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A Motion to Approve Staff’s Recommendation to Overhire in Fiscal Year 2026
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Introduction
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Staff is seeking approval to hire positions when there is a pending retirement/resignation of an employee or a long-term employee disability or absence where the employee is not expected to return to work for an extended period of time resulting in overtime expenditures to fill the “vacancy” when minimum staffing or service levels require.
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Recommended Action
Adopt the motion.
Prior Board Action
The Board has taken the following prior action(s):
• On December 12, 2024, the Board adopted a motion to approve staff’s recommendation to overhire firefighter/paramedic and public works positions in Fiscal Year 2025.
• On December 5, 2022, the Board adopted a motion to approve staff’s recommendation to overhire police officer, community service officer, and firefighter/paramedic positions in Fiscal Year 2023.
• On December 7, 2020, the Board adopted a motion to approve staff’s recommendation to overhire police officer, community service officer, and firefighter/paramedic positions in Fiscal Year 2021.
• On December 2, 2019, the Board adopted a motion to approve staff’s recommendation to overhire police officer, community service officer, and firefighter/paramedic positions in Fiscal Year 2020.
• On January 28, 2019, the Board adopted a motion to approve staff’s recommendation to overhire police officers and firefighter/paramedic positions in Fiscal Year 2019.
• On December 11, 2017, the Board adopted a motion to accept staff’s recommendation to overhire police officer and firefighter/paramedic positions in Fiscal Year 2018.
• On July 17, 2017, the Board adopted a motion to accept staff’s recommendation to overhire police officer and firefighter/paramedic positions in Fiscal Year 2017.
Background
The Village has experienced a number of instances, particularly in the public safety departments, where the Village has knowledge of upcoming staffing changes, such as a pending retirement or resignation that would benefit from hiring and cross-training a replacement employee before the departure of the existing employee or backfilling a position for an employee on a long-term disability, where the employee is not expected to return for an extended period of time, would be a more effective solution.
Prior to 2017, the Village did not have a method to address these types of issues. In the two scenarios above, staff would wait until the pending retirement or separation occurs to fill a position, and the Village would have no solution for an employee on an extended leave, which would result in overtime expenses. Since 2017, the Village has authorized the use of overhire in the police, fire, and public works departments.
At this time, staff are seeking the ability to overhire in any department where the hire would result in overtime savings, or where the benefit of succession planning significantly outweighs temporary overhire costs - primarily in senior leadership roles.
Timing Considerations
There are no timing considerations for this item.
Budget Impact
The overhire of positions would be permitted only if the cost of doing so would be covered in the existing budget appropriation and/or offset overtime expenses.
Staffing Impact
There is no staffing impact associated with this item.
DEI Impact
There is no DEI Impact associated with this item.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Adopt the motion.
Advantages:
• Allows the Village to meet its service goals in a fiscally responsible manner.
Disadvantages:
• There are no disadvantages to this item.
Alternatives
Alternative 1:
The Village Board could delay action to gain additional information or maintain the current position control requirements.
Advantages:
• This action maintains the status quo.
Disadvantages:
• This action may create increased costs associated with overtime.
• This action may create disruptions in effective succession planning.
Anticipated Future Actions
There are no anticipated future actions at this time.
Prepared By: Kira Tchang, Assistant Village Manager/HR Director
Reviewed By: Jack Malec, Assistant to the Village Manager
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):