City of Grand Forks Staff Report

Transcription

1 City of Grand Forks Staff Report Committee of the Whole July 11, 2016 City Council July 18, 2016 Agenda Item: Organizational Renewal Proposal Submitted by: Todd Feland, City Human Resources Department Staff Recommended Action: Approve the organizational renewal of the Information Technology (IT) Department and the Buildings and Grounds interim organizational structure as proposed. Committee Recommended Action: Council Action: GENERAL OVERVIEW: On an ongoing basis, the City of Grand Forks (City) examines, anticipates, and reacts to strategic opportunities to improve organizational efficiency and effectiveness. As part of Mayor Brown s priorities, the City examines opportunities to improve services related to safety, efficiency, and effectiveness measures, and to provide better opportunities for employees and citizens to become more engaged related to City services. As part of the City way of planning and executing services the following are guiding goals: flattening the organizational structure and pushing decision making to the lowest level possible; organizational engagement, collaboration, and consolidation; value added administrative support to the overall service delivery mission; and complementary and adaptable people and capital master planning. The following organizational renewal of the IT Department and the proposed temporary structure for Buildings and Grounds will provide for a more efficient and responsive City. BACKGROUND: PUBLIC WORKS: We continue to review and analyze operations and performance of the Public Works Department since the 2014 restructure. Further adjustments will be brought forward and

2 presented in September with the 2017 Salary Plan. INFORMATION TECHNOLOGY (IT): In early June 2016, IT Director Roxanne Fiala retired after being employed with the City for 23 years. The IT Director position was advertised regionally and received numerous qualified applicants. An Assessment Center for the top six candidates was conducted on June 2, Adam Jonasson, the City s IT Services and Solutions Manager, was the top candidate and was subsequently appointed to the IT Director position on June 13, This shift has created a subsequent opening within the department as well as an opportunity to restructure the IT Department to be more adept and flexible in meeting the needs of the City. The following position changes would be made: IT Services and Solutions Manager: Position eliminated Operations Manager: Title changed to Assistant IT Director Programmer Analyst: Position eliminated IT Coordinator: Position added : Position added The total number of employees in the department will not change, however the roles and responsibilities will be more specialized and streamlined in order to meet the demands of the City and enhance internal services citywide. Please see the current and proposed organizational charts for further explanation. Restructuring the department in the proposed fashion would provide an estimated savings of $28,000 to the General Fund as part of the Mayor s proposed 2017 budget. BUILDINGS & GROUNDS: Under the general direction of the City, the Director of Planning and Community Development, the Public Works Operations Divisional Director, and the Building and Zoning were chosen to initialize the efforts to assess whether the City is in need of a centralized Buildings and Grounds department. For over a year these, and other employees have been assigned components of the analysis. At this time, the City administration is recommending an interim reassignment of the Streets/Facilities Manager to the role of Facilities to help further define roles and increase the momentum for determining what would ultimately be in the City s best interest in regards to operations and management of City facilities. City Facilities: Fire Facilities (5) Police Facilities (3) Public Safety Training Center City Hall Public Works Facility *Public Works Infrastructure facilities will be managed by respective Public Works Divisions (e.g. treatment facilities, pump stations, etc.) Parking Ramps Corporate Center JDA owned Industrial Park Facilities

3 The City would continue leading this charge with support provided by the Building and Zoning, who has substantial knowledge with her experience in capital improvement analysis. The Facilities Analyst, who is currently under the job title of Sustainability Coordinator, would focused on continuing efforts of gathering new data from City Departments. The Facilities Analyst position is critical to keeping the project in motion with information gathering and coordinating key employees to obtain a better understanding of each department s distinctive elements. From the operations side, the current Streets/Facility Maintenance Manager, who has extensive background with operating and managing buildings and leading personnel, would be reassigned as part of this interim organizational strategy to the role of Facilities. This role would be responsible for assessing the current staffing structures of the City s maintenance staff and creating efficiencies in maintenance management and operations necessary to coordinate from a citywide viewpoint such as building maintenance, custodial services, snow removal, and lawn care. These developments will not affect the 2017 budget structure and fit within the existing budget. The City administration will continue to report back to City Council with new developments and plan within the next year to have a permanent departmental structure proposal for City Council s review and approval. To start, City administrative staff are planning to brief City facilities as part of the July 18, 2016 Mayor/Council Budget Work Session. SUPPORTING MATERIALS: 1. Information Technology Organizational Charts Current and Proposed 2. Buildings and Grounds Temporary Organizational Chart - Proposed

4 Current IT Organizational Structure IT Director Operations Manager Solutions Manager Senior Programmer (2) Network Admin Programmer GIS Specialist IT Technician Proposed IT Organizational Structure IT Director Asst IT Director Senior Programmer (2) Network Admin IT Coordinator GIS Specialist IT Technician New Position/Promotion Title Change New Hire Created by: Adam Jonasson Updated: 6/14/2016

5 City Facilities Building and Zoning Facilities Analyst 7/11/2016