HomeMy WebLinkAbout0556.094• 1
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City of Palo Alto
________ 9ty Man~g~~'s_~epor!
TO; HONORABLE CITY COUNCIL
FROM; CITY MANAGER DEPARTMENT; FINANCE
AGENDA DATE; DECEMBER 5,1994 CMR;S56;94
SUBJECT;
REQUEST
RECOMMENDATIONS FROM THE COUNCIL
COMMITTEES ON ORGANIZATIONAL REVIEW
ISSUES
This. is an informational icport, and no Council action is nct:f,;;::.sary.
IV:CQMMENDATIONS
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The Councll comminecs have recommended adoption ofvanolls organiz.ationa! aIJd buJget
changes which ar~ contained in Attachments B and C.
POLICY L'I{PLICATJO.!"iS
No ch!Ulge to existing policies is proposed at this time. frnplementation of these
recomrnendations will be through incorporation in the 1995·96 budget.
EXECUTIVE SUMMAR,!:
Al its September 26, 1994 meeting. the City Council received UlC City Manager's
recommendations on the organizational S:lUdy perfonned by Hughes, l-IeiS5 & Associate-s
(ID-IA). The Council referred the recommendations for staff additions, reductions and
transfers to lhf;:; Finance Committee for review and recommendation. The Council 3.1so
referred the rccommendations for intertlep.utmental and stru<:tural changes to tht: Policy
and Services Committee.
The Finam:.~e Committee met on October 27, November 3 and November l7. Attachment
B summarizes t.~e Committee's final recommendations to the Council. along with the co~ts
or sav~ngs of each and the change in permanc,nt positions. '1be C-ommiHee was split 2·2
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CMR.:S56:94 Pai:e I ,.f 3
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on ffi'o recommendations, the reduction in minimum staffing tn the Fire Department, nnd
the cha['lgC: in me shift scheduJe in the Police Communications Dispatch Unit, aod these
are bcing referred back to the full COlll1cil with no fonnai recommendation. In a related
rnattef, the recommendation to add a hazardous materials inspector in the Fire Departrnen:
was continge1'1t 011 the reduction in minimum staffing levels.
The City M a."\3.ge-r has amende.d her in i ri al recommendations in three areas: First, the
issue of COOYer5l0n of "-Mons hourly suIT members to pennanent posltions wi!! be
deferred to the 1995-% budget pr=,. Second. the City Manager now cencurs with the
JllfA reromnx-ndation to cornbin-: the Fleet Scn'ice Coordinator and Lead Mechanic
pu:;hions ioto one position, in addj~i!}n to her original [e\:ornmendation to reduce one
temp..-.rn...ry tx'Sitioo in the Fl~l Sen-ices Division, This would provide $27,600 in net
savings :0 ~ c..~ner.:l,' Fund and reduce one po~itjon, Finally. the City Manager requested
thai the two }){lsitions propll,;,eJ to be lidded at the Cubbt:-rlcy C("Immunity Center be
Gf:terren to the lQ95·96 hudgc( PH:x:t:;;S. in ord·;:-r i.o ... ·crify the aut4,U3cy 0f ftmding from
tht: l1tility us,:-r ta,. [~I<;; UllJtTS1Cind th?t all statr :.;duct;OdS \vill be Clchlcved through
altriiie'!l tinc rlOt t->y lay{ljT~,
H~A!._I]'.IPACT
Tne Fina.nce and P()iic} and Scr-.'lces Commjt!~es recommendations \\'ouJd result jn llet
savings to the Gei'eT-a\ Fund of S244. lOO, and a reduction 1n ?8 posrtio!ls. The \'NO ~ss.ue3
\"hich are being ibn· .. arded 10 the Council without recommendation have fI net savings of
5-147.)00 for me Fin." 1)epartment minimum siafflng. and $124,20n for the Poltce
Communications. Ui~p.a.t,h ~hedulc charlges, T1tcse reductions would equai 3 positions
in each departmrnt atTected, or !'!ojx total.
