Mayor Harrington and Members of the City Council

Transcription

1 City of San Gabriel Date: April 15, 2014 STAFF REPORT To: From: Subject: Mayor Harrington and Members of the City Council Steven A. Preston, City Manager Marcella Marlowe, Ph.D., Assistant City Manager Rebecca Perez, Parks and Recreation Director Bob Bustos, Public Works Director Daren Grilley, PE, City Engineer Reorganization of Public Works, Parks & Recreation, and Engineering Functions SUMMARY This year the Council has taken important steps to create a more efficient, responsive organization. In March, the Council approved recommendations designed to improve operational efficiency in the Fire Department by combining the command resources of three neighboring jurisdictions. By taking that action the Council enhanced our safety capabilities in accordance with the Council s existing platform of initiatives and principles. Now, in a second phase of reorganization, the Council will consider several actions designed to: Put more direct firepower into the City s infrastructure rebuilding effort, focusing on streets. Meet the demands of an aggressive sewer investment program that is expected to result from the State s recent review of the City s sewer operations. Consolidate maintenance of most City facilities under one department to increase efficiencies. Some portions of the strategy will actually reduce costs, while other changes will increase them in order to provide the additional talent needed to meet increased demands. Each one of these changes implements the City s commitment to infrastructure and smart organization described in the City s strategic agenda. All three affected departments, the Assistant City Manager/Human Resources Director, and the City Manager recommend that Council approve the personnel changes necessary to put the plan into operation. Background With the recent retirement of the Community Development Director and the planned retirement this spring of the Public Works Director, an unusual series of opportunities appeared allowing us to take a fresh look at how San Gabriel deploys personnel to manage public works, parks and

2 Public Works, Parks and Recreation, Engineering Reorganization, April 15, 2014 Page 2 recreation, and engineering programs. A series of informal discussions, initiated by separate department heads, each of which was meant to address issues and opportunities in individual departments, evolved into a larger dialogue about how to better meet increased Council and community demands. Those discussions, carried out over recent months, led to an informal alliance of three departments Public Works, Parks and Recreation, and the Engineering Division of Community Development, to reenvision their operations in light of the City s strategic principles (smart organization) and three of the Council s top initiatives (infrastructure, economic development, and quality of life). Proposed Reorganization Plan The evolving plan was developed to achieve the following objectives: More efficient delivery of capital infrastructure projects Enhanced planning and development of parks and recreation programs More effective deployment of maintenance and field operations. In order to implement the strategy, the City would: Gather all infrastructure-focused work units into one department, to improve service, efficiency, and effectiveness. Reorganize the Parks and Recreation Department to emphasize and enhance their strengths in recreation, programming and park development. Place the planning and capital programming operations of Community Development s Engineering Division into direct oversight of all Public Works operations. Specific changes include the following: The Engineering Division would move from Community Development into the Public Works Department, and the City Engineer would become the Public Works Director. The Parks Maintenance Division would move into the Public Works Department. The Parks and Recreation Department would be reorganized to focus on park planning, recreation and leisure programming, and community services. Some of the benefits of these changes would include: A single administrative leadership overseeing Public Works planning, design, implementation and maintenance rather than having those functions divided among different entities located and administered from four different locations throughout the City.

3 Public Works, Parks and Recreation, Engineering Reorganization, April 15, 2014 Page 3 Strengthening of administrative capabilities for the combined Public Works Department. Combined oversight of related field functions, providing for greater flexibility in deployment. For the past several months the affected departments have been meeting on a regular basis to lay out the opportunities and challenges, discuss the pros and cons, and identify the means by which a better organization might be created. The re-envisioned department will look like this (positions noted in blue are the ones highlighted in this report): Analysis Throughout this period, Council has had several encouraging study session discussions about the changes and costs associated with such merger. Given the Council s support, this report details the staffing changes that must be approved to ensure the success of the two re-envisioned departments. Public Works Department In order to meet the requirements of the bigger and more complex department, six classifications need to be adjusted. Although existing employees will likely fill some of these adjusted classifications, all of those moves to a higher level will be considered promotions and not reclassifications, meaning that each promoted employee will serve a six month probationary period.

