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COUNTY ~ OF ~ ~

~ Placer· MEMORANDUM

HUMAN RESOURCES

TO: Honorable Board of Supervisors

FROM: Kate Sampson, Interim Human Resources Director By: Suzanne Holloway, Human Resources Manager

DATE: November 6, 2018

SUBJECT: Director Classifications for the Departments of Information Technology and Facilities Management

ACTION REQUESTED

1. Adopt an ordinance, introduced on October 23, 2018, amending the un-codified Schedule of Classifications and Compensation Ordinance to create the classifications of Chief Information Officer, Salary Grade ADHD 667 ($13,116.13 - $15,938.00 monthly), and Director of Facilities

Management, Salary Grade ADHD 657 ($11,875 - $14,430 monthly).

2. Adopt a codified ordinance, introduced October 23, 2018, amending Chapter 2, Articles 2.08, 2.32, 2.36 and 2.104 of the Placer County Code regarding the reorganization of certain County

functions and departments.

' BACKGROUND

At its regular meeting on October 9, 2018, the Board approved a request submitted by the County Executive Officer to move forward with a proposed reorganization of the County's current organizational structure that would enhance efficiencies, streamline operations, balance managerial workload, and, if possible, reduce overall costs. Two of the recommendations presented included

the following:

• Elimination of the Administrative Services Department and the formation of a separate

Information Technology Department; and • Dfviding the current Department of Public Works & Facilities into two separate, independently

functioning departments.

Chief Information Officer Given the size and continual interaction of the IT Division with every other department and division within the County, it was determined that the transition to a separate department would be an appropriate change, as it will help facilitate new collaborations, support the County's efforts to improve efficiency and customer service delivery, and enhance the County's technology strategies for the future. As detailed in the attached classification specification, the Chief Information Officer would plan, organize, direct and review the activities and operations of the newly formed Information Technology Department, including all Countywide technology solutions, investments, and telecommunications services; coordinate assigned activities with other departments and outside

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agencies; and provide highly responsible and complex department-head level administrative support to the County Executive Officer. While functioning as a department director, it is recommended that the Chief Information Officer title be used, as this is more consistent with market and IT industry

standards.

Director of Facilities Management In 2015, the departments of Facility Services and Public Works merged to form one consolidated department with the intent of streamlining services and maximizing current resources. While many of the anticipated benefits of this consolidation were achieved, the Board provided direction on October 9 to create a separate Facilities Management department to allow for increased focus on departmental operations, efficiencies, and capital infrastructure needs. Some divisions assigned to the former department of Facility Services will remain under the purview of the Director of Public Works, and it is anticipated the new Facilities Management Department will include approximately 75 funded positions. The proposed Director of Facilities Management will organize, direct, and review the activities and operations of the Facilities Management Department, including countywide building maintenance, capital improvements, and real estate services; coordinate assigned activities with other departments and outside agencies; and provide highly responsible and complex department-head level administrative support to the County Executive Officer.

The salary levels identified for both of the new positions described above represent an appropriate relationship with other County department head level positions as well as the relevant labor market. These classes have also been determined to be suitable for the Unclassified service given the level of authority and highly complex range of responsibilities originating from the County Executive

Officer.

To implement the recommended changes above, it is also necessary to update Chapter 2, sections 2.08, 2.32, 2.36, and 2.104 of the Placer County Code to reflect the reorganization of departments and department head roles as of January 1, 2019.

FISCAL IMPACT

The proposed salary for the Chief Information Officer is proposed to be set commensurate with that of the current Administrative Services Director classification, which will be vacated and abolished at the end of the calendar year. Funding for this classification will be allocated to the Chief Information Officer at a rate of approximately $335,000 annually to cover both salary and benefits, resulting in no additional cost to the County. In addition, the current Deputy Director of Information Technology position will not be filled at this time as a result of the reorganization, resulting in a cost savings of approximately $250,000 annually.

Funding for the Director of Facilities Management will be derived from elimination of a vacant Assistant Director of Public Works position with an approximate annual total compensation cost of $250,000. The total compensation of the proposed Director of Facilities Management classification is anticipated to be approximately $260,000. The resulting net cost to the County is approximately $10,000 annually, which will be absorbed in the adopted Fiscal Year 2018-19 budget.

