HomeMy WebLinkAbout1998-07-20 City Council (14)TO:
City of Palo Alto
City Manager’s Report
HONORABLE CITY COUNCIL
Attention: Finance Committee 1
FROM:CITY MANAGER DEPARTMENT:, PLANNING AND
COMMUNITY ENVIRONMENT
DATE:JULY 20, 1998 CMR:316:98
SUBJECT:REQUEST FOR COUNCIL APPROVAL FOR THE PLANNING
DEPARTMENT OF PLANNING AND COMMUNITY ENVIRONMENT
BUDGET AMENDMENT ORDINANCE FOR $488,364 IN
ASSOCIATION WITH A REVISED PLANNING DIVISION WORK
PROGRAM AND AMENDMENT TO THE TABLE OF
ORGANIZATION TO ADD FIVE POSITIONS FOR THE PLANNING
DIVISION. .
REPORT IN BRIEF
This report forwards to the Finance Committee and City Council a request to approve: 1) the
1998-2000 Planning Division Work Program; 2) amendment of the Table of Organization
and subsequent organizational chart for the Planning Division; and, 3) a budget amendment
ordinance for associated staff resources and other costs to implement the above.
The February 1998 Organization Evaluation of the Planning Division, prepared by Zucker
Systems, provided 130 recommendations which necessitate changes to operations and the
make up of the Planning Division. ~ Staff previously provided to Council a response to the
evaluation, and staff intends to provide at a later date a detailed implementation program of
the consultant’s 130 recommendations. Implementations of the findings of the organization
evaluation require modification to the Planning Division Work Program, changes in the
organization of the Division and a comprehensive request for resources.
Staff evaluated the current work program and has included recent priorities and assignment
changes as directed by City Council, Staff also evaluated the current organizational
arrangement of the Planning Division based upon the consultant’s recommendation to secure
five positions to carry out the duties and responsibilities of the Division.
CMR:316:98 Page 1 of 10
RECOMMENDATION
Staff recommends thatthe City Council:
1.Approve the revised Planning Division Work Program.
Approve the attached Budget Amendment Ordinance which amends the Table of
Organization to add five additional positions, one for the Planning and Community
Environment Department at large and four for the Planning Division, and the
associated funding of $488,364 to be added to the 1998-99 Planning Department
Budget. Of this, $300,000 will come from the general Fund Contingent Account
which has already been appropriated as part of the 1998-99 Budget and the remaining
$188,364 will come from the General Fund Budget Stabilization Reserve.
BACKGROUND
In September 1997, the City Manager engaged Zucker Systems to perform an organization
evaluation of the Planning Division of the Department of Planning and Community
Environment. The resulting report was forwarded to City Council on March 16, 1998 as an
informational item. The report included 130 separate recommendations, with the primary~
recommendation being that "the City Manager, Director of Planning and Community
Environment, Chief Planning Official and Planning Division employees ....review this
report and propose an implementation plan."
As a part of Council review of the Planning Department budget on May 14, 1998, staff
submitted preliminary responses to the consultant’s recommendations. Staff indicated at that
time that, prior to the City Council summer recess, a revised Planning Division Work
Program, a proposed reorganization plan for the Planning Division and a comprehensive
request for resources required to complete the Work Program and implement the
recommendations of the organizational evaluation would be presented.
Consideration of the revised Planning Division Work Program, organizational changes and
resources requirements could not be completed within the normal budget hearing schedule
because:
The Planning Division project workload is very heavy, including the facilitation of
the PAMF/SOFA Coordinated Area Plan process, drafting of the Historic Ordinance
and completion of the Comprehensive Plan.
On March 23, 1998, Council directed staff to incorporate into the Work Program the
assignment regarding residential neighborhoods in Palo Alto. Staff indicated at the
time this direction was received that beginning work on such a labor-intensive
assignment, especially in light of the commitment to implement the recommendations
CMR:316:98 Page 2 of 10
contained in the organizational evaluation, would require the reassessment of the
Planning Division Work Program.