4 Public Works, Parks and Recreation, Engineering Reorganization, April 15, 2014 Page 4 Changes to Existing Positions. The creation of the revised Public Works Director/City Engineer position will result in a higher salary for the position, as the scope, number of employees, and technical requirements of the position will be substantially greater than those associated with the previous job description. The Public Works Director will also be the City Engineer, meaning that the individual in that position will be required to take on a much more managerial role, and other positions will be adjusted accordingly, resulting in cost savings. These first sets of changes will actually result in a net decrease in costs, saving the City $58,338: Table 1. Changes to Existing Positions Current Adjusted Net Cost Impact Title Public Works Director Public Works Dir./City Engineer $152,352 $30,484 $172,428 $35,067 Title City Engineer Principal Civil Engineer $154,496 $119,040 $30,974 $22,880 Title Senior Civil Engineer Associate Civil Engineer $114,645 $92,281 $21,876 $6,292 Title Street Superintendent Field Operations Manager $90,394 $86,548 $16,340 $5,801 Title Park Manager Parks & Facilities Manager $92,800 $95,315 $16,889 $17,464 Title Auto Shop Manager Fleet Manager $79,173 $88,196 $5,169 $5,942 TOTAL Grand Total (Net Savings) $20,076 $4,583 -$35,456 -$8,094 -$22,364 -$15,584 -$3,846 -$10,539 $2,515 $575 $9,023 $773 -$30,052 -$28,286 -$58,338 In addition to the classification/position adjustments noted above, three new positions should be created. These positions directly respond very specifically to clearly expressed needs that are affecting our ability to deliver infrastructure projects: A Management Analyst to provide direct support to the Department on complex matters (such as CIP, grants, compliance, and budget management). It should be noted that, until five years ago, the Department had no technical, paraprofessional, or administrative support staff whatsoever. Currently, clerical functions are assigned to an Administrative Assistant II. A Public Works Inspector to provide inspection capabilities for the substantially expanded work program. Even were this not desired to improve delivery of street repairs and rehabilitation, it will be required in order to meet the State Attorney General s demands for immediate improvements to the sewer system. Engineering and management staff will be freed from time consuming inspections that are an inefficient use of taxpayer dollars.

5 Public Works, Parks and Recreation, Engineering Reorganization, April 15, 2014 Page 5 An Engineering Technician to perform entry-level professional engineering work not requiring registration as a Civil Engineer. This front-line position will provide counter assistance, enhancing our customer service capacity and business-friendly approach, as well as allowing higher level engineers to focus more specifically on complex project review and infrastructure project delivery. Table 2. New Positions Required Title Title Title TOTAL Grand Total (Net Increase) Management Analyst $76,975 $4,981 Public Works Inspector $83,862 $5,571 Engineering Technician $78,166 $5,083 $239,003 $15,635 +$254,638 Including both sets of changes but not including the proposed adoption of a sewer user fee that will offset that portion of personnel costs associated with sewer system improvements -- the total net cost is as follows: Table 3. Net Cost Impact (without Sewer User Fee Offset) General Fund () Title & Salary Changes -$30,052 -$28,286 New Positions $239,003 $15,635 NET CHANGE +$208,951 -$12,651 The decrease in retirement costs reflect the fact that new hires in those positions would enter the City s retirement program in one of the new lower pension tiers. If a Sewer User Fee is adopted by Council, a significant amount of these costs will be offset.

