03.32 Staff Reorganizations ��,�pF OR9A
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�' ���'a AGENDA ITEM
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�t•-.,._i e 1��J
`�U�°" February 12, 2019
TO: Honorable Mayor and Members of the City Council
THRU: Rick Otto, City Manager
FROM: Will Kolbow, Administrative Services Director �✓i''����'v"
REVIEW: City Manager(�U Finance �
�
1 . SUBJECT
Staff Reorganizations in Finance Department, Public Works Department, and City
Attorney's Office.
2. SUMMARY .
With recent and upcoming retirements in key areas, staff has evaluated the structure of
the Facilities Maintenance Division of the Public Works Department, the Accounting and
Purchasing divisions of the Finance Department, and the Risk Management function
which currently resides in the Human Resources Department. The changes proposed
will increase service levels and promote succession planning efforts.
3. RECOMMENDED ACTION ` �
1. Adopt Resolution No. 11141, A Resolution of the City Council of the City of Orange
Amending Resolution No. 11123 between the City of Orange and the Orange
Management Association to include the salary range for the new classification of Senior
Contract Administrator, effective February 3, 2019 as follows:
Class Title Ran e Ste A Ste B Ste C Ste D Ste E Ste F
Senior Contract 589 6730 7074 7433 7813 8212 8630
Administrator
2. Adopt Resolution No. 11142, A Resolution of the City Council of the City of Orange
Amending Resolution No. 11124 relating to the classification, compensation, and terms
of employment of Executive Directors and Top Management employees to amend the
salary range for the classification of Purchasing Officer, effective February 3, 2019 as
follows:
Class Title Ran e Ste A Ste B Ste C Ste D Ste E Ste F
Purchasin Officer 584 6564 6899 7251 7621 8010 8418
ITEM 3.3� � 02/12/2019
3. Authorize the following personnel actions:
a. Move the Risk Management Division, currently within the Human Resources
Department, to the City Attorney's Office.
b. Freezing of the Risk Manager position within the Risk Management Division.
c. Reclassification of the Risk Management Analyst position within the Risk
Management Division to the classification of Human Resources Analyst II.
d. Freezing of one Senior Accountant position, unfreezing the Accounting
Manager position, downgrading of the 25-hour Accountant position to 19-hour, and
upgrading the 30-hour Stock Clerk position to full-time status within the Finance
Department Schedule of Positions.
e. Freezing of one Public Works Maintenance Supervisor position, downgrade of
one Facilities Maintenance Supervisor position to Public Works Lead Worker, and
addition of Senior Contract Administrator within the Public Works Department
Schedule of Positions.
4. FISCAL IMPACT
The proposed changes will result in a savings compared to current staffing.
5. STRATEGIC PLAN GOALS
Goal 2: Be a fiscally healthy community.
a: Expend fiscal resources responsibly.
Goal 4: Provide outstanding public service.
a: Attract, retain and develop quality employees.
6. DISCUSSION AND BACKGROUND
Due to the recent retirements of the Purchasing Officer and a Public Works Maintenance
Supervisor, as well as the upcoming retirement of the City Attorney, staff has evaluated
the operations of various departments and division to determine the most effective
structure moving forward. With that evaluation, staff has identified several
reclassifications and movement of resources that will increase service levels and promote
succession planning efforts.
Risk Management
Currently, Risk Management is a division within the Human Resources Department. The
division consists of a Risk Manager and a Risk Management Analyst. The Risk
Management team has been very effective in containing losses in workers' compensation
and general liability and has been proactive in implementing mitigation measures to
minimize exposure. Additionally, the current Risk Manager is a licensed attorney in the
State of California.
With the upcoming retirement of the current City Attorney, Wayne Winthers, and the
appointment of Gary Sheatz, staff evaluated the merits of moving the risk management
function to the City Attorney's Office. The Risk Management Division works very closely
with the City Attorney's Office on many issues, and many of the functions of risk
management have close ties to legal affairs. As such, staff is proposing to move the Risk
Management Division to the City Attorney's Office.
ITEM 2 02/12/2019
Additionally, the City Attorney's Office has a vacant Assistant City Attorney II position.
