November 19, 2024
Human Resources
DATE: November 19, 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 position control list
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 $1,101,825.
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).
DISCUSSION:
The City recognizes that adequate staffing plays a vital role in the effective operation of local government, significantly influencing service delivery, community engagement, and overall organizational efficiency. Therefore, we continue to invest in employee recruitment and development. This commitment is essential to maintaining a responsive and effective local government and to making the City of Richmond the employer of choice. The following positions represent strategic reallocations and additions designed to support our goal of meeting the goals and objectives established by the City Council and to enhance service delivery to our community.
AGENDA
REPORT
November 19, 2024
FIRE DEPARTMENT
The Fire Chief is requesting the addition of nine (9) temporary Firefighter positions by increasing the number of temporary positions. Currently, the Fire Department has five (5) Firefighter vacancies. As the department conducts internal promotions in higher ranks, additional vacancies will occur. In addition, some firefighters may elect to retire in the coming months. As we embark on the background evaluation process and the Fire Academy scheduled for March 2025, the Fire Chief desires to place enough recruits through the academy to back fill future vacancies. As openings occur through attrition, the vacancies at the Firefighter level will be deactivated to maintain a total of 30 firefighters.
The intention behind these temporary positions will help maintain the department's operational readiness, ensuring that community needs are effectively met. Once the new recruits transition into permanent roles, the temporary positions will be formally eliminated from the department's position control roster, streamlining the workforce while maintaining the necessary capacity to serve the community effectively.
Estimated Fiscal Impact
Classification Salary and Benefits
Add Firefighter (9) ~$895,469
COMMUNITY DEVELOPMENT – ADMINISTRATION
The Director of the Community Development Department is requesting the reclassification of the Associate Administrative Analyst position to Senior Administrative Analyst. The complexity of tasks have significantly increased due to the rising number of grants across different department divisions. This escalation in complexity underscores the necessity of a senior-level classification for this position. The growing demands of procurement processes and the intricacies of administrative operations require a professional capable of navigating these challenges effectively. This reclassification is crucial to ensure that the division is equipped with the expertise needed to manage multifaceted projects and to provide strategic guidance in areas that are critical to the department's success. By elevating this role, the department will be able to enhance its operational capabilities and better support our overall mission.
The reclassified position is designed to provide comprehensive support to the various divisions involved in procurement procedures, as well as to enhance administrative and operational methods. This includes critical functions such as contract management and grant reporting, all of which require a high level of expertise and attention to detail. Additionally, the role will involve conducting the production of Request for Proposals/Qualifications (RFPs/RFQs) evaluations and working closely with
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the Director of Community Development in the creation of staff reports, contracts, purchase orders, and the development of standard operating procedures.
Estimated Fiscal Impact
Classification Salary and Benefits
Delete Associate Administrative Analyst (1) ($81,256)
Add Senior Administrative Analyst (1) $97,988
Total Net Impact $16,732
PUBLIC WORKS – COMPLIANCE
The Director of the Public Works Department is requesting the addition of a Construction Inspector I/II position specifically to assist in enforcing the Sidewalk Vendor Ordinance. This strategic addition addresses critical operational needs in Public Works related to sidewalk vendor compliance and other essential inspections.
Currently, sidewalk vendor ordinance enforcement is being managed by an external consultant, 4Leaf, whose services could exceed $250,000 annually. By establishing this role in-house, the department anticipates significant cost savings while also enhancing operational consistency and continuity in enforcement activities. An internal Construction Inspector would have the advantage of direct familiarity with the City's ordinances, priorities, and community standards, enabling more efficient and proactive enforcement.
The Construction Inspector’s job description is being updated to include sidewalk vendor ordinance enforcement as a core duty. Our two existing Construction Inspectors are already working beyond capacity, frequently incurring overtime to meet ongoing demands. Adding an additional inspector will alleviate this strain, allowing for balanced workloads across the team and ensuring that essential city inspections continue without disruption.
This new position is essential to meet the City’s evolving operational needs, as it will allow Public Works to effectively manage the demands of sidewalk vendor compliance without overextending current staff. The addition will also improve overall service quality, supporting the City's goal of maintaining safe and accessible public spaces while upholding local ordinances.
By approving this reclassification, the City can provide a cost-effective, sustainable, and responsive solution for sidewalk vendor ordinance enforcement, benefiting both the community and the Public Works Department's operational goals.
November 19, 2024
Estimated Fiscal Impact
Classification
Salary and Benefits
Add Construction Inspector I/II (1) $74,121
PUBLIC WORKS – ABATEMENT/PARKS
The Director of the Public Works Department is requesting the addition of the Parks Supervisor position for the Parks and Landscaping Division. This division is responsible for the landscaping within the city’s parks, the street right-of-way, facility grounds, and open spaces. The Division is also responsible for the care of the urban forest, which includes approximately 30,000 City-owned trees. Regarding parks and landscape maintenance, the levels of service vary depending upon location. The levels of service are higher in the two areas of the city covered by special assessment districts, namely the Marina Bay Landscaping and Lighting District (MLLD) and the Hilltop Landscape Maintenance District (HLMD). The districts are funded by assessments levied against parcels within the respective districts, and this additional funding traditionally more than doubles the resources that would otherwise be allocated for parks and landscaping maintenance in those defined areas. The City Council has recently approved the addition of more staff for the Parks and Landscape Maintenance Division with the goal to increase level of service for the community. The division has three Parks Supervisors: one for the MLLD, one for the HLMD and one for the rest of the City.
