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CITY CLERK
File # D~[Q]~-[Z][Q]
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: December 4, 2007
SUBJECT:
Revisions to the Personnel System
Report Prepared by: Julie E. Carter, Assistant to the City Manager
ATTACHMENTS:
1. Resolution Amending the Classification Plan
2. Resolution Amending the Salary Plan
3. Resolution Amending the Management Positions Exempt from
Competitive Service Resolution
RECOMMENDATION: ~~t Resolutions and authorize amendment to the Fiscal Year
3 2007/2008 Position Allocation Plan.
FINANCIAL STATEMENT: No additional funding will be required for Fiscal Year 2007/2008.
Based on the proposed recruitment schedule, total personnel and
fringe benefit costs for the balance of the Fiscal Year will result in a
small savings. Funding for future years will be authorized through
the City's regular budget process.
DESCRIPTION: The City's Personnel System is governed by several documents.
Each document addresses a specific set of issues. The Staff report identifies proposed changes to the
City's current personnel system. As discussed below, these proposed adjustments are based on the need to
add the new job classificatio~ of Public Works Manager to the City's Classification Plan.
CLASSIFICATION PLAN AMENDMENT
Pursuant to the City's Personnel System Rules, ajob description must be adopted for each classification in
the organization. The job description typically includes key elements, knowledge, skills, abilities and
requirements of the position. The job descriptions make up the City's Classification Plan.
In December 2007 the City's Public Works Department will celebrate the retirement of a long tenured
employee. With the impending retirement, the City's Public Works Director, Assistant City Manager and
City Manager conducted and organizational review of the Department. Based on the current and future
needs of the Department, staff proposes that the City Council consider replacement of the Senior
Administrative Analyst position in the Public Works Department with a new position entitled Public
Works Manager. The Public Works Manager classification will manage the many areas of public works
maintenance by either contract staff or in-house personnel. The City Manager requested that the
Personnel Officer develop the new classification pursuant to the scope of duties. Attached to the
Resolution (Attachment 1) is Exhibit A, which is the newly developed job description for the Public
Works Manager position.
COPIES TO:
11~
ITEM NO. if. 5'
Staff recommends that the City Council adopt the attached resolution amending the Classification Plan.
SALARY PLAN AMENDMENT
Included in the City's personnel system are resolutions that address salary ranges for part-time and full-
time personnel. The attached Resolution is a proposed amendment to the City's Salary Plan (Attachment
2) for full-time personnel. Once a job description is developed, the City's Personnel Officer takes the
positions to market for development of the appropriate salary range and alignment within the City's
existing Salary Plan. The resolution also identifies positions that are exempt from the Federal Labor
Standards Act (FLSA) overtime provision and those that are not. The Salary Plan Resolution (Attachment
2) would establish the following monthly salary range for the new position of Public Works Manager:
. Public Works Manager:
$7,621-$9,526
Staff recommends that the City Council adopt the attached resolution amending the Salary Plan
MANAGEMENT POSITIONS EXEMPT FROM COMPETITIVE SERVICE AMENDMENT
The position of Public Works Manager will be designated as management and exempt from the City's
competitive service system. In order to identify this position as management and exempt a separate
Resolution must be adopted that establishes the benefits for such management positions. The Resolution
in Attachment 3 designates the newly created position of Public Works Manager as exempt and defines
specific leave benefits.
AMENDMENT TO THE FISCAL YEAR 2007-2008 ADOTPED POSITION ALLOCATION
PLAN
Each fiscal year as part of the City's adopted budget, the City Council adopts a Position Allocation Plan.
This Plan establishes authorized City positions. With the adoption of the new Public Works Manager
classification the City's adopted Position Allocation Plan requires amending. Staff is requesting the City
Council authorize the replacement of the Senior Administrative Analyst position in Public Works
Department with the new Public Works Manager position.
