HomeMy WebLinkAbout24 - Staffing Changes in Community Development Dept and City Manager's DeptCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 24
January 25, 2011
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Dave Kiff, City Manager
949- 644 -3000, dkiff(a_newportbeachca.gov
Terri L. Cassidy J.D., Human Resources Director
949 - 644 -3303, tcassidy(a)newportbeachca.gov
SUBJECT: Request Approval for Organizational and Staffing Changes in
Community Development Department and City Manager's Office
RECOMMENDATION:
Review and approve proposed staffing and organizational changes for the Community
Development Department and City Manager's Office.
DISCUSSION:
Beginning in January 2010, when 52 employees retired under the Early Retirement
Incentive Program (ERIP), significant changes have occurred organization -wide. At City
Council direction, City management has restructured programs, staff, , and services to
create efficiencies and reduce expenses wherever feasible in the short term. In the past
twelve months alone, the City has contracted for some street sweeping services,
converted one Fire safety position to a civilian position, redistributed job duties among
staff, reassigned an entire division to another department (Utilities to General Services),
resulting in a more efficient, streamlined organization. The right sizing process .
continues in this item to City Council with the creation of a Community Development
Department, formerly separate Building and Planning, and reassignment of all
information technology services to the City Manager's Office.
Community Development Department
In October 2010, Joel Fick, former Deputy City Manager and Planning Director with the
_ City of Anaheim, was appointed as Interim Community Development. Director to oversee
operations and activities of both Planning and Building, and assist with the creation of a
comprehensive department under one development services umbrella. This newly
established Community Development Department provides the full range of programs
and services previously provided separately; including current, advance, and
environmental planning, building safety and inspection, plan check/permit services,
code enforcement and economic development.
Staffing and Organizational Changes
January 25, 2011
Page 2
These changes require realigning the management reporting relationships through
elimination of one department director position, streamlining administration functions,
and eliminating duplicate services. The department will be led by the Community
Development Director, and reporting to the Director will be management positions with
oversight responsibility for the following functions: Planning, Building, Code
Enforcement, and Systems and Administration. Recommended job titles and
distribution of departmental functions are reflected on the attached organizational chart
(Attachment A).
Communitv Development Director
Working closely with the City Manager, City Council, Planning Commission and other
community and City groups, the Director administers and oversees the City's land use
and building development activities. Attached for the City Council's consideration is the
job description of the proposed Community Development Director position (Attachment
B). The proposed salary range of $11,906 - $14,509 per month ensures equity within
the City's established compensation system and comparability within the labor market.
Staff believes the salary range will attract a broad range of qualified applicants for the
City Manager to select from.
Deputy Communitv Development Director
The Deputy Community Development Director will lead the Planning Division and
oversee and direct all activities associated with advanced, current and environmental
planning, zoning, and economic development, and will manage significant development
projects. It is recommended the Deputy Community Development Director be placed in
the Key & Management group with a salary range of $9,944 - $12,088 per month.
Building Manager
The Building Manager is responsible for managing all programs and activities of the
Building Division and functions as the City's Chief Building Official. Divisional areas of
assignment include plan checking services, building inspections, customer service, and
the permit counter. It is recommended the position be placed in the Key & Management
group with a salary rage of $9,710 - $11,791 per month.
Systems and Administration Manager
The Systems and Administration Manager is responsible for oversight of Community
Development Department information technology systems and processes, including
graphic information systems (GIS), database management, and permit tracking, budget
administration, records management, purchasing /contract coordination, personnel and
general administration. It is recommended the position be placed in the Key and
Management group with a salary range of $7,642 - $9,290 per month.
Staffing and Organizational Changes
January 25, 2011
Page 3
Code Enforcement Supervisor
The Code Enforcement Supervisor is responsible for coordinating all code enforcement
staff and activities within the Community Development Department, including zoning,
building and safety, noise, illegal dwelling, conditional use permit, and business
regulation issues. It is recommended the position be placed in the Professional and
Technical Employees Association with a salary range of $5,896 - $8,297 per month.
Additional Changes
Additional changes in the Community Development Department (CDD) are
recommended, including:
• The reassignment of one analyst level position from another department to
Community Development to increase the CDD's analytical and budget
capacity; and
• Contract out economic development services. In coming months, it is
anticipated the City will issue a request for proposal (RFP) for a private
contractor to provide economic development services, eliminating the City
positions that staff that function.
Additional contracting out of some CDD functions may be warranted and /or necessary,
especially where the private sector can provide a variety of competent, qualified
vendors for these services.
The recommendations listed above establishing the organizational configuration of the
Community Development Department do not require any additional positions.
