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Home My WebLink About07/31/2012 03 Proposed Reorganization Plan ,rie:,,,,, /4,._ ,,,,4, .,_„,. A e b' BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No.s2 For Meeting of: July 31, 2012 ,,... a+. d f .: k .r °`� : � �'. .,• .s.,I ,l 1 i ' .. ... a ', r e_ ... ,rv._. �l ..., ._ d ..d t 's ITEM TITLE: Discussion on Proposed Reorganization Plan SUBMITTED BY: Tony O'Rourke, City Manager CONTACT PERSON /TELEPHONE: SUMMARY EXPLANATION: See attached. • Resolution Ordinance Other (specify) Contract: Mail to: Contract Term: Amount: Expiration Date: Insurance Required? No Funding Source: Phone: APPROVED FOR SUBMITTAL: City Manager STAFF RECOMMENDATION: BOARD /COMMISSION RECOMMENDATION: ATTACHMENTS: Click to download ❑ Memo to council re reorq ❑ 2011 draft orq chart ❑ 2012 draft orq chart MEMORANDUM To: Honorable Mayor and Members of the Yakima City Council From: Tony O'Rourke, City Manager Date. July 26, 2012 RE: City Reorganization Plan I am pleased to submit to the City Council for your review and consideration an organizational restructuring that represents a business model that is flatter, strategically focused, and customer centered. Attached are the current and proposed organizational charts. As per Chapter 1.18 of the Municipal Code, the City Council will have to officially adopt these proposed organizational changes. We plan to schedule official action on these proposed changes at the August 21, 2012 City Council business meeting. The proposed reorganization is grounded on the following core principles. • Organize around our customers and business process • Structure horizontally for speed, flexibility and customer focus • Focus on the City's core strategic priorities • Make services whole by reducing fragmentation • Lower walls to minimize the boundaries that stand in the way of inter and intra department cooperation and partnerships In an effort to streamline and optimize City operations, I propose the following organizational changes for City Council consideration and FY 2013 budget discussions. 1. Separate the Community and Economic Development functions. Community Development requires planning skills while Economic Development requires business skills. The City will be better served by attracting and retaining individuals with these unique and different skills by separating the Community /Economic Development functions. 2. Assign Purchasing to the Finance Department. With the elimination of the Assistant City Manager position, the Finance Department should oversee the purchasing function. 3. Establish and fund a fire inspection function in the Fire Department. A critical life safety service is fire inspection. I would recommend two (2) fire inspectors be hired and report to the Fire Chief to ensure our 3,800 commercial structures are annually inspected to reduce the risk of fires. Staff will recommend several different revenue measures to fund this - service. 4. Reassign the 911 /Dispatch function to the Police Department with on-going coordination coordination with the Fire Department. The Current 911 /Dispatch reports to the Information Systems Manager and Fire Chief. Given the greatest user of 911 /Dispatch is the Police Department; it should be accountable to this department with additional oversight involvement of the Fire Department. 5. Consolidate the City's separate water, wastewater, irrigation, storm water, and engineering functions under one new department entitled Utilities and Engineering. Currently the City utilities and engineering departments are fragmented among multiple departments and reporting structures. These services should be aligned with the City's engineering functions to ensure greater economies of scale and unity of command. 6. Reengineer the Community Relations Department to Communications and Marketing. The focus of the Community Relations Department should be proactive communications and marketing to better deliver the City's message and promote its diverse services as products. A greater emphasis needs to be placed on social media, the web site, and real time communications. 