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HomeMy WebLinkAbout19- Personnel CITY OF SAN BERN(wgD' INO - REQUEST P" I COUNCIL ACTION BARBARA DILLON WORKERS' COMPENSATION From: Subject: REORGANIZATION - RISK Dept: PERSONNEL MANAGEMENT DIVISION Date: MARCH 23, 1995 Synopsis of Previous Council action: • On October 3, 1994, the Mayor and Common Council approved Resolution No. 94-314, authorizing an agreement for Chuck Hamilton to perform consulting services. • On March 23, 1995, the Council Personnel Committee recommended this item for approval. Recommended motion: 1. Establish one (1) Workers' Compensation Supervisor position, Range 2437, $3,925 - $4,771/month. 2. Establish two (2)Workers' Compensation Claims Assistant positions, Range 1282, $1,812 - $2,202/month. 3. Delete one (1) Account Clerk 11 position, Range 1267, $1,681 - $2,044/month. Direct the Personnel Department to update, Resolution No. 6413, Sections Ten and Eleven, to reflect this particular action. .., , 3 Signature Barbara Dillon 384-5161 Contact person: Phone: Supporting data attached: Yes Ward: FUNDING REQUIREMENTS: Amount: Net Savings of $2,228/Year 1 to Workers' Compensation Fund Source:(Acct. No.) 678-452-52020 Salaries, Permanent/Full-Time (Acct. Description) Finance '.ouncil Notes: Y5-0262 L� � Agenda Item No. f CITY OF SAN BERN. .RDINO — REQUEST F%oR COUNCIL ACTION STAFF REPORT SUMMARY Victor Lorch, Director of Risk Management, recommends reorganizing the Workers' Compensation section, with no cost to the General Fund. Recommendations include: • Establish the position of Workers' Compensation Supervisor, Range 2437, $3,925 - $4,771/month. (Chuck Hamilton previously served on a contract basis as Third Party Administrator.) • Establish two (2) positions of Workers' Compensation Claims Assistant, Range 1282, $1,812 - $2,202/month. (Eliminate contract with Mann & Kason for temporary Claims Assistant.) • Delete one (1) Account Clerk II position, Range 1267, $1,681 - $2,044/month. A Claims Audit was performed recently by the firm of Heyenrath and Associates for Workers' Compensation and Liability. The purpose was to evaluate the Workers' Compensation Program, in order for the City of San Bernardino to reapply to the State of California, Department of Industrial Relations, for permission to self-administer the City's Workers' Compensation program. The audit supports replacing the contract Third Party Administrator with a full-time Workers' Compensation Supervisor and establishing the position of Workers' Compensation Claims Assistant to provide back-up to the Workers' Compensation Specialist positions. STAFFING The Workers' Compensation section currently includes the following positions: • One (1) Workers' Compensation Third Party Administrator • Two (2) Workers' Compensation Specialists • One (1) Account Clerk II • One (1) temporary Claims Assistant I The proposed staffing would be as follows: I • One (1) Workers' Compensation Supervisor Two (2) Workers' Compensation Specialists • Two (2) Workers' Compensation Claims Assistants a 2 of 16 5-0264 Internal Staffing Relationships The salary of the Workers' Compensation Supervisor would be 16% below the salary of the Director of Risk Management. The salary of the Workers' Compensation Claims Assistants would be approximately 10% below the salary of the Workers' Compensation Specialists. Survey of Other Agencies Four of the seven cities surveyed by the Personnel Department require a Bachelor's degree in business administration, public administration and/or a related field for positions comparable to the Workers' Compensation Supervisor. Five cities had positions comparable to the Workers' Compensation Claims Assistant. Requirements included high school graduation, experience with workers' compensation claims and typing. COSTING Based on the audit and on the analysis performed by the Director of Risk Management, the following is recommended: Additions • Establish the Workers' Compensation Supervisor at Range 2437, $3,925 - $4,771/month. Year One Cost, including salary and all benefits: $62,020 • Establish two (2) Workers' Compensation Claims Assistant positions, Range 1282, $1,812 - $2,202/month. Year One Cost, including salary and all benefits: 28.635 each. or $52.270 for two (2) positions. Sub-Total. Cost $114.290 Deletions • Eliminate Third Party Administrator contract, for a savings of$60 000/year. • Eliminate contract with Mann & Kason for a Temporary Claims Assistant, for a savings of$25, /year. 3 of 16 • Delete one (1) Account Clerk II position, Range 1267, $1,681 - $2,044/month, for a savings of $31,518, Year One. (Position to be deleted following recruitment for Workers' Compensation Claims Assistants.) Sub-Total, Savings $116,518 Net Savings, Year One $2.228 RECOMMENDATIONS A recruitment will be conducted for the positions of Workers' Compensation Supervisor and Workers' Compensation Claims Assistant. The affected bargaining units will be notified of the new/deleted positions. Job descriptions for these positions have been prepared to be presented to the Civil Service Board for approval. Further recommendations are: • Establish the position of Workers' Compensation Supervisor, Range 2437, $3,925 - $4,771/month. • Establish two (2) positions of Workers' Compensation Claims Assistant, Range 1282, $1,812 - $2,202/month. • Delete one (1) Account Clerk H position, Range 1267, $1,681 - $2,044/month. • Direct the Personnel Department to update Resolution No. 6413, Sections Ten and Eleven, to reflect this particular action. Attachments: Memo from Victor Lorch, Director of Risk Management Current Organizational Chart Draft Job Descriptions: - Workers' Compensation Supervisor - Workers' Compensation Claims Assistant Survey of Other Agencies I I 4 of 16 CITY OF SAN BERNARDINO INTEROFFICE MEMORANDUM 95 HAR 21 t,`i P 19 TO: FRED WILSON, ASST. CITY ADMINISTRATOR SUBJECT: WORKERS' COMPENSATION REORGANIZATION CITY FROM: VICTOR F. LORCH, DIRECTOR, RISK MANAGEMENT DATE: March 20, 1995 COPIES: Shauna Clark, City Administrator; Barbara Dillon, Director, Personnel; Doug Chandler, Civil Service; Barbara Pachon, Director, Finance BACKGROUND The City of San Bernardino is Self Insured and temporarily Self Administered. This means, the City does not purchase Workers' Compensation Insurance covering City employees, (except at an EXCESS LEVEL of $500,000) , thus falling under the regulation of the Department of Insurance, Manager Self Insured Plans. The Manager of Self Insured Plans audited the City in 1989, and lifted the City's right to Self Administer its Claims Program. Had the City not hired Mr. Charles Hamilton, an Independent Third Party Administrator, the State would have lifted the City's Self Insurance Certificate. At the time, one (1) Workers' Compensation Claims Specialist was handling 471 cases. State recommendation is 150-175 per Specialist. In May 1990, the City hired a new Director for Risk Management and increased the staffing from one (1) Workers' Compensation Specialist to two (2) , and retained the position of Account Clerk II which was vacant for a period of six (6) months. 