HomeMy WebLinkAbout0500.094City of Palo Alto
______ C_!ty ~~Il:lg~r's Repor!
TO: HONORABLE CITY COUNCIL
ATTENTION: FINANCE COMMfITEE
FROM: CITY MANAGER DEPARTMENT: FINANCE
AGENDA DATE: NOVEMBER 17, 1994 CMR: 500:94
SlTBJECT:
RWlJJ'ST
INFORMATION RELATED TO COUNCIL REFERRALS TO
THE FINANCE COMMfITEE ON THE ORGANIZATIONAL
REVIEW OF COMMUNITY SERVICES AND PUBLIC WORKS
DEPARTMENTS ISSUES
T11i'i is an iilfornaticflJ.1 report and no Council actior. is. r~qulred,
,EXECUTiVE SUMMARY
At its Septem~I 26, 1994 meeting, the City Council received the City r·..1anager's
recommendations on the organizationa! study performed by Hughes. Heiss & Associates.
The Ccuncil voted to refer the City Manager's recommended :;taff additions, reductiolls and
ttan.:ifers to the Finance C(Jrrunittee for revLew and rewmmendation. The COW1cfl prap{lscd
that comers ions of temporary po.itiom; to permanent staff not originally addre .. eil by
H..p .... Heiss be incorporated with Ibe budget process for 1995-96, Council also requested
that rcductiOf'.s recommended by Hughes, Heiss I>e brought forward for review, The Cit)'
Manager has subsequenll)' requested that all conversions of temporary positions to permanent
staff be considered within the 1995-96 budget process, and these are flO longer under the
Finance Committee's consideration.
This is the second packet of in formation 011 the organizarional revi ew. and Lt ad dresses issues
rdat<d to onl)' the Public Works and Community Serv~ce~ D~partments. The tirst pac"ct,
for the Cktober 27, j 994 meeting, contained information on issue, "ff«ting the Finance,
Information Resources, Plannin~ Fire and Police Departments.
The attached materials are provided tD facilitate the CcmuniUt:e's review. Attachment A
sunlmanze'S the rccomm¢ndations and cost~ for each issue. The Hughes, Heiss
recommendation i;; shown with the City Manager's recommendation on tbat lssue, if
applicable. The net costs or savings of the Hughes, Heiss reconunendations have been
Pooge 1 oil
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c:akulated based "" the 1994-95 wmpensa!ion plans. to be comparable with the costs or
savings of the City Manager', recomm<ndatiOIlS. In addition to the fuil cost of the
rocom,mendation, the net cost to the (Jenaal flm(~ is shoYiTI.
Attoclunent A L<>dicares the 'JX"i fie page "feren<:es from the Hughes, Heiss materials tor
each issue. The I>oclgroun<l OIl tbe Cit), Mar .. ger's recommendations is provided in
Attachment B.
nSCAldM,,"-I£I
The City ~1anii?cr'$. rf\:(,mm:::1J3ril'>l1s, (;ont.o.in;:d in (he atta·:hed materials would result in a
~,t't s..1\lngs 11"'1 i.be GC'"'1CT3.~ Fund of S 158,(1(1{1, rhis compares 10 net ~a\."ings of $348,500
frc.m ~,hc-Hu~h::.''. Heis.s n>'::(1rT'!111end3t;{1ns;.
A TTA(::R~IJ"TS
A} Summ.ar)' of Re-.:ommt"nddti(lE~
D) Bad.gH1-\l!1d Uil eil:)' Manager\ Rec<.)rnmendalions
PREP.A..RED BY: Jim St-e-efc. Budgt"t j\1anager
Joe S",,,io, Senior hnam:ial Analyst
Linda Craie:. St-nior .. '\<::colJntant
. ~. ~(/ (~\
DEPARTME/<.'!' HEAD APPROVAL:. '. ~~_/
Eml SOfl
CI1Y MANAGER AP?ROVlu.:
(T"lf OfFinan/2
CC: nla
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ORG,,"'fl7.ATIONAl., REVIEW RECOMME;'<o"DATIONS
F1NANCI: COMMJTTI:[ ISSUI:S
To ... 1'\d A.aaul
RECOMMENDATIONS Soaru· I , ....... 1 C...aJC'ral fund
C." Coot
(S.'~l (Saviap)
PUBUCWORKS
Expend ""otracI no trimmill8 HB
\
e.ckp"oGIKI
Rdffftt«·
HB Pub Wks
Reduce in.-house tlU: ~.158.70(jl r Sic'8,;C'l> T~ :\iaintenance
maintenance s+..a.ffUlg by Program, pp. 7·20
five positions !
