LTC 094-2009 Analysis of Fire Department Unanticipated Leave Usage and Overtime - Quarter 2 FY 2008/09m MIAMI BEACH
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OFFICE OF THE CITY MANAGER -~' v -; ,
NO. LTC # 094-2009 LETTER TO COMMISSIOC`~
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TO: Mayor Matti Herrera Bower and Members of the City Commission -. ~, -_-±
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FROM: Jorge M. Gonzalez, City Manager ~~ ~-
DATE: April 9, 2009
SUBJECT: Analysis of Fire Department Unanticipated Leave Usage and Overtime -Quarter 2 FY
2008/09
This letter provides the Fiscal Year (FY) 2008109 Quarter 2 update to the analysis of Fire Rescue
Overtime and Leave Usage based on direction from the Budget Briefings at the Finance and
Citywide Projects Committee meeting June 30, 2008. The Quarter 1 analysis was distributed
March 10, 2009 and is attached for reference purposes.
Background
During the first quarter of FY 2008109, overtime decreased significantly for all days of the week, for
a total overtime reduction from $386,108 to S206,733 (a 47 percent decrease) for the Fire
Suppression and Fire Rescue Divisions. However, the savings were derived from fhe five
additional personnel that were added to the staffing of the Fire Suppression and Fire Rescue
Divisions from the Fire Prevention Bureau as the result of a separate initiative (using civilian fire
inspectors in the Fire Prevention Bureau), that were equivalent to $211,014 in savings rather than
from any significant decrease in unanticipated leave usage. Unanticipated leave usage only
decreased from 4,300.75 hours to 4,153.5 hours, a decrease of only 3 percent.
After presenting the results of the first quarter to the Union President on February 19, 2009, the
union wanted to continue to work on [he use of Emergency Vacation and Sick Leave with the
membership.
Status as of Quarter 2 FY 2008109
For the Second Quarter of 08/09 the combined use of Emergency Vacation and Sick Leave was
3,140 hours as compared to 4,346.75 hours for Q2 FY 07108, a decrease of 1206.75 hours, or 28
percent. Part of these savings should be attributed to the presence of the 5 personnel from the Fire
Prevention Division through the month of January (Five personnel left the Division the 02/01/2009
after completion of the Citys Deferred Retirement Option Program -DROP). In addition, any
improvements effectuated after the meeting with the Union President would represent a partial
impact to the quarter.
Despite this improvement in the second quarter, the trend of unscheduled leave being significantly
higher on weekends continues; although at lower levels than in the prior years on all days except
Saturdays. This has resulted in the continued need for additional overtime to backfill on those
days, although at lower levels than in prior years.
Analysis of Fire Department Unanticipated Leave Usage and Overtime
Quarter 2 FY 2008109
Page 2 of 4
Unanticipated Leave Usa e Quarter 1 FY 20071.08
Sunda
~ Monda Tuesday Wednesday Thursda Friday rSaturday
EVAC ~ 3.37 5.62 3.67 ~ 12 15.72
SICK 26 10.25 14.79 13.5 10.66 21.5 26
_
Total 34 13.62 20.41 17.17 18.66 33.5 41.7
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Unantici ated Leave U sage Quarter 1 FY 2008109
~ Sunday Monda Tuesday Wednesday Thursda F_rida Saturda
EVAC 7.45 6. ~ 2.22 12 _ 15
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SICK
~ 22 11.75 9.6 13.3 12.7 44. 4
tal 29.45 18.251 14.66 15.55 18.79, 56.41
Unanticipated Leave Usage Quarter 2 FY 2007/08
Sunda Monda Tuesday _ Wednesday Thursda Friday _ Saturda
EVAC 9.88 5.83 3.29 3.88 9.08 16.38 12.16
SICK 18 7 15.91 26 9 21.13 23.56
Total i 27.88 12.83 I 19.2 29.88 18.08 ; 37.51 35.72
_
Un anticipate d Leave Usa a Quarter 2 FY 2008109
Sunday Monday Tuesday Wednesday ~ Thursday Friday Saturda
EVAC 13.5 4.5 5.5 10 2.35 _ 8 16._58
SICK 5.25 7.08 6.63 7 10.5 7.88 25.5
Total _ 18.75 11.58 12.13 , 17 12.85 15.88 42.08
These results are shown graphically on Attachment 1 (Unanticipated Leave Usage by Day of the
Week) and Attachment 2 (Overtime Usage by Day of the Week).
Combining both quarters shows that that Emergency Vacation and Sick Leave for FY 07108 was
8,647.5 hours and for FY08/09 WAS 7,293.5 hours, a reduction of 1354 hours this fiscal year, and
a decrease of 16 percent.
A comparison of overtime expenditures for the Fire Suppression and Fire Rescue Divisions for Q1-
Q2 FY 07108 and Q1-Q2 FY 08109 was also conducted. Through 13 payroll periods in FY 07!08 the
overtime costs for the two divisions was $766,583.68. Through 13 payroll periods in this FY the
overtime costs for the two divisions has been $358,080 which represents a 53% decrease from the
previous FY 07108.
If the present use of unscheduled leave, and by extension overtime expenditures, remains the
same for the remainder of the fiscal year, the Fire Department is projecting a total overtime cost for
the two divisions of S716,160. This would be $25,580 under budget for the two divisions and would
be $483,684 less than 07108 FY actual expenditures (a 40 percent decrease from FY 2007108).
As a result, it is recommended that, the unanticipated leave usage and resulting overtime continue
to be monitored and the results brought back to the Finance and Citywide Projects for review during
the budget process.
JMG/EY/KG6
Analysis of Fire Department Unanticipated Leave Usage and Overtime
Quarter 2 FY 2008109
Page 3 of 4
Attachment 1
Unanticipated Leave Usage by Day of the Week
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Analysis of Fire Department Unanticipated Leave Usage and Overtime
Quarter 2 FY 2008!09
Page 4 of 4
Attachment 2
Overtime Usage by Day of the Week
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