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CITY CLERK
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STAFF REPORT
DUBLIN CITY COUNCIL
DATE: May 18, 2010
TO: Honorable Mayor and City Councilmembers
FROM: Joni Pattillo, City Manager
SUBJE • Revisions to the Personnel System
Prepared By: Julie Carter, Human Resources Director
EXECUTIVE SUMMARY:
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The City Council will consider several revisions to the City's Personnel System including adding
the Principal Planner job classification, amending the Public Works Director/Assistant City
Engineer classification, and designating three (3) city holidays for use by City employees during
the 2010 holiday season.
FINANCIAL IMPACT:
If approved by City Council, the new Principal Planner position will replace one Senior Planner
position and funding will be included in the City's Fiscal Year 2010/2011 budget. There is no
financial impact to amending the Public Works Director specification. City Staff has agreed to a
second consecutive year of no salary increases which provides for significant savings to the
City's General Fund. The City Manager proposes that City facilities (City Hall, [non-essential]
Police Services, Shannon Center, Dublin Senior Center, Dublin Swim Center, and Heritage
Center) close during the 2010 Christmas to New Year's Holiday and provide City Staff with
three (3) designated holidays for use during this time period. The closure of City facilities
during this period will result in operational savings such as contracted maintenance staffing,
electricity and other ancillary savings to the City.
RECOMMENDATION:
Staff recommends that the City Council review the proposed modifications to the City's
Classification, Salary, Benefit Plans, and Personnel System Rules and adopt the following
resolutions: (1) Resolution Amending the Classification Plan; (2) Resolution Amending the
Salary Plan; (3) Resolution Amending the Management Positions Exempt from Competitive
Service and Prescribing Leave Benefits for the Designated Positions; (4) Resolution Amending
the Benefit Plan; and (5) Resolution Amending the Person~el System Rules.
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Submitted By
Human Resources Director
Page 1 of 4 ITEM NO. ~•
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RESOLUTION NO. - 10 ~
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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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 N.o. 30-84 and subsequent Resolutions shall
be further amended to include the following new revised job description:
Principal Planner (Exhibit A)
BE IT FURTHER RESOLVED that Resolution No. 30-84 and subsequent Resolutions shall be further
amended to include the following revised job description:
Public Works Director/Assistant City Engineer (Exhibit B)
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 May 18, 2010.
PASSED, APPROVED AND ADOPTED this 18th day of May, 2010.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Mayor
City Clerk
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Attachment 1
Exhibit A
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Date Adopted: 5-18-2010
Date Revised:
Title:
FLSA:
General Purpose:
Principal Planner
Exempt
Under administrative direction of the Planning Manager, may assist in directing,
coordinating, and overseeing the activities and operations of an assigned section or
project area of the Planning Division; oversees and participates in the performance of a
full range of complex, responsible, and varied professional, programmatic,
administrative, and technical work in support of various City current and/or long range
planning programs and projects and in the implementation of the City's general plan as
well as related policies and regulations; serves as project manager over assigned major
projects related to the development and implementation of land use and related City plans
and policies including inter-departmental and inter-agency coordination, performing the
most complex planning functions within the area of assignment; and provides information
and assistance to applicants, developers, consultants, the general public, and outside
agencies and organizations regarding City codes, policies, standards, and processes
related to planning related matters. Assists other City Departments in complex project
management or analytical studies or reviews.
Distinguishing Characteristics:
Incumbents at this level may oversee an assigned section, functional work group, or
large/complex project area and serve as project manager on the largest and most difficult
planning projects, which includes responsibility for conceiving complex planning
projects, developing analysis and work methods, and reviewing the daily work of
subordinate professional and technical staff. Assignments are typically received in broad,
outline fonn, and incumbents are expected to act independently in developing applicable
resources and information. The Principal Planner is distinguished from the Senior Planner
by greater complexity of the assignments, geater responsibility, experience and discretion
required. It is further distinguished from the Planning Manager in that the former has
direct management responsibility for all aspects of the Planning Division.
Supervision Exercise:
Provides technical guidance, training and supervision to assigned staff.
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Exhibit A
Essential Duties and Responsibilities:
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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.
Responsible for evaluating the City's development review process, providing
recommendations for improvement, and implementing adopted programs.
Reviews and analyzes applications for consideration by the City Council, Planning
Commission, and the Community Development Director.
Performs complex, advanced and sensitive technical research and planning studies for the
Planning Division of the Community Development Department.
Develops, prepares or directs the preparation of, and presents comprehensive reports,
studies and development proposals.
Assists in the administration of the zoning, sign and parking regulations.
Provides direction to other professional and technical staff regarding the implementation
of the California Environmental Quality Act (CEQA).
Participates in the development and implementation of goals, objectives, policies, and
priorities for assigned programs; recommends and administers policies and procedures.