6 Public Works, Parks and Recreation, Engineering Reorganization, April 15, 2014 Page 6 Parks & Recreation Department The proposals for the Parks and Recreation Department permit it a rare opportunity to revitalize and re-envision itself. Parks & Recreation Director Perez and her staff are developing a new, more expansive vision and will present it to the City Council in subsequent months. With an eye toward a broader range of services, we recommend a re-branding of the department to be the Community Services Department rather than the Parks & Recreation Department. To that end, we recommend shifting the department head s title from Parks and Recreation Director to Community Services Director. In addition, staff recommends several adjustments, which are cost neutral, and will be more equitable and parallel to other department structures. These changes are also designed to ensure more effective customer service at the department s front counter. The recommendations are to change the currently vacant Assistant Parks & Recreation Director position to a Community Services Manager position and the 2 part-time Parks Maintenance Worker I positions to Custodians, and use the savings generated to shift the two part-time front desk staff positions into a full-time position, and create a part-time Administrative Assistant I position to provide executive assistant-type support to the Director. CURRENT ADJUSTED NET COST Title Assistant P&R Director Community Services Manager [SAVINGS] $119,749 $23,041 $86,548 $5,801 -$33,201 -$17,240 Title Administrative Assistant I Administrative Assistant I [INCREASE] (2 part-time positions) $43,745 $0 $61,620 $3,666 $17,875 $3,666 Title Park Maintenance I Custodian [SAVINGS] (2 part-time positions) $73,535 $0 (2 part-time positions) $54,801 $0 -$18,734 $0 Title Administrative Assistant I [INCREASE] (part time position) $29,143 $0 $29,143 $0 TOTAL Grand Total [SAVINGS] -$4,917 -$13,574 -$18,491 As noted earlier, Director Perez is preparing a presentation for the City Council on an enhanced community service program. To aid in that revitalization process, the remaining $4,917 cost savings shown above will remain in the Community Services Department budget.

7 Public Works, Parks and Recreation, Engineering Reorganization, April 15, 2014 Page 7 The revised Parks and Recreation Department structure will take this form (again, positions noted in blue are the ones highlighted in this report): Conclusion All of these recommendations have been reviewed by the relevant department heads and City Attorney, and are supported by the Executive Team, including the City Manager. This process and the recommendations are in compliance with our Civil Service Rules. Working with the Finance Department, we have determined that the approximate annual cost to the General Fund for these Public Works adjustments is $208,951, given current numbers. Please note that this is a fully-loaded cost, meaning that it includes salary, plus direct benefits (health insurance, Medicare costs, etc.); the cost to the is noted separately. If the City Council approves this recommendation, then the changes will be incorporated into the base budget for FY Several of these positions are currently vacant and most of them will not be filled prior to July 1, As a result, for the remainder of this current fiscal year, the adjustments will cost no more than $35,000. In consultation with the Public Works and Finance Departments, we have determined that that level of increase can be absorbed in the department s current FY budget.

8 Public Works, Parks and Recreation, Engineering Reorganization, April 15, 2014 Page 8 Recommendations Staff recommends that the City Council take the following actions: a) Change the classification and salary range of the Public Works Director ($8,575-$10,423 monthly) to Public Works Director/City Engineer ($10,357-12,589 monthly); b) Change the classification and salary range of the City Engineer ($9,178-$11,156 monthly) to Principal Civil Engineer ($7,090-$8,618 monthly); c) Change the budgeted position allocation of a Senior Civil Engineer ($6,457-$7,848) to an Associate Civil Engineer ($5,870-7,135 monthly); d) Change the classification and salary range of the Park Manager ($4,985-$6,059 monthly) to Parks & Facilities Manager ($5,412-$6,578 monthly); e) Change the classification and salary range of the Streets Superintendent ($4,822-$5,862 monthly) to Field Operations Manager ($5,412-$6,578 monthly); f) Change the classification and salary range of the Auto Shop Manager ($4,822-$5,862 monthly) to Fleet Manager ($5,412-$6,578 monthly); g) Approve the inclusion of a Management Analyst position ($4,647-$5,648 monthly) and an Engineering Technician position ($4,742-$5,764 monthly) as budgeted full-time positions in the Public Works Department; h) Create the classification of Public Works Inspector ($5,197-$6,317 monthly) and approve the inclusion of one Public Works Inspector as a budgeted full-time position in the Public Works Department; i) Change the classification only of Parks and Recreation Director to Community Services Director (no cost impact); j) Change the classification and salary range of the Assistant Parks & Recreation Director ($6,801-$8,266 monthly) to Community Services Manager ($5,412-$6,578 monthly); k) Approve the inclusion of another Administrative Assistant I position to the Parks & Recreation/Community Services Department; and l) Authorize the effective date of all of these actions as May 5, 2014 and the inclusion of these adjustments into the base budget for FY Attachments Summary of Classification Changes Current Organizational Charts