Preparation of resource requirements related to the Work Program and
implementation plan required coordination with staff from Administrative Services
and Human Resources, who have been involved in the budget hearing process.
Several recommendations relate to the City Attomey’s office, and the Senior Assistant
City Attorney position assigned to the Planning Division’s has been vacant.
The proposed budget Which was adopted on June 22, 1998, did include "placeholder"
funding for implementation of the recommendations from the organizational evaluation.
DISCUSSION
Planning Division Work Program
Staff evaluated the current 1997-1998 Work Program and has provided a status report of the
activities therein (Attachmefit A). Many of the assignments identified on the current Work
Program have been completed. Other assignments were not completed due to several
reasons, including staff vacancies, short and unrealistic time frames for implementation of ’
various programs, changes in policy direction on various assignments, reprioritization of
assignments by City Council, and increased development review activity. A number of the
current work program assignments have been carried forward to the revised 1998-2000 Work
Program (Attachment B),
The revised work program is arranged in a different format from that of the previous Work
Program. The revised format is more concise, and it is staff’s intention to revise the titles of~
the "Functional Areas" of the Division’s budget next year to align with the categories of the
rev.ised Work Program.
The revised work program has been provided in a two-year time frame. Each assignment in
the Work Program document is presented with a project description; start dates; completion
dates; estimated hours required by staff for two fiscal years, 1998-1999 and 1999-2000;
planning staff, identified by position title, required to implement each assignment;
identification, of consultant assistance if required to complete the assignment; and assistance
required from other divisions, departments and/or C!ty offices. The two-year time frame is
a more realistic approach toward the completion of the assignments proposed for the
Planning Division, due to lack of full staffing until late 1998/early 1999, assuming a four-
to five-month time lag to fully staffthe Division with the new positions recommended by the
organizational evaluation. Several of the assignments are ongoing and require a large
amount of staff time. The estimated hours provided is a yearly total required to complete
each assignment. The total hours are based upon industry standards for productive versus
CMR:316:98 Page 3 of 10
non-productive time. The total hours available per year is 2,080 hours, less approximately
15 percent for time off such as vacation, personal and sick time, less approximately 15
percent miscellaneous time (i.e., personnel evaluations, personnel issues, progress reports,
problem solving, time management and contingencies, etc.) amounts to approximately 1,500
hours available per employee per year.
Staff intends to update the Work Program at the time of annual budget submittal and at
midyear budget informational report. Conditions which could require changes to the Work
Program include any of the following: increased development activity; changes in priorities
of projects/assignments based upon changes in policy direction; time frames for the hiring
of new personnel; and unexpected staff vacancies.
Contract planners and the use of consultants are also included within the Work Program to
augment staffing needs for special assignments, special studies and increased development
activity (including the processing of development applications, counter assistance, etc.).
Staff expects a reduction in the number of contract planner assignments when all authorized
staffpositions are filled and new staff have been adequately trained and oriented.
Amendment to the Table of Organization and Recommended New Positions
The organizational evaluation recommended the addition of five Planning Department staff
members to address the deficiencies recommended in the report. Specifically,
recommendations number 6, 12, 50 and 129 recommended the following additional
.positions: an administrator position for the entire department; and a clerical position, an
additional management position, and two Planner positions for the Planning Division.
The Administrator position will serve the entire Department, not just the Planning Division,
in providing numerous administrative services for day-to-day operations. Similar positions
exist within the Community Services, Police, Public Works and Utilities Departments. This
position will assist in the following: budget preparation and administration, administration
of contract planners, file management, training, information technology support, etc. The
responsibility for the Department budget has been assigned to the Senior Transportation
Planner. Therefore, the filling of the new Administrator position will free up substantial time
of the Senior Transportation Planner, after the initial training period for the new
Administrator.
The additional clerical position will assist in the overall clerical responsibilities of the
Division, which include support for boards, commissions, committees (i.e., PAMF/SOFA,
etc.).
The additional management position will share management of development review projects
with the Zoning Administrator, thereby allowing both management positions to effectively
manage and administer the development review function of the division.
