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HomeMy WebLinkAbout1985-10-15; City Council; 8371; Planning Dept reorg. & addl. staffing request-- . CI‘ OF CARLSBAD - AGENE BILL LB# 7371 TITLE - RE ORGAN1 ZAT I ON/ PLANNING DE PARTMENT REQUEST FOR ADDITIONAL STAFFING & IITG.- 10/15/85 CITY MGR. - RECOMMENDED ACTION: Adopt Resolution No. fJJ5 , formalizing the structure of the Planning Department; amending the classification and salary plans t’o establish the positions of Planning Director, Assistant Planning Director and Senior Planner; establishing a career ladder for Assistant/Associate Planner; and authorizing the hiring of three new positions. ITEM EXPLANATION This item is a twofold request: 1) to reorganize the structure of the Land Use Planning Office so that it better addresses the needs of the city and is more consistent with planning departments and job titles in other cities and; 2) to request additional staff to keep pace with the level and scope of activity that exists in the department. The need to do more advance planning, increases in the number and complexity of applications, and the desire of staff to be able to continue to ensure quality review of development in the city, necessitate the recommended organizational changes. The department name would be changed from Land Use Planning Office to Planning Department. Changes in position titles would be from Land Use Planning Manager to Planning Director and the creation of the positions of Assistant Planning Director and Senior Planner. Three additional employees are requested; one clerical and two planners. The level of the two new planners will depend on whether existing employees are successful in being selected to fill the newly created position titles (Planning Director, Assistant Planning Director and Senior Planner). The attached memorandum to the City Manager explains the proposed organizational structure and justification for additional staffing in more detail. FISCAL IMPACT Depending upon whether existing employees are selected for the Planning Director, Assistant Planning Director and one Senior Planner position, a total of $74,375 in salary and fringe benefits will be necessary to fund the three new positions. EXHIBITS 1. Memorandum from Land Use Planning Manager dated 8/29/85 2. Memorandum from Building & Planning Director dated 8/29/85 3. Existing and Proposed Planning Department Organizational 4. Job descriptions for Planning Director, Assistant Planning 5. Proposed Management and Professional Employees Salary Charts Director and Senior Planner Schedules 6. City Council Resolution No. EXHIBIT I AUGUST 29, 1985 TO : CITY MANAGER FROM: Land Use Planning Manager NEED FOR ADDITIONAL PERSONNEL AND REORGANIZATION OF LAND USE PLANNING Recommendation Formalize the structure of the Planning Department. Amend the classification and salary plans to establish the positions of Planning Director, Assistant Planning Director and Senior Planner. Establish a career ladder for Assistant/Associate Planner. Authorize the hiring of three new positions. Introduction It is becoming very difficult for the Land Use Planning Office to keep pace with the level and the complexity of projects being submitted to the city. At the same time new programs are being added to our work responsibilities. I believe we have been operating with an employee deficit for well over a year. During this time, the department has been involved in the review of the Land Use Element of the General Plan which also has resulted in many new tasks to be accomplished. In addition, three members of the staff were transferred to the new Development Processing Services (DPS) division, (Ed Ruiz, Brian Hunter and Lynn Fitzgerald). It has reached the point where it is imperative to request additional staff in order to continue to provide a quality-level of service. At the same time that additional staff is being requested, it appears to be appropriate to address the overall organizational structure of the department which we have previously discussed on several occasions. Analysis/Discussion I. Organizational Structure Planning in Carlsbad is at a crossroads. Planning issues and projects are becoming increasingly complex and difficult. Presently, more major planning applications are being considered than at any one time in the past. In spite of the complexity of these projects, the planning staff has been able to maintain a