HomeMy WebLinkAbout19 - Changes to the Management Team�EW `Rr CITY OF
NEWPORT BEACH
City Council Staff Report
Agenda Item No. 19
September 11, 2012
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: City Manager's Office
Dave Kiff, City Manager
949 - 644 -3001, dkiff @newportbeachca.gov
PREPARED BY: Dave Kiff, City Manager
APPROVED: __ ^ 0�
TITLE: Changes to the Management Team
ABSTRACT:
The City Charter establishes a "Council- Manager' form of government, which provides
the City Manager authority to appoint all department heads, with the exceptions of the
City Attorney and City Clerk. At the same time, City Charter Section 601 directs that the
City Council control the overall City budget as well as the number, titles and
compensation of all officers and employees, which is commonly referred to as "Position
Control." As a result, any action by the City Manager that would require a change to
Position Control requires approval of the City Council. This item is both informational
and a request a change Position Control.
RECOMMENDATION:
1. Amend Position Control by:
a. Adding the position of Deputy City Manager, at a salary range of $151,417 to
$184,425 annually.
b. Adding the position of Information Technology Manager at a salary range of
$120,016 to $145,891 annually.
c. Deleting the position of Chief Information Officer from the Information
Technology Internal Services Fund.
2. Receive and file the City Manager's department head appointments to the
Management Team.
September 11, 2012
Page 2
FUNDING REQUIREMENTS:
The number of budgeted positions in this overall request does not change, and the
current budget contains sufficient funding for this amendment due to the consolidation
of certain management positions.
DISCUSSION:
With the recent departures of Assistant City Manager Dana Smith and Finance Director
Tracy McCraner, I have had to consider whether to adjust the Management Team.
Section 601 of the Newport Beach City Charter is relevant to one action for which I am
requesting Council approval at this time — the creation of a position with a working title
of "Deputy City Manager /Human Resources Director." The relevant Charter section
reads:
Section 601 Administrative Department.
The City Council may provide, by ordinance not inconsistent with this Charter, for the
organization, conduct and operation of the several offices and departments of the City
as established by this Charter, and for the creation of additional departments, divisions,
offices and agencies and for their consolidation, alteration or abolition. Each new
department created by the City Council shall be headed by an officer as department
head who shall be appointed and may be suspended or removed by the City Manager.
The City Council, by ordinance or resolution, may assign additional functions or duties
to offices, departments or agencies not inconsistent with this Charter. Where the
positions are not incompatible, the City Council may combine in one person the powers
and duties of two or more offices created or authorized by this Charter. No office
provided in this Charter to be filled by appointment by the City Manager may be
consolidated with an office to be filled by appointment by the City Council. The City
Council shall provide for the number, titles, qualifications, powers, duties and
compensation of all officers and employees (emphasis added).
The position of Deputy City Manager is a new position to the City's Position Control
listing. If approved by the City Council, I intend to consolidate this position with the
position of Human Resources Director and appoint Terri Cassidy to this consolidated
position.
The position of Human Resources Director would remain in position control, but not be
funded. I considered deleting this position from Position Control, but the specific
position is noted within the Municipal Code and other policies.
4
September 11, 2012
Page 3
I have also made the following appointments to the Management Team:
1. Assistant City Manager: Steve Badum
2. Finance Director: Dan Matusiewicz
3. Public Works Director: Dave Webb
In addition to the above, Rob Houston will take on additional duties regarding
Information Technology, assisted by a consultant in regards to the City's overall
strategic IT approach as well as the implementation of critical software installations. To
appoint him to this additional role, I propose including the Information Technology (IT)
Manager job classification to Position Control and deleting the position of Chief
Information Officer.
Council should expect to see fairly soon a proposal in regards to the outside consultant
who might provide medium -term (2 -3 years) strategic IT advice to the City as well as
project implementation.
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).
Submitted by:
A Y-t
Dave Kiff, City Manager
Attachments: Draft Job Specifications for Deputy City Manager and Info. Technology Manager
K
Ia]CL1aI
DEPUTY CITY MANAGER
CITY OF NEWPORT BEACH
DEFINITION: To perform highly responsible and complex professional administrative
work in support of the City Manager; assist in administering the provisions, laws, and
ordinances governing the City; advise the City Manager on City administrative,
operational and organizational matters; to coordinate comprehensive personnel,
employer - employee relations and risk management programs; and to serve as a
member of the City Manager's executive management team.
SUPERVISION RECEIVED AND EXERCISED: Receives general administrative
direction from the City Manager. Exercises direct and indirect supervision over
management, supervisory, professional, technical and clerical personnel.