Restructuring can be achieved through promotion of current staff and reallocation of
vacant positions to new classifications. As the City continues to face financial
challenges, administrative and management staff will assess services and
organizational assignments in the Community Development Department and take the
necessary steps to create efficiencies and deliver services in the most cost effective
manner.
City Manager's Office — City -wide Information Technology Function
In September 2010, divisions within the City Manager's Office were reassigned to other
departments to better align program objectives with departmental objectives. Harbor
Resources and Water Quality were reassigned to the Public Works Department,
Tidepool Services reports to Recreation and Senior Services, and Code Enforcement is
now assigned to Planning. This allows the City Manager's staff to now focus solely on
administrative oversight of city -wide functions.
Staffing and Organizational Changes
January 25, 2011
Page 4
Currently, the City's information technology is distributed among several departments
throughout the City. The Information Services Division within Administrative Services is
responsible for oversight of the many of the City's applications, operations and
telecommunication services; information services staff in the Police Department oversee
the City's dispatch, communication, networking and applications activities; the Fire
Information Systems Administrator in the Fire Department coordinates all Fire
Department information technology activities, while the Library Information Services
Administrator provides similar functions for the Library. This decentralized approach
toward information technology management may not be the most effective method for
promoting global solutions to meet the City's information technology needs.
In order to be most efficient, become forward thinking, and to promote greater
information technology solutions for the City's business processes and programs, we
recommend that the City consolidate information technology activities under one
division within the City Manager's Office. This is a recommendation consistent with
those put forth by the Citizens Technology Task Force in 2010.
As proposed, the division will be led by the Business Improvement and Technology
Manager, who will be responsible for management of all information technology
functions, creating and administering the City's long -term information technology needs,
and recommending business process and work flow solutions. All positions currently
assigned to other departments would be reassigned to the Business Improvement and
Technology Manager, as reflected on the proposed organizational chart (Attachment C).
It is anticipated consolidation of city -wide information technology functions would not
happen immediately, but will be completed on or about July 1, 2011, after the Business
and Information Technology Manager position is filled.
The Business and Information Technology Manager position would replace the previous
Information Technology Manager (vacant) position, with a new salary range of $10,788 -
$13,142 per month. The proposed salary is based on assessment of the labor market,
as well as the City's existing compensation structure, and ensures both internal equity
and market competitiveness. This technical field remains highly competitive and strong
in both the private and public sectors.
Under the provisions of the Meyers - Milias -Brown Act, Government Code Section 3500,
if the City Council approves the foregoing recommendations, Human Resources will
take the necessary steps to meet with appropriate bargaining unit representatives
regarding the impacts of the changes. Final implementation will occur after completion
of that process, but as soon as practicable.
Public Notice:
Public notice was fulfilled with the posting of the agenda and report for this item.
Staffing and Organizational Changes
January 25, 2011
Page 5
Fiscal Impact:
The proposed organizational and staffing changes will create efficiencies and improve
services, which will be achieved at no added cost to the City. With consolidation of
Building and Planning and elimination of one director level position, it is anticipated the
City will realize approximately $180,000 in savings going forward.
Submitted by:
Dave Kiff, City Manager
,
Terri L. Cassidy, HR Director
Attachments: A — Community Development Department Organization Chart
B — Community Development Director Job Description
C — Information Technology Division Organization Chart
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Community Development Department Organizational
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ATTACHMENT B
CITY OF NEWPORT BEACH
COMMUNITY DEVELOPMENT DIRECTOR
DEFINITION: With administrative direction from the City Manager's office: leads the
operations and activities of a comprehensive community development department;
directs and administers the land use and building development activities of the City,
which includes current, advance and environmental planning, zoning, building safety
and inspection, plan checking /permit services, code enforcement, and economic
development; coordinates assigned activities with other City departments, officials,
outside agencies, and the public; and provides highly responsible and professional staff
assistance to the City Manager and City Council.
SUPERVISION RECEIVED AND EXERCISED: Receives general administrative
direction from the City Manager and /or Assistant City Manager. Exercises general
supervision over the entire Community Development Department and direct supervision
over managerial, professional, technical, and administrative staff.
CLASSIFICATION CHARACTERISTICS: The Community Development Director
exercises independent judgment and innovation in establishing and administering all
Community Development Department operations, consistent with the City Manager's
expectations and with concern for the entire organization.
