05 staff report.HR Analyst
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Finance Director
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 12/19/2023 ITEM NO: 5
DATE: December 6, 2023
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Add One Limited Term, Full-Time Equivalent Human Resources Administrative
Analyst and Approve a Budget Adjustment of $103,370 from the Available
Special/Capital Projects Reserve
RECOMMENDATION:
Add one limited term, Full-Time Equivalent Human Resources Administrative Analyst and
approve a budget adjustment of $103,370 from the available Special/Capital Projects Reserve.
REMARKS:
The Town of Los Gatos has a small Human Resources (HR) Department providing the full range
of HR services to employees, including but not limited to recruitments, on/off-boarding,
benefits administration, assistance with retirements, trainings, mandatory reporting,
overseeing the Workers Compensation Third Party Administrator, and more. The Department
has three positions: HR Director, HR Administrative Analyst, and HR Technician. The HR
Director position is a “working” Director, handling day to day tasks as well as strategic work.
During the absence of the HR Director, Assistant Town Manager Katy Nomura stepped into the
role and has assessed the structure and functions of the Department. It has become clear that
the Department needs additional staff resources to complete its work in a timely and high-
quality manner given the breadth of services provided by the Department that cannot be
outsourced, increasing complexity of the work, additional requirements from changes in
employment law, and the large volume of customer service inquiries from Town employees and
retirees. While the HR Department continues to incorporate efficiencies through technology,
the sensitive, complex, and customer service nature of the work requires that much of the
workload involves in-person services and interactions that cannot be replaced with technology.
PAGE 2 OF 2 SUBJECT: Add One Limited Term, Full-Time Equivalent Human Resources Administrative Analyst and Approve Budget Adjustment of $103,370 DATE: December 6, 2023
REMARKS (continued):
This agenda item requests the addition of one Full-Time Equivalent (FTE) Human Resources
Administrative Analyst as a limited term position through June 30, 2025.
As noted in another agenda item for this meeting, the Town is about to start the recruitment
process to fill the HR Director position which was recently vacated due to a resignation. While
filling the Director position adds capacity to the current team, there remains the ongoing need
to have staff resources to complete work tasks thoroughly and to move away from “just in
time” service delivery that may lead to costly errors for the Town. The additional resource is
important to maintain the critical support role of HR to the Town and to allow for cross-training
to ensure uninterrupted HR services when HR staff is out of the office for vacation, sick leave,
or training.
If approved by the Town Council, a recruitment for the limited term position would begin
quickly with the intention to fill as soon as possible. If the position was only six months in
duration (January – June 2024), it is unlikely that the Town would be able to attract qualified
candidates. For this reason, the request is through the next fiscal year (June 30, 2025).
COORDINATION:
The preparation of this report was coordinated with the Finance Department.
FISCAL IMPACT:
The cost of a limited term HR Administrative Analyst (1FTE) from January 2024 through June 30,
2024 is $103,370. A budget adjustment of this amount from the available Special/Capital
Projects Reserve is needed to support this action. The final year of the limited term position
will be incorporated into the Proposed FY 2024/25 Operating Budget.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under the California Environmental Quality Act, and no further
action is required.