Since the current Risk Manager is a licensed attorney, staff is taking the opportunity to
reclassify the Risk Manager to the position of Assistant City Attorney II. This will allow her
to continue to manage the risk management function, while also handling legal issues
within the City Attorney's Office. With the Risk Manager taking on additional
responsibilities, staff is proposing that the Risk Management Analyst position be
reclassified to Human Resources Analyst II in order to move some of the work of the Risk
Manager to this reclassified position.
The difference in cost for these proposed changes is as follows:
Current Proposed
Position Cost Cost Savin s/ Cost
Assistant Cit Attorne II $ 178,800 $ 178,800 $ 0
Risk Mana er 168,500 0 168,500
Risk Mana ement Anal st 108,700 0 108,700
H.R. Anal st II 0 123,100 123,100
Total Cost $ 456,000 $ 301,900 $ 154,100
Purchasing and Accounting Divisions
The Purchasing Division currently includes the purchasing, warehouse, and accounts
payable functions. In August, the Purchasing Officer, which manages the division, retired.
Since then, the Purchasing Division has been overseen by the Assistant Finance Director.
Recently, staff has evaluated the functions for compatibility with one another. Based on
this analysis, staff has determined that internal controls would be optimized if the
accounts payable function were to be moved to the Accounting Division.
Currently, the Assistant Finance Director, who was formerly the Accounting Manager,
oversees the Accounting Division, with all personnel within the division reporting to her.
With the addition of the accounts payable function to the Accounting Division, staff is
proposing the freezing of one of the two Senior Accountant positions and the unfreezing
of the Accounting Manager position. The Accounting Manager would then oversee the
Accounting Division and report to the Assistant Finance Director.
With the transfer of the accounts payable function to the Accounting Division, staff has
determined that the compensation of the Purchasing Officer position, which is currently
vacant, should be lowered in recognition of the decrease in responsibility and oversight.
Additionally, with this change, staff is proposing to downgrade the vacant 25-hour
Accountant position to a 19-hour position. This position can be utilized for special projects
and during audit season on a temporary basis.
Finally, with the changes in the Purchasing Division, staff is proposing to upgrade the
part-time, 30-hour Stock Clerk position to full-time. The warehouse is heavily used by all
departments throughout the City, including deliveries twice per day to various City
facilities. The level of activity warrants the need for a full-time Stock Clerk. This will also�
allow the Buyer that is assigned to the warehouse to better focus on buying activities.
ITEM 3 02/12/2019
The difference in cost for these proposed changes is as follows:
Current Proposed
Position Cost Cost Savin s/ Cost
Purchasin Officer $ 152,900 $ 135,400 $ 17,500
Senior Accountant 123,600 0 123,600
Accountin Mana er 0 146,000 146,000
Accountant 25-hour to 19-hour 60,400 34,700 25,700
Stock Clerk 30-hour to full-time 53,400 71,200 17,800
Total Cost $ 390,300 $ 387,300 $ 3,000
Facilities Maintenance
With the recent retirement of a Public Works Maintenance Supervisor, staff has reviewed
the needs of the Public Works Department and determined that there is a need for
additional support in Facilities Maintenance. This additional support is necessary as the
City continues to address the needs of our aging infrastructure, increased demand for
higher quality facility maintenance and to address maintenance needs for the new Old
Towne West Metrolink Parking Structure and additional maintenance needs in the Plaza.
As such, staff is proposing to freeze the position that was vacated due to the retirement
of the Public Works Maintenance Supervisor and downgrade one of our Facilities
Maintenance Supervisor positions to Public Works Lead Worker (which the position has
been filled as for some time). These moves will allow for the creation of a Senior Contract
Administrator. This new position will oversee Citywide facility capital projects,
preventative maintenance and custodial contracts, and prepare and coordinate facilities
improvement project budgets. This will also allow the current Facilities Maintenance
Supervisor and his crew to focus on daily maintenance and repairs that can be perFormed
in-house.
