HomeMy WebLinkAbout01/02/1990, C-10 - ESTABLISHMENT OF REGULAR SENIOR PLANNER POSITION (OPEN SPACE) MEETING DATE:
1111,10118pp lfcity of San tuts OBISpo 1-2-90
COUNCIL AGENDA REPORT n1'"NUMBER:
FROM: Ken Hampian, Assistant City Administrative Officer
SUBJECT: Establishment of Regular Senior Planner Position (Open
Space)
CAO RECOMMENDATION:
Authorize the immediate establishment of a regular Senior Planner
position in the Community Development Department for the purpose.
of completing and implementing Open Space, Conservation and Parks
and Recreation Elements of the General Plan.
DISCUSSION
Background
In September 1988, the City entered into a two-year contract for
the employment of a "Long Range Planner" to work primarily on the
development of Open Space, Conservation and Parks and Recreation
Elements of the General Plan (Mr. Randy Rossi) . As part of the
adoption of the 1989-91 Financial Plan, the Council approved the
establishment of a regular Senior Planner position (full-time,
permanent) , to be authorized in FY 1990-91. The concept was that
the contract "Long Range Planner" position would prepare the Open
Space, Conservation and Parks and Recreation Elements; the regular
Senior Planner position would subsequently be established to
implement primarily the open space and park land acquisition
portions of the elements. Circumstances have changed to a point
where staff is now recommending the immediate authorization of this
regular position.
First, the unanticipated vacancy of the Community Development
Director position resulted in the appointment of the Long Range
Planner to the position of Interim Community Development Director.
Although significant progress has been made on the Open Space,
Conservation and Parks and Recreation Elements, the substantial
change in Mr. Rossi 's job responsibilities nevertheless slowed
progress. Second, Mr. Rossi has advised staff that due to personal
responsibilities he will not complete the full two-year term of his
contract. Instead, it is expected that Mr. Rossi will separate
from City service in late Spring, 1990.
Therefore, the City faces two alternatives with respect to filling
the "Long Range Planner" position: (1) initiate a recruitment to .
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COUNCIL AGENDA REPORT
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hire another contract planner to complete the remaining term of the
existing contract (approximately four months from the estimated
time of Mr. Rossi's departure) and recruit for the regular Senior
Planner following adoption of next year's budget; or (2) establish
the regular Senior Planner position immediately and initiate a
recruitment to fill this position on a long term basis.
Evaluation of Alternatives
1. Continuance of Contract Position. Recruiting to fill the term
of the contract would retain the sequence of events relative
to establishing the regular position outlined in the current
Financial Plan, which is to support a contract position
through September 1990, and fill a regular position shortly
thereafter. The logic of this sequence was that the City
would have a better understanding as to the specific staffing
required to implement the Open Space/Parks Acquisition Program
after the updated General Plan is adopted by the City Council.
This is the primary potential benefit to be derived from
retaining the existing contract position. In addition,
recruiting to fill the position on a contract basis might also
be faster (since the more formal recruitment and testing
processes required to fill a regular position would not be
necessary) . Quickly filling the position would be
advantageous in terms of accelerating a work effort which has f
already experienced some delay.
However, in order to find a qualified person, it will still
take 6-8 weeks before someone is actually working in the
position. At best, it is not likely that the position could
be filled on a contract basis until late February or early
March, 1990. At worst, it may take significantly longer to
fill the contract position, given the possible difficulty in
finding qualified candidates who would be willing to accept
the uncertainty of a contract position with only four months
remaining in its, term.
2. Establishing the Regular Position Now. If the management of
an Open Space/Park. Land Acquisition program is to be an on-
going City activity over the next several years (and all
indications are that it will be) , then accelerating the
time frame for establishing the regular senior Planner
position will not be premature. At a minimum, staff believes
that it is safe to assume that a Senior Planner position will
be necessary to properly manage the program. Furthermore,
this approach offers several significant advantages: First,
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GRAZO COUNCIL AGENDA REPORT
this approach will assure greater continuity in terms of
managing the open space/park land acquisition program. should
the City pursue filling the position on a contract basis, then.
it is possible that a different person would actually be hired
to serve in the regular position when established in FY
1990-91. Second, recruiting for a regular Senior Planner
is much more likely to result in attracting qualified
candidates than an attempt to fill a temporary position for
four months. Third, by establishing the regular position now,
the City will avoid the cost of recruiting twice; once for the
contract planner and a second time for the regular Senior
Planner. If the regular position is approved by Council on
January 2nd, then it is expected that the person hired will
start work by mid to late April, 1990.