CMR:316:98 Page 4 of 10
The two Planner positions will provide additional planning staff to adequately review the
volume of applications, adjust workloads to reasonable levels for professional staff, and
allow more challenging and interesting assignments to be assigned to planning staff by
diminishing the use of contract planners for development review functions.
Staff has already undertaken the advertising of the five positions and expects to be able to
fill all of the above required positions within the next four to six months, provided Council
approves this recommendation.
Staff notes that additional staffing beyond that currently proposed would be needed to
implement future Planning Department programs such as the permanent Historic
Preservation Ordinance, the proposed residential neighborhoods study and temporary staff
needs as. a result of the implementation of the permit tracking system. The additional staff
will be a part of separate resource request(s) when the above referenced programs are
implemented.
Reorganization Plan
The organizational evaluation recommended the addition of five (5) full time planning
personnel to provide a level of service adequate to serve the needs of the community. The
additional personnel recommended by the organizational evaluation compelled staff to
analyze the current staffing organization of the Planning Division. Attachment C shows the
existing organizational arrangement of the Planning Division, while Attachment D reflects
the proposed revised organizational layout.
Current Organization
The Division is presently organized into two sections, Advance Planning and Development
Review. The Advance Planning section’s present responsibilities include the following:
¯Completion of long range planning studies and special studies;
o Formulation of the Comprehensive Plan;
¯Continuation of advancements of the geographic information systems;
°Review of public agency projects;
,Review of referrals from Other agencies;
¯Implementation of housing programs; and,
°Review and submission of Community Development Block Grant applications/projects.
The Development Review section present responsibilities include:
°Processing and review of development proposals/applications;
°Processing of home improvements exceptions and variances;
°Subdivision review;
°Staff liaison to the Architectural Review Board;
°Public assistance; and,
°Counter coverage/assistance.
CMR:316:98 Page 5 of 10
The remaining responsibilities of the Division includes clerical support as well as monitoring
of the Interim Historic Ordinance. The clerical responsibilities of the Division include day
to day support of Planning staff, budget monitoring, development file management,
processing of purchase requests, etc. In addition, clerical staff provide the clerical support
for the Architectural Review Board, Historic Resources Board, Planning Commission and
other various committees or working groups meeting. This includes packet preparation,
advertising, meeting setup, minute taking, etc. In addtion, the Planning Arborist is
coordinating the multi-level review process with other, departments to better control tree
retention. ~ .
The bulk of staffing responsibilities in support of the Historic Resources Board, the existing
Historic Preservation Ordinance and Interim Historic Ordinance are contracted to a
consultant, working under the direction of the Chief Planning Official. These duties include
report preparation, agenda preparation, completion of merit screening, compatibility review,
landmark review, completion of exception hearings, meeting attendance, etc.
Proposed Organization
The revised organizational chart includes an entirely different concept of staffing the
Planning Division. Currently, projects or assignments are assigned to a particular person or
section of the Division based upon the fixed responsibilities of the section. For instance,
special studies (i.e., PAMF/SOFA coordinated Area Plan) was assigned to Advance Planning
with very little cross-utilization-of other staff.
The revised approach and subsequent layout (Attachment D), with the additional positions,
is organized as a "team approach." Four sections will be created: Support Planning,
Development Review - Single Family/Historic Preservation, Development Review - Multi
Family/Non Residential, and Advance Planning.
In order tO adequately satisfy the required needs as well as future needs (i.e., new programs,
etc.) staff is recommending the development review functions be split into two sections, with
a manager overseeing each section.
The Support Planning section revised responsibilities will include the following:
¯Overall administration and management responsibilities of the Division.
°Clerical support functions for staff;
°Clerical support function to boards, commissions and committees (i.e. Historic Resources
Board, Architectural Review Board, Planning Commission, PAMF SOFA, etc.);
°Implementation of the organizational evaluation;
°Oversight of the budget;
-Implementation of training;
-Implementation of geographic information systems;
CMR:316:98 Page 6 of 10
Public information dissemination;
Contract management;
Records management; and,
Liaison to the Planning Commission.
