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Home My WebLink About05 - Amending the Staffing Structure of (1) Position in the Public Works DepartmentQ �EwaaR� O INA >, z Cq<I FO RNP TO: FROM CITY OF NEWPORT BEACH City Council Staff Report February 27, 2018 Agenda Item No. 5 HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL Dave Kiff, City Manager - 949-644-3001, dkiff@newportbeachca.gov PREPARED BY: David Webb, Public Works Director, dawebb@newportbeachca.gov PHONE: 949-644-3330 TITLE: Adopt Resolution No. 2018 -11 Amending the Staffing Structure of (1) Position in the Public Works Department ABSTRACT: The Administrative and Finance Division within the Public Works Department is responsible for administration and financial management, legal and regulatory monitoring and compliance, contracts administration, and related activities in support of Public Works Department Operations, Maintenance and Capital Improvement Programs. To provide necessary and appropriate management and fiscal oversight, a minor staffing adjustment to one existing position is being requested through a resolution amending the staffing structure in Public Works by eliminating one Management Assistant position and creating one Administrative Analyst position. RECOMMENDATION: a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; b) Change the staffing structure in Public Works Department by eliminating one (1) Management Assistant position and adding one (1) Administrative Analyst position; and c) Adopt Resolution No. 2018-11, A Resolution of the City Council of the City of Newport Beach, California, Amending the Staffing Structure in the Public Works Department. 5-1 Adopt Resolution No. 2018 -11 Amending the Staffing Structure of (1) Position in the Public Works Department February 27, 2018 Page 2 FUNDING REQUIREMENTS: There is no supplemental budget request related to this item. The proposed change is estimated to cost $3,200 for the remainder of FY17-18. However, no additional funding is required as there are sufficient salary savings in the current budget to accommodate the change. DISCUSSION: Public Works Department staffing includes one Management Assistant position in the Administration and Finance Division to support contracts administration, procurement, and budget development and implementation. The incumbent has been instrumental in developing new procedures and streamlining the approval and review process for contracts and financial data in the City's recently implemented Enterprise Resource Planning (ERP) system. The Management Assistant conducts complex research and analysis, and provides advanced project administration for the department. As a result, many of the programs and services within the Administration and Finance Division operate more efficiently. Additionally, the Management Assistant performed key administrative duties related to start up and implementation of the newly created Harbor Operations division in 2017. In order to maintain the same necessary level of service and continue to assign these duties to the positon, it is recommended the staffing structure in Public Works be amended. To accomplish this, one Management Assistant position within the Public Works Department's staffing structure would be eliminated and one Administrative Analyst position would be added. The Administrative Analyst classification is included in the Key & Management group. If approved, the position would be reassigned from the Professional and Technical Employees Association to Key & Management. Staff in the Human Resources Department studied this structure change and concurs with the recommendation. Also, Human Resources staff discussed the item with representatives from the Professional and Technical Employees Association and they concur with the recommendation. If approved by the City Council, staff will work with the appropriate departments to implement the change upon effect. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) 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. 5-2 Adopt Resolution No. 2018 -11 Amending the Staffing Structure of (1) Position in the Public Works Department February 27, 2018 Page 3 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). ATTACHMENT: Attachment A - Resolution No. 2018-11 5-3 ATTACHMENT A RESOLUTION NO. 2018- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NEWPORT BEACH, CALIFORNIA, AMENDING THE STAFFING STRUCTURE IN THE PUBLIC WORKS DEPARTMENT WHEREAS, City of Newport Beach ("City") Charter Section 601 requires the City Council to provide the number, titles, qualifications, powers, duties and compensation of all officers and employees; WHEREAS, the City's Public Works Department staffing structure includes one (1) Management Assistant position assigned to the Department's Administration Division and, due to changing operational needs, a staffing change is proposed; WHEREAS, the Management Assistant incumbent has recently assumed additional duties consistent with those performed by an Administrative Analyst; WHEREAS, the proposed staffing change eliminates one (1) Management Assistant position and adds one (1) Administrative Analyst position to the Public Works Department's Administrative Division; and WHEREAS, the Administrative Analyst classification and salary range were established through adoption of Resolution No. 2016-13, the Key & Management Compensation Plan. NOW, THEREFORE, the City Council of the City of Newport Beach resolves as follows: Section 1: One (1) Management Assistant position assigned to the Public Works Department shall be eliminated and one (1) Administrative Analyst position shall be added to the Public Works Department staffing structure. Section 2: The recitals provided in this resolution are true and correct and are incorporated into the operative part of this resolution. Any previously adopted resolution, or portion thereof, in conflict with the provisions of this resolution is hereby repealed to the extent it conflicts. Section 3: If any section, subsection, sentence, clause or phrase of this resolution 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 resolution. The City Council hereby declares that it would have passed this resolution, and each section, 5-4 Resolution No. 2018 - Page 2 of 2 subsection, sentence, clause or phrase hereof, irrespective of the fact that any one or more sections, subsections, sentences, clauses or phrases be declared invalid or unconstitutional. Section 4: The City Council finds the adoption of this resolution is not subject to the California Environmental Quality Act ("CEQA") 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. Section 5: This resolution shall take effect immediately upon its adoption by the City Council, and the City Clerk shall certify the vote adopting the resolution. ADOPTED this 27th day of February, 2018. Marshall "Duffy" Duffield Mayor ATTEST: Leilani I. Brown City Clerk APPROVED AS TO FORM: CITY ATTORNEY'S OFFICE Aaron RHarp City Attorney --- 5-5