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