PREPARED BY: TINA GALLEGOS DATE OF MEETING: 12/18/17
SUBJECT:
TITLE
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO AMENDING THE CITY’S CLASSIFICATION AND COMPENSATION PLAN FOR FY 2017/18 AND THEREBY APPROVING: (1) A POLICE DEPARTMENT REORGANIZATION & ESTABLISHMENT OF THREE NEW CLASSIFICATIONS AND CORRESPONDING SALARY RANGES; (2) MERGING OF THE FINANCE AND INFORMATION TECHNOLOGY DEPARTMENTS INTO ONE ADMINISTRATIVE SERVICES DEPARTMENT AND ESTABLISHING TWO NEW CLASSIFICATIONS AND CORRESPONDING SALARY RANGES; AND (3) A REORGANIZATION OF COMMUNITY SERVICES DEPARTMENT STAFFING FOR OPERATIONAL EFFICIENCY
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
FY2018-21 Council Priority Workplan Compliance Statement
Reorganizational Analysis and Fiscal Sustainability are adopted policy items under the FY2018-21 Council Priority Workplan, effective November 1, 2017.
CEQA Compliance Statement
This is not a project as defined by CEQA.
BACKGROUND
On June 19, 2017, the City Council adopted the Quadrennial Budget 2017-2021. Since more than half of the City’s operating budget is spent on salaries & benefits, a Classification & Compensation Plan is essential to maintain position control and fiscal control by ensuring personnel appointments are consistent with approved budget expenditures.
The Classification and Compensation Plan (hereafter referred to as “the Plan”) delineates procedures and schedules for future updates to ensure continued position control and that staffing levels are in keeping within the City Council’s approved budgetary spending on salaries and benefits.
Section VIII (3) of the Plan, states as follows:
“…the City Manager shall review or cause to be reviewed, the classification of positions and audit duties and responsibilities and on the basis of his appraisal, recommend to the City Council such changes as are necessary to keep the Plan up to date and in step with current conditions.”
Staff has conducted audits and appraisals as authorized above for the Police, Community Services and Finance/Information Technology Departments; and, hence, reorganizations of all departments studied. A total of five (5) new classifications are being proposed, as well as corresponding changes to salaries and benefits, see discussion below.
Meet & Confer Requirements
The City has met its obligation under the MMBA (Meyers-Milias Brown Act) to meet and confer with the affected labor unions (San Pablo Police Employees’ Association/ Management Unit (SPPEA) and Association of Intermediate Employees (AIE)) with respect to the new classifications and the corresponding salary and benefits being recommended. Both unions have agreed to the Plan amendments detailed in this staff report and have signed side letters agreeing to such amendments.
Police Department Reorganization
The Police Department reorganization originated from a series of events that highlighted the need for change in order to run a more efficient department with adequate management support. There has been a significant rate of turnover in the Police Commander positions, a new Chief of Police was hired in August of this year, and a Departmental Assessment was concluded by an outside consultant; all of which pointed to a need to reorganize operations for the Police Department to more appropriately distribute the workload and enhance overall departmental efficiency.
To that end, the following changes are proposed in order to effectuate the Police Department reorganization:
• Eliminate Police Commander classification (-3 positions)
• Add Police Captain classification (+2 positions: both will be under filled at Lieutenant level for FY 2017/18)
• Add Police Lieutenant classification (+3 positions)
• Add Police Officer/Detective (+1 position)
• Add Support Services Manager classification (+1 position)
• Add Jailers (+2 positions)
The total FTE (Full Time Equivalent) employee change for the Police Department will be an increase to staffing of 6 FTE’s.
(New) Administrative Services Department
The former Information Technology (I.T.) Manager retired in December of 2016. Since then, the Finance Director has been providing operational oversight of the I.T. Department. In addition, during the 2017 calendar year, I.T. was tasked with providing technological support and set up of the Police Records Management function for San Pablo, Pinole, and Hercules.
Both I.T. and Finance have worked efficiently together over the last 12 months on special projects and general daily operations. It is now recommended that the two departments merge in order to share resources and more efficiently distribute staff to new and existing operations. Hence, the recommended changes for the new Administrative Services Department include:
• Eliminate part time Administrative Intern (-0.5 position)
• Eliminate I.T. Manager (-1 position)
• Add Administrative Clerk (+1 position)
• Reclassify the Finance Director position to a new Administrative Services Director (no FTE change)
• Reclassify an IT Systems Administrator position to a new IT Supervisor Classification (no FTE change)
• Add an IT Technician (+1 position)
The total FTE change for the Administrative Services Department will be an increase to staffing of 0.5 FTE.
