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HomeMy WebLinkAboutAGENDA REPORT 2000 0405 CC REG ITEM 10II'T'EM /0• -7 C11 Y 01 7KI OR: A g CALIFORNU 0317 0b`Uncil I''icet-ing f i fore ACTION: 9 MOORPARK CITY COUNCIL AGENDA REPORT TO: The Honorable City Council FROM: Steven Kueny, City Manager YK� DATE: March 29, 2000 (CC Meeting of 4/5/00) SUBJECT: Consider Reorganization of Certain Finance and Administrative Services Responsibilities, Creation of Director of Administrative Services Position, and Change of Assistant City Manager to Deputy City Manager Position and City Clerk to Assistant to the City Manager /City Clerk Position EXECUTIVE SUMMARY This report explains the duties and responsibilities transferred among positions within the Administrative Services Department. It also addresses a proposed adjustment in the responsibilities of the vacant Assistant City Manager position to a modified and re- titled Deputy City Manager position and creation of a Director of Administrative Services position. The City Clerk position is proposed to be retitled to Assistant to the City Manager /City Clerk and assume additional responsibilities. BACKGROUND While the City's workforce has increased to meet the increasing and changing service needs, the number of employees continues to be below what is needed to adequately meet the City's needs. In addition to an increasing workload for most employees, many positions have assumed responsibilities for new activities and supervision of additional employees and /or contracts without a reduction of their other responsibilities. Since mid -1997, a number of adjustments have been made to several positions to reflect budget constraints and shifting priorities including: deletion of the Assistant to the City Manager position, upgrade of Recreation Supervisor to Recreation Superintendent, modification of Deputy City Manager to Assistant City Manager, shifting of personnel functions and other additional responsibilities to the City Clerk, upgrade of Personnel Technician to Human Resources C0¢: Honorable City Council March 29, 2000 Page 2 Assistant, and addition of a second Finance /Accounting Manager position. These changes resulted in no additional positions but reflected regrouping of assignments, recognition of increased responsibilities, and a desire to allow more focus on certain responsibilities. For example, when the Deputy City Manager position was modified to Assistant City Manager, it was intended to allow a greater focus by this position on legislative matters, intergovernmental relations, finance, redevelopment, and special projects but didn't reduce the overall workload. Whenever management positions become vacant, we review the current duties and responsibilities and review the needs of the organization for possible ways to improve operations. With vacancies in both the Administrative Services Manager and Assistant City Manager positions, as well as a vacancy in one of the Senior Management Analyst positions in the department, we have done such a review. DISCUSSION The City Manager has the authority to make the transfer of assignments and to generally organize the departments of the City. However, because the changes under consideration include the upgrade of two positions and change of title for one position, with an increase in the salary ranges, City Council action is required. The proposed actions include change in title for the City Clerk to Assistant to the City Manager (ATCM) /City Clerk, changing the Assistant City Manager position to a Deputy City Manager, and creation of the Administrative Services Director position and deletion of either the vacant Administrative Services Manager position or the vacant Finance /Accounting Manager position, as discussed in further detail below. ATCM /City Clerk The change in title for City Clerk to ATCM /City Clerk is proposed to more accurately reflect the broader range of responsibilities this position has assumed. In addition, it recognizes assumption of more of the human resource - related decisionmaking in lieu of the City Manager, reassignment of the risk management responsibility from the Administrative Services Department, and general oversight of more of the routine items in the City Manager's office such as assistance with administration of the City Attorney contract services. The salary range would increase 7% percent from range 71 to 74. J Honorable City Council March 29, 2000 Page 3 Deputy City Manager Modification of the Assistant City Manager position to Deputy City Manager with a change in salary from range 83 to 81 (5 percent decrease) is proposed. This position would continue to serve as the acting City Manager in the City Manager's absence. The Deputy City Manager would supervise the proposed Director of Administrative Services position (in lieu of supervising the two Finance /Accounting Managers and Administrative Services Manager) and would spend less time on day -to -day oversight of the finance and certain administrative activities. Responsibility for administering the law enforcement services contract with Ventura County Sheriff's Department would be shifted to the City Manager and Risk Management to the ATCM /City Clerk. The Deputy City Manager would be able to devote more time to Redevelopment Agency and economic development activities and special projects such as proposed City Hall expansion or relocation and a permanent police facility as well as continuing assignments of intergovernmental and legislative relations, emergency management, special projects, and information systems. The position's span of control would be reduced from eight positions (Administrative Services Manager, two Finance /Accounting Managers, three Senior Management Analysts, Administrative Secretary and Sheriff's Captain) to five positions (Director of Administrative Services, three Senior Management Analysts, and Administrative Secretary). Director of Administrative Services Creation of a Director of Administrative Services position and deletion of either the vacant Administrative Services Manager position or the vacant Finance /Accounting Manager position is proposed. The City is currently