EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: April 19, 2022
TO: Honorable Mayor and Members of the City Council
VIA: Jaime M. Fontes, City Manager
BY: Patrick Heisinger, Assistant City Manager
SUBJECT: Consideration of Limited Duration Extra Help Classifications to Provide Additional Staff Capacity Until Permanent Positions are Filled
Recommendation
It is recommended that the City Council adopt a Resolution (Attachment 1):
1) Modifying the Deputy Manager (Limited Duration Extra Help) Classification; and 2) Creating a Special Projects Manager (Limited Duration Extra Help) Classification.
Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
Priority No. 3: Increase Organizational Effectiveness and Efficiency Background
On July 27, 2021, the City Council adopted a resolution (113-2021) that established a Limited Duration Deputy Manager (Deputy Manager) Special Projects position to add capacity when the Finance Director position was vacant during recruitment. The Deputy Manager position was specific to finance and accounting activities.
On April 5, 2021, the City Council approved an agreement with the current Assistant City Manager to serve as Interim City Manager, while the City embarks on a recruiting process to identify the next permanent City Manager.
Staff intends to embark on a robust effort fill all vacancies. However, while recruitments are underway, it is imperative that staff have the flexibility to identify qualified/experienced individuals who can step in and help the City during times of transition.
The purpose of this staff report is to propose that 1) the Deputy Manager classification be modified in order to provide the administration with greater flexibility and short-term capacity; and 2) additional staff management capacity be generated to address critical City projects through the creation of a temporary Special Projects Manager classification.
Analysis
The previously approved Deputy Manager classification was written to address a specific need for finance and accounting expertise. Given the need for additional resources, this classification can be modified to provide management capacity to meet urgent needs and provide temporary help across the organization. In collaboration with outside legal counsel, staff has drafted a modified Deputy Manager classification to offer flexibility for the City Manager to bring in short term support where and when most needed in the organization.
Key Elements of the Modified Deputy Manager (Limited Duration Extra Help) Classification
Staff recommends the following language be included in the current Deputy Manager classification:
“Under the general direction of the City Manager, requiring organizational skill and executive experience for management or high-level or time sensitive projects or to alleviate the backlog in the following areas:
• Finance
• Public Works
• Community Development
• Administration”
Please see Attachment 2 to review the complete revised Deputy Manager classification.
Key Elements of Proposed Special Projects Manager (Limited Duration Extra Help) Classification
Recognizing that high-level vacancies have led to critical current City management needs, staff recommends consideration of an additional limited duration extra help classification to oversee specific projects or programs, such as a Special Projects Manager. The draft classification includes the following language:
“Under the general direction of the City Manager or designee (i.e., a Department Head), requiring organizational skills and related experience for specific or time sensitive projects or to alleviate the backlog in the following areas:
• Finance
• Public Works
• Community Development
• Administration”
Please see Attachment 3 to review the proposed Special Projects Manager classification.
By modifying the Deputy Manager classification and adding a Special Projects Manager classification, as proposed, the City Manager will be positioned to identify temporary capacity, usually when a department head position or other high level managerial positions become vacant or when the City has a special project or a backlog of work that needs completion. In addition, by requiring these positions to be limited duration extra help and creating job descriptions and salary schedules, retired annuitants participating in the CalPERS system would be eligible to support the City in a limited capacity.
Next Steps
The incoming Interim City Manager intends to bring a staffing plan to the City Council in May. If the City Council approves the modified Deputy Manager classification and adds a Special Projects Manager classification, as requested in this report, the Interim City Manager would only fill these positions on a temporary basis, using salary savings to cover the expenses.
Fiscal Impact
It is staff’s intent to only utilize Limited Duration Extra Help positions to back fill permanent vacancies and on a temporary, as needed basis; therefore, there would be no fiscal impact to the City’s budget because the costs will be offset by salary savings.
Public Notice
The public was provided notice by making the agenda and report available on the City’s website and on a bulletin board located at City Hall: 2415 University Avenue, East Palo Alto.
Environmental
The action being considered does not constitute a “Project” within the meaning of the California Environmental Quality Act (CEQA), pursuant to CEQA Guideline section 15378 (b)(5), in that it is a government administrative activity that will not result in direct or indirect changes in the environment.
Attachments
1. Resolution
2. Deputy Manager Classification
3. Special Projects Manager Classification