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HomeMy WebLinkAboutSUPPTL INFO - FY 07-08 Budget CITY OF PALM DESERT FINANCE DEPARTMENT STAFF REPORT TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: PAUL S. GIBSON, DIRECTOR OF FINANCE/CITY TREASURER DATE: JUNE 14, 2007 SUBJECT: OUT OF STATE TRAVEL IN FY 2007-2008 BUDGET The FY 2007/2008 budget, as presented, includes out-of-state travel for the departments listed below. The trips are for attendance at national conferences of professional organizations of which the City or department head is a member. _ _ _ _ ', Department ' Orqanization ' Destination Attendee City Council Aspen Accord Sweden Mayor/Council ; Aspen Accord ' Aspen, Co Mayor/Council ' International Conference of Las Vegas, NV ' Council Shopping Centers ' National League of Cities Washington, D.0 Council ' Review of Community Facility ' Kansas City, KS Council : '; Sisters Cities International Fort Lauderdale, FL ' Mayor/Council ' Sisters Cities Visits ! Mexico & Mayor/Council ' New Zealand U.S. Conference of Mayors Washington, D.C. Mayor/Council , . _ . _ _ . Community National League of Cities Washington, DC S. Gilligan & P. Scully ' ' Services ' ; NaYI League of Cities Congress New Orleans, LA , S. Gilligan & P. Scully ' Legislative Projects Wrap Up Washington, DC Pat Scully ' NLC Afterschool Academy Washington, DC i Pat Scully Americans for the Arts Public Art i Las Vegas, NV AIPP Staff Member NATOA Portland, OR ! Frankie Riddle ' NRC Denver, CO ' Frankie Riddle ' Community Food Security ' Baltimore, MD ' Frankie Riddle Coalition SWANA ! Reno, NV Frankie Riddle IPMA-HR Chicago, IL Lori Carney American Advertising Federation Chicago, IL S. Gilligan & K. Kneiding ' - Staff Report Out of State Travel in Fiscal Year 2007-2008 Budget June 14, 2007 Page 2 of 3 _ ' Department ' Orqanization Destination ' Attendee Community ' MAGIC Gift Show Las Vegas, NV S. Gilligan & D. Gomez Services ' Marketing/Public Relations New York, NY S. Gilligan & K. Kneiding Website Consultation Phoenix, AZ Kristy Kneiding ' Development City/County Performance Las Vegas, NV ACM for Devel. Services Services ICMA Pittsburgh, PA ACM for Devel. Services ' RIMS Vancouver, Canada Risk Manager , ' AIHCE , Minneapolis, MN Risk Manager NRPA ' Indianapolis, IN Park & Recreation Mgr. & ' ' Parks Maint. Supervisor Facility Design School ' Kansas City, MO Parks & Recreation ' ' Commissioner and Parks & Recreation Mgr. _ _ Public Works APWA San Antonio, TX ' Director& Engineering Mgr Int'I Society of Arboriculture ` Honolulu, HI ' Landscape Manager Autodesk University Las Vegas, NV ' Transportation Engineer ITE Technical Conference Miami, FL Transportation Engineer , _ _ _ , _ ; City Clerk IIMC Atlanta, GA City Clerk _ ._ _ _ Redevelopment ICSC Las Vegas, NV ' ACM/Director/Manager ULI Detroit, MI ; ACM/2 staff members ; _ . _ _ __ . _ _ __ : Finance HUG Conference Orlando, FL ` Finance Dir. & IS Director GIOA Las Vegas, NV Dir. and Dep. Treasurer GFOA Fort Lauderdale, FL Finance Director ; _ _ _ , _ _- _ _ Building & ? ICC (ABM) ' Reno, NV Director/Dep. Bldg O�cial I Safety ICC (CALBO Education) Las Vegas, NV Director, 2 Inspectors, & ' Senior Plans Examiner ICC TBD ! Dep. Building Official ' IAPMO (ABM) Las Vegas, NV Bldg Inspection Mgr. & 1 ' Inspector HUG Lake Buena Vista, FL 2 Building & Safety Staff . _ :_ _ _ _ City Manager InYI City/County Mgmt Assn Pittsburgh, PA " City Manager Aspen Accord Sweden City Manager& Director : Sister Cities Staff Exchange Gisborne, NZ & Two staff members Mexico __ _ _ _ __ _ CITY OF PALM DESERT FISCAL YEAR 2007-2008 Parks and Recreation Reclassification Item 8 CITY OF PALM DESERT DEVELOPMENT SERVICES STAFF REPORT REQUEST: Reclassify (Parks) Maintenance Worker I/II, Senior (Park) Maintenance Worker and Parks Maintenance Supervisor to accurately reflect the duties performed, and add one Park Inspector position. SUBMITTED BY: Janis Steele, Parks and Recreation Services Manager DATE: June 28, 2007 CONTENTS: Parks and Recreation Organizational Chart Recommendation: By Minute Motion: 1. Reclassify (Parks) Maintenance Worker I/II to Park Inspector. 2. Reclassify the Senior (Park) Maintenance Worker to Parks Supervisor. 3. Reclassify the Parks Maintenance Supervisor to Parks Manager. 4. Add one (1) Park Inspector Position. Executive Summary: During the June 1, 2007, City Council study session reviewing the proposed 2007-08 City budget, staff was directed to review the current parks staff organizational structure. Staff was asked to develop and present a revised organizational structure that reclass�es (parks) maintenance workers to contract administrators and ensures that all park maintenance work is contracted out. The proposed organizational structure will compliment any future changes in organizational structure for the City's Parks and Recreation Services Division. Attached is an organizational chart detailing the responsibilities of the positions if they were to be reclass�ed. Discussion: In July 2004, the City of Palm Desert's "maintenance workers" (who were responsible for maintaining the Civic Center Parlc) job responsibilities changed. At this time, three of the workers were moved to the Corporation Yard and assigned to streets. The remaining four staff members were assigned to parks under the direction of the Parks Maintenance Parks Maintenance Staff Reclassification Page 2 of 4 June 28, 2007 