HomeMy WebLinkAboutHR Reporting on Vacant Positions____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: 05/05/2025
Disposition: Accepted report
Agenda Item No: 5.c
Meeting Date: May 5, 2025
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Human Resources
Prepared by: Marissa Sanchez, Human Resources
Director
City Manager Approval: ______________
TOPIC: REPORTING ON VACANT POSITIONS
SUBJECT: COMPLIANCE WITH ASSEMBLY BILL 2561 (2023-2024): REPORTING ON VACANCY
RATES AND ACTIONS TAKEN TO ADDRESS VACANCIES IN CITY DEPARTMENTS
RECOMMENDATION:
Staff recommends that the City Council receive the staff report providing an update on the City of San
Rafael’s vacancy rates in compliance with Assembly Bill (AB) 2561.
BACKGROUND:
Assembly Bill (AB) No. 2561, Chapter 409, was enacted during the 2023-2024 California legislative
session and added Section 3502.3 to the Government Code. It requires local public agencies to report
on vacant positions and the corresponding vacancy rates to increase transparency and accountability in
public sector employment. The purpose of this staff report is to provide an update on the City of San
Rafael’s vacancy rates in accordance with the requirements outlined in AB 2561.
AB 2561 requires local public agencies to track and report vacancy rates within a specific timeframe,
ensuring that vacancy information is made publicly accessible. The intent of AB 2561 is to provide
oversight, improve recruitment strategies, and address the potential impacts of vacant positions on public
services.
This report outlines the current vacancy rates in the City of San Rafael, provides an overview of the City’s
recruitment and retention efforts, and offers recommendations for improving vacancy rates and
addressing potential impacts on City services.
Key Provisions of AB 2561
•Vacancy Reporting Requirement: Beginning January 1, 2025, local public agencies are required
to report the number of vacancies and recruitment and retention efforts during a public hearing
before the governing board at least once per fiscal year. This reporting obligation requires the
City to track job vacancies and present information such as the total number of vacancies,
positions with the longest vacancy duration, and the City’s recruitment and retention efforts.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
• Transparency: AB 2561 aims to enhance transparency in local government hiring practices by
requiring public agencies to post vacancy information on their official website and other accessible
platforms.
• Reporting Frequency: Agencies are expected to report vacancy data regularly, likely quarterly or
annually, depending on the local agency’s existing reporting procedures.
• Impact of Vacancies on Public Services: AB 2561 emphasizes the need to assess and report how
vacancies impact the delivery of public services. If a position remains vacant for an extended
period, agencies are required to report the potential consequences, including any strain on
remaining staff or disruptions in service provision.
Vacancies
Position vacancies are created for several reasons, including when newly budgeted positions are
approved, when there is internal movement such as a promotion or transfer, or when an employee leaves
the organization due to retirement, voluntary resignation, or involuntary termination. When vacancies
occur, it is a high priority for the Human Resources Department and the City's hiring managers to fill
vacant positions to ensure continuity of services, maintain operational efficiency, minimize the need for
overtime, and minimize disruptions to departmental functions. Timely recruitment and hiring efforts help
the City sustain its workforce, meet community needs, and uphold service standards while also providing
opportunities for internal growth and external talent acquisition.
Although AB 2561 now requires staff to present annually on the status of vacancies and efforts to recruit
and retain staff, it has always been a priority for departments to fill vacancies as soon as reasonably
possible. The vacancy rate is calculated by the number of vacancies divided by the number of positions.
If the number of job vacancies within a single bargaining unit meets or exceeds 20% of the total number
of authorized full-time positions, AB 2561 requires the public agency, upon request of the recognized
employee organization, to include specified information during the public hearing. As of March 31, 2025,
the vacancy rate for each bargaining group was under 20%:
Table 1: Vacancy Rate by Bargaining Group as of March 31, 2025
City of San Rafael Bargaining Group Vacancy Rate
AFSCME/Local 1 No vacancies
SEIU Local 1021 14%
SRFA 1%
SRFCOA No vacancies
SRMMEA 8%
SRPA 5%
SRPMMA No vacancies
WCE No vacancies
This data is reflective of the City’s ongoing efforts to recruit qualified candidates for open positions while
balancing the operational demands of public services.
The City’s Recruitment and Retention Efforts
The City of San Rafael has implemented the following recruitment and retention efforts:
1. Public Posting of Vacancies: All vacant positions have been posted via the City’s official website,
with detailed information about job responsibilities, required qualifications, and application
instructions. Additionally, vacancy information has been shared via social media platforms to
reach a wider pool of applicants. The City has leveraged several recruitment tools to reach a wide
group of potential applicants and has encouraged them to apply for vacant positions. These
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
recruitment efforts have fallen in line with the City’s commitment to diversity, equity, and inclusion,
while ensuring a highly qualified pool of candidates.
2. Tracking Vacancies: The City’s Human Resources Department has developed a system to track
vacancy rates and duration, ensuring timely reporting in compliance with AB 2561.
3. Internal Review: The City has conducted and plans to implement an ongoing internal review of
positions that have remained vacant for extended periods. This includes evaluating the impact of
vacancies on City services, and prioritizing the recruitment and filling of critical vacancies.
4. Recruitment Strategy Review: The City is currently reviewing its recruitment strategies to address
the challenges of filling vacancies in operating departments. This includes exploring options for
expedited hiring processes for hard-to-fill positions.
Implications and Challenges
While the City has made progress in addressing vacancies, several challenges remain:
• Retaining Top Talent: Over the past 18 months, the City has taken a strategic approach to
recruiting and filling previously vacant positions. As of March 31, 2025, the City’s average
vacancy rate is 8%. The priority now shifts to retaining this talent and sustaining stable staffing
levels into the future.
• Budget Constraints: Funding for recruitment campaigns, as well as the costs associated with
overtime or temporary staffing, can present challenges. The City must balance filling vacancies
with fiscal responsibility.
• External Labor Market Conditions: Competition for qualified candidates in certain fields, such as
public safety or specialized technical roles, has led to longer vacancies. Many government
agencies are experiencing challenges in attracting interest in public service careers, highlighting
an important opportunity to inspire and engage future talent.
ANALYSIS:
To further enhance the City’s recruitment and vacancy management practices, staff are continuing to
focus on the following:
1. Enhance Recruitment Efforts: Increase outreach and marketing for vacant positions by expanding
the use of social media, community networks, and specialized job boards to attract diverse
candidates.
2. Monitor Vacancy Impact: Regularly assess and report on how vacancies are affecting public
services.
3. Review and Improve Hiring Processes: Streamline the recruitment process to reduce the time it
takes to hire open positions to improve operational efficiency.
4. Provide Staff Support and Training: Train HR staff to better manage vacancy tracking, reporting,
and addressing service gaps. This includes understanding how high job vacancies impact workers
who are forced to handle heavier workloads can lead to burnout and increased turnover that
further exacerbates staffing challenges.
AB 2561 introduces important transparency and accountability measures for managing vacant positions
in local government. The City of San Rafael is making significant strides in addressing the challenges
posed by vacant positions. By enhancing recruitment efforts, focusing on critical vacancies, and
streamlining processes, the City can maintain sufficient staffing levels to deliver high-quality public
services.
FISCAL IMPACT:
There is no direct fiscal impact of this report; this report is for informational purposes.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 4
RECOMMENDED ACTION:
Staff recommends that the City Council receive the staff report providing an update on the City of San
Rafael’s vacancy rates in compliance with Assembly Bill (AB) 2561.
ATTACHMENT:
1. Assembly Bill No.2561 Local Public Employees Vacant Positions Bill Text, including
Government Code Section 3502.3