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HomeMy WebLinkAbout05/16/1989, 8 - CITY ADMINISTRATOR'S OFFICE STAFFING REQUIREMENTS ��I����I�III IIIIIII "J t M 5/I1�/i c� o san lugs osispo COUNCIL AGENDA REPORT TEM NUMBER: AL FROM: Toby Ross, Assistant City Administrative Officer SUBJECT: City Administrator's Office staffing requirements CAO RECOMMENDATION: By minute order, authorize the CAO to recruit and hire an administrative position to replace the Assistant to the CAO. BACKGROUND Since the resignation of the Assistant to the City Administrative Officer, January 1989, the CAO's Office has continued to experience difficulties in meeting demands of the very heavy workload due to high activity levels. Over the past two years, the workload of the Assistant to the CAO has been distributed, 60% to the CAO's Office and 40% to the Human Relations Commission. The Human Relations Aide has worked 100% for the Human Relations Commission. After thorough study and consideration, the CAO determined not to fill the vacant position but rather to replace the two positions (Assistant to CAO and Human Relations Aide) with two mid- management administrative positions. One position would have a public relations emphasis, the other an advisory body- emphasis. Both positions would perform general administrative assistance as assigned. It is believed that the City will be served more effectively and efficiently through a reorganization which includes the above reclassifications. A previous memo from the CAO to the Council dated February 3, 1989, outlines the reorganization, its significant features and examples of the type of duties to be performed in support of the CAO's Office. (attached) . The reorganization has been included in the proposed Financial Plan for 1990-1991 within the budget for the CAO Office. CURRENT SITUATION At present, a major portion of the work which was performed by the Assistant to the CAO has been distributed between the CAO's �u�i�lbl►IIVIIIII���� U��� ty h�ulll c� Of san lugs osispo MOGs COUNCIL AGENDA REPORT Office and the Human Relations Commission staff. The Human Relations Commission has one Human Relations Aide (contract employee) and one half-time clerical position. In addition to the normal workload, the Human Relations Aide has assumed the grants-in aid program for both the Human Relation Commission and the Promotional Coordinating Committee. Work performed for the CAO's Office has been assumed by the Assistant CAO. The CAO has commenced the recruitment and selection process for the replacement of the Assistant CAO. He regards this soon to be vacated position as absolutly essential to the smooth operation of the City. The position should be replaced as soon as possible. Even with the most expeditiously planned process, it will be September before the new Assistant CAO could be on the job. Proper staffing of the City Administrator's Office is critically necessary if the essential work of the City is to be done in a timely and quality manner. The CAO is the "crossover point" between the citizens, the legislative body and the departments which provide the services of the City. The City Council has always insisted, quite correctly, on the City providing the best services to our citizens. Meeting that requirement starts with providing the CAO with the personnel resources necessary to perform the tasks which have been mandated to him. As was previously mentioned, the CAO's Office has been under staffed for over five months. Several areas and programs have been cutback and are in need of attention: 1. Supervision and assistance to staff. Bob Van Sickle Peggy Johnston Nancy Knofler 2. Assistance to Departments Utilities Personnel Finance Public Works 3. Coordination of Capital Improvements 4. Support of Human Relations Commission and Promotional Coordinating Committee . 5. Assistance to the Agenda Process. 