Expand. tree sen' j ~'e S] ~.:.S"XI r s r P. ""-1
c:ontra.cts
Rdnves1. these ~.a:\ing" in S i I :'. ~ ~,'.; , ,i.) I _', ~ (~.J
planting, stre¢t tn.'e'
trimming and park trtt
care .
• • • • •
Realign tree 5ef\'iCl:S eM ,\ tt;;o; hmrnt B.
Reduce street tree ~l~36,3C{\1 J(~36JOO) Page l
trimming stall by tlse
position.s
E.xpand contracts fOf some S)42.500 S 1.$2,500 __ trimming
senices.
Utilize savings from .... ff S94,500 S94,500
reductioru; in strceI """
trimming to iD<=Ise )"".1
of»llk tree care staffing by
two.
Eliminate eIP for parle """ S{!;,lXXJ) S(S5J).'Xi )
maic1:¢'n.allc: .
. *All Hughea Heiss (,ni) re:c~_ndd:tioll-... dU! contaH.t'j l!l tr.e Ph.aos~ 1'[ repo~ts.
which are gr~uped by dOi!'part-.-nt.. The City ."ULnager's (~) re~oanend.ationB .!ore
ccncained in Attacn~Lt B .
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ORGANlZATIONAL REVIEW RECOMMENDATIONS
FINANCE COMMITTEE ISSUES
"All Hugh~a Heiss iHHJ :rec0]'!".mendation~ .H-e con'.a;:.ned in tr.1? phase II rf:'pon.s,
which ar!! grouped by department. The r::'i',,}, Mil11;;,ger's ({.'Xl recoT1'l'r.endatio!lS ... re
contained in Attachment B.
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ORGANIZA 110NAL REVIEW RECOMMENDA nONS
FINANCE COMMITTEE ISSUF.8
RECOMMENDATIONS
Eliminltc 1r. Museum /Zoo
Supenisor position.
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Ccmbine Jr. Museum Supervisor
position witb Open Space
Superinte .... d:ent position and
upgrade a Sder;cc Producer
position
Close T ("J'U'W) Library> rca11 ~te
staff I'CSOurt:eS to other branches.
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Leave 1 erman Llbrary open
pending completion of Library
Study.
SoRrtt·
HH
eM
HH
eM
Totel NdAnDuat
Annual GeDeral Fund
CMf e .. t
(Savings) (Savings)
$(67,300) $(67,300)
$(62,700) $(62,700)
S(13,9OO) S(IS,900)
No change No change
Backgrollad
RefenaC'e*
HHCom Svcs
Mgm~&Admin
Sl8ffing
pp. 24-27
Attachment B
Page J
H]-{ Com SyCS
Branch Library
System
pp.8·16
Anachment B.
Page 4
~A11 Hughes Heise (KH) reco~ndationa are contained in the Phase II reports,
which. are grouped by de.partme-.nt. The Cit}-' Managel" B [CM") rfilC"ommemlatioo:9 are
CQntained in Attachment B.
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ORGAA.ZA T10NAL REVIEW RECOMMENDA nONS
fIN~'1CI!· COMMTTTEE ISSUES
Coa!n<:< out mainlletoance of .mall
port.., all medi.ms and islands and
~ bcilities.
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pr-..::..:-~ in ~'=·'eTa.J, ::eaJ po:r1C"'..1
<:-:·;\'tr3"~tl[1-t. for n-u:nten,:1.nce of
park-; f~:dities arrj r-cdu,e rm
rr·.ai\l~c'l.3..rr~t' s'..affir,g \:-y ;::"",~)t 4,~
FTC a.s. at".nuorl r~c'J..-S.
