Agenda Item No. 10
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Raymond A. Casey, City Manager
Megan Wolfe, Director of Community Service
FOR: City Council Meeting of November 28, 2022
SUBJECT: Community Services Department Reorganization
RECOMMENDATION:
That City Council:
1. Approve the Reorganization of the Community Services Department and amend the Fiscal Year 2022-2023 budget by (Recommended by the Finance Committee):
a. Increasing the Annual Budget for Salary and Benefits in the amount of $311,094; and b. Increasing the Annual Budget for Revenues in the amount of $226,500; and
2. Adopt Resolution No. 2022-63, amending Resolution No. 2022-57, amending the Management, Supervisory and Confidential Salary, Benefit and Classification Plan effective with the pay period beginning on December 3, 2022, by:
a. Creating one (1) position of Recreation Superintendent, Salary Range 41 ($100,607- $125,644); and
3. Adopt Resolution No. 2022-64, amending Resolution No. 2022-56, amending the General Unit Employee Salary, Benefit and Classification Plan effective with the pay period beginning on December 3, 2022, by:
a. Adding two (2) additional positions of Community Services Coordinator, Salary Range 20 ($57,910-$72,322); and
b. Creating three (3) positions of Community Services Specialist, Salary Range 10 ($45,239- $56,498).
DISCUSSION:
Staff has reviewed the potential reorganization of the Community Services Department (CSD) necessary to provide the enhanced programming and services to Yucaipa residents as directed by the City Council.
In part, this reorganization is intended to accommodate the following changes in programming needs and the associated job market:
-219-
City Council Agenda
Meeting of November 28, 2022
Community Services Department Reorganization
1. In 2022, the Yucaipa Calimesa School District (YCJUSD) received a grant from the State of California to pay for before and/or after school care for children who fall into one of four categories: low income, English as a second language, meets qualifications to receive free or reduced lunch, and/or have immigrated to America. Due to this change, there has been a significant increase in participation. This increase in participation and grant funding is expected to continue indefinitely and perhaps even increase over time.
2. The need to offset the growing costs of festivals by aggressively marketing sponsorship packages and marketing opportunities to businesses.
3. The current workforce challenges and the ability to hire, train and retain temporary and full-time staff.
Unfortunately, COVID significantly impacted the workforce in a negative way, particularly as it relates to part-time staffing.
4. The increase in the total number of special events, programs and services offered throughout the year.
For example, Five Winds Festival, the 911 remembrance ceremony, golf classes, Pee Wee Sports and The Five Winds/El Dorado Ranch facility programming to begin later this fiscal year.
These changes necessitated a review of the Community Services Department structure, particularly after experiencing the ever increasing "revolving door" issue with temporary staffing since the start of the pandemic, holding extensive discussions with staff members of Community Services/Parks and Recreation Departments from other communities, and comparing staffing levels in other communities with similar programing, special events and festivals. Staff believes the current level of staffing -to- programming ratio is low and there is a justified need to increase staffing levels in order to be able to continue to provide quality of service to the community. The proposed staffing positions and CSD reorganization are summarized below:
Community Services Recreation Superintendent (one position) The Recreation Superintendent will be responsible for the overall management of the recreation programs in the Department which will include Sports, Community Center, Scherer Center, STARS, camp and crossing guard. The increase in services has significantly increased the amount of work for the Director. The position of Recreation Superintendent would reduce the need for the Director to attend all special events /festivals and allow the Director to focus on achieving and managing budgetary goals, future event/program planning, program service level and ensure overall quality control in all departmental services.
Community Services Coordinators (two positions)
The proposal includes hiring two new Community Services Coordinators: a Special Events and Sponsorship Coordinator and a Marketing Coordinator. The Special Events and Sponsorship Coordinator responsibilities would include researching, creating, and implementing a sponsorship sales program for City programs, services, and special events. The Marketing Coordinator would focus on City marketing which would include managing the City website and social media platforms to ensure the most up to date content is being published and creating the designs for all departments within the City and ensuring that the correct message is being sent to the residents, customers and/or visitors.
