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HomeMy WebLinkAboutAGENDA REPORT 2011 0420 CC SPC ITEM 05BTO: FROM: IIl7_A9=1 ITEM 5.13. CITY OFMOOR4ARI( CALIFORNIA MOORPARK CITY COUNCI Clty Council Meeting L Meeting q ao -.?a ii AGENDA REPORT ACTION: ex ff 77- Honorable City Council Steven Kueny, City Manager C Y:_ —�-. April 15, 2011 (CC Special Meeting of 04/20/11) SUBJECT: Consider Reassignment of Certain Departmental and Position Responsibilities and Authorize Promotion to Parks and Landscape Manager Position BACKGROUND The City's staffing levels, reporting relationships, and organization of responsibilities are monitored and adjustments periodically made to address changing workloads, assignments, needs and priorities and to achieve operational improvements. When staff vacancies occur, we also evaluate the current workload, assignments and reporting relationship to see if any adjustments are warranted. Several times vacancies have either not been filled or filled at a lower classification. The concern of succession planning and preparing current staff for promotional opportunities and assumption of more difficult and greater responsibilities are also considered. The proposals contained in this report are a result of such analysis with the goal of achieving management and organizational improvements as well as reducing overall expenditures. This report recommends certain changes to department responsibilities and positions, an upgrade of one of two current Landscape /Parks Maintenance Superintendent positions to a Parks and Landscape Manager position, and leaving the Parks and Recreation Director position vacant. DISCUSSION In the past, the City's workforce was increased to meet increasing and changing service needs, although the number of employees was always less than the optimum number needed to fully address the adopted priorities and objectives due to budgetary concerns. As the City Council is aware, during the last four fiscal years, the City's Management workforce has been reduced by four positions (Redevelopment Agency Senior Management Analyst, Deputy City Manager for Community Development, Assistant Engineer in Public Works, and Parks and Landscape Manager in Parks and Honorable City Council Re: Consider Reassignment of Certain Departmental and Position Responsibilities April 15, 2011 (CC Special Meeting of 04/20/11) Page 2 Recreation), and the Competitive Service workforce by one position (Secretary I shared by Redevelopment Agency and Finance). Since July /August 2010, the City Engineer /Public Works Director and Parks and Recreation Director have been vacant. Assistant City Engineer (ACE) Dave Klotzle has served as Interim City Engineer /Public Works Director and has been appointed City Engineer /Public Works Director effective April 23, 2011. During the interim status, the ACE position was vacant. The City Manager (CM), Assistant City Manager (ACM), and Deputy City Manager (DCM) jointly assumed responsibilities of the Parks and Recreation Director (P &RD). The City Manager has the authority to make the transfer of assignments and to generally organize the City's departments. However, because one of the proposed changes involves modification of one position to a higher classification, City Council action is required. The proposed actions are described below. City Engineer /Public Works Department (CE /PW Department) The department has had different configurations over the years. In 2003, the Public Works Director position was upgraded to City Engineer /Public Works Director (CE /PWD). Subsequently, the Assistant City Engineer (ACE) and Assistant Engineer (AE) positions were added. In July 2007, the Transit/Transportation responsibilities, along with a Management Analyst position, were transferred to this department. The transferred position also became responsible for NPDES and other duties. The AE position has been vacant since October 2009 and was not funded in FY 2010/11. With the promotion of ACE to CE /PWD, it is my intention to fill this vacancy at the AE level. This will provide annual savings of about $50,000. Depending on ultimate funding sources from this position, most of the savings would accrue to the Gas Tax Fund and General Fund. At this time, the responsibility for Refuse /Recycling and related functions will be reassigned to this department from the Administrative Services Department. This responsibility is currently assigned to the Administrative Services Manager (ASM) in the Administrative Services Department (ASD) and takes about 55 percent of that position's time. A part-time intern position is also funded in support of this service. The responsibility for Refuse /Recycling will be reassigned to the Senior Management Analyst (SMA) currently shared by the City Manager /ASD, who will be transferred to the CE /PW Department. In addition, the SMA will support the CE /PWD