7. Create the position of Strategic and Business Plan Manager. This would ensure the appropriate alignment and oversight of the City Council's Strategic Plan and Annual Business Plan with the City's fiscal, human, and capital resources. A staff member is needed to focus on the development, oversight, and performance reporting of the City's Strategic Plan and Annual Business Plan. 8. Reclassify Executive Secretary to Assistant to the City Manager. The current shared City Manager and City Council Executive Secretary has the knowledge and expertise to play a larger role in both the strategic and daily management of the City and therefore needs to be reclassified to the position of Assistant to the City Manager to better reflect the incumbent's current duties and workload. These proposed organizational changes can be made soon and should be reflected in the proposed FY 2013 budget. These changes should result in a better business model for the delivery of City services and capital improvements. CITY OF YAKIMA 2011 Organizational Chart CITY COUNCIL Civil Service \ Commission Assistant City J Manager S. Woodard City Presiding Judge 1 City Clerk/Records /Community Manager Position 2 Civil Service Relations /Human Resources/ Chief Examiner Purchasing /Indigent ) K. Olwell j Defense /Info Position 1 J Systems Municipal Court 1 I , i Community & Economic Finance Fire Police City Public Works Development Director Chief Chief Attorney Director Director J 1 v I v v 7' v I - Neighborhood - Accounting - Criminal - Prosecution -Safety and Development Services - Suppression ty Investigations -Civil Legal Training -Code - Budget - Investigation - Support Counsel -Parks & Rec Administration Administration - Training Services -Cemetery - Planning - Financial -EMS Patrol Squads ! -Street and -City Hall Services Response - Police Traffic Ops Maintenance/ - Treasury Reserves - Transit Engineering Services Services/ -Risk \,___ -SWAT Team - Refuse & - Special Ops Recycling Animal Management - Parking -Fleet & Control /Water/ Customer Enforcement Facilities Wastewater/ Fire Inspec- j Services / ■ Lions - Printing 911 /Dispatch Services 35 Positions CITY OF YAKIMA 2012 PROPOSED Organizational Chart CITY COUNCIL / ( S. Woodard Presiding to esiding Judge / 1 / -. City Manager City Position 2 . ) Civil Service Civil Service I Manager K. Olwell Commission 1 Chief Examiner Strategic/Business Position 1 ` j Planning Manager \ \ Municipal Court / /- I 1 / i ∎/ 1 r v/ 1 ,- 1 Community Fire Police City Public Works Utilities & Human Communica Development Economic Finance Engineering City Clerk lions & Chief Chief Attorney Director Resources Development Director Director Director Marketing \ — _ J 1 \ __ 1 _2 \ 1 / �_ I _—J 1 ) \ l ` ) \ _. _. —__ ) \ i / -. / -. / / 1 / 182 Positions 16 Positions \ / Positions 31 Positions # 28 Positions 85 Positions 151 Positions 117 Positions 4 Positions 8 Positions 4 Positions -Accounting - Criminal - Prosecution - Recruitment -Community 9 - Safety and - Engineering -Agenda Outreach - Neighborhood -Economic Services - Suppression Investigations -Civil Legal Training Services Preparation & Testing Development Development - Budget - Investigation - Support Counsel -parks & Rec - Prepare - Council - Employee -Media -Code " J Administration - Training Services - Cemetery Contracts, Packets Orientation Relations Administration - Financial -EMS -Patrol Squads - Street and Plans, Specs - Transcription - Collective -Y -PAC - Planning Services Response - Police Traffic Ops for Municipal -Records Bargaining -YCTV -City Hall - Treasury \. Reserves - Transit Projects Retention - Health Insur- -Cable TV Maintenance Services -SWAT Team - Refuse & - Contract - Public ance -Franchise / -Risk - Special Recycling Administration Records - Pension Telecommu Management Fire Inspectors - Parking -Fleet & -Water & Requests - Workers nications - Utility 2 Positions Enforcement Facilities Irrigation Compensation Marketing / Customer ) Services -Retirement Animal Control Services - Wastewater \ / - Deferred . - Printing ,- - Treatment Comp Services 911 /Dispatch -Stormwater -Drug Testing ) / Technology I- 35 Positions } Services Radio /Electronics Purchasing 3 Positions 18 Positions / 4 Positions J