1990 was also reform year for Workers' Compensation. Workers Compensation Benefits increased 26%, and paperwork doubled. In June 1994, we engaged the Services of Heyenrath and Associates to conduct an audit of the Liability and Workers Compensation operations. Based upon the volume of claims, complexity of injuries involved, and the amount of paperwork involved from the State of California, it was his recommendation that the City could save money by converting the Contract Third Party Administrator position and Temporary Claims Assistant to full time Staff positions. In addition, he recommended the position of Medical Only Clerk also be created. As you can see by the attachments and accomplishments section, when the Department staffing was increased, the average Claims payment decreased substantially, despite a 26% increase in Benefits. 5 of 16 ACCOMPLISHMENTS Since 1990, we have accomplished the following when staffing was increased: • Reduced average claim payment from $4 , 182 to $3 , 387 (A savings of $795 per claim or $353 , 139, based upon 5 year average of 444.2 claims per year) • Reduced litigation rate from 34% to 11% (A savings of $101, 614) SAVINGS By implementation of the proposed reorganization, we anticipate a savings of $18,000 by hiring a Workers' Compensation Supervisor and adding a Claims Assistant, plus an additional savings of 50 000 in litigation costs and medical cost containment. 6 of 16 WORKERS COMPENSATION ANALYSIS (TOTAL PAID CLAIMS 6-30-94) AVG. COST PER CLAIM FY 89/90 MEDICAL/ INDEMNITY 471 CLAIMS $1, 379, 179 $2 , 928 FY 90/91 MEDICAL/INDEMNITY 433 CLAIMS $1, 811, 026 $4, 182 (REFORM YEAR- JUST ADDED STAFF) FY 91/92 MEDICAL/INDEMNITY 432 CLAIMS $1, 542, 721 $3 , 571 (FULL STAFF) FY 92/93 MEDICAL/INDEMNITY 424 CLAIMS $1, 623 , 456 $3 , 828 (6 MONTHS WITHOUT FULL STAFF) FY 93/94 MEDICAL/INDEMNITY 461 CLAIMS $1, 561, 305 $3 , 387 (3 MONTHS WITHOUT FULL STAFF/ ADDED 1 TEMPORARY POSITION-REFORM YEAR) WORKERS COMPENSATION TEMPORARY DISABILITIY INCREASES 1990/1991 -INCREASE TD FROM $266 PER WEEK TO $336 (26%) 1994/1995- INCREASE TD FROM $336 PER WEEK TO $406 (21%) . 1995/1996 -INCREASE TD FROM $406 PER WEEK TO $448 (10. 5%) 1996/1997- INCREASE TD FROM $448 PER WEEK TO $490 (9.5%) SINCE 1986, MEDICAL FEES HAVE INCREASED ON AN AVERAGE OF 17+ LITIGATION COSTS TO CITY OF SAN BERNARDINO FY 90/91 34% CLAIMS IN LITIGATION $234 , 974 LEGAL FEES (JUST ADDED 2ND WORKERS COMPENSATION SPECL) FY 91/92 22% CLAIMS IN LITIGATION $104,984 LEGAL FEES (FULL STAFF) FY 92/93 10% CLAIMS IN LITIGATION $150, 674 LEGAL FEES (3 MONTHS WITHOUT A WORKERS COMP SPECL/2 MONTHS WITHOUT ':LAIMS CLERK) FY 93/94 11% CLAIMS IN LITIGATION $133,360 LEGAL FEES (ADDED A TEMPORARY CLAIMS CLERK) 7 of 16 i i i i I m L 7 2 M U H � L � fi U O H N w w }' �4 OD l P4 u M Ul O H IN H " 4 q,L N .0 w IN M F z VA w U to N L N 41 O Y y.M L :L O C N L V C q b M C m a Y z L w 3 r. 8 of 16 f L J `2 1+ r a+ U to L v U w O 41 z N U a+ C� v W z N F1 L A W W m m A p i0 a O ,r v m L M 0 a LL ate. a O U N E - ° „J E 4 U G C�. ypC W .4M `.. t L 10 O -W U Y L L O y j L N d Y r G,. L O _ 0 �+ C 1Oy m m 8E Ep W t to L U 3 _ 9 of 16 I H uury WORKERS' COMPENSATION SUPERVISOR JOB DESCRIPTION Under administrative direction, supervises, plans, and coordinates the activities and operations of the Workers' Compensation program within the Risk Management Division; coordinates assigned activities with other divisions, outside agencies and the general public; provides highly responsible and complex staff assistance to the Risk Manager; and performs related work as required. REPRESENTATIVE DUTIES Provides courteous and expeditious customer service to the general public and City department staffs. Coordinates the organization, staffing, and operational activities of the Workers' Compensation program, including the administration of the worker's compensation claims program and the safety officer industrial disability retirement program. Participates in the development and implementation of goals, objectives, policies, and priorities for the Workers' Compensation program; identifies resource needs; recommends and implements policies and procedures. Selects, trains, motivates and evaluates program personnel; and provides or coordinates staff training. Directs, coordinates and reviews the work plan for the Workers' Compensation program, meets with staff to identify and resolve problems; assigns work activities and projects; monitors work flow; reviews and evaluates work products, methods and procedures. Participates in the development and administration of the Workers' Compensation program budget; directs the monitoring of, and approves expenditures; recommends adjustments as necessary. Ensures City compliance with pertinent rules and regulations governing worker's compensation benefit and self-insurance administration; reviews, evaluates, interprets and applies established law to Workers' Compensation and Safety Disability Retirement programs. Develops, implements and monitors cost containment programs to reduce worker's compensation liabilities; monitors and controls charges to industrial accident leave and light duty benefit accounts; assesses facts and determines necessity for reporting claims to the excess insurance carrier. Assists in the negotiation of settlements for controversial and high cost claims; interviews potential witnesses; coordinates 10 of 16 medical exams; coordinates defense with attorneys. May serve as hearing representative for the City of San Bernardino to the Workers' Compensation Appeals Board. Coordinates the Safety Disability Retirement program including preparing for formal hearings; assists departments with the reassignment of Safety employees to modified duty assignments within their medical restriction. Develops, establishes, updates and reviews medical examination policy standards; evaluates, interprets and applies pertinent laws regarding the physical examinations of potential employees in determining job suitability and fitness; negotiates contracts and monitors performance of medical facility administering physicals. Coordinates Workers' Compensation program activities and services with those of other divisions and outside agencies and organizations; provides staff assistance to the Risk Manager; prepares and presents staff reports and other necessary correspondence; routinely adheres to and maintains a positive attitude toward City and Department goals and performs related work as required. MINIMUM QUALIFICATIONS Bachelor's degree in business or public administration or a related field and two (2) years responsible experience in workers' compensation claims examination and adjustment experience, to include supervision of subordinate technical and clerical personnel. Two (2) years of the specified experience may be substituted