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02 February 13, 2008 Executive83029 RECORDS RIVERSIDE COUNTY TRANSPORTATION COMMISSION EXECUTIVE COMMITTEE MEETING AGENDA TIME: 9:00 a.m. DATE: Wednesday, February 13, 2008 LOCATION: CONFERENCE ROOM A County of Riverside Administrative Center Riverside County Transportation Commission 4080 Lemon Street, Third Floor, Riverside, 92501 * * * COMMITTEE MEMBERS * * * Mary Craton, City of Canyon Lake Michael Wilson, City of Indio Terry Henderson, City of La Quinta Bob Magee, City of Lake Elsinore Steve Adams, City of Riverside Bob Buster, County of Riverside District 1 John F. Tavaglione, County of Riverside District 2 Jeff Stone, County of Riverside, District 3 Roy Wilson, County of Riverside District 4 Marion Ashley, County of Riverside District 5 Comments are welcomed by the Committee. if you wish to provide comments to the Committee, please complete and submit a Speaker Card to the Clerk of the Board. 11.36.21 RIVERSIDE COUNTY TRANSPORTATION COMMISSION EXECUTIVE COMMITTEE (COMMISSIONERS STEVE ADAMS, MARION ASHLEY, BOB BUSTER, MARY CRATON, TERRY HENDERSON, BOB MAGEE, JEFF STONE, JOHN TAVAGLIONE, MICHAEL WILSON, ROY WILSON) 9:00 A.M. WEDNESDAY, FEBRUARY •13, 2008 County of Riverside Administrative Center Conference Room A 4080 Lemon Street, Third Floor, Riverside In compliance with the Americans with Disabilities Act and Government Code Section 54954.2, if you need special assistance to participate in an Executive Committee meeting, please contact the Clerk of the Board at (951) 787-7141. Notification of at least 48 hours prior to meeting will assist staff in assuring that reasonable arrangements can be made to provide accessibility at the meeting. 1. CALL TO ORDER 2. PUBLIC COMMENTS 3. APPROVAL OF MINUTES — TO BE SUBMITTED AT THE NEXT MEETING 4. ADDITIONS/REVISIONS - The Committee may add an item to the Agenda after making a finding that there is a need to take immediate action on the item and that the item came to the attention of the Committee subsequent to the posting of the agenda. An action adding an item to the agenda requires 2/3 vote of the Committee. if there are less than 2/3 of the Committee members present, adding an item to the agenda requires a unanimous vote. Added items will be placed for discussion at the end of the agenda. RCTC Executive Committee Agenda February 13, 2008 Page 2 5. ORGANIZATION IMPACTS Overview This item is for the. Committee to: 1) Establish a Director of Multimodal Services position on range 10, ($8,465 - $11,428 per month). This position will be responsible for management of the multimodal services program (Commuter Assistance, Motorist Assistance, Rail Operations, Specialized Transportation, and Transit); 2) Establish a Procurement and Asset Manager position on range 8, ($6,847 - $9,243 per month). This position will be responsible for managing the Commission's procurement and contract administration and capital assets; 3) Establish a Procurement and Asset Staff Analyst position on range 6, ($4,860 - $6,561 per month). This position will provide support to the Procurement and Asset Manager position; 4) Reclassify the Government Relations Staff Analyst position to a Government Relations Manager position on range 8, ($6,847 - $9,243 per month). This position will oversee the Commission's overall legislative affairs work; 5) Reclassify the Right -of -Way Staff Analyst position to a Right -of -Way Senior Staff Analystposition on range 7, ($5,589 - $7,545 per month). This position would be a limited -term contractemployee responsible for coordination, management, and administration in support of right of way activities; 6) Modify the pay structure to incorporate the new Director of Multimodal Services, Procurement and Asset Manager, Procurement and Asset Staff Analyst, and reclassified Government Relations Manager; 7) Approve the revised organizational chart to reflect the proposed changes. 