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11 " LA a I I L I 1 .4 N
TO: Honorable Mayor and City CouncM
FROM: Jennifer Crawford, Acting City ManagerZ(—
Phillip White, Director of Finance W
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SUBJECT: General Fund Budget Adjustment/Salary Schedule Amendment #
That City Council:
1. Approve an amendment to the Fiscal Year 2022-2023 Annual Budget for Salary and benefits; and
2. Adopt Resolution No. 2023-02, amending Resolution No. 2022-63, amendin• g the
Management, Supervisory and Confidential Salary, Benefit and Classification Plan effective with the pay period beginning on February 25, 2023. a. Creating one (1) additional position of Assistant City Manager (Per Contract); and b. Revising salary range for current Assistant City Manager position to "Per Contract"; and
c. Revising salary for City Manager position to "Per Contract"; and d. Creating one (1) position of Director of General Services/City Clerk, Salary Range 57 ($149,352-$186,520); and
e. Creating one (1) position of Director of Governmental Affairs/Public Information Officer, Salary Range 57 ($149,352-$186,520),- and
f. Reallocating the position of Public Information Officer/Grants Coordinator (Confidential), Salary Range 29 ($74,807-$93,423) to Management Analysj (Confidential), Salary Range 29 ($74,807-$93,423)-, and g. Reallocating the position of City Clerk/ Deputy Rent Administrator, Salary Range 39 ($95,759-$119,590) to Deputy City Clerk/Deputy Rent Administrator/Records Technician (Confidential), Salary Range 39 ($95,759-$119,590); and h. Eliminating one (1) position of Deputy City Clerk/Records Technician (Confidential), Salary Range 28 ($72,982-$91,145).
361
City Council Agenda
Meeting of February 13, 2023
General Fund Budget Adjustments/Salary Schedule Amendment Page 2 of 4 On January 26, 2004, City Council approved the reclassification and reorganization of the City Clerk/Mobilehome Rent Administrator position from City Clerk/Mobilehome Rent Administrator to Director of General Services/City Clerk and from City Clerks Department to General Services Department (GSD). The responsibilities of the GSD included all statutory City Clerk functions, administration of the Mobilehome Rent Stabilization Program, and general services to include website management and development, project management for City facility design and construction projects, franchise management, emergency management (removed from responsibility in 2017), legislative analysis, grant administration and other projects as assigned.
On March 26, 2012, Council approved the reorganization of the GSD to incorporate the Information Systems Division (ISD) to ensure the City was strategically positioned to take advantage of technological advancements and be better prepared for cyber security related issues.
On July 13, 2015, Council approved the reallocation of the Director of General Services/City Clerk to Deputy City Manager/City Clerk. The Deputy City Manager/City Clerk position assumed oversight of the Community Services Department (CSD) and administrative supervision to the Director along with carrying out the responsibilities and oversight of the GSD and ISD.
On January 13, 2020, Council approved reallocating the position of Deputy City Manager/City Clerk to Assistant City Manager/City Clerk, The Assistant City Manager/City Clerk assumed oversight of the Finance Department and CSD along with carrying out the responsibilities and oversight of the GSD and ISD. In addition, Council approved the reallocation of the GSD Administrative Assistant position to Deputy Rent Administrator/Records Technician. The reallocation of this position was important for succession planning for the Mobilehome Rent Stabilization Program (MRSP) and improved efforts related to records management, The MRSP duties assigned to the Deputy City Clerk/Information Systems Technician were transferred to the Deputy Rent Administrator/Records Technician when the reallocation was approved by Council.
On November 14, 2022, Council approved several additional staffing changes, including the reallocation of the Deputy City Clerk/Information Systems Technician to City Clerk/Deputy Rent Administrator, the reallocation of the Deputy Rent Administrator/Records Technician to Deputy City Clerk/Records Technician, the creation of a Network Support Specialist, and the creation of an Accounting Assistant/Admin Assistant to be split between Finance and Fire/Paramedic Departments.
On November 28, 2022, Council approved a reorganization of the Community Services Department, which included the addition of one Recreation Superintendent, two Community Services Coordinators, and three Community Services Specialists.
