HomeMy WebLinkAbout2016-11-08; City Council; ; Introduce ordinance repealing chapter 2.20 of Carlsbad Municipal Code introduce new chapter 2.20 creating Chief Operation Officer positionCAReview tJ(?
� CITY COUNCIL
'1;l7 Staff Report
Meeting Date:
To:
From:
Staff Contact:
Subject:
November 8, 2016
Mayor and City Council J/' Kevin Crawford, City Manage�
Julie Clark, Human Resources Director
julie.clark@carlsbadca.gov or 760-602-2438
Introduce Ordinance Repealing Chapter 2.20 of the Carlsbad Municipal
Code (CMC) Regarding Financial Management Director and Adopting a
New Chapter 2.20 of the CMC Creating the Chief Operations Officer
Position, and Amending CMC Section 2.12.025.
Recommended Action
Introduce Ordinance Repealing Chapter 2.20 of the Carlsbad Municipal Code (CMC) Regarding
Financial Management Director and Adopting a New Chapter 2.20 of the CMC Creating the
Chief Operations Officer Position, and Amending CMC Section 2.12.025.
Executive Summary
Under the Carlsbad Municipal Code section 2.12.035, the city manager is responsible for the
efficient administration of city affairs, including assessing and organizing city positions in the
interest of efficient, effective and economical conduct of the city's business. In fulfilment of this
duty, the city manager recommends creating a new position and reporting structure to reflect
current organizational needs and priorities.
Discussion
Since assuming the role in February 2016, the city manager has assessed city operational and
administrative needs in light of current City Council goals, administrative leadership
requirements, workforce development priorities and industry trends. Based on this assessment
the city manager has identified changes needed to support the city in reaching its fullest
potential as a high performing organization.
Eliminate Obsolete/Redundant Positions
The Carlsbad Municipal Code Chapter 2.20 established the position of financial management
director. Under the city's current structure, the duties of financial management director are
assigned to other positions, primarily the administrative services director. Therefore, the city
manager, in consultation with the human resources director, has determined this position is no
longer needed.
The City Manager's Office currently has two assistant city manager positions. The role of the
assistant city manager is to perform a wide range of high level managerial and professional staff
work including providing general strategic and administrative direction to city departments and
serving as a project director of major city programs. The city manager, in consultation with the
Item #9 November 8, 2016 1 of 11
human resources director, has determined that the goals of this position can be accomplished
with one assistant city manager.
Establish Chief Operations Officer Position
The city manager recommends establishing a new position, chief operations officer, to provide
high level leadership, oversight and support to all non-public safety departments, offices and
agencies within the city.
This position will bring an enhanced level of business acumen to city operations, commensurate
with the needs of a $300 million a year organization providing a diverse array of core functions
that ensure the health and welfare of more than 100,000 residents. The chief operations officer
will also ensure the administration of city functions is held to the organization's high standards
and values: character, excellence, innovation, stewardship, empowerment, and
communication.
By ensuring the efficient and effective operations of day to day city services, the chief
operations officer will enable the city manager to effectively fulfil his leadership role, ensuring
the city organization is in alignment with the City Council's policy direction and, ultimately, to
achieve the Carlsbad Community Vision. This new position will also enable the assistant city
manager to focus on directing major city projects and programs requiring high level support,
coordination and strategic guidance. The chief operations officer shall serve as manager pro
tempore -acting city manager during a temporary absence or disability of the city manager.
Staff recommends that the job classification of chief operations officer be established and the
city manager be given the authority to appoint a person to the position with a salary not to
exceed eighty percent (80%) of the base salary provided to the city manager.
Fiscal Analysis
The potential fiscal impact is a maximum of $39,500 per year, should the compensation
negotiated reach the maximum allowed. This represents the additional funding needed, above
and beyond the funding already allocated to the assistant city manager position that is being
eliminated. The actual fiscal impact will be determined once a candidate is appointed. This
additional cost, if any, will be covered within the existing FY 2016/17 City Manager's Office
budget, due to salary savings from vacant positions. The FY 2017-18 budget will reflect the
actual salary of the chief operations officer position.
Next Steps
Adopt the ordinance at the next available City Council meeting. Thereafter, City Clerk will have
the ordinance or a summary of the ordinance published in a newspaper of general circulation
within fifteen days following adoption of the ordinance.
Environmental Evaluation (CEQA)
Pursuant to Public Resources Code section 21065, this action does not constitute a "project"
within the meaning of CEQA in that it has no potential to cause either a direct physical change
in the environment, or a reasonably foreseeable indirect physical change in the environment,
and therefore does not require environmental review.
