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Home My WebLink About12/1/2004 - STAFF REPORTS (13) CONSENT CALENDAR DATE: December 1, 2004 ITEM #6 TO: City Council FROM: Assistant City Manager - Administration-I� SUBJECT: Interim Director of Planning Services Kathie Hart Acting City Clerk RECOMMENDATION: It is recommended that the City Council approve and authorize the City Attorney to prepare a Contract Services Agreement with Pacific Municipal Consultants in an amount not-to-exceed $38,700 to provide an interim Director of Planning Services. SUMMARY: The recent resignation of the City's Director of Planning Services, Kathryn Lottes, has left the City in need of interim professional staffing while the City completes its recruitment for a permanent replacement. In light of this, the City obtained a proposal from Pacific Municipal Consultants to provide interim staffing services. BACKGROUND: The City's Director of Planning Services, Kathryn Lottes, recently tendered her resignation to accept a position in the private sector. With Ms. Lottes' resignation the City now has to commence a recruitment to find°a successor. Due to the approaching holidays combined with the rather tight job market that presently exists for planning type positions, it is anticipated that this recruitment may take upwards of 90 to 120 days to complete. Since the recruitment is likely to take several months, staff is recommending that an interim Director of Planning Services be appointed. An interim director will not only provide much needed continuity, but will help insure that the department remains.stable and productive until a permanent replacement to Ms. Lottes can be hired. There are several firms that provide temporary professional staffing services. Staff contacted two of these firms, Pacific Municipal Consultants and Public Services Skills, to obtain resumes on potential candidates for the interim position and pricing information. Of the two firms that were contacted, only Pacific Municipal Consultants provided the name of a candidate and a fee proposal. Pacific Municipal Consultants (PMC) is a multi-disciplinary consulting firm providing a full range of environmental, planning, and municipal services. The firm, which was established in 1995, has established a reputation as an industry leader in the provision of contract professional staff to cities, counties, state agencies, and special districts. The firm currently offers experienced planning, engineering, and building and code enforcement professionals on a contract basis to assist agencies in meeting their short and long-term staffing requirements. p The firm is proposing to provide Gary Wayne as Interim Director of Planning Services. Mr. Wayne has over 25 years of experience in urban and environmental planning, with an extensive background in public sector planning. Prior to his employment with PMC, Mr. Wayne served as Assistant Planning Director for the City of Carlsbad, California. In that capacity, Mr. Wayne was responsible for the management of planning operations including current and long-range planning, growth management, habitat management, local coastal program administration, environmental planning, regional planning, redevelopment planning, as well as compliance with state and federal mandate laws and programs. His public sector planning experience also includes considerable background in capital improvements planning and financing, as well as developing optimal organizational processes and structures to provide public facilities and services either concurrent or in advance of demand. For your information, a copy of Mr. Wayne's full resume is attached. PMC is proposing that Mr. Wayne will be at City Hall a minimum of three days a week (i.e., Tuesday through Thursday) and available the remainder of the week via phone, fax and email. Under the firm's proposal, Mr. Wayne will attend the weekly Development Review Committee meeting and all Planning Commission and City Council meetings. Although Mr. Wayne will not attend Design Review Board meetings since they occur on Monday, he has indicated that his schedule is flexible and that he could attend certain meetings if necessary. PMC has proposed two different fee structures for the City to consider. Option 1 is a flat monthly retainer of $12,900. This retainer includes all services plus normal expenses. Option 2 is a typical time and materials proposal. Under this option, the City would be charged their standard rate of$120 per hour plus customary expenses for travel, lodging (2 days/week), and meals. Based on the proposed work schedule (three days a week) plus a minimum of two night meetings per month (8 hours per meeting), staff believes that Option 2 (Time and Materials) will cost, not including expenses, in excess of$14,400 per month. In light of this information, staff is recommending Option 1 (Monthly Retainer) at a cost of $12,900 per month. Although this was not a budgeted expense in the current fiscal year, funding is available in the Department's personnel line item (4151-40000) from anticipated salary savings from the vacant Director's position, as well as in the contractual services line item (4151-43200). Tr L. But�zla A—s�tant City