CITY COUNCIL
AGENDA
Special Meeting
Wednesday, March 1, 2023
2:00 PM
City Council Chambers
68-700 Avenida Lalo Guerrero
Cathedral City, CA 92234
MAYOR
Rita Lamb
CITY COUNCIL MEMBERS
Mayor Pro Tem
Mark Carnevale
Councilmember
Nancy Ross
Councilmember
Raymond Gregory
Councilmember
Ernesto Gutierrez
• CALL TO ORDER
• ROLL CALL
1. AGENDA ITEMS
A. Staffing Review of the Development Services Department Recommendation: This item is presented for information, discussion and direction only.
B. Staffing Review of the Assistant City Manager and Economic Development Departments
Recommendation: This item is presented for information, discussion and direction only.
ADJOURN
NOTES TO THE PUBLIC:
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The City of Cathedral City complies with the Americans with Disabilities Act of 1990. If you require special assistance to participate in this meeting, please call the City Clerk’s Office at (760) 770-0322 at least 48 hours prior to the meeting.
If you desire to address the City Council during the meeting, please complete a Request to Speak Form available at the entrance and present it to the City Clerk. Speakers will be called upon at the appropriate time.
Any documents provided to a majority of the City Council regarding any item on this agenda will be ma de available for public inspection in the City Clerk’s office at City Hall located at 68 -700 Avenida Lalo Guerrero during normal business hours. In addition, such documents will be posted on the City’s website at www.cathedralcity.gov.
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Staff Report
City Council
Item No. 1.A
Meeting Date: March 1, 2023
From: Robert Rodriguez, Director of Planning/Building
Title: Staffing Review of the Development Services Department
City Council
RECOMMENDATION:
This item is presented for information, discussion and direction only.
BACKGROUND:
As part of the Fiscal Year (FY) 2023/2024 and 2024/2025 biennial budget process and timeline, this is the opportunity to brief City Council and our constituents on the roles and responsibilities of the Development Services Department.
DISCUSSION:
The Department was recently renamed from Planning and Building to Development Services to better reflect the services provided and serves as an important step in the rebranding happening this year. Also, the Department’s budget has been restructured , and will have an Administrative Division starting in FY 2023/2024, that will include the Director of Development Services and future Department level staff, rather than being included in the Planning Division budget.
The Development Services Department currently includes the following divisions:
1. Planning
2. Building and Safety
3. Code Compliance
The following table compares authorized staffing in the Development Services Department in FY13-14 to the present. The table shows the staffing reductions made in June 2020 due to the COVID revenue reductions, which resulted in the elimination of five (5) positions, the adopted FY22 -23 budget and the current authorization including the amendments made in September 2022. The FY13 -14 numbers are from the printed budget revised only to reflect organizational structure changes that have occurred in the interim.
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FY13-
14 FY20-21
COVID
FY22-23
Adopted
Current (Incl.
Sept.
amendments)
Change
from
FY13-14
Development Services 1.00 0.00 0.00 1.00
Planning 2.50 4.00 5.00 6.00
Building and Safety 2.00 3.00 6.00 7.00
Code Compliance 4.00 5.00 7.00 10.00
Development Services Total 9.50 12.00 18.00 24.00 152.63%
The additional staffing added over the last two years is reflective of the increased private development activity and continued support of the Council’s goals, especially as they relate to Code Compliance. The only new position included in the September budget amendments is the Deputy Director, who will primarily manage the Planning Division and help lead the Development Services strike team. The other positions are a result of the integration of the STVR team with Code Compliance and a reallocation of resources.
Planning
The Planning Division includes the following positions:
• Deputy Director of Development Services
• Administrative Assistant
• Associate Planner (x2)
• Assistant Planner
• Planning Assistant
The Planning Division is responsible for implementing and recommending land use policies including those within the City’s General Plan and Zoning Ordinance, the review of development applications for consistency with the City’s codes, standards and policies relating to land use and preservation of the environment and advising the community and Council on current planning pract ices to ensure the quality of life will be maintained or enhanced for future generations.