The Development Review - Single Family/Historic Preservation section responsibilities will
include the following:
Processing, review and monitoring of all single family and historic development
activities/applications(residential and non-residential);
~Monitoring of the completion of the Historic Preservation Inventory;
°Assistance in the final drafting of the Historic Preservation Ordinance;
o Completion of single family plan check; and,
¯Liaison to the Historic Resource Board.
The Development Review - Multi Family/Non Residential section responsibilities will
include the following:
o Processing, review and monitoring of all multi-family and non residential development
activities/applications;
°Implementatation of the Tree Preservation Ordinance - Tree Technical Manual
°Assistance in the implementation of the permit streamlining and the associated permit
tracking system;
¯City and local reviews;
°Other agency reviews;
°Subdivision review; and,
¯Liaison to the Architectural Review Board.
The Advance Planning section revised responsibilities will include the following:
o Assistance in the implementation of the Comprehensive Plan;
¯Implementation of long range planning studies(i.e. finalization of the PAMF/SOFA
Coordinated Area Plan);
¯Ordinance preparation such as the Zoning Ordinance rewrite;
°Oversight of regional activities;
¯Assistance in the Capital Improvements program;
¯Oversight of Federal and State Grants; and,
°Initiation of affordable housing.
A more detailed listing of responsibilities relative to each section is outlined in
Attachment E.
A major change in the way the Division operates will be in the delegation or assignment of
tasks or projects. For example, primary responsibility for long range planning studies will
remain with Advance Planning; however, a "team approach" will be utilized. A project
CMR:316:98 Page 7 of 10
manager or "team leader" will be assigned and a team of available Division staff best suited
to the assignment will be identified to assist in the completion of a task or project, regardless
of which sections the staff members belong to. This team approach will allow the transfer
of staffing resources from the entire staff to a project as a team and break the traditional
mold of limiting certain personnel to certain tasks. The benefits of the team approach include
the following:
Promotes the cross-training of personnel. This approach will provide more than one
person the expertise to complete specialized assignments, provide adequate coverage (i.e.,
time off and vacancies within the Division) and consistent and timely completion of
assignments. Cross training also provides excellent professional experience and
development for staff, allowing them to gain wider planning experience than currently
occurs.
Increases staffing flexibility. For instance, if the Division receives a large amount of
development applications that require processing, various personnel can be shifted to
accommodate the increased demands. Management staffwill need to continually assess
the Work Program priorities, and for that reason staff has recommended the Work
Program be formally reassessed on a semiannual basis and appropriate changes made
based upon increased demands or changing City Council priorities.
3.Allows more experienced staffto mentor less experienced staff. This approach will also
allow existing staffto mentor the newly hired employees.
The entire division, including management staff, will operate as a "team"; however, those
positions identified as the "planning team" on Attachment D are those that will particularly
benefit from the above approach. The positions located under the two development review
sections are the "core" positions that are more likely to have variable assignments among the
three sections. Assignments that could be shared as a "team project" include the rewrite of
the Zoning Ordinance and the Residential Neighborhood assignment. This team approach
has been discussed at length with the Planning Divisions staff and is endorsed by
management staff as well as technical and support staff.
Planning Division Organizational .Evaluation. Implementation
In May 1998, staff presented to the Finance Committee staff’s initial response to the 130
recommendations that were provided in the Planning Division’s Organizational Evaluation.
Staff shall prepare and present for City Council information at a future date a detailed
implementation strategy organized in the same manner as the Phase 1 report. The creation
of the detailed implementation strategies requires significant input and coordination and
given the short time frame and increased work on historic preservation activities, that report
could not be completed.
CMR:316:98 Page 8 of 10
RESOURCE IMPACTS
The implementation and action plan summary oft he organizational evaluation provided 130
.recommendations of which 35 recommendations involved the allocation of funding
resources. These items included the funding for five positions, file management systems,
computer upgrades, communications upgrades, space needs, training and contingencies.