In a continuing effort to adjust to increased workload as well as staffing levels that had been reduced as a result of certain positions not being filled when employees left the City and due to reductions in staffing levels during the COVID- 19 pandemic, a number of critical staffing needs have been identified, as well as a re -organization of departments under a two Assistant City Manager system. The current Assistant City Manager position will be responsible for overseeing GSD, CSD, serving as the Rent Administrator, and managing major projects. All other departments 362
City Council Agenda
Meeting of February 13, 2023
General Fund Budget Adjustments/Salary Schedule Amendment Page 3 of 4 will report to the new Assistant City Manager position, which will be filled with an individual experienced in Finance and Human Resources (a need for greater oversight in these areas has been identified). The re -introduction of a Director of General Services/City Clerk position will provide experienced oversight to City Clerk, ISD and GSD functions, while allowing the Deputy City Clerk/Deputy Rent Administrator/Records Technician to focus on the Mobilehome Rent Stabilization Program, along with backing up City Clerk functions as needed. The addition of a Director of Governmental Affairs/Public Information Officer will allow the City to move key initiatives and projects forward which require regional cooperation (e.g., Wildwood Canyon Interchange, a new library, revising/improving bus transit services, addressing homelessness, enhancing public safety services, etc.), and will enable the City to increase and improve upon communications/transparency. The reclassification of PIO/Grant Coordinator to Management Analyst will allow continued work on grant management, with an increased focus on research, report writing, the creation of presentations, and assisting the Director of Governmental Affairs/PIO as necessary.
These changes have also been discussed with, evaluated, and are recommended by the City's Management Consultant, Chris Mann, who has been hired by the City Council to take over as City Manager on March 1, 2023.
The following staffing changes are being recommended for City Council consideration:
• Creating and one (1) additional position of Assistant City Manager. • Creating and one (1) position of Director of General Services/City Clerk. • Creating and one (1) position of Director of Governmental Affairs/Public Information Officer.
• Reallocating the position of Public Information Officer/Grants Coordinator (Confidential), to Management Analyst (Confidential).
• Reallocating the position of City Clerk/ Deputy Rent Administrator, to Deputy City Clerk/ Deputy Rent Administrator/Records Technician (Confidential). • Eliminating one (1) position of Deputy City Clerk/Records Technician (Confidential) On February 7, 2023, the Finance Committee (Councilmembers Thorp and Venable) met with City staff and the City's Management Consultant, Chris Mann, to review and discuss this item in addition to other finance related topics. Based on discussions and documents presented, the Finance Committee recommends the support of this item.
FISCAL IMPACT:
With an effective date of March 1, 2023, and using the FY 2022-2023 budget worksheet department specific estimated benefit rate of 29% of salaries, the fiscal impact of the new positions
to the adopted FY 2022/2023 budget and the upcoming 2023/2024 budget is as follows:
363
City Council Agenda
Meeting of February 13, 2023
General Fund Budget Adjustments/Salary Schedule Amendment Page 4 of 4 Proposed Positions:
Range:
Step:
FY23
FY23
Total
Total
Impact
Impact
FY23
FY24 S&B
Salaries
Benefits
S&B
Director of General Services/City
57 1
$49,784
$14,437
$64,221
$192,664
Clerk new position)
Director of Governmental
57 1
$49,784
$14,437
$64,221
$192,664
Affairs/PIO new position)
Assistant City Manager (new
Per
$74,932
$21,730
$96,663
$289,988
position)
Contract
Additionally, with an effective date of March 1, 2023, there is FY 2022-2023 budget savings related to the City Manager employment agreement in base salary of $(16,890) and benefits $(14,805) for a total budget savings of $30,975.
The reallocation of the Deputy City Clerk/Deputy Rent Administrator/Records Technician and the Management Analyst positions do not have a budget impact as they were included in the FY 2022- 2023 budget under different titles.
Each of the items above are accounted for in the General Fund. As such the budget adjustment for FY23 in the General Fund is $194,130. Using the same assumptions, the FY24 fully burdened cost is estimated to be $675,316.
Attachments- Resolution No. 2023-02
Updated Organization Chart
364
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
YUCAIPA, CALIFORNIA, AMENDING RESOLUTION NO. 2022-63,
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
Adopt Resolution No. 2023-02, amending Resolution No. 2022-63, amending the Management, Supervisory and Confidential Salary, Benefit and Classification Plan effective with the pay period beginning on February 25, 2023.
