The URL can be used to link to this page

Home My WebLink AboutMINUTES - 06251985 - 2.5 TO: BOARD OF SUPERVISORS Phil Batchelor, Contra FROM: County Administrator Costa DATE: June 19, 1985 County Creation of a General Services Department SUBJECT: I SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION RECOMMENDATIONS 1. Create a General Services Department, effective October 1, 1985, to consist 'of the functions and personnel currently assigned to the following organizational units: Public Works Department - Fleet Management, Building Maintenance, Grounds Maintenance, ' Lease Management, Architectural Services, Operating Engineers, Custodial Services, Telecommunications, and related administra- tive, accounting and clerical personnel. Auditor-Controller - Purchasing Division. Office of County Administrator - . Central Services. Health Services Department - Grounds Maintenance. 2. Authorize an open recruitment for the position of Director of General Services and, pending the results of an open, competitive examination, appoint Barton Gilbert, Chief Deputy Public Works Director, as Acting Director, effective September 1, 1985. 3 . Direct County Administrator, County Counsel, and Director of Personnel to prepare and present to the Board for approval all actions necessary to accomplish Recommendations Nos. 1 and 2. 4. Direct. the ''; County Administrator to develop further recommenda- tions with regard to the organization of County communication functions upon receipt of the consultant report currently being prepared on this issue. REASONS FOR-RECOMMENDATIONS 1. Creation of a General Services Department will result in the consolidation of- various internal support services under one administrative authority. Such action will increase the level of .visibility of such services and will transfer them from other County departments whose primary missions are to provide other i CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION,OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE r APPROVE OTHER I SIGNATURE(S) ACTION OF BOARD ON une 25, 1985 APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS X UNANIMOUS (ABSENT ) I HEREBY CERTIFY THAT THIS IS A TRUE AYES: _ NOES: AND CORRECT COPY OF AN ACTION TAKEN ABSENT: ABSTAIN: AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. Public Works Director CC: Auditor-Controller ATTESTED County Administrator � . OLSSON. COUNTY CLERK Health Services Director AND EX OFFICIO CLERK OF THE BOARD Personnel Director County Counsel M382/7-83 B� -�-� �"� DEPUTY 2. type of services. organization of these internal support services within one department will provide the opportunity for making the delivery- of such services more efficient and cost effective. 2. The appointment of Mr. Gilbert as Acting Director of the new General Services Department will allow the new department to be implemented without the delay associated with a personnel recruit- ment effort. Mr. Gilbert' s professional experience qualifies him for the Director of General Services position. He has served as Deputy Public Works Direc- tor-Administrative Services since February 1,' 1978 and since July 2, 1984 has served as the Chief Deputy Public Works Director. Mr. Gilbert' s previous work experi- ence includes direct involvement with many of the functions to be included in' the new department, including fleet management, building maintenance and purchasing. In addition, he has experience in data processing, labor relations, and personnel supervision. Appointing Mr. Gilbert to the Acting position effective September 1, 1985 will grant him the authority to make certain decisions and take certain actions necessary for imple- mentation of the new department effective October 1, 1985. 3 . Implementation of the new department will require the develop- ment of documents necessary to transfer staff and equipment and may involve some ordinance changes. Sufficient lead time should be allowed .,for County staff to develop all documents necessary to implement the new department. 