Upon adoption by the City Council, staff will begin the recruitment and selection process to fill the new
vacancy. The employment recruitment will consist of a nationwide search for qualified candidates. Given
the scope of the employment search and impeding holidays, it is estimated that the process will take
approximately four months.
Staff recommends that the City Council review the proposed modifications to the City's Classification,
Salary, and Benefit Plans, adopt the resolutions and authorize staff to amend the adopted Fiscal Year
2007/2008 position allocation plan adding the position of Public Works Manager.
:2 ~ :2
l~} 8
RESOLUTION NO. - 07
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
*********
AMENDING THE CLASSIFICATION PLAN
WHEREAS, in accordance with the City's Personnel System Rules, the City Council adopted Resolution
No. 30-84 and subsequent resolutions which comprise the Classification Plan; and
WHEREAS, it is necessary to periodically add job descriptions in the Classification Plan.
NOW, THEREFORE, BE IT RESOLVED that Resolution No. 30-84 and subsequent resolutions shall
be further amended to include the following revised job descriptions:
Public Works Manager (Exhibit A)
BE IT FURTHER RESOLVED that these documents shall become a part of the official Classification
Plan for the City of Dublin; and that the changes contained herein shall be effective December 4, 2007.
PASSED, APPROVED AND ADOPTED this 4th day of December, 2007.
AYES:
NOES:
ABSENT:
ABST AIN:
Mayor
ATTEST:
City Clerk
-r+e-m~ 4'6 1z-/4/rn mG,
ATTACHMENT 1 (/
o<~g
Date Adopted: 12-4-2007
Date Revised:
Title:
Public Works Manager (Maintenance)
FLSA:
Exempt
SALARY:
$7,621 - $9,526 per month
General Purpose:
Under direction of the Public Works Director, plans, directs, coordinates and manages assigned
activities and programs; provides highly complex and responsible managerial assistance to the
Director of Public Works. This position is responsible for maintenance of the City's roadway,
drainage, public buildings, and parks. The management, coordination and oversight of assigned
programs including the development and implementation of program policies and procedures, the
development and administration of program budgets, the negotiation and administration of
contracts, the preparation of grant proposals, and the preparation of analytical studies of
administrative and operational issues. This position functions as a member of the Public Works
Department management team in Departmental policy development, administrative planning and
addressing Departmental problems, budget development, personnel recruitment; and does related
work as required. Acts as the City's representative to internal and external community advisory
bodies involved within assigned program areas.
Distinguishing Characteristics:
The Public Works Manager is a management position responsible for managing maintenance
functions within the Public Works Department and coordinating, and monitoring of public
infrastructure maintenance contracts for streets, drainage, parks, and buildings. Incumbents in
this classification have a broad range of independence within policy and procedural limitations
and work under minimal supervision. The incumbent is accountable to the Department Director
for the effective supervision of City and contract personnel and the quality and efficiency of
services directed. While the general parameters of the job are defined, the employee is expected
to select and put into effect work procedures and practices which will lead to the effective and
efficient accomplishment of Department goals. Recommendations on the improvement of
assigned activities are expected.
This classification is distinguished from the Public Works Director who serves as the Department
Head of the entire Department responsible for all aspects of the Public Works Department.
Supervision ReceivedlExercised
Receives direction from the City Manager, Assistant City Manager, Department Head or their
designee. Exercises supervision over assigned City and contract employees.
Exhibit A
3~8
Essential Duties and Responsibilities:
The following duties are normal for this classification. The omission of specific statements of
duties does not exclude them from the position if the work is similar, related or a logical
assignment to this class.
Plans and directs contract, programs or activities involving maintenance of the City's streets,
parks, buildings, and assessment districts. Plans and manages the completion of related Capital
Infrastructure projects. Provides high level staff support to Department Director; provides
analytical support for financial, operational and organizational issues; maintains financial and
administrative processes and records; monitors contracts and performs necessary measures to
assure contract performance of contractors; develops, implements, and monitors assigned
budgets.
