December 14, 2004

SUBJECT:       For the Department of Public Safety, Approval of the Abolishment of the Assistant Director of Public Safety Classification, Revision and Retitling of the Captain II Classification to Deputy Chief, Revision and Retitling of Captain I Classification to Captain, Classification and Salary Resolutions, and Budget Modification No. 17

REPORT IN BRIEF

This report recommends approval of changes in classification that will allow implementation of a management reorganization of the Department of Public Safety.  The reorganization establishes responsibility with Deputy Chiefs to provide a permanent level of top-level administrative leadership in charge of the major functional subdivisions of the Department.  Under this reorganization, there will be four Deputy Chiefs clearly designated to command Patrol, Fire, Special Operations and Administration, respectively.  This reorganization is intended to immediately improve unity of command, communications, direction and control.  The Deputy Chiefs will focus on budget management, strategic planning, policy and organizational development, and improving service delivery to the Sunnyvale community.  The proposed reorganization is cost neutral.   This report recommends action as detailed in the report and approval of Budget Modification No. 17.

BACKGROUND

DPS staff believes that the current organizational structure is problematic and the number one challenge facing the Department.  Essentially, the greatest problem associated with the current structure is that no one is in full-time charge of the major operational subdivisions of the Department.  Lines of communication and authority are blurred; management continuity and accountability are lacking, and application of policy is inconsistent from one manager to the next.

The reorganization, including the creation of Deputy Chiefs, accomplishes critically needed changes in a timely, effective and cost-neutral manner. 

Including Interim Directors, DPS has had seven Directors in the last twelve years, including four in the last twelve months.  Since 1986, the Department has operated under eight different organizational configurations. This lack of

continuity in both leadership and structure has created an unstable and undesirable environment.  

This proposal will provide consistent leadership and create a viable, long-term organizational structure. Implementation of the proposal will immediately address the Department’s most pressing structural problems and will constitute a huge step forward in stabilizing the Department.

Essential components of the proposed new structure are:

1. Maintains the integrity of existing Budget Programs and Service Delivery Plans.
2. Eliminates the one remaining Assistant Director position (the other one is being eliminated as a result of service level reductions in January 2005), one Administrative Services Manager position, and one Emergency Management Specialist.
3. Creates four “Deputy Chief” positions. The four Deputy Chief positions will be filled by reclassifying the two existing Captain II’s and promoting the two most qualified applicants.  An internal promotion is planned, rather than an external recruitment.
4. Divides the Department into five major functional “Divisions”:  Patrol Services, Fire Services, Special Operations, Administrative Services, and Technical Services. (Attachment 1)
5. Patrol Services, Fire Services, Special Operations, and Administrative Services will each be managed by a Deputy Chief.  The new Technical Services Manager will manage Technical Services.
6. The six Captain positions will be divided among Patrol Services (2), Fire Services (3) and Special Operations Divisions (1). (Attachment 1)

A comparison of the management structure is as follows:

The classification actions necessary to implement this reorganization are as follows:

EXISTING POLICY

4.1 Law Enforcement Sub-Element

Policy 4.1D.2: Provide effective and efficient management of Public Safety resources in order to meet the needs of: The community, the internal organization, and those mandated by regional, State and Federal agencies.

4.2 Fire Service Sub-Element

Goal 4.2D: Provide planning and administration while maintaining liaison with other agencies and organizations to provide a quality level of fire services to the community.

DISCUSSION

Implementation of the management reorganization of the Department of Public Safety recently approved by the City Manager is contingent upon Council approval of the classification changes, budget reappropriation and salary resolution.

The existing Captain II’s will be absorbed as Deputy Chiefs with no impact to their pay.  Approval will allow the posting of a promotional process to promote the two most qualified internal applicants. 

The job posting for Deputy Chief will state that a Bachelor’s Degree or equivalent units are required to apply, with the stipulation that a Bachelor’s Degree must be obtained within 18 months of promotion.  The selection process will consist of both written and oral components and will be administered by the Interim Director.

Subsequent to the selection process, provisional appointments will be made by the City Manager, until the recruitment process is complete and permanent appointments are made.

At such time as salary surveys become necessary in the future, the Deputy Chief classification will be compared to those classifications that are most similar in other agencies, considering factors such as responsibility, scope of authority, and number of staff supervised.  Therefore, management classifications other than Deputy Chief may be used when conducting external market comparisons.  

To maintain this as a cost-neutral proposal, it is necessary to eliminate two full-time non-sworn positions (1.0 management and 1.0 non-management), as well as other staff and contract dollars.  Of the eliminated positions, one position is currently filled.  It is anticipated that a transition period of up to three months will be provided to redeploy the current incumbent to another City vacancy.

FISCAL IMPACT

A condition of the City Manager’s approval was that the proposed reorganization be cost neutral and that the reorganization not negatively impact service outcomes or Council priorities.  DPS staff displayed exceptional creativity in crafting a proposal that met these requirements.  As indicated in the table below, the proposal includes elimination of three existing positions, one of which is currently occupied.  Every attempt will be made to relocate that employee to another position in the City.

Proposed Reductions

Proposed Additions

The following table summarizes by program the re-appropriations associated with the proposed management reorganization of the Department of Public Safety requiring Council approval.  As per the Budget Appropriation Control Policy, programs with annual operating budgets greater than $500,000 require Council approval for re-appropriation between programs depending on program size and amount of funds involved.  For the Department of Public Safety, any re-appropriation in excess of $250,000 requires Council approval.  A total of three operating programs will exceed the $250,000 re-appropriation threshold as a result of the proposed reorganization.  Additional budgetary changes associated with this proposal do not exceed the established threshold and will not require Council action.

Conclusion

Council approval to abolish the Assistant Director classification, revise and retitle Captain II to Deputy Chief and Captain I to Captain, and approval of the budget reappropriation and salary resolution will facilitate the immediate reorganization of the management ranks of the Department of Public Safety.

PUBLIC CONTACT

Public contact was made through the posting of the Council Agenda on the City’s official notice bulletin board, posting of the agenda and report on the City’s web page, and the availability of the report in the Library and the Office of the City Clerk.

ALTERNATIVES

1. Approve all of the recommendations contained in this report related to the classification changes and accompanying Budget Modification No. 17 and salary resolution.
2. Adopt only selected recommendations contained in this report related to the classification changes and accompanying Budget Modification No. 17 and salary resolution.
3. Do not adopt the recommendations contained in this report.

RECOMMENDATION

Staff recommends Alternative #1, approve all of the recommendations contained in this report related to the classification changes and accompanying  Budget Modification No. 17 and salary resolution.

Reviewed by:

Patrick Dwyer, Interim Director of Public Safety

Prepared by: Patrick Dwyer

Reviewed by:

Mary J. Bradley, Director of Finance

Approved by:

Amy Chan

City Manager

Attachments

1. Pending DPS Management Organization Chart (pdf format)
2. Deputy Chief Job Description
3. Captain Job Description
4. Resolution Amending Resolution No. 131-04, City's Salary Resolution  Attachment D Exhibits (pdf format)
5. Resolution Amending Classification Plan of the Civil Service Abolishing Job Classification Title of Assistant Director of Public Safety, Abolishing Public Safety Captain I and Captain II Classifications and Adding New Classifications of Deputy Chief and Captain