The services provided by the Planning Division are shown in the table below. Many of the services are time sensitive, require close and continued collaboration with the applicant and other City departments, and are challenging to determine the necessary resources due to the unpredictable customer and service demand.
Service Approx. %
Development and Entitlements
• Conditional Use Permits and Design Reviews
• Planned Unit Developments
• General Plan Amendments/Change of Zones
• Zone Ordinance Amendments
• Preliminary Reviews
35%
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• Inspections
• Coordination with other Agencies
Plan Review and Building Permits
• Commercial Tenant Improvements
• New Single-Family Homes
• Residential Remodels and Additions
• Pools, Patio Covers, and Block walls
• Interdepartmental Coordination
20%
Public Assistance
• Website, Counter, Phone and Email
• Zoning Confirmation Letters
• Public Records
• ABC Licenses
20%
Discretionary Permits
• Business Licenses and Home Occupation Permits
• Special Use Permits
• Administrative Design Reviews
• Sign Permits (temporary and permanent)
• Dance Permits, Sexually Oriented Business Permits, Christmas Tree Lots
10%
Commissions and Committees
• Planning Commission
• Architectural Review Committee
• Development Services Committee
• Historic Preservation Committee
10%
Department Initiatives
• Administration
• Long Range Planning
• Staff Development
• Community Engagement
• Technology and Innovation Enhancements
5%
Building and Safety
The Building Division includes the following positions:
• Chief Building Official
• Plans Examiner
• Building Inspector I
• Permit Technician II
• Permit Technician (x2)
• Office Assistant (reception area)
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The Building and Safety Division is responsible for the issuanc e of building permits and collection of fees , providing plan check and inspection services, coordinating with the Code Compliance Division on building and safety matters, and assisting the public in ensuring construction in Cathedral City is safe, accessible and code compliant.
Services provided by the Building and Safety Division are summarized in the table below. With the support of the Council through additional staffing, turnaround times for services have been significantly reduced and have also allowed the Division to initiate needed service and program changes and enhancements.
Service Approx. %
Public Assistance
• Website, Counter, Phone and Email
• City Standards and Handouts
• Certificates of Occupancy
• Public Records
35%
Permit Issuance
• “Over the Counter”
• New Construction (Residential and Commercial)
• Remodels and Additions (Residential and Commercial)
• Monthly and Quarterly Reporting
30%
Plan Review
• In-house
• Contract
20%
Inspections
• Permits
• Business License
• Code Compliance Division (unpermitted construction and complaints) • Fire, Vehicle and other Damage (from Dispatch)
• California Disabled Access and ADA Compliance
10%
Department Initiatives
• Administration
• Program Development (Mobile Home Park Inspections)
• Staff Development
• Community Engagement
• Technology and Innovation Enhancements
5%
Code Compliance
The Code Compliance Division includes the following positions:
• Code Compliance Manager
• Administrative Assistant
• Code Compliance Officer II (x2)
• Code Compliance Officer I (x4)
• Analyst I
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• Office Assistant (reception area)
The City’s Code Compliance Division is responsible for ensuring compliance with applicable statutes or ordinances and managing programs that will maintain and improve property values and the quality of life within the community. The Division places an emphasis on public relations, education, and voluntary compliance with the law. By implementing new methods of enforcement, with an increased emphasis on education, the Division has been able to provide the citizens of Cathedra l City with a healthier, safer, and more attractive place to live, work, and play.
Services provided by the Code Compliance Division are summarized in the table below.
Many services have expanded to weekend and night coverage (Friday – Sunday) and a proactive approach has been implemented to address a variety of compliance and visual nuisance issues.
Service Approx. %
General Code Enforcement
• Property Maintenance and Landscape
• Abandoned/Inoperative Vehicle Abatement
• Sidewalk Repair
• Shopping Carts
• Bulky Items and Illegal Dumping
• Abandoned Properties
• Sidewalk Vendors
• Cannabis
70%
STVR Program Administration & Enforcement
• Licensing
• Inspections
• STVR Reports and Records
• Coordination with Code Compliance Officers
10%
Administrative Support
• Intake of Complaints
• Filing/Removing Liens
• Notary Services
• Reports
5%
Vehicle Enforcement (on public streets)
• Patrol
• Marking Vehicles
• Citations
• Towing
5%
Public Assistance
• Website, Counter, Phone and Email
• MyCathedralCity App
• Garage Sale Permits
• Citations and Fines
5%
Department Initiatives
• Administration
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• Program Development (Proactive Enforcement)
• Staff Development
• Community Engagement
• Technology and Innovation Enhancements
5%
FISCAL IMPACT:
The original published budget for the Development Services Department (all divisions) for FY 2 2-23 was $ 4,107,460. The total amended budget ( all divisions ) for FY22-23 reflecting amendments through 12-31-2022 is $4,355,247.