a. Creating one (1) additional position of Assistant City Manager (Per Contract); and b. Revising salary range for current Assistant City Manager position to "Per Contract"; and
c. Revising salary for City Manager position to "Per Contract"; and d. Creating one (1) position of Director of General Services/City Clerk, Salary Range 57 ($149,352-$186,520); and
e. Creating one (1) position of Director of Governmental Affairs/Public Information Officer, Salary Range 57 ($149,352-$186,520); and
f. Reallocating the position of Public Information Officer/Grants Coordinator (Confidential), Salary Range 29 ($74,807-$93,423) to Management Analyst (Confidential), Salary Range 29 ($74,807-$93,423); and
g. Reallocating the position of City Clerk/ Deputy Rent Administrator, Salary Range 39 ($95,759-$119,590) to Deputy City Clerk/ Deputy Rent Administrator/Records Technician (Confidential), Salary Range 39 ($95,759-$119,590); and h. Eliminating one (1) position of Deputy City Clerk/Records Technician (Confidential), Salary Range 28 ($72,982-$91,145).
KIM METZLER, CITY CLERK
365
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SUPERVISORYCITY OF YUCAIPA
i
SALARYSCHEDULE
beginning pay period
No
Position
Range
Salary Ran e
1 Accountant Confidential:.
26 69,465-86,753
1 *Accounting Manager
43 105700-132,005
1 *Senior Accountant
34 84,637-105,700
1 *Assistant Engineer
33 82,573-103,122
2 *Associate Engineer
41 100,607-125,644
2 *Assistant City Manager]
Per Contract
1 *City Manager
Per Contract
4 Community Services Supervisor
28 72,982-91,145
1 Deputy City ClerAk✓Deputy Rent AdninistrPator/Records Technician (Confidential) **
39 95,759-119,590
4-
DP, +4, C;+.: rlo,fl?o ,,-ate Ta l„ I( ,,, n„+;nT\
l l
72,982 91,1 tG
,.
u 4✓77 GT
1 I *Director of Community Services]
57 149,352-186 520
I
*Director of Development Services/City Engineer'
62 168,978-211,030
1 *Director of Finance'
57 149,352-18 ,520
1 *Director of General Services/City Clerk'
57 149,352-186,520
1 * Director of Governmental Affairs/Public Information Officer'
57 149,352-186,520
1 Senior Executive Assistant/Human Resources Analyst
34 84,637-105,700
1 1 Housing & Economic Development Analyst
28 72,982-91,145
1 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 *Piamlin Manager/CityManager/Cily Planner
43 105,700-132,005
1 Publie T + , �n a 4we fi
29 74,807-93 423
Mazza ementAnal st ("Corr aden ial)
1 Public Works Analyst
28 72,982-91,145
l
*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 March 1, 2023
Attachment to Resolution No. 20 3-02
February 13, 2023
366
Updated/Proposed
ASSISTANT
CITY MANAGER
Administrative
Assistant fill
(0,25) 1
Senior Executive
Assistant I
Human Resources
Analyst
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City Attorney
Attorney City Commissions & Committees
- (Appointed)
Administrative
Assistant [III
(0.25) 1
Director of MHP Rent Director of
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%�,e=nerall Community Special Projects Stab a Governmental Director of Finance Director of Development City
Clerk ty oprn Clerk] Services _!e Program Affairs I PIO, Services I Ci Engineer Community Housing and
Services Management Economic
Analyst Devel went Office Assistant fill Accounting Public Works Assistant Planning Manager I
Superintendent Anarytst
puty City Clerk I Information (Finance) Manager Manager City Engineer City Planner Deputy Rent Systems Manager
administrator I Community
:ords Technician Services Supervisor Administrative Associate (4) Senior Accounta k( r Engineer Assistant/Associate Senior Code Accountant u"ic Works
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Technician Accountant 1111 LPPk Ranger 4) ]
kdministrative Network (Finance) (2) Planner (2) Enforcement Officer Assistant lilt Administrator Community Emergency
(0-5) Services Services
Coordinator I
Coordinator (9) Community Liaison Accountant IIII Senior Maintenance AssistantlAssociate Senior Dev, Code Enforcement Network Support Worker Engineer Services Technician
Officer2
Specialist Administrative Fire Services Police Services I Of () I I
I I AccountinParks Maintenance ance
Assistant (Contract) (Contract) g I Senior Dev.
Assisant(2.5) WorkerII11 Services Technic
ian Administrative
GIS Technician (5.5) P) Assistant Office Assistant IIII Community Pamedic Services
Services Specialist (Contract)
Streets Public Works
(3) Maintenance Analyst
Worker fill (2,5)_
FAccounting
Assistant (0.5) Public Works
Senior Administrative
I Assistant I
367
REVISED 01/27/2023