9 CURRENT RECOMMENDED Title infrastructure, including landscape and maintenance, streets, capital improvement projects, and the sewer system; and maintains effective relationships with all relevant stakeholders, both inside and outside of the organization. Public Works Director Public Works Director/City Engineer Responsibilities Directs the operations of the Public Works Department, including Directs the operations of the Public Works Department, including street, maintenance, and auto shop crews; supervises staff; field and maintenance, parks and landscape, engineering, and a cooperates with other departments to ensure the progress of fleet operation; directs the management and supervision of staff; joint projects; maintains the City s infrastructure, including and recommends and administers the budget for CIP and public landscape and maintenance, streets, and vehicles; and maintains effective relationships with all relevant stakeholders, both inside and outside of the organization. works projects; cooperates with other departments to ensure the progress of joint projects; oversees the management of filing and reporting requirements; works to improve the City s Supervision This position reports to the City Manager and supervises 2 This position reports to the City Manager and supervises 4 division managers and an Administrative Assistant. Qualifications Extensive vocational or academic training in public works, mechanics, and/or infrastructure maintenance (bachelor s degree in public administration or related field desirable), and five years of increasingly responsible experience in a municipal public works agency, including two years of supervisory experience. division managers and administrative staff. A bachelor s degree in engineering, public administration, or other related field; seven years of increasingly responsible experience in the field of public works or engineering, including a minimum of three years of management experience; and registration as a Professional Engineer in California. Title City Engineer Principal Civil Engineer Responsibilities Manages the Engineering Division, its staff and consultants; Manages the Engineering Division, its staff and consultants; plans, oversees the Capital Improvement Program, including coordinating with the Finance Department on funding sources, projects and directs, and coordinates engineering and inspection activities relating to City public works engineering projects; and assists the priorities; plans, directs, and coordinates engineering and Public Works Director by providing complex technical and staff inspection activities relating to City public works engineering assistance, and stepping in as Acting Director, as needed. projects; functions as the highest level subject matter expert in engineering matter; is designated as the City Engineer; and assists the Community Development Director by providing complex technical and staff assistance; steps in as Acting Director, as needed. Supervision This position reports to the Community Development Director This position reports to the Public Works Director and supervises and supervises a staff of 2 professional engineers. Qualifications A bachelor s degree in civil engineering or a related field and seven years of progressively responsible related civil engineering experience, including three years in a supervisory or administrative capacity with a governmental organization. A valid certificate of registration as a Civil Engineer issued by the California State Board of Registration for Professional Engineers is required. a staff of 3 engineers and one inspector. A bachelor s degree in civil engineering or a related field and five years of progressively responsible related civil engineering experience, including two years in a supervisory or lead capacity within a governmental organization. A valid certificate of registration as a Civil Engineer issued by the California Board for Professional Engineers is required.

10 CURRENT RECOMMENDED Title including roads, storm drains, sewers, traffic signals and traffic control facilities; and works with other City departments, public Senior Civil Engineer Associate Civil Engineer Responsibilities Performs highly complex professional engineering work in design, investigation, construction, survey and inspection of public works Performs moderately complex to complex professional engineering work related to a wide variety of public works facilities and projects; and assists the City Engineer by providing complex functions; designs and checks plans for public works facilities and technical and staff assistance. makes recommendations regarding maintenance of public facilities utilities and other public agencies. Supervision This position reports to the City Engineer and supervises no staff. This position reports to the Principal Civil Engineer and supervises Qualifications A bachelor s degree in civil engineering or a related field and four years of progressively responsible related civil engineering experience, including two years in a governmental organization. A valid certificate of registration as a Civil Engineer issued by the California Board for Professional Engineers is required. no staff. A bachelor s degree in Civil Engineering and three years of progressively responsible civil engineering experience in municipal public works, traffic and construction activities. Possession of a valid Certificate of Registration as a Professional Civil Engineer issued by the California State Board of Registration for Professional Engineers is required. Title Street Superintendent Field Operations Manager Responsibilities Acts as crew leader; orders all materials needed for street Plans, organizes, coordinates, and manages the operations of the maintenance; investigates complaints and recommends action to street maintenance, signals and lighting, and sewer units; be taken; conducts field inspections for Public Works permits produces complex documents, including staff reports and including concrete and asphalt placement, sewer connections and reporting requirements; steps in as Acting Public Works Director utility trenching compaction; prepares memos and reports as needed; hires, trains, evaluates, and disciplines staff; regarding street unit activities; operates equipment; directs the removal of trees, supervises the removal and replacement of slabs investigates complaints and implements solutions; and develops, recommends, and manages division budget. in repair of sidewalks; operates power grader for resurfacing and paving purposes; trims and thins trees; repairs tools and equipment; supervises staff. Supervision This position reports to the Public Works Director and supervises This position reports to the Public Works Director and supervises operational crews. Qualifications A high school diploma or equivalent (additional college or trade training desirable) and five years of experience in street maintenance and general street construction, including two years or supervising or lead experience. Possession of, or the ability to obtain, International Municipal Signal Association Work Zone Safety (IMSA) certifications is required. Leads for 2-3 different crews. A bachelor s degree in public administration or a related field, and five years of progressively responsible experience in public works, maintenance, or construction (municipal experience preferable), including two years in a supervisory or lead capacity.