4. A consultant has recently been retained by the County to review the County"s current communications systems for the purpose of making recommendations on alternative organizational structures and technological innovations the County should consider in its future planning. The report will provide a basis for further recommendations regarding the structure of the County' s communi- cations system. BACKGROUND The proposed establishment of a General Services Department has been the subject of several reports over the last 20 years. For various reasons, final action was never taken to implement such a new department. Most major counties within this State including Orange, 'San Diego, San Bernardino, Alameda, San Mateo, Santa Clara, and Sacramento have estab- lished general service departments. These department include a wide variety of functions but common to most, if not all, of them are the functions proposed for inclusion in the proposed General Services Depart- ment for Contra, Costa County. These functions include Purchasing, Central Service, Building Maintenance, Custodial Services, Grounds Maintenance, Lease Management, Fleet Management, and Architectural Services. Thus, it is being recommended that the new department include those functions considered to be the "traditional" General Services type activities. (See Attachment II. ) '; A description of the functions to be included within the General Services Department follows: Fleet Management - This division provides for the maintenance and repair of County vehicles. The services are provided from two facilities, in Martinez: The Fleet Service Center located on Main Street (behind the County Administration Building) and the main garage located on Shell Avenue. There are 29 staff positions devoted to' this function. All costs of this division, except for the purchase of replacement vehicles, is offset by charges to user agencies. The proposed budget for the 1985-1986 fiscal year include a net county cost of $200,000 for the purchase of replacement vehicles. 3. Buildings and Grounds Maintenance - The purpose of this division, which includes 171 staff positions, is to provide maintenance and repair services required to maintain county facilities in good operating condition. The various elements included within this division are as follows: Building Maintenance - This element consists mainly of: skilled crafts workers, including carpenters, painters, electricians, steamfitters, and plumber- pipefitters, who keep county buildings in safe and efficient condition.. Grounds Maintenance - A staff of 24 personnel, mostly gardeners, maintain the landscaping around County facilities. This division also administers the Work Test Program. It is also recommended that the six Grounds Maintenance positions in the Health Services Department be: transferred to the General Services Department. Lease Management - The function of this division is to negotiate and manage the leases for approximately 150 leased locations. Architectural Services - The Architectural Division, consisting of 8 positions, provides architectural engineering services required for the construction and remodeling of various county facilities. pj)erating Engineers - This staff of 21 positions is mainly responsible for maintenance of the heating, ventilating, and air-conditioning systems in County occupied buildings. Custodial Services - This division includes 76 staff positions who are responsible for cleaning county: buildings. The proposed fiscal year 1985-1986 budget recommends a gross expenditure appropriation for the total Buildings and Grounds Division of $17.4 million. All of this cost, except for $20,000, is offset by user charges and revenue. Central Services - At the present time the Central Services operation is included within the Office Services Division of the County Administrator' s Office. Central Services consists of 19 staff positions who provide such services as supply and distri- bution,, duplication, mailing, messenger service, and microfilm production. The fiscal year 1985-1986 recommended budget for this division is $944,000 with a net county cost of $283 ,000. Purchasing At the present time Purchasing is a division of the Auditor-Controller' s Office. This division, which consists of 8 staff positions, provides centralized purchasing of goods and services for the County and other public agencies. The division also has responsibility for the disposition and sales of surplus equipment. � The proposed budget for this division for the fiscal year 1985-1986 is $327,000 with a net county cost of $217,650. The General Services Department, as proposed, will consist of about 250 personnel (See Attachment I ) and have