10.2. SR 05-21-2012REQUEST FOR ACTION
TO ITEM NUMBER
Ma or and Ci Council 10.2
AGENDA SECTION MEETING DATE PREPARED BY
Work Session Ma 21, 2012 Cal Portner, Ci Administrator
ITEM DESCRIPTION REVIEWED By
Discuss Organizational Structure
REVIEWED BY
ACTION REQUESTED
Review and provide feedback on proposed organizational structure.
BACKGROUND/DISCUSSION
Current Status
During the final budget meeting, the council adopted a budget with a number of unfunded staffing
vacancies. The council did budget a General Fund Contingency line item with $191,550 to use for
funding following a review of staffing needs by the city administrator and following a discussion and
approval by the council.
From the staffing contingency, $33,000 was allocated to fulfill three staffing requests:
1) Moving a recreation department office assistant position from temporary to regular part time
2) Adding four hours per week to an existing part-time recreation office assistant
3) Clarifying the role of the Interim Street Maintenance Superintendent
After the changes were made, $158,550 remains of the staff contingency funds.
The existing staffing structure has vacancies in the following positions:
1) Community Development Director
2) Public Works Director
3) Engineering Technician
4) Environmental Services Technician
5) Senior Planner
Staff has identified a number of other areas where help is needed including the following:
1) Human Resources Assistant
2) Communications Coordinator
Position Requests
Following a review of city operations and consideration of the skills, strengths, and potential growth of
existing staff there are a number positions we need to improve the span of control, to improve workload
prioritization, enhance department-level and organizational strategic planning, and improve
accountability for services and operations.
Pox~~~a er
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With regard to the proposed departmental structure reorganization, Irequest to recruit and fill the
following positions with funding from the council-approved contingency:
1) Director of Operations and Development
2) Deputy Director of Operations and Development
3) Engineering Technician II
4) Planning Intern
Organizational Structure Changes
The changes to the original organizational create a hybrid department and a movement of a few existing
activities to new areas. My proposal is to go to market to fill each of the positions as available, although I
have confidence that there may be some opportunities for staff growth and enhancement. The structure
changes are as follows:
1) Create hybrid department consisting of public works and community development with a
director and a promoted manager with broader supervisory and strategic planning
responsibilities.
a. Planning
b. EDA
c. Environmental
d. Waste water
e. Engineering
f. Street Maintenance
2) Move Building Safety and Code Inspections Divisions to the Fire Department
3) Move Building Services under the Finance Department
4) Move Payroll under the Finance Department
5) Coordinate all communications functions under the City Clerk
a. Transition Park & Rec Marketing Coordinator to Communications Coordinator
b. Transition Planner/Park Planner to visual communications and support role
c. Decrease Assistant ED Director communication role to refocus on economic
development
6) Reallocate excess payroll hours to assist with HR when timekeeping software is implemented
7) Reallocate administration office assistant hours to HR as needed
Staffing Impact
The structure changes include new hires as well as reallocations of existing positions. Recognizing limited
funding, a need for a tighter span of supervision and management, and limited new development activity,
the hybrid department maintains the current close working relationship that the staff currently has. I
propose to go to market for the director position. I would expect to have internal candidates interested
in the position. Because development and operations are typically differing disciplines, the deputy
position would complement the director, exhibiting skills, training and experiences in the areas that the
director may not hold.
The division staff moves improve span of control and provide an opportunity to gain more bang for buck
in the areas of safety/inspections and communications.
I foresee a need to review and update some job descriptions and have them evaluated for potential grade
changes. I propose to begin the transition on a trial basis with the understanding that pay grades be
H:\My Documents\Orgchartmemo.doc
maintained for reallocated positions until the next budget cycle, allowing more time to evaluate the
responsibilities over an orientation period, providing the evaluations merit grade adjustments.
The Environmental Division will likely undergo further changes as the new storm water permit is
finalized. We will bring further division changes to the Council as the storm water utility fee and
requirements are developed.
No existing staff is eliminated in this reorganization plan.
FINANCIAL IMPACT
The City Council allocated funding in the 2012 budget for approved staff additions following
organizational review.
ATTACHMENTS
^ Organization Charts
Action Motion by Second by Vote
Follow Up
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Community Operations and Development #1.
Community Operations and Development #2
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Fire Department
Finance
Parks and Recreation