Participates in planning, directing, coordinating, and reviewing the work plan for
planning staff; assigns work activities, projects, and programs; reviews and evaluates
work products, methods, and procedures; meets with staff to identify and resolve
problems.
Oversees and participates in planning, coordinating, directing, and preparing complex
projects and research studies including phases of the General Plan, Zoning Ordinance,
and special studies; oversees and participates in the preparation of reports and analysis
regarding land use, zoning, urban design, population trends, transportation, community
needs, and industrial needs.
Recommends the use of land for residential, commercial, industrial, and community uses;
oversees a11d participates in the review, development, revision, and maintenance of
general plan elements, plans, zoning ordinances, and other policies and procedures.
Oversees and participates in the review and processing of various plans and applications
for subdivision and commercial developments; collects and evaluates information related
to the application process and determines conformity with laws, regulations, policies, and
procedures; recommends approval ar alternative approaches; conducts project site checks
and field inspections.
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Exhibit A
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Reviews ministerial permits, plans, and applications for conformance with the Dublin
Municipal Code and approved projects.
Conducts plan checks and reviews; reviews plans and provides comments to determine
conformity with City laws, regulations, and policies.
Prepares final resolutions, ordinances, environmental notices, plan approvals, and file
cleanup after project completion; monitors conditions of approval after project
completion for compliance.
Perfortns a wide range of duties in support of the Planning Commission as well as the
City Council and other boards and commissions; oversees and coordinates preparation of
meeting agendas for various commissions, boards, and community groups including
reviewing draft materials and preparing comments; organizes meetings and work
sessions; prepares public hearing notices ensuring timely notification of appropriate
parties; prepares and presents staff reports and other presentations far the City Council,
Planning Commission, and other commissions, boards, and community groups.
Serves as the liaison for assigned functions and projects of the Planning Division with
other divisions, departments, and outside agencies; meets with developers, engineers,
architects, and other project proponents to explain City policies, design issues, and City
standards relating to new project development; negotiates and resolves sensitive and
controversial issues; serves as technical advisor to City staff and officials, public
agencies, and members of the public.
Act in the absence of the Planning Manager.
Performs related duties as required.
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.
Minimum Qualifications:
Knowled~e of:
Principles, practices, standards, information sources and trends in the fields of current
and/or advance planning; local, state and federal laws applicable to planning, zoning,
subdivision and environmental review.
Land use, physical design, demographics, environmental, social and economic concepts,
including public and private financing and capital improvements.
Federal, state and local laws, regulations and court decisions relating to city planning,
land use, zoning and the environment.
Application, modification, and interrelationships between ordinances, policies, standards,
procedures, and practices associated with the planning function.
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Exhibit A
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Computer technology and statistical analysis techniques related to municipal planning.
Local government organizations and the functions and practices of a municipal planning
division.
General principles and practices of effective administration, budget preparation, goals and
objectives development and work planning.
Methods and practices of community organization and citizen participation.
Supervisory principles and practices including training and evaluation.
Basic principles and practices of program development and administration.
Modern principles, practices, and techniques of current and advanced planning including
land use, environmental policy analysis, natural resource management, municipal service
deliver, physical design, landscape architecture, demographics, and economic and social
concepts as applied to municipal planning.
Development review procedures and requirements.
Site planning and architectural design principles.
Pertinent federal, state, and local laws, codes, and regulations including laws underlying
general plans, zoning and land divisions, and applicable environmental laws and
regulations.
Recent developments, current literature, research methods, and sources of information
related to municipal planning, urban growth, and development.
Methods and techniques of effective technical report preparation and presentation.
Statistical methods and research techniques applicable to the preparation of municipal
planning studies.
Methods and techniques of eliciting community participation in planning and
development issues.
Modern office procedures, rnethods, and equipment including computers and supporting
software applications.
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Exhibit A
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Abili to: ~
Participate in the management of a comprehensive planning functional or program area
sucll as current and/or advanced planning activities and projects.
Participate in the development and administration of prograin area goals, objectives, and
procedures.
Oversee, direct, and coordinate the work of lower level staff; participate in selecting,
supervising, training, and evaluating assigned staff.
Plan, organize, direct, coordinate, and evaluate the most complex and significant cun•ent
and/or advanced planning programs, projects, events, and/or technical area.
Review and prepare ordinances, resolutions, and other legal documents.
Perform a full range of complex and difficult professional analytical, programmatic and
administrative duties involving the use of independent judgment and personal initiative.
Organize and prioritize timelines and project schedules in an effective and timely manner.
Analyze complex problems, identify ~Iternative solutions, project consequences of
proposed actions and implement recommendations in support of goals.
Understand the organization and operation of the City, assigned program, and of outside
agencies as necessary to assume assigned responsibilities.
Apply policies, procedures and standards pertaining to the municipal planning process.
