HomeMy WebLinkAboutHumanResourcesMinutes2025December12
107 North Kent Street, Winchester, VA 22601
County of Frederick
Michael J. Marciano
Director of Human Resources
(540) 665-5668
Fax: (540) 665-5669
Michael.Marciano@fcva.us
TO: Human Resources Committee and Board of Supervisors
FROM: Michael J. Marciano
DATE: December 5, 2025
SUBJECT: HR Committee Agenda
The HR Committee will meet in the First Floor Executive Conference Room at 107 North Kent
Street on Friday, December 12, 2025, at 8:30 a.m.
The agenda for the meeting is as follows:
1. Discussion of Staffing Changes in the Finance Department – Michael Bollhoefer,
County Administrator
2. Request for Adding “IT Systems Analyst” Role to the IT Department –
Presentation by IT Director and/or His Representative
3. Turnover Ratio Discussion
COUNTY of FREDERICK
Office of the County Administrator
Tel: 540.665.6382
Fax: 540.667.0370
TO: Michael Marciano
FROM: Michael Bollhoefer
DATE: December 2, 2025
RE: Future changes in the Finance Department
I would like to brief the HR Committee on upcoming changes within the Finance Department.
Two longtime Finance staff members have recently retired, and both the Finance Director and the
Risk Management/Budget Analyst are scheduled to retire in early March 2026. These departures
represent a significant transition for the department’s leadership structure and operational
continuity.
To ensure continued stability, compliance, and uninterrupted financial operations, I would like to
develop strategies to mitigate potential impacts. These include examining succession planning
options, assessing interim coverage needs, and evaluating whether additional staffing or budgetary
support may be necessary.
107 North Kent Street Winchester, Virginia 22601
107 North Kent Street, Winchester, Virginia 22601-5039
pfly@fcva.us
COUNTY OF FREDERICK
Information Technologies
(540) 665-5614
M E M O R A N D U M
To: HR Committee
Michael Marciano, Director Human Resources
Michael Bollhoefer, County Administrator
From: Patrick Fly, Director Information Technology
Subject: Request to create an IT Systems Analyst Position
Date: December 1, 2025
The Information Technology Department would like to formally request that the County create an IT Systems
Analyst position in the Information Technology (IT) Department. This proposal will explain why the position is
needed, provide a job description, salary and market data, and hierarchy as to how it will fit in with the IT
Department and our Enterprise Application team.
Currently the County’s IT Departments, Enterprise Application team is made up of three (3) staff members: an
Enterprise Application Manager, a Senior Program Coordinator, and an MIS Programmer. Their primary
responsibility is to manage the County’s current ERP system of Bright Software. Bright software is currently used
by most departments including Finance, HR, Treasurer, Commissioner of Revenue, Public
Works/Inspections/Landfill, Social Services. The IT Systems Analyst would be the most junior position in this
team supporting county-wide operations.
The IT Systems Analyst position would enable IT to bring in a junior staff member who can learn from and
collaborate with the Enterprise Application team. This creates a clear career progression pathway, ensuring that
as current team members retire or transition to other roles, there will be a trained, junior-level professional capable
of managing Frederick County Government IT’s more specialized processes.
Justification
The County’s dependence on enterprise level applications continues to grow each year. Our business operations,
financial and HR systems, and tax assessment and collection system all rely heavily on a combination of custom-
built and vendor supported solutions. As these systems have become more integrated and complex, the demands
placed on our existing staff to support have increased significantly.
107 North Kent Street, Winchester, Virginia 22601-5039
pfly@fcva.us
Currently the Enterprise Application team has three (3) positions supporting:
• IBM Power 9 system
• Bright/ BAI.net ERP software
• .Net custom applications, and support and maintenance of these applications.
• System integrations across numerous county departments.
• Implementation and support of Cognos reporting.
• Custom reports written with multiple different software packages from numerous departments.
Our current staff is consumed with development, integration, and maintenance projects along with vendor
management, all while continuing to support the day-to-day use, user support and troubleshooting of existing
applications. The current staffing and workload do not allow for the development and cross training needed to
support our growing organization.
The IT Systems Analyst would be responsible for handling day-to-day user support and troubleshooting for key
enterprise applications. This includes tasks such as IBM and BAI password resets, creating and managing
accounts for new hires during onboarding, and removing access when staff leave the organization.