for the required education on the basis of 30 semester units being equivalent to one year of experience, up to two (2) years. Possession of a valid class "C" California Drivers' License and a State of California Self Insurers' Certificate in Workers' Compensation are required. GENERAL QUALIFICATIONS Knowledge of: Federal, State and local Workers' Compensation laws, regulations and claims practices; Technical and medical terminology related to the cause and treatment of occupational injuries and illnesses; Basic methods of research and analysis; Basic principles of public relations. Ability to: Plan, coordinate and administer a workers' compensation Page 2 of 3 11 of 16 program; Interpret and explain City Workers' Compensation policies and procedures; Communicate effectively, both orally and in writing; Train, supervise and evaluate subordinate personnel ; See in the normal visual range with or without correction; Hear in the normal audio range with or without correction; Prepare and maintain a variety of technical reports and records; Establish and maintain effective relationships with those contacted in the course of work. ORGANIZATIONAL RELATIONSHIPS The class of Workers' Compensation Supervisor is a supervisory position in the Risk Management Division of the City Administrative Department and works under the supervision of the Director of Risk Management. Supervises subordinate technical and clerical personnel. APPROVED: DATE: Director of Personnel C.S.B.APPROVED: JD:WC.SUPERVISOR 3/16/95 dm Page 3 of 3 12 of 16 C()PY i F i WORKERS' COMPENSATION CLAIMS ASSISTANT i I JOB DESCRIPTION Under general supervision, coordinates and accomplishes a variety of administrative, technical and clerical work pertinent to the City's Workers' Compensation program; and performs related work as required. REPRESENTATIVE DUTIES Provides courteous and expeditious customer service to the general public and City department staffs. Assists in the handling of workers' compensation claims; performs initial case setup of new files in the City's computer system; schedules doctor appointments for claimants, as requested, and performs necessary follow-up. Compiles or extracts information from claims records as requested by Workers' Compensation Specialists; assists in the timely processing of bills and claims; reviews bills for accuracy and proper coding, for type of injury and reasonableness of charges; processes indemnity claims. Answers routine inquiries from departments and employees regarding workers' compensation benefits and status of cases; makes routine mathematical calculations; and maintains a variety of records. Routinely adheres to and maintains a positive attitude towards City and Department goals; and performs related work as required. MINIMUM QUALIFICATIONS ` 1 Graduation from high school or GED and two (2) years of responsible workers compensation claims and clerical experience. Typing speed + of 40 WPM is required. GENERAL QUALIFICATIONS Knowledge of: Modern office equipment and procedures; ! Computer terminal operating methods; j Proper English usage, spelling, grammar and punctuation; Business math; Advanced record keeping methods; Worker's Compensation laws and procedures; Standard claims evaluation techniques; Medical and legal terminology related to Workers' i 1 13 of 16 1 Compensation; Basic public relations. Ability to: See in the normal visual range with or without correction; Hear in the normal audio range with or without correction; Express ideas effectively, both orally and in writing; Maintain confidentiality of records; Read, understand, interpret and apply complex materials and concepts; Operate a computer terminal accurately; Operate a calculator accurately; Establish and maintain accurate records; Understand and carry out oral and written instructions; Establish and maintain effective relationships with those contacted in the course of work. ORGANIZATIONAL RELATIONSHIPS The class of Workers' Compensation Claims Assistant is a technical level position in the Risk Management Division. Supervision is received from the Workers' Compensation Manager or Workers' Compensation Specialist. APPROVED: DATE: Director of Personnel j C.S.B. APPROVED: JD:WC.CLAIMS.ASSISTANT 3/16/95 dm Page 2 of 2 14 of 16 RISK MANAGEMENT REORGANIZATION WORKERS' COMPENSATION SUPERVISOR SALARY CITY TITLE MINIMUM QUALIFICATIONSO,) Riverside Health/Workers' Bachelor's degree in business or public administration or nursing and two $3,803 - Compensation years' experience in investigation and processing of workers' $4,853 Supervisor compensation claims and rehabilitation. Santa Ana Workers' Extensive and responsible professional experience in workers' $4,511 - Compensation compensation claims examination and adjustment. Possession of a Self- $5,488 Administrator Insurance Administrator Certificate from the State of California is required. Anaheim' Workers' Extensive responsible workers' compensation claims examination and $4,002 - Compensation adjustment experience including the supervision of professional $5,503 Manager employees. Certification to manage and operate a self-insured program is required. Burbank Workers' Bachelor's degree in administration or a related field and 3 years' $3,977 Compensation experience in workers' compensation claims management. Certification $4,833 Administrator as a Workers' Compensation Self-Insurance Administrator for the State of California is required. Huntington Claims Bachelor's degree in business administration or related field plus three $4,183 - Beach Supervisor years of responsible experience in administering a workers' compensation $5,183 claims management program. Must possess a State of California Self Insurer's Certificate in workers' compensation. Glendale Workers' Bachelor's degree in business administration or related field and four $4,316 - Compensation years' experience in workers' compensation cost work plus two years $5,350 Administrator supervisory experience. Must possess a State of California Self Insurer's Certificate in workers' compensation and valid Class "C" California drivers' license. Long Beach Claims Officer Administers the self-insured workers' compensation program including $4,656 - system management, investigation, liability determination and benefit $5,746 administration and control. ..,.San Workers' Bachelor's degree in business administration or related field and 2 years $3,925 - Mernardin Compensation of responsible experience in workers' compensation, to include $4,771 Supervisor supervision of subordinate office personnel. Some added experience may substitute for some of required education.