Specific to the new parking structure and Plaza maintenance, staff has added four new
part-time Public Works Maintenance Worker I's which are assigned to maintaining those
specific facilities. These new positions will be filled in-lieu of two vacant full-time Public
Works Maintenance Worker II positions. The four new workers will report to the new
Senior Contract Administrator. Staff is also adding, as part of another report, a new
Parking Control Officer II, which will monitor parking within Old Towne. These efforts are
a result of new businesses that are generating more visits to Old Towne.
The difference in cost for these proposed changes is as follows:
Current Proposed Savings/
Position Cost Cost Cost
P.W. Maintenance Su ervisor $ 122,800 $ 0 $ 122,800
Facilities Maintenance Su ervisor 123,500 0 123,500
Public Works Lead Worker 0 101,000 101,000
Senior Contract Administrator 0 142,000 142,000
Total Cost $ 246,300 $ 243,000 $ 3,300
7. ATTACHMENT
• Resolution 11141
• Resoultion 11142
ITEM 4 02/12/2019
RESOLUTION NO. 11141
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF ORANGE AMENDING RESOLUTION NO.
11123 BETWEEN THE CITY OF ORANGE AND
ORANGE MANAGEMENT ASSOCIATION
EMPLOYEES
WHEREAS, the employees covered by this Resolution constitute mid-management
personnel; and
WHEREAS,the classification of Senior Contract Administrator is being proposed by City
staff effective February 3, 2019; and
WHEREAS, the classification of Senior Contract Administrator needs to be established
with a commensurate salary range within the Orange Management Association; and
WHEREAS, the new salary range for this classification must be authorized by the City
Council and published by the City in order for the salary range to be considered pension-reportable,
pursuant to Ca1PERS law; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Orange
that the attached Orange Managment Association salary table effective February 3, 2019 is
amended with the new classification of Senior Contract Administrator incorporated by reference
as Appendices "A" and"B".
ADOPTED this 12th day of February 2019.
Mark A. Murphy, Mayor, City of Orange
ATTEST:
Pamela Coleman, City Clerk, City of Orange
1
STATE OF CALIFORNIA )
COUNTY OF ORANGE )
CITY OF ORANGE )
I, PAMELA COLEMAN, City Clerk of the City of Orange, California, do hereby certify
that the foregoing Resolution was duly and regularly adopted by the City Council of the City of
Orange at a regular meeting thereof held on the day of 2019 by the
following vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
ABSTAIN: COUNCIL MEMBERS:
Pamela Coleman, City Clerk, City of Orange
,
2
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*Note: Classification of Payroll Specialist was established effective June 26, 2016 pursuant to City Council
2016/17 budget adoption and Resolution No. 10947.
**Note: Classification of Senior GISAnalyst was established eff'ective June 24, 2018 pursuant to City Council
2018/19 budget adoption and Resolution No. 11090.
***Note: Class�cation ofSenior Contract Administrator was established effective February 3, 2019 pursuant to
Resolution No. 11141.