The primary function of this position will be to support the County’s transition to Cognos as a unified reporting
platform. The IT Systems Analyst will work directly with departments as they move from the multiple reporting
tools currently in use to Cognos. Over time, this position will assume full responsibility for the ongoing
administration, maintenance, and support of Cognos.
Additionally, this position is intended to provide critical backup coverage for both the Senior Program
Coordinator and the MIS Programmer. As outlined in the attached job description, the Systems Analyst will be
trained in the IBM Power 9 environment and basic .NET programming, enabling them to assist with essential
system operations during vacancies, leave, or other absences. Several senior members of the Enterprise
Application team are expected to retire within the next 3 to 5 years, which creates a significant risk of losing
specialized knowledge related to County processes and legacy systems. Establishing this position now allows us
to begin transferring that knowledge in a structured and timely manner. This ensures continuity of service, reduces
operational risk, and creates a strong internal succession plan by developing future senior-level talent through
hands-on experience, mentorship, and long-term skill progression.
Salary Range and Market Data
A review of comparable localities shows a consistent salary range for similar IT Systems Analyst positions.
Localities with comparable IT environments typically classify these roles within the equivalent of Frederick
County’s Pay Band 219, which carries a salary range of $71,972.00 - $118,623.00.
The chart below provides a comparison of localities that employ positions equivalent to the proposed IT Systems
Analyst role, performing similar functions and levels of responsibility.
107 North Kent Street, Winchester, Virginia 22601-5039
pfly@fcva.us
Comparable Localities and Position Salary Range
Locality: Min: Max:
City of Harrisonburg $ 54,392.04 $ 76,148.76
Fauquier $ 66,422.20 $ 119,559.96
Spotsylvania $ 70,127.83 $ 99,581.53
Stafford $ 87,068.80 $ 152,380.80
Roanoke $ 61,797.01 $ 100,420.32
Loudoun $ 75,314.11 $ 131,799.70
The proposed salary range maintains alignment with the county pay structures by:
• Placing the position below the Senior Program Coordinator and MIS Developer, reflecting its junior status
• Placing the position above that of our PC Technicians, due to the required programming and database
knowledge.
• Ensuring the role fits within the County’s existing IT structure without creating compression or overlap
with other positions.
Because the position requires .NET skills, experience with enterprise applications and report development with
Cognos, we want to make sure we remain competitive. Setting the salary within that range ensures:
• A sustainable pipeline of applicants with the appropriate technical skills
• Creates a long-term workforce for the County.
If this position is created as requested, it will be a new FTE and will require review of the Finance Committee
and funding from the Board of Supervisors.
Conclusion
The creation of the IT Systems Analyst position is a strategic necessity to maintain and enhance the County’s
enterprise applications environment. It strengthens support capabilities, reduces operational risk, and improves
the County’s ability to respond to emerging technology trends. I respectfully request the HR Committee’s
approval to create and staff this position at the proposed pay band 219.
Sincerely,
Patrick Fly
Patrick Fly
County of Frederick
Director of Information Technology
County of Frederick
Job Title: IT Systems Analyst
DATE: 5/20/2025 PREPARED BY: Patrick Fly
HR APPROVAL: Click or tap here to enter text. HR APPROVAL DATE: Click drop down to enter date.
SALARY RANGE:
DEPARTMENT: Information Technology
REPORTS TO: Enterprise Application Manager
JOB PURPOSE
SUMMARY: Under general supervision, assists users in the adoption and operation of software applications; receives
and troubleshoots problems; recognizes business problems and works proactively on a technical solution; prepares and
updates procedural documentation; develops and tests scripts and reports; and does related work as required.
ESSENTIAL FUNCTIONS
ESSENTIAL DUTIES AND RESPONSIBILITIES: The requirements for this position include, but are not limited to, those
outlined below. All job functions, education and experience, general knowledge and abilities, and physical requirements
are subject to possible modification to reasonably accommodate individuals with disabilities to enable them to perform
the essential functions of the job. This document does not create an employment contract, implied or otherwise. It is the
employer’s discretion to add or change the duties or requirements of this position at any time.
• Research and gather information to evaluate new and existing software and hardware technologies which could
improve user efficiencies.