* Valid Class "C" California (PTOPOSed� Drivers' License and State of California Self Insurers' Certificate in Workers' Compensation. *See draft job description. DOCUMENT:CHART.WC.SUPV 1 dm 15 of 16 r i RISK MANAGEMENT REORGANIZATION WORKERS' COMPENSATION CLAIMS ASSISTANT SALARY CITY TITLE MINIMUM QUALIFICATIONS (M0.) Riverside Workers' High school graduation, plus specialized courses in Basic Workers' $2,182 - Compensation Compensation and Rating Permanent Disabilities and 3 years' experience $2,653 Assistant in investigating and processing claims; at least one year working in the field of Workers' Compensation. Ontario, Clerk High school graduation. Type at 50 WPM, plus 2 years clerical $2,044 - experience. $2,496 Anaheim Claims Assistant Experience performing highly complex clerical work involving extensive $2,142 - recordkee ping, interpretation of policies and a high level of independence $2,735 of action in performing duties. Santa Ana Workers' Two years' responsible clerical experience, preferably including workers' $2,257 - Compensation compensation experience. Type at 40 WPM with accuracy. $2,744 Claims Assistant Burbank Risk Three years of recent experience in responsible clerical work including $2,536 - Management one year experience working with legal documents. Type at 50 WPM. $3,167 Assistant A Paralegal Certificate from an American Bar Association approved program may be substituted for two years of the required experience. San Workers' Graduation from high school and 2 years of responsible workers' $1,812- Bernardino Compensation compensation claims and clerical experience. Typing speed of 40 WPM $29202 Claims Assistant is required. (proposed) DOCUMENT:CHARTMC.CLAIMS.ASSIST 3/21195 dm 16 of 16 CITY OF SAN BERN. IDINO - REQUEST P I COUNCIL ACTION BARBARA DILLON REORGANIZATION OF REAL From: Subject: PROPERTY DIVISION, PUBLIC PERSONNEL WORKS/ENGINEERING Dept: DEPARTMENT Date: MARCH 23, 1995 Synopsis of Previous Council action: • On December 19, 1994, the Mayor and Common Council approved amendments to Resolution No. 6413, Sections Ten (General Unit) and Eleven (Mid-Management Unit) to implement a 2% salary increase, effective January 1, 1995. • On March 23, 1995, the Council Personnel Committee recommended this item for approval. Recommended motion: 1. Delete the position of Real Property Supervisor, Range 2441, $4,004 - $4,867/month. 2. Establish the position of Real Property Official, Range 2393, $3,152 - $3,831/month. 3. Direct the Personnel Department to update Resolution No. 6413, Sections Ten and Eleven to reflect this particular action. 3 MAP S,; 3 0f I Signature Contact person: Barbara Dillon Phone:_ 384-5161 Yes Supporting data attached: Ward: FUNDING REQUIREMENTS: Amount: Net Savings of$70,700 - Year 1 Source: (Acct. No.) 001-302-52020 Salaries, Permanent/Full-Time Acct. Description) G Council Notes: 7s.ozez �-3�S Agenda Item No. CITY OF SAN BERN, hDINO - REQUEST F._ .4 COUNCIL ACTION STAFF REPORT SUMMARY Staff recommends reorganizing the Real Property Division, resulting in a first year savings of $70,700, in order to: Delete the classification of Real Property Supervisor, Range 2441, $4,004 - $4,867/month (incumbent retired in December 1994); and, Establish the position of Real Property Official at Range 2393, $3,152-$3,831/month. The City Administrator's office requested the firm of Ralph Andersen & Associates to conduct a study of the organizational structure of the Real Property Division of the Public Works Department. The final report from Ralph Andersen & Associates recommends leaving the Real Property Supervisor position vacant and implementing one (1) supervisory position. A copy of the study is attached. STAFFING Since the retirement of the Real Property Supervisor, the Real Property Division is currently staffed by: One (1) Senior Real Property Specialist Two (2) Real Property Specialists One (1) Landscape Inspector I Internal Staffing Relationships Currently, the salary of the Real Property Supervisor is approximately forty percent(40%a)above the salary of the Senior Real Property.Specialist. The Real Property Supervisor salary is fifty- four percent (54%) above the salary of the Real Property Specialist. After reorganization, the proposed salary for the Real Property Official will be approximately twenty-six percent (26%) above the salary of the Real Property Specialist. SuM of Other Agencies Four of six cities surveyed by the Personnel Department require a Bachelor's degree in business administration, public administration or a related field for all classes performing this work. In the City of San Bernardino, the class of Real Property Specialist requires graduation from high school or GED. The proposed Real Property Official requires sixty semester units (90 quarter units) of college-level courses in engineering, property assessment/appraisal or a closely related field. -2- '5-0264 The salary levels of other agencies, while higher, also require more education. Thus, internal relationships were a greater factor in analyzing salaries within the Real Property Division. COSTING Based on the Ralph Andersen & Associates study, the following is recommended: • Delete the Real Property Supervisor position, Range 2441, $4,004 - $4,867/month. Cost of annual salary and all benefits at Step 5: $75,132. • Establish the Real Property Official at Range 2393, in the Mid-Management Unit. j Proposed: Range 2393, $3,152 - $3,831/month Annual salary, including all benefits: *Step 1 $48,592/year *Step 5 $59,069/year • Proposed Real Property Official salary will be 26% above Real Property Specialist position. • First year savings equals $70.700 savings. RECOMMENDATIONS A closed, promotional recruitment will be conducted for the newly established position of Real Property Official. The affected bargaining unit will be notified of the new position. Job descriptions for the Real Property Specialist (revised) and Real Property Official (new) have been prepared to be presented to the Civil Service Board for approval. Further recommendations are: • Delete the position of Real Property Supervisor, Range 2441, $4,004 - $4,867/month. • Establish the position of Real Property Official at Range 2393, $3,152 -$3,831/month. • Direct the Personnel Department to update Resolution 6413, Sections Ten and Eleven to reflect this particular action. Attachments: Current Organizational Chart Proposed Organizational Chart Draft Job Descriptions: - Real Property Specialist (revised) - Real Property Official (new) Survey of Other Agencies Study from Ralph Andersen & Associates -3- REAL PROPERTY DIVISION ORGANIZATION CHART CURRENT DIRECTOR OF PUBLIC WORKS/CITY ENGINEER I ASSISTANT CITY ENGINEER REAL PROPERTY SUPERVISOR SR. REAL PROPERTY REAL PROPERTY SPECIALIST SPECIALIST F DOCUMENT:CHART.REAL.PROP.DIV.CURRENT 3/6/95 dmm A REAL PROPERTY DIVISION ORGANIZATION CHART PROPOSED DIRECTOR OF PUBLIC WORKS/CITY ENGINEER ASSISTANT CITY ENGINEER REAL PROPERTY OFFICIAL SENIOR REAL PROPERTY SPECIALIST REAL PROPERTY SPECIALIST DOCUMENT:CHART.REAL.PROP.DIV.PROPOSED 3/20/95 dmm -5- v ti REAL PROPERTY OFFICIAL JOB DESCRIPTION Under direction, plans, supervises and coordinates the acquisition, disposition, valuation and recording of real property for the City; performs complex technical