September 13, 2005

SUBJECT:  AMENDMENT TO THE CLASSIFICATION PLAN AND SALARY RESOLUTION:  ADD SUPERINTENDENT OF RECREATION AND DELETE SUPERINTENDENT OF CULTURAL ARTS AND LEISURE SERVICES MANAGER

REPORT IN BRIEF

This report recommends amending the Classification Plan and Salary Resolution to add the classification of Superintendent of Recreation and to delete the classifications of Superintendent of Cultural Arts and Leisure Services Manager.  Approval of these changes in classification will allow implementation of a management re-organization for the Recreation Division of the Department of Parks and Recreation.  The reorganization replaces shared leadership by two superintendent-level staff with a single position Superintendent of Recreation in order to provide a single top-level administrator/division head for the Recreation Division.  This reorganization is intended to improve unity of communications, direction, and delivery of recreation services and programs.  The Superintendent of Recreation will focus on budget management, strategic planning, policy development, and improving service delivery to the Sunnyvale community.

DISCUSSION

Department of Parks and Recreation staff believes that the current structure, consisting of two management positions at the superintendent level, could be better served by a single top-level administrator.  Currently, the two managers are responsible for managing a “sub-division” with each including approximately one-half of the recreation programs.  Youth and Teens services and Cultural Arts programs are grouped under one sub-division; the other sub-division consists of Sports and Aquatics and Senior Center services.  Customer/Business Services are shared between existing sub-divisions.

The current structure includes certain challenges in that there is no single point of contact for division-wide issues.  By having a single position providing direction and decision-making for the entire Recreation Division, clearer lines of communication will be established.  This will lead to an environment that is more effective and efficient, which is a requirement for this dynamic organization.  The reorganization proposal to create a single-division head classification of Superintendent of Recreation provides consistent leadership and creates management continuity in the delivery of recreation services.

A comparison of the Recreation Division Management Structure is as follows:

                                   Current                                    Recommended

Management Staff:   2 Division Heads                           1 Division Head

5 Recreation Supervisors               5 Recreation Supervisors

TOTAL                    7                                              6

Elimination of the Superintendent of Cultural Arts and Leisure Services Manager classifications, and merging the management and administrative functions of these positions into the proposed Superintendent of Recreation will place full division management and budget oversight with this single position.  Therefore, it is proposed that the Superintendent of Recreation classification be compared to those internal classifications that are most similar in factors, such as responsibility, scope of authority, and number of staff supervised for salary setting purposes.  At present, the proposed pay range and salary control point for Superintendent of Recreation is based on internal relationship to the Superintendent of Parks with an annual salary control point of $122,835.  A comparison of the salaries is included below.

Classification                                                            Salary

Superintendent of Recreation                                      $122,835

Superintendent of Cultural Arts                                    $106,813

Leisure Services Manager                                           $106,813

As previously indicated, the proposed restructure includes elimination of two existing occupied positions.  The incumbents may choose to participate in the competitive recruitment process for Superintendent of Recreation; however, if an incumbent chooses not to participate, or is not selected, he/she will be placed in a vacant Recreation Supervisor position, at an appropriate “y-rating” level, as there are currently two position vacancies for Recreation Supervisor.  “Y-rate” is a term commonly used to describe the practice of holding a salary at the current rate until the lower-paid classification becomes equal in pay as a result of cost-of-living adjustments and/or other increases over time.

Implementation of the management reorganization of the Recreation Division is contingent upon Council approval of the classification changes and related changes to the Salary Resolution.  Council approval to add the Superintendent of Recreation classification to the Classification Plan and Salary Resolution and the deletion of the Superintendent of Cultural Arts and Leisure Services Manager classifications, will facilitate reorganization of the Recreation Division in Fiscal Year 2005-2006.

FISCAL IMPACT

Increased net costs for the higher level position of Superintendent of Recreation will be offset by savings from the elimination of the positions of Superintendent of Cultural Arts and Leisure Services Manager.  Net savings are anticipated to be approximately $127,000; however, the actual savings realized could be reduced to between approximately $88,000 and $108,000 if one or both incumbents is “y-rated.”  Once the “y-rating” period concludes, the fiscal impact of the new management structure will be reviewed during the next budgetary review for the Department of Parks and Recreation.

PUBLIC CONTACT

Public contact was made through 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 City Clerk’s Office.

ALTERNATIVES

1.      Approve adding the classification of Superintendent of Recreation to the Classification Plan and Salary Resolution, and approve deleting the classifications of Superintendent of Cultural Arts and Leisure Services Manager from the Classification and Salary Resolution. 

2.      Do not approve adding the classification of Superintendent of Recreation to the Classification Plan and Salary Resolution, and do not approve deleting the classifications of Superintendent of Cultural Arts and Leisure Services Manager from the Classification and Salary Resolution. 

RECOMMENDATION

Staff recommends Alternative 1; Approve adding the classification of Superintendent of Recreation to the Classification Plan and Salary Resolution, and approve deleting the classifications of Superintendent of Cultural Arts and Leisure Services Manager from the Classification and Salary Resolution. 

Reviewed by:

Erwin Young, Director, Human Resources

Prepared by: Sean Tran, Human Resources Analyst

Reviewed by:

David Lewis, Director, Parks and Recreation

Reviewed by:

Mary Bradley, Director, Finance

Approved by:

Amy Chan

City Manager

Attachments

A.     Resolution to Amend the Classification Plan Class Specification:  Superintendent of Recreation

     (Exhibit A to Attachment A)

B.      Resolution to Amend the Salary Resolution

C.  Pending Recreation Division Management Organizational Chart