Rtorg.anlU Pms D:i\.1.sion
.supc!:'..-iEOry." 51:11.)CtUre by addmf,
LIN rari: SUpcn-iS0f pcsition and
eLiminate thret: C're","'-leadc;
P051~"fL'" . . .. . .
N. "Y.ancies occur I evaluate: Pans
Mairuenllll<:C supm'isory and lead
sIIl><:rure .
HHTotal
&'urtt"'"
HH
H" n
eM
Totol
Annual
COfI
(So.iDll')
5(150,000)
5(lOQJ){}{l)
$(86,100)
TUD
S{JI8,2(0)
------------~CM~·T~·~·--····-··········;-········ .. -··· .. ·····-·
5(1S4,900)
Net AouuaJ
Gmeral Fu:ad
Cost
(Sni.p)
$(150,000)
$( I 00,000)
$(86,100)
rBD
-(. S(JI8,:!OO)
5(154,900)
S.ckgrouDd
Rdtrtnce*
HH Com Svcs
Parks Main!.
Service Levels
pp. 1·1, and
appendices
Attachment B
Page)
HH Com Svcs
Parks Divisio;}
Organization
pp 7-10 ana
Exhibit 1
Attachmt'ot B
Page 5
"1o..l1 Hughes li~iss om] reco=,et,dat.icr.a. are cont.a(n~d in th~ Phase II reports,
whic!:a &re grol.lped by dep.art.O'1ent.. The City Manager'''' {CM) recommendations are.
CODt4iD~Q in Att~cr~ut E.
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ORGANIZA nO:"AL RH1EW RECOMMEND" nONS
nl"ANC!, COMMITnE ISSUES
Total Net Ab!;UII
RECOMMEl\lIA nONS Sottru· AlIi'Dual Geaeral Fand
Cost Cost
(S • ...,ia~} (So,i11«')
Cotta.., C-....." Cra ...
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Ba<kqound
RdC'r"t'4Ct*
ResIore ODe El>iiooeria& C~! S5~,500 $52..100 At!acbment B
Teclmid.., positioo for Cubh:Tiey Page 6
Center projttts,
Add ODe' Office STX"Cia1i!t P=,Sitl':':1 0\ s.-~:1, 71)·,) 'M S, 7(,(1 /'.,fl.adlr-nent B
for Cubt:-aley Ccn~.~ ?ro,iO:C',S Pag;.; 6
HH Tr..'tl!; 0 D
C~~ T(,tJlI 198200 , ,9~;,2UO
HHTOTAL S{378~<OO1 S(348~<OO)
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CM TOTAL $1 17 6.4(0) 5(1 !oS,Of)!!) .
-All Hug-bee He.is:iO [HP.) :--eCOl"l!'.en~tionB Are e<J!!t-i=.ined in th~ Ph.ise II reports,
..uic:h !l.rl: grouped by departll'W!I1t. Trle Cit)· .~'1.agl!r·3 (CM) reco.'1'ITle .. 1d.ations are
c~tai~ed in At-t-ac~~t s,
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A TTACIfElfl B
Organizationsl Revie~'
City Manager's Recommendations
Public Works Department
Issue: T .... Trimm;", ~
HH ReeaDlm.9.d.doa: Transition tree' trimmin~ from In·housc h.' c.mtract by r:..:h:Cll'lg ::\ suff
pot.;tions in Tree Maintenance, expandin~ contract SiCn;Cf1, to 1ep!ace that ~..'lff effort. and
alJocating 2 pos.itiODS (0 parXs tree maintenance.
