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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 services 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 committee 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%
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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%
Miscellaneous
•Serve as Acting City Manager in the absence 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 0.0 1.0 1.0 1.0 1.0
Business Development Manager 1.0 0.0 0.0 0.0 -1.00
Economic Development Total 1.0 1.0 1.0 1.0 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. %
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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%
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 opportunities 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 date 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%
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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 the 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:
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