a gross budget in excess of $25 million. Creation of this new department will not result in any major cost increases inasmuch as it involves the transfer of existing positions and budgets. However, some costs will be incurred 'to accommodate the reloca- tion of some personnel. t ATTACHMENT I GENERAL SERVICES DEPARTMENT f Proposed Staffing From Public Works Department Fleet Management Building Maintenance No. Classification No. Classification 1 Fleet Manager 1 Building Services 1 Assistant Fleet Manager Superintendent 1 Fleet Service Center 1 Mechanical Trades Supervisor Supervisor' 1 General Trades Supervisor 1 Equipment and Materials 1 Electrical Trades Supervisor Dispatcher 1 Lead Carpenter 1 Supervising' Storekeer 1 Lead Painter 2 Auto Parts Technician 1 Lead Electrician 12 Equipment Mechanic 6 Steamfitter 1 Equipment Service Writer 2 Plumber-Pipefiter . 5 Equipment Service Worker 6 Carpenter 1 Garage Attendant 3 Painter 1 Apprentice Mechanic 9 Electrician 1 Account: Clerk III 1 Laborer 1 Account: Clerk II 2 Storekeeper 29 Total 36 Total Ground: Maintenance Operating Engineers No. Classification No. Classification 1 Ground: Maintenance 1 Chief Operating Engineer Superintendent 1 Assistant Chief Operating 1 Assistant Grounds Maintenance Engineer Superintendent 13 Operating Engineer 1 Work Program Supervisor 6 Stationary Boiler Operator 7 Work Program Crew Leader 21 Total 2 Work Test Crew Leader-Project 4 Lead Gardener Custodial Services 8 Gardener 24 Total No. Classification Lease Management 1 Custodial Superintendent 2 Assistant Custodial No. Classification Superintendent 4 Supervising Custodian 1 Lease Manager 12 Lead Custodian 3 Associate Real Property Agent 37 Custodian II 1 Assistant Real Property Agent 15 Custodian I 1 Secretary 1 Supervising Window Washer 6 Total 4 Window Washer 76 Total Architectural Services Telecommunications No. Classification No. Classification 1 Supervising': Architectural Engineer 1 Telecommunications Manager 1 Senior Architectural Engineer 1 Telecommunications Clerical 2 Associate Architectural Specialist Engineer 1 Supervising Telephone Operator 1 Special. Project Architect - 3 Clerk Project 6 Total 1 Assistant Architectural Engineer 2 Clerk 8 Total i E Administration Accounting No. Classification . No. Classification 1 Chief Public Works Director 1 Departmental Account Clerk 1 Deputy Public Works Director- Manager Buildings` and Grounds 1 Accounting Technician 1 Buildings and Grounds 2 Account Clerk Maintenance Manager 1 Accountant III 1 Administrative Services 7 Total Assistant III 1 Word Processing Manager 2 Clerk 7 Total From Office of the County Administrator Central Services No. Classification 1 Central Services Manager 1 Supply and Distribution Supervisor 1 Duplicating Services Supervisor 4 Duplicating Machine Operator k 1 Mailing Machine Operator 1 Microfilm Production Supervisor 1 Microfilm Technician III 2 Microfilm Technician I I 1 Storeroom Clerk 2 Office Services Worker II 3 Driver Clerk 1 Clerk 19 Total i From Office of Auditor-Controller Purchasing No. Classification 1 Purchasing Services Officer 4 Buyer II 3 Clerk 8 Total From the Health Services Department No. Classification 2 Lead Gardener 4 Gardener 6 Total 251 GRAND TOTAL i 6 . � C �n �ncntnvau7cnm �ncno37c ►� a c� o m0www0wwwwwn0mttf" ° Cil rtO rt, rtrt rt z rtz w 0El03w03 rtjw0oom 0m rt w nC) Wrtr• w m tt m ,-. m w m wo � awrt M 0) to tJ N ti cr O w tt O w o' 0 R• tt H. w Fj) rt 10 t ( w En � r+ ✓ Y ° 0 {h GO rt n O Wm rt G El O 0 P. ti m N N rt xx >Cxxxxx xxxx x o En N Z, N m 03 w do tt 14 m N M 00 rt rmn FlM ° M M � V] Cj cia wt� mm H- rt x x x x x x x x x.x x x x x x 4 n N O rt :r. fmD Iw-+ tr � �• w v, m : to rn w m a ao C 14 m �e rt xxxx xx xxxxxxxx rt Ca. m M m a m r w n 0 t7 rt m C 5 O to n o 0 ° tmtPI vi Ga twt rt H. >cxxx xxxxxxxxxxx w0 °tt rt H 'G rmn W Imm 91) En F' Hr E HEn M ° " cr t=l xt � rta. rmt It es m 0 ° m xx x x x xxxxx 0 C Kl n � En rte, W rt H ro w � wa o 0 0.M ° m w N ow CEJ � m 0 � x x xxXx X X rt wEn a � rt O a C m �z3 PA- 0 n0 � H. En rt wm �= � WH • r• rt N w N O W x x x x x x x x x x x x x x ( En O 0µo m i N rt • N• x m • w r xxxx x xxxxx xxx �' m W rA � � O N rt w m (DD W M a. in m w ro o- r m o µ r N tt taD £ x x x x x x x x x x x x x C :3 O m H 0 pr ►+• O rn r m ::$ n rt rt 14 Wm H O tGt, a rt rt m a :71 w c x x x x x x x x x x or H I rt � v, n �C rt rt .1 n . w i r