October 15, 2024
Human Resources
DATE: October 15, 2024
TO: Mayor Martinez and Members of the City Council
FROM:
Nickie Mastay, Deputy City Manager, Internal Services
Sharrone Taylor, Director of Human Resources
Subject:
Amend the position control list and allocate the
necessary funding as required
FINANCIAL IMPACT: It is anticipated that positions will be filled by the end of the calendar year with an estimated remaining fiscal
impact for six months of approximately $1,423,488.
PREVIOUS COUNCIL
ACTION:
None
STATEMENT OF THE
ISSUE:
The City Council’s authorization is required to amend
staffing (position control list) and allocate funding as required.
RECOMMENDED ACTION:
ADOPT a resolution to amend staffing and position
control list and allocate the necessary salary, wages, and benefits as required – Human Resources Department
(Nickie Mastay/Sharrone Taylor 510-620-6602). This
item was continued from the October 1, 2024,
meeting.
DISCUSSION:
The City of Richmond is committed to being an employer of choice. City staff are integral to the functioning of local government, impacting service delivery, community relations, and organizational effectiveness. Investing in their hiring and development is essential for a well-functioning and responsive local government. Per Council directive priority will be given to critical vacancies particularly in the Community Crisis Response Program division of the Office of Neighborhood Safety. In the effort to continue providing improved services to the community, City staff is proposing to add 33 AGENDA
REPORT
October 15, 2024
positions and swap out and delete 10 positions, which will provide 23 total net new positions in Community Development, Community Services, Economic Development/Port, Fire, Police, Public Works, and Rent Program.
Human Resources staff members will prioritize filling positions that align with the City Council’s adopted Goals and Priorities, such as the Department of Children and Youth.
COMMUNITY DEVELOPMENT – CODE ENFORCEMENT
The Director of Community Development Department requests the reallocation of a vacant Administrative Assistant position to an Office Specialist in the Code Enforcement division. This strategic reallocation aims to bolster the support system for the Code Enforcement Officers. By channeling administrative resources directly into the Code Enforcement division, efficiency and effectiveness in handling code enforcement matters will be enhanced. The Office Specialist will take on responsibilities that include managing paperwork, scheduling, and providing general support, which includes creating the violation notices/letters, researching, and responding to Public Records Act requests, thereby allowing the Code Enforcement Officers to focus on fieldwork and enforcement activities. This will streamline operations within the division, improve response times to code violations, and ultimately contribute to maintaining higher compliance standards within the community.
Code Enforcement’s goal is to improve the quality of life in our neighborhoods by raising community standards. To accomplish this goal additional Code Enforcement positions are required. Currently, there are 31 neighborhood councils in the City of Richmond and seven Code Enforcement Officer positions to service them. Additional Code Enforcement positions are needed to address common violations found throughout the City of Richmond. Common issues include conditions such as vacant abandoned structures, vacant lots, health and safety violations, abandoned inoperative vehicles, also known as private property vehicle abatement, and zoning violations. Many of the property owners and occupants are repeat offenders and for that reason, these properties require further enforcement actions such as administrative citations. These enforcement actions then also generate additional administrative duties by the Code Enforcement Officer through citation appeals, administrative (appeals) hearing, liens process, emails, meetings, and phone calls. The requested Office Specialist will provide additional administrative support to the Code Enforcement Officers and process complaints received by phone, email, and e-TRAKiT.
In late 2021, Code Enforcement absorbed additional responsibilities of regulatory programs and enforcement requirements that were formerly handled by the Police Department. Police regulatory programs included Commercial Cannabis, Alcohol and Tobacco, and Taxis. These programs require application review, inspections, permit issuance, and enforcement. Residential Cannabis and multi-housing smoking enforcement were also conveyed with the regulatory reassignment. Code Enforcement Officers also assume roles and responsibilities on task force inspections with local and state representatives. To be effective in our efforts to eliminate or reduce blight and
October 15, 2024
provide required services for regulatory responsibilities, additional Code Enforcement positions are necessary. The department is requesting two additional Code Enforcement Officer I/II positions.
The Director of Community Development is also requesting an additional Planning Technician I/II for the Planning Division. The Planning Technician will significantly alleviate the workload of the Planning Division by handling day-to-day operational tasks such as managing phone calls, counter inquiries, and emails. This support will not only streamline business license reviews and permit processing but also enable planners to focus on more complex projects and long-term planning goals, ultimately improving overall department efficiency and customer service.