EXAMPLES OF ESSENTIAL DUTIES: Duties may include, but are not limited to, the
following:
Essential Job Duties
• Under direction of the City Manager, assist in the management of City operations;
confer with and advise departmental directors on administrative matters; assist
departments in developing and refining strategic plans to ensure alignment with City
Council priorities; provide guidance and solutions on employee relations and
discipline, labor relations and related sensitive personnel matters;
• Assist the City Manager and designees in the management of City administrative,
operational and personnel activities; recommend solutions on complex and sensitive
administrative and policy issues; provide professional analysis and develop reports
involving the evaluation of departmental operations and service programs;
• Advise the City Council and City Manager on labor relations activities as requested;
assist in the formulation of labor negotiations strategy and policy and may serve as the
representative of the City Council in conducting negotiations with employee groups
during the collective bargaining process, as assigned;
• Act as the City representative on major projects affecting city government and /or the
Newport Beach community; coordinate complex special projects as designated by the
City Manager;
• Provide professional and technical advice and assistance to the City Manager and City
Council; participate in the development and implementation of City goals, objectives,
policies, and priorities; formulate ordinances, rules and policies, and prepare them for
presentation to the City Manager and City Council;
a
Deputy City Manager City of Newport Beach
Page 2
• Negotiate contracts and solutions on a variety of administrative, fiscal and special
projects; prepare and monitor program budgets;
• Act as representative of the City and participate in public and professional meetings,
as appropriate; provide staff support and advise commissions, committees, task
forces, and other community groups;
• Assess community expectations and service requirements and develop appropriate
methods to meet service requirements; ensure the maximum utilization of staffing,
equipment and supplies;
• Confer with representatives of County, State and Federal agencies on matters
pertaining to the activities and operations of the City; represent the City as a witness in
legal actions;
• Review and /or proof City Council and other staff reports, as assigned;
• Provide guidance to department heads and others; plan, organize, select and
supervise the work of staff; coach, motivate, monitor, correct and evaluate staff
performance; develop and implement staff training programs and plans; recommend
employee recognition, discipline and termination; and
Perform related duties as assigned.
QUALIFICATIONS: To perform this job successfully, an individual must be able to
perform each essential function. The requirements listed below are representative of the
knowledge, skills and /or ability required.
Knowledge of:
Advanced principles and practices of policy development and analysis;
Advanced principles and practices of municipal programs, services and
operations;
Principles and practices of organization, administration and personnel
management and leadership;
Principles and techniques of municipal budget development and administration;
Applicable Federal, State and local laws, ordinances, codes and regulations;
2
Deputy City Manager
Page 3
City of Newport Beach
Principles of supervision, training and performance evaluation;
Current technological and communication equipment and software applicable to the
delivery of departmental services to internal and external customers;
Modern office practices, procedures, methods and equipment; and
The use of personal computers and applicable software.
Ability to:
Direct, plan and organize major programs, projects and activities that require
creativity and innovation;
Quickly gain technical knowledge required to make appropriate judgments and
move programs to completion;
Provide broad managerial direction to and monitor assigned City departments
and organizational units;
Analyze problems; identify alternative solutions, project consequences of
proposed actions and implement recommendations in support of goals;
Interpret and apply City policies, procedures, rules and regulations;
Develop and administer sound departmental policies and procedures;
Stay abreast of new trends, innovations, standards and guidelines in municipal
administration;
Gain cooperation through discussion and persuasion;
Select, supervise, train and evaluate personnel;
Prepare and administer a departmental budget;
Communicate clearly and concisely, both orally and in writing;
Appear for work on time;
Follow directions from a supervisor;
Understand and follow posted work rules and procedures;
Accept constructive criticism; and
6
Deputy City Manager
Page 4
City of Newport Beach
Establish and maintain cooperative working relationship with those contacted in
the course of work.
EXPERIENCE AND TRAINING: Any combination of experience and training that would
likely provide the required knowledge and abilities may be qualifying. A typical way to
obtain the knowledge and abilities would be:
Experience: Six years of increasingly responsible professional experience in
public sector management and administration, including at least three years of
supervisory experience.
Training: Equivalent to completion of a Bachelor's degree in public
administration, business administration, communications, or a closely related
field. A Master's degree in public administration, business administration,
organizational psychology, or a related field is desirable.
License or Certificate:
Possession of, or ability to obtain, an appropriate, valid California driver's license.
Additional Requirement: Prior to employment, the prospective candidate must
successfully complete a thorough background review, including being fingerprinted by
Newport Beach Police Department.
