HomeMy WebLinkAboutStaff Report 4.A 09/09/2019DATE: September 9, 2019
TO: Honorable Mayor and Members of the City Council
FROM: Aman Kaur, Human Resources Analyst
Charles Castillo, Director of Human Resources
Peggy Flynn, City Manager -- )
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SUBJECT: Resolution Authorizing the Position Allocations of One Director of Economic
Development and Open Government and One Deputy Director of Operations and
Eliminating the Position Allocations of One Economic
Development/Redevelopment Manager and One Operations Manager
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Authorizing the Position
Allocations of One Director of Economic Development and Open Government and One Deputy
Director of Operations and Eliminating the Position Allocations of One Economic
Development/Redevelopment Manager and One Operations Manager.
BACKGROUND
The City Council adopted a related item from the August 5, 2019 agenda, which established new
classifications and pay ranges for Director of Economic Development and Open Government and
Deputy Director of Operations. The item did not include allocation changes for these new
classifications pending further discussions between the City and the Petaluma Professional and
Mid- Management Association (PPMMA) with regard to potential impacts subject to bargaining
under the MMBA. City representatives and PPMMA have continued discussions and all
proposed allocation changes have either been accepted by, or received no bargainable objections
from, PPMMA representatives. As a reminder, the City Manager's Office and key management
team members have been examining ways to shift the overall organizational structure to better
deploy staff talents and strengths and provide enhanced service to the community, and to ensure
organizational sustainability through addressing vacancy succession, retention of key staff, right-
sizing span of control and workload for key management positions, and creating succession
resilience through establishing additional staff advancement opportunities.
Director of Economic Development and Open Government
Director of Economic Development and Open Government is a newly established director level
classification. The classification is unrepresented and assigned to Unit 8, which consists of
department heads and the two Assistant City Attorneys. This role will oversee technology
operations and infrastructure, data and information, service design, community engagement, and
economic development activities, functions, programs, and projects. While this may appear to be an
unusual combination of services, the economic development and community engagement
responsibilities share a similar nexus and are common areas of expertise under the umbrella of
economic development and open government. The inclusion of the information technology function
provides a more streamlined organizational solution, recognizing that an Information Technology
Manager bears the technical responsibility of day-to-day management of the IT department and its
service delivery. Based on existing structure and the broad span of control, the Council adopted a
salary range which mirrored Director of Human Resources and Director of Finance, both comparable
positions. The adopted salary range is roughly 16% above the current Economic
Development/Redevelopment Manager at a top salary range of $13,530 per month.
Deputy Director of Operations
A proposed organizational shift within the Public Works Department will upgrade a management
position allocation to a Deputy Director level allocation. The current department structure has a
Director, an Assistant Director, a Deputy Director of Environmental Services, and Manager levels
with some managers reporting to the Assistant Director and some reporting to the Director. While the
overall organizational structure is still being developed, the Council adopted an appropriate salary
placement for Deputy Director of Operations with a salary range that is 5% above the current
Operations Manager classification, a top step salary of $11,657 per month. Deputy Director of
Operations is assigned to PPMMA, Unit 9.
As a reminder and for comparison, the pay ranges for the existing position allocations and proposed
position allocations:
Existing Allocation
Monthly Pay Range
of Existing Allocation
Proposed Allocation
Monthly Pay Range of
Proposed Allocation
Economic
$9,569.73 - $11,628.93
Director of Economic
$10,425.62 - $13,529.60*
Development/Redevelopment
Development and
Manager
Oen Government
Operations Manager
$9,132.93 - $11,102.00
Deputy Director of
$9,589.58 - $11,657.10
Operations
* This salary range does not reflect the proposed 3% salary increase for Unit 8 members, which is a related item on the Council's agenda for
September 9, 2019.
DISCUSSION
The City is currently undergoing a classification and compensation study. While that study has
been proceeding, the City Manager's Office and management team members have identified
structural changes that need to be implemented prior to the completion of the study to maintain
organizational sustainability and effectiveness of operations.
In preparation for the proposed action, a complete review of the affected position allocations was
completed based on the City's current and ongoing needs as well as City Council goals for FYI
— FY21. The results of the review and the proposed changes contained herein align with the
duties and responsibilities of existing workloads and organizational needs. Additionally, as a
reminder, the proposed changes have been discussed with Ralph Anderson and Associates, the
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City's consultant for the classification and compensation study, who indicate that they do not
conflict with their preliminary findings.
The proposed changes to the City's Classification and Compensation Plan are pursuant to the
City Manager's authority and responsibilities as the City's Personnel Officer in accordance with
Petaluma Municipal Code 3.04.020, which authorizes the City Manager in paragraph (D) to:
"prepare or cause to be prepared a position classification plan, including class
specifications and revisions of the plan;"
and which authorizes the City Manager in paragraph (E) to:
"prepare or cause to be prepared a plan of compensation and revisions thereof,
covering all classifications in the competitive service."
In accordance with Section 5, Management Rights, of the MOU between PPMMA Unit 9 and the
City,
It is the right of the City to make decisions of a managerial or administrative
character including: decisions on the type, extent, and standards of services
performed; decisions on the methods, means, and personnel by which the City
operations and services are to be conducted; and those necessary to exercise
control over the City government operations in the most efficient and economical
manner practicable and in the best interests of the City residents. All managerial
functions and rights which the City has not expressly modified or restricted by
specific provision of this MOU shall remain with the City.
