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From: JAMES ROBBINS. SUPERINTENDENT
Dept: BUILDING AND SAFETY
Subject: CONSOLIDATION OF MANAGEMENT
RESPONSIBILITIES - DIRECTOR OF
DEVELOPMENTAL SERVICES
BUILDING AND SAFETY AND
PLANNING DEPARTI~ENTS
Date: October 2B, 1986
Synopsis of Previous Council action:
At the October 6 Council meeting this matter was referred to the Ways and Means
Committee and the Legislative Review Committee. At the October 20 meeting it
was again referred to Ways and Means and Personnel.
Recommended motion:
1. That a Resolution be adopted establishing positions and salaries, as appropriate.
2. That the Personnel Director be authorized to begin recruitment and selection for
appropriate positions.
3. That the Finance Director be authorized to use the encumbered $15,000 to offset
organizati.Dnal realignment as appropriate and provide further refinement of
estimated revenues at midyear review.
\I~~
(J
Signature
Contact person:
James Robbi ns
Phone:
5274
Supporting data attached:
Ward:
FUNDING REQUIREMENTS:
Amount: $15.000
Source: Encumbered
Finance: tl~
c.~ ~
Council Notes:
75-0262
Agenda Item No
S'S
o
C I T Y
o F<:t A N B E R N~ R
INTEROFFICE MEMORANDUM
8610-639
DIN 0
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TO: Mayor and Common Council
FROM: James RObbins, Superintendent of Building & Safety
SUBJECT: Director of Developmental Services
DATE:
October 27, 1986
(6875)
COPIES:
Ray SChweitzer, M. J. Perlick, Frank Schuma, Warren
Knudson
-------------------------------------------------------------
This report is to supplement the report given to the full
Council and referred without comment to Ways and Means and
Legislative Review. Ways and Means did not meet but Legisla-
tive Review did. This past week both Personnel and Ways and
Means considered this subject.
The members of the Legislative Review Committee, after
discussion with staff, made the recommendations given at the
last Council meeting, i.e. that both a Director of
Developmental Services and a Building Official position be
approved for recruitment and appointment.
The Personnel Committee, this week, reaffirmed the salary for
a Director of Developmental Services at R4l70 ($3984-4851)
and agreed to a change from Superintendent to Director of
Building and Safety with a salary range of R4l56 ($3352-
4082). The Ways and Means Committee was not unanimous in
their decision.
This report is to provide clarification of various alterna-
tives. It should be noted that the earlier recommendation
made to the Council and the Committees reflected what was
considered a workable solution to a problem.
The Committee's recommendations requires (1) additional
revenue (2) additional space (3) additional personnel and (4)
substantial support of both the Mayor and Council and other
departments.
It is clear from both my survey of 37 cities and the Planning
Director survey of 11 cities indicate that 33 of 37 cities
have Building and Safety combined with another department.
Three are combined by contractual arrangements and San
Bernardino remains as the 37th, each department separate.
The survey also indicated that the Building Official position
was underpaid by approximately $400 per month. The Planning
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INTEROFFICE
Director of
October 27,
Page 2
MEMORANDUM~ 8610-639
Developmental Services
1986
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survey indicated a $725 difference per month, although it
should be noted the responsibility included Planning and
Building and Safety. Other salary inequities are apparent
and noted for later consideration.
The data substantiates (1) higher pay for a Building Official
(2) consolidation of Planning and Building and Safety and (3)
a salary of $3984-4851, commensurate with the Deputy City
Administrator which is necessary to obtain a quality
director.
As you may be aware, the Engineering Department and RDA are
exchanging locations. This will facilitate better exchange
and coordination of information. That level of cooperation
and coordination currently exists with the Planning Depart-
ment. If the earlier recommendation is followed, no
additional space is necessary; if the Legislative Review
recommendation is followed, one additional office will be
necessary.
The goal has been to gain Council approval for recruitment
and selection. Other staffing needs have not been addressed
due to the primary direction given of providing a
recommendation for a replacement. Given the level of service
desired both departments must be at full strength. Additional
staff needs will be minimal, however some internal
reorganization and upgrading will be recommended. There has
been discussion of adding the construction plan check and
inspectors from Engineering into the new department. That
option should be open for further discussion. The
reorganized department could function effectively either way,
given the physical relationship being considered.
It is imperative that the reorganized department issue be
decided at your next regular meeting. The recruitment and
selection process will, at best, result in a February start.
The departments involved must know and understand whatever
adjustment and transition that occurs. The Building and
Safety Department has experienced an improvement in morale as
a result of the Mayor and Council's reinstatement of a
position and approval of additional staff. The Planning
Department continues to be short of staff. The resolution of
the organization will assist in retention and recruitment of
replacement staff.
A final comment regarding revenues....the Building and Safety
approved budget is $619,182 and Planning is $625,309, with
the additional $80,000 supplement approved for Building and
Safety. The total is $1,329,491. The combined expenditures
are still less than the estimated revenues for the Building
Department alone ($1,613,700). If revenues for the rest of
the fiscal year are at the same level as last year, the total
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INTEROFFICE
Director of
October 27,
Page 3
MEMORANDUM:()8610-639
Developmental Services
1986
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revenue will be $100,000 more than last year. The
responsibility of the Proposition 4 requirements are better
met if the departments are combined. There is still a
significant amount which must be reconciled in the budget
process in meeting Proposition 4 requirements but clearly a
larger percentage is going for the purposes intended. The
increased expenditures for salary and benefits with both
positions are estimated at $29,174 for this fiscal year (with
a February start). Annualized cost for the Director salary
plus fringes is $65,427. The difference for the Director of
Building and Safety would be $6,215 assuming hiring at top
step.
An alternative structure can be the contracting out of
Building and Safety services. While the specifics would be
subject to contract negotiation, an estimated cost could be
identified. The cost is typically a percentage of revenues.
As an example, 65% of estimated revenues would be $1,048,905
($1,613,700 x .65).
The alternatives for structure are:
1.
A Deputy
tive and
Director
providing
City Administrator providing
managerial leadership, with
and a Director of Building
technical leadership.
administra-
a Planning
and Safety
2. A Director of Developmental Services providing
overall administrative and managerial leadership,
with a Planning Director and Director of Building
and Safety providing technical leadership.
3. A Director of Developmental Services providing
overall administrative, managerial and technical
leadership with mid-managers providing additional
technical leadership.
4. Maintain current structure of Planning Director and
Director of Building and Safety to provide adminis-
trative, managerial and technical leadership.
5. Maintain Planning Director and contract for Build-
ing and Safety services.
Decisions that must be made:
1. The recruitment and selection process.
2. Salary for the positions must be established. The
Deputy City Administrator position exists, no
salary setting would be necessary for it. Director
of Developmental Services R4170 ($3984-4851);
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INTEROFFICE
Director of
October 27,
Page 4
MEMORANDUM~8610-639
Developmental Services
1986
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Director of Building and Safety R4156, ($3352-
4082).
3. The Finance Director be authorized to use the
encumbered $15,000 to offset organizational
realignment as appropriate and provide further
refinement of estimated revenues at midyear review.
i:.:="N~
Superintendent of Building and Safety