Estimated Fiscal Impact
Classification Salary and Benefits
Add Office Specialist (1) $56,646
Add Code Enforcement Officer I/II (2) $135,381
Add Planning Technician I/II (1) $56,649
Delete Administrative Assistant (1) ($67,694)
Total $180,982
ECONOMIC DEVELOPMENT – PORT
Given the increasing workload and operational demands at the Port, it has become imperative to expand the staffing team by incorporating a Management Analyst specifically tailored to manage and oversee critical and high-level Port initiatives. The core duties of this role will include grant writing, which involves identifying potential grant opportunities, preparing and submitting grant proposals, and ensuring compliance with grant requirements. This is a crucial task as it directly impacts the ability to secure funding for projects and operations. Additionally, the Management Analyst will be responsible for contract administration, a task that encompasses negotiating, drafting, and reviewing contracts, as well as ensuring that the terms of all contracts are adhered to. This role will also provide support to the Senior Business Assistance Officer, Port Director, Finance Manager, and Capital Improvement Manager as needed, as well as support on special projects. This role will support ongoing and future projects, ensuring that the Port meets City Council objectives.
Estimated Fiscal Impact
Classification Salary and Benefits
Add Management Analyst (1) $107,782
October 15, 2024
FIRE DEPARTMENT
To keep the momentum in the Fire Prevention Division established by the hire of three fire inspectors earlier this year, the department wishes to convert the temporary Fire Inspector I position to a permanent position (no net change to position control, total of five FTEs) to promote wildfire prevention in areas of the City that are vulnerable to fire danger and coordinate with the Department of Public Works.
In addition, the Fire Department needs high-level administrative support to oversee contracting, issue notifications, and support the Fire Suppression and Emergency Services divisions. The department currently has a vacant Emergency Services Analyst position and an Associate Administrative Analyst position that they desire to reallocate to a Senior Administrative Analyst. The major duties of a Senior Administrative Analyst are developing and monitoring the department budget, preparing grant applications, participating and assisting with City and community initiatives, meetings, and events, drafting staff reports, memorandums, and resolutions, and resolving difficult organizational/operational problems, assisting with implementing solutions to problems, formulating administrative procedures and programs in a department or division, coordinating with other departments and agencies, and performing related work as required. In addition, this position may supervise employees, be responsible for a major functional area, or provide independent staff work for a department or division.
Furthermore, in coordination with Human Resources, the Fire Department has collaboratively developed and implemented new health and wellness programming that has greatly improved morale and outcomes for our employees as they respond to approximately 14,000 calls annually. As such, Human Resources desires to retain a Project Manager to continue supporting Fire personnel and provide similar services to non-public safety departments. For example, staff members in areas such as Community Services and Public Works require customized support to better manage the challenges team members face while aiming to provide excellent customer service to our residents.
Estimated Fiscal Impact
Classification Salary and Benefits
Convert Fire Inspector I - Full Time (1) $133,822*
Add Senior Administrative Analyst (1) $97,988
Add Project Manager (HR/Fire) $101,632
Delete Emergency Services Analyst (1) ($74,121)
Delete Associate Administrative Analyst (1) ($81,256)
Total $44,244
*(cost of Fire Inspector I currently budgeted)
October 15, 2024
OFFICE OF THE MAYOR
The Mayor desires to reallocate a vacant Associate Management Analyst to an Administrative Assistant. The proposed change is intended to bolster the support structure for the administrative team, ensuring they have the additional resources needed to effectively manage their responsibilities and enhance overall productivity.
The decision underscores the Mayor's commitment to optimizing the staff to better meet the needs of the community and improve the efficiency of administrative operations.
Estimated Fiscal Impact
Classification Salary and Benefits
Add Administrative Assistant (1) $67,694
Delete Associate Management Analyst (1) ($108,022)
Total ($40,327)
POLICE DEPARTMENT
To implement City Council-approved, city-wide parking enforcement with street sweeping, additional parking enforcement staff are needed in response to the increasing challenges posed by illegally parked vehicles, which significantly contribute to the City's blight issues. The Police Department is requesting two (2) additional Parking Enforcement Representatives. These new positions will play a pivotal role in fortifying the city's efforts to increase its coverage, efficiency, and effectiveness in identifying, addressing, and preventing illegal parking. This effort will contribute to a more organized, aesthetically pleasing, and functional public space, ultimately supporting the broader objectives of improving the built environment and livability enhancement during various times.