Attachment F is a table identifying each of the 35 recommendations in the following format:
organizational evaluation recommendation, estimated additional costs; other associated costs
(i.e., furniture costs, computer costs, office supplies, etc.) and an explanation as the current
status of the request (i.e., if the funding was included as a part of the 1998-1999 budget, etc.),
and a cross reference number to the actual organizational evaluation recommendation
number. Staff has included one additional budget request as item number 35: additional
funding for professional dues for the additional staff.
The total costs for the funding resources identified in Attachment F includes $438,864 as
ongoing costs and $49,500 as one-time costs for a total of $488,364. Of the total resources
needed, $300,000 has already been appropriated as part of the 1998-99 budget and is in the
General Fund Contingent Account. The remaining $188,364 will be funded from the
General Fund Budget Stabilization Reserve. This total cost does not reflect proposed
resources for the initiation/implementation of the permanent historic preservation ordinance,
proposed residential neighborhoods program and proposed permit streamlining/tracking.
Staff will return with a comprehensive resource requests for each of the above upon
implementation of the programs.
Space for Planning Division Personnel
The new personnel will be placed on the 5th floor temporarily until such time the one stop
permit center is completed and the implementation of other recommended space changes
occur within City Hall. After each of the above space improvements are completed, adequate
space will exist to house the five new positions and the proposed future positions as well as
anticipated future positions for the permanent historic preservation ordinance, permit
streamlining/tracking and residential neighborhoods study.
POLICY IMPLICATIONS
This report does not represent any change to existing City policies.
TIMELINE
This item is scheduled for consideration by the Finance Committee on July 21, 1998 and will
be forwarded for City Council consideration on August 10, 1998.
ENVIRONMENTAL REVIEW
This report is not a project under the California Environmental Quality Act (CEQA).
CMR:316:98 Page 9 of 10
ATTACHMENTS
Attachment A - Status of the Previous Planning Division Work Program
Attachment B - 1998-2000 Planning Division Work Program
Attachment C - Current Planning Division Organizational Chart
Attachment D - Proposed Planning Division Organizational Chart
Attachment E - Planning Division Responsibilities by Section
Attachment F - Resources Request Breakdown
Attachment G - Budget Amendment Ordinance
PREPARED BY:Eric Riel, Chief Planning Official
REVIEWED BY:Anne Cronin Moore, Interim Director of Planning and Community
Environment
REPORT COORDINATOR:
CITY MANAGER APPROVAL:
Manager
cc:Architectural Review Board
Historic Resources Board
Planning Commission -
Planning Division Staff
Inspection Services Staff
Transportation Division Staff
CMR:316:98 Page 10 of I0
Attachment A
Status of Previous Planning Division Work Program
On-going.
¯ Removed or
Combined
Original
Recom-
mendation
Downtown Urban Design Improvements
#Item Status as of
97/98 Status as of 6/30/98
Advance Planning
I Draft Comp Plan Phase III-Draft Plan I Completed 96/97 Accomplished Completed
g Draft Comp Plan Phase Ill-Draft EIR , Removed 196/97 :Accomplished Completed
.g Draft Comp Plan Phase Ill-Housing Removed :96/97 Accomplished Completed
’~Draft Comp Plan Phase llI-Edit/Publish Removed :96/97 Accomplished Completed
.~Comp Plan Phase IV-Public review and 96/97 Accomplished
adoption On-going 97/98 : On track Final Review & Adoption scheduled for July 20. 1998.
96197 On time
6 Phase 1 construction on-going with Public Works as lead. Phase 2 desigt~ On-going :97198 : On track scheduled for 99/00 with Planning as lead
7 PAMF/SOFA Coordinated Area Plan On-going 97/98 w/budget
,amendment On track On schedule for completion at the end of 1998.
Not scheduled due to time extension for non-conforming use at 3200 Pad,8 Cal/Ventura Coordinated Area Plan Removed 96/97 Deferred Blvd. and development approval at 395 Page Mill Road.
97/98 wfoudget Delete Not scheduled due to development approval for former Cabana Hyatt.9 South E1 Camino/Gateway CIP Removed ,amendment
Palo Alto Stanford Intermodal Interface 96/97 Accomplished
IO Area (Dream Team)On-going 97/98 On track On-going with Stanford as lead through PVEA Grant Implementation.
