HomeMy WebLinkAbout03 - City Administrative Dept Renaming & Restructuring�tiWPOR CITY OF
NEWPORT REACH
Cq<IFORN`P City Council Staff Report Agenda Item No. 3
June 28, 2011
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: City Manager's Office
Dave Kiff, City Manager
949 - 644 -3001, dkiff @newportbeachca.gov
PREPARED BY: Tara Finnigan, Public Information Manager
APPROVED: _1� — ��JI1\\
U
TITLE: City Administrative Department Restructuring and Renaming
ABSTRACT:
The Newport Beach Municipal Code (NBMC) 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 - 17 , amending Chapter 2.12 of Title 2 of the Newport
Beach Municipal Code pertaining to administrative departments and organization of the
City and pass to a second reading on July 12, 2011.
FUNDING REQUIREMENTS:
There is no fiscal impact related to this item.
DISCUSSION:
As part of a multi -step process, the City Manager's Office and the executive
management team analyzed the work flow, staffing and costs for a number of City
services. The goal for the first step in the process 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
City Administrative Department Restructuring and Renaming
June 28, 2011
Page 2
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 what certain departments
are named to best reflect the services provided. Examples of these changes include:
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) is the second step in this process and staff seeks
the City Council's approval and codification of the changes noted above and other
proposed changes to Chapter 2.12 of the Newport Beach Municipal Code. Should the
City Council approve the proposed amendments and the related ordinance, City staff
will return to the Council for review and approval of terminology updates to other
sections of the NBMC for consistency purposes.
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.
0
City Administrative Department Restructuring and Renaming
June 28, 2011
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).
Submitted by:
Dave Kiff, City Manage
Attachments: A. Ordinance No. 2011 - redline
B. Ordinance No. 2001 - clean version
j
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 ordains 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
PIaRRiRg- Community Development Department.
RuildiRg
242.935
2.12.040
Department.
AdmiRistFa��z .e- Serv;-.esFinance Department.
2.12.050
Fire and- Marine- Department.
2.12.060
GeReFal Ser-vicesHuman Resources Department.
2.12.070
CommuRity, Serv;G^ ^Library Services Department.
2.12.080
Municipal Operations Department.
2.12.090
Police Department.
212.100
Public Works Department.
2.12.110
PoliepRecreation and Senior Services Department.
* Prior ordinance history:
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:
GOMMURity Community Development Department
dmin'stFati e S°.WiGe ^Finance Department
Fire and MaFine Department
GeReF ' SeFViGesHuman 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 headsdirectors, 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:
2.12.030030- _Plannong Community Development Department.
The P-laaRiRg- Community Development Department shall be under the supervision of
the P-IaRRn;g---Community Development Director. The term °Seaxr6+aity
DevelepmentPlanning Director' or "Building Director' as found in Title 20 of 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 D1,;s- Community Development Director.
The functions of the PlaRRiRg- Communitv 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;
5
C. Administration and enforcement of State regulations governinq energy
conservation and sound transmission:
BD. Preparation and presentation of reports to the City Council and the Planning
Commission on various aspects of City planning;
GE. Preparation and maintenance of the General Plan;
t3F. Advising the public on zoning and planning matters;
€G. Receipt and processing of subdivision maps
H. Such other functions as may be delegated by the City Manager or the City
Council.
._ ■
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2.12.840 -040 Adrrii+ stFatmYe c^ ^^^° °Finance Department.
The Admi istFtYe Sep 4c;ps Finance Department shall be under the supervision of the
oa...•RistF,tive Sep4iGes PiFeG+„r�Finance Director, who shall have charge of financial
affairs aRGI employee F°' ^t;nng w4hi ^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.
a The financial functions of the AdMiRiStFative SeInViGGsFinance Department, in
addition to those duties imposed by the City Charter, shall include:
4A. Enforcement of the City's business license and transient occupancy tax
regulations;
B. Management of the City's finances, financial statements, audits revenue
collection and billing, financial management system budget, payroll, accounting,
cashiering, treasury and investments;
0
2C. Purchase of supplies, equipment, training, and services used by City
departments;
3D. 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 Citv
Council.
F�771MN7- 7Sr-U= CT-- -- - -
.. ■_
2.12.050 Fire a„444a;i wDepartment.
The Fire and Mar+nE Department shall be under the supervision of the Fire and - Marine
Chief. The t °•m^ "PiFe ohm°'" ^n4term "Marine Director' as used in this Code shall be
deemed hereafter to refer to the Fire and - Marine Chief.