on general administrative matters and capital improvement projects. One of the first assignments will be to complete preparation of formal operational procedures for the Public Works and Engineering divisions. Administrative Services Department (ASD) The current configuration of this department was originally established in 2005. In July 2010, the department was modified by promoting the department head to Deputy City �3 Honorable City Council Re: Consider Reassignment of Certain Departmental and Position Responsibilities April 15, 2011 (CC Special Meeting of 04/20/11) Page 3 Manager, appointing the Assistant City Clerk as City Clerk with responsibility for the City Clerk Division and promoting a Senior Management Analyst (SMA) to Administrative Services Manager (ASM) with responsibility for the Information Systems (IS) Division. As mentioned above, a SMA will be reassigned to the CE /PW Department. The primary ongoing responsibility for this position has been overall risk management, especially approval of insurance and indemnification provisions of contracts and agreements. This will be reassigned to the Administrative Specialist as part of that position's increasing responsibility for risk management. Special assignments that would have been handled by the SMA will now be assigned to the appropriate department(s). As previously mentioned, in mid 2010, a second SMA position in this department was upgraded to ASM and assumed responsibility for the IS Division. In addition, it retained responsibility for Library Services and Refuse /Recycling. The Vector /Animal Control responsibility was reassigned to the Assistant City Manager's (ACM) office. At this time, the Refuse /Recycling will be reassigned to the CE /PW Department as previously mentioned, and the Library Services will be reassigned to the reorganized Parks, Recreation and Community Services Department, discussed later in this report. The ASM will now assume responsibility for cable television operations, legislative relations, public information, and intergovernmental relations including VCOG from the ACM office. Assistant City Manager (ACM) and Parks, Recreation and Community Services (PRCS) The Assistant City Manager currently manages the day -to -day operations of the Moorpark Redevelopment Agency including redevelopment, economic development, affordable housing and property management, High Street Arts Center (HSAC), Arts Commission, Vector /Animal Control, cable television, legislative relations, public information, and emergency management. In addition, the Finance Director reports to the ACM. The ACM will be reassigned responsibility for the Parks, Recreation and Community Services Department (PRCSD). The Parks and Recreation Director position will be left vacant to provide salary savings. This returns the department to its former umbrella concept of community and leisure services. It is currently a Parks and Recreation Department with parks, recreation, facilities, landscape maintenance assessment districts, active adult programs and center, and art in public places. In addition to the above responsibilities, as previously mentioned, the Library Services will be reassigned to this department, and the HSAC and Arts Commission, Vector /Animal Control, and emergency management responsibilities along with a SMA position will be reassigned to the PRCSD. This department will also manage the Ruben Castro Human Services Center and administer the contracts with the various service providers including the A Honorable City Council Re: Consider Reassignment of Certain Departmental and Position Responsibilities April 15, 2011 (CC Special Meeting of 04/20/11) Page 4 County of Ventura. The ACM is currently expected to retire in about three (3) years, at which time the City can again evaluate the organization of this department and other City services. During this 3 -year period, the department will be overseen and managed by an experienced manager. I expect to see improvement in operations and procedures in all divisions. The upgrade of one of the two Landscape /Parks Maintenance Superintendent positions to Parks and Landscape Manager is important to the success of this reorganization, especially in light of the City's goal of reducing water use and costs as well as costs generally. While the City would still remain one position short of the three management positions recommended in the consultant's 2006 Organization Study, this change would be consistent with the 2006 Study recommendations by consolidating overall responsibility for all facilities, parks, and LMD landscaping, tree maintenance, and related matters under a single Division Manager. This change would take effect in FY 2011/12. The overall cost of the position would increase about 10 percent, approximately $9,000 per year, of which about 50 percent is General Fund. As discussed later in this