Supervisor. Prior to this reorganization, the Parks Maintenance Supervisor coordinated and supervised the (parks) maintenance workers at the Civic Center Park only. When the reorganization occurred, all the job responsibilities began to change and expand, but the job descriptions were not changed to correspond with changing responsibilities. Instead of actually maintaining the Civic Center Park, the "maintenance workers" became "inspectors" of all City parks and sports fields, overseeing parks maintenance contracts. The Park Maintenance Staff currently oversees more than 200 acres in parks maintenance contracts. The Parks Maintenance Supervisor's duties evolved into not only overseeing all City parks, but to also include project management and park administration. Civic Center park maintenance changed from being 100% City maintained to being approximately 85% contracted out. Parks Staff was given the responsibility for directly supervising contracts in landscape maintenance area 3 (LMA3) and landscape maintenance area 5 (LMA5). These areas include all city parks and sports fields. Beginning in July of 2007, the Civic Center park maintenance will be 100% contracted out. The total number of acres contracted and maintained by the Parks Maintenance Staff was 186 in FY 2006-07. In FY 2007-08, Freedom Park (26 acres) will be added, bringing the total to 212 acres. It is also expected that two (of four) of the University Parks will be completed and tumed over to the City for operation in FY 2007-08 (on December 1, 2007, and January 1, 2008). In order to adequately supervise park contracts, an additional employee is requested. Each employee will be responsible for 53 acres of paric land and more than 20 laborers on a daily basis. For the past two years, the Parks Maintenance Staff responsibilities have changed from that of a "maintenance worker" to that of a park (maintenance) supervisor/inspector, mainly supervising and administering contracts. They are also expected to make any immediate repairs or corrections to irrigation, landscaping, playgrounds, and infrastructure in all City parks. In addition, they are expected to perform special projects in the parks as needed. The Parks Staff is expected to have experience in landscape and irrigation maintenance, horticulture and ground maintenance, which is similar to the experience required by Ciry Landscape Inspectors. In addition, it is necessary that they have experience performing field maintenance, including general knowledge of concrete finishing and repair, fertilizer composition, plant identification and care, pruning procedures, construction principles, occupational hazards and standard safety practices. The Parks Staff are expected to obtain and maintain a pesticide applicator's certificate and to have a valid Class A California operator's license. It is required for supervisors to obtain and maintain a pesticide applicator certificate and playground inspector certification, and it is recommended for all staff. Parks Maintenance Staff Reclassification Page 3 of 4 June 28, 2007 Analysis: Since the job responsibilities of the Parks Staff have changed so dramatically, Staff reviewed job descriptions from other communities as well as job descriptions within the City of Palm Desert for comparison. Parks Maintenance Staff have been overseeing maintenance contracts on 212 acres of parkland as of June 2007. If the reclassifications and new position are approved, there would be (4) Park Inspectors and (1) Parks Supervisor. In addition to performing contract supervision, administration, and park inspection, they are responsible for providing skilled and semi-skilled labor to include construction, equipment operation, general and landscape maintenance, and special projects within the City's parks, as needed. The Parks Maintenance Supervisor's duties have shifted from that of supervising a crew of (parks) maintenance workers, to developing and administering contracts, contract management, project management and park administration. This position falls under the direct supervision of the Parks and Recreation Services Manager. If approved, the parks and recreation department will be impacted by the ability to attract and retain quality park maintenance workers. The parks and ball fields are part of the most utilized and visually accessible areas of the City of Palm Desert. As the citizen's survey that was completed in June 2006 indicated, our citizen's are very happy with the quality of park maintenance, rating our parks well above the national average. We have been able to do this because of the quality of the staff members currently in these positions. They take pride in the parks and have the skills necessary to perform the work needed to maintain the quality demanded by citizens of the community. When their responsibilities emerged from that of a "(park) maintenance worker" to that of a "contract administrator", they responded with professionalism and enthusiasm. They currently exceed the expectations of their position descriptions, and it is important to reclassify the positions to be commensurate with the job requirements. Fiscal Impact: There would be approximately a $21,190.00 increase in park personnel costs in FY 2007-08, if the reclassification of Staff were approved. This includes benefits. The cost for (1) new position is $74,217. Total Cost Breakdown $11,960.00 