0^apt- i �����►��i�IIIIIIIIIP All city of San LUIS OBISpo COUNCIL AGENDA REPORT The following are examples of current projects which are in danger of delay and/or could be affected under the present situation: 1. Financial Management Plan 2. Civic Center 3. Little Theater 4 . Court Street 5. Consent Decree 6. Wasterwater discussion 7. Labor relations S. Mid-Management performance pay 9. Parking plans/strategies 10. Performance evaluation 11. Contract/purchasing administration 12. HRC/PCC Grants-in-Aid In addition to the current situation, several items are designated as priorities for the next six months: * Budget * Financial Management Plan * Well owner negotiations * Parking structure construction * Water allotment appeals Immediate responsibilities to be assumed by an adminiatrative assistant would include: * Response to public inquiries * Preparation of background analysis * Preparation of preliminary staff reports * Assistance with the agenda process * Quarterly reports * Supervision of the City newsletter FISCAL IMPACT No new impact on the current Financial Plan. Compensation under the new mid-management position would be between the Assistant to the CAO and the Human Relations Aide. ALTERNATIVES 1. City Council could direct staff to immediatly begin recruitment for an Administrative Assistant to replace the Assistant to the CAO. -3 ��u►��ul�i�ll[I���° ����U city of San WIS OBISpo COUNCIL AGENDA REPORT 2. City Council could direct staff to hire contract employees for specific projects. 3. City Council could authorize the hiring of temporary staff. , 4. City Council could direct staff to eliminate certain projects. SITUATION IF-RECOMMENDED-ACTION-NOT-TAKEN Program areas which have been cutback may begin to deteriorate from lack of quality attention. Projects which are currently in danger of delay and those projects designated for prioity in the next six months could be affected. RECOMMENDATION By minute order, authorize the CAO to recruit and hire an administrative position immediatly to replace the Assistant to the CAO. Hire a second administrative position after July 1, 1989, pending final budget approval. Attachment: Memorandum _ V i hc,t o sAn T,... 990 Palm Street/Post Office Box 8100 • San Luis Obispo, CA 93403 8100 February 3. 1989 MEMORANDUM To: City Council From: JohnDunn Subject: Prop al to ange staffing pattern in the City Administrative Offi Tice, and to provide staffing to the. Human Relations Commission and the Promotional Coordinating Committee through the CAD's Office Recommendation: That the City Council concur that the Assistant to the City Administrative Officer and Human Relations. Aide positions be reclassified to Administrative Assistant positions, which will permit the CAO to recruit for the currently vacant position as soon as possible. With the resignation of Steve Henderson, my office has a vacant authorized \ position. Toby and 1 are experiencing a very heavy workload, and difficulties in keeping on top of it due to the current high activity level. There are tasks which Steve performed which have to be done in the near future. Without repeating the history of the situation, as that has been done in previous memos, the situation for the past two years has been that the Assistant to the. City Administrative Officer has worked approximately 60% of the time for the CAO's Office and 40% of the time for the Human Relations Commission or for human services related functions. The Human Relations Aide, currently filled on an interim basis, has worked 100% of the time for the Human Relations Commission. Essentially I am proposing that both of these positions, as they would be reclassified, would work for the City Administrator's Office on a full-time basis, and that I would assign CAO staff to serve the Human Relations Commission and the Promotional Coordinating Committee as necessary to properly serve those commissions. I would also concurrently propose that certain present activities be strengthened in their emphasis and that these functions be added to the Administrative Assistant task description for this office. Included would be an increased emphasis on community relations, additional effort in applying for grants for outside funding, increased analysis to support my office in preparation of policy recommendations for the City Council , and increased attention to citizen communications and handling of complaints and suggestions. The proposed reorganization of the staff is illustrated in the first attachment, and the tasks of the two positions are set forth in the second attachment,. / In this rearrangement, it should be noted that there is no increase in staff and little change in present City costs. No significant fiscal impact from these recommendations is expected. Perhaps the real significance of these recommendations is that I and others have thought through the jobs which need to be done, and the type of staff assistance which is needed, in order for us to do the best possible job for the City. Until this staffing program is accomplished, certain necessary but lower-level and time-consuming jobs will fall most heavily on Toby, some on me, and we will