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A budget amendment to align existing appropriations with the new departmental structures for both Information Technology and Facilities Management with be forthcoming to a future meeting for Board

consideration.

ATTACHMENTS

Attachment 1 - Class specifications

Attachment 2 - Ordinances

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DEFINITION

CHIEF INFORMATION OFFICER (Unclassified)

ATTACHMENT 1

PLACER COUNTY October 2018

To plan, organize, direct and review the activities and operations of the Information Technology Department; to coordinate assigned activities with other departments and outside agencies; and to provide highly responsible and complex administrative support to the County Executive Officer.

DISTINGUISHING CHARACTERISTICS

The Director/Chief level recognizes classes with full responsibility for the administration of a County department.

SUPERVISION RECEIVED AND EXERCISED

Receives policy direction from the County Executive Officer.

Exercises direct supervision over assigned clerical, technical, professional, supervisory and management personnel.

EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to,

the following:

Develop, plan and implement Department goals and objectives; recommend and administer county-wide policies and procedures, as well as policies and procedures within the Department of Information Technology. Coordinate Department activities with those of other departments and outside agencies and organizations, including customer and vendor liaison; provide staff assistance to the County Executive and Board of Supervisors; prepare and present staff reports and other necessary correspondence. Direct, oversee and participate in the development of the Department's work plan; assign work activities, projects and programs; monitor work flow; review and evaluate work products, methods and procedures. Track State and Federal legislation that may influence County information systems policies and procedures; keep County management informed of legislative changes and their potential implications. Assure integrity and protection of County systems and data by establishing and managing a formal information security program. Supervise and participate in the development and administration of the Information Technology budget; direct the forecast of funds needed for staffing, equipment, materials and supplies; monitor and approve expenditures; implement mid-year adjustments.

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PLACER COUNTY Chief Information Officer (Page 2)

Select, train, motivate and evaluate personnel; provide or coordinate staff training; conduct performance evaluations; implement discipline procedures; maintain discipline and high standards for the efficient and professional operation of the Department.

Represent the Department to outside groups and organizations; participate in outside community and professional groups and committees; provide technical assistance as necessary. Research and prepare technical and administrative reports and studies; prepare written correspondence as necessary. Build and maintain positive working relationships with co-workers, other County employees and the public using principles of good customer service.

Perform related duties as assigned.

MINIMUM QUALIFICATIONS

Knowledge of:

• Principles and practices of standard computer system definition, acquisition, implementation and management strategies, as well as current and developing computer technologies.

• Technologies relating to telephone, radio and microwave communications.

• Cable television franchises and related legal requirements.

• Principles and • practices of leadership, motivation, team building and conflict

resolution.

• Pertinent local, State and Federal laws, rules and regulations.

• Organizational and management practices as applied to the analysis and evaluation of programs, policies and operational needs.

• Principles and practices of organization, administration and personnel management.

• Principles and practices of budget preparation and administration.

• Principles of supervision, training and performance evaluation.

Ability to:

• Plan, direct and control the administration and operations of the Department of Information Technology.

• Identify and respond to community and organizational issues, concerns, and needs.

• On a continuous basis, analyze budget and technical reports; interpret and evaluate staff reports; know laws, regulations and codes; observe performance and evaluate staff; problem-solve Department related issues; remember various rules; and explain and .

interpret policy.

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PLACER COUNTY Chief Information Officer (Page 3)

• On a continuous basis, sit at desk and in meetings for long periods of time. Intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone and communicate through written means.

• Develop and implement Department policies and procedures.

• Gain cooperation through discussion and persuasion.

• Successfully develop, control and administer Departmental budget and expenditures.

• Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.

• Interpret and apply County policies, procedures, rules and regulations.

• Communicate clearly and concisely, both orally and in writing.

• Supervise, train and evaluate assigned personnel.

• Establish and maintain effective working relationships with those contacted in the course of work.

Experience and Training

• Any combination of experience and trairung that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

Experience:

Seven years of increasingly responsible experience in information technology, including four years of experience at the management level.

Training:

Equivalent to a Bachelor's degree from an accredited college or university with major course work in computer science, information technology, information systems, telecommunications management, public administration, business administration, or a related field. A Masters degree is desirable.