Net Cost {S.vu..,): ($258,700), offsel by 514250(1 ~in\'e-st~d in {:or.~r.f.1 $cr"-ic~ a:Jd
$113,500 in pm _ care; net ""ings or (52, ilK')
Ruponse: Rased on Hughe-s, Heiss' a.ru.lysis or Lr.·h'l!.:Soe \ ::;r-,"':', ~,1:IT,,':l <",_,,~: ~ ,",1[ t"C,-, :ri:T,;'('":ir ~~.
savings: can be a(;hieYe.::i by trMsi!ioning lei .;:o:-:t~j":! 'I.',-;'tJ... :-:U f i",-'L:.:'o ,", Ih.,l ::,.·..:C"i':.J0:t "<'roi,:t'
levels can te .u:hkved through COJltraC"l wc,rk fl1r ("rum .IimileJ .'." !':;'. n," ~T;·n;,":.":~' .i.~li\i i".'"
e-s.pecially \\"ith consislent m(1pjIGrirLg of i;ontra,:l 5'i." . .'"l,;tl:-d:.' S~~~~; ~r.:n:, ::.',,',:;: 11~~ In ... :. !:--..:
associated ~ith contractin~, b,l[ s.L1ffN;lt~' .. es i1">: :":i\in~;, i"I,lit'!.", ,I;,; 1:,1.;]."[ \':1
Since the Tree Maintenance Proparn ha.~ CUlTt;:"rJ! \.a.(..!,;xit:~" il i~ rr.'r'l.)-..;',J Ih,]1 t~-: frry: p"i:il'sc .. >f
trallSltiOning to CO!'otracl w('I{k OC':ljr In mid lS'9-\+QS, Hw y':-,~",,,.J t'h.ase in 'L~ :rJ.r\.~il\lJn t,)
contr.u;t maintena..ice \\'Culd oc...""1lT til [995,%. Sa\'ing!:. from [he-.<,,~,"Jr:J phJ..~ \\~'!.ltd!:'lt utiliZl."d
for the dedicatiOD of 2 po~itions fl) parks tree main:cn.ance. 111 aJdi!l~m. \~5,O(~1 in Jd~j Ln .. "C
planting and r1U'.1ntenance, scheduled to be u-ans:ti<."IneJ fr'XTl ,], CJ.f'il,-li lrnpw\'tme-nt Pn'~.':rJ..--n
(elP) to the pUKs operatine budg~1 in [995·96. \,,'ill be rerlau.'.-:l by In.: JJ.~di!il'TUI ~t;J.ftln~
Staff's assumptions regarding the disposition of \'ehkj('S is slighot!y diffe-rer,[ from the
coru.-'wtant's., and this tes-cits in a tllfftTt-nl.,t in the rdeva..,\ ~ •. l';ing$ and cost~
City Manag«:r'" Recommendation: Agree
Net Cost (S.vinp): ($2)6,)00). offset b,-S 142,500 rein~'es'ed in I..·,:,\nrrac-t _'!O("f\1ce-s l..""id SIJ4.50(i
in park tree care; in addition, S85,o..."Xl can be remo\"ed from the C'"IP for pan.: trtt care, ~e!
savings of ($84,300).
lJ.sue ~ Combine Fleet Sm';.:e POJitiQDs
HH Recommendation: Combine the Fief! SeTvice C0I)idin..ll0r :-.n.1 Lc"j \kch.a.'"t~, pcsiti'''':-"Js
into on~ position.
Net Cost (Savill!!,): (127,60()
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Organizational Review
City Manager's Recommendations
Rcspoue: Staff disagrees., The Dep..utment m::ommends reduc'mg a contract employee position
",i.thin Fleet Management. and wntinuing to review the operational requirements tor the Fleet
ServIce Coordinator and Lead Mechanic. The HH recommendation is contra.ry to the
demonstrated need for lD()re administrative contrels in fleet management a('tllfities a'ld not just
an emphasis on maintenance of eqwpment. In addition, the aa.alysis does not consider the mix
and oomplexity of Palo Alto', !lee!, as compared to the bendunark cities used by the consuitant.
Due to the Utilities Department equipment, Palo Alto's fleet is not direcLly C{)mparable-to those
cities.
City Man;lger's Recommendation: Reduce staifrng in the Flet:'t Management Di\'lsj{Jn by ('ne
temporary POSitiOll.
Net Co,t (Saving'): ($17,000)
Community Services Department
Isslle: AdditioD of a BIISin~3 Ma_~y"tr.