high degree of quality in its review. The attached proposed organization chart represents the structure and the total number of positions for optimum operation of the department. The existing organizational chart is also attached with the names of individuals holding the current positions. The positions transferred to Development Processing Services are shown in the shaded box. The name of the department would be changed from Land Use Planning Office to Planning Department and a more formalized advance planning function would be added. The proposal would then be to have a Planning Director position to handle policy level decisions and have time to respond dir- ectly to the City Council and City Manager on policy-level matters. The Assistant Planning Director would be in charge of supervising and implementing the daily functions of the depart- ment. The two Senior Planner positions would have lead respon- sibility for current and advance planning; one in charge of the more complex current planning items and one in charge of the more complex advance planning projects. This would allow the depart- ment to start doing some advance planning, which in the past it has not had the time or the opportunity to do. I recommend making this change and have attached a job descriptions for the new position titles. It is again recommended that a career ladder be established for the Assistant/Associate Planner job classifications. This was previously discussed (see attached memorandum dated April 17, 1984), was favorably received but was never formalized. I feel that it is extremely important to promote continuity in the plan- ning staff, which will be a major factor in trying to maintain the quality and integrity of new development within the city. 11. Additional Staffing In support of the request for additional personnel, three areas need to be addressed specifically: 1) Current work load - as is shown on the attached chart, the number of units processed through Planning Commission and City Council, has increased continuously and significantly over the past several years. Last year, there was an increase of 83%. It should be pointed out that this figure does not include items like non-residential projects, smaller projects which are approved administratively by staff, master plans or special projects. During the first six months of 1985, the number of units considered by the Planning Commission and City Council was reduced (approximately 500) because of the review of the General Plan. However, applications were still being submitted and as of July 1, 1985, approximately 3,500 units were on the holding list waiting for consideration until the General Plan Review was completed. Again, this does not include the smaller, administrative projects or major master plan proposals. Right now, five major master plans are pending review. These are probably the most complex and far-reaching projects in terms of impacts that we have had pending review since I have worked for the city. 2) Advance planning - -2- It became evident during the General Plan review that more advance planning needs to be done by the city so that we can respond to new programs and requests for information in a more timely manner without having to start from scratch. 3) Implementation of Citizens Committee recommendations - the existing staff is hard-pressed to keep up with the regular work load. In order to carry out the Citizens Committee recommendations adopted by Council, additional personnel assistance is a necessity. Finally, with the relocation of Redevelopment and the loss of the individual who served as clerk/receptionist for both Redevelopment and Planning, it is very important to fill this slot on a permanent basis. Temporary employees have filled this position as an interim measure, but due to the complexities of the job, it is important to have more continuity in the position. It is requested that we hire three new employees at this time. A clerk typist to serve as a receptionist and two new planners. The level of the planners would depend on whether existing employees are successful in being selected to fill any or all of the new position titles (Planning Director, Assistant Planning Director, Senior Planner). If it is determined that additional staffing is not appropriate at this time, consideration must be given to reducing the work load, slowing processing times or any other measures