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HomeMy WebLinkAbout27-Parks and Recreations ORIGINAL CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Kevin Hawkins, Director Subject: Authorize implementation of the Parks Division Proposal relative to Parks Maintenance staffing. Dept: Parks, Recreation & Community Services Dept. Date: May 21,2009 MICC Meeting Date: June 15, 2009 Synopsis of Previous Council Action: Feb. 17,2009 Council approved the City Manager's Modified Budget Strategy, which included termination of Landscape Maintenance District (LMD) contracts, and shifting twelve (12) City personnel to LMDs instead (effective April I, 2009), which mitigated the layoff of twelve (12) of the positions initially proposed in the Park Maintenance Division. Recommended Motion: That the Parks Division Proposal (Exhibit "A") relative staffing at Park sites be implemented. Reinstate five (5) Parks Maintenance Workers III and six (6) Parks Maintenance Workers 11 positions to the General Fund. Authorize the Director of Finance to include these changes in the final FY09-1O budget. . .. y, I ). ; {i...../ . / 1/ / Signature ~. Contact person: Kevin Hawkins, Director Phone: 5233 Supporting data attached: Ward: All Wards FUNDING REQUIREMENTS: Amount: Additional Savings to the General Fund In the amount of $25,087 by this action. Source: (Acct. No. 001-382-50xx) Finance: Council Notes: Agenda Item No :;. 7 (p4"S-d1 CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report Subject: Authorize implementation of the Parks Division Proposal relative to Parks Maintenance Staffing. Background: At the February 17, 2009 meeting, Council approved the City Manager's Modified Budget Strategy, which included the proposal by the Parks, Recreation and Community Services Department that Landscape Maintenance District (LMD) contracts be terminated, and twelve (12) full time equivalent Parks Maintenance employees be shifted to the LMDs to accomplish maintenance in the districts. This action mitigated the layoff of twelve (12) Parks Maintenance Division employees that were initially proposed. This action provided a $1,085,566 savings in FY 09-10 as approved on February 17, 2009. In an effort to ensure personnel retention, while maintaining the proposed savings to the General Fund, the Parks Maintenance Division has proposed the following; In lieu of the contracting out of park maintenance, retain eleven (II) of the fourteen (14) positions slated for termination. These employees would effectively provide general park maintenance city-wide instead of a contractor. Two Park Maintenance Worker I (flex) positions would remain deleted. Finally, one Park Maintenance Lead Worker would transfer to the soccer fund, thus eliminating the $75,000 contract services agreement with Woody Woods & Associates (effective July 1,2009). General Fund Savings (Costs) Position QTY savinQs Park Maintenance (in General Fund) PMWIII 5 $ ( 294,945) PMWII 6 $ ( 329,968) Total Park Maint. Costs $(624,913) Decrease/add back landscape contracts $650,000 The combination of vacancy eliminations, contract terminations and transfers outlined in these measures results in a significantly higher savings to the General Fund when compared to the February 17th approved budget reductions. In addition, these measures also result in savings to the Soccer fund as outlined below. Target Savings per 2/17/09 Council Meeting $1,085,566 Additional savings/(shortfall) $25,087 A detailed update on the transition and deployment of resources to the LMD areas, and the deployment plan for the Parks Maintenance employees is provided in the attached memo dated May 21, 2009 (Exhibit "A"). Financial Impact: In lieu of the $650,000 annual park maintenance contract, eleven of the 14 positions slated for termination are proposed to be retained at a cost to the General Fund of $624,913, resulting in savings to the General Fund. Overall savings resulting from the Parks Division Proposal which includes both the LMD and Park sites staffing exceeds the target General Fund savings of $1,085,566 noted in the February 17,2009 budget strategy by an additional $25,087 in savings. Recommended Motion: That the Parks Division Proposal (Exhibit "A") relative staffing at Park sites be implemented. Reinstate five (5) Parks Maintenance Workers III and six (6) Parks Maintenance Workers II positions to the General Fund. Authorize the Director of Finance to include these changes in the final FY09-1O budget. EXHIBIT A Parks, Recreation & Community Services Department Inter-Office MemorandlUll To: Lori Sassoon, Acting City Manager From: Kevin Hawkins, Parks, Recreation & Community Services Director Re: Parks Division Proposal - LMD & Park Sites (Cont.) Date: June 8, 2009 As a continuation of the Interim City Manager's proposal for city-wide cost savings and reductions presented to the Mayor and Common Council on February 17th, staff presented a consolidated plan to further minimize General Fund expenditures by offsetting costs associated with general park maintenance and Park Landscape Maintenance Districts. During a subsequent meeting a Park Maintenance services savings proposal was approved by Mayor and Common Council on February 17 totaling $1,085,566. In efforts to minimize job loss and ensure personnel retention, yet maintain the proposed savings to the general fund, a revised savings proposal including two (2) adjustments are presented to provide employment to the majority of the 14 positions slated for termination on June 30, 2009. 1. As approved by MCC on February 17, 2009, 12 positions would be transferred/shifted to the Landscape Maintenance Districts' (LMD) expense, effective April 1, 2009. Total savings to the general fund would be $736,810 for personnel, $100,000 M&O, and $100,000 in landscape contracts. Currently, there exists $930,226 of LMD contracts that would be terminated and absorbed by the shift. General Fund Savings (Costs) Position OTY I savings Shift 12 Emplovees to LMD's Ld Prk Mnt Wrkr 2 $ 145,608 PMWIIJ 3 $ 182,241 PMWII 5 $ 274,007 Plumber 2 $ 134,954 Transfer Personnel to LMD Savings Total $ 736,810 Decrease landscape contracts $ 100,000 Decrease M&O $ 100,000 2. In lieu of the $650,000 annual park maintenance contract, 11 of the 14 positions slated for termination would be retained and drawn aaainst the General Fund. Total obligation to the general fund would be $624,913 for personnel. These employees would effectively provide general park maintenance city- wide instead of a contractor. Additionally, the permanent vacancy of two Park Maintenance Worker I (flex) positions would result in supplementary General Fund savings of $87,688 Finally, one Park Maintenance Lead Worker would transfer to the soccer fund (134-462-50xx), thus eliminating the $75,000 contract services agreement with Woody Woods & Associates (effective July 1, 2009). The result is a $71,548 savings to the General Fund. General Fund Savinas (Costs) Position OTY savinqs Park Maintenance lin General Fund) PMWIII 5 $ (294,945\ PMWII 6 $ (329,968\ PMW I Flex (delete\ 2 $ 87,688 Ld Prk Mnt Wrkr (transfer) 1 $ 71,548 Total Park Maint. Costs $ /465,677l ! Decrease/add back landscape contracts $ 650,000 I The combination of vacancy eliminations, contract terminations and transfers outlined in these measures results in a significantly higher savings to the General Fund when compared to the February 17'h approved budget reductions. In addition, these measures also result in a savings to the Soffcer fund as outlined below. I Total General Fund Savings $ 1,121,133 Target Savings per 2/17/09 Council Meeting additional savings/(shortfall) $ 1,085,566 $ 35,567 Transition and Deployment LMD A meeting with Development Services and Finance established the process for accurate tracking of expenses and resources as well as the necessary due diligence to facilitate a seamless transition of service delivery, effective April 1, 2009. Twelve maintenance employees have been transferred to the LMDs (a combination of PMW 111, PMWII, Leads and plumbers). The skill level of these employees exceeds that of the current contractors and immediate improvement in the districts should be realized in the first months of service. On March 18th and 19th, the Parks Maintenance Superintendent, Senior Administrative Analyst, LMD Supervisor, two Lead workers, Parks Maintenance Supervisor and LMD inspectors toured the LMD sites and finalized the deployment strategy Based upon a previous supervisor meeting, operations will consist of a North and South crew. One Lead worker and one plumber will each be assigned to North and South areas. These workers will coordinate with the LMD inspectors to ensure maintenance is completed. All LMD Inspectors have a parks background and will continue to assist in minor repairs as "working inspectors". The remaining transferred full time maintenance personnel will be assigned accordingly. The Parks Maintenance Supervisor will act as the liaison for Glen Helen Work Sentence (GHWS) workers, equipment, repairs, etc. In addition, he will head Cemetery maintenance, Urban Youth Conservation Corps, Special Projects (Tree trimming) and Parks liaison to the LMD. Following preliminary discussions with the Sheriff's office (Deputies Barkshire and Dye) the Department will receive a daily complement of Work Sentence workers ranging from 15 - 40 and on weekends 10 -15. General Fund Parks Faci/ities The balance of the 11 General fund positions will be comprised of the following: PMWII PMWIII 6 positions 5 positions These park maintenance employees will be assigned under the Parks Construction Supervisor at a ratio of 1 person per 3 parks, accompanied by 3 Work Sentence workers. The twelfth employee, one PMW III, will be assigned to the Soccer Complex and will supplement mowing on the south end of town. The Parks Construction Supervisor will head park maintenance and construction, stadium maintenance, Soccer Complex maintenance, and Work Sentence liaison for general fund sites. In addition, a modest $15,000 agreement with the Urban Youth Conservation Corp (currently assisting with cemetery maintenance) will provide an estimated 4 part time personnel. Their focus will be general maintenance. Park/Facility Name PMWII GHWS GHWS Urban Youth (week day) (weekend) Cons. Corp AI Guhin, Littlefield/Shultis, 1 3 Tom Minor, Jack Reily Blair, Hudson, Delmann Heights, 1 3 Ann Shirrells Nunez, Nicholson, Lytle Creek, La Plaza 1 3 Ninth Street, Encanto Hernandez, Meadowbrook Field & Park, 1 3 Mill Center Perris Hill 1 6 4PT Wildwood, Harrison Canyon, Horine, 1 3 15 (general Speicher maintenance) Seccombe Lake, Pioneer Cemetery 1 6 Soccer Complex 1 3 Work ReleaselWeekend 1 Construction/Park Worker 1 Plumber/Park Worker 1 Mower Operator 1 Landscape Maintenance Districts 12 (various classes) Total Personnel 25 30 15 4 PT Comparable Service Assessment Historically, the service provided by the Parks Maintenance division has been superior to that of existing and previous contractors. As an example, two years prior, more than 57 of the general park sites were contracted out for maintenance service. The suggested $650,000 maintenance contract was an estimate based upon the $350,000 previously utilized for contracted sites more than a year ago and extrapolated for the balance of the park sites. Keep in mind, this was to perform basic maintenance (mow, blow and go) and did not include irrigation repairs nor restroom maintenance. During that time, residents, staff, and Common Council alike, all expressed their disappointment with facility conditions related to grounds upkeep. Soon there after, the current Parks Superintendent incorporated the maintenance of those sites into the scope of Parks Division responsibilities. Seccombe Lake, previously maintained by several contract workers, was transformed into a clean landscaped passive park thanks to the work ethic of just one Parks Division employee, once the responsibility was transferred to the Division. The current improvements in landscape maintenance districts are not the sole result of current contractors. Initially, the contractors were reluctant to increase their service delivery and improve maintenance standards. As a result, additional contract compliance was demanded by myself and the Division Supervisor from the landscape maintenance section and contractors, which allowed for the charging of a portion of our time to the LMDs. Over time, this approach yielded successful results, but was more a function of management oversight than vendor expertise. With the quality of LMD maintenance ever present, the same model of incorporating into Division responsibilities can be applied to ensure quality service delivery. Since the duty of general park site maintenance was fully incorporated in to the Division more than a year ago, park sites have seen dramatic improvements and patrons have benefitted from the overall beautification, despite limited resources. Finally, many of the existing contractors are not based in the City of San Bernardino and much of their employees' time may be split servicing other neighboring cities' facilities. Conversely, many Parks Division employees are San Bernardino residents and 100% of their work time is spent in the city, ensuring additional sales tax income for purchasing materials, supplies, meals, fuels, etc. In all, the "in- house" service provided by the Parks Division provides more cost efficient results and ensures a long term investment in San Bernardino.