• Works with users and developers to gather specifications for new applications along with changes to existing
applications.
• Acts as a liaison between vendors and user departments working collaboratively with individuals at all levels.
• Administers Cognos reporting server.
• Develops, tests and Implements Cognos Reports
• Coordinate with other IT/MIS staff to maintain and update detailed system operation procedures.
• Performs or assists in vendor software, database system, IBM I Series system upgrades/patching in coordination
with vendor and IT.
• Runs I series departmental reports, queries, and query programs as needed.
• Assists in the maintenance of custom I Series and .Net applications.
• Backup for more senior application support staff
• Installs software and hardware as required.
• Assists in the training of users of the system.
• Attends formal training instruction to keep abreast of advances in technology.
• Assists with all other aspects of County ERP system
• Provides backup/support for other MIS staff.
• Other related duties as assigned
JOB REQUIREMENTS
EDUCATION: Four (4) year degree in a relevant IT or work experience equivalent
EXPERIENCE: Experience working with and managing IT Application including design, development, deployment and
maintenance. Experience managing Cognos, including designing, creating and maintaining custom reports. Experience
with SQL, DB2, .Net, RPG programming.
OTHER KNOWLEDGE, SKILLS AND ABILITIES:
• Comfort in working with computers and software applications required.
• Strong written and oral communication skills, including being able to work with people at all levels.
• Must be able to work independently and in a team environment.
• Must be organized and detail oriented.
• Through knowledge of Cognos and Cognos reporting.
• Knowledge of Windows and IBM ERP systems and related business processes to include HR, Payroll, Finance,
Permitting, and Planning.
• Experience researching, designing, documenting, and modifying software specifications throughout the
production life cycle.
• Experience in troubleshooting complex software and hardware issues.
• Ability to analyze processes and procedures for automation purposes.
• Ability to train employees in the use of systems.
CERTIFICATES, LICENSES AND/OR REGISTRATIONS: IBM Certified System Administrator, Cognos Certification,
ITIL Certification, CAPM/PMP, International Institute of Business Analysis ECBA or equivalent certificates desired, not
required.
PHYSICAL AND ENVIRONMENTAL CONDITIONS
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of the job. Requires moderate physical effort working almost
exclusively with lightweight materials (up to 40 pounds) including but not limited to walking, talking, stooping, sitting (for
extended periods), kneeling, bending, reaching, repetitive limb movement, dexterity and gripping. Vocal communication
is required for expressing or exchanging ideas by means of the spoken word. Hearing is required to perceive information
at normal spoken word levels, and visual acuity is required for preparing and analyzing written or computer data,
operation of machines, determining the accuracy and thoroughness of work, and observing general surroundings and
activities. Office work has no exposure to environmental conditions; work is generally in a moderately noisy location
(e.g., business office, light traffic). Position requires on occasion the ability to work flexible schedules throughout various
locations throughout the County.
ENVIRONMENTAL CONDITIONS: Heated and air-conditioned office. The worker is not subject to adverse
environmental conditions.
ACKNOWLEDGMENT OF JOB DESCRIPTION
I understand that it is my responsibility to comply with all the policies and procedures of the County and that such may be
changed by the County at any time. I recognize that this job description is not intended to be all-inclusive, and I may be
asked to perform other reasonably-related job responsibilities as assigned and required by management. I also realize
that this job description, or other oral or written statements, do not constitute an expressed or implied employment
contract, and such are not intended to bind the County of Frederick contractually. All employees are employed “at will”
and either the employee or the County may terminate employment at any time, for any or no reason, with or without
notice.
I have read the classification specifications above, fully understand the requirements set forth therein, and will
perform these duties to the best of my ability.