4
APPENDIX "B"
ORANGE MANAGEMENT ASSOCIATION
SCHEDULE OF LUMP SUM PAYMENTS
City of Orange
Orange Management Association
Schedule of Lump Sum Payments
Lump Sum Payment
Upon Council
Classification Title Approval July 2018 July 2019
Building Inspection Supervisor 1,865.28 1,865.28 932.64
Code Compliance Supervisor 1,865.28 1,865.28 932.64
Construction Inspection Supervisor 1,765.68 1,765.68 882.84
Development Project Manager 1,874.64 1,874.64 937.32
Environmental Program Manager 2,429.76 2,429.76 1,214.88
Equipment Maintenance Supervisor 1,856.16 1,856.16 928.08
Facilities Maintenance Supervisor 1,765.68 1,765.68 882.84
Finance Coordinator 1,655.04 1,655.04 827.52
Historic Preservation Planner 2,102.40 2,102.40 1,051.20
Landscape Coordinator 1,874.64 1,874.64 937.32
Legal Secretary 1,348.80 1,348.80 674.40
Library Manager I 1,902.96 1,902.96 951.48
Library Manager II 2,000.40 2,000.40 1,000.20
Library Tech& Support Services Mgr. 2,000.40 2,000.40 1,000.20
Parks Maintenance Supervisor 1,765.68 1,765.68 882.84
Payroll Specialist 1,590.24 1,590.24 795.12
Project Development Coordinator 1,874.64 1,874.64 93732
Public Works Maintenance Supervisor 1,765.68 1,765.68 882.84
RealPropertyAgent 2,102.40 2,102.40 1,051.20
Recreation Services Supervisor 1,810.32 1,810.32 905.16
Senior Accountant 1,792.32 1,792.32 896.16
Senior Buyer 1,655.04 1,655.04 827.52
Senior Contract Administrator N/A N/A 1,035.60
Senior Civil Engineer 2,429.76 2,429.76 1,214.88
Senior Fire Inspection Specialist 1,960.80 1,960.80 980.40
Senior GIS Analyst N/A 2,322.96 1,161.48
Senior Landscape Coordinator 2,071.20 2,071.20 1,035.60
Senior Plan Check Engineer 2,102.40 2,102.40 1,051.20
SeniorPlanner 2,102.40 2,102.40 1,051.20
Senior Water Quality Inspector 1,765.68 1,765.68 882.84
Traffic Operations Superintendent 1,950.96 1,950.96 975.48
Tree Services Coordinator 1,680.00 1,680.00 840.00
Water Maintenance Supervisor 1,765.68 1,765.68 882.84
Water Quality Inspector 1,598.16 1,598.16 799.08
5
RESOLUTION N0. 11142
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF ORANGE AMENDING RESOLUTION NO.
11104 BETWEEN THE CITY OF ORANGE AND
EXECUTIVE DIRECTORS AND TOP
MANAGEMENT EMPLOYEES
WHEREAS,the employees covered by this Resolution constitute management personnel;
and
WHEREAS, an adjustment of the Purchasing Officer salary range is being proposed by
City staff effective February 3, 2019; and
WAEREAS, the salary range adjustment for this classification must be authorized by the
City Council and published by the City in order for the salary range to be considered pension-
reportable,pursuant to Ca1PERS law; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Orange
that the attached Executive Director and Top Managment salary table effective June 26, 2016, is
amended, effective February 3, 2019, with the adjusted salary range for the classification of
Purchasing Officer incorporated by reference as Appendix"A" and Appendix "B".
ADOPTED this 12��' day of February 2019.
Mark A. Murphy, Mayor, City of Orange
ATTEST:
Pamela Coleman, City Clerk, City of Orange
1
STATE OF CALIFORNIA )
COUNTY OF ORANGE )
CITY OF ORANGE )
I, PAMELA COLEMAN, City Clerk of the City of Orange, California, do hereby certify
that the foregoing Resolution was duly and regularly adopted by the City Council of the City of
Orange at a regular meeting thereof held on the 12�h day of February 2019 by the following vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
ABSTAIN: COUNCIL MEMBERS:
Pamela Coleman, City Clerk, City of Orange
2
APPENDIX "A"
EXECUTIVE MANAGEMENT TEAM
MONTHLY SALARY RANGES
EFFECTIVE NOVEMBER 12,2017
Equity Adjustments for Fire Chief(3%)and Police Chief(3%)
STEP STEP STEP STEP STEP STEP
CLASSIFICATION TITLE RANGE A B C D E F
Administrative Services Director* 704 11943 12553 13191 13865 14572 15315
Assistant City Manager 715 12616 13261 13935 14647 15394 16179
Chief Clerk 622 7934 8340 8763 9211 9681 10174
City Attorney 738 14150 14873 15629 16427 17265 18145
Community Development Director 692 11249 11824 12425 13060 13726 14425
Community Services Director 687 10972 11533 12119 12738 13388 14070
Finance Director 687 10972 11533 12119 12738 13388 14070
Fire Chief 731 13664 14363 15093 15864 16673 17523
Human Resources/Employee Relations Dir 687 10972 11533 12119 12738 13388 14070
Library Services Director 673 10232 10755 11302 11879 12485 13121
Police Chief 736 14009 14725 15474 16264 17094 17965
Public Works Director 704 11943 12553 13191 13865 14572 15315
*Note: Classification ofAdministrative Services Director was established effective May 27, 2018 pursuant to Resolution No.