Reclassif�r to Park Inspectors (3 positions) $ 4,082.00 Reclassif�r to Senior Park Supervisor $ 5,184.00 Reclassify to Park Manager $21,190.00 Total Cost for Reclassification $75,671.00 New position $96,861.00 Total Cost for Reclassification and new position Parks Maintenance Staff Reclassification Page 4 of 4 June 28, 2007 Recommended Reclassification: Current Job Title Proposed Title Cost 8� Grade Level 8� Grade Level Effects (3) positions Maintenance Worker I Park Inspector Annual Total Cost: $11,960 (Grade 101) Salaries: $9,568 (Grade 114) Benefits: $2,392 Maintenance Worker II Request (1) new position (Grade 106) Annual Total Cost: $74,671 Salaries: $52,187 Benefits: $23,484 Senior Maintenance Park Supervisor Effects (1) position Worker (Grade 111) (Grade 121) Annu Salaryl $3 266 082 Benefits: $ 816 Parks Maintenance Park Maintenance Effects (1) position Supervisor Manager Annua! Tota! Cost: $5,184 (Grade 121) (Grade 127) Salary: $4,118 Benefits: $1,029 In summary, Staff is proposing to reclassify (Parks) Maintenance Worker I/II, Senior (Park) Maintenance Worker and Parks Maintenance Supervisor as described above to accurately reflect the duties performed. Staff is also requesting approval of a new Park Inspector. The fiscal impact of this request for FY 2007-08 is $21,190.00 for reclassification of existing parks positions and $75,671.00 for an additional employee (Park Inspector). Submitted By: Reviewe and C c : J nis Steele Homer Cr arks and Recreation Services Manager ACM for De elopment Services Approval: r ' ✓��� Carlos L. ega Paul Gibson City Manager Director of Finance Parks and Recreation Department -. . ..- ... • Manage, plan, direct, implement and oversee staff and operational activities of city parks and recreation programs. • Development and implementation of goals, objectives, policies and priorities for city parks and recreation services. • Participate in the development and administration of multiple program budgets. • Make presentations to staff, committees and general public. • Stafi liaison 10 Parks and Recreation Commission. • Coordinate program activities with other departments, divisions and outside agencies and organizations. • Develop and manage contracts with CVRPD, DSUDS, YMCA and youth sport organizations. • Attend and participate in board and staff meetings for CVRPD, DSUSD,YMCA and youth sport organizations. • Review new construction plans for recreational amenity compliance. • Seek altemative funding sources and develop mutually beneficial partnerships. . • • Supervise, plan and coordinate the maintenance and construction activities and operations of city parks. • Coordinate assigned activities with other divisions,outside agencies and the general public. • Provide highly responsible and complex staff assistance to the Parks and Recreation Services Manager. • Plan,coordinate and supervise projects and operations of park planning and construction management. • Establish schedules and methods for providing park maintenance services, identify resource needs, review needs with appropriate management staff and allocate resources accordingly. • Identify opportunities for improving service delivery methods and procedures. • Participate in the development of the budget,submit budget recommendations, and monitor expenditures. • Formulate bid specifications and contract development. Parks Supervisor Grade 121 • Lead&provide supervision to Park Inspectors. • Provide training to Park Inspectors in inspection principles and practices. • Coordinates and assists staff with contract administration. • Lead, oversee and monitor contractual obligations of park maintenance contractors including contract specifications,work schedules and safety obligations. • Resolve conflicts conceming installation and maintenance of park landscapes. • Lead, oversee and interpret plan and specifications on existing landscape projects to ensure compliance with codes and regulations. • Estimate time, material and equipment needed to pertorm assign maintenance activities. • Submit budget recommendations, monitor expenditures, and ensure inventory is adequately stocked. • Bid acquisition. • Assist with development of bid specifications and contract writing. • Resolve conflict disputes between Park Inspectors and contractors. Qualifications: Four years experience involving the maintenance and inspedion of municipal landscape and irrigation systems, and two years supervisory experience. Arborist certification, pesticide applicator certificate, playground safety inspector, knowledge of construction principles and OSHA standards. Park Inspectors(3) New Position Request(1) Grade 114 • Administer the daily operations of park maintenance contractors in assigned area. • Conduct and document weekly and monthly field inspections of city parks. • Maintain field records and prepare reports relating to site inspections and contractor's performance. • Perform and document daily park and playground safety inspections. • Construction and maintenance bid analysis and recommendations. • Perform emergency maintenance and repairs. • Coordinate and solicit bids for additional maintenance work and contract extras. • Develop, monitor, and adjust irrigation schedules. Qualifications: Two years experience in landscaping and irrigation and general parks field maintenance. Pesticide application certificate, and playground safety inspector preferred.