Item #9 November 8, 2016 2 of 11
•
Public Notification
Introduction of ordinance was noticed in compliance with the Brown Act.
Exhibits
1.An Ordinance of the City Council of the City of Carlsbad, California, Repealing Title 2, Chapter
2.20 of the Carlsbad Municipal Code Regarding Financial Management Director and
Adopting Title 2, Chapter 2.20 of the Carlsbad Municipal Code Creating the Chief Operations
Officer Position and Amending Carlsbad Municipal Code Section 2.12.025
2.Proposed Additions/Strikeout: Chapter 2.20 and Section 2.12.025
3.Proposed Organizational Structure -City Manager's Office
Item #9 November 8, 2016 3 of 11
ORDINANCE NO. CS-309
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, REPEALING TITLE 2, CHAPTER 2.20 OF
THE CARLSBAD MUNICIPAL CODE REGARDING FINANCIAL
MANAGEMENT DIRECTOR AND ADOPTING TITLE 2, CHAPTER
2.20 OF THE CARLSBAD MUNICIPAL CODE CREATING THE CHIEF
OPERATIONS OFFICER POSITION AND AMENDING CARLSBAD
MUNICIPAL CODE SECTION 2.12.025.
The City Council of the City of Carlsbad, California, does ordain as follows:
Exhibit 1
SECTION 1: That Title 2, Chapter 2.20 of the Carlsbad Municipal Code is repealed in its
entirety:
SECTION 2: That Title 2, Chapter 2.20 of the Carlsbad Municipal Code is enacted in its
entirety and reads as follows:
Title 2
ADMINISTRATION AND PERSONNEL
Chapter 2.20
CHIEF OPERATIONS OFFICER
2.20.010 Position created-Authority.
2.20.020 Appointment.
2.20.030 Qualifications.
2.20.040 Compensation.
2.20.050 Powers and duties.
2.20.060 Office of the City Attorney
2.20.070 Absence or disability.
2.20.010 Position created-Authority.
The position of chief operations officer is created and established. The chief
operations officer shall consolidate all operational matters of the city into an entirely
separate and distinct position, reporting directly to the city manager.
2.20.020 Appointment.
The position of chief operations officer shall be appointed by the city manager.
2.20.030 Qualifications.
The chief operations officer shall be qualified by sufficient education, technical
training, skill and experience to be proficient in the position.
Exhibit 1
2.20.040 Compensation.
The chief operations officer shall receive such compensation as set by the city
manager. The chief operations officer's base salary shall not exceed eighty percent
(80%) of the base salary of the city manager and shall be a proper charge against such
funds of the city as the City Council designates.
2.20.050 Powers and duties.
The chief operations officer shall have the power and is required to do the following:
A.Administration of City Affairs. The chief operations officer shall have charge of the
day-to-day operations, as assigned by and under the direction of the city manager, to
ensure the efficient and effective delivery of services.
B.Leadership and Support. The leadership and support provided by the chief
operations officer shall facilitate a high performing organization and the fulfillment
of the city mission, values and goals.
C.Planning. The chief operations officer, in collaboration with the city manager and
other executive level city staff, shall develop operating strategies to achieve the city's
mission, values and goals, as well as City Council policy direction.
D.Resourcing. The chief operations officer, in collaboration with department
directors, shall identify resources needed to carry out the core functions of the city,
as well as any special projects, initiatives or goals to support City Council policy
direction, at a level that reflects Carlsbad's high standard of service.
E.Other Functions. The chief operations officer shall perform such other functions as
the city manager may from time to time specify, or assign.
2.20.060 Office of the City Attorney.
This chapter shall not apply to the role and functions of the City Attorney and
employees of the City Attorney's Office.
2.20.070 Absence or disability.
Should the chief operations officer be absent or disabled, the city manager may at his
or her sole discretion designate a temporary acting chief operations officer.
SECTION 3: That Title 2, Chapter 2.12, Section 2.12.025 of the Carlsbad Municipal
Code is amended to read as follows:
2.12.025 Manager pro tempore-Acting city manager.
The chief operations officer shall serve as manager pro tempore during any temporary
absence or disability of the city manager. In the event there is no chief operations
officer, the city manager, by filing a written notice with the city clerk, shall designate
the assistant city manager or another qualified city employee to exercise the powers
and perform the duties of the city manager during his or her temporary absence or
disability. In the event the city manager's absence or disability extends beyond a two
month period, the City Council may, after the two-month period, appoint an acting city
manager. Notwithstanding the aforementioned provisions of this section, the city
Item #9 November 8, 2016 5 of 11
Exhibit 1
manager may, by filing a written notice with the city clerk, designate a qualified city
employee to exercise the powers and perform the duties of the city manager during
his or her temporary absence of a period less than two months.