6. REQUEST FROM FORMER EXECUTIVE DIRECTOR FOR CONTRACT INTERPRETATION Overview This item is for the Committee to consider a request of the former Commission Executive Director regarding the interpretation of the conflict of interest provisions of the former Executive Director's contract. • RCTC Executive Committee Agenda February 13, 2008 Page 3 7. ADJOURNMENT The next Executive Committee meeting is scheduled to be held at 9:00 a.m., Wednesday, March 12, 2008, 4080 Lemon Street, 3rd Floor, Conference Room A, Riverside. E 7 EXECUTIVE COMMITTEE MEETING COMMISSIONER SIGN -IN SHEET FEBRUARY 13, 2008 AGENCY Z. r J E MAIL ADDRESS • AGENDA ITEM 5 • • RIVERS/DE COUNTY TRANSPORTATION COMM/SS/ON DATE: February 13, 2008 TO: Executive Committee FROM: Management Team THROUGH: Anne Mayer, Executive Director SUBJECT: Organization Impacts STAFF RECOMMENDATION: This item is for the Committee to: 1) Establish a Director of Multimodaf Services position on range 10, ($8,465 - $11,428 per month). This position will be responsible for management of the multimodal services program (Commuter Assistance, Motorist Assistance, Rail Operations, Specialized Transportation, and Transit); 2) Establish a Procurement and Asset Manager position on range 8, ($6,847 — $9,243 per month). This position will be responsible for managing the Commission's procurement and contract administration and capital assets; 3) Establish a Procurement and Asset Staff Analyst position on range 6, ($4,860 - $6,561 per month). This position will provide support to the Procurement and Asset Manager position; 4) Reclassify the Government Relations Staff Analyst position to a Government Relations Manager position on range 8, ($6,847 - $9,243 per month). This position will oversee the Commission's overall legislative affairs work; 5) Reclassify the Right -of -Way Staff Analyst position to a Right -of -Way Senior Staff Analyst position on range 7, ($5,589 - $7,545 per month). This position would be a limited -term contract employee responsible for coordination, management, and administration in support of right of way activities; 6) Modify the pay structure to incorporate the new Director of Multimodal Services, Procurement and Asset Manager, Procurement and Asset Staff Analyst, and reclassified Government Relations Manager; 7) Approve the revised organizational chart to reflect the proposed changes. Agenda Item 5 BACKGROUND INFORMATION: On February 14, 2007, the Executive Committee approved twelve new positions to support the resources needed to implement the Western County Highway 10-Year Delivery Plan. The Commission has since then undergone significant organizational changes, given the recent retirements of Eric Haley, former Executive Director, and Hideo Sugita, former Deputy Executive Director, and the promotion of Anne Mayer from Deputy Executive Director to Executive Director and John Standiford from Director of Public Affairs to Deputy Executive Director. The Commission has adopted, through consecutive budgets, financial and administration policies that govern organizational structure. The following policies have established the basis for the management team recommendations. a) The Commission shall budget no more than one percent of Measure A sales tax revenue for administrative salaries and benefits. b) Administrative program costs will be budgeted for what is reasonable and necessary, but not to exceed four percent of Measure A sales tax revenues (inclusive of the one percent salary limitation), c) Commission staffing levels will be consistent with the intent of its enabling legislation, which envisioned a small and effective staff. d) Consultants will be used to augment staff efforts as much as possible to support programs or workloads that do not appear to be of a permanent nature. The FY 2007/08 budget allocated 44.0 Full -Time Equivalents (FTE) resulting in budgeted administrative salary and benefits and administration costs at 0.87% and 2.28%, respectively. A mid -year staffing addition in the finance department for the Procurement and Asset Staff Analyst position results in a current staffing allocation of 45.0 FTE positions. This position does not have a direct impact on the one -percent salary limitation, given that this position will be supporting all programs on procurement and contract issues. The finance staff will monitor the actual one -percent salary limitation monthly to ensure that the Commission does not exceed this percentage. The Biennial Compensation Study is in progress and is scheduled for completion in April. It is anticipated that this study could recommend pay structure revisions in several classifications as a result of the competitive market for transportation professionals. Deferring the above requested actions until the study completion was considered, however, rejected due to critical need to backfill the vacant positions. Staff does not expect revisions to the above