HH Recommendati(tD: Add a Busirles'S Manager to Community Services
Net Co.1 (S.,.mgsj: S71,4CO
Respruue: A Bus.mess Manager position in the Community Senices Department VI" ill
significantly improve internal optrations. A numbt.,. ofintemal tasks, CUJTenlly being performed
by the Superintendonts of Rocreation, Open Spoco and Parks, and the Directo, of PaTks and Oolf.
will be more effectively and efficiently performed by a Business Manager. Addltion of this
position facilitates the proposed reduction of the JUnlor Museum Supenisor position. Examples
of administrative tasks the Business Mlmager will pcrfonn include: preparing. monitoring and
aoaiyzing budgets~ preparing, acJmjnistering, and inlplementing capital improvement projects;
monitoring e.ash handling procedures; c.naIyzing fees and r.::\'enues; pr.:-par-ing and ad.-nini5tering
contractual agreements; analyzing worktoads~ and managjTtS fadlitic5 and equipment opei<l.tions
for the Department. This position will as...~ne administrative and fma."1c ial tasks performi!rl by
existing management ami supervisory staff, thus allowing them time to enhance plan.ning efforts,
improve internal operations, devote more time to programming, and Jeliver quality services to
the citizens of Palo Alto.
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Organizational Review
City Manager's Recommendations
Cit)" MaJlalCr's Recommendation: Agree with lUi recommendation.
Net COlt (S .. -ings): $71,400
IpK: Reduce M~agemeD1 Staff in the Communi",,' Thea~
HH RtcOJDlDmdatlort: Eiiminste Community Theatre Manager po.5ition,
!Ii<f CO!1 (S"ings): (567,JOO)
Re-sponse: EffLciel1,:i..:-s and S<1\'ings ca."! be gainrd by combining the Communil)' Tbealre
Ma1)a.gcr and T.;-chnkal Sup:r,-iscI po5itioJ1S;. The combined poJsition ",-ill have tho;: technical and
administr:'1!ive (')l.pt:His.e neo::es:S'-<lry to oversee the safety and security 0f Ihe facility and its users.,
and 1.h.~ manlg->;,rial skill.s nccd\'d to work ',,·iL' tile adult retformin~ rut gwups in the cQmmu,;lity.
Couummily Th.eatre group:~ sUPf..crt t.~e consolidation of thr;;>s.e. ptJsltions.
Ci~' M.IUlager's Rf'COmmeDdatiun~ Combine Communi!)' The2:tre ~'I'ianagcr atld Te..:nrucal
S~iSQr pOsitions into one po'iiticm.
Net Cost (S •• ings): ($6.1,600)
lIB RecolBlDtIldatioD: Eliminate the Junior Muscumfl.oo Supervisor pos.ilion.
Net Coot (Savings): ($67,300)
Rf'Sponse~ Efficiencies and savings can be gained by c<:ombining the JUi110r Museum Supervioor
-...vith the Open Space Superintendent. CommWlity Ser.,rices has already taken steps to implement
thls recommendation. As.'UIO.ing the addition of the Business Manager po:!lition, there \\111 be
sufficient staff for administrative duties so that this change can oc~ur. ('~mbining these positions
allows for the enhanced coordination of Open S~e and Sciences p.ogra."TlS and more centralized
managt"ment of Open Space, Mu .. «eum and Zoo operations. As a result of tlris consolidation, it is
necessaT)' to upgrade a SClcnee Producer posil1on to <l&'i.ume aOd~tiona.\ resp1Jns~bilities.