I I Midtown Area Plan Removed 96/97 ~ Redefined Not scheduled due to inability of property owners to agree on funding ant
parameters.
lg HRB Ordinance On-going 96/97 ’Redefined ~On-going: scheduled for completion in Spfing of1999.
Zoning Ordinance Update/Develop Review 97/98 w/budgetI3Combined ’ On track To be incorporated into Zoning Ordinance Update (#15).Recomme.ndations (Streamlining) ~endmcnt
14 Zoning Ordinance Update/Regulations for Combined 97/98 w/budget
new Land Use Designations amendment On track To be incorporated into Zoning Ordinance Update (#15).
I,~Zoning Ordinance Update/Overhaul On-going 97/98w/budget
,amendment : On track Work Program for Zoning Ordinance Update to be prepared in FY 98/99.
I6 Revised Sign Ordinance On-going 97198 Deferred To be scheduled when cost and other priorities permit.
Merge1 7 Review Definitions of Gross Floor Area Combined .w/Overhaul Delete ’To be incorporated into Zoning Ordinance Update (#15).
lg Mitigation/Condition Monitoring Ordinance Combined Merge
w/Overhaul Delete To be incorporated into Zoning Ordinance Update (#15).
Consider in Not scheduled, to be incorporated into follow-up of Historic Preservation i19Professorville Design Guidelines Removed Delete98/99 Ordinance (#12).
gO Noise Ordinance On-going Considerin
98/99 Deferred To be scheduled following Zoning Ordinance Update.
Hazardous Materials Storage Facility Consider ingl Ordinance On-going 98/99 Deferred To be scheduled: Fire Department lead.
d:\glotia\wo,kprog\excel\JlM_l.xls 7/1S/ga ~ ~:SO A~Page 1 of 3
Status of Previous Planning Division Work Program
On-going,Original Stares as of#Item Removed or Recom-97198 Status as of 6/30/98
Combined mendation
Advance Planning (continued)
gg Design Review for Lot Consolidation & Lot~ On-going 196/97 Deferred i To be scheduled following Zoning Ordinance Update.Line Adjustment Situations
Transfer of Development Rights Ordinance :Removed 196/97 !New Item
(Accomplished) Completed...Ordinance adopted by Council.
Transfer of Development Rights Ordinance On-going ~96/97 . New Item Public handout being prepared by consultant.Follow Up
R- 1 Carports Removed ~96/97 :New Item , Completed: Revisions adopted by Council.
Development Review
Stanford/Sandhill Projects ’On-going ,96/97 Ondme
Palo Alto Medical Foundation Removed t 96/97 AccomplishedImplementation
IOn-going: oversight moved to City Manager’s Office.
iUrban Lane development application approved arid project under
construction.
Victor Aviation Application Removed !96/97 Delete i Not ~cheduled: Pre-screealng complete, no new application received.
96/97 New Item
Interim Historic Regulations Combined 197/98 ’,New Item
~96/97 ! New Item
Tree Protection Program On-going ~97/98 New Item
Ricky’s Hyatt Removed 97/98 ’New Item
~ On-going, extended through development of new ordinance (#12).
. Draft of Tree Manual prepared, and projects reviewed as an on-going
i activity.
;Development review application not received.
395 Page Mill Road (Hewlett Packard)Removed =.97/98 : New Item i Development review application not received.
On-going: Being accomplished incrementally in small segments
priorities permit, , ....
Affordable Housing & Community Development Block Grant Programs
96/97 , Deferred
26 BMR Program Evaluation Removed 197/98 Redefined
Housing for Persons with Developmental 96/97 Accomplished27 Disabilities Removed 97/98 "On track Project under construction
2,~"Single Family Shared Housing Removed i97/98 Delete To be scheduled following resolution of "at risk units".
Revision of Housing Reserve Guidelines/
Commercial in-Lieu Fee Ordinance
!96/97 ! Delete
Removed !97/98 Delete
,96/97 On time725-753 Alma Street SRO Removed 97198 On track Project construction complete.
