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Home My WebLink About3/6/2013 - STAFF REPORTS - 2 J pA.LM$a iy c V N ** ? 4106A1 9� CQOF°RN�p CITY COUNCIL STAFF REPORT DATE: March 6, 2013 CONSENT CALENDAR SUBJECT: PALM SPRINGS LIBRARY STAFF REORGANIZATION AND EXTENDED SERVICES DAYS AND HOURS APPROVING AMENDMENT NO. 3 TO THE 2012-13 ALLOCATED POSITIONS AND COMPENSATION PLAN. FROM: David H. Ready, City Manager BY: Palm Springs Public Library SUMMARY The City Council will consider a reorganization of the staffing at the Palm Springs Public Library. The proposed reorganization will allow the Library to extend service hours at the Palm Springs Public Library from five (5) days a week to six (6) days week, and the addition of service hours per day, by reorganizing the current library staff more effectively to meet the current support operations and service needs. This action will result in no additional staff and no additional cost in the current fiscal year and limited cost in future years. RECOMMENDATION: Adopt Resolution No. "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA, APPROVING AMENDMENT NO. 3 TO THE ALLOCATED POSITIONS AND COMPENSATION PLAN FOR FISCAL YEAR 2012-13, ADOPTED BY RESOLUTION 23145." STAFF ANALYSIS: In 2009, in response to the significant economic challenges faced by the City, the Palm Springs Public Library lost several key positions, as a result of the City's reduction in force initiatives. The deleted positions included, but were not limited to, the Assistant Director of Library Services, two Senior Librarians, one Librarian, and the Lead Library Assistant. As a result, the Palm Springs Public Library reduced service to five (5) days per week and reduced the number of operating hours per day. The proposed reorganization is brought forward at this time, rather than the normal budget cycle, as a number of announced retirements will take place prior to the end of the fiscal year. With the approval of the proposed reorganization, and the upcoming elimination of furlough hours of the Library staff, provides several months for the Library ITEM NO. 1J City Council Staff Report March 6, 2013-- Page 2 Library Reorganization staff to organize and be prepared to extend the number of days and service hours in July. The proposed reorganization will extend service hours at the Palm Springs Library from five (5) days a week to six (6) days a week (Monday through Saturday) by reorganizing the current library staff more effectively to meet the current support operations and service needs. The number of hours the Library will be open to the public will increase from 37 hours to 50 hours per week, a 35% increase in number of hours of Public Library Service. The proposed resolution amending the allocated positions and compensation plan results in the following: 1. Reclassifying the current Circulation Manager to Library Operations and Collection Manager. 2. Adding one Librarian. 3. Deleting a Senior Library Assistant. The current Circulation Manager is retiring before the end of the fiscal year. By reallocating the current Circulation Manager to Library Operations and Collection Manager, the duties will more closely align with the daily tasks necessary in that position as technologies and duties have changed. For example, the Library's new automated materials handling unit and related radio frequency identification (RFID) was not part of the former job duties but will be an integral part of the Library and this position going forward. In addition, with the reallocation of the Circulation Manager, the Library organization can be adjusted so that the Library runs more efficiently and the two Library Managers— Library Services and Public Relations Manager, and the newly titled Library Operations and Collection Manager—would work in concert, each having a more focused responsibility in the overall operations for the Library. By adding a new Librarian and deleting a Senior Librarian Assistant, the Library will be able to focus more on reaching out to schools and the community, adding educational, instructional, and informative programs at the Library, developing and implementing a comprehensive volunteer program, and improving staffing coverage at the Reference Desk. The Library is currently open 37 hours per week. With the proposed reorganization including the addition of a new Librarian, the reclassification to provide two Library Managers, and the elimination of furlough hours, the Library will be able to increase service hours to 50 hours per week including an additional day of service and three days of additional hours from the Library's current schedule, commencing in July, 2013. 02 City Council Staff Report March 6, 2013— Page 3 Library Reorganization The proposed reorganization does not fully reinstate the level of service at the Palm Springs Public Library pre-2009 levels, but it provides a unique opportunity for the City to increase the number of days and hours the Library is open for service by maintaining sufficient professional library staff to operate the Library for the expanded hours. FISCAL IMPACT: Reclassification of the current Circulation Manager (PS-45) to Library Operations and Collection Manager (MX-49) $ 7,152. Addition of the Librarian position (PS-45) (Step 5) $ 68,124. Deletion of the Senior Library Assistant (G-29) (Step 5) $(45,876.) Net additional salary costs in future years $ 29,400. The proposed actions will be taking place as vacancies occur due to planned retirements over the next several months. Additionally, the costs are calculated at Step 5, as the vacancies are filled, the actual cost for the next few fiscal years will be less than stated above. The Library has sufficient salary savings this fiscal year; hence no budget adjustment is necessary for the remainder of the fiscal year. The appropriate differential in staff costs will be included in the upcoming 2013-14 budget. The proposed actions result in no overall increase to the number of staff at the Palm Springs Public Library. Jeannie Kays, Director mes Thompson Department of Library Chief of Staff/City Clerk David H. Ready, CitodgAFWer Attachments: Proposed Resolution Allocated Positions and Compensation Plan Organization Chart 03 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS APPROVING AMENDMENT #3 TO THE ALLOCATED POSITIONS AND COMPENSATION PLAN FOR FISCAL YEAR 2012-13, ADOPTED BY RESOLUTION NO. 23145. 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: Reallocations D' .artment Classification Unit/Range Library tFm — Circulation Manager PS/45 — Library Operations and Collection Manager MX/49 Additions/Deletions Dd. .artment.:._ Classification Un(t(Ran e. ' Library Add — Librarian PS/45 Delete— Senior Library Assistant G/29 SECTION 2. The Director of Human Resources is authorized and directed to modify the Fiscal Year Allocated Positions Plan. Total Authorized positions 2012-2013 (As Adopted) 395.25 Total Authorized positions 2012-2013 (Amendment 3) 395.25 SECTION 3. This resolution shall take effect on April 1, 2013, notwithstanding the effective date for addition of a Librarian shall be July 1, 2013 and the deletion of a Senior Library Assistant shall be upon the incumbent's separation date. PASSED, APPROVED AND ADOPTED BY THE PALM SPRINGS CITY COUNCIL THIS 6T" DAY OF MARCH, 2013. David H. Ready, City Manager ATTEST: James Thompson, City Clerk 04 Resolution No. Page 2 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 05 Palm Springs Public Library—Organization Chart 2013-14 Citizens of Palm Springs Mayor&City Council City Manager Library aibrary Board of Trustees M1 I Director of Library Services, work Admin Library Services and Public Relations PCINel Library Operations and Collection Manager Manager Senior Library Assistant- Accounts Payable Library Assistant(PT) -. Volunteers [MLML� 0