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HomeMy WebLinkAbout4.F.4 City Organizational Structure Consent Business 4. F. 4. S:t- OPEE TO: Mayor and City Council FROM: William H. Reynolds, City Administrator DATE: 09/01/2015 SUBJECT: City Organizational Structure (E) Action Sought Approval of proposed City Organizational Structure and implementation plan. Background This is a continuation of the Council's February 3, 2015 discussion regarding City Organizational Options as proposed by Springsted Inc., and the Council's August 5, 2015 workshop which reviewed and commented on a plan by the City Administrator (CA) to implement a Customer Service Delivery Model Organizational Structure. After receiving comments from Council members and staff, and reworking the plan bases upon that input, a two phased approach is presented for Council action. As part of this operation, multiple personnel actions were proposed as options for Council's consideration. Some of those with minimal or no budgetary impact have been completed or in process to include establishing both an independent Finance Director and City Clerk (Council action Aug. 18, 2015), and filling the City Clerk and Building Official positions internally (CA action Aug 21, 2015). Other proposed actions included eliminating the Deputy City Clerk position and filling an Office Assistant position in the Clerk's office; eliminating a Building Inspector position and establishing a new Administrative assistant position; eliminating the Community Development Director and establishing a Planning and Development Director set at a level of Grade 12; establishing the position of Human Resources Manager; establishing the position of Planning Manager; and adjusting the ACA salary to be more equivalent to the position's responsibility and addressing wage compression. The total budgetary impact for the actions as originally proposed was $253,823.88. In discussions with City Council, concern was expressed regarding the cost of plan implementation. Council directed staff to review the positions and bring forth a tiered plan for consideration and (if approved) implementation. Discussion Based upon these concerns, a two tiered implementation schedule is proposed, with adjustments made to two positions to garner additional savings. In Phase 1 the position of Deputy City Clerk would not be eliminated as proposed, but rather it would be filled internally and the Clerk Office Assistant position would be eliminated for a savings $49,000. The other adjustment would be a Phase 2 implementation of the Planning Manager position mid-year for a first year savings of$59,177.47. Phase 1 actions would include elimination of Clerk Office Assistant position (currently unfilled) and internal promotion of Deputy City Clerk; elimination of a Building Inspector position (currently unfilled) and establishment of Administrative Assistant position; elimination of Director of Community Development (currently unfilled) and establishment of a Director of Planning and Development; establishment of position of Human Resources Manager; and adjustment of ACA pay. The total 2016 budgetary impact of Phase 1 implementation is an added $76,038.84. Phase 2 would include the mid-year establishment of the position of Planning Manager. The total 2016 budgetary impact of Phase 2 implementation is an added $59,177.47. Recommendation Staff recommends approval of the attached city organizational chart and implementation plan. Budget Impact The original proposal had a 2016 budgetary impact of$253,823.88. This revised proposal and timeline has a 2016 budgetary impact of$135,216.31. Relationship to Vision E. Deliver effective and efficient public services by a staff of well-trained caring and professional employees. Requested Action Council is asked to approve the structure as outlined in the attachment with the concurrent implementation plan noted above. Staff will bring forward necessary actions to implement the structure to include approval of the Deputy City Clerk appointment, and the establishment of the new Administrative Assistant, Human Resources Manager and Planning Manager positions. Attachments: Customer Service Delivery Model City Organizational Chart Customer Service DeliveryOrganizationalModel Chart Citizens City Council City Administrator Communications Administrative Support Police Fire Finance Department of Engineering& Department of Department Department Department Administration Public Works Planning& Parks Deparrtmention (Asst.City Admin.) Department Development HR Division IT Division Planning Division Econ.Dev. City Clerk Facility Maint. Building Inspection Divisioin Transit Services Division Management Analyst/Grant Coordinator