EXAMPLES OF ESSENTIAL DUTIES: Duties may include, but are not limited to, the
following:
Essential Job Duties
Administers the overall operation of a comprehensive community development
department, including current, advanced and environmental planning, building
safety and inspection, plan checking /permit services, code enforcement, and
economic development; oversees all hiring, personnel administration, office
operations, budgeting, and community relations; serves as a member of the City's
Executive Management Team;
Plans, organizes, selects and supervises the work of departmental staff; motivates,
evaluates and corrects staff performance; establishes accountability throughout the
department; promotes employee development through staff training and succession
planning; ensures consistent application of City personnel policies and employee
agreements;
Directs professional staff in the review, analysis, and assessment of development
proposals pursuant to processing applications for zoning permits; develops and
presents recommendations on a variety of permits, maps, ordinances, zone
changes, and applications;
II
Community Development Director City of Newport Beach
Page 2
• Administers Community Development Department budget; participates in the
forecast of revenue, expenses and additional funds needed; guides subordinate
managers in developing and administering fiscally responsible budgets; carries out
departmental functions in the most cost effective ways;
Administers enforcement of land use and building codes and prepares proposed
code revisions as necessary; conducts a variety of organizational and operational
reports, studies and investigations; recommends modifications to programs,
policies and procedures as appropriate;
• Participates in and makes presentations to Planning Commission, City Council and
a variety of boards and commissions; resolves issues raised by City Council or
Planning Commission members, community groups, employee associations, and
the public; advocates the City's position in negotiations with various regulatory
agencies;
Develops, revises, and administers the City's comprehensive General Plan;
provides General Plan and code interpretation and analysis as needed; meets with
developers, engineers, property owners, community groups, contractors and other
individuals or groups to discuss concerns of development proposals; oversees
discussions and agreements regarding environmental, rights -of -way, and open
space easement issues;
Oversees the development of consultant requests for proposals for professional
services; evaluates proposals and recommends project award; administers
contracts;
• Consults with and advises the City Manager, Assistant City Manager, Planning
Commission, and other City officials regarding development and administration of
plans, policies, and regulations relating to urban land use, building development
and related activities within the City;
Participates in Citywide strategic planning; develops short-term and long -range
goals, objectives, policies and priorities for department programs and services;
analyzes community needs; develops and monitors department standards and
service levels; allocates staff and resources according to the City's mission and
City Council priorities;
• Ensures all departmental services are provided to the public in a timely and
customer- oriented manner;
• Represents the department to other City departments and outside agencies;
explains and interprets departmental programs, policies, and activities; participates
in professional and public meetings and organizations; and
III
Community Development Director
Page 3
• Performs related duties as assigned.
City of Newport Beach
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform
each essential function. The requirements listed below are representative of the knowledge,
skill, and /or ability required.
Knowledge of:
Principles and practices of organizational change and leadership;
Principles and techniques of municipal budgeting, cost allocation planning, and
fiscal oversight and administration;
Advanced principles and practices of municipal planning, building and
construction regulations, development and zoning;
Applicable Federal, State and local laws, ordinances, codes and regulations; and
Modern administrative practices, procedures, methods and equipment, including
the use and application of emerging software technology.
Ability to:
Effectively direct, plan and organize the activities of a comprehensive citywide
community development program, including planning, building and safety,
economic development, plan checking, and code enforcement;
Adhere to the principles of fiscal responsibility in administering a departmental
budget;
Select, promote, and motivate a complex and diverse work force;
Effectively supervise subordinate staff and advocate a strong evaluation tool for
personnel management, that includes measureable goals and clear performance
standards;
Promote collaboration, team -based work, and innovation at all levels of the
organization;
Develop and administer sound departmental policies and procedures;
Effectively and persuasively communicate, both orally and in writing;
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Community Development Director City of Newport Beach
Page 4
Critically analyze problems, identify alternative solutions, and implement
recommendations in support of goals;
Develop and maintain effective relationships with community groups, business
groups and professional organizations;
Stay abreast of new trends, innovations, standards and guidelines in the fields of
municipal and urban planning, economic development, and building & safety
services and programs;
Understand the needs of a. tourism -based community and its impact on
community development and planning; and
Maintain cooperative working relationships with those contacted in the course of
work.
EXPERIENCE AND TRAINING: A combination of experience and training that would
likely provide the required knowledge and abilities may be qualifying. A typical way to
obtain the knowledge and abilities would be:
Experience: Seven years of increasingly responsible municipal planning and
community development experience or comparable, including at least three years
of responsible administrative and management experience is required.
Training: Equivalent to completion of a Bachelor's degree in planning, public
administration, civil engineering, or a related field. A Master's degree in planning,
public administration or a related field is desirable.
LICENSE OR CERTIFICATE:
Possession of, or ability to obtain, a valid and appropriate California driver's license is
required.
Key and Management Group — Executive Management !
Established: 1/25/2011
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