The proposed position allocation changes are consistent with the management rights reserved by
the City in accordance with Section 5 of the Unit 9 MOU. Nonetheless, under the Meyers Milias
Brown Act, Government Code Section 3500 and following, which governs employer/employee
relations of local government agencies in California, impacts from exercise of management
prerogatives such as position allocation changes, as is currently proposed, may be subject to
bargaining between the City and affected, recognized bargaining units.
Accordingly, the City and PPMMA representatives have held a number of meetings and exchanged
information concerning the proposed changes. All the changes proposed with this action have
either been accepted by, or received no bargainable objections from, PPMMA representatives.
These two positions are moving forward while a third, the Deputy Director of Parks and
Recreation, is being withheld pending the completion of the Meet and Confer process under the
MMBA.
PUBLIC OUTREACH
There was no specific public outreach performed in relation to this item aside from the normal
meeting agenda process. As indicated above, the City and PPMMA representatives have
discussed the proposed actions both in meetings and through email correspondence.
FINANCIAL IMPACTS
The financial impacts of the proposed changes have been incorporated into the Fiscal Year 19-20
budget. Depending on the determined pay step for each position, the proposed changes will range
between approximately $19,465 to $36,662, with an impact ranging from $12,700 - $28,432
allocated to the General Fund and between $6,765 - $8,230 to Non -General Funds. These costs
do not reflect the proposed 3% salary increase for Unit 8 members, which is a related item on the
Council's agenda for September 9, 2019. Director of Economic Development and Open
Government is assigned to Unit 8 and Deputy Director of Operations to Unit 9.
ATTACHMENTS
1. Resolution
ATTACHMENT I
RESOLUTION AUTHORIZING THE POSITION ALLOCATIONS OF ONE
DIRECTOR OF ECONOMIC DEVELOPMENT AND OPEN GOVERNMENT AND
ONE DEPUTY DIRECTOR OF OPERATIONS AND ELIMINATING THE POSITION
ALLOCATIONS OF ONE ECONOMIC DEVELOPMENT/REDEVELOPMENT
MANAGER AND ONE OPERATIONS MANAGER
WHEREAS, Petaluma Municipal Code Section 3.04.020, in paragraph (D) authorizes
the City Manager as the City's Personnel Officer to:
prepare or cause to be prepared a position classification plan, including class
specifications and revisions of the plan;
and authorizes the City Manager in paragraph (E) to:
prepare or cause to be prepared a plan of compensation and revisions thereof,
covering all classifications in the competitive service; and
WHEREAS, the City wishes to keep its Classification and Compensation Plan current,
and in accordance with Petaluma Municipal Code Section 3.04.020, amendments or revisions to
the Classification and Compensation Plan are effective upon approval by the City Council; and,
WHEREAS, the results of the proposed change aligns with the duties and
responsibilities of existing workloads, City needs, and City Council Goals; and the proposed
changes have been discussed with Ralph Anderson and Associates, who is preparing a
comprehensive classification and compensation study for the City, and who indicate that the
proposed changes do not conflict with their preliminary findings; and,
WHEREAS, while the classification and compensation study has been proceeding, as
part of organizational enhancement efforts to shift the overall organizational structure to better
deploy staff talents and strengths and provide enhanced service to the community, and to ensure
organizational sustainability through addressing vacancy succession, retention of key staff, right-
sizing span of control and workload for key management positions, and creating succession
resilience through establishing additional staff advancement opportunities, the City Manager's
Office and selected management team members have identified structural changes that need to
be implemented even before completion of the classification and compensation study to maintain
organizational sustainability and effectiveness of operations; and
WHEREAS, in preparation for the proposed action, a complete review of the affected
position allocations was completed based on the City's current and ongoing needs as well as City
Council goals for FYI — FY21; and
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WHEREAS, the results of the staff review, and the proposed changes contained herein
align with the duties and responsibilities of the existing workloads andorganizational needs; and
WHEREAS, City and PPMMA representatives have held a number of meetings and
exchanged information concerning the proposed changes, and all of the changes proposed with
this action have either been accepted by, or received no bargainable objections from, PPMMA
representatives; and
WHEREAS, the pay ranges for the existing position allocations and proposed position
allocations are as listed below; and
Existing Allocation
Monthly Pay Range of
Existing Allocation
Proposed Allocation
Monthly Pay Range of
Proposed Allocation
Economic
$9,569.73 - $11,628.93
Director of
$10,425.62 - $13,529.60°'
Development/Redevelopment
Economic
Manager
Development and
Open Government
Operations Manager
$9,132.93 - $11,102.00
Deputy Director of
$9,589.58 - $11,657.10
Operations
* This salary range does not reflect the proposed 3% salary increase for Unit S members, which is a related item on the Council's agenda for
September 9, 2019.
WHEREAS, the City Manager, acting as the Personnel Officer, has determined the
position allocations of one Director of Economic Development and Open Government and one
Deputy Director of Operations and elimination of position allocations of one Economic
Development/Redevelopment Manager and one Operations Manager properly align with the
description of the duties and responsibilities of the existing workload;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma hereby:
Takes these actions pursuant to Petaluma Municipal Code 3.04.020 and
the City of Petaluma Personnel Rules and Regulations (Rule IV -
Classification and Rule V — Compensation) and other applicable
authorities.
2. Authorizes the position allocations of One Director of Economic
Development and Open Government and One Deputy Director of
Operations.
3. Eliminates the position allocations of One Economic
Development/Redevelopment Manager and One Operations Manager.
CII