7.4.
CC Regular Session
- Meeting Date:
- 02/08/2011
- By:
- Colleen Lasher, Administrative Services
Title:
Consider a Resolution to Reorganize the Community Development Department
Background:
The Community Development Department consists of eight full time employees, which includes the Community Development Director/Deputy City Administrator position that oversees the department’s day-to-day operation. The primary functions of the department are planning, economic development and building inspections.
The Community Development staffing of 8 full-time equivalents (FTE) is funded from a variety of sources. The chart below shows the breakdown of Housing and Redevelopment Authority (HRA), tax increment financing (TIF), Landfill Tipping fee, and General Funding contributions made to support the department.
| HRA |
TIF |
Landfill Tipping |
General Fund |
EDA |
|||||
| 1 |
Dep. City Adm/Dir. of C.D. |
70% |
10% |
|
10% |
10% |
|||
| 2 |
Econ. Dev./Marketing Mgr. |
|
30% |
|
|
70% |
|||
| 3 |
Planning Manager |
25% |
|
|
75% |
|
|||
| 4 |
Associate Planner |
3% |
|
|
97% |
|
|||
| 5 |
Environmental Coord. |
|
|
100% |
|
|
|||
| 6 |
Planning Secretary |
10% |
|
|
90% |
|
|||
| 7 |
Building Official |
|
|
|
100% |
|
|||
| 8 |
Permit Technician |
|
|
|
100% |
|
|||
Over the last several years, planning and development work that is reimbursed by developer’s escrow accounts has been greatly reduced as development has decreased.
In addition, the Landfill tipping Fee, which will have a balance of $229,000 at the end of 2011, currently supports one full-time position in the CD Department at about $83,000 per year. At that rate, this funding source will last less than 3 years before it will need to revert to General Fund or other tax supported fund (e.g., HRA, EDA). The position generally has been directed toward environmental work due to the funding source, but staff cuts in recent years have directed more of this position’s work toward planning, zoning and code enforcement activity.
Consequently, cost reduction remains an important objective for this department. Industry experts have anticipated a slow climb out of the current recession, with new home sales continuing at record lows. Activity in the department also remains relatively low (see attached APPENDIX A). In addition, tax revenue increases due to increased development also will lag 18-24 months behind the start of new construction due to the property tax valuation and collection process.
Recommendation:
To reduce administrative overhead costs, to streamline the development review process and increase the focus on encouraging and supporting economic growth, and to improve technical effectiveness the following actions are recommended.
1. Eliminate the position of Planning Managerwith the last day worked being February 25, 2011. This will result in an annual cost savings of $108,170 and streamline the process by eliminating a level of management with the department. Net annual savings to the general fund and the HRA would be approximately $63,000 allowing for $40,000 in consultant planning, and pay adjustments for the Senior Planner and Associate Planner/Environmental Coordinator positions.
2. Allocate $40,000 for consultant planning work to supplement existing staff. This will allow staff to acquire specific technical expertise and advance projects as needed without excessive fixed cost. Staff recommends that a request for proposals process be conducted for consultant planning services.
3. Change the current Associate Planner position to Senior Planner, with project lead responsibility, consultant coordination, but no staff supervisory function, pay adjustment recommendation from $26.98 per hour to $28.78 per hour effective February 28, 2011.
4. Change the current Environmental Coordinator position to Associate Planner/Environmental Coordinator and allocate 20% of that position to the General Fund, pay adjustment recommendation of $29.54 per hour to $30.10 per hour effective February 28, 2011. It is anticipated that the percentage of salary coming from the general fund would be increased incrementally to reduce the reliance on the Landfill Tipping Fund.
5. Appoint the Economic Development and Marketing Manager to supervise the Planning Division beginning on February 28, 2011 for an interim basis of six-months, to be reviewed at the end of the six-month period. No pay adjustment recommended for six-month period. This realignment of division supervision will encourage and support economic growth in every sector of the city.
6. Implement market pay adjustment for Deputy City Administrator/Director of Community Development from $47.54 per hour to $48.39 per hour retro to January 1, 2011, as budgeted in the 2011 approved budget to provide for commensurate pay amongst department head positions.
7. Transfer the supervision of the Building Maintenance Division to Public Works to assist in facilitating the coordination of maintenance activities at all city facilities effective February 28, 2011.
8. Begin an immediate recruitment for a Management/Planning Intern for 20-30 hours during the school months and up to 40 hours during the summer to work on the following projects:
a. Via the use of technology, improve the interface between the public and city hall using various social media and web based applications
b. Research and propose innovative pilot programs for cost reductions in all departments
c. Assist with communications efforts for the street reconstruction initiative
d. Research development fees and construction requirements to determine impact to the cost of development
e. Assist planning and park divisions in the analysis of park and city owned lands
f. Assist with implementation of a Customer Request Management Program
g. Aggressively seek grant funding opportunities for transportation, parks, housing and development programs
h. Assist with planning for city’s presence at the annual Game Fair event and the annual community celebration – Happy Days
i. Assist IT Manager with updating inventories of the city’s hardware, software and network resources, AV set-up, transition to "paperless" agendas for all commissions, and minor technical support
j. Support the work of the Senior Planner for the review of various planning permits/applications, preparation of cases for Planning Commission/City Council and code enforcement efforts
k. Provide administrative support to City Administrator/Deputy City Administrator for special projects and presentations for projects/city council
Funding Source:
There is no additional funding required.
Council Action:
Motion to approve resolution 11-02-XXX to reorganize the Community Development Department.
Attachments
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Kurt Ulrich | Kurt Ulrich | 02/03/2011 12:28 PM |
- Form Started By:
- Colleen Lasher
- Started On:
- 02/02/2011 11:48 AM
- Final Approval Date:
- 02/03/2011