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Home My WebLink About07 - Amending the Staffing Structure of One Position in the Public Works DepartmentSEW PO CITY OF z NEWPORT BEACH cq<,FOVL City Council Staff Report August 14, 2018 Agenda Item No. 7 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Dave Kiff, City Manager - 949-644-3001, dkiff@newportbeachca.gov PREPARED BY: David Webb, Public Works Director, dawebb(a-)newportbeachca.gov PHONE: 949-644-3330 TITLE: Adopt Resolution No. 2018-60 Amending the Staffing Structure of One Position in the Public Works Department ABSTRACT: The Administration and Finance Division of Public Works includes one Engineering Technician position to support records management functions of the Department. This single incumbent position is vacant due to a recent retirement. Staff has reviewed the duties and Department needs and determined the position is better aligned with the existing classification of a Records Specialist. A resolution is proposed to amend the staffing structure in Public Works by elimination of one Engineering Technician position and reallocation to one Records Specialist position. RECOMMENDATION: a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; b) Change the staffing structure in Public Works Department by eliminating one (1) Engineering Technician position and reallocating one (1) Records Specialist position; and c) Adopt Resolution No. 2018-60, A Resolution of the City Council of the City of Newport Beach, California, Amending the Staffing Structure in the Public Works Department. FUNDING REQUIREMENTS: The proposed change is estimated to be cost neutral and sufficient funding is available in the FY 2018-19 operating budget. 7-9 Adopt Resolution No. 2018-60 Amending the Staffing Structure of One Position in the Public Works Department July 24, 2018 Page 2 DISCUSSION: The Public Works Department proposes the elimination of one Engineering Technician position and reallocation to one Records Specialist position. Currently, the Administration and Finance Division of Public Works includes one Engineering Technician position to support records management functions of the Department. Recently, the Engineering Technician retired after fourteen years of public service. Staff has reviewed the duties and Department needs and determined the position is better aligned with the existing classification of a Records Specialist. The position is responsible for the maintenance, retention, destruction, and centralized administration of electronic and hard copy records. Further, the position is essential for creating, indexing, posting, controlling and retrieving records for use within and outside the department and organization. Records may include plans, specifications, maps, as built and standard drawings, reports, contracts, permits, public records act requests and other documents. One Engineering Technician position would be eliminated and one Records Specialist position would be designated. The Records Specialist classification is included in the City Employees Association (CEA) group. Human Resources staff has consulted with the Professional and Technical Employees Association regarding the elimination of the Engineering Technician position from the bargaining unit and they have no objections. The elimination of the Engineering Technician allows the City to fill the vacancy with a relevant classification in use by other departments. Human Resources Department staff studied the proposed change and concur with the recommendation. A resolution is proposed to amend the staffing structure in Public Works by eliminating the position of Engineering Technician and reallocating one Records Specialist position. Upon approval by the City Council, staff will work with appropriate internal departments to implement the change. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). ATTACHMENT: Attachment A — Resolution No. 2018-60 7-2 ATTACHMENT A RESOLUTION NO. 2018-60 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NEWPORT BEACH, CALIFORNIA, AMENDING THE STAFFING STRUCTURE IN THE PUBLIC WORKS DEPARTMENT WHEREAS, City of Newport Beach ("City") Charter Section 601 requires the City Council to provide the number, titles, qualifications, powers, duties and compensation of all officers and employees; WHEREAS, Newport Beach Municipal Code Section 2.28.010 requires, upon recommendation of the City Manager, that the City Council establish by resolution the classification of positions in City employment and a salary range or rate for each class of position, WHEREAS, the City's Public Works Department ("Department") staffing structure presently includes one (1) Engineering Technician position assigned to the Department's Administration Division; WHEREAS, the person who held the Engineering Technician position recently retired. The duties that had been assigned to and performed by that person are consistent with those performed by a Records Specialist; WHEREAS, due to changing operational needs and to promote efficiency of the Department, the City Council, upon the recommendation of the City Manager, desires to amend the staffing structure of the Department by eliminating one (1) Engineering Technician position and replacing it with the addition of one (1) Records Specialist position assigned to the Department's Administrative Division, WHEREAS, City representatives have consulted with representatives from the City's Professional and Technical Employees Association regarding the elimination of the Engineering Technician position from the Department's staffing structure. Representatives from that bargaining unit have indicated their concurrence with such change; and WHEREAS, the Records Specialist classification and salary range were established through adoption of Resolution No. 2016-3, a Memorandum of Understanding between the City of Newport Beach and the Newport Beach City Employees Association; and 7-3 Resolution No. 2018 - Page 2 of 3 WHEREAS, the City Manager has reviewed the position classification and salary range provided in this resolution and recommends approval. NOW, THEREFORE, the City Council of the City of Newport Beach resolves as follows: Section 1: One (1) Engineering Technician position assigned to the Department shall be eliminated and one (1) Records Specialist position shall be added to the Department's staffing structure. Section 2: The recitals provided in this resolution are true and correct and are incorporated into the operative part of this resolution. Any previously adopted resolution, or portion thereof, in conflict with the provisions of this resolution is hereby repealed to the extent it conflicts. Section 3: If any section, subsection, sentence, clause or phrase of this resolution is, for any reason, held to be invalid or unconstitutional, such decision shall not affect the validity or constitutionality of the remaining portions of this resolution. The City Council hereby declares that it would have passed this resolution, and each section, subsection, sentence, clause or phrase hereof, irrespective of the fact that any one or more sections, subsections, sentences, clauses or phrases be declared invalid or unconstitutional. Section 4: The City Council finds that the adoption of this resolution is not subject to the California Environmental Quality Act ("CEQA") pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. Section 5: This resolution shall take effect immediately upon its adoption by the City Council, and the City Clerk shall certify the vote adopting the resolution. ADOPTED this 14th day of August, 2018. Marshall "Duffy" Duffield Mayor a! Resolution No. 2018 - Page 3 of 3 Ula1*35 Leilani I. Brown City Clerk APPROVED AS TO FORM: C EY'S OFFICE Aaron arp CAM017i1ik- City A ey 7-5