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Organizational Review
City Manager's Recommendations
Ciry Msaarer'. Reco..atdatioo: Combine the Open Space Superintendent and Junior
M~ 5upeniror rositions and upgrade a Scier,,'c Producer posiliQn
fIB R.ece.lDfltdactoa: C\1-Y. TcrmlI! Lit-ran' dfld reallocate-Terma.!l staff to improve use of
1T...magt:m<."T.t ~ ,mj X';"1,'i~~ts to t},-e' rub lie
Rt$~:ft.$(; HH re-';\""D1L:md:.; th~ .. :I(I~ir.~ l.f "fe-mI2.J1 Library. hlSCd 0[1 low utili7.EtiC'i'i and thc
C01"So.r0tfl~ r,ifh ":('~ (,·f rrL).~Ji:it! ~T\);::e) re!3i:\,( iO u:-c. and shifti~g lh, Terman ~Ultfto ether
br&r,;:ht.'"s-to Imv;)'I'c _SC":\':';>;:. Tn:.'" L lb".ry Di', i::'~Oil 'I'> in t~Jt~· rro( (',s Qf il1ittr;l.'i.ing a c,lmpi chl!"n51ve
~y of: CWTef!l a,ne fliill!': ii;"ary ~;.e-f"\i\.'es, progr;::.rns aJ'ld facili:ie:; ..... ithin the context ofl1e',I,'
ir.fcml.iltion s~ s!~nl,j, a..'1:.i 11'..:lin,)lvgiC'al orrortutlific:s Tllis study ""ill include an rv.'lluatiorl. of
cu:rret\! libf&."")' 1 ••• '< ~ttern~, o~·tk,\"'.~ fN NHe~tioru.. re .. lo:w (If imp.?c:-t of demographic c,hanges ~n
the l..'Cm.!Ilunit)', tM pJtC'ntial cx},.mSiOJl or redu{,tion of ~rYicC's at existing facilities, projection')
of :5ei"'>ic~ diR:Ct!y [0 hom..:<oflic.c'S, a."1d community pn.:-,rities for library ser.'ices.
Ctl)' M."a:f'I"':!1 Rt'"ommeudatioo: Delay J!;;\:i::,:ions (;n lihrari fadlitie5. until the library stlldy
is oompl<l«l.
Net COlt (Saviac!): (SlSO,OOO), ba5.ed on c.:.ontracting out mainU:nan,e on a.ll parks under 5
acrtt
Rapoue: &sed on 31'.alysis of park operatioilS by Hughes, Heis$ and the Finance Department.
il is clear thar (,0ntracl coru. rcr acre "Jt" siglljiic.:illJI1~' lower lhan in-house .;:osts per acre to
perform basic par\.:: mainten.dnce functions (litter and weed control, trirruning and mowing),
Contract costs range from S2000 10 $3 1)t.1O per acre > d~nJing upon the type a f maintenance
loYOfX.. co:npa:red "> in-house co--'ils estimated at bc!\\'een $4000 to 54800 per acre,
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Organizational Revie~'
City Manager's Recommendations
SwT &if'eCS wlth Hughes. Heiss' recom.mendallon to I.':oolract 0'<.11 medians, .smali faciiities and
parks that are under .5 OkTeS. II is proj)O.sed t..h.:!.I, oYer a f('ll!r-),eat pc-:'lOd. all lIddiriorW 42 acres
of Ctty facilitie) end sma.il parts be traru.it:~m'ed tTnm m-t-IOUSt:" 10 contr;a..;1 maintenarICC. Site:s
for eventual co~ arc-:>hQ'\olIn in A~-l(·ndj:\: A Paris and f3C!lILie~ 1..il'l<kr thre-e acres ",,1J
be the-first gees tran:sitioned to cont::r....-t Socr"oi,C'S. ""hilt-siles th..I.1 are grea!t'r th.arl d .. ..rt"e acre'S .... ili