EFFECTIVE DATE: This ordinance shall be effective thirty days after its adoption and the
City Clerk shall certify the adoption of this ordinance and cause it to be published at least once
in a newspaper of general circulation in the City of Carlsbad within fifteen days after its
adoption.
INTRODUCED AND FIRST READ at a regular meeting of the Carlsbad City Council on the
__ day of ____ , 2016, and thereafter.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Carlsbad
on the __ day of _____ , 2016, by the following vote, to with:
AYES:
NOES:
ABSENT:
APPROVED AS TO FORM AND LEGALITY
CELIA A. BREWER, City Attorney
MATT HALL, Mayor
ATIEST:
BARBARA ENGLESON, City Clerk
(Seal)
Item #9 November 8, 2016 6 of 11
Chapter 2.20
j;INANCIAb MANAGEMENT DIRECTOR
2,20.010 Offiee ereated Autherit•f.
2,20,020 Appeintment.
2,20,030 Qualifieatien5.
2.20.050 Cempen5atien.
2,20,060 Pewer5 and dutie5,
2.20,070 Ah5enee er di5ahility,
2,20.010 Offiee ereated Autherity.
Exhibit 2
The office of financial management director is created and established. The financial
management director shall be the chief accounting officer of the city and shall
consolidate all accounting matters of the city in this office, as an entirely separate and
distinct entity from all other departments. (Ord. NS 139 § 1, 1991; Ord. 1050 § 1)
2,20,020 .O.ppeintment,
The office of financial management director shall be appointive and he or she shall be
appointed by the city manager. (Ord. NS 139 § 1, 1991; Ord. 1050 § 2)
2.20.030 Qualifieatien5,
The financial management director shall be qualified by sufficient technical accounting
training, skill and e>cperience to be proficient in the office. The financial management
director shall also show evidence of his or her executive ability. (Ord. NS 139 § 1, 1991;
Ord. 1050 § 3)
2.20,050 Cempen5atien,
The financial management director shall receive such compensation as the city council
from time to time determines and fixes by budget or resolution and such compensation
shall be a proper charge against such funds of the city as the council designates. (Ord. �,s 139 § 1, 1991; Ord. 1050 § 5)
2,20,060 Pewer5 and dutie5.
The financial management director shall be the head of the finance department of the
city and shall have the pmNer and is required to do the following:
A.Administration of f=inancial Affairs. The financial management director shall have
charge of the administration of the financial affairs of the city under the direction of the
city manager;
B.Budget. The financial management director shall compile the budget expense and
income estimates for the city manager;C.Accounting System. The financial management director shall maintain a general
accounting system for the city government and of each of the offices, departments and
agencies;
D.Disbursements. The financial management director shall supervise and be
Item #9 November 8, 2016 7 of 11
Exhibit 2
responsible for the disbursement of all moneys and have control of all expenditures,
audit all purchase orders before issuance; audit and approve before payment by the city
council and treasurer all bills, invoices, payrolls, demands or other charges against the
city government and 1tNith the advice of the city attorney, when necessary, determine
the regularity, legality and correctness of such claims, demands or charges to insure that
budget appropriations are not exceeded;
E.Financial Reports. The financial management director shall submit to the city
council through the city manager a monthly statement of all receipts and disbursements
in sufficient detail to sho\N the exact financial condition of the city; and, as of the end of
each fiscal year, submit a complete financial statement and report;
i;, Property Inventory. The financial management director shall supervise the keeping
of current inventories of all property of the city by all city departments, offices and
agencies. At least once in each fiscal year, and at such other times as by resolution the
council may direct, an inventory shall be made of such personal property and
equipment belonging to the city as is of a permanent nature and classified as capital
investment;
G.Other Delegated Duties. The financial management director shall perform all the
financial and accounting duties heretofore imposed upon the city clerk, and the city
clerk shall be, and the city clerk is, relieved of all such duties, including all such duties
imposed upon the city clerk by Article 1 of Chapter 4, Part 2, Division 3, Title 4, and by
Sections 40802 through 40805 inclusive ofthe Government Code of the state;
l=l. Other Functions. The financial management director shall perform such other
functions as the city manager may from time to time specify, or such other functions as
may be prescribed from time to time, by action of the city council. (Ord. NS 139 § 1,
1991; Ord. 1215 § 1, 1979; Ord. 1050 § 6)
2,20.070 Absence er disability.
