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5.2. FSTFSR 06-06-2012 City of Elk MEMORANDUM River Fire Department TO: Fire Service Task Force FROM: T. John Cunningham, Fire Chief DATE: June 5, 2012 SUBJECT: Item 5.2— Update on citywide reorganization At the May 21, 2012,Work Session of the City Council, city administrator Cal Portner presented the updated citywide organizational chart. One of the changes to the city's organizational structure will be moving Building Safety and Code Inspection Divisions to the Fire Department. Under this arrangement,the building official and the code enforcement official will report to the fire chief. Today, our departments/divisions already enjoy a great working relationship and I see this only becoming stronger as we look to the future. Fire Department full-time and on-call staff have been made aware of the changes. I have included this on the agenda as a discussion topic for the purpose of updating the Task Force, as a whole, to the changes. As we are beginning to look at the Fire Department's organizational structure,it is important for us, as a group,to consider the many facets that make up the organization,now and in the future. Staff is working on creating transition teams to work through logistical items relating to the organizational changes. Attached is a copy of the May 21, 2012,Request for Action memorandum including updated organizational charts. 'TOWERED 11 1 • REQUEST FOR ACTION River TO ITEM NUMBER Mayor and City Council 10.2 AGENDA SECTION MEETING DATE PREPARED BY Work Session May 21,2012 Cal Fortner,City Administrator ITEM DESCRIPTION REVIEWED By Discuss Organizational Structure REVIEWED BY ACTION REOUESTED 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. PIVEIEI H:\My Documents\Orgchartme mo.doc I ] NATURE With regard to the proposed departmental structure reorganization,I request 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 FIR 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 dose 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\Orgchartmano.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 H:\My Documents\Orgchvtmcno.doc Senior Management Team City Administrator 1 I 1 1 1 1 Community Ow. Park and Finance Director Police Chief Fire Chief City Clerk and mu Director Recreation Director Deputy Director Administration City Ad n nutrato� I 1 I Depanme:.!IIM amts HR fleprp5entaiNE tsa I I Lz .t eAC ' jRet an* 12PT} Senior Management Team City Administrator 1 1 l 1 I I Community,Oos Park and y Finance Director Police Chief Fire Chief City Clerk mumt eCtor Recreation and Der, Director —.Deputy Director Administration Qty a&nm:nrafor I I nrgarenem❑ee¢oes Gry Qerc HR Represente ve 15} I 1 I I I I rat 1 CCeen 4A'� nanIta c 1 Qwpvry Op k?F ec Sen j A+$ .in 4 aliec :etfetaR'!ReCLp.�nnm Cam C 'at' Ca iC Castro pT Ccr_+taivin! Scereia y Asiisrarsa �2pT) lam' Community Operations and Development #1 Director Senior Administrative Assistant 1 I I I Planning Economic Environmental Development Deputy Director Manager Director Services L 1 I I Planning Intern Engineering Chief WWTP Street Operater Superintendent LEngineering Technician II Community Operations and Development#2 Director Senior Administrative Assistant I I I 1 Engineering Chief WWTP Deputy Director Street Operator Superintendent I _ I r Economic Environmental Planning Develoment Services Director LPlanning Intern Fire Department Fire Chief Administrative Assistant(PT) I I 1 Assistant Chief(PT Fire Prevention Code Enforcement Building Official On-Call) Specialist Official I I I I I Mechanical Permit Technician Fire Marshal Inspector Inspector(2} {S.6 FTE} Finance Finance Director I i p I 1 Liquor Assistant Finance Building IT Manager Operations Accountant Manager Director Maintenance L Accounting Clerk Payroll (PT) Parks and Recreation Director t I I I l Ice Arena Pinewood Golf Recreation Park Park Planner/ Manager Course Manager Maintenance Visual Arts Supervisor Recreation Coordinator Recreation Administrative Coordinator Senior Center Manager