__________________________________ __________________________
Employee Signature Date
__________________________________
Print Employee Name
County Headcount Report
HR Committee Meeting
December, 2025
Full-Time Headcount
2024 FULL-TIME HEADCOUNT
FT Hires+ FT Terms+
Month Changes to FT Chanaes to PT
YE 2023
Jan 29 14
Feb 10 11
Mar 6 9
Q1 45 34
Apr 9 11
May 5 13
Jun 8 7
02 22 31
Jul 15 6
Aug 4 14
Se o* 14 3
03 33 23
Oct 6 8
Nov 3 8
Dec 6 9
Q4 15 25
115 113
Month-End
Headcount Gain/ Loss
795 15
794 -1
791 -3
11
789 -2
781 -8
782 1
-9
791 9
781 -10
792 11
10
790 -2
785 -5
782 -3
I -10
r 2
YE 2023 782
• Fire & Rescue new recruits Increase%
Full-Time Hiring Trends
18
16
14
12
10
10
Jan Feb
HR Committee Report
2025 Full-Time Hires (Ql-Q3)
17
Ma, Ap, May June
13
Jul
2.3%
I TOTAL YTD: 59
Aug S.p
*2025 figures omit NRADC data
2025 FULL-11ME Hli:.a.nr.ouNT
FT Hires+ FT Terms+
Month Changes to FT Changes to PT
YE202'
Jan 11 7
Feb 8 6
Mar 4 2
Qt 23 15
Apr 2 7
May** 17 6
Jun 2 1
02 21 14
Jul 13 10
Aug 2 10
Se o 2 2
03 17 22
Oct 0 0
Nov 0 0
Dec 0 0
04 0 0
61 51
.... Fire & Rescue new recruits
Ill. Part-Time Hires & Terms
2024 PART TIME
Month PT Hires PT Terms
Jan 14 3
Feb 18 17
Mar 20 1
Apr 44 5
May 53 0
Jun 33 3
Jul 17 0
Aug 10 4
Sep 17 4
Oct 22 0
Nov 8 3
Dec 18 21
Total 274 61
Month-End
Headcount
584
586
588
583
594
595
595
587
587
587
587
587
YTD2024
Increase%
Gain/ Loss
4
2
2
8
-5
11
1
7
3
-8
0
10
0
0
0
0
25
590
0.3%
2025 PART TIME
Month PT Hires
Jan 10
Feb 19
Mar 11
Apr 24
May 18
June 22
Jul 9
Aug 9
Se p 7
Oct 0
Nov 0
Dec 0
Total YTD 129
Page 1 of2
J
PT Terms
4
2
2
10
0
8
1
1
0
0
0
0
28 -
County Headcount Report
HR Committee Meeting
December, 2025
Full-Time Turnover
2024 FT STRAIGHT TURNOVER
Terms Total Tunover Rate
(includes status (Start of Year -Quarterly
Month changes) _ Terms) Turnover Rate
YE2023
Jan 14 1.8%
Feb 11 1.4%
Mar 9 1.2% 4.4%
Apr 11 1.4%
May 13 1.7%
Jun 7 0.9% 4.0%
Jul 6 0.8%
Aug 14 1.8%
Se p 3 0.4% 2.9%
Oct 8 1.0%
Nov 8 1.0%
Dec 9 1.2% 3.2%
113
2025 FT STRAIGHT TURNOVER
Terms Total Tunovet Rate
(includes status (Start of Year -Quartarly
Month changes ) Terms) Turnover Rate
YE 20 24
Jan 7 1.2%
Feb 6 1.0%
Mar 2 0.3% 2.6%
Apr 7 1.2%
May 6 1.0%
Jun 1 0.2% 2.4%
Jul 10 1.7%
Aug 10 1.7%
Se o 2 0.3% 3.8%
Oct 0 0.0%
Nov 0 0.0%
Dec 0 0.0% 0.0%
2025 YTD r 51
HR Committee Report
Annual
Turnover Rate
14.5%
Annual
Turnover Rate
2.6•4
~-0%
8.8%
-8.8%
IV. Separation Reasons"'"'
2024 (Q1-Q4) 2025 (Q1-Q3)
FT Reason Count FT Reason
Personal Rea so ns 20 Personal Reasons
Retirem ent 12 Reti reme nt
Pay 11 Pa
Different Ooo ortun itv 10 Different Opportunity
Performance 7 Performance
Dissatisfied with Job 7 Dissatisfied with Job
Career Growth 5 Career Growth
I Not s eecified 31 I Not Specified
All Other 10 All other
Total 113 Total
""** As reported in exit interviews and/or their departments.