Should the financial management director be absent or disabled, the city manager shall
designate a temporary acting financial management director. (Ord. NS 139 § 1, 1991;
Ord. 1050 § 7)
Chapter 2.20
CHIEF OPERATIONS OFFICER
2.20.010 Position created-Authority.
2.20.020 Appointment.
2.20.030 Qualifications.
2.20.040 Compensation.
2.20.050 Powers and duties.
2.20.060 Office of the City Attorney
2.20.070 Absence or disability.
Item #9 November 8, 2016 8 of 11
Exhibit 2
2.20.010 Position created-Authority.
The position of chief operations officer is created and established. The chief operatio,ns
officer shall consolidate all operational matters of the city into an entirely separate and
distinct position. reporting directly to the city manager.
2.20.020 Appointment.
The chief operations officer shall be appointed by the city manager.
2.20.030 Qualifications.
The chief operations officer shall be qualified by sufficient education. technical training.
skill and experience to be proficient in the position.
2.20.040 Compensation.
The chief operations officer shall receive such compensation as set by the city manager.
The chief operations officer's base salary shall not exceed eighty percent (80%) of the
base salary of the city manager and shall be a proper charge against such funds of the
city as the City Council designates.
2.20.050 Powers and duties.
The chief operations officer shall have the power and is required to do the following:
A.Administration of City Affairs. The chief operations officer shall have charge of
the day-to-day operations. as assigned by and under the direction of the city
manager. to ensure the efficient and effective delivery of services.
B.Leadership and Support. The leadership and support provided by the chief
operations officer shall facilitate a high performing organization and the
fulfilment of the city mission. values and goals.
C.Planning. The chief operations officer. in collaboration with the city manager
and other executive level city staff. shall develop operating strategies to
achieve the city's mission. values and goals. as well as City Council policy
direction.
D.Resourcing. The chief operations officer. in collaboration with department
directors. shall identify resources needed to carry out the core functions of the
city. as well as any special projects. initiatives or goals to support City Council
policy direction. at a level that reflects Carlsbad's high standard of service.
E.Other Functions. The chief operations officer shall perform such other functions
as the city manager may from time to time specify. or assign.
2.20.060 Office of the City Attorney.
This chapter shall not apply to the role and functions of the City Attorney and
employees of the City Attorney's Office.
2.20.070 Absence or disability.
Should the chief operations officer be absent or disabled. the city manager may at his or
her sole discretion designate a temporary acting chief operations officer.
Item #9 November 8, 2016 9 of 11
Exhibit 2
2.12.025 Manager pro tempore-Acting city manager.
The assistant city manager chief operations officer shall serve as manager pro tempore
during any temporary absence or disability of the city manager. In the eve_nt there is no
assistant city manager chief operations officer, the city manager, by filing a written
notice with the city clerk, shall designate the assistant city manager or another qualified
city employee to exercise the powers and perform the duties of the city manager during
his or her temporary absence or disability. In the event the city manager's absence or
disability extends beyond a two-month period, the City Council may, after the two
month periodL appoint an acting city manager. Notwithstanding the aforementioned
provisions of this section. the city manager may. by filing a written notice with the city
clerk. designate a qualified city employee to exercise the powers and perform the duties
of the city manager during his or her temporary absence of a period less than two
months.
(Ord. 1156 § 5, 1973; Ord. 1040 § 4)
Item #9 November 8, 2016 10 of 11
DRAFT Organization Chart
Housing Commission
Traffic Safety Comm is�
Planning Commission --.
Carlsbad Tourism
KEY -CJ
B.I.D. Advisory � Board
Carlsbad Golf � Lodging B.I.D. Advisory Board
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I City Attorn-ey _ l
-·---·-----iI Assistant City Manager I Community Services
Community & Economic Development Libtary & Cultural Arts Parks & Recreation
ELECTORATE
City Manager I I ���--�J
Chief Operations Officer
Finance Human Resources Information Technology
Environmental Programs General Services Transportation Engineering & Construction Utilities
Public Safety
{city ofCarlsbad
Arts Commission
Historic Preservation Commission
Library Board of Trustees
Parks & Rec Commission
[Senior Commission
Beach -�Preservation Committee
Item #9 November 8, 2016 11 of 11
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; \;! Receive -Agenda Item # q
For the Information of the:
CITY COUNCIL
fi.CM .~ CA X cc '1
u :lte ~City Manager L
Memorandum
Nov. 4, 2016
To:
From:
Via:
Re:
Kevin Crawford, City Manager
Julie Clark, Human Resources Director_j L-
Chuck McBride, Administrative Services Director~
CORRECTION TO AGENDA ITEM NO.9 FISCAL ANALYSIS
{City of
Carlsbad
Agenda Item No.9 for the Nov. 8, 2016 City Council Meeting is the introduction of an ordinance to
create the Chief Operations Officer position. The Fiscal Analysis on page two of the associated staff
report indicates a maximum fiscal impact of $39,500. This amount is the maximum salary increase, but
does not capture all ofthe additional fringe benefit costs associated with the increase. The largest of
these fringe benefit costs would be CaiPERS pension contribution rates paid by the city, which are
estimated at approximately 29 percent of payroll for the current fiscal year. Other costs, such as
Medicare, will be much less impactful.
