HomeMy WebLinkAboutItem 4.16 AdmSvcDir Revisions CITY CLERK
Fil # 700-20
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: 11-16-99
SUBJECT:
Revisions to the Personnel System
Report Prepared by: Julie Carter, Assz~tant to the City Manager
ATTACHMENTS:
RECOMMENDATION: ~
FINANCIAL STATEMENT:
1. Resolution Amending the Salary Plan
2. Resolution Amending the Classification Plan
3. Resolution Amending the Management Positions Exempt from
Competitive Service Resolution
Adopt Resolutions
Sufficient funds are available from salary savings during Fiscal
Year 1999-2000 to cover the costs associated with the increase in
salary of the Administrative Services Director position.
Enhancements to management benefits will be covered by the
existing budget.
DESCRIPTION: The City of Dublin has attempted to fill the vacancy of the Assistant
City Manager/Administrative Services Director since June 1999. Unfortunately, the recruitment did not
yield. a successful candidate. In reviewing this matter with the City's recruiter, it was suggested that based
on current market conditions the City might want to consider revisions to the adopted salary range, leave
benefits and titling of the position.
The City Manager requested that the Personnel Officer conduct a salary survey to investigate additional
cities in the Bay Area that may have a more comparable position to the City of Dublin's Assistant City
Manager/ASD position. In addition, the City Manager requested staff review cities in the Tri-Valley
region for direct comparison of wages, benefits and titling issues. In reviewing the analysis the City
Manager is recommending a single title of Administrative Services Director, a salary range adjustment,
and modifications to the management benefit Resolution.
Staff recommends the singular title of Administrative Services Director be retained based upon on the
survey results for the position.
The recommend salary range provides a minimum and maximum salary based on an eight-city average.
The recommended salary range value for the Administrative Services Director position is $7,463 - $9,329
per month. The salary range values represent the average salary for Finance Director and Administrative
Services Director positions in other cities, which staff surveyed.
COPIES TO:
Bobbi Peckham, DMG.Maximus
ITEM NO.
Page 2
Revisions to the Personnel System
The recommended enhancements to the City's management benefit Resolution includes modifications in
the areas of General Leave and Reloeation Expenses. The General Leave provisions have been modified
to allow the City Manager to assign general leave accrual rates outside of the length of service
requirements. This modification allows the City Manager to grant newly appointed management
employees general leave accrual rates based upon the experience of the candidate. Creating this benefit
flexibility enhances the City Manager's ability to recruit seasoned professionals.
In addition, staff has proposed a new Section in the management benefit Resolution that provides the City
Manager with the flexibility to negotiate relocation expenses for newly appointed Department Heads and
management employees. As proposed in Section 21. "Relocation Expenses" the City Manager is
authorized to negotiate on behalf of the City relocation expenses for appointed management employees
including such expenses as: travel, interim housing, storage and other relocation expenses as deemed
appropriate by the City Manager.
In reviewing the recent recruitment shortcomings and current market conditions, Staff proposes that the
Council approve modifications to the Classification Plan and Salary Plan for the Administrative Services
Director position. In addition, enhancements to management benefits Resolution are recommended to
provide greater flexibility for the City Manager to attract candidates to Department Head and management
positions for the City of Dublin. These changes are critical given the high cost of housing and cost of
living in the Bay Area, and the competitive job market.
Staff recommends that the City Council adopt the attached Resolutions mending the Salary Plan and
Management Benefit Resolution.
RESOLUTION NO. XX- 99
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AMENDING THE SALARY PLAN
WHEREAS, in accordance with the City's Personnel System Rules, the Cily Council adopted
Resolution No. 64-97 and subsequent resolutions which comprise the Salary Plan.
NOW, THEREFORE, BE IT RESOLVED that the position of Administrative Services Director
shall be covered under Article I, Section A of the Salary Plan; and
BE IT FURTHER RESOLVED that the position of Adrninistrative Services Director 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:
Administrative Services Director:
$7,463 - $9,329
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 November 16, 1999.
PASSED, APPROVED AND ADOPTED this 16th day of November, 1999.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
ATTACHMENT 1
RESOLUTION NO. XX- 99
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 to the Classification Plan.
NOW, THEREFORE, BE IT RESOLVED that Resolution No. 30-84 and subsequent resolutions
shall be further amended to include a job description for the position of Administrative Services Director
(Exhibit A).
BE IT FURTHER RESOLVED that this document shall become a part of the official
Classification Plan for the City of Dublin; and that the changes contained herein shall be effective
November 16, 1999.
PASSED, APPROVED AND ADOPTED this 16th day of November, 1999.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
ATrACHHEHT 2
Date Adopted: 11-16-99
Date Revised:
Title:
FLSA:
Administrative Services Director
Exempt
General Purpose:
To direct, plan, organize, and administer the activities and operations of the Administrative
Services Department; to manage the City's Treasury function and Information Technology
Division; to coordinate department activities with other City departments and outside agencies;
and to provide highly responsible and complex administrative assistance to the City Manager.
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. May act as City Manager in his/her absence. 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:
Develop, plan and implement department goals and objectives; develop and administer policies
and procedures.
Plan and direct the activities of an Administrative Service Department; supervise and coordinate
department activities with those of other departments and outside agencies and organizations.
Provide administrative assistance to the City Manager; prepare and present reports to the City
Council and various committees and commissions regarding the City's fiscal, treasury and budget
practices, policies, and procedures.
