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HomeMy WebLinkAbout03 - City Administrative Dept Restructuring & RenamingF 1 • �, � ,� It ^t� ICI � 1 � � ' � 1 'r pp Agenda Item No. 3 June 14, 2011 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: City Manager's Office Dave Kiff, City Manager 949 - 644 -3002, dkiff @newportbeachca.gov PREPARED BY: Tara Finnigan APPROVED:. d tvyt v TITLE: City Administrative Department Restructuring and Renaming ABSTRACT: The NB Municipal Code identifies the departments within the City organization. This agenda item would amend the NBMC to include the recent restructuring and renaming of certain City departments. RECOMMENDATION: Introduce Ordinance No. 2011 - — amending Chapter 2.12 of the Title 2 of the Newport Beach Municipal Code pertaining to administrative departments and organization of the City and pass to a second reading on June 28, 2011. FUNDING REQUIREMENTS: There is no fiscal impact related to this item. DISCUSSION: The City Manager's Office and executive management team analyzed the work flow, staffing and costs for a number of City services. The goal was to identify what, if any, changes were needed to best absorb citywide budget reductions while also structuring the organization to remain effective and fiscally sound into the future. The planning effort also focused on further increasing the efficiency of services provided and on streamlining customer service. This resulted in a number of organizational changes related to how City departments are structured, the responsibilities of each department, and even what certain departments are named to best reflect the services provided. Examples of these changes include: City Administrative Department Restructuring and Renaming June 14, 2011 Page 2 1. The Utilities Department and the General Services Department have been combined into one department. The new department, named Municipal Operations, enables the sharing of facilities, equipment and resources, and in certain areas, allows for the cross training of personnel. 2. The Building Department and the Planning Department have been combined to form the Community Development Department. This new departmental organization improves internal communication and project coordination and has already improved customer service. 3. In July 2012, the Administrative Services Department will be renamed the Finance Department to more accurately reflect the services provided. This department now focuses solely on the financial affairs of the City including budget preparation, revenue billing and collection, payroll, accounting, audits, treasury and investments. The Information Technology Division was transferred into the City Manager's Office. Ordinance 2011- _ (Attachment A) includes these and other proposed changes to Chapter 2.12 of the Newport Beach Municipal Code. ENVIRONMENTAL REVIEW: This action is not subject to the California Environmental Quality Act ( "CEQX) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). Submitted by " -4 �LAn Dave Kiff City Manager Attachment A Ordinance — proposed changes Attachment Ordinance — clean version 0 Attachment A ORDINANCE NO. 2011- AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF NEWPORT BEACH AMENDING CHAPTER 2.12 OF TITLE 2 OF THE NEWPORT BEACH MUNICIPAL CODE, PERTAINING TO ADMINISTRATIVE DEPARTMENTS AND ORGANIZATION OF THE CITY The City Council of the City of Newport Beach ordain as follows: SECTION 1: Chapter 2.12 of the Newport Beach Municipal Code is hereby amended, in full, to read as follows: Chapter 2.12 ADMINISTRATIVE DEPARTMENTS* Sections: 2.12.010 Departments Designated. 2.12.020 Authority of City Manager. 2.12.030 AdMiRistFative Sewiees Community_Develooment Denartment.€in2RPR ��y�eveior�t�epa� - 2.12.040 A iRistr-a#ve- SeFViGes9epa ;,e-nT 22 ,- 50 Finance Department. 2.12.050 Fire Department. 2.12.060 MYRiGipal Qper"+^n. Department. Human Resources Department 2.12.070 Library Services Department ReGFeatieR 4na SeRiGF Sew;ces Departme 2.12.080 ' ibFaFy SeWiGe° Depai4m n+ Municipal Operations Department. 2.12.090 u F „ Res FGes Depa+., eR Police Department 2.12.100 Public Works Department. 2.12.110 Pelise- Bepamtmeat. Recreation and Senior Services Department. Utilities division —See Chapter 14.04. Traffic division —See Chapter 2.32. Health department duties —See Title 6. 2.12.010 Departments Designated. 3 The administrative service of the City is divided into the following departments: Community Development Department Finance Department Adr�iaistrativs }S�is- es�pa�trr�nt Fire Department Human Resources Department Library Services Department Municipal Operations Department flee - read© a e +€ Ser�ca€es E�r:p erA Police Department Public Works Department Recreation and Senior Services fieap . rtment 2.12.020 Authority of City Manager. All department_ head directors, except the City Attorney and the City Clerk, shall be subject to the administrative authority and direction of the City Manager. NOTE: REORDER AND RENUMBER AS FOLLOWS: 2.12.839 -040 Community Development Department. The Community Development Department shall be under the supervision of the Community Development Director. The term 'Planning Director' or "Building Director" as found in the Newport Beach Municipal Code, or in any contract or agreement to which the City is a party, shall be deemed hereafter to refer to the Community Development