recruiting for both the Administrative Services Manager and Finance /Accounting Manager positions, but will only fill one of them. The proposed Director position would have a salary range of 74, a 12% percent increase above range 69 for both of the vacant positions. The Director would directly supervise two division -level management positions with overall responsibility for purchasing, business registration, fixed asset management, investments, cost allocation, finance and the budget and related administrative services activities including 6% employees (two Finance /Accounting Managers, two Account Technicians, Account Clerk, Receptionist, and % of Secretary I position). The benefits of establishing this position are to provide a higher level of specialized expertise for the finance function, as well as allowing the Deputy City Manager position to focus more on redevelopment, special projects, and other items referenced in the prior section. Honorable City Council March 29, 2000 Page 4 The increased expertise in finance is consistent with the recommendations of the 1994 KPMG Report for not only increasing the finance staff but also improving the capabilities of staff. The KPMG Report recommended a staffing increase from the 1994 level of 3 positions to ultimately 7 positions with a Finance Director position. The City would now have 6% positions (including use of the Receptionist for related duties). If the position is authorized, it is my intent to appoint Dana Shigley to it. Ms. Shigley is currently a Finance /Accounting Manager and has been acting as the department head since March 6, 2000. She is the former Finance Director for the City of Anderson, California and former Deputy County Administrator for Nevada County, California. Attachment A shows the changes in duties and responsibilities as proposed. Attachment B shows the current and proposed Organization Chart for Administrative Services. On Attachment A, there are several new items on the list for Director of Administrative Services. These were previously performed by others and are now specifically listed here including a few not identified in prior lists. The first seven items were performed by the former Administrative Services Manager, and the former Senior Management Analyst (Economic Development) performed the assessment district administration. Fiscal Impact The net cost with the creation of a Director of Administrative Services position (which is essentially an upgrade of a division level position to a department head position), change from Assistant City Manager to Deputy City Manager, and requested modification to City Clerk position, would be about $16,000 for the 2000/2001 Fiscal Year exclusive of merit increases. Due to various vacancies, there would be no cost increase in the current fiscal year. Related City Council Actions Required The changes in staff duties and responsibilities and creation of the Director of Administrative Services and Deputy City Manager positions will require revisions to the City's Classification Plan /Job Descriptions and the Salary Plan. If the City Council approves the proposed reorganization, staff will prepare draft resolutions to amend the City's Classification Plan and Salary Plan and schedule consideration of these resolutions for the April 19 agenda. 0001 Honorable City Council March 29, 2000 Page 5 STAFF RECOMMENDATION 1. Establish Director of Administrative Services position at salary range 74. 2. Modify City Clerk position to Assistant to the City Manager /City Clerk at salary range 74. 3. Establish Deputy City Manager position at salary range 81. 00`x; ,. Honorable City Council March 29, 2000 Page 6 ATTACHMENT A ASSIST -ANT GIT - MANAGER /AIDMINI SERVICES DEPUTY CITY MANAGER: Community Development Block Grant (CDBG) to Director of Admin. Services Sheriff's Getraet to City Manager Franchise Administration (except refuse) Bed to Director of Admin. Services City Treasi -,re to Director of Admin. Services to Director of Admin. Services Data Processing /Information Systems Risk Management to ATOM /City Clerk P:urehas4rng to Director of Admin. Services Property Management Economic Development Redevelopment Chamber of Commerce Liaison Special Events Coordination Reeeptienist to Director of Admin. Services Te3e tene -Sst to Director of Admin. Services Film Permits Housing Rehabilitation Affordable Housing Programs Mobile Home Rent Control Emergency Preparedness Intergovernmental Relations Ventura County COG (VCOG) Legislative Relations Special Projects Fire and Emergency Medical Services Liaison DIRECTOR OF ADMINISTRATIVE SERVICES Telephone System & Receptionist Purchasing Fixed Asset Management Cost Allocation Administration Grant Management Office Equipment Maintenance Business Registration Assessment District Administration Budget City Treasurer Accounting Payroll Financial Reporting and Audits Accounting System Maintenance 000126 Honorable City Council March 29, 2000 Page 7 ASSISTANT TO THE CITY MANAGER /CITY CLERK: Records Management Elections Internet Web Site Administration Political Reform Act Filings City Council Agenda Coordination Receipt of Damage Claims Legislative History Maintains Records of all Agreements Monitors Developer Sureties Coordinates Public Bid Procedures Volunteer Program Administration of City Keys City Newsletter Human Resources Public Information Cable TV Government Channel Programming Customer Service Employee Recognition Risk Management CITY MANAGER'S OFFICE: Labor Relations City Attorney Agreement Goal Setting Sheriff's Contract 000123 Organization Chart L n (D 0 O for Administrative Services Department CO N N (� Assistant City Manager o O C Admin. Secretary n 1/2 Secretary 1 Sheriff Admin. Services Finance/Acctng. FinanceJAcctng. Sr. Mgmt. Analyst Sr. Mgmt. Analyst Sr. Mgmt. Analyst Contract Manager Manager Manager MRA/Econ. Dev. Housing Special Projects Receptionist Deputy City Manager Admin. Secretary ft rt A 9 (D p fi E. Admin. Services Sr. Mgmt. Analyst Sr. Mgmt. Analyst Sr. Mgmt. Analyst Director Special Projects Housing MRA/Econ. Dev. 1/2 Secretary 1 ' Finance/ Finance/ Receptionist Acctn . g Acctng. Manager Manager ft rt A 9 (D p fi E.