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Staff Report
City Council
Item No. 1.B
Meeting Date: March 1, 2023
From: Anne Ambrose, Assistant City Manager
Title: Staffing Review of the Assistant City Manager and Economic Development Departments
City Council
RECOMMENDATION:
This item is presented for information, discussion and direction only.
BACKGROUND:
In the FY 2021 -22 budget, an Assistant City Manager position was created to provide functional direction over assigned departments, to prepare and recommend long -range plans for City se rvices and programs, to coordinate and collaborate with regional partners on areas of common interest, and to provide assistance and support to the City Manager as needed and requested. The position was first filled on October 2, 2021; a transition has taken place and a new Assistant City Manager was hired and began work on January 30, 2023.
DISCUSSION:
The Assistant City Manager has oversight over the following departments:
1. Administrative Services (Finance, Facilities, Information Technology, Risk Management, Housing Successor Agency, Successor Agency to the Former Redevelopment Agency, General Government)
2. Development Services (Planning, Building, Code Enforcement)
3. Public Works (Engineering, Capital Projects, Environmental, Fleet, Parks)
4. Economic Development
The following table compares authorized staffing in the Assistant City Manager’s assigned departments from FY13 -14 to the present. The Assistant City Manager position is budgeted in the City Manager department. Enhancements were made in the FY 22 -23 adopted budget and September amendment in Development Services and Public Works to bring back staffing lost to COVID reductions and to address staffing needed to address current development workloads.
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FY 13-14 FY 20-21
COVID
FY 22-23
Adopted
Current (Incl.
Sept. Amend.)
Chg. From
FY 13-14
Administrative Services 15.20 18.00 20.50 20.50 34.87% Economic Development 1.00 1.00 1.00 1.00 0.00%
Development Services 9.50 12.00 18.00 24.00 152.63% Public Works/Engineering 23.30 17.50 20.00 24.00 3.00% Total 49.00 48.50 59.50 68.50 39.80%
Assistant City Manager
The Assistant City Manager’s allocation of time is listed below. This list is dynamic as the position has recently been filled and commit tee assignments and support are still to be determined.
Function Approx. %
Prepare for City Council Meetings
• Prepare agenda items, staff reports and supporting
materials
• Review agenda materials prepared by staff
• Prepare, review and rehearse presentations
• Brief Councilmembers and research and provide
responses to questions
25%
Staffing Citizen Commissions and Committees
• As assigned
• Issues/Concerns related to other Commissions and
Committees
5%
Manage Activities of City Departments
• Development of work plans to address Council goals
• Review departmental activities and service levels
• Address issues related to budgeting, personnel issues, resident or customer complaints, etc.
• Provide counseling, coaching and direction to department heads
• Implement key initiatives or projects as assigned
45%
Community Relations
• Listen to and coordinate response to resident and
customer complaints, concerns, suggestions and needs
• Participate in City events
10%
Regional Relations and Coordination
• Provide staffing to Councilmembers servicing on regional committees as assigned
• Serve on committees as assigned
• Interact with Assistant and Deputy City Managers and
others from regional cities
10%
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Miscellaneous
• Serve as Acting City Manager in the abs ence of the City Manager
• Interact with the news media
• Handle calendars, meetings and zoom calls, appointments, correspondence and research and reporting for self and
Council
5%
Economic Development
The purpose of an Economic Development Department is to improve economic activity, stability, and wealth; increase taxable revenues; improve educational attainment; increase property values; and elevate a community’s quality of life. The Economic Development Department consists of one full-time employee.