11089.
3
APPENDIX "B"
SENIOR MANAGEMENT TEAM
MONTHLY SALARY RANGES
EFFECTIVE JLTNE 26,2016
2.0%Across the Board Salary Increase
STEP STEP STEP STEP STEP STEP
CLASSIFICATION TITLE RANGE A B C D E F
Accounting Manager 602 7181 7548 7931 8336 8762 9208
Administrative Analyst I 532 5065 5323 5595 5880 6180 6495
Administrative Analyst II 552 5596 5882 6181 6497 6828 7176
Assistant City Attorney I 658 9494 9980 10487 11022 11585 12175
Assistant City Attorney II 668 9980 10490 11023 11586 12178 12798
Assistant Community Devel. Director 666 9881 10386 10914 11471 12057 12671
Assistant Community Services Director 653 9261 9734 10229 10751 11300 11875
Assistant Field Services Manager* 633 8381 8810 9258 9730 10227 10748
Assistant Finance Director 653 9261 9734 10229 10751 11300 11875
Assistant Human Resources Director 653 9261 9734 10229 10751 11300 11875
Assistant Library Services Director 612 7548 7934 8337 8763 9210 9679
Assistant Public Works Director*** 678 10490 11026 11587 12179 12800 13453
Assistant to City Manager 589 6730 7074 7433 7813 8212 8630
Assistant Water Manager 633 8381 8810 9258 9730 10227 10748
BudgetOfficer 592 6831 7181 7545 7931 8336 8760
Budget Manager**** 602 7181 7548 7931 8336 8762 9208
ChiefBuildingOfficial 653 9261 9734 10229 10751 11300 11875
Crime Analyst 550 5541 5823 6120 6432 6760 7105
Deputy City Clerk 554 5652 5940 6243 6562 6896 7248
Deputy City Manager 653 9261 9734 10229 10751 11300 11875
Deputy Public Works Director 668 9980 10490 11023 11586 12178 12798
Economic Development Manager 653 9261 9734 10229 10751 11300 11875
Economic Development Project Manager 602 7181 7548 7931 8336 8762 9208
Emergency Medical Services Manager 617 7739 8134 8547 8984 9443 9924
Employee Benefits Analyst 545 5404 5680 5969 6274 6594 6930
Equipment Maint. Superintendent 605 7289 7662 8051 8462 8894 9347
Executive Assistant 499 4296 4515 4746 4988 5242 5509
Field Services Manager** 653 9261 9734 10229 10751 11300 11875
Finance Manager***** 584 6564 6899 7251 7621 8010 8418
Finance Supervisor 564 5941 6244 6563 6897 7249 7619
Housing Manager 602 7181 7548 7931 8336 8762 9208
Human Resources Analyst I 537 5193 5458 5736 6028 6336 6659
Human Resources Analyst II 564 5941 6244 6563 6897 7249 7619
Human Resources Manager 627 8134 8550 8985 9443 9926 10431
4
STEP STEP STEP STEP STEP STEP
CLASSIFICATION TITLE RANGE A B C D E F
Intergovernmenta]&Comm Affairs Mgr 644 8854 9307 9780 10279 10804 11354
Internal Audit Manager 602 7181 7548 7931 8336 8762 9208
Investment/Revenue Officer 572 6183 6498 6830 7178 7544 7929
Manager of Trans Svcs/City Traffic Eng 653 9261 9734 10229 10751 11300 11875
Parks and Facilities Manager 633 8381 8810 9258 9730 10227 10748
Payroll Manager 592 6831 7181 7545 7931 8336 8760
Planning Manager 653 9261 9734 10229 10751 11300 11875
Police Communications Manager 597 7004 7362 7736 8131 8546 8981
Principal Civil Engineer 633 8381 8810 9258 9730 10227 10748
Principal Planner 622 7934 8340 8763 9211 9681 10174
Public Affairs&Information Manager 602 7181 7548 7931 8336 8762 9208
Public Works Administrative Manager 602 7181 7548 7931 8336 8762 9208
Purchasing Officer****** 584 6564 6899 7251 7621 8010 8418
Recreation Services Manager 623 7974 8381 8807 9257 9730 10225
Risk Management Analyst 535 5141 5403 5679 5969 6273 6593
Risk Manager 637 8550 8988 9444 9926 10433 10965
Senior Administrative Analyst 582 6499 6831 7179 7545 7930 8335
Senior Assistant City Attorney 688 11027 11590 12180 12802 13455 14140