Director. The functions of the Community Development Department shall include: A. Administration and enforcement of the provisions of this Code relating to planning, zoning and subdivisions, nuisance abatement and code enforcement, and advising and assisting the Planning Commission in such administration vested in that Commission; y B. Administration and enforcement of the building, electrical, plumbing and mechanical codes, including grading and swimming pool regulations; C. Administration and enforcement of State regulations governing energy conservation and sound transmission; D. Preparation and presentation of reports to the City Council and the Planning Commission on various aspects of City planning; E. Preparation and maintenance of the General Plan; F. Advising the public on building, zoning and planning matters; G. Receipt and processing of subdivision maps; and H. Such other functions as may be delegated by the City Manager or the City Council. 2.12.040 -030 Adman- istrat;ve Seryk;es Finance Department. The AdmiRistrat` e SeNoGe° Finance Department shall be under the supervision of the Adroiaistrativp SP.P4cos Dirpetor Finance Director, who shall have charge of financial affairs of the City. The term "Administrative Services Director" as found in the Newport Beach Municipal Code, or in any contract or agreement to which the City is a party, shall be deemed hereafter to refer to the Finance Director. The functions of the AdMi iStrative Sew+ses- Finance Department, in addition to those duties imposed by the City Charter; shall include: A. Enforcement of the City's business license and transient occian_ancy tax regulations; B. Management of the City's finances financial statements, audits, revenue collection & billing financial management system, budget, payroll, accounting, cashiering treasury and investments; B.C. Purchase of supplies, equipment, training, and services used by City departments; 6:D. Disposal of obsolete and surplus City property; Imm - _ _ _ _ tastrriraarntirrrrsrm PFay'de seRtFalize.d City FRaRagemeRt 'nfermatinn GeR €-F. Management of the City's parking program, including meters and lots; and 1=G. Such other functions as may be delegated by the City Manager or the City Council. 2.12.050 Fire Department. The Fire Department shall be under the supervision of the Fire Chief. The term "Marine Director" as used in this Code shall be deemed hereafter to refer to the Fire Chief. The functions of the Fire Department shall include: A. Administration a. Ensure fulfillment of the fire department mission through planning preparation designation of funding, and securing of equipment and materials required to support personnel, operations, and programs. B. Prevention a. Identify and prevent hazards to life, health, property and the environment. b. Apply and enforce California state laws and local ordinances. c. Plan and prepare citv staff and residents to address potential disasters. C. Operations a. Respond to and mitigate all threats to life, health, property and the environment. b. Provide training and education to support expertise and safe operations. c. Monitor for quality assurance. D. Lifeguards a. Respond to and mitigate all threats to life and health on City beaches and waterways. b. Provide training and education to support expertise and safe operations. 0 c. Plan and prepare residents to assist emergency responders through community preparedness programs. E. Collaborate with the Orange County Harbor Patrol and /or the US Coast Guard to prevent and /or respond to accidents of a marine nature within the City limits of contiguous unincorporated territory under County contractual agreements; F. Such other functions as maybe delegated by the City Manager or the City Council. A. The eyAin ishment of c+r n+ Fal hn.nh and other types of fi Fe :e- .. rTliT. 1tP. S3tf J.T.S7ZTS7�G167�7T- 1^.T -T.St W -r FIT e e _� _ _ 2.12.060 -080 Municipal Operations Department. The Municipal Operations Department shall be under the supervision of the Municipal Operations Director. The functions of the Municipal Operations Department shall include: A. Street and beach cleaning; B. Refuse and garbage collection and disposal; 7 C. Maintenance and repair of streets, alleys, curbs, sidewalks, storm drains, bridges, piers, bulkheads and floats; D. Maintenance and repair of City equipment; E. Maintenance and operation of the City water system; F. Maintenance and operation of the City sewer system; H. Street striping, barricade, curb, crosswalk, parking stall, and pavement painting; I. Street name, and regulation sign posting maintenance; J. Custodial maintenance and minor repair services for City -owned and occupied buildings and facilities; K. Landscaping and maintenance of City parks, parkway trees, and planted areas on City -owned property, easements and rights -of -way; L. Maintenance and operation of City street lighting system and the maintenance of electrical equipment in City buildings; K and M. Management of the City's oil and gas operations; and L —.N. Such other functions as may be delegated by the City Manager or the City Council. 