Community Services Specialist (three positions)
For the past several years, the CSD has relied on part-time staff to assist in carrying out programs, services, and special events. These part-time positions have been critical to help maintain the consistency of programming and services of the CSD. Last fiscal year a handful of employees worked over 1,000 hours to help maintain the level of service being provided in the department. The part-time staff that worked over 1,000 -220-
City Council Agenda
Meeting of November 28, 2022
Community Services Department Reorganization
hours were in the STARS Division and one person worked at the Community Center. Over the past year, the CSD has experienced an increase in the loss of part-time STARS employees due to seeking full-time employment and continued difficulties in hiring part-time positions to fill vacancies. In order to provide the required employee to student ratio required in the new YCJUSD before and/or after school care grant program and to achieve the Council goal of providing excellent customer service, staff is recommending the creation of a new entry level Specialist position. A total of three Specialist positions are being recommended, of which two would be assigned to the STARS/YCJUSD before and/or after school care grant program, and one position would be assigned to the Community Center. The Community Center Specialist will be crossed trained to work in other areas of the department such as festivals and events.
Over the past year, City and Crafton Hills College (CHC) staff have been developing an internship/staff recruitment program to help address the CSD temporary part time staff shortage and to provide students with the opportunity to work in their field of interest. Although no CHC students have been hired to date, this collaboration has developed a new opportunity in that a professor at CHC conducted a STEM training for STARS staff. The City and CHC will continue to work together to achieve the goals of both entities.
Based on proposed staffing identified above, the table below includes the annualized costs and estimated increased costs for the remainder of FY 2022-2023 (including taxes and benefits):
Revenue and Expenditure Forecast
Proposed Reorganization
Revenues:
Registrations
YCJUSD Grant
Sponsorships
Total Revenues
Expenditures:
Recreation Superintendant (1)
Annualized increased Estimated increased costs for
costs, including remainder of FY 22/23
taxes/benefits including taxes/benefits
$ 100, 000.00 $ 50, 000.00
$ 283, 000.00 $ 141, 500.00
$ 70, 000.00 $ 35, 000.00
$ 453,000.00 $ 226,500.00
Community Services Coordinator (2) $
Specialist (3) $
Total Expenditures
Other Considerations:
Part -Time staff savings
(175,167.94)
$
(71, 754.04)
(215, 484.00)
$
(107, 742.00)
(263,195.44)
$
(131, 597.72)
(653, 847.38)
$
(311, 093.76)
$ 20, 000.00 $ 10, 000.00
Proposed Total $ (180,847.38) $ (74,593.76)
The increased costs associated with the reorganization will be partially offset by $236,500 (remainder of FY 2022-2023) / $473,000 (annually) by offsetting revenues earned from program registrations, YCJUSD grant -221-
City Council Agenda
Meeting of November 28, 2022
Community Services Department Reorganization
funding, sponsorships, and temporary staff budget savings. This would result in a total net annual impact to the General Fund in the amount of $74,593.76 (remainder of FY 2022-2023) / $180,847.38 (annually) On November 22, 2022, the Finance Committee met with City staff to discuss the reorganization of the Community Services Department. Following the discussion, the Finance Committee is recommending the reorganization, and encouraged staff to seek partnerships with local colleges and Colton Redlands Yucaipa Regional Occupational Program (CRYROP) as well.
FISCAL IMPACT:
It is anticipated that the FY 22-23 costs associated with this recommendation will be offset by $236,500 in revenue earned from program registrations, YCJUSD grant funding, sponsorships, and temporary staff budget savings. This would result in a total impact to the General Fund in the amount of $74,593.76 for FY 22-23.
Attachment: Resolution No. 2022-63
Resolution No. 2022-64
-222-
RESOLUTION NO.2022-63
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
YUCAIPA, CALIFORNIA, AMENDING RESOLUTION NO. 2022-57,
AND ADOPTING THE REVISED MANAGEMENT, SUPERVISORY,
AND CONFIDENTIAL EMPLOYEE SALARY, BENEFIT AND
CLASSIFICATION PLAN
WHEREAS, it is necessary for the efficient operation of the affairs of the City that the City Council adopt a pay and classification plan; and
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF YUCAIPA DOES HEREBY RESOLVE, DETERMINE AND ORDER AS FOLLOWS:
Adopt Resolution No. 2022-63, amending Resolution No. 2022-57, amending the Management, Supervisory and Confidential Salary, Benefit and Classification Plan effective with the pay period begiiuiing on December 3, 2022.
a. Creating .one (1) position of Recreation Superintendent, Salary Range 41 ($100,607-$125,644); and
PASSED, APPROVED, and ADOPTED this 28"' day of November 2022.
