HomeMy WebLinkAbout06-12-2012 B2 Walter2Goodwin, Heather
Subject: FW: June 12, 2012 Meeting Addition to Item 132
From: Lichtig, Katie
Sent: Friday, June 08, 2012 5:47 PM
To: Walter, Jay
Cc: Codron, Michael; Schroeder, Sheryll; Mudgett, Melissa; Bochum, Tim
Subject: RE: June 12, 2012 Meeting Addition to Item B2
Sheryll —
Please distribute as Agenda Correspondence on Monday. Thanks.
Katie E. Lichtig
City Manager
City of San Luis Obispo, CA
990 Palm Street
San Luis Obispo, CA 93401 -3249
805 - 781 -7114
www.slocitv.or
From: Walter, Jay
Sent: Friday, June 08, 2012 5:29 PM
To: Lichtig, Katie
Cc: Codron, Michael; Schroeder, Sheryll; Mudgett, Melissa; Bochum, Tim
Subject: June 12, 2012 Meeting Addition to Item B2
Importance: High
Mayor and Council,
SLO CITY CLERK
AGENDA
CORRESPONDENCE
Date ',11112-J 12 Item# L z
Attached is the Significant Operating Program Change (SOPQ write -up for the Transit enterprise
fund. It was listed as an attachment to this item but did not get included. Please accept my apology
for this oversight.
Contract Services for Deputy Director Absence which are shared between both Enterprise and
General funds.
If you have any questions, please give me a call.
VFa.* D. Waltetc, PE
Public Works Director
1
o COUNCIL
o CDD DIR
o CITY MGR
o FIT DIR
n ASST CM
o FIRE CHIEF
o ATTORNEY
a PW DIR
o CLERKIORIG
o POLICE CHIEF
o PIB
a PARKS & REC DIR
o TRIBUNE
o UTILDIR
o NEW TIMES
o HR DIR
o SLOCITYNEWS
o COUNCIL,
o CITY MGR
o CLERK
MEETL .-i DATE: June 12, 2012
ITEM: 132
DEPUTY DIRECTOR LEAVE COVERAGE
Request Summary
Adding contract services to provide critical program support during an extended leave of absence of the Deputy
Director of Public Works position will cost $85,100 in contract services in 2012 -13.
Key Objectives
1. Ensuring staff time is available to implement the Major City Goals of Transportation Congestion Relief and
Neighborhood Wellness.
2. Ensuring staff time is available to implement transportation capital improvement projects.
3. Ensuring staff time is available to assist with the Land Use and Circulation Element updates.
4. Maintaining compliance with grant implementation deadlines and requirements.
5. Developing grant and low interest loan opportunities will assist to maximize capital infrastructure
improvements and minimize expenses.
6. Ensuring implementation of the City's annual Traffic Operations Report.
7. Ensuring implementation of the City's Neighborhood Traffic Management Programs.
8. Completing the Los Osos Valley Road Interchange project.
9. Maintaining timely responses to citizen requests.
10. Completing the Bicycle Transportation Plan Update to remain eligible for Bicycle Transportation grants.
Existing Situation: Factors Driving the Need for Change
In September 2011, the Deputy Director of Public Works took an extended leave of absence; staff expects him to
return to full -time work by January 2013.
The Deputy Director of Public Works position is responsible for planning, organizing, overseeing and reviewing
programs and activities for all transportation programs, including: transportation planning, traffic engineering,
parking, bicycle, pedestrian, and public transit. Additionally this position is involved on a daily basis with the
private sector and reviews development for compliance with codes, ordinances and standards. This higher -level
position is a key member of the departmental management team also serves as a departmental and City liaison and
provides effective customer service to the community and project applicants' on transportation and development
matters. This position often confers with and advises the City Council, Planning Commission, the Technical
Transportation Advisory Committee and other committees and commissions, developers and a variety of
community and stakeholder groups regarding transportation programs and directs all transportation planning,
traffic engineering, transit, parking and permitting activities.
Based upon the assumption that the Deputy Director would be able to return to work by January 2012, staff
implemented a temporary rotating workload coverage program in the interim. The current Parking Services
Manager, Transportation Operations Manager and the Principal Transportation Planner assumed rotating coverage
for this position, each for a three -week block of time. During these acting assignments, the managers served in
the Deputy Director capacity attending critical meetings and negotiations with transit, development review
agencies, planning committees and city departments. The acting roles also served to direct staff in the
implementation of policies; procedures and programs. This additional higher -level workload, on top of the
current workload of their positions, has proven to be an unsustainable long -term model.
Recently it has become clear that the Deputy Director will not be returning to work full -time as previously
anticipated.
In response to this delayed return to work, and increasing transportation and development review workload,
programs and policies, staff recommends the approval of additional contract services to provide critical program
support during the absence of the Deputy Director.
