                             THE VIRGINIAN-PILOT 
              Copyright (c) 1994, Landmark Communications, Inc.

DATE: Sunday, July 3, 1994                   TAG: 9407020207
SECTION: PORTSMOUTH CURRENTS      PAGE: 12   EDITION: FINAL 
TYPE: Cover Story 
                                             LENGTH: Long  :  300 lines

LAYOFFS HIT HOME

For three months the cloud of uncertainty loomed over city employees.

Strangers swooped in and peered over workers' shoulders, making calculated judgments that, in an instant, could fracture dreams and careers.

On Tuesday the cloud burst: 39 positions would be eliminated.

Librarians . . . inspectors . . . home health care provider . . . street work supervisors . . .

In some cases, there was anger, sadness and anxiety; in others there was relief - even among some of the 30-some people who were on the hit list. The waiting was over.

The efficiency consultants gave explanations that many employees closer to the jobs found hard to understand: Unnecessary levels of supervision. Functions can be consolidated with other positions. Contracting out.

The kinds of phrases that make one realize the fragility of job security.

Job performance, initially explained as a variable in the equation of who stays, who goes, was not a factor.

Some employees wondered how, why their years of loyal service and excellent evaluations could, should be disregarded by a city aiming for efficiency.

In the end, unanswered questions and sad goodbyes hang in the air.

The reality was wrapped up in the blue folder of a media packet that spoke of lost positions rather than people.

It didn't take colleagues, even citizens, long to put the human factor to the cold facts. Positions eliminated . . .

CITY MANAGER'S OFFICE Director of Human Services Factors: Provides unneeded management level between city manager and department heads. Majority of time spent resolving employee grievances with police department.

Implementation: Assign coordination activities directly to department heads and personnel department for resolution.

Savings: $60,570

CITY ENGINEERING Public Works Coordinator Factors: Unnecessary level of supervision. Duties are duplicated in other positions in department.

Implementation: Transfer coordination of concrete contractual services of public/works/streets. Supervision would be performed by highway superintendent.

Savings: $45,032

Senior Engineer Inspector Factors: Unnecessary level of supervision for division that has other first-line supervisors. Peak demands in workload do not require current staffing level.

Implementation: Inspections during peak times can be consolidated with other inspectors. Some inspections could be contracted out. Supervisory work can be done by remaining principal inspector.

Savings: $28,621

Senior Supervisor Streets and Highway Maintenance Factors: Unnecessary level of management for unit supervised. Functions could be consolidated with other positions.

Implementation: Duties would be assumed by superintendent who would supervise division.

Savings: $31,866

TRAFFIC ENGINEERING Assistant Director Factors: Unnecessary level of supervision. Duties and responsibilities could be consolidated with others in department.

Implementation: Consolidate duties with traffic signal superintendent and his division.

Savings: $42,869

Traffic Maintenance Parking Operation Manager Factors: Duties and responsibilities of position could be included with other divisions.

Implementation: Consolidate duties and responsibilities with traffic maintenance and parking superintendent position.

Savings: $40,810

GENERAL SERVICES Senior Supervisor Street Cleaning and Bulk Refuse Factors: Unnecessary layer of management for division. There are two senior superintendents in division with minimum span of control.

Implementation: Duties and responsibilities would be assumed by senior superintendent for street cleaning with maximum span of control.

Savings: $31,866

Janitorial Building Maintenance Supervisor Factors: Services could be privatized or consolidated with building maintenance superintendent for civic center.

Implementation: Contract administration duties for janitorial services would be transferred to general building maintenance superintendent.

Savings: $35,173

Properties Management Senior Superintendent Factors: Unnecessary level of management. Others in division can assume responsibilities.

Implementation: Transfer duties to director of general operations who would have more time to supervise division if traffic engineering were combined with city engineering.

Savings: $36,962

Vehicle Services Auto Mechanic Supervisor Factors: Unnecessary level of management coordination. Consolidation of functions would result in greater efficiency.

Implementation: Transfer division to vehicle services garage for more centralized maintenance operation.

Savings: $33,488

PUBLIC UTILITIES Senior Water Distribution Operator Factors: Unnecessary level of management for five staff. Management functions could be consolidated with other positions.

Implementation: Transfer duties and staff to water superintendent for coordination.

Savings: $23,691

Water Construction Superintendent Factors: Work performed by position could be consolidated with others in department for more efficiency.

Implementation: Senior supervisor would assume majority of duties and responsibilities of position. Division would be consolidated with water distribution superintendent's division.

Savings: $35,177

Sewer and Drain Construction Superintendent Factors: Unnecessary management coordination. Duties can be performed by other divisions.

Implementation: Transfer duties to senior sewer superintendent for more efficient use of staffing resources.

Savings: $36,962

Wastewater Pumping Superintendent Factors: Unnecessary management coordination. Duties can be performed by other divisions.

Implementation: Transfer duties to senior sewer superintendent for more efficient use of staffing resources.

Savings: $35,173

Automotive Mechanic Supervisor Factors: Unecessary level of supervision. Greater efficiency of staffing resources could be achieved by consolidating resources in other areas.

Implementation: Transfer duties and two mechanics to vehicle services garage.

Savings: $31,866

ENVIRONMENTAL SERVICES Building Inspector Coordinator Factors: Inspection requirements can be developed by building official and others.

Implementation: Building official would coordinate inspection requirements. Clerical duties can be performed by others in department.

Savings: $33,488

Administrative Analyst Factors: Unnecessary level of administrative effort. Duties can be incorporated into other positions within department.