be" ta.rgeted during the !aner ~ of L~ four-)'ear yailxl Sta!f t-c-li("'.'C'S u-.a! ",,;t.h con'iiSTel1t
enforcement of oon~ ~, c.ompa..'r-st'lie 5Cr. icc leyeh can be-:n&intaii1ed. Some senice
IC"I<-el and ~ ti.sk. may be as.<;('-Ci;J!N .... "ith cMl.raclmg 00:' r.t1ghn..,rhlx-d. par-:""'.., gi\.-m
the pcr'SC!na1ized aad unique senlct' pro .. i~d b) !'I',-!lo.."lU'iC ruff SUlT behe .... -s... h-...~ .... 'C"\·er. tJ>.at with
,jiligent oont:r2f:t ~-ision. the-~f!.l {..lpp;.:rxirnJte i : S56,I~Xl i:'1 $..1\ :I""l~$) ;3 ,>.,Nth t..'l: risk ~1f
less personaJ;:r.ed <;;:ni(~ f('r tl'~s< p.rb
Steil cnuld not G1Mirm HUf;h~'"5. !k.," ":.:;~d.:l:·,.":-I n~ Sl;-fi/~_,~) ;!j r·-,:t!n:l.li ':;';;~'lngs l;l;1fj
contJ'i:J.cting par):. mair:u:narl':e .,.,(."j., n,,'·,,.,,,,,::, pc..'11.':' 1':-,.: ,hr:"~r::';,:: ~~\-, .. et:r Ih1.f:.r,(,5. Heis:;
figtlre anJ ruff:. rC"'(i)lIU-ne~Je--j S II>::,I"J ",1 ':1 .:":", ,i:"~_~::'~ :.r.,,' ! f -'t:!..;,>, Hel'," irc.;il:,Id :JI p..u-J...<; ;:lJld
faC'i!it;e-s l.lnder 5 a.::r.;->:, ..... hiL.:: .,'..;.~rr h~: cvil..:Jd 'l'-;"'",;:'i~. !",,,,'h::. 'i~:~-:; <:';" 1)'.:1 d~' urd:;" :; :l..:rt:~
Staffre':l)mriwnd.s at lhl"S lin1\" tl-'.ll lJ-.,,--~ i,i~-::j:" \ 1-,::--:( ,:'':~, i : :-'~l.·ri' ,,--,.J 1~:: ('L1:1unl C-tfl~,ei'.
l,;{Jntir.ue to be mJinLlincd b'> in·h'lu~ ::' . ..!n
To achieve S100,()i)O {n 5d\l.n.g5-, apP!\l.\.imMel)' -+ -" P~ ... i \Lsinten ... V'..:.::e FTF '.l,iil ~ _r,>-.lu..:cd
Based on 3.Ilticipated retlmne!\(5, o,er Ik f~x\i. '',.:''J.: ~c-:!.~s, r::,-h;;~~l,:>n:;. "",-dl O,,;,':CUI trJ"c,u'g.h attritIOn
Net Cost (Sumgo): ($86,100)
Respoase~ In lig..'it of the four-),eat tra.'lSition pJar: to contra.c! s.er\'j.:es and the need for oversigbt
of contract maintenance, it is proposed t..'lat thi ~ rcc('rnm«~t,;on be-evaluated as the tJaru;ition
to contracting occurs and as lead positions become vacant. Fk-o..--au~ these lead posiLions are
worl;.ing field staff, it is essential iliat thi'S Dc: t\alU3ttC dQ'Sely a...;, the tra'lsitll)o occ:urs. The
recommendc-d ne! reDuction of f\\o oHrsigill p,\:>i tiii7b, ,:,"~)bi r, ... 'j .,." ith ,edud iLlns uf mallltenanc<:
staff, needs to be carefully e .. ,aluate:d as P.;ul;.:; Utl\."fCiti('DS I!\'()lv~ .. :,,\.er ti,.,.-.:-.
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Organizational Review
City Manager's Recommendations
City Manager', Rt:clJmmendatioa: Resporu;ibil!ties of p.?J"X crew Ie-ads a."'ld fr:e optmr.ll S'".all
configuration [CIf 0 ... er",ight of con!raCt maintenance and for super .... 15ion of pa.~s statf ",ill be
e\'3luat::d dwing the transition to additional contnt:c:1 rna:ntenan"e.
