DATE: September 12, 2023
DEPARTMENT: ADMINISTRATION
FROM: STEVE CARRIGAN, CITY MANAGER
BY: JIM PIA, ACTING FINANCE DIRECTOR
LISA BRINTON, COMMUNITY DEVELOPMENT DIRECTOR
DAVID JACOBS, PUBLIC WORKS DIRECTOR
MARINA HORTA-GALLEGOS, HUMAN RESOURCES DIRECTOR
TITLE: REORGANIZATION, RECLASSIFICATION, WORKFORCE ALLOCATION ADJUSTMENT AND CLASSIFICATION SALARY – SCHEDULE MODIFICATION RECOMMENDED MOTION:
It is recommended that the City Council approve a Resolution to reclassify specified positions and amend the FY 23-24 workforce for the Administration, Community Development, Finance, and Public Works Departments and modify the Classification – Salary Schedule. Specifically, staff request to reclassify the vacant Permit Center Manager to Assistant Community Development Director, vacant Senior Plan Check Engineer to Plan Check Engineer, vacant Deferred Compensation Technician to Payroll Technician, vacant Technology and Innovation Officer to Information Systems Manager, one Senior Civil Engineer to Deputy City Engineer, and one vacant Public Service Maintenance Worker (PSMW) III to PSMW IV.
RECOMMENDATION:
Staff recommends that the City Council approve the attached Resolution to approve the recommended reclassifications and amend the FY 23-24 workforce for the Administration, Community Development, Finance, and Public Works Departments to include one additional Assistant Community Development Director by reclassifying the vacant Permit Center Manager and adding one Plan Check Engineer in the place of the vacant Senior Plan Check Engineer. In the Finance Department, the Deferred Compensation Technician to be reclassified to a Payroll Technician and Technology and Innovation Officer to Information Systems Officer. In Public Works, the Senior Civil Engineer overseeing Engineering/Capitol Improvement Projects to be reclassified to Deputy City Engineer. The Deputy City Manager would be added to the Classification – Salary Schedule. Lastly, the vacant PSMW III would be reclassified to PSMW IV.
BACKGROUND:
Community Development Department
The Community Development Department currently has approximately 60 authorized full-time positions and an operating budget of $8.3M. The department’s main functions are planning, planning implementation, permitting, management of federal funding, housing facilitation, homes services, code enforcement, business retention and expansion and small business development.
The current organizational structure divides oversight of the various divisions between the Director and the Assistant Director. Specifically, the Assistant Director provides oversight for Advanced Planning and Implementation (APPI), Housing and Community Development, and Code Enforcement. The Director provides direct oversight over the remaining divisions while planning and directing the goals, functions, and initiatives of the entire Department. The new Community Development Director assumed leadership as the FY 23-24 budget and workforce were being finalized.
The Department retained the services of Municipal Resources Group to assist with an assessment of the Permit Center (Permit Services Division). This process included employee input to review staffing, duties, workflow, customer service, and communication, among other things. Following employee feedback and a review of the current staffing, vacancies, and organizational structure, it is recommended that the vacant Permit Center Manager be reclassified to an Assistant Community Development Director with management and direct oversight of the Permit Center. Under the direction of the Community Development Director, this position will exercise general supervision over inspection services, building plan check, code enforcement and building permit operations. By leading the multi-disciplinary teams, he/she will ensure proper coordination of all applications received, timely service to all customers, collection of fees and coordination with the plan check staff and other City departments.
Separately, plan checking currently has two authorized Senior Plan Check Engineers and with one recent vacancy, the department recommends underfilling the position with a Plan Check Engineer. This will allow for career growth opportunities and anticipate this will be less challenging to fill.
Finance Department
The Finance Department recommends reclassifying the vacant Deferred Compensation Technician to Payroll Technician. A Payroll Technician would be able to assume existing deferred compensation accounting, posting, reconciliation functions and provide additional support to the Payroll Supervisor.
Additionally, the Information Technology (IT) Division was set to shift from the Finance Department to Administration although the IT division has historically been overseen by the Finance Director. Upon further review, it is recommended that the IT division remain in the Finance Department. This shift would have increased the Administration Department workforce by more than fifty percent (50%). Keeping the IT division within Finance provides a status quo in Finance and provides the City Manager with a more manageable span of control over the existing positions in Administration, those recently added and those being studied and recruited. Staff further recommends reclassifying the vacant Technology and Innovation Officer to the previously authorized Information Systems Manager.
IT staff are temporarily overseen by the City Clerk while the City prepares to recruit for the Information Systems Manager and fills the Assistant Finance Director and Finance Director vacancies.
Public Works
The Public Works Engineering division is currently divided into five divisions. Currently, two division head positions are vacant. The Department proposes to reclassify the incumbent Senior Civil Engineer overseeing Engineering (Capital Improvement Projects) to a Deputy City Engineer. This is the first step of several as the Department evaluates the current structure, existing staffing, and vacancies.
Additionally, the Maintenance Services division recommends reclassifying one PSMW III vacancy to a level IV position to balance the number of lead staff in the Sewer/NPDES Streets division.
CEQA CONSIDERATION:
Not a Project. The City of Salinas has determined that the proposed action is not a project as defined by the California Environmental Quality Act (CEQA) (CEQA Guidelines Section 15378).
STRATEGIC PLAN INITIATIVE:
The proposed action meets the Effective and Culturally Responsive Government Council goal.
DEPARTMENTAL COORDINATION:
Human Resources, Administration, Community Development, Finance, and the Public Works Departments collaborated in this effort.
FISCAL AND SUSTAINABILITY IMPACT:
None. The Permit Center is funded by an enterprise fund. The difference in salary between the Permit Center Manager and Assistant Community Development Director will be offset this fiscal year with salary savings from the vacant Permit Center Manager position and the underfilling of the Senior Plan Check Engineer will provide additional salary savings.
The reclassifications of the Deferred Compensation Technician and Technology and Information Officer are cost neutral.
The reclassification of the Senior Civil Engineer and PSWM III will be offset this fiscal year with salary savings.
ATTACHMENTS:
Resolution
Current Organizational Charts
Revised Organizational Charts
RESOLUTION NO. _________ (N.C.S.)
RESOLUTION APPROVING THE FY 23-24 WORKFORCE ALLOCATION ADJUSTMENT, RECLASSIFICATIONS, AND CLASSIFICATION – SALARY SCHEDULE MODIFICATION BE IT RESOLVED BY THE CITY COUNCIL OF SALINAS that the approved FY 23-24 workforce for the Administration, Community Development, Finance, and Public Works Departments reflect the recommended reclassifications, workforce adjustments, and Classification – Salary Schedule modification.
Department
Existing
Recommended
Administration
IT Division
Remove IT Division
Community Development
Permit Center Manager
Assistant Community Development Director
Community Development
Senior Plan Check Engineer
Plan Check Engineer
Finance
Deferred Compensation Technician
Payroll Technician
Finance
IT Division
Finance
Technology & Innovation Officer
Information Systems Manager
Public Works
Senior Civil Engineer
Deputy City Engineer
Public Works
PSMW III
PSMW IV
PASSED AND ADOPTED this 12th day of September 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
____________________________________ Kimbley Craig, Mayor ATTEST:
______________________________
Patricia Barajas, City Clerk
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