Implementation: Duties can be consolidated with administrative coordinator and inspector supervisor.

Savings: $30,326

Chief Electrical Inspector Factors: Peak in workload requirements results in under-utilization of position.

Implementation: Cross-train other inspectors to add flexibility in meeting workload demands.

Savings: $33,488

Mechanical Inspector Factors: Peak in workload requirements results in under utilization of position.

Implementation: Cross-train other inspectors to add flexibility in meeting workload demands.

Savings: $26,166

Plumbing Inspector Factors: Peak in workload requirements results in under utilization of position.

Implementation: Cross-train other inspectors to add flexibility in meeting workload demands.

Savings: $28,870

PLANNING Drafting Technician Supervisor Factors: Unnecessary level of supervision in department. Duties and responsibilities can be assumed by others in the department.

Implementation: Duties can be performed by senior drafting technician and senior planner.

Savings: $35,173

EMERGENCY SERVICES AND SAFETY ES and Safety Director Factors: Primary responsibility for co-ordination with outside agencies and emergency preparedness. Responsibilities are best co-ordinated in fire department where numerous other regional functions exist (Hazmat, for example).

Implementation: Transfer of emergency preparedness duties to fire and E-911 supervisory duties to information technology.

Savings: $60,570

ES and Safety Assistant Director Factors: Primarily a ``technical'' position involved with specification writing and operational issues. Technical expertise exists in Information Technology Department.

Implementation: Transfer of duties to technical services manager in Information Technology.

Savings: $49,712

INFORMATION TECHNOLOGY Superintendent of Central Files Factors: Unnecessary level of management. uties could be performed by others in the department. Contract services also viable in certain areas.

Implementation: Some duties could be transferred to senior clerk position. Other duties can be consolidated with records manager.

Savings: $35,173

PARKS AND RECREATION Park Maintenance Coordinator Factors: Co-ordination of maintenance work for these other positions could be consolidated with other divisions.

Implementation: Transfer positions to landscape services senior superintendent. Change reporting relationships for park maintenance superintendent to report to contracts administrator.

Savings: $47,320

Landscape Services Park Maintenance Superintendent Factors: Current division could be consolidated into other two divisions. Tree maintenance supervisor would report directly to senior superintendent.

Implementation: Current division could be consolidated with park maintenance division. Tree maintenance supervisor would report directly to landscape services senior superintendent.

Savings: $33,488

Ground Park Maintenance Superintendent Factors: Unnecessary layer of supervision. Consolidation of responsibilities would allow for greater efficiency in providing grounds maintenance services.

Implementation: Transfer park maintenance, athletic field maintenance and mechanic shop to landscape services senior superintendent.

Savings: $33,488

LIBRARY Assistant Director Factors: Unnecessary level of management. Administrative functions could be consolidated to achieve greater efficiencies and reduce costs.

Implementation: Senior librarians and principal librarian positions would report directly to library director.

Savings: $47,320

Senior Librarian Technical Processing Factors: Functions of position could be performed by others in unit. Other positions could be reclassified for additional cost savings.

Implementation: Transfer duties and responsibilities of position to librarian and senior library assistants.

Savings: $35,173

SOCIAL SERVICES Administrative Manager Factors: Duties of administrative manager can be combined with other positions.

Implementation: Administrative manager position can be combined with other similar position that handles payments.

Savings: $8,195

HOME HEALTH CARE Program Administrator Home Health Care Nurse Licensed PN Senior Account Clerk Factors: Services provided by Home Health Care division are offered in private sector. Other cities do not fund this type of program.

Implementation: City hospitals are proprietary agencies available to provide these services.

Savings: $117,031

FIRE Battalion Chief

Factors: Duties and responsibilities of battalion chief in fire prevention and administration could be combined and more responsibility for fire prevention program be shared with fire captain in prevention with other battalion chiefs. Department size and land areas covered are important considerations for staffing analysis.

Implementation: Consolidation of administrative duties with remaining seven battalion chiefs and fire prevention staff.

Savings: $47,320

CITY PHYSICIAN City Physician

Factors: Duties could be contracted out with private vendors. Administrative duties could be maintained by reduced support staff.

Implementation: City should require contractor to provide automated reports on patients. Would greatly reduce the paper work for support positions. Additional savings could be realized if contractor provides automation services.

Savings: $85,571

FINANCE Grants Analyst Factors: Level of effort required to support grant administrative functions could be performed by support staff. Duplication of effort for departments maintaining grants.

Implementation: Consolidate grant management activities with administrative assistant position. Other duties could be performed by department administering grant.

Savings: $63,524

Delinquent Tax Collector Factors: Delinquent tax functions should be transferred to City Treasurer's Office where it is normally located. Based on number of collection duties and responsibilities could be performed by others in division.

Implementation: Transfer delinquent tax collection function to treasurer's office. Combine duties with other three tax collectors.

Savings: $47,320

MANPOWER AND QUALITY DEVELOPMENT Director Factors: Responsibilities could be consolidated in city departments. Currently, 50-60 facilitators in city that have been trained using TQI techniques.

Implementation: Duties can be absorbed by personnel department to assist with training. Other positions below Grade 20 could be consolidated in the personnel department.

Savings: $77,522 MEMO: Contributing to this report were: reporters Janie Bryant, Ida Kay Jordan

and Judy Parker; editorial assistants Becky Myers and Linda Word;

photographer Mark Mitchell; and design editor Daniel J. Jones.

SOURCE: Structural Efficiency Study by David M. Griffith and Associates,

Ltd.