and supervisory work involved in the appraisal and negotiation of real property, easements, improvements and right-of-ways; performs staff work in establishing assessment districts, including underground utility districts; and, performs related work as required. I REPRESENTATIVE DUTIES P.': �� and �C�ty department staffs:: Plans, supervises and coordinates the work of subordinates engaged in researching property ownership and boundaries, preparing maps and legal descriptions and in appraising, negotiating, recording and maintaining land records related to rights-of-way, easements, vacations, annexations, condemnations, sales, City land purchases and other real property transactions. Performs staff work necessary for establishing assessment districts. Performs the more complex aspects of real property transactions; supervises the proceedings for public streets, highways and service easements, vacation laws and the Annexation and Reorganization Acts; analyzes the appraisal and title research needs of assignment; interviews, selects and reviews the work of independent title and appraisal firms. Performs the functions of the City land officer in selling, buying and leasing land; prepares or supervises preparation of legal descriptions, notices, contracts, agreements, leases, deeds, easements, rights-of-way, resolutions and other legal documents involved in municipal and annexation proceedings; verifies legal descriptions of property to be purchased, sold or leased by the City. Performs preliminary investigation and coordinates the formation and implementation of assessment districts. Administers contracts for maintenance operations within assessment districts. ` Conducts negotiations with property owners for the acquisition of real property and rights-of-way; confers with property owners, builders and developers to assist in new development and property renewals; assists in the preparation of condemnation proceedings; supervises the preparation of bid specifications for landscape maintenance and recommends award of contracts; performs office and field duties involved in data compilation and analysis; supervises the preparation of reports and correspondence. Develops long-range plans for annexations; appears as a witness in court; trains and evaluates personnel; works with engineering representatives or other governmental agencies on matters of common concern; answers various complaints and inquiries from the public; assists in recommendations for the annual budget. outn ydt�eeso axed mans a pos : irttudc�wads City anc Department �}oag <ard, performs related wore..as;?:re r :....................................................... .. ....................:...........:........................ ................. I MINIMUM QUALIFICATIONS I Sixty semester units (90 quarter units) of college-level courses in engineering, property assessment/appraisal or a closely related field; and 2 years of experience, including one year of supervisory experience, involving the acquisition of property, rights-of-way and title searching. Two (2) additional years of the specified experience may be substituted for 30 units of the required education on the basis of 15 semester units being equal to one (1) year of experience. Possession of a valid Class "C" California Drivers' License is + required. GENERAL QUALIFICATIONS L Knowledge of: Laws, codes, regulations and procedures related to the acquisition of real property, easements and rights-of- way; Legal descriptions of real property; Instruments of real property conveyance; Real estate appraisal and financing; Principles and practices of management, administration, supervision, training and public relations; Public works improvement districts and on enabling state laws, City and state building codes; Zoning ordinances, setbacks, tax and improvement easements and encroachments; General engineering symbols; Preparation of maps; Title searching techniques; Effects on property values of deed and tract restrictions. Ability to: :e�::;� � ;:.n�►�m� ,:>::��su�� fan +� w�. .h...c��'. .:::: .... ..........:..::::::::-:..:..::.:.:...........................:..::::::::.::::::.:•: dear zn th ...>_nax�ral audio range with or............ c rr ut: c n .......................... xh b tr� macznger body mi o <: : .: ::::: :::;:::.:.. ::.. ' ransport .materials and supp yes weighing up to # pounds ; Page 2 of 3 Work vz�zaety of env x'o m ntal c�nditzons ncl d n »... ...... . . ..... e.xp :. to heat; cold ;or nt�ises; Read understand acid apply complex concepts and written materials to the acquisition, management and disposal of real property; Prepare comprehensive reports; Meet the general public with courtesy and tact; Prepare, draft and maintain maps and drawings; Conduct thorough investigations; Express ideas on technical subjects clearly and concisely, both orally and in writing; Operate a vehicle observing legal and defensive driving practices; Understand and carry out oral and written instructions; Establish and maintain effective relationships with those contacted in the course of work. ORGANIZATIONAL RELATIONSHIPS The class of Real Property Official is a first-level supervisory position in the Real Property Section of the Engineering Division. Supervision is received from the Assistant City Engineer. Supervision is exercised over employees in the Real Property Section. APPROVED: DATE: Director of Personnel C.S.B. APPROVED DATE: 1 JD:REAL.PROP.OFF 3/20/95 dm Page 3 of 3 A T C REAL PROPERTY SPECIALIST JOB DESCRIPTION Under supervision, performs routine office and field work involved in the negotiation of real property, easements, improvements and rights-of-way; prepares legal descriptions; conducts annexation and reorganization proceedings; accomplishes routine work on assessment districts; and, performs related work as required. REPRESENTATIVE DUTIES or >< auc�xs endpdc� :» ustm se: a thee ....................................... ublc::>::; ndCTe :`aaiesafk Researches real property values and title records; examines engineering plans and property maps to determine extent of property requirements for street rights-of-way aria easements; prepares documents for the execution of deeds, quit...claims, partial releases and other related papers; assists in the acquisition of easements and rights-of-way for roads, utilities, storm drains and sanitary sewer lines. Collects zoning, assessment valuation, improvement, tax and other pertinent information for use in developing annexation proceedings; investigates proposed project sites to determine effect on property values; prepares reports, documents and related resolutions for the vacation proceedings of streets, alleys, easements and for e:.....a.................n..........:.....:::.:.i:..::s.::.:::.:.:r.:..:.:.:i....:.c:.:.:::::: ::::.:::.:n::::.:::.:..>..:..>........................................assessment proceedings; e..:.............................:..:...........:............ ... . ...: sessm......:..:;;.:..::assessme . .:s:::::a>::.::.::::::::::::::. : :. ...... .....F..: n ..;:.:.> .:.a.. ....:t :..:.:.#..r._.:.:.:.o.:.:..:l..:v..:.l.........i......:.:.`>..:.:.>..:.:..........n u...... ....... s ;:::;. Prepares map1:.>:.: . flUi settees o paperer and pls <_ e ?t �an being acquired.. .... : :>:.::::.........:..:..:::;;:...:..... . .. sts information for CouriciT agericla; records documents with the "County Recorder; coordinates house numbering and street signs in newly annexed areas. Furnishes information to the public, to other departments, to utilities and to other interested parties as to the conditions pertaining to real property or easements the City may own or wish to acquire; contacts property owners to secure signatures on street vacation and annexation procedures; and eve <aTi> <a` srae eques s.....from the pub.... € eq d anc property;;:>: x es a apt is s and d i stances. :.;;;: :.,.:::::: >:; : ......:..:...:...:::.;:. ; . :..:......::.: ......._... Unti�r:...A. eru c n: ::::<::adm n tr.: >:;:::>I a ea::>::>;bf::>:» t: >wfl tined P....... :................................................:......:..::.::::::::::::.:::::...:::::.::::::...... ............... ...... :.:::::N:: ::..:...:....... m:.r<. ...... ....... ..........:.::........... ............:::::::::::::::::::::::::::::::::.:.:::r::_:.;;:. :::.;;: RC► ti ie : :::: c t, . d a: s;a:::<: :.t e t e°::;. . »::..;..:.:......:..::. ...:::::.... ... :.:hexes:.:...:.:._::::.: ...:.............................. ............ ..... ...::: uetwe.:. at :. grid Department ©ais: and F pe form _::belated wp....k....... requi��d Page 1 of 3 MINIMUM QUALIFICATIONS Graduation from high school or GED equivalent and one (1) year of experience involving the acquisition of property, rights-of-way and title searching. Possession of a valid Class "C" California Drivers' License is required. GENERAL QUALIFICATIONS Knowledge of: Operation of psQ computers, utilizing programs such as odpefe and bBASE; Common legal descriptions and procedures for the acquisition of real property; Title searching techniques; Instruments of real property conveyance; Effects on property values of deed and tract restrictions; Real estate appraisal; Local and state ordinances, laws and regulations concerning real estate property, easements and rights-of-way. Ability to: See an the normal vzsual rang............ th o� itlout Corr ct b ar c h na a ud c� xarc ...c w o a ar Exh�ht normal ef body motion ans to t m to is ......................s end st ppl des: wefgh --ttg up .......... jD fork in a variety t�f. enyiranmentalondons %ncludin I. xpasure trxeatY1 t noises# ::::.::::::::::::::::..::::.>:..: i Crammunicate effectvelyt moth orally' and in t1rIt%ng Conduct thorough investigations ::...... Apply laws relating to the acquisition, management and disposal of real property; Operate a vehicle observing legal and defensive driving practices; Understand and carry out oral and written instructions; Establish and maintain effective relationships with those contacted in the course of work. Page 2 of 3 ORGANIZATIONAL RELATIONSHIPS The class of Real Property Specialist is the entry and working ara p ro p essional level in the real property series G works I�epaxtmrt, pvals o» QC� vdom tiear t APPROVED: DATE: Director of Personnel CSB APPROVED DATE: i JD:30892.REAL.PROP.SPEC 3/20/95 dmm •`.r Page 3 of 3 I POSITION SURVEY REAL PROPERTY SECTION SALARY CITY TITLE MINIMUM QUALIFICATIONS (MO.) Anaheim Real Property Advanced journey level experience in real property acquisition, $3,812 - Analyst negotiation, appraisal and relocations. $5,241 Fullerton Associate Real Bachelor's degree plus 3 years related experience or knowledge $3,357 - Property Agent and experience in right of way, civil engineering or real property $4,284 work. Garden Real Property Bachelor's degree* or equivalent plus 2 years related experience. $2,876 - Grove Agent Valid Class "C" California Driver's License. $3,688 Riverside Real Property Bachelor's degree in related field plus 3 years experience in $3,303 - Agent public property work. $4,426 Santa Ana Sr. Real Estate Bachelor's degree in business administration; public $5,026 - Officer administration; plus 4 years real estate related experience, with at $6,110 least 2 years journey level experience. San Real Property Sixty semester units of college-level courses in engineering, $3,152 - Bernardino Official property assessment/appraisal or a closely related field and 2 $3,831 years of experience, including one year of supervisory experience, involving property acquisition, rights-of-way and title (proposed) searching. Some additional experience may substitute for some of the education.* Valid Class "C" Drivers' License. *See draft job description. DOCUMENT:CHART.REAL.PROP.SM A r . rA R a l p h A n d e r s e n & A s s o c i a t e s January 17, 1995 TO: Fred Wilson, Assistant City Administrator City of San Bernardino FROM: Joseph P. Hinsberg, Vice President Ralph Andersen &Associates SUBJECT: Organizational Review — Real Property Division Issue i The City of San Bernardino has requested a review of the organizational structure of the Real Property Division of the Department of Public Works. This review was prompted, in part, by the recent retirement of the Real Property Supervisor. The purpose of the organizational review is to provide specific recommendations on the organization structure and staffing of the Division. Recommendation Based on a review of existing workload and functions in the Real Property Division of the Department of Public Works, the following recommendations are made: ■ Review the decentralizing of certain real property functions as indicated in the report; ■ Create a non-technical (leadworker type) supervisory position either through the reclassification of the Senior Real Property Specialist or Real Property Specialist or through the elimination of one of the filled positions and a recruitment process; ■ Provide for cross-training of duties among the Real Property Specialist position or reclassify on of the positions to the Office Assistant series; S a c r a m e n t o D a I I a s N e w p o r t B e a c h City of San Bernardino Real Property Division Page 2 ■ If landscape district maintenance is to remain in the Real Property Division, the Division should be staffed by four (4) allocated positions with overall supervision provided by the Assistant City Engineer or an Engineering Division Engineer (see Exhibits C and D). Background The Real Property Division is one of the divisions of the Department of Public Works of the City of San Bernardino under the direction of the Director of Public Works/City Engineer and the Assistant City Engineer. The Division is responsible for the acquisition and disposition of public property as well as certain administra- tive functions relating to public property. The City retained the services of Ralph Andersen & Associates to perform an organizational assessment