License or Certificate:

• May need to possess a valid driver's license as required by the position. Proof of adequate vehicle insurance and medical clearance may also be required.

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ATTACHMENT 1

PLACER COUNTY October 2018

·DIRECTOR OF FACILITIES MANAGEMENT (Unclassified)

DEFINITION

To plan, organize, direct and review the activities and operations of the Facilities Management Department; to coordinate assigned activities with other departments and outside agencies; and to provide highly responsible and complex administrative support to the County Executive Officer.

DISTINGUISIDNG CHARACTERISTICS

The Director level recognizes classes with full responsibility for the administration of a County department.

SUPERVISION RECEIVED AND EXERCISED

Receives policy direction from the County Executive Officer. Exercises qirect supervision over assigned management, professional, supervisory, technical and clerical personnel.

EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the following: ·

Develop, plan and implement Department goals and objectives; recommend and administer policies and procedures. · Coordinate Department activities with those of other departments and outside agencies and organizations; provide staff assistance to the County Executive Officer and Board of Supervisors; prepare and present staff reports and other necessary correspondence. Direct, oversee and participate in the development of the Department's work plan; assign work activities, projects and programs; monitor work flow; review and evaluate work products, methods and procedures. Supervise and participate in the development and administration of the Facilities

· Management budget; direct the forecast of funds needed for staffing, equipment, materials and supplies; monitor and approve expenditures; implement mid-year adjustments. Select, train, motivate and evaluate personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures. Represent the Department to County commissions and committees and outside groups and organizations; participate in outside community and profess'ional groups and committees; provide technical assistance as necessary. Research and prepare technical and administrative reports and studies; prepare written correspondence as necessary.

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PLACER COUNTY Director of Facilities Management (Page 2)

Build and maintain positive working relationships with co-workers, other County employees and the public using principles of good customer service. Perform related duties as assigned.

MINIMUM QUALIFICATIONS

Knowledge of:

• Principles and practices of public works or public facilities design, construction and maintenance.

• Principles and practices of capital improvement programming and capital project financing.

• Principles and practices of leadership, motivation, team building and conflict resolution.

• Pertinent local, State and Federal laws, rules and regulations.

• Organizational and management practices as applied to the analysis and evaluation of programs, policies and operational needs.

• Principles and practices of organization, administration and personnel management.

• Principles and practices of budget preparation and administration.

• Principles of supervision, training and performance evaluation.

Ability to:

• Plan, direct and control the administration and operations of the Facilities Management Department.

• Develop long range and short range plans.

• Interact successfully with elected officials, citizen groups and individual citizens, recognize politically sensitive issues and handle appropriately.

• On a continuous basis, analyze budget and technical reports; interpret and evaluate staff reports; know laws, regulations and codes; observe performance and evaluate staff; problem solve Department related issues; remember various personnel rules; and explain and interpret policy.

• On a continuous basis, sit at desk and in meetings for long periods of time. Intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone and write or use a keyboard to communicate through written means.

• Develop and implement Department policies and procedures.

• Gain cooperation through discussion and persuasion.

• Successfully develop, control and administer Departmental budget and expenditures.

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PLACER COUNTY Director of Facilities Management (Page 3)

• Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.

• Interpret and apply County policies, procedures, rules and regulations.

• Communicate clearly and concisely, both orally and in writing, including the ability to make concise and persuasive oral presentations.

• Supervise, train and evaluate assigned personnel.

• Establish and maintain effective working relationships with those contacted in the course of work, including relating diplomatically and effectively with elected officials.

Experience and Training

• Any combination of experience and trrurung that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

Experience:

Seven ?ears of increasingly responsible experience in infrastructure or facilities design, construction or maintenance, including four years of administrative and management responsibility.

Training:

Equivalent to a Bachelor's degree from an accredi~ed college or university with major course work in business or public administration or a related field. Additional training in management is highly desirable.

License or Certificate

• May need to possess a valid driver's license as required by the position. Proof of adequate vehicle insurance and medical clearance may also be required.