report, the redevelopment, economic development, affordable housing, and property management responsibilities and three staff positions will be reassigned to the Community Development Department. The Finance Director will now report directly to the City Manager. Community Development Department (CDD) The current structure of this department has been in place for several years though the number of personnel has been reduced by four since about 2004. With the shift of the ACM position away from redevelopment related activities, the other three full -time positions, Redevelopment Manager, Management Analyst, and Administrative Secretary will be reassigned as a division of this department. This division will be responsible for redevelopment, economic development, affordable housing, and property management. At the present time, all MRA Bond proceeds have been expended or encumbered so after 2011/12 FY, the time staff spends on capital projects will be reduced. The future of redevelopment agencies is uncertain due to the State's attempt to abolish them and divert their revenues to balance the State's budget. Even if the redevelopment agency financing structure as it exists today survives, it would be several years before an improved economy and increasing property values could support any consideration of additional bond debt. As a result of this reassignment and funding shifts, the staff funded directly by MRA will be reduced by about 1.2 Full -Time Equivalent (FTE). 'rA T Honorable City Council Re: Consider Reassignment of Certain Departmental and Position Responsibilities April 15, 2011 (CC Special Meeting of 04/20/11) Page 5 In addition, it is planned that Vector /Animal (V /A) Control staff will provide approximately 16 hours per week of code enforcement support. V/A Control presently spends the equivalent of about 1 FTE for vector control and 1 FTE for animal control. The time spent for animal control will be reduced to about 24 hours per week, which is still an increase of about 16 hours from about 10 years ago when Ventura County provided field services. In addition, the reassigned Management Analyst will also be assigned responsibility for sustainability coordination. Finance Department (FD) As previously mentioned, the Finance Director (FD) will now report directly to the City Manager. The Finance Department will assume responsibility for Franchise Administration (except Refuse) from the ACM. In addition, since 2009 when the former Parks, Recreation and Community Services Director left the City, this department has assumed a greater role in administration and budgeting for parks and landscaping and lighting districts. The Finance Department will now have primary responsibility for this program. SUMMARY These changes when implemented will result in more cohesion within the reorganized departments by placing similar activities within the same department; e.g. Refuse /Recycling with other Public Works activities. This reduces time needed for interdepartmental coordination since more of the need for coordination is within a department. It reduces one senior management position (Parks & Recreation Director) and one operating division (ACM Office). The MRA will be operated as a division of the Community Development Department. These changes also assist with the City's succession planning and staff development by presenting new challenges and responsibilities to certain staff. An additional benefit with these reassignments is that all affected and involved staff are still with the organization and available to assist with the transition of assignments. These transfers of assignments will be phased in over an approximate two month period with full implementation effective with the start of FY 2011/12. The adjustments to funding sources for staffing would be considered and implemented as part of the FY 2011/12 Budget. A copy of the "City Departments and Their Areas of Responsibility" in legislative format showing the reassignments discussed in this report is attached. Honorable City Council Re: Consider Reassignment of Certain Departmental and Position Responsibilities April 15, 2011 (CC Special Meeting of 04/20/11) Page 6 A recap of other significant points of this report follows: 1. The current Parks and Recreation Director position is left vacant; 2. One of the two current Landscape /Parks Maintenance Superintendent positions is upgraded to a Parks and Landscape Manager position; and 3. Redevelopment Agency staffing is reduced by 1.2 FTE positions FISCAL IMPACT There is no impact on FY 2010/11. The various affected positions would continue to be funded as currently budgeted. There has been savings in FY 2010/11 in various funds including General Fund, MRA, Engineering Fund, and Gas Tax Fund as a result of staffing vacancies. Decisions about how to fund the positions affected by the reassignments addressed in this