Interpret maps, site and building plans and specifications, graphs and statistical data.
Interpret, analyze, apply, implement, and explain pertinent federal, state, and local laws,
codes, and regulations including City codes and departmental policies and administrative
directives.
Interpret planning and zoning progams to the general public.
Analyze and compile statistical and technical inforniation.
Develop recommendations regarding the use of property.
Identify and respond to cominunity and organizational issues, concerns, and needs.
Process the fiill range of development applications and coordinate necessary
communication between staff, developer, and other agencies.
Exhibit A
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Analyze projects and potential projects for consistency with planning regulations, general
planning principles, and architectural quality.
Prepare and analyze technical and administrative reports, statements, and correspondence.
Present technical data in verbal, written, graphic, and map form to City management staff
and variety of boards and commissions.
Represent the City effectively in meetings with commissions, community groups,
governmental bodies, the media and the public.
Exercise sound independent judgment within established guidelines.
Establish and maintain various data collection, recard keeping, tracking, filing, and
reporting systems.
Work under steady pressure with frequent interruptions and a high degree of public
contact by phone or in person.
Operate modern office equipment and computers including specialized computer
applications.
Coinmunicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course
of work.
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 and stand. While performing duties, the employee is
regularly required to use written and oral communication skills; read and interpret
complex data, information and documents; analyze and solve problems; interact with City
management, other governmental officials, contractors, vendors, employees and the
public.
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Exhibit A
Training and Experience:
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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 Bachelor's Degree from an accredited college or university
with major course work in city or regional planning, urban planning, or a
closely related field. A Master's degree in a related field is highly
desirable.
Experience: Four years of progressively responsible, professional level experience in
current and advanced planning which includes at least one year of
supervisory experience. Local government, large-scale development and
planned growth management experience is highly desirable.
Training: Any recent training such as, academic courses and certification programs,
which are relevant to this job classification.
Licenses; Certi~cates; Special Requirements:
Possession of a valid California Class C drivers' license and Certificate of Automobile
Insurance for Personal Liability.
Special Requirements: Must have the willingness and ability to: work the hours necessary
to accomplish the assigned duties, including evening and week-end hours; attend evening
meetings; travel out of town and attend workshops, conferences, seminars during work
and non-work hours.
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Exhibit B
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Date Adopted: 8-24-1987
Date Revised: 8-5-2003 & 5-18-2010
Title: Public Works Director/Assistant City Engineer
FLSA: Exempt
General Purpose:
The Public Works Director is a Department Head, under the administrative direction of
the City Manager or his/her designee. This position is responsible for the management
and supervision of Public Works and Engineering functions including street maintenance,
landscape maintenance, street tree maintenance, park maintenance, street sweeping,
traffic engineering, subdivision and private development plan checking, capital
improvement project planning and design and public works inspection.
Distinguishing Characteristics:
This is an Executive Management/Department Head class with full responsibility for the
management of multiple function service delivery areas within the City. Reports to and
receives direction from the City Manager or his/her designee. Employees at this level
receive administrative direction from the City Manager in terms of goals. Department Head
positions are reviewed in terms of results.
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.
Supervises the administration of the Public Works Department of the City.
Submits reports and recommendations to the City Manager and the City Council.
Reviews and approves engineering plans, specifications, contract documents, and
subdivision maps.
Coordinates related activities and provides technical assistance to other departments,
public agencies, consultants and contractors.
Exhibit B
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Makes presentations on department activities, engineering designs, and related matters to
the City Council, Planning Commission and ofher groups.
Analyzes short-term and long-term maintenance progams.
Prepares and reviews budget proposals for department needs consistent with adopted City
Council goals and objectives.
Supervises and coordinates contractor agreements and activities which may include: street
maintenance, street sweeping, landscape maintenance, supplemental engineering services,
park maintenance, and capital improvement projects.
Evaluates all public works contracts for cost effectiveness and quality of work
performance.
Provides supervision and training of subordinate professional, technical, and clerical
staff.
Other duties as required.
Minimum Qualifications:
Knowledge of•
Local and state laws governing land development, public projects and assessment
districts.
Techniques and materials commonly employed in the construction and maintenance of
public projects including streets, parks, drainage facilities, and traffic controls; principles
of supervision and administration;
Techniques used to develop maintenance programs and budgets.
Abilitv To:
Plan, organize, and direct the activities of the department.
Deal effectively with representatives from public and private agencies and the general
public in coordinating activities and resolving problems.
Develop and implement policies, procedures and plans; coordinate and supervise
contractor activities; perform engineering work expected of a registered civil engineer.
Present clear and concise verbal and written reports and recommendations.
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Exhibit B
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Deal effectively with representatives of other departments.
Effectively direct the activities of subordinate employees.