ENVIRONMENTAL ASSESSMENT
Tbcre is riO environment as.'ieSsment required
,1.TIAQlME.NTS
A) Surn..'nary of Recommendations
BJ Finance Committee Rt.'commendauorlS
C) Policy and Services Com."'l1ittee Recommendations
~e 2 or 3
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PREPARED BY: Linda Craig. Senior Ac.coun1.ant
rl1Y MANAGER Al'PROVAL:
Page 3 of 3
Summary of
Organizational Review Recommendations
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To-tal Ntl AtJ'Du'll~
I SoUrte: Ail IllJ III Gt"Deral Fm~d I COI'O:!'!ltnl§
r S .. iogs SOY;"!:, ~ ]
,,,,,,. H"" , I ", 0 00" ~, ", ,.~,.", ;::, c'" .,: "';" ,,' i ,~-lOC""'''''''' _________ _ _____ ~~2-t ~S-i.J~·_'_ I =l i ",~" """ '-l !emp:.:Jra.",) po~ltl(on.!> lu
pemlar.<:m , Cubberl e\
City Mana{!ot $(366,1-70} Si.,~27.9fj(l~ I postt1onaddlt1ons.-:md I res!0-e5 ,<Juet"'" '" FIe<'
, SeiYl<:e:<i, con.si:,(C'nt v,lth
HH r~o!l1I!ie(l;;bliDn ,
Finance and I I ~ Policy & Services I
Rer.cmfl1ended S{291,270) S{244,lOO) I I t Recoltllll<1ldation $(381,400) , S(27 1,500) I··F irt minimum staffing
I I-communications dispatch I
, sch<:.dl,llc I
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ATTACtKKT B
ORGA.lIIlZATIONAL REVIEW
FINANCE COMMIlTEE RECOMMENDATIONS
Tolal Net Annuol I
RECOMMENDATIONS ADDuaJ Cost GeaeraJ ~und I Positiuns
(SaviDg3) Cost (SnmgJ) I
ReWn pcesent in-house system for NoC~e No Change I Pf<>C , .. ing panune<Jic billings.
Reduce the professi<r.,aJ sWfins in the $(62,300) 5(31,1[10) (I) FTE
TreasuI')' Division. by cne position. ,
Add Geographic bfmmation Systems IX:fer Defer Defer fef 95-YI',.
Coordinato r -
Add one Ccl(Je Enforce-men! p0:iition lo '64.4fl'J S64,4(l(1 ~ I FTE
u"'1e ~nspection Ser-.1ces Division ,
Reduce Plan.mng Division Management $(92,000) £(92,000) (Il HE
staffby one position,
Replace vacant management positi{m I $79,JO(J $79,300 I FIT
wiG; new Senior Planner positiQn. 1
Tl'1U')Sfcr Environi'!wnr.al Protection 0 £( 16, I (0) (Move I FH
Coordinator position from Pl.ilJling to from PIa."IDing to
Fire Department Fire)
Upgrade two Office Assistant positions $7,400 17 ,40()
to Office Spe..ialist in the Planning
Depol1m¢nt
Add one Hamtallnvestigator position $71,400 $49,800 I FTE
Reduce authmized vacation ~lots for $(28,400) $(19,800) ° ,,'enim("·
[trefighters from 4 to J
Comren Fire Department management S(43,SO()) $(30,700)
employees to exempt status I
Convert one parHimc clerical positiDn $39,800 $27,7DO .7 FIE
to full time in the Fire Department,
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ORGANIZATIONAL REVIEW
FINANCE COMMITTEE RECOMMENDATIONS
Total Ne1 Annuli
IU:CQMMENDATlONS AnDual CO'5t General Fund
(Savings) C""t (Savings)
Add an AdminIsttati'\'e Analyst position Defer Defer
in the F .... Dep"'tment.
Retain cum:nt Porlting Enfo=m<nt No change No cha."'Ige
sWfing 1ev,1 ir ,1""1'<' paridng
ordir.ance is 8J"PI'O"'ed by Council.