To enhance the operational capacity and efficiency of the Police Department's ability to process crime scenes, it is proposed to augment the current team with the addition of three (3) Crime Scene Technicians. These technicians will be instrumental in processing crime scenes, collecting evidence, and supporting the investigative process with their expertise in forensic analysis. Their roles are critical in ensuring that evidence is collected in a manner that upholds its integrity and admissibility in court, thereby strengthening the prosecutorial process.
Furthermore, the department requests the addition of one (1) Administrative Assistant to support the increased workload and ensure the smooth functioning of administrative duties. This position will be responsible for handling paperwork, managing schedules, and providing essential support services to the department's investigative and administrative functions.
October 15, 2024
Estimated Fiscal Impact
Classification Salary and Benefits
Add Parking Enforcement Representative (2) $103,831
Add Administrative Assistant (1) $67,694
Add Crime Scene Technician (3) $185,666
Total $357,191
PUBLIC WORKS – FACILITIES MAINTENANCE
Due to high service levels and the request to keep our community spaces available and open for extended hours, the Deputy City Manager, Community Services has identified a need for dedicated facilities maintenance staff to keep facilities operated by the Community Services Department clean and sanitized (i.e. libraries, recreation facilities, employment and training buildings, etc.). Two (2) Facilities Maintenance Workers are requested to fulfill this need instead of a Senior Building Trades Worker. The Facilities Maintenance Workers will ensure that all physical spaces are welcoming, accessible, and maintained to the highest standards during early mornings, evenings, and weekends since operational programming has increased to expand services in our community. In addition, the Public Works Department is requesting a Stationary Engineer to provided additional maintenance City-wide. By adding these positions and implementing these organizational changes, our patrons’ experience will be significantly enhanced, thereby strengthening community engagement and satisfaction with various programs.
Estimated Fiscal Impact
Classification Salary and Benefits
Add Facilities Maintenance Workers (2) $95,256
Add Stationary Engineer (1) $74,121
Delete Senior Building Trades Worker (1) ($74,121)
Total $95,256
PUBLIC WORKS – ABATEMENT/PARKS
The City currently faces escalated levels of blight and overgrowth, which pose significant safety and fire hazards, while detracting from its visual appeal. In addition, there is a need to have dedicated staff to properly maintain and nurture the over 20,000 trees in the City. In response to this need, the City Council directed the City staff to create a Tree Crew.
October 15, 2024
The City Manager intends to initiate a new program addressing blight city-wide, focusing on rights-of-way and medians and proper care of the City’s trees. Creating dedicated staff members for this effort will enable other park staff members to focus on park spaces throughout the City and improve Park maintenance.
The proposal entails the establishment of two additional crews dedicated explicitly to General Funds areas throughout the City of Richmond that require attention. The creation of these new crews will be comprised of one (1) Groundskeeper, and two (2) Gardeners. The Parks Division is in the process of filling four (4) vacant Maintenance Worker I/II’s positions, which can support both abatement and park crews. In addition, Abatement Maintenance Workers working collaboratively with Parks staff will assist to improve coordinated outcomes.
The City is also seeking to create a new Tree Crew. The primary focus of this crew is to assist with plantings (trees, shrubs, and smaller annuals & perennials), catching up on pruning backlogs, preventative and structural pruning, and other park-related projects.
As the City continues to fill vacant positions, Parks will add one (1) Tree Leadworker, one (1) Groundskeeper, (1) Maintenance Worker I/II, and two (2) new Tree Trimmers (TBD) to support the tree crew.
Human Resources plans to create a new classification of Tree Trimmer, currently delineated as two (2) TBDs in the resolution and will add arborist duties and skills language to Supervisor and Management positions to ensure the tree team is led by knowledgeable and experienced personnel.
The fiscal impact of adding (1) Tree Leadworker, one (1) Maintenance Worker I/II, two (2) Groundskeepers, two (2) Gardeners, and two (2) TBD (Tree Trimmers) is delineated below. Actual salary and benefits will be determined once the vacancies are filled.