HOME Grant Application Removed 97/98 On track To be scheduled as required when an appropriate project is proposed.
~On-going, being accomplished incrementally in small segments
:priorities permit.
96/97 DeleteMortgage Credit Certificate Allocation Removed 97/98 Delete ~ On-going annfial activity,
! 96/97 On timeBMR Contribution from 651 Hamilton Removed 97198 On track Completed
96/97 DeferredCDBG/Housing Capital Improvements Removed 97/98 Deferred On-going annual activity.
Preservation of Sheridan Apartments On-going 97/98 New Item On-track, scheduled for action in Fall 1998.
Status of Previous Planning Division Work Program
#Item
Information Management
96/97 Accomplished35 Systems Technology/Publishing/Graphics Removed : 97198 , On track
!96/97 : Deferred
36 GIS On-going !97198 ,Deferred
Permit Tracking/Condition Monitoring 96/97 Deferred
System On=going 197/98 Deferned
’; Consider in3,g CLG Grant Application Removed ’98/99 Deferred
On-going,Original
Removed or Recom-Status as of Status as Of 6/30/9897/98Combined mendation
On-going annual activity.
On-going: need completion of customer setwice tool and solution for
maintaining Comprehensive Plan maps
’ On-going: to be assigned as additional staff available.
Public Involvement, Education, and Assistance
39 Update HRB Inventory/Classifications Combined 97198 w/budget Redefined
; amendment On-going: Part of the Historic Preservation Ordinance (#12).
96/97 Deferred40Customer Handbooks Removed 97198 On track On-going annual activity
To be scheduled as priorities, time and costs permit after Historic41Mills Act Contracts Ordinance On-going ~96/97 Deferred Preservation Ordinance.
4g CEQA Guidelines Handbook On-going 96/97 Deferred On-going: City Attorney office as lead.(Attorney’ s lead)
Liaison, Coordination, and Technical Advice
96/97 On time43 CIP Design Consultant Removed 97/98 On track
44’ Los Altos Treatment Plant Study and 96/97 On time
Annexation On-going 97198 On track
’ 96/97 : On time45Downtown Parking Structure On-going 97/98 On track
96/97 On time46CIP Project Review and Coordination Removed 97/98 On track
Coordination with Administrative Services 96/97 On time47(Real Estate)Removed 97/98 On track
4,~" Sub-Regional Interagency Review &96/97 Ontime
Coordination Removed ,97198 On track
Regional, State, and Federal lnteragency ~96/97 ~On time
Review & Coordination Removed 97198 On track
On-going annual activity
Tobe scheduled: Public Works as lead.
On-going: Public Works as lead,
On-going annual activity
On-going annual activity
On-going annual activity
On-going annual activity
:so ~Page 3 of 3
~r~oo<
0
(~0<0
~0
oo
~)
o0
oo
oo
oo
I:::oL)
o
O0
t~
g<.~
~0
<
000
0<0<
oo.
oo
o
o
oo
n
0<
o(J
,,~
o0 o0 0
00~
o<
o ~o .o
o~m’o
o<
o
o
o
o<o
~0
o
0
0
0
o
o
o
>0
o o
0
0
0
0<0<
E
0
Attachment C
Attachment D
I
I
E
o o
o ooo
o
o
0
~ 0o
ooo
o
E
o
o
CL
.,J
E
o
"o
o o
o o
O~ o rn
o o o
o o o
E
o
ORDINANCE NO.
