CITY OF POMONA
COUNCIL REPORT
October 16, 2023
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: René Anderson, Human Resources/Risk Management Director Subject: ADOPTION OF RESOLUTIONS AMENDING THE AUTHORIZED STAFFING LEVELS AND CITYWIDE SALARY SCHEDULE WITHIN THE FISCAL YEAR 2023-24 OPERATING BUDGET RELATED TO REORGANIZATION IN VARIOUS CITY DEPARTMENTS RECOMMENDATION:
It is recommended that the City Council adopt the following resolutions:
RESOLUTION NO. 2023-183 – A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POMONA, CALIFORNIA, AMENDING AUTHORIZED STAFFING LEVELS FOR THE FISCAL YEAR 2023-24 OPERATING BUDGET RELATED TO POSITIONS IN THE ADMINISTRATION, CITY CLERK, INFORMATION TECHNOLOGY, HUMAN RESOURCES, AND COMMUNITY SERVICE DEPARTMENTS (Attachment No.1) RESOLUTION NO. 2023-184 – A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POMONA, CALIFORNIA, AMENDING APPENDIX A OF THE COMPENSATION PLAN FOR EXECUTIVE MANAGEMENT GROUP A & B EMPLOYEES TO ADD THE ASSISTANT CITY MANAGER AND ECONOMIC DEVELOPMENT DIRECTOR CLASSIFICATIONS AND DELETING THE DEPUTY CITY MANAGER CLASSIFICATION (Attachment No.2) RESOLUTION NO. 2023-185 – A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POMONA, CALIFORNIA, AMENDING APPENDIX B OF THE MEMORANDUM OF UNDERSTANDING WITH THE POMONA MID-MANAGEMENT/CONFIDENTIAL EMPLOYEES’ ASSOCIATION TO ADD THE SENIOR BUSINESS SYSTEMS ANALYST AND RECORDS MANAGEMENT SPECIALIST CLASSIFICATIONS (Attachment No.3) RESOLUTION NO. 2023-186 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POMONA, CALIFORNIA, AMENDING THE CITY OF POMONA’S SALARY SCHEDULE FOR FISCAL YEAR 2023-24 TO MEET THE REQUIREMENTS OF THE CALIFORNIA CODE OF REGULATIONS TITLE 2, SECTIONS 570.5 AND 571 TO REFLECT ORGANIZATIONAL CHANGES TO VARIOUS CITY DEPARTMENTS (Attachment No.4) EXECUTIVE SUMMARY:
Approval of the proposed actions will allow implementation of various personnel actions and update staffing allocations related to a proposed reorganization impacting several Departments. Most notably in this proposed organizational change (Attachment No. 5) is the reclassification of one of the two Deputy City Manager positions who will oversee the Library, Community Services Division (formerly housed in the Neighborhood Services Department) and the Administration Department (will include the Office of Violence Prevention Division). The Development Services Director is also proposed for a reclassification to Assistant City Manager and will oversee the Development Services Department and Public Works Department. The other Deputy City Manager position is proposed for a title change to Economic Development Director and all current duties will remain the same. Staff is also requesting the addition of 2 new job classifications in the Community Services Department funded by the recently City Council approved Outdoor & Active Youth Program Grant (PUSD) and reclassification of 3 positions in the City Clerk, Information Technology, and Human Resources Departments to assist with the recruitment and retention of experienced qualified staff. Table 1 below summarizes the position changes. Attachment No. 5 displays the Organization Chart update reflecting these changes.
TABLE 1
(1) Estimated Annual cost increase/decrease includes benefits for respective positions FISCAL IMPACT:
The total cost for increasing and decreasing salary ranges for the requested changes is estimated to impact the FY 2023-24 operating budget in total, for the amount of $172k. The cost could be less depending on when the positions are filled. Of this $172k impact; $29k is related to the General Fund positions, $10k for the Information Technology (Information Technology Fund) position reclass, and $134k for the Outdoor & Active Youth Program Grant funded positions. Due to salary savings in the General Fund and Information Technology funds, as well as the approved Grant appropriation, funds are available for these position requests.
PREVIOUS RELATED ACTION:
On June 5, 2023, the City Council adopted the Fiscal Year 2023-24 Operating Budget, which includes authorized staffing levels citywide.