ATTEST:
JENNIFER CRAWFORD, CITY CLERK
DAVID AVILA, MAYOR
-223-
EXHIBIT "A'
CITY OF YUCAIPA
MANAGEMENT, SUPERVISORY AND CONFIDENTIAL
SALARYSCHEDULE
(Effective beginning pay period December 3, 2022)
No
Position
Range
Salary Range
1 Accountant Confidential
26 69,465-86,753
1 *Accounting Manager
43 105,700-132,005
1 *Senior Accountant
34 84,637-105,700
1 *Assistant Engineer
33 82,573-103,122
2 *Associate Engineer
41 100,607-125,644
1 *Assistant City Manager
63 173,202-216,306
1 *Cit Manager
290,669
4 Community Services Supervisor
28 72,982-91,145
1 City Clerk/DeputyClerk/Deputy Rent Administrator**
39 95,759-119,590
1 De ty City Clerk/Records Technician Confidential
28 72,982-91,145
1 *Director of Community Servicesi
57 149,352-186,520
1 *Director of Development Services/City Engineer
62 168,978-211,030
1 *Director of Finance]
57 149,352-186,520
1 Senior Executive Assistant/Human Resources Analyst
34 84,637-105,700
1 Housing & Economic Development Analyst
28 72,982-91,145
1 *Recreation Superintendent
41 100,607-125,644
1 *Information Systems Manager
43 105,700-132,305
1 Network Administrator Confidential
26 69,465-86,753
1 *Planning Manager/CityManager/City Planner
43 105,700-132,005
1 Public Information Officer/Grants Coordinator(confidential) 29 74,807-93,423
1 Public Works Analyst
28 72,982-91,145
1 *Public Works Manager
41 100,607-125,644
1 Construction Engineer
38 93,423-116,673
1 *Assistant City Engineer
52 132,005-164,856
Department Head
* At will employee
** Effective December 31, 2022
Attachment to Resolution No. 2022-63
November 28, 2022
-224-
RESOLUTION NO.2022-64
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
YUCAIPA, CALIFORNIA, AMENDING RESOLUTION NO. 2022-56,
AND ADOPTING THE REVISED GENERAL UNIT EMPLOYEE
SALARY. BENEFIT AND CLASSIFICATION PLAN
WHEREAS, it is necessary for the efficient operation of the affairs of the City that the City Council adopt a pay and classification plan; and
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF YUCAIPA DOES HEREBY RESOLVE, DETERMINE AND ORDER AS FOLLOWS:
Adopt Resolution No. 2022-64, amending Resolution No. 2022-56, amending the General Unit Employee Salary, Benefit and Classification Plan effective with the pay period beginning on December 3, 2022.
a. Adding two (2) additional positions of Community Services Coordinator, Salary Range 20 ($57,910-$72,322); and
b. Creating three (3) positions of Community Services Specialist, Salary Range 10 ($45,239-$56,498).
PASSED, APPROVED, and ADOPTED this 28"' day of November 2022.
ATTEST:
JENNIFER CRAWFORD, CITY CLERK
DAVID AVILA, MAYOR
-225-
EXHIBIT "A"
RESOLUTION NO.2022-64
CITY OF YUCAIPA
GENERAL EMPLOYEES UNIT
SALARYSCHEDULE
(Effective beginning pay period December 3, 2022)
No
Position
Range
Salary Range
1 Accountant
27 68,837-85,968
2 Accounting Assistant
17 53,775-67,158
3 Administrative Assistant
21 59,358-74,130
1 Senior Administrative Assistant Public Works
23 62,363-77,883
1 Administrative Technician
26 67,158-83,871
2 Assistant Planner
31 75,983-94,893
Associate Planner
35 83,871-104,744
2 Code Enforcement Officer
27 68,837-85,968
1 Emergency Services Coordinator/Community Liaison
31 751983-94,893
-79
Community Services Coordinator
20 57,910-72,322
3 Community Services Specialist
10 45,239-56,498
1 Geographic Infonnation Systems Teelmician
21 59,358-74,130
2 Maintenance Worker 1
10 45,239-56,498
6 Maintenance Worker II
14 49,936-62,363
1 Network Support Specialist
21 59,358-74,130
2 Office Assistant
10 45,239-56,498
1 Senior Code Enforcement Officer
31 75,983-94,893
1 Senior Development Services Technician
25 65,520-81,826
1 Senior Maintenance Worker
18 55,120-68,837
3 1
Park Ranger
Public Works Ranger
25 25
65,520-81,826
65,520-81,826
Attaclunent to Resolution No. 2022-64
November 28, 2022
-226-