Itcwo curren! S1affinl!;': k...-d in Police No change I No change
i.n;"("$'!igations Di...-is.:cn. I I , -I I R,,-<ilign tree 5<""\"'" I
• kt'duc(-scree-,t tr-• .>! tritnming sial}' 5(236,l00) S(:236,}OO) I ~ by live rosit!on,<, I E:(pa.;;d CO;Jua.cis for some street S142,SO{) $)42,500
tre: trimming se"Ivict's. . UtiH7..e sa ... ing5 fn)m staff ,94,500 $94,500
reductions in ~! tre;:
I trimming to increase the level of
• park tree CdI~ ~"Utffi ng by Iw() \(85'(00) $(8S,GiJO)
Eillnir:.ate CJP for pa.!"t.: tree
mainter.ance
Combine !be Fleet S<:rvi« COOTdin&!or $(57,600) $(27,600)
and Lead MeclwUc posl tion into Vl)('
po:;jOOll
Rtdoce staffing in Fleet ~t ~m,400) $(17,000)
Division by one temporary position
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I Add BIJSllK:ss Manager w Com..mwu!)' Ikft:1" Defer
Ser\'i~ Department AdmirustraliOIl
Combine Commi.lllity Tbeata DireCh.,r S(,).600i £(6],600)
and Technieal Superviwr Pl'sition5 imo I Ollt" posi tion
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Posi.tions
(SiFF
2FTE
(\) fTE
Contract
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ORGAl'o'lZA llONAL RF:VIEW
fiNANCE COMMITTEE. RF.COMMF,NDATIONS
Total j Net Annual I
RJ:(.'O~NDA TIONS ""Dual cos~.n'nl Fund PD!litions
(S.,ings) Co.! (Savings)
~ Juaior MUS<Um Sup<r.wr
DIG pooiIion .... """"'"' City ~_T to
JII"Ol'I* -=-rive ma1ignmen~ in thf
1995-<I6'"
Lonor T~ Libr'ar}" open. rmJjng fJ I 0 I
<~..., ,,(the Lih<w) stuJy SIiI;~I'~D~)--1 ,I! 0(1 (1l'0) , (45' HE ,~..aw: lr. u..'('tra..,ir:.i; ;",",r '7'"c.l:n!tr~~:<! (It I
pct...c,. f .... ~liL~ IU\d reduce. >i<'.n ~ I I 1 Phased In 0\0' a I attr;!..iorl ..-x.:..~ , ___ -t--.--___ !.:'l'Jr )~3.f pen0d I '-'--, At \;!J(~"",'~'"S _'"'..-w t: • ..l'u.{t~ PW"A" It;f) I IBn'
M8J..'UCT\at)C-e-~ iso::y and l~ I StruCture. I .
TOTAL RECOMME:"im:n 5\395,100 ) S(lS~,,600) (7,8) HE
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Total Net Anoual
NO RECOMMENDATION Aa~.al CO!t GtnC'ra! Fund Positions
(Sa,iogo) Co., (Savings)
R.cdur.:c minimum.scaf!ing levels ir. F~ $(211.31)1)) $(147,)00) (3) HE'
Depaa =! from 29 to 28
Modif)' slrif\ sclledul, for S(170,ltlO) $(124,200) (3) HE
CornmU!licariO"-5 DispatcheTs
TOTAL OTHER $(381,400) S(271,5Ool) . (6) ITE
, Subject ,0 Meet and Con1er
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('it' "r Pal .. \III!
On!:lni/at;IlT1:d Hl" i,"-,
SnfllH!:n\ nf f Ilrnmill.,(, \l'ti!HI"
_I' u [' i I. \', I f;-~.' I', I '.' r I;;,
f 1.I.l.llbl,HIII: __ c' I '",
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ComblllC th~ Jut'.l(lr ~,~uso;:um Supervisor p')sltion w'i.n the O)."lt'ii S!13I..:C Superintendent
pClsition and upgrade a Science Producer position
Haimain the Junior Afu~t'um SU{iC'TI'iso!' fl"Sitl'OI!. and reqUi.',·f Inf.' ('irr V.;maR,;'r Iii r"opo __ t?
"/lcrr.l.)[iw: rcalignmenls for Cortl/nuni!), Sen'I~"{'-" Department t(!,\jrimH in the' 19t) 'i. !,I;'; hy,J,I'..('1 4-('.
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FialA" Qcpartmmt
City of Palo Alto
Organizational Review
Summary of Committee Actions
Finance Committee -November 3, 1994
SimitiJm, Ru",nbaum, Wh",I., p=nt, Fazzino absent
Retain pteS('!l! in-hcl.!SC: system for processing paramedic billings
Reduce the prof.essional stafflng in t.'1e Treru.'Ut)' Division by one pfJsition
ApprO't'e City Uanagerj" recommenda!iom: TO ma,~ no change' in the paraml'dic billing and to uduce
tire Trea.sury ~'tqtf b.v one positioll 3-0 N~t Savings $(31,100) 96·7
InfprmatiOD RSQUrCfS Dep@mu.tJU
Add O<!ographic lnform.ation Sys:emo, Coordinator
l?ecomJr.2rui defer lhis position, at least uniil J 996-97, bfccruse more inJormalfon is needed regarding
dijJerenJ ways to approach this t;lsl< (City Manager to look .at alternatives), 2-l, Wh~lcr
dissenting
fiaDujn2 Departmen1
Add one Code Enforcement position to Inspection Services
ApprOl'e cotk enforcemen1 posfion, with appropriaJe lee reco .... I!'1}' scht:rP.Jle (City M . .anager to bring back
• piJm for 0051 =overy ,,;!h the budget prO" .. ss), )-{I Net Cost 564,400
Reduee Plar.nin.g Dlvisio.o management sta.ff by one position. and replace with new SeruOt
Pianner position
R.educ~ 0."0£ marhlgement position in PlanniNg and add one Sc,Olior Planner posilion (ContI1lct plan."Ier
senices are fuji C(Jst recovery). 3-0 Net Savings £([2,700)
Transfer Environmental Protection Corrdinator position from Planning to Fire Department
Appruve {ransfer a/this position to rhe Fire Department. 3-0 Net Savings $(16, I 00)
Upgrade two Ot1i.ce Assistant positions to Office S~iali5t in the Planning Department.