Cubberley Community Center
HH Ret-Dmmendation: nughes, i-Jeis~' n::\·j"-",, of O.lbb~rk}' ",:L'> ]im~il"j !,~, 11-:,'
interdepartmeutal issue .. of lease and facility rilMeg.e-Olcr,\, and ul~r~ \"b fh' r(''"'('I''1,:·/;t!l"'_Ja.ti~~'n
regarding the level of stalling,
Cit), MaDager's RlN:ommendation: Re:;tore the Fngi!1Nring Tc·::tmtci41 p.;:r"ili(,n (,"IT
implementation of CUlit:IC,-:-tey pmjei;t$, ~<Jnti.n~l!nt (II\. J.\'3\\at-.k i1m.;!~ng frl,rn utility \j~c:r \a\e;
Net Coo (Sning»: S52,SC(j
There is currently a significant backlog of delayed and reso::heau\cd CIP and rehabihta'liJn projects
in the Facilities Engineering section. Thls is due to limiicd staff re~ll[ct"S in tJx-section. and Jl(!
i:.apilCity to absorb this work)oad eb.(:where in L'1e rubEc Works ~-partrnent" Tht" reJuctioD of
one Engineering Technician position from this division m"o years ago rn-s sc\'erely impao;:ted !.he
ability to implement projet:tc;; on schedule. because the Cubreley pmjects "t1I'CTC added t..l t.~
workloads of the f\.I.'o remalning pos.itions. As.3 ronsequenu, both Cit)' CIP/ret-.a.bilitation
projects and Cubberloy projecl, (about S200,OOO 1'<" yeM) are being delaye<i. This backJog ",II
increase significantly over the next ODe to tv."o years as l~c Cubberley l\taster Plan projects lUove
forward.
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Organizational Review
City Manager's Recommendations
lMae: CJertcaJ Support It Cubbtrln COJumuoity Cenis!'r
lUI Recommenda1ion: Hughes. Heiss' review of Cuhher1c:I" was limited to the
in~otaJ issue of facility rrumagement, and there '-\'as no rewmmendatiun regarding
sta/lins levels.
City Manager'. Retommendati.D: Th< current, regular 1,0 FTE clerical 'taffing at CubOerloy
has been inadequate in ~ the Child Can: Coordinator and in ~"pporting Cubberley daily
operations. '1'h.! position being recommended, .... t.ich ",I,11! pro\~de clerical and administratii-'c_
support to the Facility Manager and the Child Care Coordinator, was. elimin.ned :n July, 1992.
This position was shared equally ber\ .. 'een the Manager and CoordinatoL Clerical Q.id is neede,j
for administering the eleven Palo Alto UtLified School Distrie! child care programs, prepari...,g City
staff rcpons, preparing mailings for task forces and a.<;sisting wilh an incre.asingly high \'olumt
of child care related inquirip.s. WiLl] the CubberJey Center office 'being a 12-hour-ptr-d.;y
operation, exi$l:ing regJlar and temporary clelical support CalU1{lt ,ope ';"ith tl.'le high \'(llUme cf
cU!;tO!lleT li1quiries, facility reservations. fenmt and renter requests. i.lIlJ other adminis!rativC' {as.ks
related ~o the: man.ageJtll~nt of Ih.e Cubberky fadlity _ It IS recomnle'llded, provided -that s1.1rftdent
utility lISe! tax funds are available, that a regular 1.0 FIE \,.'leri..:al position be addc-J. a! Cubberley.
Net Co.t (SaYing.): $45,300
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7
APP£~D!X A
SIln for Contract ... im..nan.,.
C""*"'l( ColI. T 9/T.)
Hopi<ino(ro. PA Ave)
~ Coolmunity Center
Junior MlMeum
Kellogg
!MyfieId{CoII. Ten'.)
Monroe
Weilllhar(CoII. Terr.)
Weny(CoII Terr.) w..
Animai Shelter
C~·S lib!8'y'
DoYrmown library
Fire Station (Alma)
Fire Staticn (Arastradero)
Fioe Station (Embarc.adero)
F~rl!! Statior. {Hanover)
F~~ Staticn (Mrtchei~}
Main Library
Mayfield Library
MSC
Rild Cross
Ohlone
1.20
050
0.25
0.60
0.25
1.70
0.55
1.10
1.'16
0.26
0.47
1.10
0.70
0.20
0,50
0.70
0.80
1.30
1.90
0.20
0.50
0.50
l.4B
3.00
3.70
4.60
4.40
4.70
3.58
41.90