On September 11, 2023 the City Council adopted Resolution No. 2023-151 Amending the FY 2023-24 Operating Budget for Outdoor & Active Youth Program Grant Fund by Increasing Revenue Estimates and Appropriations, and Accepting Funds from Pomona Unified School District in Grant Funding.
DISCUSSION:
Citywide Reorganization
Due to anticipated retirements and the City Manager’s assessment of organizational efficiency, staff recommends a reorganization of the City Manager Executive team reports. The first component of this proposed change is to reclassify the Development Services Director to Assistant City Manager (ACM); which increases the salary range scale from EA-100 ($162,539 to $217,818 annually) to EA-104A ($181,832 to $243,673 annually). Subsequently, the Deputy City Manager (EA-096 $147,254 - $197,335 annually) classification will be eliminated and one of the two positions will be reclassified to ACM. The other Deputy City Manager position will have their title changed to Economic Development Director, which will require no fiscal impact. The approval of these classifications will increase compensation ranges of these two new executive leadership positions and better position the City team to enhance its succession planning with changes to reporting structures with the Development Services Department and the Public Works Department to be overseen by one ACM. The other ACM will acquire the responsibilities by transferring the Community Services division from the Neighborhood Services Department, overseeing the newly created Office of Violence Prevention program, as well as continue to oversee the Library Department. The City Manager has determined it is best to merge these respective Departments accordingly under these two ACMs. These position changes will provide additional management of projects, oversight of similar operations that coordinate in many aspects, and be responsible for Administrative services that will assist Departments in meeting Departmental goals and objectives. The City Manager will continue to have the Departments of Finance, Human Resources, Information Technology, Neighborhood Services (Housing), Water Resources, and Police reporting to him directly. The total fiscal impact for the remaining FY 2023-24 will be covered by available funds within the General Government Services Department and will be budgeted annually in future proposed budgets.
Human Resources, Information Technology, and City Clerk Departments As the City continues its efforts of improving service delivery, staff is requesting the approval of three reclassifications noted on Attachment No. 1. Previously budgeted for an Administrative Assistant I/II/III, following an unsuccessful recruitment process, Human Resources has determined a Senior Administrative Assistant is better suited to assist the Director in highly technical and administrative matters. Similarly, the Innovation and Technology Director has concluded a Senior Business Systems Analyst, instead of a Senior Systems Analyst, would better serve the Department in adopting and implementing enterprise information management systems in support of the Water Resources Department. Lastly, the City Clerk’s Office is recommending reclassifying the Legal Administrative Assistant to a Records Management Specialist. Records management is a primary and essential function of the Clerk’s office, and this position would help address the substantial backlog of records requiring archiving, indexing, or destruction of stored hard copy or electronic media to ensure compliance with legal requirements. These changes will result in no impact to the City’s budget, as they will be covered by salary savings from vacant positions within the respective department.
Community Services
On September 11, 2023, the Mayor and City Council adopted Resolution No. 2023-151, which accepted grant funding from Pomona Unified School District. Included in the September 11, 2023 report was the approval for the addition of one full-time Recreation Supervisor, one full-time Administrative Assistant, and part-time staff to accommodate the increase in sport offerings and to administer specialty Outdoor & Active Youth Programs. Included in this action is the request for authorization to add 1 Recreation Supervisor and 1 Administrative Assistant I/II/III to the City’s Authorized Staffing level. The recruitment for these positions will occur during the FY 2023-24 and funds have been appropriated.
As changes are made to salaries or classifications, the City is required to adopt a revised salary schedule in a public meeting. The attached salary schedule meets the California Public Employees Retirement Systems (CalPERS) pay rate reporting requirements in accordance with Government Code Section 20636 defining “Compensation Earnable” and the California Code of Regulations (CCR) Section 570.5. (Attachment No. 4) Prepared by:
_____________________________
René Anderson
Human Resource Services/Risk Management Director
ATTACHMENT(S):
Attachment No. 1 – Resolution No. 2023-183
Attachment No. 2 – Resolution No. 2023-184
Attachment No. 3 – Resolution No. 2023-185
Attachment No. 4 – Resolution No. 2023-186
Attachment No. 5 - City of Pomona Organization Chart Update Reorganization in various City Departments