positions with respect to responsibilities and reporting relationships. Agenda Item 5 • Overview of Organization Changes On January 9, 2008, the Executive Committee approved the revision to the Commission's Personnel Policies and Procedures Manual. This approval provided the Executive Director the authority to determine if it is in the Commission's best interest to leave a position vacant or that a position warrants a down grade in the job classification or pay grade. The restructuring of the management team responsibilities has prompted the elimination of the second Deputy Executive Director position. This eliminated position is being downgraded and backfilled by the Procurement and Asset Manager position. Additionally, the Director of Public Affairs position is being backfilled by a new position, Director of Multimodal Services. The Director of Regional Programs will assume the public affairs responsibilities and the Director of Multimodal Services will assume the previous responsibilities of the Director of Regional Programs. In an attempt to balance workloads, the management team is recommending the addition of 1.0 FTE to the Commission's organization, the backfilling of 2.0 FTE's, and the reclassification of 2.0 FTE's without a significant cost to the Commission. Director of Multimodal Services This 1.0 FTE position is a backfill to the Director of Public Affairs position. The Director of Public Affairs position responsibilities will be managed by reassignment to the Regional Programs Director and a reclassification of the Government Relations Staff Analyst position to Governmental Relations Manager position. The Director of Multimodal Services position will be responsible for the overall coordination and program evaluation affecting Commuter Assistance, Motorist Assistance, Rail Operations, Specialized Transportation, and Transit. The issue of multimodal services is increasingly important as the Commission pursues Metrolink expansions and builds partnerships with transit agencies. Procurement and Asset Manager This 1.0 FTE position is a backfill to and down grade of the second Deputy Executive Director position formerly held by Anne Mayer. The volume of procurements and contracts generated is increasing with the number of Commission projects moving forward, such as, Western County Highway 10-Year Delivery Plan, Mid -County Parkway, Perris Valley Line, and Goods Movement. A dedicated procurement manager would be able to assist staff Agenda Item 5 in the management of procurements and the development of appropriate contracts. This position will ensure that our policies and procedures adhere to applicable laws and regulations and provide oversight over the Commission's capital assets. The rail stations are the primary asset requiring significant and daily maintenance and operations responsibilities. Procurement and Asset Staff Analyst This 1.0 FTE position is an additional FTE to the Commission's organization. This position is needed to support the new Procurement and Asset Manager position. Addition of this staff analyst position will allow the Procurement and Asset Manager to focus on establishing sound processes while meeting the demands of increased procurements and contracts as a result of increased project development and delivery. Government Relations Manager This 1.0 FTE position is a reclassification of the Governmental Relations Staff Analyst position, given the recent promotion of the Director of Public Affairs to Deputy Executive Director. The Governmental Relations Manager position reflects added responsibility as the Commission ramps up its legislative affairs in Sacramento and Washington D.C. This will include the oversight of lobbying contracts and the reauthorization of SAFETEA LU. Right -of -Way Senior Staff Analyst This 1.0 FTE position was approved by the Executive Committee on February 14, 2007, as a Right -of -Way Staff Analyst. The Commission has been unsuccessful filling this position at that salary level ($4,860 - $6,561 per month) given the required qualifications. Staff is requesting Executive Committee approval to give the Executive Director the flexibility to upgrade this position to a Right -of -Way Senior Staff Analyst as a limited -term contract employee. This limited -term contract would allow the Commission to compete in the current salary market to attract well -qualified applicants to help manage the right-of-way acquisitions