FY13-14
FY20-21
COVID
FY22-23
Adopted
Current (Incl.
Sept. Amend.)
Chg. From
FY 13-14
Economic Development Director 0.00 1.00 1.00 1.00 1.00 Business Development Manager 1.00 0.00 0.00 0.00 -1.00 Economic Development Total 1.00 1.00 1.00 1.00 0.00%
The following is a table of the major functions of the Economic Development Department. Many of the functions of the Department are time sensitive and require completion while managing multiple priorities.
Function Approx. %
Business Attraction
• Identify, recruit, and retain developers and investors interested in rehabilitating existing structures, building new buildings, and/or creating entire new developments
• Help developers navigate the entitlement process
• Proactively market and promote the City
• Work to eliminate vacancies within both private and city - owned properties
• Achieve Council-established goals
• Pursue grant opportunities
• Understand and navigate county, state, and federal
legislations’ impact on city economics
• Engage in strategic economic development planning
• Improve the quality, variety, and location of public art commission investments within the community
• Participate in development industry trade and education - related events (e.g., ICSC, DVBA, ULI, etc.)
35%
Business Retention
• Build relationships with key business clusters and
stakeholder groups
• Lead, facilitate, and promote the Greater Coachella Valley Chamber of Commerce’s work with the Cathedral City
20%
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business community
• Help existing businesses navigate city processes
• Assist businesses during local, state, or national crises • Improve educational opportunities for current Cathedral City business employees and city residents
Business Expansion
• Facilitate educational opp ortunities geared towards
addressing gaps in business owners’ knowledge base
• Connect Cathedral City businesses with business
opportunities or potential resource partners
15%
Administrative
• Prepare agenda items, staff reports and supporting
materials
• Prepare, review and rehearse presentations
• Implement key initiatives or projects, as assigned
• Support other city departments
• Manage User Fee, Cost Allocation Plan, and Development Impact Fee Updates
• Manage the public arts commission
• Stay update to da te on economic development trends and best practices
• Build relationships with regional educational institutions (e.g., COD, CSUSB, UCR, Claremont McKenna, etc.)
• Participate in periodic municipal governance professional organizations
20%
Community Relations
• Listen to and coordinate response to resident and business owner concerns, suggestions and needs
• Participate in City events
• Support key community organizations (e.g., CCHS, CCSC, CCBGC, etc.)
2%
Regional Relations and Coordination
• Work with t he Coachella Valley Economic Partnership and Visit Greater Palm Springs to improving economic conditions and diversify employment opportunities
• Maintain working relationships with the SBA, SBDC,
lenders, and other resource partners
5%
Miscellaneous
• Interact with the news media
• Build Economic Development and Public Arts social media presence
• Handle calendars, meetings and zoom calls, appointments, correspondence, research, and reporting for Economic
Development and Public Arts Commission
3%
FISCAL IMPACT:
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Budget for the Assistant City Manager position is included in the City Manager’s department budget. The original published budget for the Economic Development Department for FY 22-23 was $440,238.00. The total amended budget for the FY 22 -23 reflecting amendments through 12-31-2022 is $427,111.57.
ATTACHMENTS:
ACM Staffing 2023 Attachment
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CITY OF
CATHEDRAL CITY
Citizens of Cathedral City
City Treasurer
ADMINISTRATION
CITY CLERK
HUMAN
RESOURCES
COMM/EVENTS
PUBLIC SAFETY -
POLICE
Administration
Field Services
Investigative
Services
Emergency
Communication
Animal Control
PUBLIC SAFETY -
FIRE
Administration
Fire Suppression
Fire Prevention
Paramedic Services
Disaster
Preparedness
ADMINISTRATIVE
SERVICES
FINANCE
MIS
FACILITIES
ENGINEERING
ENGINEERING
PUBLIC WORKS
DEVELOPMENT
SERVICES
City Attorney (contract)
City Council
City Manager
Assistant City Manager
ECONOMIC
DEVELOPMENT
PLANNING
BUILDING
CODE
COMPLIANCE
Updated: 02.06.23
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Attachment: ACM Staffing 2023 Attachment (3633 : Staffing Review of Assistant City Manager and