of the Real Property Division. In conducting the assessment, the consultant conducted the following: • Interviewed all Division staff and the Director of Public Works • Reviewed workload data and other documentation provided by the Division of Real Property. The Real Property Division is currently staffed by five (5) authorized positions. The positions, along with monthly salary ranges are listed below: • Real Property Supervisor ($4,004 — $4,867) • Senior Real Property Specialist ($2,853 — $3,467) • Real Property Specialist (2) ($2,473 — $3,030) • Landscape Inspector I ($2,256 - $2,743) The staffing level of the Division has changed recently with the addition of a Landscape Inspector position. The Landscape Inspector is responsible for monitoring the maintenance of certain landscaped areas within the public right-of- way or landscape assessment districts. The responsibility for monitoring and inspection was previously the responsibility of the Department of Parks and Recreation; however, concerns regarding the availability and quality of inspection prompted the change in responsibility. City of San Bernardino Real Property Division Page 3 An organization chart describing the current reporting relationships is shown in Exhibit A. The primary functions of the Real Property Division include: ■ Coordinate the acquisition, disposition, valuation and recording of real property for the City ■ Coordinate the appraisal, and negotiation of real property, easements, improvements and right-of-way ■ Establish assessment districts ■ Establish underground utility districts ■ Process City annexations ■ Monitor contract landscape services for certain public properties ■ Monitor certain City leases. I Generally, right-of-way acquisition and disposition along with the establishment of public improvement assessment districts are the responsibility of a city Public j Works Department and are handled through the design or capital improvement sections of the department. In establishing the Real Property Division, the City of San Bernardino has centralized a number of functions that, in a number of cities, may be conducted by other work units or functions. In particular, these include: ■ Annexations — Generally conducted in a planning function utilizing i administrative or professional staff. ■ Landscape maintenance — The management and administration of landscape maintenance functions are generally found in the public services or park maintenance area which oversees similar services provided either through contract or the use of city forces. ■ Lease management — The management of the lease of city property is generally the responsibility of the finance or facilities management function. City of San Bernardino Real Property Division Page 4 EXHIBIT A— REAL PROPERTY DIVISION DEPARTMENT OF PUBLIC WORKS Public Works Director Assistant City Engineer Real Property Supervisor Senior Real Real Property Property Specialist Specialist (2) Inspector N City of San Bernardino Real Property Division Page S To monitor workload in the Division, the Real Property Supervisor prepares an annual report of Division projects. Due to the nature of projects in the Division, it was the feeling of the Real Property Supervisor that workload reports of greater frequency (monthly,quarterly)would be of little value in depicting the workload of the Division. Past reports are generally "boiler plate" and provide only types and quantity of activities. The summary of workload for the past three years is indicated in the table on the following page. EXHIBIT B—REAL PROPERTY DIVISION SUMMARY OF WORKLOAD .::::::::::...:::::: ACtivltyf;i 1994 1993 1992 Street R 0.W. 24 22 45 Sewer Easement 2 3 0 Drain Easement 5 3 4 Water Easement 0 4 0 Utility Districts 3 2 0 Street Vacations 9 3 6 Landscape Easement 3 6 1 Assessment District-New 1 3 7 Assessment District-Expand 2 0 3 Annexations 1 0 2 Street Names 4 1 2 New Leases 2 1 2 Monitor Leases 32 32 32 AD.Contracts 19 18 17 Acquisition 1 0 3 Disposition 2 2 0 Fled AD. Rolls 35 32 31 Actions It can be noted that some of the major Division activities have declined in recent years. This includes right-of-way acquisitions and assessment district formations. I City of San Bernardino Real Property Division Page 6 This can be accounted for as a result of a general decline in development activity associated with the economic market. Easements and other Division activities have remained constant; however, at fairly low levels for the past three years (for example the City has conducted three annexations over the past three years). In reviewing the workload for the Division, there are a number of factors to consider. These include: • In the case of assessment districts, the City used to be active in the formation of 1911 Act and 1913 Act improvement assessment districts. 1911 Act districts (or the City's equivalent as specified in the Charter) were generally conducted in-house. The establishment of 1913 Act districts, which are more complex, generally utilized outside services. • The City utilizes contract services for the majority of property appraisals. • The City utilizes contract services for apportionment changes to assess- ment districts (Muni Financial Services). • There are nine (9) landscape district contracts with a total of five (5) vendors. • The majority of the leases monitored (27 to 28) by the Division are minimal amount (one dollar leases). Based on interviews with Division staff, the following is a summary of the major duties and responsibilities by position. Real Property Supervisor • Supervise Division staff • Provide technical assistance • Develop division procedures (control sheets) • Assessment district formation • Monitor assessment district payments City of San Bernardino Real Property Division Page i ni • Real PropertS upervisor ■ Function in lead worker capacity over Real Property Specialists and Inspector ■ Process annexations ■ Process acquisitions ■ Assessment district formations ■ Supervise landscape monitoring and inspection Real Property Specialist ■ Preparation of assessment roles ■ Preparation of resolutions for assessment districts ■ Update landscape maintenance contracts ■ Monthly visits to landscape areas for inspection ■ Review County assessment maps for changes Real PropejU Specialist • Handles 95% of all right-of-way acquisitions, easements • Street vacations • Street names • Monitor leases Inspector • Monitor and inspect landscape areas • Resolve field problems with contract maintenance services The Division has developed a series of control sheets that outline the major steps necessary to complete a number of the projects performed by the Division. These control sheets include: i City of San Bernardino Real Propery Division Page 8 ■ Sale of Real Property ■ Annexations ■ Underground Utility Districts ■ Street name Changes ■ Property Acquisition/Right-of-Way Certification ■ Street/Alley Vacation ■ 1911 Improvement Act ■ 1913 Improvement