Approve the City Manager',\; recommendation, J...() Net C·.)5t $7,400
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Reduce minimwn st.IT ing levels in'~ Fire Department from 29 to 28, and add one Haz,".,
lnvestig.at:Of position
R~ ~ sraifingfrom 29 III 28. and ridd one Ha7.mat Im'estigator position. conringutJ on the
~ ~ being unplermT'.Je.d. proceed with meri and coni" on these issues and ;mpiement lhe
cittvtg« wilIo /OC Icyoffi. 2-1, W"..I .. dissenting Net Savings $(97,500)
Roduc.: outbori=l ,ao;ation ,lots for firefighters from 4 to J
Reduu POCction slots aJ rtcommi'nded, suftjec! to meet and confer, 3-0 Net Savings $( 19,800)
Com"t'rt Fire Department m.magemen1 empJoyres [0 exempt status,
?\'~t Savings $(:30,700)
C(l.lWer. C'n.;-p.art-tim~ clerical posirlor1 ID fllil tlme
Net Cost $27,700
Add a."I .~'\d..-nini!>tra1h·::' Analyst posilion in the Fire Departm~nt
Dt/lt ildding administrali'.T sfaIf until C(,mph?ri"n of tho? study {~{ merging the Police and Fire
~i!T.istrattw Jer.iceJ,:. 3-0
l..Q1kc DtJJ.J ('till ent
R.ctaic current shift schedules for C(lmmllIlicatioru Dispatcher personnel; reduce one
Communkation Dispatch position.
Modify shift schedule for ColMtunica!fons Dlspal(:i:ers, in accordance wiilr the ]{lJghes H?iJS
N!~nJar.on. ""iJh ~ preference for fM 8-huur shift, but open CO inpUl from the ajfoclr-d employees,
IU h< ;",pI'_Ned wilh no layoffs, 2-1, Wheeler dissenting. Net Savings $(124,200)
ReWn =t Pa.-ting Enfon:ement staffulg, becau;e of S leeper Parking Ordinance
Retain current slaJfing level in Pulice Investigations Divi::ion
.Vo MOtion, no action req~ired
NET SAVINGS $(232,600)
plus CO.:lt re.:m;ery plan for Code En{()H;,~ment
and SOme ~\'ings deferred to later year or pending
meet and c-onfer process.
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A TTACfIMENT C
ORGANlLATIO:"<AL REVJF:W RECO~IME),;DATIONS
POLICY AND SER\1CE COMMITTEE ISSUES
Total
RECOMME),;DATlONS AoniJ:I!
