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Home My WebLink About10/2/2013 - STAFF REPORTS - 5.A.�a*-l)l- tFAl q<<f°RCITY COUNCIL STAFF REPORT DATE: OCTOBER 2, 2013 CONSENT CALENDAR SUBJECT: AMENDMENT NO. 1 TO THE 2013-14 ALLOCATED POSITIONS AND COMPENSATION PLAN TO REORGANIZE THE CITY'S VARIOUS MAINTENANCE DIVISIONS AND PROVIDE FOR A DIRECTOR OF MAINTENANCE AND FACILITIES. FROM: David H. Ready, City Manager SUMMARY The City Council will consider an amendment to the current fiscal year Allocated and Compensation Plan by: 1) creating a Maintenance and Facilities Department; 2) adding a Director of Maintenance and Facilities position; and 3) other position modifications as outlined in this report, to facilitate a focused concentration of maintenance services by incorporating Facilities Maintenance, Parks Maintenance and Downtown Maintenance activities under one Maintenance and Facilities Department. RECOMMENDATION: 1. Adopt Resolution No. , "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA, APPROVING AMENDMENT NO. 1 TO THE ALLOCATED POSITIONS AND COMPENSATION PLAN FOR FISCAL YEAR 2013-14, ADOPTED BY RESOLUTION 23340." 2. Authorize the City Manager to execute all documents necessary to effectuate this action, including creation of the new Maintenance and facilities Department and the consolidation of Facilities, Parks Maintenance and Downtown Maintenance in the City's budget and accounting systems. STAFF ANALYSIS: Historically, downtowns have had special significance for cities as areas of commerce, culture, and leisure activities. Palm Springs, in particular, has a Downtown and Uptown Design District (Downtown/Uptown) which is of special significance to the community — and critical to Palm Springs' overall tourist destination. As a City, we focus on five general categories of service delivery in the Downtown/Uptown area which include: ITEM NO. 6�, City Council Staff Report October 2, 2014 2013-14 Allocated Position Plan • Public safety • Maintenance • Communications/visitor experience • Special events • Economic development With the new "Downtown Palm Springs Development" now underway and as we have seen fruition of an expanded Convention Center and hotel incentive program on local economic and community development — these five areas of city service will require a reassessment of resources and performance opportunities. This request deals primarily with the "maintenance" aspect for Downtown/Uptown, parks/parkways and facilities. During the significant economic challenges faced by the City over the past several years, various maintenance functions for downtown, parks/parkways and facility divisions have endured reductions in service and consolidations that have diluted centralized administration and coordination. As City Manager, I'm recommending a modification of our various maintenance functions and divisions under a new City Department, "Maintenance and Facilities." The Director of Maintenance and Facilities will be an "at will" employee of the City Manager and provide focused performance "ownership" for management of the Downtown/Uptown Maintenance Division, Facilities Division, and the Parks Maintenance Division. It is my strong belief this action will increase efficiency and effectiveness of the current personnel and maintenance operations and provide strategic planning for maintenance activities throughout the City, including the Downtown/Uptown area with a more coordinated approach. Attached you will find a revised organizational chart illustrating this new departmental structural arrangement. In addition to the Director position, as part of the overall plan for the new Department of Maintenance and Facilities, other required staffing modifications include: • Eliminate the current Facilities Manager position (becomes Director) • Create a Maintenance Supervisor Facilities position • Eliminate a Maintenance Electrician position • Reallocate .50 FTE Maintenance Electrician from Airport to the new Department • Reclassify Clerical Assistant Position to Senior Secretary Downtown Maintenance will be moved from the Parks and Recreation Department to the new Maintenance and Facilities Department. Parks/Parkways Maintenance and Facilities Maintenance will be moved from the Public Works Department to the new Maintenance and Facilities Department. As a result, the Public Works Department will have enhanced capacity to focus on expanded capital improvement projects funded by Measure J. 2 City Council Staff Report October 2, 2014 2013-14 Allocated Position Plan Street Maintenance will remain in the Public Works Department, however, the Director of Maintenance and Facilities will advise and assist with street sweeping, street, curb and gutter maintenance in the Downtown and Uptown areas. FISCAL IMPACT: The proposed action will amend the current fiscal year Allocated and Compensation Plan as follows: Delete current Facilities Maintenance Manager position and create Director of Maintenance and Facilities position in the Executive classification at range EX2- 67 of the current Executive Salary and Classification Schedule. The additional cost forthis position is $11,136. 2. Create a Maintenance Supervisor Facilities position MX-51. It is anticipated this position be filled by internal promotion, and the current position would not be back -filled. The additional cost for this position is $5,220 3. Reallocate a .50 FTE Maintenance Electrician from the Airport to the Department of Maintenance and Facilities. The additional cost for the reallocation is $33,390 to the General Fund and a corresponding decrease to the Airport Fund. 4. Reclassify the current Public Works Clerical Assistant GU-23 to a Senior Secretary GU-3. The additional cost for the reclassification is $2,052. Total estimated increased costs for the first full year is $72,800 including benefits. This increase will be offset by decreasing the contract for Downtown Administration, which is being modified and will be returned to City Council in the near future for consideration. Perry ad' on Director 51Human Resources David H. Ready, City a r es Thompson hief of Staff/City Clerk Attachments: Proposed Resolution Amendment 1 to Allocated Positions Plan Proposed Organizational Chart 3 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS APPROVING AMENDMENT #1 TO THE ALLOCATED POSITIONS AND COMPENSATION PLAN FOR FISCAL YEAR 2013-14, ADOPTED BY RESOLUTION 23340. 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 is hereby amended as follows: Department Maintenance & Facilities Maintenance & Facilities Maintenance & Facilities Maintenance & Facilities Action Classification I Unit/Range Add Director of Maintenance and Facilities I EX2/67 Add Maintenance Supervisor (Facilities) I MX/51 Delete Delete Maintenance & Facilities Reallocate Public Works/Engineering Reclass Facilities Manager I MX/59 Facilities Maintenance Position I TBD Maintenance Electrician .5 from Airport GU/45 From Clerical Assistant to Sr. Secretary GU23 to GU/33 SECTION 2. The Director of Human Resources is authorized and directed to modify the Fiscal Year Allocated Positions Plan. SECTION 3. The position changes approved by this resolution shall be effective on October 13, 2014, notwithstanding the deletion of a Facilities Maintenance position as determined by the City Manager, which shall be effective upon completion of an internal promotional recruitment of the Maintenance Supervisor position. Total Authorized positions 2013-2014 (As Adopted) 398.00 Total Authorized positions 2013-2014 (Amendment 1) 398.00 PASSED, APPROVED AND ADOPTED BY THE PALM SPRINGS CITY COUNCIL THIS 2ND DAY OF OCTOBER, 2014. David H. Ready, City Manager 0 Resolution No. Page 2 ATTEST: James Thompson, City Clerk 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 R mill dw DEPARTMENT OF MAINTENANCE & FACILITIES - PROPOSED • �41pottN�P . Director of Maintenance & Facilities • Senior Secretary • Account Clerk II Maintenance Supervisor Maintenance Supervisor Maintenance Supervisor Downtown Parks Facilities � � I Maintenance Lead Worker Maintenance Lead Worker � Maintenance Electrician (1) Maintenance Lead Worker Maintenance Electrician HVAC(2) Crew #1 Crew #2 Maintenance Mechanic (4) Cogneration Tech (3) Maintenance Worker I (4) ', Maintenance Worker I (4 L Maintenace Mechanic (2) '