be spending less time on other critical priorities. I am informed, technically, that I have the authority to reclassify these positions. However. I will not do so unless the City Council concurs with the program and agrees with the objectives that I am attempting to accomplish. In circulating this memo to you, I am soliciting your concerns, questions and suggestions. If by February 10 I have heard no objection to this method of- proceeding, then I will immediately commence recruitment for the positions. My office serves as the "crossover point" between the City's legislative body, and the citizens we serve, and the departments and employees of the City. In order to properly serve both the City Council, and the departments, it is necessary that the office be adequately and effectively staffed, and that the tasks are explicitly set. forth and properly assigned. One of the virtues of the present proposal is that it will allow much greater flexibility in assignment, and occasional interchange between the two positions, and p provide a clear understanding that the two employees are working for the City Administrator's Office. We will serve the HRC and the PCC similar to the way other staff persons serve other City Council advisory boards and commissions, and our goal will be full service and responsiveness within City Council established policy direction. Thank you for your consideration and assistance. JD:mp Attachments _ V CITY ADMINISTRATIVE OFFICER'S OFFICE ADMTNTSTRATTVF./HRC PROFF.SSTONAT, STAFFING PRRSF.NT_ORGANIZATION Position General Administration. HRC Operation City Administrative Officer 300% Assistant City Administrative Officer 300% Assistant to the City Administrative Officer 60% 40% Human Relations Aide 100% Total four positions 2.6 1 .4 PROPOSED ORGANIZATION City Administrative Officer 300% Assistant City Administrative l Officer 100% Administrative Assistant - Advisory Body 100% Administrative Assistant - General/Public Information 100% Total four positions 4.0 0 SIGNIFICANT FEATURES OF PROPOSED ORGANIZATION No administrative staff solely assigned to Human Relations Commission No increase in staff No increase in staff cost Administrative Assistants assigned to Mid-Management (current: one position Management Team and one General Unit) Increased capacity for public information relations; seeking grants } for outside funding and special projects and analysis C Staff Assistance Needed by the CAD's Office to Support the CAO, Assistant CAO and City Council BOTH: 1 . Undertake special projects as assigned.. 2. Respond to correspondence to the Mayor and City Council and CAO. 3. Respond to suggestions or complaints from the public. 4. Perform research and analysis as requested. 5. Prepare staff reports. 6. Maintain inter-agency coordination and communication. 7. "Troubleshoot" departmental operations as assigned. 8. Represent the City at meetings and events as requested. 9. Analyze and respond to pending legislation. 10. Prepare and monitor CAO office budget. 11 . Assist City Councilmembers as assigned. PUBLIC RELATIONS EMPHASIS: 1. Coordinate quarterly goals reporting. 2. Supervise administrative interns. 3. Support departments with assistance with grant writing. 4. Produce the City newsletter. 5. Arrange meetings and appearances. 6. Prepare and distribute press releases and coordinate with the media. 7. Draft speeches, greetings, presentations for Mayor, City Council and CAO. 8. Promote training in public information/use of media. 9. Administer the smoking ordinance. i ADVISORY BODY EMPHASIS: 1 . Provide staff support for PCC. 2. Provide staff support to HRC. 3. Prepare and administer promotional contracts. 4. Prepare and administer HRC contracts. 5. Provide staff support at meetings of the Chairs of Advisory Bodies. 6. Assist with administration of Mobilehome Rent Control Ordinance. l- r w J 7 L! O J w a w h gGENDA a J . c? t .2 a S MEETVNG . ' s DATE - ITEM ' 0 > a h z w oqb I- Ltj - W a W Q t•71• W O J 7 W a le Fil m W a LL m o 3 J FIw - _rW QGEST� Z h cr (wL' O 4 2 W O < W O O I' M O W I a z 2 U Y > F W a LJ LtSU - R C Q C m (^ t�til IL (7 2 1- 4! • w ♦ a z 7 h w w w J Int J Q ¢ O F Q 'J v z C, 3 U O F • �� , I o m In 61 e z w . . 1 J m c9 w h W J > It - 1- N m F- I I N Z > J C S r -1 d ` �• 1 Q J CI z II- - C) Vl O O (c U > W Q m v 1 o U • w y a z W a le IJ I z v) 3 U J r. S W - z v Q - m bI w r 2 a - w w w h 1: c.9 a - z O I- c a h O Z Q F < 7 iI. O c < 7 c m a W m p Q n W C ? z O 7 G. 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