A 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
environments.
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 the City beaches
and waterways.
b. Provide training and education to support expertise and safe operations.
C. Plan and prepare residents to assist emergencV 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.
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M& 021 NITMIM
2.12.860 -080 General SeFviGesMunicipal Operations Department.
The sera o sMunicipal Operations Department shall be under the supervision
of the General S_ewire &Municipal Operations Director. The terms "General Services
Director" and /or "Utilities 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 Municipal Operations Director'. The functions of the GeaeFal
ServiseWunicipal Operations Department shall include:
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. OpeFatiOR Gf City shGp and ^ PpeRter shepSignage and carpentry;
H. Street striping, and barricade, curb, crosswalk, parking stall, and pavement
painting;
GI. Street name; and regulation sign posting maintenance;
#J. Custodial maintenance and minor repair services for City -owned and occupied
buildings and facilities;
IK. 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 the 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.
2.12.87-0 -110 Community Recreation and Senior Services Department.
The GernmuRity—Recreation and Senior Services Department shall be under the
supervision of the Semmunity-Recreation and Senior Services Director/Sity— L4bra4aa.
The functions of the G^ maa y aecreation and Senior Services Department shall
include:
DA. Advise and liaison to the Parks, Beaches and Recreation Commission;
9B. Planning coordination and direction of community recreational and — cultural
activities;
€C. Operation and control of all parks,—a4;4 reAreatinnaIrecreation, and senior
services facilities over which the City exercises jurisdiction;
€D. Master planning for the acquisition and development of park and recreational
facilities —wand
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 of the 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 the community cultural activities: and
F. Such other functions as may be delegated by the City Manager or the Citv
Council.
2.12.060 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
the Newport Beach Municipal Code;
B. Advise 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.
2.12.100 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;
C. Subdivision engineering and development services;
D. Traffic engineering services;
E. Engineering services for other City departments;
F. MaiRteRaRGe _Rd epearlGR of Qity +e. yste.
H.
tF. 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 BaV; and
I. Such other functions a may be delegated by the City Manager or the City
Council.
2.12.0 -90 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, and recovered property -mod
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 is 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:
I�-
AYES, COUNCILMEMBERS
NOES, COUNCILMEMBERS
u: •C
ATTEST:
CITY CLERK
APPROVED AS TO FORM:
OFFICE OF THE CITY ATTORNEY
0
DAVID R. HUNT, CITY ATTORNEY
13
Attachment B
ORDINANCE NO. 2011 -17
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 ordains 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.
* Prior ordinance history:
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
Finance Department
Fire Department
Attachment B
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.
2.12.030 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. Admi nistration 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. Admi nistration 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. Preparati on and maintenance of the General Plan;
F. Advising the public on 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 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
Attachment B
Director. The financial 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 and 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.
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. Admi nistration
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
environments.
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 the 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.
Attachment B
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.
2.12.060 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
the Newport Beach Municipal Code;
B. Advise and liais on 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,
2.12.070 Library Services Department.
The Library Services Department shall be under the supervision of the 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 Com mission;
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 co ordination and direction of the community cultural activities; and
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 terms "General Services Director" and /or "Utilities 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 Municipal Operations
Director ". The functions of the Municipal Operations Department shall include:
Attachment B
A. Street and beach cleaning;
B. Ref use 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. Mainten ance and operation of the City water system;
F. Maintenance and operation of the City sewer system;
G. Signage and carpentry;
H. Street striping, and 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 the 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.
2.12.090 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, re pression and investigation of crime;
B. Appre hension of offenders;
C. Recovery of property;
D. Traffic law enforcement and parking control;
E. Anim al control;
F. Dispatch;
G. Custody of lost, stolen, and recovered property; and
H. 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:
Attachment B
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 f or other City departments;
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 a may be delegated by the City Manager or the City
Council.
2.12.110 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:
A. Advise and liais on to the Parks, Beaches and Recreation Commission;
B. Planning co ordination 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.
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 is 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.
Attachment B
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
XA F-ITZ110
ATTEST:
CITY CLERK
APPROVED AS TO FORM:
OFFICE OF THE CITY ATTORNEY
By:_V� 7'�;—
ISAVID R. HUNT, CITY ATTORNEY