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Home My WebLink AboutInformation Systms Coordinator - IS Dept. � CTTY COUNCILACTION � APPROVED DFNiED RECEIVED OTHER CITY OF PALM DES� ING DATE ' - AYES: � - �.r�/ � , FINANCE DEPARTI�R�� ,, ABSENI: STAFF REPORT ABSTAIN: VERIFIED BY: � C� Original on Filo with City rk's Oftict REQUEST: REQUEST FOR AUTHORIZATION TO FILL THE INFORMATION SYSTEMS COORDINATOR POSITION IN THE INFORMATION SYSTEMS DEPARTMENT SUBMITTED BY: PAUL S. GIBSON, FINANCE DIRECTOR DATE: JANUARY 12, 2006 Recommendation: By Minute motion, that the City Council authorize staff to: 1. Fill the vacant position of Information Systems Coordinator in the Information Systems Department; or 2. Delay filling this position until approval of the FY 2009/2010 budget. Background: The Information Systems (IS) department is responsible for a wide variety of projects and programs, including but not limited to: • Acquisition of all new computer equipment & supplies, etc. • Software management, backups, upgrades, patches, troubleshooting • Assistance with computer equipment at Desert Willow, Corporation Yard, Visitor Center, Sheriff's Station, and Fire Department • Geographical Information Systems (mapping) • Document imaging and maintenance • Website maintenance • Personal Computer and printer maintenance • Phone system maintenance • Network maintenance • Copier lease agreements • Conference room setups and breakdown for presentations utilizing computers, projectors, etc. G:\Finance\Niamh Ortega\Staff Reports\new position-information systems analyst 020209.docx The new position will help to alleviate the burden of work currently being placed on the incoming Information Systems manager as he continues to perform the tasks of the analyst position as well as those of department manager. These tasks cannot be delegated to other positions in the department as they require a specific skill set not currently presented. In particular, the new position will help solve the issue of data duplication throughout City Hall through the implementation of a central database, alleviating the need for individual databases tracking the same information in various departments. New software is also currently being implemented in various departments, and the new position will be responsible for the implementation, support and training of this software. The person hired for the position will also take on the responsibility of green initiatives through electronic conversion of documents in order to produce less printed materials. Document imaging is another project that will reduce staff time citywide that is currently spent filing and maintaining paper files. With the department currently understaffed, there is increased burden on the existing staff to provide the same level of service. If the department continues to be understaffed, there will likely be an increase in service downtime, resulting in staff time lost and services not rendered to the citizens and/or businesses of Palm Desert. It is expected that some projects in progress would be halted until appropriate staff members are available to work on them, and that the software support currently offered to departments would be reduced. In summary, if the position remains unfilled, the overall quality and quantity of service provided to staff and the public would suffer. Council previously authorized the reorganization of the department which resulted in the deletion of the classification "Director of Information Systems", reclassifying the position of "Information Systems Analyst" to "Information Systems Manager", and adding the position of "Information Systems Coordinator". The reorganization resulted in a cost savings of at least$11,400 annually. Council also directed staff to impose a hiring freeze, with the exception of those positions already in the recruitment process. At this time, the position has been advertized, applications have been received, and interviews have been conducted. A delay in the process at this point may result in the need to re-advertize and go through the process once again, adding unnecessary cost to the City. Staff requests that the Council authorize that the position be filled from the current pool of selected interviewees in order to maintain a fully functional and responsive Information Systems department. Submitted by: Approval: � � � Paul S. Gibson, J tin McCarthy Director of Finance/City Treasurer nteri City Manag G:\Finance\Niamh Ortega\Staff Reports\new position-information systems analyst 020209.docx �� CITY OF PALM DESERT DEVELOPMENT SERVICES DIVISION STAFF