2.12.07-8110 Recreation and Senior Services Department The Recreation and Senior Services Department shall be under the supervision of the Recreation and Senior Services Director. The functions of the Recreation and Senior Services Department shall include: NA A. Advise and liaison to the Parks, Beaches and Recreation Commission; B. Planning coordination and direction of community recreational activities; C. Operation and control of all parks -aad. recreation and senior services s facilities over which the City exercises jurisdiction; D. Master planning for the acquisition and development of park and recreational facilities; and E. Such other functions as may be delegated by the City Manager or the City Council. 2.12.089070 Library Services Department The Library Services Department shall be under the supervision Library Services Director / City Librarian. The functions of the Library Services Department shall include: A. Advise the Board of Library Trustees; B. Advise the City Arts Commission; C. Operation and management of the City's libraries, including selection, organization and dissemination of materials in all formats — print, multi -media and electronic publishing; D. Operation of the City's literacy program; D -E. Planning coordination and direction of community cultural activities; and F.F. Such other functions as may be delegated by the City Manager or the City Council. 2.12.899060 Human Resources Department The Human Resources Department shall be under the supervision of the Human Resources Director. The functions of the Human Resources Department shall include: A. Establishment and maintenance of the City's personnel policies, employee classifications and compensation policies and other conditions of employment to assist the City Manager in carrying out the provisions of Chapter 2.24 and 2.28 of this Code; B. Advice and liaison to the Civil Service Board; = Cib, Affmrnmu B-QJR GGRsuitatieFl Wi ..,7-pFGvmdeProvide risk management services; and C-.D.Such other functions as may be delegated by the City Manager or the City Council. 2.12.100 Public Works Department. The Public Works Department shall be under the supervision of the Public Works Director who shall also be the City Engineer Pro Tern and the Superintendent of Streets. The functions of the Public Works Department shall include: A. Planning, installation, design, preparation, review and approval of plans, specifications and working details, operations and maintenance, and administration of contracts for the construction of public works, including streets, storm drains, water quality, sewers, water, harbors, street lighting, traffic signals and other public facilities; B. Right-of-way acquisition; IC. Subdivision engineering and development services; D. Traffic engineering services; E. Engineering services for other City departments; I G -F. Engineering planning for water, sewer and electrical systems; G. Water quality inspections and reporting as required by law; H. Activities over and management of the City's tidelands assets in Upper and Lower Newport Bay; and I. Such other functions as maybe delegated by the City Manager or the City Council. 2.12.418 -090 Police Department. The Police Department shall be under the supervision of the Police Chief. The Police Department may have only such sworn, reserve and civilian personnel as the City Council shall authorize. The functions of the Police Department shall include: A. Prevention, repression and investigation of crime; B. Apprehension of offenders; C. Recovery of property; D. Traffic law enforcement and parking control; E. Animal control; F. Dispatch; 1=G. Custody of lost, stolen, recovered property; and G-H. Such other functions as may be delegated by the City Manager or the City Council. SECTION 2: If any section, subsection, sentence, clause or phrase of this ordinance is, for any reason, held to be invalid or unconstitutional, such decision shall not affect the validity or constitutionality of the remaining portions of this ordinance. The City Council hereby declares that it would have passed this ordinance, and each section, subsection, clause or phrase hereof, irrespective of the fact that any one or more sections, subsections, sentences, clauses and phrases be declared unconstitutional. SECTION 3: The Mayor shall sign and the City Clerk shall attest to the passage of this ordinance. The City Clerk shall cause the same to be published once in the official newspaper of the City, and it shall be effective thirty (30) days after its adoption. SECTION 4: This ordinance was introduced at a regular meeting of the City Council of the City of Newport Beach, held on the _ day of 2011, and adopted on the _ day of 2011, by the following vote, to wit: AYES, COUNCILMEMBERS NOES, COUNCILMEMBERS ABSENT COUNCILMEMBERS r ATTEST: CITY CLERK APPROVED AS TO FORM: OFFICE OF THE CITY ATTORNEY L SM G DAVID R. HUNT, CITY ATTORNEY I3 Attachment B ORDINANCE NO. 2011- AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF NEWPORT BEACH AMENDING CHAPTER 2.12 OF TITLE 2 OF THE NEWPORT BEACH MUNICIPAL CODE, PERTAINING TO ADMINISTRATIVE DEPARTMENTS AND ORGANIZATION OF THE CITY The City Council of the City of Newport Beach ordain as follows: SECTION 1: Chapter 2.12 of the Newport Beach Municipal Code is hereby amended, in full, to read as follows: Chapter 2.12 ADMINISTRATIVE DEPARTMENTS* Sections: 2.12.010 Departments Designated 2.12.020 Authority of City Manager 2.12.030 Community Development Department 2.12.040 Finance Department 2.12.050 Fire Department 2.12.060 Human Resources Department 2.12.070 Library Services Department 2.12.080 Municipal Operations Department 2.12.090 