B2 -1
MEETI, .., DATE: June 12, 2012
ITEM: B2
DEPUTY DIRECTOR LEAVE COVERAGE
4. Traffic Control Review — 30 Hours
5. Laguna Village Shopping Center Monitoring — 10 Hours
6. Speed Limit Updates — 20 Hours
7. Fixilini NTM Studies — 30 Hours
8. South & Parker Turn Restriction — 15 Hours
Trans ootation Plannin : 240 Hours d) '80 /Hr -- Augment Contract Services by 19 200
The Principal Transportation Planner has been assigned 1/3 of the Deputy Director's management responsibilities
for the division including planning, organizing, overseeing, and reviewing all activities in the Transportation &
Development Review division. Associated rotational duties include conferring and advising City Council,
Planning Commission, advisory bodies, developers and community stakeholder groups. In addition to
management responsibilities, a number of projects and programmatic tasks previously assigned to the Deputy
Director have been reassigned to the Principal Transportation Planner including the Los Osos Valley Road
interchange project, transportation planning lead on the Land Use & Circulation Element update, City
representative on SLOCOG's Technical Transportation Advisory Committee, and transportation planning lead on
the Traffic Congestion Relief major city goal.
The abrupt reassignment of these functions has had a significant impact on Transportation Planning services. The
two tasks listed below represent the most critical impacts of these reassignments and the necessary hours of
additional contract services to backfill.
1. Caltrans Planning grant implementation — 160 Hours
2. Misc. transportation planning project assistance — 80 Hours
Transit: 150 Hours (a $50/Hr — Augment Contract Services by $7,500
The Transit Services Manager is not currently a part of the Deputy Director rotation. However, the Transit
Services Manager has taken a lead role in presenting the City at SLOCOG meetings and hearings previously
handled by the Deputy Director. Additionally, Transit staff has assisted Transportation Planning by fulfilling
some of the duties of the Principal Transportation Planner. This assistance has had an impact on the ability for
Transit Services to provide website updates, detour notices, event assistance, bus stop, schedule and route
evaluations, and bus pass distribution. The two tasks listed below represent the most critical impacts of this
workload shift.
1. Website maintenance and bus schedule changes —110 Hours
2. Misc. Transit project assistance — 40 Hours
• Transit event assistance -WOW, Farmers Market, Earth Day etc.
• Bus stop condition evaluation (tree trimming, graffiti, etc.)
• Posting of detour and rider alerts at bus stops
• Route evaluation check rides
• Restocking bus pass outlets (Albertsons, Chamber & Senior locations)
Parking: 120 Hours— Augment Contract Services by $22,400
The Parking Services Manager has been assigned 1/3 of the Deputy Director's management responsibilities for
the division including planning, organizing, overseeing, and reviewing all activities in the Transportation &
Development review division. In addition to management responsibilities a number of projects and programmatic
tasks previously assigned to the Deputy Director have been reassigned to the Parking Services Manager such as
the Public Works responsibilities for implementing the Neighborhood Wellness major city goal. Associated
rotational duties also include associated with these reassigned projects and programs including conferring and
advising City Council, Planning Commission, advisory bodies, developers and community stakeholder groups.
The abrupt reassignment of these functions has had a significant impact on Parking Services. The three tasks
listed below represent the most critical impacts of these reassignments and the necessary hours of additional
B2 -3
MEET iNG DATE: June 12, 2012
ITEM: B2
DEPUTY DIRECTOR LEAVE COVERAGE
Implementation
Task Date
1. Obtain approval from Council, advertise for contract services July 2012
2. Seek proposals and award contracts for various projects August 2012
Key Program Assumptions
Funding approved for contract services.
Program Manager and Team Support
Program Manager. Director of Public Works
Project Team Parking Services Manager; Transportation Operations Manager; Principal Transportation Manager;
Deputy Director of Public Works; Transit Manager; Supervisor Civil Engineer; Administrative analyst.
Alternatives
! . Continue the Status Quo. The current situation is no longer considered sustainable, as projects are falling
behind. There is not enough capacity in the three rotating managers to provide backfill for one full time
Deputy Director position without lower level project & operations relief in each of the workgroups. Even
with so many tasks delegated throughout the department, it has become more difficult to accomplish all the
work required to adequately meet the department's complex fiscal and analytic needs. A significant reduction
in responsiveness and customer service would result with serious workload impacts on existing staff.
2. Defer or Re -Phase the Request. To defer this request for the 2013 -15 Financial Plan would cause further
reduction in the level of services and programs provided to the community. It is unknown when the Deputy
Director will return from his leave. The interim rotating support staff model is unsustainable. A delay in
providing additional contract services to support the transportation and development review workload would
result in a reduction in responsiveness and customer service would result with serious workload impacts on
existing staff and significant delays and deferring of transportation- related programs and services.
3. Change the Scope of Request. Council could choose to provide contract services funding for only the highest
priority of projects. This alternative is not recommended because it would not make the best use of limited
City funds. In developing this request staff identified a number of high priority City projects such as the Los
Osos Valley Road interchange project and the Land Use and Circulation Element Updates that would be
served by City staff expertise while consultants assist with other division duties.
4. Implementation in a Different Way. In lieu of contract services, the Council could direct the hiring of a
contract employee to take the place of the Deputy Director to provide support in -house on an interim basis.
An alternative of hiring a contract employee, full -time during 2012 -13 would cost approximately $125,700 in
contract salary and benefits, and may be very difficult to obtain.
Operating Program
50100 — Public Works Administration
Cost Summary
B2 -5