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ATTACHMENT 2

Before the Board of Supervisors County of Placer, State of California

In the matter of: AN ORDINANCE AMENDING CHAPTER 2, ARTICLES 2.08, 2.32, 2.36 AND 2.104 OF THE PLACER COUNTY CODE REGARDING THE REORGANIZATION OF CERTAIN COUNTY FUNCTIONS AND DEPARTMENTS

Ord. No .. ____ _

First Reading: __ _

The following ORDINANCE was duly passed by the Board of Supervisors

of the County of Placer at a regular meeting held ________ , by the following

vote on roll call:

Ayes:

Noes:

Absent:

Signed and approved by me after its passage.

Attest: Chairman, Board of Supervisors Clerk of said Board

THE BOARD OF SUPERVISORS OF THE COUNTY OF PLACER, STATE OF CALIFORNIA, DOES HEREBY ORDAIN as follows:

•

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PAGE2 ORDINANCE NO. --- -----

Section 1: Article 2.08, consisting of Sections 2.08.010 and 2.08.020, of Chapter 2 of the Placer County Code are hereby amended and shall read as follows:

Article 2.08 COUNTY OFFICERS GENERALLY

SEC. 2.08.010 Officers created.

In addition to those officers specifically established by the Placer County Charter, these officers are created:

A. Administrative assistant to the board of supervisors.

B. LAFCO executive officer.

C. Director of health and human services.

D. Agricultural commissioner/sealer of weights and measures.

E. Clerk of the board of supervisors.

F. Director of library services.

G. Chief probation officer.

H. Chief building official.

I. Dim@tor of a0miriistrati¥0 seF¥i0osi<~urnhasirig agerit. Chief information officer.

J. Director of human resources.

K. Diro0t0r of fa0ility sor¥i0es Director of facilities management.

L. Director of public_ works/road co~missioner.

M. Farm advisor.

N. County surveyor.

0 .' Planning director.

P. Public guardian.

Q . Veterans service officer.

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PAGE3 ORDINANCE NO. -------

R. Director, community development/resource agency.

S. Zoning administrator.

T. County fire warden.

U. Public health officer, also identified in this code as the county health officer or health officer.

V. Purchasing agent.

SEC. 2.08.020 Officers consolidated.

In addition to those officers specifically established by the Placer County Charter, these officers are consolidated :

A. Assessor/map supervisor.

B. County clerk/recorder/registrar of voters.

C. Sealer of weights and measures/agricultural commissioner.

D. Sheriff/coroner/marshal.

~ Dirnotor of 131;:10li0 worl~s end faoilitiostroed oommissioner.

Section 2: Article 2.32, consisting of Sections 2.32.010, 2.32.020, 2.32.030 and 2 .32.040 of Chapter 2 of the Placer County Code are hereby amended and shall read as follows:

ARTICLE 2.32: DEPARTMENT OF FACILITY SERVICES FACILITIES MANAGEMENT

2.32.010 Created.

There is created in the county a department of feoility serviees facilities management.

2.32.020 Functions-Generally.

The department of feeility sorvieos facilities management shall be responsible for the various necessary functions concerning the physical plant and properties of the county, as directed by the board of supervisors and the county executive.

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PAGE4 ORDINANCE NO. --------

2.32.030 Duties and services generally.

The duties and services to be furnished and performed by the department of facility s0PJicos facilities management shall include the following :

A. Maintain County Property. Administer the care and maintenance of all county buildings and grounds that are under the jurisdiction of the board of supervisors and county executive.

B. Operate DeWitt Center. Coordinate, plan and administer the leasing and property management activities for the DeWitt Center (Placer County Government Center).

C. Supervise Capital Improvement Program. Supervise and direct the activities of the capital improvement program, including the design, inspection and coordination of new county building construction, as directed by the board of supervisors and county executive.

2.32.040 Direeter ef faeility serviees Director of facilities management.

A. Qualifications. The dirncter ef facility soFVioos Director of facilities management shall be a person who has had broad and considerable experience in the administration and operation of general services-type functions.

B. Reports Directly to County Executive. The director of facilityies management services shall report directly to the county executive in all administrative matters and shall be under the control of the county executive and through the county executive to the board of supervisors.

C. Powers and Duties-Generally. The director shall administer the department and carry out the general policies of the board in conformity with the estimate of expenditures fixed in the budget as finally adopted by the board as/or thereafter revised by appropriate action of the board.