Assumes operational authority of areas of assigned responsibility;
Monitors expenditure requests during the fiscal year for compliance with the adopted budget.
Assists the Department Head in establishing department goals each year and insures their
completion within the areas under his/her direct supervision.
Establishes general approaches to be used in carrying out projects and determines priorities;
reviews activity reports and periodically checks work in progress and upon completion to ensure
compliance with policy, standards and directions; resolves operational and personnel problems.
Investigates public complaints and requests related to functions supervised and makes
determinations on action to be taken.
Prepares recommendations on budgetary needs as related to personnel, equipment and contract
services, including related justifications; administers assigned budgets including the approval and
control of expenditures; develops long range plans and objectives; conducts a continuing review
of contracts services for purposes of detecting problem areas and increasing efficiency.
Evaluates City and contract staffing arrangements, staffing levels, work assignments and makes
necessary recommendations to Department Director; sets performance standards for contract and
City staff and evaluates performance.
Represents the City in meetings of the City Council, City Commissions/Committees and
community groups; prepares and presents oral and written reports; develops agendas and staffs
various Department committees when required.
Represents the Department to outside agencies and organizations; participate in outside community
and professional groups and committees; provide teclmical assistance as necessary.
Establishes positive working relationships with representatives of community organizations,
State/local agencies and associations, City management, City staff and the public.
Performs other related duties as required.
Exhibit A
1f1\?
Minimum Qualifications:
Knowlede:e of:
Principles, practices, methods and materials for municipal maintenance programs, assessment
district management, contract management and capital infrastructure projects.
Methods and techniques of coordinating facilities maintenance.
Supervisory principles and methods, including goal setting, budget preparation and
administration and employee supervision.
Principles and practices of budget development, implementation and analysis.
Applicable Federal, State and local laws, rules and regulations to assigned programs.
Financial forecasting, report preparation, research methods, statistical concepts and methods.
Customer service techniques.
Federal, state and local laws, regulations and court decisions applicable to assigned areas of
responsibility.
Principles and practices ofleadership, motivation, team building and conflict resolution.
Modem office procedures and computer equipment.
Principles and practices of organizational analysis and management.
Principles and practices of supervision, training, personnel, and contract management.
Ability To:
Analyze administrative, operational and organizational problems, evaluate alternative and reach
sound conclusions.
Consult effectively with management and staff.
Administer large program budgets including the preparation of complex financial reports and
analyses.
Negotiate and administer contracts.
Conceive and effectively propose or suggest solutions to budgetary needs and problems.
Communicate clearly and effectively, both orally and in writing.
Interpret appropriate rules, regulations, contracts, laws and ordinances.
Develop, implement and oversee maintenance programs for the City including street sweeping,
Building maintenance, street and street landscape maintenance and park maintenance activities.
Exhibit A
S;:f~
Plan, organize, assIgn, direct, reVIew and evaluate maintenance contracts, programs and
activities.
Address large and small groups of people at neighborhood meetings.
Select, train, motivate and evaluate assigned staff; develop, implement and interpret policies,
procedures, goals, objectives and work standards.
Analyze problems, evaluate alternatives and make creative recommendations.
Establish and maintain effective working relationships with those contacted in the course of the
work.
Operate office equipment including computers and supporting word processing and spreadsheet
applications.
Represent the City effectively in meetings with others; and maintain accurate records and prepare
clear and concise reports, meeting agendas and correspondence.
Physical Standards:
The physical standards described are representative of those that must be met by employees to
successfully perform the essential functions of this class. Reasonable accommodations may be
made to enable individuals with disabilities to perform the essential functions.
