LTC 233-2013 Analysis of Fire Department Unanticipated Leave MIAMI BEACH
OFFICE OF THE CITY MANAGER.
NO. LTC # 233 -2013 LETTER TO COMMISSION
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7
To: Mayor Matti Herrera Bower and Me bers of e City Commission ; , ;>
FROM: Jimmy L. Morales, City Manager J, .
DATE. July 8, 2013 - 7
C ") ro
SUBJECT: Analysis of Fire Department Unan cipated Leave Usage and Overtime — Quarter 2 FY
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The purpose of this Letter to Commission is to provide the Mayor and the City Commission with an
analysis of unanticipated leave and overtime usage in the Fire Department for Fiscal Year 2012/13,
Quarter 2 (January through March). The FY 2012/13 budgeted overtime for all Divisions within the
Fire Department is $1,314,561. The total projected overtime for all Divisions through September 30, .
2013, is $1,510,252. The table below details a comparison between the Fire Department's budgeted
overtime for FY 2012/13 and the projected overtime through September 30, 2013. Overtime for the
entire Fire Department is projected to be above budget by $195,691 (14.9 %). The overtime for the
.Ocean Rescue Division is projected - r to be $282.000 (339.8 %). above budget. The Ocean Rescue
Division has experienced a significant spike in overtime due to difficulties in hiring temporary and
part-time lifeguard positions. This overage is offset by other Divisions within the Department that are
projected to be under budget for FY 2012/13.
FY 12/13
Adopted 2nd Qtr Bud vs Proj
Division Budget Proj Variance Difference
Ocean Rescue $ 83,000 $ 365,000 $ 282,000 339.85
Suppression 694,292 635,000 (59,292)
Rescue 378,189 348,189 ( 30,000) -7.99
Prevention 69,080 69,000 (80) -0.1%
Support Services 90,000 93,063 3,063 3.49-
Tota i $ a,314,561- $ 1,51O,252 $ 195, 691 14.9%
Fiscal Year 2012/13 Results to Date for Suppression and Rescue -
The table below represents sick and emergency leave usage for the second quarter of FY 2012/13,
which is above the second quarter of FY 2011/12 by 341 hours but, is below FY 2010/11 by 355
hours. Although combined sick and emergency leave usage is up slightly, overtime hours have been
greatly reduced. The reduction in overtime usage in the Suppression and Rescue divisions is directly
attributed to having more filled positions than in previous years as additional personnel were hired in
advance of anticipated vacancies. The additional staffing has resulted in overtime hours being
reduced by 2,405 hours (from 4,500 hours in Q2 of FY 2010/11 to 2,095 hours in Q2 of FY 2012/13);
and by 1,001 hours (from 3,096 hours in Q2 of FY 2011/12 to 2,095 hours in Q2 of FY 2012/13).
Analysis of Fire. Department Unanticipated Leave Usage and Overtime
Quarter 2 FY 2012/13
Page 2 of 4
Difference Difference
Hours FY 11 -Q2 FY 12 -Q2 FY 13 -Q2 FY 13- FY 12 FY 13- FY 11 FY 13- FY 12 % FY 13- FY 11 %
EVAC, 2,467 2,239 ; 2,025 (214) (442) -9.6% -17.9%
OT 4,500 3,096 2,095 (1,001) (2,405) -32.3% -53.4%
Sick 2,683 2,295 2,770 555 87 25.1% 3.2%
IAFF Difference Difference FY
Positions FY 11 -Q2 FY 12 -Q2 FY 13 -Q2 FY 13- FY 12 13- FY 11 FY 13- FY 12 % FY 13- FY 11 %
Budget 187 187 194 7 7 3.7% 3:7%
Filled 1.81 187 186 (1) 5 -0.5% 2.8%
Represented in the in the following charts, the usage of unscheduled leave continues to trend higher
-on weekends, thus resulting in the increased use of overtime to address the staffing needs.,
Q2 THREE YEAR COMPARISON
Q210/11 Sunday Monday Tuesday. Wednesday Thursday Friday Saturday TOTAL
EVAC 20.12 10.45 7.81 9 13.37 14 28 102.75
SICK 16.14 17.5 15 12.79 12.5 18.58 19.25 111.76
Total 36.26 27.95 22.81 21.79 25.87 32.52 47.25 219.44
shifts _
OT 39.35 18.92 14.7 10.62 27.79 30.64 45.43 187.45
Q211/12 . Sunday 'Monday Tuesday Wednesday Thursday Friday Saturday TOTAL
EVAC 10.5 9.8 9.6 9.2 5.7 17.6 31.0 93.3
SICK 11.4 6.0 11.6 17.7 6.0 21.1 18.5 92.3
Total .