D. Powers and Duties-Employment of Assistants. The director shall employ such assistants and employees as may be necessary in conformity with the budget and county policies and procedures with respect to personnel and subject to the approval of the board of the salary or other compensation to be paid .

E. Powers and Duties-Supervision of Personnel. The director shall have sole supervision and jurisdiction over personnel and over the assignments of personnel engaged in department work.

F. Powers and Duties-Rental and Purchases of Equipment. The director may purchase, lease, or hire such equipment as may be necessary to perform the necessary

188

PAGES ORDINANCE NO. ______ _

functions of the department in conformity with the budget and policies of the county with respect to purchase and rentals and subject to approval of the board as to price and rental.

G. Alternative Leasing Procedure. Leases of real property belonging to the county of a duration not exceeding ten (10) years, and having an estimated monthly rental of not exceeding ten thousand dollars ($10,000.00) per month, are excluded from any bidding procedure, pursuant to Government Code Section 25537. ·

1. Such leases shall not be automatically renewable.

2. Notice in regard to leasing of properties pursuant to this subsection shall be as follows:

a. Notice shall be given pursuant to Government Code Section 6061 , and posted in the office of the county clerk, and if the lease involves residential property, notice shall be given to the housing sponsors, as defined by Health and Safety Code Sections 50074 and 50074.5.

b. Such notice shall describe the property proposed to be leased, the terms of the lease, the location where leases will be executed, the location where offers to lease the property will be accepted, and the county officer authorized to execute the lease.

3. The ciim0t0r 0f fa0ility sorvi0os Director of facilities management is authorized to execute leases pursuant to this subsection. The authority granted to the director of facility services pursuant to this subsection shall be effective until June 15, 2015, and may be extended thereafter for subsequent periods of five years each by resolution of the board of supervisors.

Section 3: Article 2.36, Sections 2.36.020 of Chapter 2 of the Placer County Code are . hereby amended and shall read as follows:

2.36.020 Functions-Generally

The department of public works shall be responsible for the various necessary functions concerning the physical plant and properties of the county as directed by the board of supervisors and the county executive, except for those functions which may be vested by the board of supervisors with the department of fa0ility sop,.1i0os facilities ·management or the community development/resource agency.

Section 4: Article 2.104, Sections 2.104.010 of Chapter 2 of the Placer County Code are hereby amended and shall read as follows:

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PAGE6 ORDINANCE NO. - -------

2.104.010 General duties.

The €1iFe0t0F 0f a€1miRistFativs s@F¥i0os, assistant county executive officer acting as the ex-officio purchasing agent, or designee, shall have the duties and powers prescribed for county purchasing agents by the provisions of Section 25500 of the Government Code and the Public Contracts Code of the state of California, the County Charter, this article and by resolution of the board of supervisors and shall administer the procurement services division of the department of administrative services in an efficient and economical manner.

1

Section 5: The foregoing specified ordinance amendments shall become effective January 1, 2019.

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ATTACHMENT 2

Before the Board of Supervisors County of Placer, State of California

In the matter of: An ordinance amending the un-codified Schedule of Classifications and Compensation Ordinance regarding the Chief Information Officer and Director of Facilities Management classifications.

Ordinance No.:

Introduced:

-----

The following Ordinance was duly passed by the Board of Supervisors of the County of

Placer at a regular meeting held ____________ , by the following

vote on roll call :

Ayes:

Noes:

Absent:

Signed and approved by me after its passage.

Chair, Board of Supervisors

Attest:

Clerk of said Board

Page 1 of 2

191

THE BOARD OF SUPERVISORS OF THE COUNTY OF PLACER, STATE OF CALIFORNIA, DOES HEREBY ORDAIN AS FOLLOWS:

Section 1. The un-codified Schedule of Classifications and Compensation Ordinance is hereby amended as follows:

ADMIN SALARY PLAN GRADE CODE CLASSIFICATION TITLE -APPENDIX

11790 Chief Information Officer ADHD 667

11791 Director of Facilities Management ADHD 657

Section 2. That this ordinance shall be effective the first day of the pay period following adoption.

Section 3. That this ordinance is adopted as an un-codified ordinance.

Page 2 of 2

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