Direct and manage the City's Information Technology Division including computer operations,
systems administration, telecommunication and peripheral equipment.
Direct, oversee and participate in the development of the Department's work plan; assign work
activities, projects and programs; monitor workflow; review and evaluate work products, methods
and procedures.
Serve as City Treasurer pursuant to local ordinances, budget officer and financial advisor
overseeing financial forecasting, investment management, and related financial activities.
Under direction of the City Manager, prepare and coordinate the cit~vide operating and capital
improvement budgets.
Direct and oversee the analysis and reports regarding the City's current and future financial
needs.
Develop and administer the Department's budget; forecast additional funds needed for staffing,
equipment, materials and supplies; monitor and approve expenditures; implement mid-year
adjustments.
Select, train, supervise, evaluate, and discipline personnel; provide or coordinate staff training.
Represent the Department to outside groups and organizations; participate in outside community
and professional groups and committees providing technical assistance as necessary.
Respond to and resolve difficult and sensitive citizen inquiries and complaints.
Review and interpret applicable government regulations and requirements.
Research and prepare administrative reports and studies; prepare written correspondence as
necessary.
Direct the negotiation and execution of a variety of contracts and agreements; participate in
negotiations with developers for the development and construction of City facilities and other
private/public projects.
Receive and review reports from stuff members and take appropriate action.
Attend professional workshops, seminars and conferences.
Perform related duties as assigned.
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:
Knowledge of:
Principles and practices associated with municipal administration, including fiscal, information
systems and office management.
Principles and practices of municipal finance, budget preparation and administration.
Principles practices and techniques of public administration, with an emphasis in municipal
finance.
2
Federal, state and local laws, regulations and court decisions applicable to assigned areas of
responsibility.
Organizational and management practices as applied to the analysis and evaluation of programs,
policies and operational needs.
Principles and practices of organization, administration, supervision and personnel management.
Principles and practices of statistical research methods and forecasting fees and charges.
Principles of supervision, training and performance evaluation.
Principles of community and public relations.
Customer service techniques and public speaking.
Ability To:
Plan, direct and control the administration and operations of a department.
Develop and implement department policies and procedures.
Gain cooperation through discussion and persuasion.
Successfully develop, control and administer department budget and expenditures.
Analyze problems; identify alternative solutions, project consequences of proposed actions and
implement recommendations in support of goals.
Identify and respond to public, City Council and commission/committee issues and concerns.
Interpret and apply City, Federal, State and local policies, procedures, rules and regulations.
Communicate dearly and concisely, orally and in writing.
Supervise, train and evaluate assigned personnel.
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 at desk and in meetings 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. Intermittently, twist to reach
equipment surrounding desk; walk to observe department activities; bend and squat to perform
file searches; perform simple grasping and fine manipulation; use telephone and write or use a
keyboard to communicate through written means; operate an automobile to attend various
meetings and workshops. While performing duties, the employee is regularly required to use
written and oral communication skills; analyze community service, budget and technical reports;
interpret and evaluate staff reports; know laws, regulations and codes; observe performance and
evaluate staff; problem solve community service issues; remember personnel rules, legal and code
requirements; and explain and interpret codes, policies and procedures; 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:
Graduation for an accredited college or university with a bachelor's degree in
finance, public or business administration or a related field. A Master's degree is
preferred.
Experience:
Six years of professional and responsible experience in municipal finance
management or municipal administration, including at least three years in a
supervisory capacity.
Licenses; Certificates; Special Requirements:
Possession of a valid California Class C drivers' license, and Certificate of Automobile Insurance
for Personal Liability.
4
RESOLUTION NO. XX- 99
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; and
WHEREAS, Section 4(3) of the Ordinance exempts Department Heads and other Management
Positions from the Competitive Services; and
WHEREAS, in accordance with the City' s Personnel Ordinance, the City Council adopted
Resolution No. 142-90 and subsequent Resolutions which establishes Management Positions and defines
benefits for those positions; and
WHEREAS, it is necessary to periodically update changes to the benefit policy to reflect new
practices and new classifications.
NOW, THEREFORE, BE IT RESOLVED that Section 4. of Resolution No. 142-90 and
subsequent Resolutions which establishes Management Positions and defines benefits for those positions
shall be mended as follows:
"General Leave Accrual": The mount of general leave accrued
shall be as denoted below, except that the City Manager shall be
granted authority to assign general leave accrual rates for
appointed employees covered under this Resolution outside of
the denoted length of service.
BE IT FURTHER RESOLVED that a new Section 21. shall be added to Resolution No. 142-90
and subsequent Resolutions which establishes Management Positions and defines benefits for those
positions as follows:
Section 21. "Relocation Expenses": The City Manager shall have
the authority to negotiate on behalf of the City relocation expenses
for appointed employees covered under this Resolution. Such
expenses may include travel, interim housing, storage, and other
relocation expenses as deemed appropriate by the City Manager.
AT]'ACHIqI N'f
BE IT FURTHER RESOLED that the position of Administrative Services Director shall be
designated as a Management Employee under the City' s Personnel Ordinance; and
BE IT FURTHER RESOLVED that the position of Administrative Services Director shall be
granted benefits in accordance with City Resolution 142-90 and 109-91, as amended; and
1999.
BE IT FURTHER RESOLVED that the changes contained herein shall be effective November 16,
PASSED, APPROVED AND ADOPTED this 16~h day of November, 1999.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
City Clerk
Mayor
'v