Department
Sheriff
Fire & Rescue
Public Works
All Other
2025 Termination Trends by Department
Ql•Q3
NIOt!ler
u.-
Pllliicw.1'1
6" •
■Sheriff ■ Fire & Rescue ■PubllcWorks ■All Other
# of FT Staff #of FT Terms Percent of Terms
166 13 27%
174 12 25%
65 3 6%
208 20 42%
Page 2 of 2
Count
7
6
10
4
3
2
0
8
9
49
Department of Social Services Headcount Trends Report
HR Committee Meeting
December 2025
I. Full-Time Headcount
2025 FULL-TIME HEADCOUNT
Terms Month-End
Month Hires Total Total Headcount
YE 2024 79
Jan 5 2 80
Feb 1 3 78
Mar 1 3 76
Apr 3 2 77
May 2 1 78
Jun 1 2 77
Jul 5 9 73
Aug 5 3 75
Seo 0 0 75
Oct 0 0 0
Nov 0 0 0
Dec 0 0 0
23 25
YE 2023
% Change
II. Full-Time Hiring Trends
Gain/ Loss
3
-2
-2
1
1
-1
-4
2
0
0
0
0
L -2
77
-2.6%
2025 Full-Time Hires
(Ql-Q3) TotalYTD 13
5 5 5
3
I I I 2
I 1 1 1
I I I 0
0 -''" F,b "'" .. , ..,,, Juo Jul Aug se,
HR Committee Report-OSS
Page 1 of2
l-~ .. ;ii.J.(=;----.,j ~:. r-·-=-=~-:-;.:.~ -~-----------=-=
Terms Month-End
Month Hires Total Total Headcount Gain/ Loss
YE2023 77
Jan 2 1 80 1
Feb 0 2 78 -2
Mar 1 3 76 -2
Apr 3 3 77 0
May 0 1 76 -1
Jun 3 0 79 3
Jul 1 2 73 -1
Aug 3 5 71 -2
Sep 1 0 72 1
Oct 4 2 0 2
Nov 2 2 0 0
Dec 1 2 -1 -1
21 23 :2 I
YTD2024 72
% Change -6.9%
Note:
DSS has 2 steady part-time employees.
2024 Full-Time Hires TotalYTD 21 (Ql-Q4)
5
4
4 -4
3 3 3
2 2
2 I I 2
1 1 1 1
l I I I I l
0 0
0
"" F•b M" .. , ..,,, Ju o Jul Aug sep Oct Nov Doc
Department of Social Services Headcount Trends Report
HR Committee Meeting
December 2025
IV. Termination Trends
2024 Full-Time Turnover
2024 FT STRAIGHT TURNOVER
Tunover
Rate
(Sta rt of Year Quarterly
Month Terms Total minus Tem,s ) Turnover
YE 2023
Jan 1 1.3%
Feb 2 2.5%
Mar 3 3.8% 7.6%
Apr 3 3 .8%
May 1 1.3%
Jun 0 0.0% 5.1%
Jul 2 2 .5%
Aug 5 6.3%
Sep 0 0 .0% 8 .9%
Oct 2 2 .5%
Nov 2 2.5%
Dec 2 2.5% 7 .6%
23
~~z TURNOVER
Month Terms Total
YE 2024
Jan 2
Feb 3
Mar 3
Apr 2
May 1
Jun 2
Jul 9
Aug 3
Se 0
Oct 0
Nov 0
Dec 0
25
HR Committee Report-OSS
Tunover
Rate
(Start of Year Quarterly
minus Terms) Turnover
2 .6%
3.9%
3.9%
2 .6%
1.3%
2.6%
11 .7%
3.9%
0.0%
0.0%
0.0%
0.0%
2025
FT Reason
Career Growth
Personal Reasons
10.4%
6.5%.
15.6%
0.0%
Agency Term -Performance
Different Oppportunity
Not Specified
Career Growth/Relocation
Pay
Retirement
Total
Annual
Turnover
Rate
7.6%
12.7%
21.5%
29.'1%
Annual
Turnover
Rate
10.4%
-«"°9"/,;
3 2 . ~:irA
32 .5%
Count
1
6
1
4
6
1
6
0
25
2024YTD
FT Reason
Career Growth
Dissatisfied with Job
Different Oppportunlty
Personal Reasons
Performance
Illness/Injury
Dissatisfied with Mana~r
Total
2024 DSS
Turnover by Department
2025 DSS
Turnover by Department
• Benefl't Programs • Family S@rvlces • Administration
Count
8
5
3
2
3
23
Page 2 of 2