Disaster Service Worker: In accordance with Government Code Section 3100, City of
Newport Beach employees, in the event of a disaster, are considered disaster service
workers and may be asked to respond accordingly.
Key and Management Group — Executive Management
Prepared: 9/6/12 (mwd)
DRAFT
CITY OF NEWPORT BEACH
INFORMATION TECHNOLOGY MANAGER
DEFINITION: To manage, supervise and coordinate the programs, services and
activities of the Information Technology Division; oversee and administer systems
integration, software and hardware configuration and implementation, computer
systems problem resolution, networking, and telecommunications technology; and
provide responsible staff assistance to the City Manager.
SUPERVISION RECEIVED AND EXERCISED: Receives general direction from the
City Manager, Assistant City Manager, or designee and exercises supervision over
professional, technical and administrative support staff.
EXAMPLES OF ESSENTIAL DUTIES: Duties may include but are not limited to, the
following:
Essential Job Duties
• Manage, supervise and coordinate Information Technology services and activities
including computer system administration, technology infrastructure, hardware and
software installation and support, programming, network and communication
systems administration and support, and Geographic Information System
development;
• Coordinate with outside vendors and consultants to identify and analyze the City's
information services needs and information technology solutions; work
collaboratively with consultants and assist with developing the City's long -term
goals and strategies, policies, and procedures;
• Coordinate the design, development and implementation of new or enhanced
systems; make recommendations and develop strategies and solutions to
accommodate needs; establish and ensure adherence to performance standards
for major computer, network, and telecommunications systems;
• Participate in the development and implementation of goals, objectives, policies,
and procedures; establish priorities, work schedules, and work methods for staff
and activities within the Information Technology Division;
• Recommend the appointment of personnel; provide or coordinate staff training;
work with employees to correct deficiencies; implement discipline procedures;
recommend employee terminations;
• Answer questions and provide information to the public; respond to complaints and
requests for information from outside agencies, the public, and City personnel;
8
Information Technology Manager
Page 2
City of Newport Beach
• Prepare the division budget; assist in budget implementation; participate in the
forecast of additional funds needed for staffing, equipment, materials, and supplies;
administer the approved budget; and
• Perform related duties as assigned.
QUALIFICATIONS:
Knowledge of:
Advanced principles, practices and techniques of public program administration;
Organizational and management practices as applied to the analysis and
evaluation of programs, policies and operational needs;
Information systems environments, hardware platforms and operating system;
Personal computer troubleshooting, software applications, hardware and
peripherals;
General programming techniques and conventions;
General methods used in disaster recovery, firewalls, and computer system
security;
Principles and practices of supervision, training and performance evaluation;
Applicable federal, state and local laws, ordinances, codes and regulations;
Procedures and techniques of budget preparation and administration;
English usage, spelling, grammar, and punctuation;
Modern office methods, practices, procedures and equipment; and
Microsoft Office products, particularly Word, Excel, and Outlook.
Ability to:
Organize, manage and coordinate information technology programs and
services;
9
Information Technology Manager City of Newport Beach
Page 3
Utilize various computer software programs;
Learn complex information technology systems and equipment hardware and
software;
Analyze problems, identify alternative solutions, project consequences of
proposed actions and implement solutions in support of goals;
Prepare and maintain comprehensive records and prepare clear, concise and
complete technical reports, recommendations and correspondence;
Analyze trends and problems and propose and implement solutions;
Analyze, evaluate and modify operating methods and procedures;
Interpret applicable laws, rules and regulations;
Prepare and administer a division budget;
Exercise sound independent judgment within established procedure guidelines;
Supervise, train and evaluate assigned personnel;
Gain cooperation through discussion and persuasion;
Communicate clearly and concisely, both orally and in writing;
Appear for work on time;
Follow directions from a supervisor;
Understand and follow posted work rules and procedures;
Accept constructive criticism; and
Establish and maintain cooperative working relationship with those contacted in
the course of work.
EXPERIENCE AND TRAINING: Any combination of experience and training that would
likely provide the required knowledge and abilities may be qualifying. A typical way to
obtain the knowledge and abilities would be:
Experience: Five years of responsible, professional, public sector program
administration experience, including at least two years of supervisory responsibility
10
Information Technology Manager
Page 4
City of Newport Beach
and experience in the operation, administration and management of information
technology solutions.
Training: Equivalent to a Bachelor's degree from an accredited college or
university with major course work in business administration, information
technology, public administration, or a related field.
License or Certificate:
Possession of, or ability to obtain, an appropriate, valid California driver's license.