deemed appropriate. MICHAEL J. HOLZMELER MJH/ar Attachments -3- EXHIBIT II AUGUST 29, 1985 TO : CITY MANAGER FROM: Building & Planning Director REORGANIZATION OF LAND USE PLANNING The organization of the Land Use Planning Office should be formalized to be made consistent with the more traditional structure of a Planning Department. My recornendation is to formalize the structure already in place. I concur with the recommendation for changes in the classification plan, the proposed organization chart and the need to hire additional personnel. The work load in the department justifies this request. MARTY ORENYAK MO/BH/ar 6 LA3 USE PLANNING CI'FICE EXISTING ORGANIZATION CHART LAND USE PLANNING MANAGER I HOLZl SECRETARY RAMOS I VACANT I .LER I ; i EXHIBIT Ill ADMINISTRATIVE ASSISTANT 11 --i HODER WORD PROCESSOR CLERK TYPIST I1 NEDROS DOEMNER PLANNER I GRIMM 1 I I GRAPHICS I BOWEN u ASSOCIATE PLANNER ASSOCIATE PLANNER HOWES ROLLMAN ASSOCIATE PLANNER I ASSISTANT PLANNER DE CWBO LANDERS DEVELOPMENTAL PROCESSING 7 PLANNING DEPARTMENT Proposed Organizational Chart I PLANNING DIRECTOR I DEPARTMENT I SECRETARY I -- I I ADMINISTRATIVE ASSISTANT \I -i I WORD PROCESSOR WORD PROCESSOR CLERK/ RECEPTIONIST ASSISTANT I PLANNING DIRECTOR ADVANCE PLANNING I LAND USE PLANNING SENIOR PLANNER SENIOR PLANNER . I 1 I DEVELOPMENTAL PROCESSING GRAPHICS .- m ASSOCIATE PLANNER ASSOCIATE PLANNER ASSOCIATE PLANNER ASSISTANT PLANNER ASSISTANT PLANNER ASSISTANT PLANNER PLANNING DIRECTOR EXHIBIT IV JOB SUMMARY: Plans, directs and supervises the City's current and advanced planning activities; provides highly responsible professional and technical staff assistance to the City Manager, City Council and Planning Commission. TASK LIST NO 1. - 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. Task DescriDtion Plans, directs and supervises the activities of the Planning Department, including current, advanced, and environmental planning programs. Provides staff assistance to the City Council and other committees in matters related to the social, economic and physical development of the community. Serves as Secretary to the Planning Commission; approves and signs all resolutions, final maps and minutes. Prepares and presents staff reports and recommendations to the City Council, orally and in writing, regarding planning issues. Participates in the most complex planning studies. Directs the development and implementation of Planning Department goals, objectives, policies and priorities. Confers with applicants resrding political development projects; provides information to developers and citizens. Provides information to City Councilmembers and Planning Commissioners. Selects, supervises, trains and evaluates assigned staff. Directs the preparation and monitoring of the Planning Department budget. Recommends adoption and assists in preparation of ordinances. Coordinates community development activities with other City departments, and outside agencies. Provides information and interpretation of City actions to the news media. Represents the City in the community and with professional organizations. 9 PLANNING DIRECTOR Page 2 15. Prepares special studies, as directed by the City Manager. 16. May serve on committees. 17. Perforins related duties, as required. QUALIFICATIONS: Knowledge Of: Municipal planning principles and practices. Applicable federal, state and local planning laws and regulations. Organization and functions of the various agencies involved in the planning process. Principles and practices of organization, administration, budgeting and personnel management. Ability to: Communicate clearly and concisely, orally and in writing. Prepare and interpret ordinances and formulate planning policies. Collect and analyze data and develop complex plans and reports. Establish and maintain effective relationships with City officials and employees, the general public and representatives of other agencies. Properly interpret and make decisions in accordance with laws, regulations and policies. Select, supervise, train and evaluate assigned staff. d Experience and Education: Any combination equivalent to experience and education that would likely provide the required knowledge and abilities. A typical way to obtain the knowledge and abilities would be: Experience: Six years of increasingly responsible professional planning and community development experience, including three years of supervisory experience. .