REPORT REQUEST: Amend Resolution 08-66, the City's Allocated Classifications by deleting the classification "Director of Information Systems" salary grade 145, reclassifying the position of "Information Systems Analyst" grade 118 to "lnformation Systems Manager" at salary grade 135 and adding the position "Information Systems Coordinator" at salary grade 121. DATE: November 20, 2008 CONTENTS: Resolution # os-ioz Staff Report SUBMITTED BY: Lori Carney, Human Resources Manager Recommendation: Adopt Resolution No. os-1o2 amending Resolution 08-66 outlining the City's salary schedule and allocated positions to reflect a reorganization of the Information Systems Department. Discussion: The City's Director of Information Systems retired effective November 14, 2008, after nearly fourteen years as the head of the City's information systems unit. The Director of Finance/City Treasurer and I have reviewed the structure of the department and the current needs of the City and are requesting a restructuring to better serve those needs in a more cost effective manner. The proposed reorganization maintains the same number of positions and will result in a salary and benefits savings of at least $11,400 annually. The department will continue to report to the Director of Finance/City Treasurer and no changes to workspace allocation or equipment will be necessary. Below is a table illustrating the proposed changes: G:\HR\HR Group Documenls\Slafl Reports\I S Department reslructura.doc . • � ' •�• -• '. .�- .�- Director of Information S stems 140 Information S stems Mana er 135 Information S stems Anal st 118 Information S stems Coordinator 121 Information S stems Tech 2 114 Information S stems Tech 2 114 G.I.S. Coordinator 121 G.I.S. Coordinator 121 G.I.S. Tech I/II 114 G.I.S. Tech I/II 114 Office Assistant I/II 100 Office Assistant I/II 100 This reorganization will allow the City to retain a highly talented and skilled employee with institutional knowledge at the head of the unit while providing an oppo�tunity to bring in new staff in day to day operations. Approval of this request will result in a more seamless transition and net salary savings. If this request is denied the City will embark on a lengthy recruitment for a new Director of Information Systems. It is anticipated that such recruitment will be difficult due to the limited number of potential candidates in the Coachella Valley and the fact that current economic conditions make it difficult to attract experienced managers to the desert. Submitted by: CITY COUNCIL A ION: APPROVED DENIED CEIVED OT ER �(�P � . O � , LORI CARNEY, MEETING DATE — HUMAN RESOURCES MANAGER AYES: �-t� NOES• �1 ABSENT• _ ��e.,« _� �„� ABSTAIN: `-y� VERIFIED BY: Approval: Original on File with9 i C],erk's Office SHEILA R. GILLIGAN, ASSISTANT CITY MANAGER FOR COMMUNITY SERVICES CARLOS L. OR GA PA L S. GIBSON CITY MANAGER FINANCE DIRECTOR/CITY TREASURER G:1HR\HR Group Documenls\SIaR ReportsU S Department restructure.doc RESOLUTION NO. 08-102 . A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM DESERT, CALIFORNIA, AMENDING PORTIONS OF RESOLUTION NO. 08-66, "EXHIBIT A" SALARY SCHEDULE, SALARY RANGES, AND ALLOCATED CLASSIFICATIONS. WHEREAS, the City of Palm Desert has hereto established saiary schedules, ranges, and allocated classifications and desires to modify and amend that system in the regards as set forth below: WHEREAS, the recommended staffing change was identified due to retirement of the Director of Information Systems and the opportunity for increasing effectiveness and efficiency in the Information Systems unit; NOW, THEREFORE, BE IT RES�LVED by the City Council of the City of Palm Desert, California, that Sections I & II of Resolution No. 08-66 be amended as follows: SECTION I -SALARY SCHEDULE. RANGES 8� ALLOCATED CLASSIFICATIONS DELETE: AUTHORIZED POSITION NO. CLASSIFICATION GRADE POSITIONS 10020 Director of Information Systems 140 1 ADD: AUTHORIZED POSITION NO. CLASSIFICATION GRADE POSITIONS 30094 Information Systems Coordinat�r 121 1 Resotution 08-102 - Salary Resolution Amendment CHANGE: AUTHORIZED POSITION NO. CLASSIFICATfON GRADE POSITIONS ° From: 30073 Information Systems Analyst 118 1 To: 20028 information Systems Manager 135 1 SECTION II — EXEMPT PERSONNEL ADD TO GROUP B: Information Systems Manager PASSED, APPROVED AND ADOPTED by the Palm Desert City Council this 2oth day of November , 2008 by the following vote, to wit: AYES: FINERTY, KELLY, SPIEGEL, AND BENSON • -• NOES: NONE ABSENT: FERGUSON ABSTAI N: NONE .�?/�V�n�� J BENS , MAYOR ATTEST: CHELLE KLASS , CITY CLERK CITY OF PALM DESERT - .r