Additional Requirement: Prior to employment, the prospective candidate must
successfully complete a thorough background review, including being fingerprinted by
Newport Beach Police Department.
Disaster Service Worker: In accordance with Government Code Section 3100, City of
Newport Beach employees, in the event of a disaster, are considered disaster service
workers and may be asked to respond accordingly.
Bargaining Group — Division Management
Prepared: 9/6112 (mwd)
11
r
CITY ATTORNEY'S OFFICE
DATE: September 11, 2012
TO: Honorable Mayor & Members of City Council
FROM: Leonie Mulvihill, Assistant City Attorney
MATTER: Changes to the Management Team
SUBJECT: Regular Meeting September 11, 2012, Agenda Item 19 — Changes to
the Management Team;
PROPOSED: Resolution of the City Council of the City of Newport
Beach Amending the Classification Plan to Create a New Deputy City
Manager Position
Agenda Item 19 requests that City Council add the position of Deputy City Manager to the
City's Classification Plan. Should the City Council approve the recommended action, our
office recommends that the City Council adopt a "Resolution of the City Council of the
City of Newport Beach Amending the Classification Plan to Create a New Deputy City
Manager Position" to reflect this approval.
Attached hereto as Attachment 1 for your consideration is a proposed "Resolution of
the City Council of the City of Newport Beach Amending the Classification Plan to
Create a New Deputy City Manager Position."
Submitted Inby,: ,
Leonie Mulvihill
Assistant City Attorney
Dave Kiff " V
City Manager
Attachment 1: Resolution of the City Council of the City of Newport Beach Amending
the Classification Plan to Create a New Deputy City Manager Position
Late Communication to M &CC from LM 09111.12 Mtg
f�tt�� c f� r�� �-� �,:t
RESOLUTION NO. 2012-
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF NEWPORT BEACH
AMENDING THE CLASSIFICATION PLAN
TO CREATE A NEW DEPUTY CITY MANAGER POSITION
WHEREAS, the City of Newport Beach ( "City') has established a "Council -
Manager" form of government, which provides the City Manager with the authority to
appoint all department heads with the exception of the City Attorney and City Clerk
while the City Council controls the number, titles and compensation of all officers and
employees;
WHEREAS, at the present time, the City Manager desires to adjust his
Management Team in order to respond to recent departures and to reorganize the
Management Team to provide more cost efficient and responsive services to the City;
WHEREAS, the City Manager now proposes the addition of the Deputy City
Manager position;
WHEREAS, Section 4.5 of the City's Employee Policy Manual requires new
positions to be assigned to a classification in the City's Classification Plan;
WHEREAS, Newport Beach Municipal Code Chapter 2.28 allows the City
Council, upon the recommendation of the City Manager, to adopt a resolution
authorizing the creation of the Deputy City Manager position via an amendment of the
City's Classification Plan; and
WHEREAS, the City Manager reviewed the proposed classification of the Deputy
City Manager position and recommends the City Council adopt this resolution amending
the City's Classification Plan to include the Deputy City Manager position.
NOW, THEREFORE, the City Council of the City of Newport Beach resolves as
follows:
Section 1: The City's Classification Plan shall be amended to include a Deputy
City Manager position. The Deputy City Manager position will be placed within the Key
& Management Group - Executive Management Category at a salary range of $151,417
to $184,425 annually. The Classification Specification for the Deputy City Manager is
attached as Exhibit "A" and incorporated herein by this reference.
Section 2: 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
-1-
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 3: 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 11`h day of September, 2012.
ATTEST:
Leilani I. Brown,
City Clerk
Nancy Gardner,
Mayor
-2-
of1IX)I �
NO W4101:111"Ll I 4111243M.41111111-2 21
DEPUTY CITY MANAGER
.DEFINITION: To perform highly responsible and complex professional administrative
Work in support of the City Manager; assist in administering the provisions, laws', and
ordinances governing the City; advise the 'City Manager on City administrative,
operational and organizational matters; to coordinate comprehensive personnel,
employer- employee relations and risk management programs; and to serve as a
member of the City Manager's executive management team.
SUPERVISION RECEIVED AND EXERCISED: Receives general administrative
direction from the City Manager. Exercises direct. and indirect supervision over
management, supervisory, professional, technical and clerical personnel.