to ensure prompt project delivery. Additionally, the Commission will have the flexibility to terminate the employment contract when all project acquisitions are complete. If the Commission is unsuccessful filling the position as a limited -term contract at a senior staff analyst level, staff will return to the Executive Committee for approval to seek consultant work through a request for proposal (RFP) process. Agenda Item 5 • • • Commission staff will attempt to hire the most qualified individuals at the minimum range of the job classification so that we can maximize the cost savings of the reorganization. However, it should be noted that in the most recent recruitments, it was evident that the Commission's current pay structure is not competitive in the current market. The Commission's pay structure has made it challenging to compete with other employers. The new Biennial Compensation Study will address any issues relating to our competitiveness in the salary market. Additional cost savings are expected to be realized for the five vacant positions (Right -of -Way Staff Analyst, Toll Project Manager, Toll Project Director, and two Capital Project Managers) that have not yet been filled as part of the reorganization approved by the Executive Committee on February 14, 2007. The FY 2007/08 budget includes twelve months of salary and benefits for these five positions. The Commission will only incur four months of budget authority for the Right -of -Way Staff Analyst and the two Capital Project Managers. Staff does not propose to fill the remaining Toll positions until legislation is approved next fiscal year. The restructuring of responsibilities results in a slight estimated cost increase to the Commission because of the need to upgrade the Right -of -Way Staff Analyst due to salary market conditions. All of the proposed staffing changes are noted in the table below: Previous Classification Director Public Affairs Deputy Executive Director N/A Governmental Relations Staff Analyst Right -of -Way Staff Analyst Net savings (cost) Previous Proposed Monthly Proposed Classification Monthly Monthly Net Director Multimodal Services Procurement & Asset Manager Procurement & Asset Staff ,Analyst Government Relations Manager Right -of -Way Senior Staff Analyst (limited - term contract) Salary Salary Change $9,800 $9,200 $600 14,335 7,446 6,889 N/A 5,285 (5,285) 5,300 7,446 (2,146) 5,965 6,860 (895) $35,400 $36,237 $(837) The cost savings from the underutilized salary and benefit budget authority is sufficient to accommodate the slight estimated cost increase to the Commission for FY 2007/08. Agenda Item 5 Financial Information In Fiscal Year Budget: Yes Year: FY 2007/08 Amount: $0 Source of Funds: Measure A, LTF, SAFE, FSP, TUMF, and other Budget Ad ustment: No GLA No.: Various Fiscal Procedures Approved: \14/42.(14,01,1a-w o Date: 02/06/2008 Attachments: 1) Pay Structure 2007-2008 2) Organization Chart Agenda Item 5 • Riverside County Tran ortation Commission Pay Structure Effective Aprll_13, 2006 .....__ (Revised February 13, 2008) 1 2 3 Job Classifications Office Assistant Senior Office Assistant Administrative Support Specialist Senior Accounting Assistant 4 Accounting Technician Administrative Assistant 5 6 7 8 9 Executive Assistant Property Administrator Accounting Supervisor Staff Analyst Senior Staff Analyst Program Manager Project Manager Right-0May Manager Clerk of the Board Accounting 8 Human Resources Manager 10 Director, Regional Programs Director. Multimodal Services 11 Director, Project Development Director, Project Delivery Chief Financial Officer 12 Deputy Executive Director Top Executive Executive Director $2,314 $13.35 $2,517 $14.52 $2,545 $2.768 $14.69 $15.97 $3,055 $3,322 $17,62 $19,16 $3,818 $4,152 $22.03 $23.96 $4,398 $4,783 $25.38 $27.60 $4,860 55,285 $5,589 $6,078 $6,847 $7,446 $7,361 $8,005 $8,465 $9,206 $9,311 $10,126 $10,708 $11,645 $12,391 $13,630 Poe tlonal Performan a Zone 32,E. $3'74g $Ai666 ;. $9034 $10,389 $11,427 Number of Grades = 12, not Including Executive D rector. Range Spread a Open Range to Control Point and 10% Exceptional Performance Range Total Range Spread .435%to 40% Based on Range Maximum/Range Minimum Rates. Range Differential = Variable 7.0 % to 25.0% between ranges Shaded Area Represents Exceptional Performance Zone 53,124 $18.02 ,425 14458'.'. $12,347 c O cn .E E o U c o ..;,— ca o a cn c c� L i— c O U a) .U) L be 00 o o N •