Manager-Administration APPROVED -��-- / City Manager Attachments: 1. Resume of Gary Wayne 2. Minute Order 2 Gary E. Wayne Senior Governmental Advisor Education B.A., Geography; University of California, Los Angeles M.A., Geography; University of California, Los Angeles Ph.D. Candidate, Geography; University of California, Los Angeles Experience and Current Responsibilities Mr. Wayne has over 25 years of experience in urban and environmental planning, with an extensive background in public sector planning. Mr. Wayne has been responsible for the management of planning operations including current and long-range planning, growth management, habitat management, local coastal program administration, environmental planning, regional planning, redevelopment planning, as well as compliance with state and federal mandate laws and programs. His public sector planning includes considerable background in capital improvements planning and financing as well as developing optimal organizational processes and structures to provide public facilities and services either concurrent or in advance of demand. Relevant Project Experience CBA Urban and Environmental Planning, Governmental Advisor. Critical review and evaluation of the Salinas draft sign ordinance; Azusa staffing services to review and evaluate the draft Azusa Pacific University Specific Plan; Phase one (public outreach and education) for the Claremont General Plan update; Review and evaluation of comprehensive revision of the City's subdivision regulations; Comprehensive revisions to the Riverside and Montebello Zoning Codes; and securing all of the permits necessary to deploy a wave energy research facility off Santa Catalina Island. City of Carlsbad, CA, Assistant Planning Director. Served as Carlsbad's Assistant Planning Director for over 13 years, responsible for all operations and interdepartmental coordination, reorganizing the Planning Department into functional teams. One of the teams had the responsibility to provide quality service to the City's largest developer, the Public Works Division. Led a process improvement team that restructured the City's Capital Improvement Program and its related budget process. — Served as Carlsbad's chief negotiator and liaison with outside agencies (e.g. U.S. Fish and Wildlife Service, California Coastal Commission, etc.) in obtaining permits for City public works projects. Created the City's Public Facilities Management System (PFMS) that tracked and analyzed the demand for and the delivery of eleven public facilities and services (e.g. water, sewer, administrative services, parks, streets, etc.). The PFMS became the model for Carlsbad's award winning facilities based Growth Management Program. — Directed Carlsbad's comprehensive update of the City's General Plan. This effort involved a community outreach program and the revision of all elements, including a new housing element. Led the City's effort to provide consistency between the general plan, zoning, and the six segments of the Local Coastal Program. — Managed the preparation and adoption of fourteen master and specific plans, as well as prepared or managed the preparation of more than 100 ordinances, including major sections of the Carlsbad municipal code (e.g., Comprehensive Sign Ordinance, Inclusionary Housing Ordinance, Hillside Development Ordinance, and the Coastal Agricultural Overlay Zone). — Served as the City's project manager for the planning, environmental documentation and permitting of the Batiquitos Lagoon Enhancement Program (BLEP). BLEP was a multi-agency IAOIIII MunuGJnAL I rvI iAn II Gary E. Wayne Senior Governmental Advisor effort to enhance a 600+ acre highly degraded wetland. The project was supported by State and federal wildlife agencies and financed by the Port of Los Angeles in exchange for mitigation credits. Today, the project is a showcase model for wetlands restoration. — Served as lead staff and planning advisor to the City's Planning Commission. — Served as lead staff for all interdepartmental coordination (e.g. public works, parks and recreation, code enforcement, City attorney's Office, etc.). • City of Glendale, CA, Environmental Planner. Prepared hundreds of Negative Declarations and Mitigated Negative Declarations, prepared NEPA documents for federal programs and oversaw the preparation of numerous EIRs. Also prepared the City's guidelines for the implementation of CEQA. • County of Ventura, CA, Contract Planner. Prepared the EIR for the Ojai Valley General Plan. Professional Affiliations Association of Environmental Professionals (renewal pending) American Planning Association (renewal pending) Page 2 MINUTE ORDER NO. 7591 APPROVING AND AUTHORIZING THE CITY ATTORNEY TO PREPARE A CONTRACT SERVICES AGREEMENT WITH PACIFIC MUNICIPAL CONSULTANTS FOR AN INTERIM DIRECTOR OF PLANNING SERVICES, IN AN AMOUNT NOT-TO- EXCEED $38,700. 1 HEREBY CERTIFY that this Minute Order, approving and authorizing the City Attorney to prepare a contract services agreement with Pacific Municipal Consultants for an Interim Director of Planning Services, in an amount not-to- exceed $38,700, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 1s` day of December, 2004. KATHIE HART Acting City Clerk � I