Estimated Fiscal Impact
Classification
Salary and Benefits
Add Tree Leadworker (1) $67,694
Add Maintenance Worker I/II (1) $47,628
Add Groundskeepers (2) $95,256
Add Gardeners (2) $117,288
Add Tree Trimmers (TBD) (2) $117,288
Total $445,154
October 15, 2024
PUBLIC WORKS - ADMINISTRATION
Due to recent retirements and structural adjustments within the Public Works Department, there has been a notable shift in personnel and departmental needs. The Department Head seeks to add a Senior Administrative Analyst. This role is envisioned to lead the administrative pool and ensure it operates smoothly, providing the necessary support to all Public Works divisions and coordinate closely with the Finance Manager.
The Senior Administrative Analyst will be pivotal in managing administrative tasks, coordinating between divisions, and streamlining processes to facilitate the department's overall functionality. To meet the needs of the community, and significantly improve the built environment, there must be an increased production of Request for Proposals (RFPs), staff reports, contracts, purchase orders, and development of standard operating procedures.
In response to the urgent need to enhance the built environment and ensure the comprehensive upkeep of our public spaces, the City is requesting the position of Project Manager, designed to serve as a dynamic support system within the Public Works department. This role will not only advance timelines but is also strategically placed to offer leadership and continuity when key personnel, including Superintendents or supervisors, when unavailable due to leaves. This position will be instrumental in streamlining. This addition underscores the commitment to improving our City's built environment and demonstrates a proactive approach to addressing staffing contingencies and project management challenges.
PUBLIC WORKS- TRANSPORTATION
At the adoption of the FY 24-25 budget, the City Council approved two positions that were to be determined to address the transportation and traffic calming concerns. The City would like to allocate one of these positions to the Associate Planner classification.
There is no fiscal impact due to the placeholder being allocated in the current budget.
The other position will be brought to the Personnel Board for consideration.
Estimated Fiscal Impact
Classification Salary and Benefits
Add Senior Administrative Analyst (1) $97,988
Add Project Manager (1) $127,040
Delete Senior Accountant (1) ($97,988)
Delete Construction Inspector I (1) ($74,121)
Total CHECK $52,919
October 15, 2024
RECREATION
The Community Services Department - Recreation Division has identified a need for additional staffing consisting of two (2) Office Specialists, one (1) Aquatic Specialist, and the reallocation of a vacant Recreation Coordinator to Recreation Supervisor. The additional staffing and reallocation is to ensure staff can support registration needs for program and facility use, ensure programs continue to meet the high standards our community deserves, enhance program offerings, and ensure that our services remain aligned with community needs and expectations. These strategic enhancements will empower Recreation to provide even more quality, responsive, and impactful services to those we serve.
The additional Office Specialists will support the daily work in the Registration Office, and will be responsible for timely processing rental requests, Special Event Permits, registering patrons in classes, updating the City website, creating and delivering activity guides, flyers, and other marketing materials, tabling at community events, and providing support for other administrative tasks. The request to reallocate the Recreation Coordinator to a Recreation Supervisor is to allow for the oversight required for two (2) highly used aquatic centers. Recreation management believes this level is needed based on the specific needs required to manage aquatic centers, provide for increased programming, and oversight of many lifeguards. The Aquatic Specialist position will provide support to the Recreation Program Supervisor to plan, organize, and implement aquatic programs, prepare staff schedules, work with community aquatic needs, assist with recruitment of lifeguards, perform lifeguard duties, etc.
Estimated Fiscal Impact
Classification Salary and Benefits
Add Office Specialists (2) $113,292
Add Recreation Supervisor (1) $81,256
Delete Recreation Coordinator (1) ($61,889)
Add Aquatic Specialist (1) $47,628
Total $180,287
RENT PROGRAM
The Rent Board approved the reallocation of an Office Assistant to an Administrative Trainee for the Rent Program on June 28, 2024, which results in a net savings of ~$1,200 and will not increase their number of positions. The approved reallocation was not included in the position control document approved with the City budget. Therefore, this position must be added to position control by City Council action, which will
October 15, 2024
document for the administrative record and permit the Finance Department to effectuate the modification to position control.
Currently the Rent Program Department is funded for fourteen (14) Full-Time Equivalent positions and receives a subsidy of $290,391 for current fiscal year FY24-25.
The Human Resources Department proposes revisions to the Rent Program’s position control to reallocate the vacant Office Assistant position to an Administrative Trainee position, as this reallocation was approved by the Rent Board and covered by the current budget with a cost savings.