Police Department 2.12.100 Public Works Department 2.12.110 Recreation and Senior Services Department Utilities division - See Chapter 14.04 Traffic division - See Chapter 2.32 Health department duties - See Title 6 2.12.010 Departments Designated. The administrative service of the City is divided into the following departments: Community Development Department LI Finance Department Fire Department Human Resources Department Library Services Department Municipal Operations Department Police Department Public Works Department Recreation and Senior Services Department 2.12.020 Authority of City Manager. All department directors, except the City Attorney and the City Clerk, shall be subject to the administrative authority and direction of the City Manager. NOTE: REORDER AND RENUMBER AS FOLLOWS: 2.12.040 Community Development Department. The Community Development Department shall be under the supervision of the Community Development Director. The term 'Planning Director" or 'Building Director' as found in the Newport Beach Municipal Code, or in any contract or agreement to which the City is a party, shall be deemed hereafter to refer to the Community Development Director. The functions of the Community Development Department shall include: A. Administration and enforcement of the provisions of this Code relating to planning, zoning and subdivisions, nuisance abatement and code enforcement, and advising and assisting the Planning Commission in such administration vested in that Commission; B. Administration and enforcement of the building, electrical, plumbing and mechanical codes, including grading and swimming pool regulations; C. Administration and enforcement of State regulations governing energy conservation and sound transmission; 15 D. Preparation and presentation of reports to the City Council and the Planning Commission on various aspects of City planning; E. Preparation and maintenance of the General Plan; F. Advising the public on building, zoning and planning matters; G. Receipt and processing of subdivision maps; and H. Such other functions as may be delegated by the City Manager or the City Council. 2.12.030 Finance Department. The Finance Department shall be under the supervision of the Finance Director, who shall have charge of financial affairs of the City. The term "Administrative Services Director" as found in the Newport Beach Municipal Code, or in any contract or agreement to which the City is a party, shall be deemed hereafter to refer to the Finance Director. The functions of the Finance Department, in addition to those duties imposed by the City Charter, shall include: A. Enforcement of the City's business license and transient occupancy tax regulations; B. Management of the City's finances, financial statements, audits, revenue collection & billing, financial management system, budget, payroll, accounting, cashiering, treasury and investments; C. Purchase of supplies, equipment, training, and services used by City departments; D. Disposal of obsolete and surplus City property; E. Management of the City's parking program, including meters and lots; and F. Such other functions as may be delegated by the City Manager or the City Council. If 2.12.050 Fire Department. The Fire Department shall be under the supervision of the Fire Chief. The term "Marine Director' as used in this Code shall be deemed hereafter to refer to the Fire Chief. The functions of the Fire Department shall include: A. Administration a. Ensure fulfillment of the fire department mission through planning, preparation, designation of funding, and securing of equipment and materials required to support personnel, operations, and programs. B. Prevention a. Identify and prevent hazards to life, health, property and the environment. b. Apply and enforce California state laws and local ordinances. c. Plan and prepare city staff and residents to address potential disasters. C. Operations a. Respond to and mitigate all threats to life, health, property and the environment. b. Provide training and education to support expertise and safe operations. c. Monitor for quality assurance. D. Lifeguards a. Respond to and mitigate all threats to life and health on City beaches and waterways. b. Provide training and education to support expertise and safe operations. c. Plan and prepare residents to assist emergency responders through community preparedness programs. E. Collaborate with the Orange County Harbor Patrol and /or the US Coast Guard to prevent and /or respond to, accidents of a marine nature within the City limits of contiguous unincorporated territory under County contractual agreements; F. Such other functions as may be delegated by the City Manager or the City Council. 2.12.080 Municipal Operations Department. The Municipal Operations Department shall be under the supervision of the Municipal Operations Director. The functions of the Municipal Operations Department shall include: N A. Street and beach cleaning; B. Refuse and garbage collection and disposal; C. Maintenance and repair of streets, alleys, curbs, sidewalks, storm drains, bridges, piers, bulkheads and floats; D. Maintenance and repair of City equipment; E. Maintenance and operation of the City water system; F. Maintenance and operation of the City sewer system; G. Signage and carpentry; H. Street striping, barricade, curb, crosswalk, parking stall, and pavement painting; I. Street name, and regulation sign posting maintenance; J. Custodial maintenance and minor repair services for City -owned and occupied buildings and facilities; K. Landscaping and maintenance of City parks, parkway trees, and planted areas on City -owned property, easements and rights -of -way; L. Maintenance and operation of City street lighting system and the maintenance of electrical equipment in City buildings; M. Management of the City's oil and gas operations; and N. Such other functions as may be delegated by the City Manager or the City Council. 