An employee is regularly required to sit for long periods of time; talk or hear, in person, in
meetings and by telephone; use hands and fingers to handle, feel or operate standard office
equipment; and reach with hands and arms. The employee is frequently required to, bend and
twist to reach files, walk, stand and safely lift and/or maneuver office supplies and construction
plans weighing up to 20 pounds. While performing duties, the employee is regularly required to
move across rough terrain, uneven pavement, bridge scaffolding and negotiate construction sites
including, but not limited to: climbing, crawling and jumping; use written and oral
communication skills; analyze contracts and service budgets and technical reports; read and
interpret complex data, staff reports, information and documents; analyze and solve problems;
drive a motor vehicles, interact with City management, other governmental officials, contractors,
vendors, employees and the public.
The employee's working hours may require attendance at evening meetings, travel out of town
and attend workshops, conferences, seminars, and meeting during work and non-work hours.
Exhibit A
~~ 85.
Training and Experience:
Any combination equivalent to education and experience is likely to provide the required
knowledge and abilities. A typical way to obtain the knowledge and abilities would be:
Education: Equivalent to a Bachelors degree from an accredited four-year college or
university in civil engineering, environmental studies, public administration or a
related field.
Experience: Four years of progressively responsible experience with
environmental/maintenance services related to public w,?rks operations or with
responsibility for project/service planning, development and oversight, contract
negotiations, budget preparation and staff supervision. One year of
administrative and lead or supervisory experience desirable.
Licenses; Certificates; Special Requirements:
Possession of a valid California Class C drivers' license and Certificate of Automobile Insurance
for Personal Liability.
Exhibit A
\
1~~
RESOLUTION NO. -07
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
*********
AMENDING THE SALARY PLAN - FULL-TIME
WHEREAS, in accordance with the City's Personnel Bystem Rules, the City Council adopted
Resolution No. 85-01 and subsequent Resolutions which comprise the Salary Plan for Full-Time
Personnel.
NOW, THEREFORE, BE IT RESOLVED that the position of Public Works Manager shall be
added and covered under Article I, Section A of the Salary Plan; and
BE IT FURTHER RESOLVED that the position Public Works Manager shall be paid a monthly
salary within the following range with the exclusion of any Performance Pay Adjustment granted in
accordance with the adopted Personnel Rules:
Network Systems Coordinator:
$7,621-$9,526
BE IT FURTHER RESOLVED that this document shall become a part of the official Salary Plan
for the City of Dublin; and that the changes contained herein shall be effective December 4,2007.
PASSED, APPROVED AND ADOPTED this 4th day of December, 2007.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
A TT ACHMENT 2
RESOLUTION NO. - 07
818
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
*********
AMENDING THE MANAGEMENT POSITIONS EXEMPT FROM
COMPETITIVE SERVICE RESOLUTION
WHEREAS, the City Council has adopted a Personnel Ordinance in which Section 4 (3) exempts
Department Heads and other Management Positions from Competitive Service; and
WHEREAS, in accordance with the City's Personnel Ordinance, the City Council adopted Resolution
No. 142-90, 109-91 and subsequent Resolutions which establishes Management Positions and defines benefits
for those positions; and
WHEREAS, it is necessary to periodically update the Resolution to reflect new classifications.
NOW, THEREFORE, BE IT RESOLVED that the position of Public Works Manager shall be
designated as a Management Position under the City's Personnel Ordinance; and
BE IT FURTHER RESOLVED that the position of Public Works Manager shall be granted benefits in
accordance with City Resolution 142-90 and 109-91, as amended; and added to the list of Management
Positions eligible for car allowance and monthly reimbursement as provided in Section 12 as follows:
Section 12. Car Allowance and Mileage Reimbursement:
The following position shall be eligible to receive the designated monthly allowance. The rec-eipt of the
car allowance pursuant to this section shall be full compensation for all operating costs excluding tolls,
parking fees and out of area travel.
a. Management Position Receiving Monthly Allowance
Eligible Positions
Public Works Manager
Monthly Allowance
$190
BE IT FURTHER RESOLVED that the changes contained herein shall be effective December 4,2007.
PASSED, APPROVED AND ADOPTED this 4th day of December, 2007.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
Attachment 3