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CC - (1) FOUR-FIFTHS VOTE REQUIREMENT: Approval of a Budget Amendment Related to Reallocation of Personnel in Various Departments; and (2) Adoption of a Resolution Adopting the Classification and Salary Plan for City Employees Effective October 28, 2019.
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Meeting Date: October 28, 2019
Contact Person/Dept: Serena Wright-Black/Administrative Services
Onyx Jones/Finance
Phone Number: (310) 253-5640
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: Yes [X] No []
Commission Action Required: Yes [] No [X] Date:
Public Notification: (E-Mail) Meetings and Agendas - City Council (10/23/19)
Department Approval: Serena Wright-Black, Assistant City Manager (10/21/19)
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RECOMMENDATION
Staff recommends the City Council (1) approve a budget amendment related to reallocation of personnel in various Departments resulting in an overall savings of $62,717.98 (a budget amendment requires a four-fifths vote); and (2) adopt a Resolution adopting the Classification and Salary Plan for City Employees Effective October 28, 2019 to reflect these changes.
BACKGROUND
In the FY 2019/2020 Adopted Budget, City Council approved ongoing funding for the following Department positions:
Community Development Department
Plan Check Engineer
Sr. Building Inspector/Permit Center Supervisor
Finance Department
Assistant Chief Financial Officer
Revenue Operations Manager
Transportation
Training and Safety Instructor (retitled Safety and Training Coordinator)
DISCUSSION
Since the FY 2019/2020 budget adoption Community Development, Finance and the Transportation Departments (Departments) all consulted with Human Resources (HR) on how best to reorganize work duties and responsibilities to achieve more efficiency, meet regulatory mandates and to also provide better internal and external service. The proposed reorganization for each Department is outlined below. It should be noted that these changes result in an overall savings of $63,252.94 and that each of the positions being recommended for elimination are vacant.
Community Development Department
The proposed reorganization creates a Deputy Building Official position in place of the Plan Check Engineer and Sr Building Inspector/Permit Center Supervisor positions.
The Deputy Building Official classification will report directly to the Building Official and be responsible for supervising and participating in the work of the Building Inspectors, which includes enforcement of building, electrical, plumbing, heating, refrigeration, and housing codes, as well as reviewing and approving construction plans. In addition, the Deputy Building Official will supervise the day to day operations of the City’s permit center, ensuring that the City’s development services are effectively coordinated to provide the highest level of customer service to the community.
Action Position Hourly Rate New Hourly Annual Salary/
Rate Difference
Eliminate Plan Check Engineer 49.3931 102,737.70
Eliminate Sr. Bldg. Insp/Permit Supv 46.7815 97,325.24
Add Deputy Building Official 66.0218 137,325.24
Total Savings $ 62,717.98
Finance Department
Finance currently consists of four operational divisions: Budget/Financial Operations, General Accounting, Purchasing, and Treasury. Each of these divisions are overseen by three managers (Accounting Operations Manager, Budget & Financial Operations Manager, and Procurement & Financial Services Manager). Each manager reports directly to the Chief Financial Officer. There are two vacant positions, Assistant Chief Financial Officer and Revenue Manager that are being proposed to be eliminated and the duties and responsibilities of these positions will be reassigned to the three existing managers.
Finance is also proposing to add two new classifications: Revenue/Budget Supervisor and Senior Enterprise Business Analyst. The Revenue/Budget Supervisor will provide support to the Finance Manager in overseeing day to day revenue activities and play an integral role in assisting with the preparation of the City’s annual budget and forecasting.
The addition of a Sr. Enterprise Business Analyst is essential in assisting the City in improving efficiencies, segregation of duties and to address the numerous internal controls audit findings. The Information Technology (IT) Department will also utilize this position to address specific IT issues within Finance. The remaining budget will be used to fund a part-time position in the Purchasing Division to provide additional support to the administrative staff.
The proposed changes listed in the table below are being recommended to accommodate these organizational changes and to ensure that the classification specifications align with actual job duties and responsibilities. It is important to highlight that in addition to the increased responsibilities, each manager will also experience an increase in the number of staff that are supervised within each division.
Action Position Hourly Rate New Hourly Annual Salary/
Rate Difference
Eliminate Asst Chief Fin. Officer 81.7501 170,040.26
Eliminate Revenue Operations Mgr. 60.0199 124,841.34
Add Sr Enterprise Bus Analyst 56.8177 118,180.92
Add Revenue/Budget Supv 55.4191 115,271.78
Reclass Finance Manager 77.7754 24,447.54
Reclass Financial Sys/Purchasing Mgr. 66.0218 12,483.90
Reclass Investment & Acct Mgr. 66.0218 12,483.90
Total Savings to be converted to hourly budget $ 12,013.56
Transportation Department
The Transportation Department is comprised of Transit Operations, Transportation Planning, Fleet Services and Support Services Divisions. The Safety and Training Coordinator classification, currently assigned to the Transit Operations division, is responsible for planning, developing and administering safety training programs, policies, and activities for City employees in compliance with federal, state and local regulations.
The Federal Transit Administration (FTA) recently adopted a regulation which goes into effect on July 20, 2020 requiring transit agencies that receive certain federal funds to develop safety plans that include processes and procedures to implement Safety Management Systems (SMS). An SMS is a comprehensive, collaborative approach to managing safety. It requires positions that oversee this function, in this instance the Safety and Training Coordinator, report directly to the department head, the Chief Transportation Officer (CTO).
In addition, Transportation is proposing to downgrade its Management Analyst position, assigned to finance/grants administration, to an Associate Analyst. This determination was made by the new CTO, and supported by HR, after an analysis of the job duties performed by the position. It should be noted that there is no permanent employee working in the position.
Action Position Hourly Rate New Hourly Annual Salary/
Rate Difference
Eliminate Management Analyst 46.5482 96,820.36
Add Associate Analyst 38.5217 80,125.24
Reclass Safety & Training Coordinator 49.4537 16,515.72
Total Savings $ 179.40
In addition to the budget amendment, staff recommends the City Council adopt a Resolution adopting the Classification and Salary Plan for City employees, effective October 28, 2019, to reflect these changes.
FISCAL ANALYSIS
The annual fiscal impact for the proposed changes creates a reduction in the General Fund Personnel Budget of $62,717.98 and a reduction in the Transportation Fund Personnel Budget of $179.40. The budget amendment required for FY 2019/2020 in the General Fund is $41,812 and $119.60 in the Transportation Fund. This reflects eight months of salary savings for each fund.
ATTACHMENTS
1. 2019-10-28_ATT 1 - Resolution with Salary Schedule
MOTION
That the City Council:
1. Approve a budget amendment related to personnel reallocation (a budget amendment requires a four-fifths vote); and
2. Adopt a Resolution adopting the Classification and Salary Plan for City Employees, effective October 28, 2019.