report will be considered by the City Council as part of the FY 2011/12 budget deliberations. Despite the reduction of one position and downgrading of one position, there may be need for increased General Fund funding as a result of reducing MRA funding for one position, less Gas Tax / TDA funding and less contribution to the Cost Allocation Plan for certain funds. STAFF RECOMMENDATION Authorize promotion of Landscape /Parks Maintenance Superintendent to Parks and Landscape Manager. SK:db Attachment 1: City Departments and Their Areas of Responsibility M:\ \CITYMGR \Reassignment of Dept and Position Responsibilities 2011 0420.doc A ,-1 _IL Attachment 1 CITY DEPARTMENTS AND THEIR AREAS OF RESPONSIBILITY Legislative Format ADMINISTRATIVE SERVICES (Includes Deputy City Manager and City Clerk's Division): City Clerk Records Management Elections 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 Human Resources Customer Service Employee Recognition Risk Management Information Systems Management Internet Web Site Administration Telephone System Public Information (P.I.O.) Intergovernmental Relations Ventura Council of Governments (VCOG) Legislative Relations City Newsletter Cable TV Government Channel Proarammin Household to ReGYGl+r}9 UbFary -wises ASSISTANT CITY MANAGER — PARKS, RECREATION AND COMMUNITY SERVICES ... . A Liaison with County Employment Opportunities and Training Services Hems Emergency Preparedness intergovernmental Relations- Legislative Relatiens Special Projects ( , Civic Center, and New Fire Station 48) Fire and Emergency Medical Services Liaison (`4.r ews le P� rr t6en ( P.TV: High Street Arts Center Ventura County Health Care Agency Liaison Art in Public Places Arts Commission County Animal Services Contract City Animal- Vector Control / Mosquito Abatement Library Services Library Board Ruben Castro Human Services Center Operations Recreation (City events, recreation classes, sports leagues. and day camps) Facilities Maintenance Parks - Planning, Maintenance & Capital Improvements Parks & Recreation Commission Graffiti Abatement at City Parks and Facilities Moorpark Active Adult Center (Senior Citizens) Landscape, Parkways and Median Maintenance Processing of Tree Removal Requests not part of Development Projects Building Security System Teen Council At Risk Youth Program Parks and Facilities Rentals (Rental Permits) Assessment Dictrint (4 D 84 2 R� Ir gefiRg) r Assessment D* trint (AD 84 2 AdministFation and assessment �ngineefinn] Parks y..." ' "' ` "�..�f77 CITY ENGINEER/PUBLIC WORKS: Floodplain Administrator Encroachment permits /inspections Land Development Review 2_ Land Development construction inspection NP Subdivision Map /Lot line adjustment review Street dedication /vacation review Traffic Engineering Administer Engineering Services Contract Graffiti Abatement within Public Rights -of -Way Fleet Maintenance Street Maintenance Street Sweeping Street Lighting Traffic Signal Maintenance Crossing Guards Capital Projects Administration Storm Drain Maintenance Storm Water Quality (N.P.D.E.S.) Capital Improvement Program Areas of Contribution Public Transit Metrolink Coordination Parking Enforcement Radio System Contract and Maintenance of Hand Held Radios Solid Waste Refuse Franchises Household Hazardous Waste Recycling CITY MANAGER'S OFFICE: Labor Relations City Attorney Agreement Goal Setting / Strategic Planning Sheriffs Contract COMMUNITY DEVELOPMENT: Current Planning Advance Planning Planning Commission Administer Development Agreements Administer Building and Safety Contract Affordable Housing Requirements for New Developments Home Occupation Permits Vendor /Solicitor Permits Taxi Cab Permits � : r J ice. 3 General Plan Zoning Administration Code Compliance Community Development Block Grant (CDBG) Coordination Film Permits Receptionist Business Registration Parking Citation Administration Graffiti Abatement on Private Property Property Management (City and Agency owned property) Economic Development Redevelopment Chamber of Commerce Liaison Housing Rehabilitation Affordable Housing Programs Mobile Home Rent Control FINANCE: Budget City Treasurer Accounting & Payroll Fixed Asset Management Cost Allocation Administration Financial Reporting and Audits Accounting System Maintenance ssessmeTRt D:st;;GAdministration of Community Facilities Districts and Mission Bell Assessment District 92 -1 Administration of Landscape and Lighting Maintenance Assessment Districts Administration of the Parks and Recreation Maintenance Assessment District Grant Management Purchasing False Alarms Accounts Receivable Billings Collections Franchise Administration (except refuse) P Moved all to ASSISTANT CITY MANAGER - PARKS RECREATION AND COMMUNITY SERVICES • — — • • — — — O = — — 3 • • • • �� —• • — • •• • —• ft • • _ — — IF — • — i • • — ••.• ■ l \ • • • • .• • •. • • — i \ • • — IMP.Mwo ■ 1i r. fr 0.,