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Home My WebLink About10/4/2006 - STAFF REPORTS - 5.A.CITY COUNCIL STAFF REPORT DATE: October 4, 2006 NEW BUSINESS SUBJECT: APPROVAL OF AMENDMENTMENT #2 TO THE ALLOCATED POSITIONS AND COMPENSATION PLAN FROM: David H. Ready, City Manager BY: Department of Finance and Treasury and Department of Library Services SUMMARY This action will amend the City's allocated positions and compensation plan reorganizing parts of the Department of Library Services and the Department of Finance and Treasury. This reorganization will result in an overall increase of .5 FTEs and does not require a budget increase in the current fiscal year. The additional cost of this reorganization will be $68,853 in the next fiscal year. The recommended reorganization will allow the Department of Finance to assume certain finance related functions currently being done in the Department of Library Services and Department of Planning Services. It will increase efficiency and effectiveness of current personnel, streamline administrative operations and increase program support operations within the Library. It will also allow for the reallocation of one-third of a position's time in the Development and Planning Services area to other functions in that area. In addition, the reorganization will also allow the Department of Finance to more effectively implement the single residence TOT audit program and increase the overall auditing program. RECOMMENDATION: APPROVE RESOLUTION NO. "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS APPROVING AMENDMENT #2 TO THE ALLOCATED POSITIONS AND COMPENSATION PLAN, ADOPTED BY RESOLUTION 21612." STAFF ANALYSIS: Staff is constantly reviewing operations, positions and procedures in an effort to provide the most efficient use of personnel and effective delivery of services. Recent 5ITEM NO. p4 . City Council Staff Report October 4, 2006 -- Page 2 Amendment #2 to Allocated Positions and Compensation Plan discussions with the Director of Finance, the Director of Library Services, the Director of Planning Services, and their respective Assistant City Managers have lead to the recommendation that certain financial and accounting functions now being performed in the Department of Planning Services and the Department of Library Services be transferred to the Department of Finance and Treasury. The transferring of these functions will free up staff time in both Planning Services and Library Services and consolidate financial functions under the Finance Department. The reallocation of certain finance related functions to the Department of Finance currently done by Library staff will allow the Department of Library Services to reorganize some of its functions to increase efficiency in the Library's administrative clerical functions and to streamline operational programs. The Library would eliminate a total of 2.0 FTE positions that are currently vacant and create 1.0 FTE and 2 hourly part-time positions. The positions proposed to be eliminated include a Museum Curator (vacant), a part-time account clerk and a part-time library assistant. The new positions include a Library Programming Specialist and two (2) part-time Library Pages. The Library Programming Specialist would be in charge of the Library's videoconferencing service, which is a revenue generating service, and assist in the production of all of the Library's public programming events. This position would also provide administrative clerical support. The part-time Library pages would enable the Library to provide more expeditious shelving of Library materials to better serve Library patrons. These changes are reflected on the attached organization chart. The Department of Planning Services currently allocates one third of an Administrative Assistant position to process developer deposits and payment requests. This is a duplication of efforts, but it has created some accounting issues as well. By transferring this function to the Department of Finance, this position can be reallocated to other priorities within the Planning Services Department. The Department of Finance and Treasury would take over certain duties now being done by staff in the Department of Library Services and the Department of Planning Services. In order to assume these new responsibilities, make more efficient use of existing staff and to more effectively implement the new single residence TOT audit (program, the Director is recommending a reorganization of part of the department. This reorganization includes the creation of the Budget, Audit and Revenue Supervisor, which would oversee the operations of the Budget, Audit, Transient Occupancy Tax, Business Licenses and Revenue Collections, and the upgrading of an Account Specialist I to Account Specialist II. The creation of the new position will allow for greater support of these operations with a designated supervisor below the Department Head level. This position would also assume some of the duties currently being handled by the Senior Financial Analyst and Financial Analyst. The Financial Analyst would then be able to more effectively implement the single residence TOT audit program and also increase the number of other audits conducted during the year. This program should conservatively generate an estimated $250,000 of new