FISCAL IMPACT:
It is anticipated that positions will be filled by the end of the calendar year with an estimated remaining fiscal impact of approximately $1,423,488. Of the 23 net new proposed positions, two (2) are non-general fund, and the remaining positions are funded by the general fund. It is anticipated that positions will be filled by the end of the calendar year with an estimated remaining fiscal impact of approximately $1,423,488.
Certain positions are extremely difficult to fill, and as such, the recruitment period may be extended. To support the City Council’s policy direction, the positions for the Community Crisis Response Program, now known as ROCK, will remain fully budgeted.
SUMMARY:
City staff recommends approval of the resolutions amending the position control list and allocating funds, which will modify the position control list in the following manner:
DOCUMENTS ATTACHED:
Attachment 1 – Resolution Amending Position Control
Attachment 2 – Resolution Amending Budget
October 15, 2024
Position Control
Classification Department Unit
Convert to
Permanent 1 – Fire Inspector I/II Fire Firefighter’s Association Local 188
Add 1 – Senior Administrative
Analyst Fire IFPTE Local 21 – Mid
Management
Add 1 – Project Manager HR/Fire IFPTE Local 21 –
Executive
Add 2 – Parking Enforcement
Representatives Police SEIU Local 1021 –
General Employees
Add 3 – Crime Scene Technicians Police SEIU Local 1021 – General Employees
Add 1 – Administrative Assistant Police SEIU Local 1021 – General Employees
Add 1 – Management Analyst Port IFPTE Local 21 – Mid-
Management
Add 1 – Senior Administrative
Analyst Public Works IFPTE Local 21 – Mid
Management
Add 1 – Project Manager Public Works IFPTE Local 21 –
Executive
Add 1 – Tree Leadworker Public Works SEIU Local 1021 –
General Employees
Add 1 – Assistant/Associate
Planner Public Works SEIU Local 1021 –
General Employees
Add 1 – Maintenance Worker I/II Public Works SEIU Local 1021 – General Employees
Add 2 – Groundskeepers Public Works SEIU Local 1021 –
General Employees
Add 2 – Gardeners Public Works SEIU Local 1021 –
General Employees
Add 2 (TBD) – Tree Trimmers Public Works SEIU Local 1021 – General Employees
Add 2 – Facilities Maintenance
Workers Public Works SEIU Local 1021 –
General Employees
Add 1 – Stationary Engineer Public Works SEIU Local 1021 – General Employees
Add 2 – Office Specialists Community Services
- Recreation
SEIU Local 1021 –
General Employees
Add 1 – Aquatic Specialist Community Services
- Recreation
SEIU Local 1021 –
General Employees
Add 1 – Recreation Supervisor Community Services
- Recreation
IFPTE Local 21 – Mid-
Management
Add 1 – Administrative Trainee Rent Control SEIU Local 2021 – General Employees
Add 1– Office Specialist Community
Development
SEIU Local 1021-
General Employees
Add 2 – Code Enforcement
Officer I/II
Community
Development
SEIU Local 1021-
General Employees
October 15, 2024
Add 1 – Planning Technician I/II Community
Development
SEIU Local 1021-
General Employees
Add 1 – Administrative Assistant Mayor SEIU Local 1021- General Employees
Delete 1 – Emergency Services
Analyst Fire IFPTE Local 21 – Mid
Management
Delete 1 – Associate Administrative
Analyst Fire IFPTE Local 21 – Mid
Management
Delete 1 – Senior Building Trades
Worker Public Works SEIU Local 1021 –
General Employees
Delete 1 – Senior Accountant Public Works IFPTE Local 21 – Mid- Management
Delete 1 – Construction Inspector I Public Works SEIU Local 1021 – General Employees
Delete 1 – Recreation Coordinator Community Services
- Recreation
SEIU Local 1021 –
General Employees
Delete 1 – Administrative Assistant Community
Development
SEIU Local 1021 –
General Employees
Delete 1 – Office Assistant Rent Control SEIU Local 1021 – General Employees
Delete 1 – TBD Public Works SEIU Local 1021-
General Employees
Delete 1 – Associate Management
Analyst Mayor IFPTE Local 21 – Mid-
Management
Net New Positions SEIU Local 1021 IFPTE Local 21
23 17 6