- PLANNING DIRECTOR Page 3 Education: Equivalent to completion of a bachelor's degree in public administration, planning, community development, urban design or a related field from an accredited college or university. A master's degree in public or business administration is desirable. ORGANIZATIONAL RELATIONSHIPS: Department: Planning Title of Immediate Supervisor: City Manager Title(s) of Direct Subordinates: Assistant Planning Director, Administrative Assistant 11, Secretary 11. ASSISTANT PLANNING DIRECTOR JOB SUMMARY: Supervises the daily operation of the City's current and advanced planning function; participates in all major land use planning programs and projects; provides highly responsible professional and technical staff assistance to the Planning Commission and/or City Council and other commissions and committees. TASK LIST NO . 1. 2. - 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. Task Description Manages the daily activities of the Planning Department. Supervises and coordinates a program of staff assistance to the Planning Commission, City Council, Redevelopment Agency and other commissions and committees in planning matters. Participates in the conduct of complex planning studies related to the social, economic and physical development of the community. Makes oral presentations concerning planning programs and development projects to Planning Commission and to the City Council and other boards and commissions as required. Reviews and evaluates project plans to ensure conformance with established land use regulations, codes and policies. Confers with developers, architects, engineers and others involved in privately-sponsored residential, commercial and Participates in the development and implementation of Planning Department goals, objectives and policies. Meets with Planning Commissioners to provide information and answer questions. Interprets City policy and ordinances to the Planning Commission. Coordinates planning activities with other City departments and outside agencies. Supervises, trains and evaluates assigned staff . Participates in the preparation and monitoring of the Planning Department budget. Participates in the hiring of new department personnel. industrial projects . 4 I - / ASSISTANT PLANNING DIRECTOR Page 2 14. Represents the City in the community and at professional meetings. 15. Provides information and interprets City action to the news media. 16. Acts as Planning Director, as required. 17. Makes final Planning decisions on most projects. 18. May serve on committees. 19. Performs related duties, as required. QUALIFICATIONS: Knowledge of: Principles and practices applicable to development, planning, redevelopment and housing programs. Applicable federal, state and local laws and regulations. Organization and function of various agencies and political bodies involved in the planning and redevelopment processes . Principles and practices of organization, administration, budgeting and personnel management. Ability to: --.L. Communicate clearly and concisely, orally and in writing. Prepare and interpret ordinances and formulate land use policies. Research, collect, analyze and interpret data, and develop complex plans and reports for a variety of audiences. Prepare long-range planning programs and strategies . Make public and media presentations. Establish and maintain effective relationships with those contacted in the course of work. Supervise, train and evaluate assigned staff. ASS I STANT PLANNING DIRECTOR Page 3 Experience and Education: Any combination equivalent to experience and education that would likely provide the required knowledge and abilities. A typical way to obtain the knowledge and abilities would be: Experience: Five years of increasingly responsible experience in planning, redevelopment and housing. Education: Equivalent to completion of a bachelor's degree in planning, public administration, community development, urban design or a related field from an accredited college or university. A master's degree is desirable. ORGANIZATIONAL RELATIONSHIPS: Department: Planning Title of Immediate Supervisor: Planning Director Title(s) of Direct Subordinates: Principal Planners, Associate Planners, Assistant Planners, Planning Technicians. 