revenue. The upgrading of the Account Specialist I to an Account Specialist 11 is necessary to reflect City Council Staff Report October 4, 2006 -- Page 3 Amendment #2 to Allocated Positions and Compensation Plan an increase in responsibilities and duties that have occurred over the years. An organization chart showing the proposed changes is attached. The overall reorganization of functions and positions will allow the City to streamline staffing and increase efficiency and program effectiveness in all three departments. It will increase the overall FTEs of the City by .5 and will not require additional funding in the Fiscal Year 2006-2007 budget. FISCAL IMPACT: The proposed reorganization has an estimated net annual cost of $68,853, The estimated cost for Fiscal Year 2006/07 is $48,941 which can be adequately covered through a reallocation of contract services (TOT Single Residence Audit Program) and salary savings. As a result, no additional funding is needed in the current fiscal year. Moreover, in future fiscal years, the $38,000 that Council appropriated for the pilot TOT Audit Program for the single residence TOT rentals will not have to be budgeted which will further mitigate this additional expense. Finally, based on initial estimates, the single resident TOT audit program should conservatively produce an additional $250,000 in new TOT revenue, which will more than cover the additional costs of the proposed reorganization in future years. Craig 7kavjes,'Director of Finance and Barbara Roberts, Dir ct of LTreas Services Troy L. Butzlaff, A0s4lstant City Manager- David H. Ready, Clyr�ger Administrative Services Attachments: Proposed Organization Chart Finance Resolution City of Palm Springs Department of Finance and Treasury CURRENT ORGANIZATIONAL CHART Director of Finance -nd Treasurer Deputy City Treasurer Administrative Secretary r Assistant Director of Fnance Account Specialist — AR — - ACCOUNTING DIVISION Acco inting Supervisor --- -Accountant —Payroll Coordinator --Senior Account Tech —Account Specialist —Account Clerk II BUDGET AND AUDIT DIVISION Sr. Financial Analyst Financial Analyst Pevenue Recovery Specialist REVENUE DIVISION -Account Specialist — BL Account Clerk I — BL Account Clerk II - TOT .Account Clerk I - Cashier 0 c OE PALM s av4, °.p n N City of Palm Springs c4`'FORN P Department of Finance and Treasury PROPOSED ORGANIZATIONAL CHART Director of Finance and Treasurer Deputy City Treasurer Administrative Secretary Assistant Director of Finance 1 —Account Clerk I - Cashier --Account Specialist - AR ACCOUNTING DIVISION Accoi,ntinq Supervisor —Accountant Payroll Coordinator -Senior Account Tech -Account Specialist II -Account Clerk II BUDGET, AUDIT AND REVENUE DIVISION Bu iget. Audit and Revenue Supervisor -Sr. Financial Analyst `Financial Analyst -Account Specialist - BL -Revenue Recovery Specialist -Account Clerk II -Account Clerk I FINANCE/LIBRARY REORGANIZATION FINANCIAL ANALYSIS ADDITIONS and RECLASSIFICATION Budget, Audit & Revenue Supervisor $112,875 Library Pages (Part-time) .5 FTE 10,666 Library Program Specialist 65,373 Account Specialist I to II (Reclassification) 4,896 Total Additional Costs $193,810 Curator $67,098 Account Clerk .5 FTE 30,347 Library Assistant .5 FTE 27,512 $124, 957 Net Annual Increase $68,8$3 Position Costs include annual salaries at step 5 and all benefits RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS APPROVING AMENDMENT #2 TO THE ALLOCATED POSITIONS AND COMPENSATION PLAN, ADOPTED BY RESOLUTION 21612 WHEREAS, an Allocated Positions and Compensation Plan was adopted June 7, 2006 for the 2006-07 fiscal year by Resolution No. 21612; and WHEREAS, the City Council desires to amend said Allocated Positions and Compensation Plan. THE CITY COUNCIL OF THE CITY OF PALM SPRINGS DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. That the Allocated Positions and Compensation Plan for positions in the City Service For fiscal year 2006-2007 is hereby amended as follows: SECTION 2. Additions Department # Positions Classification Unit/Range Finance 1 Account Specialist II G/38 Finance 1 Budget, Audit & Revenue Supervisor MX/56 Library .50 Library Page G/1 Library 1 Library Program Specialist G/30 SECTION 3. Deletions Department # Positions Classification Unit/Range Finance 1 Account Specialist G/34 Library .50 Account Clerk G/27 Library 1 Curator G/31 Library .60 Library Assistant G/23 SECTION 4. Title Changes Only Department # Positions Classification Unit/Range Library 1 Family Literacy Specialist to G/23 Family Literacy Assistant G/23 Library 1 Public Relations Coordinator to PS/47 Public Relations Manager PS/47 Total authorized positions 2006-2007 as previously approved 473.25 Total authorized positions 2006-2007 as amended (Amendment #2) 473.75 Resolution No. Page 2 ADOPTED THIS 4" day of October, 2006. ATTEST: James Thompson, City Clerk David H. Ready, City Manager CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF RIVERSIDE ) ss. CITY OF PALM SPRINGS) I, JAMES THOMPSON, City Clerk of the City of Palm Springs, hereby certify that Resolution No. _ is a full, true and correct copy, and was duly adopted at a regular meeting of the City Council of the City of Palm Springs on , by the following vote: AYES; NOES: ABSENT: ABSTAIN: James Thompson, City Clerk City of Palm Springs, California