Submitted By
Cara Pavlicek, Village Manager
Reviewed By
LKS
Agenda Item Title
Title
A Motion to Approve An Updated Organizational Charts for the Village Manager’s Office and Development Customer Services Department
End
Overview
Overview
Staff has prepared a updated organization charts to show a Sustainability Coordinator reporting to the Village Manager and establishing a Parking and Mobility Services Division as a Division of Development Customer Services.
Body
Staff Recommendation
Approve the Motion.
Fiscal Impact
The FY17 Adopted Budget, as amended on April 17, 2017 by Ordinance 17-197, provided $125,000 in the Sustainability Fund for the full-time salary and benefit costs associated with a Sustainability Coordinator.
The recommended establishment of Parking and Mobility Services as a Division of the Development Customer Services Department does not require any budget amendment at this time nor are additional funding appropriations required. The re-organization will likely reduce administrative expenses over time as the coordination of services under the Development Customers Services Department is proposed in order to identify and implement administrative efficiencies and customer service improvements in the overlapping areas of parking services, neighborhood services and business services.
Background
Village Manager’s Office: On April 17, 2017, the Village Board approved Resolution 17-524 which created the position of Sustainability Coordinator in the Personnel Manual as a full-time exempt positon in Grade 10 Professional Management (PM) which has an annualized salary range of $70,000-$98,325. The Board is asked to approve the Organizational Chart which shows position reporting to the Village Manager. In early 2017 the Village Board concurred that it was a priority to reinstate a full-time Sustainability Coordinator and have that individual report to the Village Manager. Upon approval of the motion, staff will begin the position recruitment process.
Development Customer Services Department: The Development Customer Services is comprised of 25 FTEs which are organized into a combination of divisions which delivers its services as follows:
Administrative Division: oversees the work of the four divisions and manages the
development activities of the Village.
Business Services Division: responsible for licensing and inspections of all businesses and
is a liaison to the business districts. Business Services is the first point of entry for new
businesses in the community.
Planning Division :responsible for all planning activities including new developments and
existing Village plans. The Division also is responsible for zoning and historic preservation.
Permit Processing Division - responsible for issuing of permits for all construction activities
in the Village.
Neighborhood Services Division: responsible for the Village’s housing programs, Community
Development Block Grant activities and property maintenance issues, including the Neighborhood Walk program, rental unit inspections and neighborhood complaints.
As a part of the recent resignation of Parking and Mobility Services Director Jill Velan, review of the organization of Parking and Mobility Services as a stand alone department was conducted. The recommended re-organization of Parking and Mobility Services into a Division of Development Customer Services would eliminate the Department Director position and the current Assistant Director of Parking and Mobility Services would become a Division Manager of Parking and Mobility Services. The current full-time Director position would not be filled and alternatively, the amended Organizational Chart shows the position of Assistant Director, Development Customers Services. The Personnel Manual will need to be amended by the Village Board in advance of the recruitment of the position. In addition, the proper allocation of expenditure between the General Fund and Parking Enterprise Fund will be required as a part of the upcoming budget process. The re-organization will allow for total salary and benefit appropriates will be at or below FY17 levels in the future.
Alternatives
The alternative to this recommendation could be to delay action to gain additional information.
Previous Board Action
N/A.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
A Personnel Manual Amendment to Appendix VII “Appointee Pay Plan Schedule” will be prepared for future consideration.
Intergovernmental Cooperation Opportunities
None at this time.
Performance Management (MAP) Alignment
N/A.