After the retirement of the City Clerk, the Customer Service Manager began acting as City Clerk and Customer Service Manager while the City evaluated the structure.  A second employee has been acting as Customer Service Supervisor in the interim.  The new structure combines the City Clerk staff and the Customer Service and Business License staff under a single manager.  The single manager job title, City Clerk, will absorb managerial duties of the Customer Service Manager job description in addition to the City Clerk function.  After approximately six months of the change, city staff is confident that having a single manager overseeing both functions provides more continuity and efficiency, and that a line supervisor instead of a manager in the Customer Service area is more appropriate for assisting customers and overseeing day to day operations.

The addition of the new functions to the City Clerk position caused its HAY level to increase, requiring a classification level and pay range change in the Appendix A. The title of Customer Service Manager should be removed from the Appendix A.

On September 10, 2018, the City Council adopted a systematic process of determining pay using the Korn Ferry HAY (HAY) classification and compensation method for all positions in the MP Resolution.  The original leveling project was completed by HAY.  However, the long-term plan was to establish a committee of employees to perform the leveling using HAY’s system.  That plan came to fruition in July of 2019 with the formation of the committee.  The employee representatives on the committee come from work locations and employment units across the city to ensure maximum representation for employees.  The committee received multiple days of intensive training, then used the training to evaluate job leveling.

The city’s HAY consultant led the group, named the City of Sparks Job Evaluation Committee (SJEC), in reviewing titles in the proposed reorganization.   The HAY proprietary points-based classification system was applied, and the committee assigned the appropriate classification levels.  The role of City Clerk changed significantly (more than 15%) with the addition of the managerial functions.  As a result, the SJEC raised it one level to a level consistent with other like manager roles in the city.  HAY agreed that the methodology was applied correctly.

The recommended actions to implement the reorganization are:

1. Remove the title of Customer Service Manager from the Appendix A
2. Change the classification level and pay range of City Clerk to the new level of 16 recommended by the SJEC

The changes are as follows:

The reorganization is anticipated to result in savings to the General Fund, Sewer Fund, and Storm Drain Fund in the following amounts:

General Fund: $25,807 for FY19, $26,418 for FY20, and $14,238 for FY21

Sewer Fund: $12,927 for FY19, $13,367 for FY20 and $13,831 for FY21

Storm Drain Fund: $4,309 in FY19, $4,457 in FY20 and $4,611 in FY21

1.  City Council may approve the MP Appendix A changes as presented.

2.  City Council may reject the MP Appendix A changes and provide direction to the City Manager.

I move to approve the amendments to the Management, Professional and Technical Resolution (R-3341) Appendix A, effective August 19, 2019.