We would like to ensure that Council is notified of this change. If you have additional questions, please
do not hesitate to contact me at (760) 602-2440 or via email at Julie.clark@carlsbadca.gov.
CM:JC:bd
c: Celia Brewer, City Attorney
Sheila Cobian, City Clerk Services Manager
Administrative Services Department
Human Resources Department 1635 Faraday Avenue I Carlsbad, CA 92008 I 760-602;-2440 t I 760-602-8554 f
Ordinance to Create
Chief Operations Officer Position
Julie Clark, Human Resources Director
Nov. 8, 2016
Tonight’s Presentation
•Introduce Ordinance:
–Repeal Chapter 2.20 of the Carlsbad Municipal
Code Regarding Financial Management Director
–Adopt a New Chapter 2.20 of the CMC Creating
the Chief Operations Officer Position
–Amend CMC Section 2.12.025
Assessment
•Considerations
–Community Vision
–City Council goals/policy direction
–Administrative leadership requirements
–Workforce development priorities
–Complexity of regulatory environment
–Industry trends
Recommendation
•Create Chief Operations Officer position
–Oversee day to day operations
–Provide support to department directors
and staff
–Bring high level of business acumen to day
to day operations
Proposed Changes
1.Eliminate Financial Management Director
job classification in the Municipal Code
2.Create Chief Operations Officer position
3.Update code re. temporary coverage in
City Manager’s absence
4.Utilize existing Asst. City Manager
vacancy/FTE to fill COO position
Organization Chart
Houslng
Commission
Traffic S.fety
Commission
PSennlng
Commission
Carlsbad Tourism
8.1.0. Advlso<y
Board
Carlsbad Golf
Lodging 8.1.0. AdvlsO<y Board
I
City Attorney
Celia Brewer
L
Community Services
Clay Phillips
Interim Assistant City
Manager
r::=munity & Economic I .....,"' Development
library & Cultural Arts
Partu & Recreation
~lai Projects
Gary Bar~rlo
Assistant City Manager
'
ELECTORATE
City Manager
Kevin Crawford
Administrative Services
Chuck McBride
Director
I Finance I Human Resourw
Information Technology
L
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Public Safety
Nell GalltKcl
Police Chief
MlkeOovls
Fire Chief
C cityof
Carlsbad
l :ubllcWOI'ks
Elaine Lukey
Acting Director
I Environmental Programs
General Services
Transportation Engineering
l & Construction
Utilities
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1
Arts
Commission
Historic
Preservation
Commission
Ubrary Board
of
Trustees
Parl<s&Rec
Commission
~nlor
Commission
Beach
Preservation
Committee
DRAFT Organization Chart
KEY -l ~ Elected ~ Coun<il~l)ted
Coundl ,o,ppotnted
I City Attorney
.--------'-------,
Comn-.unity Ser-vices
Community& Ecnnomic
Development
Library & Cu tu ral Arts
Parks & Recre41tion
ELECTORATE
( City Council
'·-
City Manager
Finance
H1..man Resources
Information Techno ogy
Environmental Programs
Genera Services
Transpo"t.ation Engineering
& Construc1ion
Ut:ilitiu
Public Safety
{City of
Carlsbad
Arts
Cunmi~)iurt
Historic
PJP~Pr.'ation
conm1ss1on
UbrarytJo.ard
ol
Trmtp~
Park< & RF-r
Cunmi~)iurt
Sen'or
Conmi~~inn
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Prcscr.·ation
C.nmmittf'P
Fiscal Impact
•Replaces existing position
•Maximum $51,000 increase in City
Manager’s Office budget
–Covered with salary savings from vacant
positions in 2016-17
–Include in 2017-18 budget
Requested Action
•Introduce Ordinance:
–Repeal Chapter 2.20 of the Carlsbad Municipal
Code Regarding Financial Management Director
–Adopt a New Chapter 2.20 of the CMC Creating
the Chief Operations Officer Position
–Amend CMC Section 2.12.025