11 CURRENT RECOMMENDED Title Park Manager Parks & Facilities Manager Responsibilities Plans, organizes, manages and evaluates the City's landscape, facility, and park maintenance programs; assists the Director in Plans, organizes, coordinates, and manages the operations of the landscape, streetscape, and facilities maintenance units; the coordination and development of division activities and produces complex documents, including staff reports and budgets; plans, organizes, directs, inspects and evaluates staff; reporting requirements; steps in as Acting Public Works Director researches and evaluates Division needs; inspects existing as needed; hires, trains, evaluates, and disciplines staff; facilities and directs needed changes or improvements in the type and level of maintenance performed; investigates complaints and investigates complaints and implements solutions; and develops, recommends, and manages division budget. takes appropriate action; implements or enforces departmental or City policies and ordinances governing landscaping and park maintenance; maintains records and prepares necessary reports. Supervision This position reports to the Parks & Recreation Director and This position reports to the Public Works Director and supervises supervises a crew. Qualifications A high school diploma or equivalent (an associate s degree in Horticulture, Botany, Park Administration, or a related field is desirable), along with three years of progressively responsible experience in park management, including at least one year in a supervisory or lead capacity. Leads for 2 different crews. A bachelor s degree in public administration, horticulture, or a related field, and five years of progressively responsible experience in landscape, facility maintenance, or park administration (municipal experience preferable), including two years in a supervisory or lead capacity. Title Auto Shop Manager Fleet Manager Responsibilities Plans, manages, supervises, and leads the activities of the auto shop; performs complex skilled mechanic repair and preventative maintenance work on all City vehicles and various mechanical equipment; prepares reports/audits for various agencies (AQMD, ARB, L.A. County Public Works and L.A. County Fire Hazard Waste Department); ensures City compliance with all Federal, State and Plans, organizes, coordinates, and manages the operations of the auto shop; produces complex documents, including staff reports and reporting requirements; steps in as Acting Public Works Director as needed; hires, trains, evaluates, and disciplines staff; investigates complaints and implements solutions; and develops, recommends, and manages division budget. local law requirements; and is responsible for all rolling stock. Supervision This position reports to the Public Works Director and supervises This position reports to the Public Works Director and supervises a crew of 2 mechanics. Qualifications Five years of journey-level experience in troubleshooting, maintenance, and repair of a variety of vehicles, including fire apparatus equipment, including one year of lead or supervisory experience; college, fleet management certification, or technical school training in the automotive and/or equipment repair trade may be substituted for the non-supervisory experience on a yearfor-year basis to a maximum of two years. An ASE Master Technician Certification in medium/heavy trucks and/or automotive is/are required. the mechanic crew. A bachelor s degree in public administration or a related field, and five years of progressively responsible experience in the area of fleet management and repair (municipal experience preferable), including two years in a supervisory or lead capacity. Advanced training and certifications can substitute for the degree and are welcome in addition to a degree.