EXAMPLES OF ESSENTIAL DUTIES: Duties may include, but are not limited to, the
following:
Essential Job Duties
Under direction of the City Manager, assist in the management of amity operations;
confer with and advise departmental directors on administrative matters assist
departments in developing and refining strategic plans to ensure alignment with City
Council priorities; provide . guidance and solutions on. employee relations and
discipline, labor relations and related sensitive personnel matters; '
'Assist the City Manager.and designees in the. management of City administrative,
operational and personnel, activities; 'recommend solutions on'complez and sensitive.
administrative'and policy issues; provide professional analysis and develop reports-
involving -the evaluation.-of.departmental operations and senrice.programs;
Advise the City Council and City Manager on .labor relations activities as requested;
assist in the formulation of labor negotiations strategy and policy and may serve as the.
representative of the City Council -in conducting negotiations with entiployee groups.
during the collective bargainfng'process, as assigned*
e...
Act as the City representative on major projects affecti ng city government and /or the
Newport Beach community; coordinate complex special% projects. as designated. by the
`City Manager..
p Provide professional and technical advice and assistance.to the City )Manager aild'City
Council; participate in the; development. and implementation of City .goals," objectivos;
policies, and priorities; formulate ordinances, rules_ and policies, and prepare therrir for
Deputy City Manager
Page 2
City of Newport Beach
Negotiate contracts and solutions on a variety of administrative, fiscal and special
projects; prepare and monitor program budgets;
Act as representative of the City and participate in public and professional meetings,
as appropriate; provide staff support and advise commissions, committees, task
forces, and other community groups;
Assess community expectations and service requirements and develop appropriate
methods to meet service requirements; ensure the maximum utilization of staffing,
equipment and supplies;
o Confer with representatives of County, State and Federal agencies on matters
pertaining to the activities and operations_ of the City; represent the City as a witness in
legal actions;
Review and /or proof City Council and other staff reports, as assigned;
Provide guidance to department heads and others; plan, organize, select and
supervise the work of staff, coach, motivate, monitor, correct and evaluate staff
performance; develop and implement staff training programs and plans; recommend
employee recognition, discipline and termination; and
o Perform related duties as assigned.
QUALIFICATIONS: To perform this job successfully, an individual must be able to
perform. each essential function. The requirements listed;below are representative of the
knowledge, skills and /or ability required.
.Knowledge of:
Advanced principles and.practices of policy development and analysis;
Advanced principles and practices of municipal programs, services and
operations;
Principles and practices of organization, administration and personnel
management and leadership;
Principles and techniques of municipal budget development and administration;
Applicable Federal, State and local laws, ordinances, codes and regulations;
Deputy City Manager City of Newport Beach
Page 3
Principles of supervision, training and performance evaluation;
Current technological and communication equipment and software applicable to the
delivery of departmental services to internal and external customers;
Modern office practices, procedures, methods and equipment; and
The use of personal computers and applicable software.
Ability to:
Direct, plan and organize major programs, projects and activities that require
creativity and innovation;
Quickly gain technical knowledge required to make appropriate judgments and
move programs to completion;
Provide broad managerial direction to and monitor assigned City departments
and organizational units;
Analyze problems; identify alternative solutions, project consequences of
proposed actions and implement recommendations in support of goals;
Interpret and apply City policies, procedures, rules and regulations;
Develop and administer sound departmental policies and procedures;
Stay abreast of new trends, innovations, standards and guidelines in imunicipal
administration;
Gain cooperation through discussion and persuasion;
Select, supervise, train and evaluate personnel;
Prepare and administer a departmental budget;
Communicate clearly and concisely, both orally and in writing;
Appear for work on time;
follow directions from a supervisor;
Understand and follow posted work nudes and procedures;
Accept constructive criticism; and
Deputy City Manager
Page 4
City of Newport Beach
Establish and maintain cooperative working relationship with those contacted in
the course of work.
EXPERIENCE AND TRAINING: Any combination of experience and training that would
likely provide the required knowledge and abilities may be qualifying. A typical way to
obtain the knowledge and abilities would be:
Experience: Six years of increasingly responsible professional experience in
public'sector management and administration, including at least three years of
supervisory experience.
Training: Equivalent to completion of a Bachelor's degree in public
administration, business administration, communications, or a closely related
field. A Master's degree in public administration, business administration,
organizational psychology, or a related field is desirable.
License or Certificate:
Possession of, or ability to obtain, an appropriate, valid California driver's license.
Additional Requirement: Prior to employment, the prospective candidate must
successfully complete a thorough background review, including being fingerprinted by
Newport Beach Police Department.
Disaster Service Worker: In accordance with Government Code Section 3100, City of
Newport Beach employees, in the event of a disaster; are considered disaster service
Workers and may be asked to respond accordingly.
Key and Management Group — Executive Management
Prepared: 916/12 (mwd)