Act ■ Assessment Districts ■ Assessment District Yearly Maintenance ■ AD 947 Parking District In addition, there have been some concerns noted in the City's recent financial audit relating to a deficit in the service assessment district fund. This deficit is the result of the City's practice of combining funds and providing for the assessment of maintenance district costs after costs are incurred. The City has noted this problem and is taking steps to address the issue. It is noted that it may take several years (4 to 5) to properly adjust assessments to allow for an adequate cash flow to accommodate district expenditures as they occur. Recommendations In reviewing the organization structure for the Real Property Division, there are several factors or questions that were considered: • Does the current workload warrant filling the vacant position • Should the real property unit be a separate division of the Public Works Department • Are there functions within the Real Property Division that can be accomplished by other divisions or departments • Do the current position classifications adequately reflect the duties and responsibilities • Is there an excess layer of supervision within the Division • Are there opportunities to provide the same level of service at less cost. City of San Bernardino Real Property Division Page 9 In reviewing the operations of the Real Property Division, the consultant reviewed the following basic organizational alternatives with some minor variations: • Maintain the Real Property Division in its current organization structure • Maintain the Real Property Division in its current organization structure without filling the vacant position • Do not fill the vacant position and place the supervision of the Real Property Division under the responsibility of another Division of Public Works • Decentralize a number of functions from the Real Property Division to other areas of the City organization. Ideally,some of the functions of the Real Property Division are more appropriately allocated to other areas of the City that perform like functions. For example, the development and monitoring of landscape maintenance contracts should be placed in the Department of Public Services or Parks and Recreation which have the capability and responsibility for other contract and in-house maintenance services (i.e., street trees). The annual renewal of leases of city-owned properties (many which are token leases) would more properly be placed in the Facilities Manage- ment section of the City organization. The tracking of assessment district payments is more appropriately the responsibility of the Finance Department which currently performs this function and determines different results than the Real Property Division. Such a decentralization would keep the core functions of property acquisition and disposition, assessment district formation and preparation of the annual Engineer's Report for assessments in the Real Property function. While this is ideal from an organizational perspective, the consultant understands the performance issues associated with the previous arrangement for landscape maintenance. If those functions are to remain within the Real Property Division, it is the recommendation of the consultant that the Division be placed under the direct supervision of an existing supervisor within the Public Works Department, either the project design division or reporting directly to the Assistant City Engineer. The two basic alternatives are provided in the following exhibits. Should development activity significantly increase,it is recommended that additional clerical support be provided rather than additional supervisory support. Q City of San Bernardino Real Property Division (� Page 10 EXHIBIT C — REAL PROPERTY DIVISION ALTERNATIVE #1 DEPARTMENT OF PUBLIC WORKS Public Works Director Assistant City Engineer Real Property Supervisor Position Office Assistant II i Real Property Inspector Specialist i I I f City of San Bernardino Real Property Division Page 11 EXHIBIT D — REAL PROPERTY DIVISION ALTERNATIVE #2 DEPARTMENT OF PUBLIC WORKS Public Works Director Assistant City Engieer Design Division Senior Civil Engineer Real Property Supervisor Position Real Property Inspector Specialist (2) City of San Bernardino Real Property Division Page 12 The primary findings to support the proposed organization structure include: • Current right-of-way and easement activity,which comprises the majority of the current workload, is being handled with existing staff primarily at the level of Real Property Specialist. • The duties of one of the Real Property Specialists can be characterized as primarily clerical type functions (preparation of resolutions, contracts, and review of assessor map changes). The Division personnel sighted the desire to provide additional cross-training that would provide that both of the Real Property Specialists perform similar functions; however,there were no indications that this is occurring to any significant amount. • A disproportionate amount of Division resources (Senior Real Property Specialist, Property Specialist and Inspector) are involved in the development and monitoring of landscape maintenance district contract services. ■ While the Real Property Supervisor position was indicated to be a working supervisor, the primary responsibilities appear to be that of technical assistance and monitoring division staff. In implementing the organizational changes the following measures are recom- mended: ■ Reallocate those functions as noted; ■ Place the core real property functions under the supervision of either the Design Section or the Assistant City Engineer; ■ Either provide for actual cross-training and shared duties among the Real Property Specialists or reclassify one of the positions to a clerical series (Office Assistant II); ■ Create a supervisory position within the existing staffing levels. This can be accomplished either through the reclassification of an existing position or the elimination of an existing position and a recruitment for the new supervisory position. In this case, the supervisory position is viewed as having the same experience and skill level as the existing Senior Real Property Specialist position(non-technical supervisory position). The City City of San Bernardino Real Property Division k Page 13 should review the compensation level for this position. Compensation levels should be based on internal alignment of salaries (relation of supervisor's salary to subordinates 10% to 20% differential). The net fiscal impacts of the above recommendations would be the salary savings associated with the elimination of one position in the Real Property Division. The actual salary savings will be based on the salary range set for the new supervisory position and the method used in filling the position (if the method is reclassifica- tion, savings will depend on the position chosen for reclassification).