2.12.110 Recreation and Senior Services Department I The Recreation and Senior Services Department shall be under the supervision of the Recreation and Senior Services Director. The functions of the Recreation and Senior Services Department shall include: A. Advise and liaison to the Parks, Beaches and Recreation Commission; B. Planning coordination and direction of community recreational activities; C. Operation and control of all parks, recreation, and senior services facilities over which the City exercises jurisdiction; D. Master planning for the acquisition and development of park and recreational facilities; and E. Such other functions as may be delegated by the City Manager or the City Council. 2.12.070 Library Services Department The Library Services Department shall be under the supervision Library Services Director / City Librarian. The functions of the Library Services Department shall include: A. Advise the Board of Library Trustees; B. Advise the City Arts Commission; C. Operation and management of the City's libraries, including selection, organization and dissemination of materials in all formats — print, multi -media and electronic publishing; D. Operation of the City's literacy program; E. Planning coordination and direction of community cultural activities; and F. Such other functions as may be delegated by the City Manager or the City Council. 2.12.060 Human Resources Department N The Human Resources Department shall be under the supervision of the Human Resources Director. The functions of the Human Resources Department shall include: A. Establishment and maintenance of the City's personnel policies, employee classifications and compensation policies and other conditions of employment to assist the City Manager in carrying out the provisions of Chapter 2.24 and 2.28 of this Code; B. Advice and liaison to the Civil Service Board; C. Provide risk management services; and D. Such other functions as may be delegated by the City Manager or the City Council. 2.92.100 Public Works Department. The Public Works Department shall be under the supervision of the Public Works Director who shall also be the City Engineer Pro Tern and the Superintendent of Streets. The functions of the Public Works Department shall include: A. Planning, installation, design, preparation, review and approval of plans, specifications and working details, operations and maintenance, and administration of contracts for the construction of public works, including streets, storm drains, water quality, sewers, water, harbors, street lighting, traffic signals and other public facilities; B. Right -of -way acquisition; C. Subdivision engineering and development services; D. Traffic engineering services; E. Engineering services for other City departments; F. Engineering planning for water, sewer and electrical systems; aO G. Water quality inspections and reporting as required by law; H. Activities over and management of the City's tidelands assets in Upper and Lower Newport Bay; and I. Such other functions as maybe delegated by the City Manager or the City Council. 2.12.090 Police Department The Police Department shall be under the supervision of the Police Chief. The Police Department may have only such sworn, reserve and civilian personnel as the City Council shall authorize. The functions of the Police Department shall include: A. Prevention, repression and investigation of crime; B. Apprehension of offenders; C. Recovery of property; D. Traffic law enforcement and parking control; E. Animal control; F. Dispatch; G. Custody of lost, stolen, recovered property; and H. Such other functions as may be delegated by the City Manager or the City Council. SECTION 2: If any section, subsection, sentence, clause or phrase of this ordinance is, for any reason, held to be invalid or unconstitutional, such decision shall not affect the validity or constitutionality of the remaining portions of this ordinance. The City Council hereby declares that it would have passed this ordinance, and each section, subsection, clause or phrase hereof, irrespective of the fact that any one or more sections, subsections, sentences, clauses and phrases be declared unconstitutional. 2 SECTION 3: The Mayor shall sign and the City Clerk shall attest to the passage of this ordinance. The City Clerk shall cause the same to be published once in the official newspaper of the City, and it shall be effective thirty (30) days after its adoption. SECTION d: This ordinance was introduced at a regular meeting of the City Council of the City of Newport Beach, held on the _ day of 2011, and adopted on the _ day of 2011; by the following vote, to wit: AYES, COUNCILMEMBERS NOES, COUNCILMEMBERS ABSENT COUNCILMEMBE MR.-We ATTEST: CITY CLERK APPROVED AS TO FORM: OFFICE OF THE CITY ATTORNEY DAVID R. HUNT, CITY ATTORNEY