3. Hire A Consultant. In addition to the alternatives outlined
above, the City could contract with a consultant to'assist in
the completion of the Open Space/Conservation and Parks and
Recreation Elements of the General Plan. For reasons related
to continuity, and the need for direct and "hands on" City
involvement in this critical General Plan element, this
alternative is not recommended. A substantial responsibility
of the incumbent in this position is to build relationships
in the community in order to effectively communicate the goals
of an open space program. Such relationships will also be
essential in properly implementing the program. This can best
be done by a regular city staff person, as opposed to an
outside consultant.
Consistency with Human Resource Management Policy
Authorization of a regular Senior Planner position is consistent
with the City Council 's Human Resource Management Policy (page B-
11 of the 1989-91 Financial Plan) . Consistency was determined when
the position was approved by Council for inclusion in the
Recommended FY 1990-91 Budget. This action only accelerates by six
months the timeframe for formally establishing and filling this
position.
FISCAL IMPACT
The recommended action will have no additional fiscal impact during
the current fiscal year. This is because funds have already been
appropriated to support a contract position through the end of the
fiscal year. In addition, adequate salary savings have been
realized in the Community Development Department as a result of
position vacancies. Therefore, no additional appropriations are
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necessary at this time. The appropriation of funds for next fiscal
year will take place as a part of the adoption of the 1990-91
Budget. The estimated 1990-9.1 cost of the position, including
salary and benefits, is approximately $46,000. Adoption of the
staff recommendation will increase the number of regular positions
in the Community Development Department from 22. 6 to 23 .6.
CONCURRENCES
The Community Development, Finance and Personnel Departments have
reviewed this report and concur with the recommended action.
ATTACHMENTS
Portions of the 1989-91 Financial Plan and Approved 1989-90 budget
KH1/CDstfrpt.wp
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COMMUNITY DEVL_JPMENT
PROGRAM: Current/Advanced Planning & Enforcement OPERATION: Planning
DEPARTMENT: Community Development FUND: General Fund
1987-88 1988-89 1989-90 1990-91
PROGRAM COSTS ACTUAL BUDGETED REQUESTED PROPOSED
Staffing $ 579,200 $ 681,900 $ 744,000 $ 766,700
Contract Services 35,100 186,700 230,400 53,300
Other Operating Expenditures 38,600 45,800 59,300 54,000
Minor Capital 10.900 13.900 9.000 _ 4.000
TOTAL $ 6639800 $ 928,300 $ 1,042,700 $ 878,000
PROGRAM DESCRIPTION
The Current/Advanced Planning and Enforcement Program maintains the General Plan, manages long
and intermediate-range planning projects, and works with the Architectural Review Commission,
Cultural Heritage Committee, and Planning Commission. This program also reviews and processes
development permit applications, ensures that projects comply with city development and use
regulations, investigates complaints about violations, and carries out abatement procedures.
STAFFING SUMMARY
Regular Positions
Director 0.7 0.7 0.7 0.7
Principal Planner 1.0 1.0 1.0 1.0
Senior Planner 1.0 1.0 1.0 2.0
Cti Associate Assistant Planner 5.8 5.8 5.8 5.8
Administrative Assistant 1.0 1.0 1.0 1.0
Drafting Technician 1.0 1.0 1.0 1.0
Executive Secretary 1.0 1.0 1.0 1.0
Secretary 1.0 1.0 1.0 1.0
Office Assistant 0.5 0.$ p_8
TOTAL 13.0 11.3 13.3 14.3
Temporary Positions
Full-Time Equivalents 4.4 5.2 5.5 4.2
SIGNIFICANT EXPENDITURE AND STAFFING CHANGES
1. 1989-90: General Plan Land Use Element: Extend the services of a contract planner
($44,800); temporary staffing to conduct research related to office conversion
policies ($5,000); and consultant services to prepare EIR and technical
documents ($100,000), downtown concept physical plan ($30,000), and strategies
for a Greek Row ($30,000).