Senior Econ Development Project Mgr 628 8175 8593 9029 9491 9975 10483
Senior Executive Assistant 535 5141 5403 5679 5969 6273 6593
Senior Housing Manager 628 8175 8593 9029 9491 9975 10483
Senior Human Resources Analyst 594 6900 7253 7621 8010 8419 8848
Senior Library Manager 592 6831 7181 7545 7931 8336 8760
Water Manager 653 9261 9734 10229 10751 11300 11875
*Note: Classification of Public Works Maintenance and Operations Manager was reclassified to Assistant Field Services
Manager effective June 25, 2017 pursuant to City Counci12017/18 budget adoption and Resolution No. 11017.
**Note: Classifrcation of Field Services Manager was esiablished effective June 25, 2017 pursuant to City Council 2017/18
budget adoption and Resolution No. 11017.
***Note.• Classification ofAssistant Public Works Director was established effective May 27, 2018 pursuant to Resolution No.
11089.
****Note: Class�cation of Budget Manager was established effective May 27, 2018 pursuant to Resolution No. 11089.
*****Note: Classifrcation of Finance Manager was established effective December 9, 2018 pursuant to Resolution No. 11124.
******Note: Salary range for the classification of Purchasing O�cer was adjusted effective February 3, 2019 pursuant to
Resolution No. 11142.
5
CITY COUNCIL MINUTES FEBRUARY 12, 2019
3. CONSENT CALENDAR(Continued)
3.32 Staff Reorganizations in Finance Department, Public Works Department, and City
Attorney's Office. Resolution Nos. 11141 and 11142. (C2500.J.4)
Two Resolutions of the City Council of the City of Orange amending Resolution No. 11123
between the City of Orange and the Orange Management Association to include the salary
range,for the new classification of Senior Contract Administrator, effective February 3,
2019;and,amending Resolution No. 11124 relating to the classification,compensation and
terms of employment for Executive Directors and Top Management employees to amend
the salary range for the classification of Purchasing Officer, effective February 3, 2019.
ACTION: 1)Approved Resolution Nos. 11141 and 11142;and 2)Authorized the following
personnel actions: a) Move the Risk Management Division to City Attorney's Office,
b) Freezing of the Risk Manager position within the Risk Management Division,
c)Reclassification of the Risk Management Analyst position within the Risk Management
Division to the classification of Human Resources Analyst II, d) Freezing of one Senior
Account position;unfreezing the Accounting Manager position, downgrading of the 25-
- hour Accountant position to 19-hour, and upgrading the 30-hour Stock Clerk position to
full-time status with the Finance Deparhnent Schedule of Positions,and e)Freezing of one
Public Works Maintenance Supervisor position, downgrade of one Facilities Maintenance
Supervisor position to Public Works Lead Worker, and addition of Senior Contract
Administrator within the Public Works Department Schedule of Positions.
MOTION —Nichols
SECOND —Alvarez
AYES —Alvarez, Murphy,Nichols, Monaco
Mayor pro tem Murphy recorded an abstention on Item 3.25.All other items on the Consent
Calendar were approved as recommended.
� END OF CONSENT CALENDAR
* � � * :� �x �x �x
4. REPORTS FROM MAYOR MURPHY
4.1 Council Reorganization.
MOTION —Murphy
SECOND —Nichols
AYES —Alvarez, Murphy,Nichols, Monaco
Moved to approve Councilmember Alvarez as Mayor pro tem.
5. REPORTS FROM COUNCILMEMBERS—None
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