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 and stand. While performing duties, the employee is
regularly required to use written and oral communication skills; give public presentations;
read and interpret complex data, information and documents; analyze and solve problems;
use a computer to prepare reports; interact with City management, other governmental
officials, contractors, vendors, employees and the public.
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: The equivalent to a Bachelor's degree from an accredited college or
university in Civil Engineering or a related field. A Masters degree
in an applicable field is highly desirable.
Experience: A minimum of five years of full-time increasingly responsible
professional civil engineering experience involving the design,
construction and maintenance of public works facilities, including
three years in a supervisory capacity.
Certification: Registration in the State of California as a Professional Civil
Engineer is highly desirable. Registration in the State of California
as Land Surveyor is desirable, if civil engineering license does not
cover land surveying.
Licenses: Possession of a valid Class C California Drivers' License, and
Certificate of Automobile Insurance for Personal Liability.
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RESOLUTION NO. -10
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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RESOLUTION AMENDING THE SALARY PLAN FOR POSITIONS EXEMPT FROM FAIR
LABOR STANDARDS ACT (FLSA) OVERTIME PROVISIONS
WHEREAS, in accordance with the City's Personnel System Rules, the City Council adopted
Resolution No.105-08 and subsequent Resolutions which establish a Salary Plan for full-time
management positions exempt from FLSA and competitive service in accordance with the City's
Personnel System Rules.
NOW, THEREFORE, BE IT RESOLVED that the position of Principal Planner shall be added
and covered under Article I, Section A of the Salary Plan; and
BE IT FURTHER RESOLVED that the position Principal Planner shall be paid a monthly salary
within the following range with the exclusion of any Performance Pay Adjustment granted in accordance
with the adopted City Budget and Personnel System Rules:
Principal Planner: $7,907 - $9,884
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 May 18, 2010.
PASSED, APPROVED AND ADOPTED this 18th day of May, 2010.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
Attachment 2
RESOLUTION NO. - ~ / ~ ~ r ~ ~
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A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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AMENDING THE MANAGEMENT POSITIONS EXEMPT FROM
COMPETITIVE SERVICE RESOLUTION AND PRESCRIBING LEAVE BENEFITS FOR THE
DESIGNATED POSITIONS
WHEREAS, the City Council has adopted a Personnel Ordinance in which Section 2.20.040 E of the
Ordinance exempts Department Heads and other Management Positions from Competitive Service; and
WHEREAS, in accardance with the City's Personnel Ordinance, the City Council adopted Resolution
No. 202-08 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 Principal Planner shall be designated as a
Management Position under the City's Personnel Ordinance and shall be granted benefits in accordance with
City Resolution 202-08.
BE IT FURTHER RESOLVED that the changes contained herein shall be effective May 18, 2010.
PASSED, APPROVED AND ADOPTED this 18th day of May, 2010.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Mayor
City Clerk
Attachment 3
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RESOLUTION NO. 7~:XX- 2010
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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AMENDING THE BENEFIT PLAN
WHEREAS, the Personnel System Rules requires the City Council to adopt a Benefit Plan; and
WHEREAS, the Benefit Plan prescribes the current benefits provided to employees by the City.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby
amends Resolution 109-91 and subsequent amendments to include the following:
Section 10 (n). Designated Floating Holidavs in 2010: On December l, 2010, full- and part-time regular
City employees shall be afforded three (3) designated floating holidays for the sole use on
December 28-30, 2010. Eligible employees regularly scheduled to work between 20 and
40 hours per week shall have a pro-rated share based on hours regularly scheduled.
PASSED, APPROVED AND ADOPTED this 18th day of May, 2010.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Mayor
City Clerk
Attachment 4
RESOLUTION NO. - 10 ~ ~ I~
A RESOLUTION OF THE CITY COUN ~~
CIL
OF THE CITY OF DUBLIN
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AMENDING THE PERSONNEL SYSTEM RULES
WHEREAS, the City Council is authorized to adopt rules for the administration of the City's
Personnel System; and
WHEREAS, the City Council adopted Resolution 84-08 and subsequent amendments establishing
the Personnel System Rules; and
WHEREAS, the objective of these rules is to facilitate efficient and economical services to the
public and provide for an equitable system of personnel management in municipal government.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby
amend the Personnel System Rules as follows:
RULE 11.2.20. Holidavs
(n) "Desi~nated Floating Holidavs in 2010" On December l, 2010, full- and part-time regular City
employees shall be afforded three (3) designated floating holidays for the sole use on December
28-30, 2010. Eligible employees regularly scheduled to work between 20 and 40 hours per week
shall have a pro-rated share based on hours regularly scheduled.
BE IT FURTHER RESOLVED that the changes contained herein shall be effective July 1, 2010.
PASSED, APPROVED AND ADOPTED this 18`h day of May, 2010.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Mayor
City Clerk
Attachment 5