2. 198940: Circulation Element: Consultant services to identify Neighborhood Traffic
Management areas ($4,000). NOTE: $170,000 for design and construction is
included in the Capital Improvement Plan (Transportation projects - page E-8).
3. 1989-91: Open Space/Conservation and Parks & Recreation Elements: Provide for contract
planner services and related program support through September .1990
($102,800).
4. 1989-90: Noise Element: Participate in County technical studies program ($15,000 as
City's portion based on population).
5. 1990-91: Open Space: Implement an open space/park land acquisition and management
program contingent upon approval of policies resulting from General Plan
revisions ($63,100).
6. : 1990-91: Hire a contract enforcement officer to implement anticipated residential
rental regulations and private property maintenance ordinance ($40,000). �y
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BUDGET SUPPLEMENT'
SUMMARY OF REGULAR POSITIONS BY DEPARTMENT (continued)
1987-88 1988-89 1989-90 1990-91
ACTUAL BUDGETED REQUESTED PROPOSED
COMMUNITY DEVELOPMENT
Administration
Community Development Director 1.0 1.0 1.0 1.0
Administrative Assistant 1.0 1.0 1.0 1.0
Executive Secretary 1.0 1.0 1.0 1.0
Secretary 2.0 2.0 2.0 2.0
Office Assistant 0.5 0.8 1.8 1.8
Planning
Principal Planner 1.0 1.0 1.0 1.0
Senior Planner 1.0 1.0 2.0
Associate/Assistant Planner 5.8 5.8 5.8 5.8
Drafting Technician 1.0 1.0 1.0 1.0
Building & Safety
Building Official 1.0 1.0 1.0 1.0
Plan Check Engineer 1.0 1.0 1.0 1.0
Building Permit Coordinator 1.0 1.0 1.0 1.0
Building Inspector 3.0 3.0 3.0 3.0
Grading Plan Checker/Inspector 1Q 1.0 I Q 1_0
Total Community Development 21.3 21.6 22.6 23.6
UTILITIES
Administration and Engineering
Utilities Director 1.0 1.0 1.0 1.0
Utilities Engineer 1.0 1.0 1.0 1.0
Administrative Analyst 0.0 0.0 1.0 1.0
Secretary 1.0 1.0 1.0 1.0
Water Services
Water Division Manager 0.0 1.0 1.0 1.0
Treatment Plant Supervisor 1.0 1.0 1.0 1.0
Supply/Distribution Supervisor 1.0 2.0 2.0 2.0
Chief Treatment Plant Operator 1.0 0.0 0.0 0.0
Water Conservation Coordinator 0.0 1.0 1.0 1.0
Crew Leader 1.0 0.0 0.0 0.0
Treatment Plant Operator 5.0 5.0 5.0 5.0
Laboratory Technician 1.0 1.0 1.0 1.0
Instrumentation Technician 0.0 0.0 1.0 1.0
Water Supply Operator 3.0 3.0 2.0 2.0
Heavy Equipment Operator 1.0 1.0 1.0 1.0
Utility Worker 4.0 4.0 4.0 4.0
Customer Service Representative 3.0 3.0 3.0 3.0
Wastewater Services
Wastewater Division Manager 0.0 1.0 1.0 1.0
Treatment Plant Supervisor 1.0 1.0 1.0 1.0
Utility Maintenance Supervisor 1.0 1.0 1.0 1.0
Chief Treatment Plant Operator 1.0 0.0 0.0 0.0
Industrial Waste Inspector 1.0 1.0 1.0 1.0 •
Treatment Plant Operator 5.0 5.0 6.0 6.0
Laboratory Technician 1.0 1.0 1.0 1.0
Utility Worker 4.0 4.0 4.0 4.0
Maintenance Worker 110 1_0 1.0 1_0
Total Utilities 39.0 40.0 42.0 42.0
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