Attachment G
ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO
AMENDING THE BUDGET FOR THE FISCAL YEAR 1998-99 TO
PROVIDE AN ADDITIONAL APPROPRIATION OF $488,364 FOR THE
ADDITION OF FIVE FULL-TIME POSITIONS AND ASSOCIATED
RESOURCES TO THE PLANNING &COMMUNITY ENVIRONMENT
DEPARTMENT
WHEREAS, pursuant to the provisions of Section 12 of Article
III of the Charter of the City of Palo Alto, the Council on June
22, 1998 did adopt a budget for fiscal year 1998-99; and
WHEREAS, during fiscal year 1997-98, an organizational
evaluation of the Planning Division was conducted which resulted in
multiple recommendations to address issues identified; and
WHEREAS, staff evaluated needs and determined that five
additional full-time equivalent positions (as shown on Exhibit A)
are required at a cost of $438,864 in ongoing resources along with
$49,500 as one-time expenses for a total of $488,364 in the Planning
DiviSion; and
WHEREAS, there is currently $300,000 in the General Fund
Contingent Account set aside for implementation of the
organizational evaluation of the Planning Division; and
WHEREAS, City Council authorization is needed to amend the
1998-99 budget as hereinafter set forth.
NOW, THEREFORE, the Council of the City of Palo Alto does
ORDAIN as follows:
SECTION I. .The sum of Four Hundred Eighty Eight Thousand
Three Hundred Sixty Four Dollars ($488,364) is hereby appropriated
to salary and non-salary expenses in the Development Review
Functional Area of the Planning & Community Environment Department.
The General Fund Contingent Account is reduced by $300,000 and the
General Fund Budget Stabilization Reserve is reduced by $188,364.
SECTION 2. This transaction will reduce the
Stabilization Reserve from $17,656,208 to $17,467,844.
Budget
SECTION 3. The attached Table Of Organization as amended to
reflect changes shown in Exhibit A is hereby approved.
SECTION 4. As specified in Section 2.28~080(b) of the Palo
Alto Municipal Code, a majority vote of the City Council is required
to adopt this ordinance.
SECTION 5. The Council of the City of Palo Alto hereby finds
that this is not a project under the California Environmental
Quality Act and, therefore, no environmental impact assessment is
necessary.
SECTION 6 As provided in Section 2.04.350 of the Palo Alto
Municipal Code, this ordinance shall become effective upon adoption.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
ATTEST:APPROVED:
City Clerk Mayor
APPROVED AS TO FORM:City Manager
Senior Asst. City Attorney Director of
Services
Administrative
Interim Director of Planning &
Community Environment
Exhibit A
TABLE OF ORGANIZATION - GENERAL FUND
Actual Adopted Adopted Adjusted
Budget Budget Budget Budget
1996o97 1997-98 1998-99 Changes 1998-99
PLANNING
Administrator, Planning and
Community Environment
Administrator, Zoning
Assistant Building Official
Assisiant Planning Official
Associate Planner
Building Inspector
Building Inspector Specialist
Building/Planning Technician (p)
CDBG Coordinator
Chief Building Official
Chief Planning Official
Chief Transportation Official
City Traffic Engineer
Code Enforcement Officer
Dir., Planning & Community
Environment
Engineer
Executive Secretary
Manager, Planning
Managing Arborist
Office Specialist
Planner
Plans Checking Engineer
Senior Planner
Staff Secretary
Supervisor, Building Inspection
TOTALS
1.00 1.00 1.00
1.00 1.00 1.00
1.00 1.00 1.00
0.50 0.50 0.50
3.00 3.00 3.00
3.00 3.00 3.00
4.00 4.00 5.00
1.00 1.00 1.00
1.00 1.00 1.00
1.00 1.00 1.00
1.00 1.00 1.00
1.00 1.00 1.00
2.00 2.00 2.00
1.00 1.00 1.00
2.00 2.00 2.00
2.00 2.00 2.00
1.00 1.00 1.00
3.50 3.50 3.50
2.00 3.00 3.00
3.00 3.00 3.00
6.00 6.00 6.00
2.00 2.00 2.00
| .00 1.00 1.00
1.00
2.00
1.00
1.00
1~0o
1.00
1.00
1.00
2.50
3.00
3.00
5.00
1.00
1.00
1.00
1.00
1.00
2.00
1.00
2.00
2.00
1.00
1.00
4.50
3.00
3.00
6.00
2.00
1.00
44.00 45.00 46.00 5.00 51.00
s: ASDkBudget~LPerez\Budget\99PLAN-TablOrg
422