide temporary staff support services to the Financial Services Department to cover staff vacancies. That contract filled clerical needs caused by staffing changes in payroll and in part-time staff. After evaluating current workload needs, the Department would like to adjust Robert Half’s support for clerical positions to support for accounting functions to assist the Department’s in-house personnel with ongoing operations and in-progress audits. The proposed amendment would provide additional funding to hire a well-qualified temporary Accountant who would provide immediate and essential accounting support while the Department fills permanent vacancies. The proposed Accountant would work full time for the City while under contract.
Community Development Department:
On June 18, 2024, the City Council approved an agreement with Robert Half to provide temporary staff support services to the Community Development Department. The Agreement allowed the Department to utilize two temporary Assistant Planners to provide ongoing staff support for two vacant Planner positions while the City conducted recruitments. On September 17, 2024, the first amendment provided additional funding in the amount of $45,000, extended the term to December 31, 2024, and added a temporary Administrative Assistant position.
This proposed amendment would extend the term of the agreement to March 31, 2025 and provide an additional $32,500. The amendment would allow the Department to continue utilizing a temporary Assistant Planner, while one of the City’s full-time Associate Planners is out on maternity leave, and utilize a temporary Administrative Assistant while the City conducts a recruitment for the vacant Planning Technician position. This amendment would bring the total contract value to a new not to exceed amount of $112,499, which has been budgeted and is offset by plan check fee revenue.
The Administrative Assistant and Assistant Planner would provide temporary staff support for the Planning Division’s public counter and assist with regular plan check services. The Assistant Planner position would serve 36 hours per week, 9 hours per day, Monday through Thursday. The Administrative Assistant would work 25 hours a week, 5 hours a day, Monday through Friday.
COORDINATION
Both contract amendments have been approved as to form by the City Attorney’s Office. The Financial Services Department coordinated the item with the Community Development Department.
FISCAL IMPACT
Funding for the amendments is available in the operational budgets for each Department due to salary savings resulting from the vacant budgeted positions.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
• Agmt - Third Amendment, Signature & Insurance - Robert Half, Inc. - Financial Services Department
• Agmt - Amendments 1-2 & Agreement - Robert Half, Inc. - Financial Services Department
• Agmt - Second Amendment, Signature & Insurance - Robert Half, Inc. - Community Development Department
• Amendment 1 & Agreement - Robert Half, Inc. - Community Development Department