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Cubicles lack privacy; so difficult applicant conversations are made more
difficult;
Cubicles need to be reconfigured to improve privacy and maximize workspace;
Some cubicles that are visible to the public are disheveled, which reflects
negatively on staff as a whole;
The counter computers are often not working (e.g., software and hardware
issues);
Tables are used for storage instead of workspace;
Filing cabinets for paper file storage consume too much workspace;
The overall office space is cramped;
The office space was intended to collocate development-related functions;
however, other unrelated functions were moved in during City Hall renovations.
Renovations are complete and unrelated functions, including utility billing,
passport services and finance need to move back to City Hall.
We toured the office and observed operations during our visit and agree with the
above feedback. We understand that the City is working on a redesign of the office,
which will resolve cubicle configuration issues and improve the counter layout.
Also see our recommendation under the “filing” heading below, regarding
immediately scanning and archiving paper files and removing file cabinets that are
no longer needed in the Division.
113.
Recommendation:
The City Manager should require staff occupying
cubicles that are visible from the public realm to clean and organize their
workspace. Should clearly articulate the Division’s mission and city
philosophy’s to staff and include allocate time during the regularly scheduled
Tuesday meeting for team building to rebuild rapport and improve morale.
114.
Recommendation:
The
Assistant City Manager for Community
Development should ensure that the counter computer(s)s are continually
maintained in working order.
Organizational Structure
Figure 2, shown earlier in this study, shows the organizational structure for the
Community Development Department and Figure 7 above shows the existing
Planning Division structure in relation to the overall Department.
We received feedback from the Focus group participants and staff interviewees that
the structure is confusing because there is an Assistant City Manager for Community
Development (ACM) and a Community Development Director (CDD). The ACM is