shifts 21.9 15.8 21.2 26.9 11.7 38.7 49.5 185.6
OT 22.1 9.9 15.6 15.3 8.4 25.8 31.9 129.0
Q212/13 Sunday Monday Tuesday- Wednesday Thursday Friday Saturday TOTAL
EVAC 14.67 5.94 9.66 8.0 12.52 13.0 20.60 84.39
SICK 21.10 6.63 12.38 16.54 18.31 17.0 23.46 _115.43
Total 35.77 12.57 22.04 24.54 49.0 30.0 44.06 199.82
shifts
OT 8.13 2.96 5.08 7.25 7.28 25.97 30.63 87.29
Analysis of Fire Department Unanticipated Leave Usage and Overtime
Quarter 2 FY 2012/13
Page 3 of 4
Q2 12/13 OT
60.00
24 Hour Shifts by 40.00
Day of Week
20.00
OT
0.00
a J o�aaJ �e�aa� a J J � i\aa J J
Sunday - Saturday
Q2 12/13 Unscheduled leave
100.00
80.00
24 Hour Shifts by 60.00
Day of Week 40.00
El 20.00Y
SICK
EVAC
0.00
aa J aa J 6b A aa J aa A a �J aa J
3 a �e�
Sunday- Saturday
Q2 11/12 Unscheduled Q2 11/12 OT
Leave
70
60
100 24 Hour 50
24 Hour 80 - Shifts by 40
Shifts by 60 - Day of 30
Day of 40 Week 20
Week 20 SICK 10 OT 0 0 0
�- T T ? A ? -
M v a m EVAC aA . aA �� aA A a� 2 aA
v LL y �a �a �a �a
N 0 � � � � �J �o � ease �rJ` � �a,�o •.
cu
Sunday - Saturday Sunday - Saturday
i
Analysis of Fire Department Unanticipated Leave Usageand Overtime
Quarter 2 FY 2012/13
Page 4 of 4
Q1 12/13 Unscheduled Q1 12/13 OT
Leave 70.00
. � 60.00 , - - -• - -• —
100.00 24 Hour 50.00
24 Hour 80.00 _ Shifts by 40.00
Shifts by' 60.00 Day of 30.00
Day. of 40.00 _ Week 20.00 :
Week 20.00 10.00 M OT .
0.00 13 SICK
0.00
a. _0 a EVAC aa A aa A aa A " aa A aaA 6-31
Sunday - Saturday Sunday - Saturday
Q1 11/12 Unscheduled Q1 11/12 OT
Leave - - - -
70
100 24 Hour S0
24 Hour 80 — Shifts by 40
Shifts by 60 Day of 30
Day of 40 Cl Week 20
Week 2 0 SICK 10 OT
aa J aa � aa J a aa J aa J aa J M EVAC aa J aa A 6b 6 1 b 0> 61 , aa a
Sunday - Saturday Sunday - Saturday
The Administration will continue to monitor the overtime usage iri the Fire Department and will
provide you with periodic status reports. In the meantime, should you have any questions, please
do not hesitate to contact me.
JLM /KG /jo