Community Services Department Reorganization
Recently, the Recreation Supervisor that oversaw the Senior Services Division was promoted to a position within the City’s Public Works Department. In addition, the City has had an ongoing recruitment for a part time Paratransit Driver position that has not yielded successful candidates, given the high availability of full-time, and benefited Driver positions in the surrounding labor market.
These two circumstances opened up the opportunity to take a more in depth look at the services provided by the Senior Services Division and the staffing levels required to provide such services in a way that makes operational sense and promotes efficiencies. To that end the following changes are proposed in the Community Services Department:
• Eliminate part time Paratransit Driver (-0.5 position)
• Eliminate a Recreation Supervisor (-1 position)
• Add a Recreation Coordinator (+1 position)
• Add a full time Paratransit Driver (+1 position)
• Eliminate an Administrative Intern (-0.5 position)
There is no change to the total number of FTE’s for the Community Services Department.
SUMMARY
The proposed departmental reorganizations were discussed with the City Council Budget, Fiscal & Legislative Standing Committee at their Special Meeting of December 6, 2017. After review and discussion, the Committee voted in favor of recommending approval to the City Council of the Plan amendments as discussed in this report.
A draft Organizational Chart (Exhibit A) reflecting all the departmental changes discussed is attached for consideration. In addition, attached are Draft Job Descriptions for the new classifications proposed to be added (Exhibits B - F) which will be included as part of Section XIII, Class Specifications/Job Descriptions of the FY 2017/18 Classification & Compensation Plan. Corresponding changes have also been made to the Salary Range schedules (Exhibit G).
FISCAL IMPACT
PD Reorganization
The total salary and benefit annual cost for the additional six (6) FTE’s in the Police Department is $1.1 million. This is offset by the elimination of the three Commander positions and current vacancies at the Police Officer Rank as follows:
• FY2017/18: Funding will be absorbed within existing resources - no additional appropriation needed. Given that an average of five (5) Police Officer vacancies are expected through this Fiscal Year, it is expected, that even with some of the new positions being filled, there still will be a savings of approximately $500,000.
• FY2018/19: Funding will be absorbed within existing resources - no additional appropriation needed. The $500,000 in savings realized in FY 2017/18, will fill the gap needed to complete the reorganization in FY2018/19.
• FY2019/20 and FY2020/21: No appropriations are requested at this time. It is expected that a combined $1 million may be needed for both fiscal years. Staff will address this need at the mid-cycle budget review with the City Council.
Administrative Services
Funding for this reorganization will be absorbed within existing resources - no additional appropriation needed. The current Finance Director will be reclassified to Administrative Services Director, with the same Salary Range. Funding for the new I.T Supervisor, I.T. Technician, and Administrative Clerk positions will be absorbed by the salary allocations made for the former I.T. Manager position and the elimination of one I.T Systems Administrator, and one-part time Administrative Intern positions. Furthermore, additional revenue for the Administrative Services Department is expected to be realized from a services contract with RecycleMore for Financial Services.
Community Services
Funding for this departments reorganization will be absorbed within existing resources - no additional appropriation needed. Funding for the new full-time Paratransit Driver and the new Recreation Coordinator positions will be absorbed by the salary allocations made for the former Recreation Supervisor and the part time Paratransit Driver, as well as an Administrative Intern position that are being eliminated.
ATTACHMENTS TO RESOLUTION
Exhibit A: Revised City of San Pablo Organizational Chart FY 2017/18 (DRAFT)
Exhibit B: Job Description - Police Captain (DRAFT)
Exhibit C: Job Description - Police Lieutenant (DRAFT)
Exhibit D: Job Description - Police Support Services Manager (DRAFT)
Exhibit E: Job Description - Administrative Services Director (DRAFT)
Exhibit F: Job Description - Information Technology Supervisor (DRAFT)
Exhibit G: Revised Section XII Salary Range Schedules for FY 2017/18 for SPPEA, AIE, and Executive Management (DRAFT)