C05t(Sn"irigs)
. Create an Adminis:tra:ti,"e:' &r\1~ Departmrnl, initiallY
consisting 0 f Finance and I nforn'..ation ResoUJ'1:C'S, v. hi en $10,830
..... -ou.ld report to the: City M~e:"
. Public ~Icru a.11l1 Community S["r.l'<!s rXpa.~tme;lG r~rt
h) !.he A5si~"tant C[ty MJ..nt~o:T'
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Cor:JU(:t an orga.'1i;.:.~:i,}n.::.i ~~l~dy l'f&.::-l.'liii'i<::. D:),J.rt:r'n t I j (' r'f rlt:;<.'mlirl~"j
Create 3 ('(lmmUniIY Sen ;.c"e.;; C_'r;,m;'~~;'(':1 1 S ;,n:·u I
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I 1<e l 3.'0 CUlTt'r,\ ,I..rH & ( JII~1JC D.\ ~~, n:.'r_;1(tll( "n 'J 11\ I I
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N:t Annual
G~ntral Fund Cost
(Sninp)
S6,500
FunJc-d b:. Ltilitie.~
SJ,CIGO
I S<c",es [Y:rmrr",.,t \\.n,· NO[lC ,
J I II',Oun th= ) ear.; {,'I'I1p'<te ,m."'" pi" ,JJre" "" ,i"
tuture of L~ Art" In lh~ c')mmunll~
I Rea;slgn Human S('I\'ICt'S DiYl:iic':11L) b<'C,),:-ll!' J. )~,H' of r~I/ .. I N/A
CCm11lu.tUl~' St:r\'ice$ Admmis;tra~i(,n
Retain Cubberley Community CenlC'r ~ernent in the I i\"A N.'A
Community Scnices ()cpa..,tnt:ni,; C\e31J) asi.lgn le-.o1.',iI1gl10ng-
te-rm rental ~nsibilit}' !'-' Re-al L".ate Di .... i;;icI1 ~)f Fi.'W1~t'
Department.
Transfer Righ: of \\'"3)' contract maintma.'1cc ft.l.m:tlon, N(mc None
c:'(cludiog the two major b~ districts. 10 PuNi;:,' \\'"(Jrk!; I Department; the rest. of Packs Maintenanc.!! "","uu.1d remain (0 tk:
CommWlit~ S'!f\-'ice-s Oepart."!'l.;nt I I
Study !he feasibility of consolidating adrninistrati\'e SUpp'Jrt I TBD TBD
areas in the Police a"d Fi..-c Departments into ont' Puhlic ~_~afetj
I administrati ye fimction,
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Rr:t::tin Transportation Di\ is ion in Pl.rnJliil~ C.;p:.trIJnL'f',l
t
~,:", N,'A
TOTAL RECO,\IMt:I''IlEU 513,8.10 S~,500
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City of Palo Alto
Organizational Review
Summary ofCommiltee Actions
Pollcy and Services Committee -November I, 1'194
Pre<-...ent Huber, Anderse .... McCow!', and Sdu-.eKkr
city Manager', Recommendations:
Create an Adminis1rative Services lJ.e?annH:T!:t, initially cons~'5'tir-{!: of Finance ;Iud
Infannalion ReSOUTCe!', \lroillch wouJd repo:1 to t..'le CII:: ~~.ll'l3.g:er
(Public Work.. .. and Community Ser. ices would rept-:1J1!0 Ass! Ci~ \1~r)
Net COS~ (rel;:l:a.s.s.iiic<1Ii0i1S): $6.51)0
Conduct an urganization;;.lsruoy OfthL' Uili!;~~, nq.H1rr.·~r1l
~ct Cost: I () 0-.:Je!erm1fi'~'i, fw',~(' ~ t-y L'lii;I:,;.'~ rkj"'-I.
Create. a COfnmunity Ser ... ices Cornrni'~~[r.'n
Net Cost: S),OIJO for City Cld" C",r-:rJ-:'':~,
Complete a Master Plan for the hltl.!.r~ ufLhe Arts in trJt c",mtTlurtIIY, witbn lhre-~ ) ':,,l.r~
Net Co:st: "['{, be delermined
Study the fC'ru.lb~lity ()f conso!idaLing P(,llC'e and F-ir~ Lkp",-rtm.;-m .aJmjn~$tr.lt; I,~' "-:.'r,'il't"-';
Net Cost: To Ix-delermilll;'J
Reassign Hmnan Scrvi,es Division ~ a pGrt of C olTlmunit~· Seryil:es Admill;.>tr3!lon
Trnrufer Right ofW2.Y con~t rnainteniince functions, e-xdudir.g the I~\,l major busi.ness
districts, to the Pubfic. Works ~cnt
Retain Cubber-ley Community Ce!J.ler management in the (ommwUiy Sa'ikes
Department and clearly assign leasingllong term rental respcmslbility to the Rc.al Estale
Division of the (new) Administrative Services Depanrne!]t
ReTain Transportation Division in the Planning & Commu.'1ity Lm inmEle-nt Department
Ul'Umjmous/yapprowd recommending!O lhe Cit)' Council (he Citr J/cmGger's rccommendc.,'iuns
listed aholJe, with fhe Nquest to hare a draft 0/ Ine propos~d J/IlJit'\' fLlr ,-e,'il"', and r.ir£
imoh'emem of affected communi!)' groups
NET COST S9,5001 phu. studies t{J b-t de!ermiaw