Counting temporary employees, with the addition of new staff approved by City Council, the Parks Supervisor for the MLLD will lead a team of 5 to 9 employees (5 FT- permanent & up to 4 temporary/seasonal); the Parks Supervisor for the HLMD will lead a team of 7 to 11 employees (7 FT/permanent & up to 4 temporary/seasonal); and the Parks Supervisor for the rest of the City will lead a team of 27 to 35 employees (27 FT/permanent & up to 8 temporary/seasonal).
Outside the two special assessment districts, the division is creating six maintenance crews with up to 35 employees at any given time. The complexity of logistics and tasks will significantly increase in the upcoming months as the new maintenance crews are being created. This escalation in complexity underscores the necessity to add a second Parks Supervisor outside the districts. This addition is crucial to ensure that the division is equipped with the expertise and leadership needed to schedule and manage several staff members in the Parks and Landscaping Division and increase the level of services for the community. The creation of multiple maintenance crews will lead to more intricate scheduling, task assignments, and resource management. A second supervisor will help streamline these operations, ensuring that all teams function cohesively and efficiently. The disparity in team sizes and responsibilities among the current
November 19, 2024
supervisors creates an imbalance that could impact service quality. Dedicated supervisors for the broader functions within the city can ensure that resources are allocated effectively and equitably, allowing for consistent service delivery across all neighborhoods. Increased supervisory capacity will allow for more focused training, mentorship, and support for the staff. This investment in human resources is essential for retaining talent and ensuring that employees are well-equipped to handle their responsibilities.
The addition of a Parks Supervisor for the Parks and Landscape Maintenance Division is not merely an enhancement but a necessity in light of the upcoming changes and expansions within the division. This position will provide the leadership needed to manage the complexities of our operations effectively, improve service levels for our community, and ensure equitable maintenance of our city’s parks and landscapes. The investment in this role will ultimately lead to a more vibrant and well-maintained public space for the residents of our city.
Estimated Fiscal Impact
Classification
Salary and Benefits
Add Parks Supervisor (1) $108,369
PUBLIC WORKS – EQUIPMENT SERVICES
The Director of the Public Works Department is requesting the reclassification of the vacant Combination Equipment Mechanic position to Combination Equipment Mechanic Leadworker. This is a strategic move to address the increasing operational demands within the Fleet Maintenance Division of the Public Works Department. Since the departure of the previous Leadworker in 2016, the division has operated without dedicated leadership, which has significantly impacted its efficiency and service quality.
The Leadworker role is essential for assigning tasks, directing the team, and ensuring that the maintenance and repair of city vehicles and equipment are carried out effectively. By formalizing this position, the department will restore critical leadership that has been lacking, ultimately enhancing service delivery to all city departments, including vital services like the Richmond Police and Fire Departments.
Over the past three years, the responsibilities traditionally held by the Equipment Supervisor and the Combination Equipment Mechanic Leadworker have been absorbed by the Equipment Services Superintendent, leading to an unsustainable workload and a dilution of service quality. This temporary arrangement has proven inadequate in meeting the growing demands related to vehicle procurement, compliance with state and federal regulations, and necessary administrative operations. The absence of a dedicated Leadworker has hindered the division's ability to provide timely and effective
November 19, 2024
responses to complex maintenance issues, resulting in delays that affect the operational readiness of city vehicles. Reclassifying the position will enable the fleet maintenance team to function with greater efficiency and responsiveness.
Moreover, elevating the vacant position to Leadworker will align with the City Council's overarching goals of enhancing operational capabilities and service effectiveness across departments. With a designated leader in place, the Fleet Maintenance Division will not only improve its internal workflow but also foster a more collaborative environment among staff, ensuring that all mechanics receive the guidance and support needed to excel in their roles. This reclassification represents a crucial step toward strengthening the division's infrastructure, ultimately benefiting the entire city through improved maintenance services and vehicle readiness.
Estimated Fiscal Impact
Classification Salary and Benefits
Add Combination Equipment Mechanic Leadworker (1) $81,256 Delete Combination Equipment Mechanic (1) ($74,121)
Total Net Impact $7,134
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 $1,101,825. Certain positions are extremely difficult to fill, and as such, the recruitment period may be extended.
SUMMARY:
City staff recommends approval of the resolution amending the position control list and allocating funds, which will modify the position control list in the following manner:
Add the following positions:
Classification Department Unit
1 – Senior Administrative
Analyst Community Development IFPTE Local 21 Mid-
Management
1 – Construction Inspector I/II Public Works / Engineering SEIU Local 1021 General Employees
November 19, 2024
1 – Parks Supervisor Public Works IFPTE Local 21 Mid-
Management
1 – Combination Equipment
Mechanic Lead Worker Public Works SEIU Local 1021 General Employees
9- Firefighters Fire Department IAFF Local 188 - Firefighters
Delete the following positions:
Classification Department Unit
1 – Associate Administrative
Analyst Community Development IFPTE Local 21 Mid-
Management
1 – Combination Equipment
Mechanic Public Works SEIU Local 1021 General
Employees
DOCUMENTS ATTACHED:
Attachment 1 – Resolution Amending Position Control