12 CURRENT RECOMMENDED Title supervisory duties and responsibilities, including budget/financial analysis, program/project management, legislative analysis and development, policies/procedure development, organizational Management Analyst Responsibilities Performs moderately complex analytical, administrative and/or n/a analysis, and asset/contract administration; conducts research, studies and surveys; analyzes data; and makes recommendations. Supervision This position reports to the Public Works Director and may supervise clerical staff. Qualifications A bachelor s degree in public administration or closely related field and four years of increasingly responsible analytical experience, preferably in a municipal setting. Title utility construction work, small scale City CIP projects, and issues related to compliance with the MS4 permit; reviews plans and ensures compliance; and investigates complaints related to Public Works Inspector Responsibilities Performs inspections of development in the public right of way, n/a stormwater, illicit discharges, illegal waste disposal, sewer collection systems, and other public infrastructure and recommends solutions. Supervision This position reports to the Principal Civil Engineer and has no supervisory responsibility. Qualifications A high school diploma or equivalent, and three years of experience in public works or a related industry. Title issues routine public works permits; assists with the review of more complex plans; provides support and research information for the preparation of projects, programs, or budgets; serves as Engineering Technician Responsibilities Performs entry level professional engineering work; reviews and n/a the public counter representative; creates and maintains records, data and data sources, and maps; and designs simple public works projects. Supervision This position reports to the Principal Civil Engineer and has no supervisory responsibility. Qualifications An associate s degree in civil engineering technology, and one year of relevant experience.

13 CURRENT RECOMMENDED Title Parks & Recreation Assistant Director Community Services Manager Responsibilities Oversees and provides leadership to the Recreation Division in the planning, development, coordination, implementation and evaluation of all recreation programs, community-wide special events, and day-to-day operations; oversees the development and implementation of policies and procedures, goals and objectives; monitors and evaluates new and ongoing programs to assess program effectiveness; assists in the recruitment, selection, training and evaluation of full-time and part-time staff, seasonal employees and volunteers; serves as liaison with school districts and community groups; assists with the development, implementation and management of the Recreation Division budget; monitors/administers grant-funded programs; oversees the summer aquatics program and year-round pool operation and maintenance; supervises the preparation and distribution of Department publicity, including the quarterly Recreation Guide; maintains an inventory of necessary recreation supplies and equipment and makes approved purchases as needed; responds to inquiries, complaints, or requests for information and service from interested community groups and residents; assumes responsibilities of Director in his/her absence. Supervision This position reports to the Parks & Recreation Director and supervises recreation and clerical staff. Qualifications A Bachelor s degree in public administration, recreation, physical education or closely related field, and a minimum of five years of progressively responsible experience in a full-time supervisory position within a community recreation department. Plans, organizes, coordinates, and manages the administrative unit of the Community Services Department; produces complex documents, including staff reports; steps in as Acting Community Services Director as needed; hires, trains, evaluates, and disciplines staff; and develops, recommends, and manages division budget. This position reports to the Community Services Director and supervises paraprofessional recreation staff and the front office unit. A bachelor s degree in public administration, recreation, finance, or closely related field, and a minimum of five years of progressively responsible experience in an analytic or recreationbased municipal organization, with two years of supervisory or lead experience.

14 PUBLIC WORKS DEPARTMENT -NOW- Public Works Director Administrative Assistant II Streets Superintendent Auto Shop Manager Maintenance Leadsperson Maintenance Leadsperson Maintenance Leadsperson Auto Mechanic II Maintenance Worker I (7.5 F/T) Auto Mechanic I

15 Planning Manager City Planner Associate Planner Assistant Planner COMMUNITY DEVELOPMENT DEPARTMENT -NOW- COMMUNITY DEVELOPMENT DIRECTOR Administrative Assistant II Administrative Assistant I Neighborhood Improvement Services Manager Building Division Manager Economic Development Manager City Engineer NIS Officer Plan Check Engineer Senior Civil Engineer Building Inspector Associate Civil Engineer Permit Technician

16 Administrative Assistant I (1 F/T) Administrative Assistant I (1 P/T) Administrative Assistant I (1 P/T) PARKS & RECREATION DEPARTMENT -NOW- Parks and Recreation Director 3 F/T Park Manager Assistant Director Park Maintenance Leadsperson Recreation Supervisor Maintenance Worker I Park Maintenance Worker II (3 F/T) Recreation Supervisor Groundsworker II (2 F/T) Park Maintenance Worker I (5 P/T) Recreation Coordinator