4 SENIOR PLANT!ER under general direction, to assume lead supervisory responsibility for major planning program as assigned: to perform difficult and -lex professional staff mrk; to assist in the aoordination of day-My departmental administrative activities; and to c% related mrk as assigned. EXAMPLES OF INTIES Assist in the developnent and implementation of cpals, abjectives, policies and priorities. ~eets with developers, architects, qineers and others involved in privately sponsored residential, mrcial, and industrial projects. Provide lead supervisim and guidance to other professional staff in the review and evaluation of project plans for conformance to established land use regulations, codes and policies. Participates in the evaluation of mre acmplex projects and the implementation of mre acmplex planning program. Assist in ooordinating a program of staff assistance to the Planniq Carmission, Redevelopent l!gency and other Cwmnissions and cumittees in planning mtters, including the preparation of reports and recarmendations. Make authoritative interpretations of applicable regulations and policies. Respond to difficult citizen axplaints and requests for information. Represent the City in the amnunity and at professional Eetings as required. Develop and recarmend departm?ntal policies and procedures and assist in irrplemnting policies and procedures upn thm approval. Coordinates and participates in the preparation of ordinances, resolutions, and reports to the City Council, Planning Carmission and others regarding departmental planning activities. Coordinate program activities with other city departments and divisions, and with outside agencies. Supervise, train and evaluate assigned staff. QUALIFICATIONS Kmwledue of: Principles and practices applicable to p1annir-g. SENIOR PLANNER (Cont'd) -ledge of: Applicable federal, state and local laws and regulatims. Organization and functions of the various agencies involved in the phmirq process. Principles and practices of organization, administration and supervision. Ability to: ccpmwricate clearly and concisely, orally and in writing. Prepare and interpret ordinances and forrtulate land use policies. Collect and analyze data and develop canplex plans and reports. Establish and maintain coaperative relationships with city officials and employees, the general public and representatives of other agencies. Properly interpret and mke decisions in accordance with laws, regulatims and policies. Supervise, train and evaluate staff. Experience and Education Any cabination equivalent to experience and ducation that could likely provide the required Wadedge and abilities wxld be qualifying. typical way to obtain the kxxledge and abilities wuld be: A & Experience Four years of increasingly responsible professional planning experience. Equivalent to a bachelor's degree frm an accredited college or university With major mrk in planning, public administration, ccmtmdty developrrent, urban design or related field. A master's degree in planning, public administration or a related field is desirable. 2 I I I t 9:04 kfl 6-28-65 1 9' CITY OF CARLSBAO MANQGEMENT SiiLARY SCHEDULE I I I t EFFECTIUE JANUARY 1. 1985 Annual Biweekly FROM TO FROM TO 9:04 kfl 6-28-65 ................................ PDSITIUN TITLE ADMINISTRATIVE AIDE ................... AOMIN . ASSISTANT I .................... ADMIN . ASSISTANT I1 ................... AOMIN . ASSISTANT/CONTRKTS ADMIN . ASSISTANT II*'ARTS COORDINATOR .. ............ ASSISTANT CITY ATTORNEY ............... ASSISTANT CITY MANAGER ................ ASSISTANT FINANCE DIRECTQR ............ ASSISTANT LIBRARY DIRECTCR ............ ASSISTANT PERSONNEL DIRESTOR .......... BUILDING 8 PLANNING DIPECTOR .......... CENTRAL SERVICES DIRECTOR ............. CITY ENGINEER ......................... COMMUNITY REDEVELOPMENT PlANFiGER ....... CURRENT PLANNING rnArw;EF! .............. AS 5 I STl%H* P N N I EL G b I R E iT0 6! EW I PMENT MA I NTEPANCE SUPT ............ EXECUTIUE ASSISTANT ................... FINANCE DIRECTOR ...................... FIRE BATTALION CHIEF .................. FIFE CHIEF ............................. --.. HOUSING SPECIfiLIST I1 ................. LIBRARY DIRECTOR ...................... MGR . OF RESEARCH 8 IWALY~IS ........... PARKS 8 RECREATION DIRECTUR ........... PHRKS SUPERINTENDENT .................. ERSONNEL DIRECTOR .................... POLICE CAPTAIN ........................ POLICE CHIEF .......................... POLICE LIEUTENANT ..................... PI? I NC I PAL 1: I u I L ENG I NEEP .............. PRINCIPAL CIVIL ENGINEEP . TRRFFIC .... PRINCIPAL PLANNER ..................... PURCHASING OFFICER .................... RECREAT I QN SUPER I tJTENDENT ............. SEN I OR C I T I ZEN COORD I NATOF! ............ STREET MAINT . SUPERINTENDENT .......... UTILITIES MAINTENANCE MANAGER.@ ........ UTILITIES MAINTENANCE SUPERINTENDENT .. 1 End of MGTSAL86 18.. 7313 20. 763 23. 952 23 . 952 23. 952 35. 330 25. 516 25. 516 25. 516 31. 197 31. 558 26. 713 35. 330 27. 678 35. 254 26. 713 23 . ?52 12. 633 53. 5.33 23: . u5t 31. 558 32. 049 3 1. 558 26. 713 3s. 2-5~ 31. 55B 37 . 165 33. 384 31. 304 32. LO9 32 . LO9 29. 641 26. 713 zi . 711 23. 952 35. 330 3.1. 559 26. 713 31. 558 26. 713 22. 296 24. 749 28. 614 28. 614 28. 614 50. 481 50. 401 31. 896 31. 696 31 . H96 -to. 17q 46. 709 33 .. 399 50. 481 34. 839 44 ,. 058 33. 39B 28 ,. 614 46. 7139 40. 321 GO? . '?$ - . . 372 40 . 709 40. I143 *Q . 70.? -73. 399 -tL. 7 5cl 46 . 70.9 &6. 457 53. 641 J'?. 130 40. 176 Lii) . 176 37. 294 33 . ?99 33. 3357 '29 . 6 14 33 . 399 33. 399 46. 709 72 1 799 921 92 1 021 1. 359 981 98 1 98 1 1.a 83 1 .. 214 1. 027 1. 359 1. U72 1. 356 1 .. 359 1 .. 0 2 7 92 1 1. 214 1. 257 1 .:, n? *-I 887 1. 214 1.233 1. 216 1. 027 1.3 ss 1. 214 1 . 429 1. 2a4 I. 204 1. 215 I. 235 1. 148 1. 027 1 . I127 "r2 1 .- L 1. 027 1. 214 1. 027 a58 952 1. 101 1. 101 1. 101 1. 942 . I. 942 1. 227 1. 227 1. 227 1.(45 L. 796 1. 2.35 1. 942 1 ,, 3412 1. 635 1. 285 1. 101 1. 736 I. 5?? 1. "!? 1.153 1. 796 1. 541 1 .- 35 1.285 I. 796 1. 733 2. 0a3 1. 505 1 .Fa= 1. 545 1 . *?4 1. 285 1. 2.35 1. lill 1 . 2'35 1. 796 1. 295 1. 7.96 /7. .I -- I . ___ - - . .- . -- - RANGE 30 36 38 43 6: End of PROSfiL86 CITY OF CARLSi3AD PROFESSIONAL EPlPLOYEES SALkRY SCHEDULE BIWEEKLY SALARY - EFFECTIVE JULY 1, 1995 v 739.58 842.74 8so.w 994.70 1,063.98 1 ,, 164.56 I. I ao. BO 772.53 830.93 920.78 1,040.21 1,218.92 1 ., 112.89 I, I 72. Ll .. . c 807.23 920.78 963.20 1,088.37 1,164.56 1,275.75 I ,z's7,10 D E 342.74 880.5'0 963.26 1,,007.47 1,007.47 1,053.45 1 ,, 133.29 1,191.68 I, &,84. ox i 3~3. Sa 1,218.82 1,275.75 1,335.26 1,397.41 I- - 1 2 3 4 5 6 7 a 9 1c 11 12 12 14 15 1E 17 1€ 1s 2c 21 22 22 24 2: 2c 23 2E RESOLUTION NO. ~25 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING THE REORGANIZATION OF THE PLANNING DEPARTMENT AND AMENDING THE CLASSI- FICATION AND SALARY PLAN TO INCLUDE PLANNING DIRECTOR, ASSISTANT PLANNING DIRECTOR AND SENIOR PLANNER, AND AUTHORIZING THREE NEW POSITIONS, AND THE ESTABLISHMENT OF A CAREER LADDER FOR ASSISTANT/ ASSOCIATE PLANNER. WHEREAS, the City Manager recommends and the City Council aoncurs that the reorganization of the Planning Department is in the best interest of the city; and WHEREAS, the City Manager recommends and the City Council zoncurs that the classifications of Planning Director, Assistant Planning Director, and Senior Planner should be included in the zlassification and salary plan; and WHEREAS, the City Manager recommends and the City Council zoncurs that it is necessary to replace the three Planning personnel transferred to Development Processing Services; and WHEREAS, the City Manager recommends and the City Council zoncurs that it is desirable to establish a career ladder for the Assistant/Associate Planner poGtions; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the City Council authorizes the reorganization of the Planning Department. 3. That the City Council authorizes and directs the City Manager to add the classifications of Planning Director, Assistant Planning Director and Senior Planner as described in Exhibit 4, attached hereto, and made a part thereof. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 4. That the City Council authorizes and directs the City lanager to add the titles of Planning Director and Assistant 'lanning Director to the management salary plan: and Senior Planner :o the miscellaneous salary plan as shown on Exhibit 5. 5. That the City Council authorizes the addition of three )ositions in the Planning Department. 6. That the City Council authorize the establishment of i career ladder for the Assistant/Associate Planner positions. PASSED, APPROVED AND ADOPTED at a regular meeting of the :arlsbad City Council held on the 15th day of October I .985, by the following vote, to wit: AYES: Council Mnhers Casler, Lewis, Kulckin, Chick and Petthe NOES: tb-e ABSENT: iTTEST: ci4 62Gf&dk iLETBA L. RAUTENKRANZ, City clerk 1 SEAL) -2-