HomeMy WebLinkAboutItem 4.3 Establish City Clerk Position CITY OF D U B L I loo-3- 0
,AGENDA STATEMENT
CITY COUNCIL MEETING DATE: March 12, 1990
SUBJECT: Establishment of the Position of City Clerk
EXHIBITS: A. Resolution Amending Management Positions Exempt From
Competitive Service and Prescribing Leave Benefits for
the Positions
B. Revised 1989-90 Position Allocation Plan
C. Resolution Amending the Classification Plan
D. Resolution Amending the Salary Plan for Full-Time Employees
RECOMMENDATION: 1) Adopt the Resolutions and revised Position Allocation Plan
2) Authorize a budget transfer from the City's Contingent
Reserve to the City Manager/City Clerk's budget
FINANCIAL Funds have not been included in the 1989-90 budget. A budget
STATEMENT: transfer from the City's Contingent Reserve in the amount of
$3,000 is required.
DESCRIPTION: Since 1982, the responsibilities of City Clerk have been vested
with the City Manager. During the last eight years, the Secretary to the City
Manager/Deputy City Clerk has assisted the City Manager with the performance of the
City Clerk's duties. As the City has grown, and the demands on the City Manager's
time have increased, the Secretary to the City Manager/Deputy City Clerk has
assumed nearly all of the responsibilities of the City Clerk out of necessity.
In recognition of this, in addition to the fact that the Secretary to the City
Manager/Deputy City Clerk has received formal City Clerk training during her tenure
with the City, the City Manager believes it appropriate to appoint the current
Secretary to the City Manager/Deputy City Clerk to the position of City Clerk.
In accordance with the City's Personnel System, the City Council will need to
authorize revisions to the following documents, before the City Manager can make
such an appointment:
• Resolution Establishing Management Positions Exempt From Competitive Service and
Prescribing Leave Benefits for the Positions
• 1989-90 Position Allocation Plan
• Resolution Amending the Classification Plan
• Resolution Establishing a Salary Plan for Full-Time Employees
Establishment of Management Positions Exempt From Competitive Service and
Prescribing Leave Benefits
The Personnel Ordinance exempts certain positions from the competitive service. A
separate resolution identifies these positions and describes leave benefits
provided to the exempt positions.
Staff has prepared a resolution which rescinds Resolution No. 126-88. The proposed
Resolution designates the City Clerk position among the management positions.
Included in the annual budget is a Position Allocation Plan. The appointment of
the City Clerk would require that the 1989-90 Position Allocation Plan be modified
to add the position of City Clerk and delete the position of Secretary to City
Manager/Deputy City Clerk.
Classification Plan
In accordance with the City's Personnel System Rules, each position must include a
title and class specifications specifying essential characteristics, knowledge,
skills, abilities and requirements of the position. A resolution adding the Class
Specification (Job Description) for the position of City Clerk to the City's
Classification Plan is also proposed for Council consideration.
O
Salary Plan for Full-Time Employees
Included in the City's Personnel System are salary plans for full and part-time
positions. The salary plans indicate the minimum and maximum salaries for each
position.
Based on a comprehensive survey of other agencies, staff has developed a salary
range for the position of City Clerk. The proposed salary range for full-time
employees includes a recommended salary range for the position of City Clerk.
Conclusion
Staff recommends that the City Council review the proposed modifications, adopt the
necessary resolutions and the revised 1989-90 Position Allocation Plan, and approve
a budget transfer from the City's Contingent Reserve.
RESOLUTION NO. - 90
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
RESCINDING RESOLUTION NO. 126-88 AND ESTABLISHING
MANAGEMENT POSITIONS EXEMPT FROM COMPETITIVE SERVICE AND
PRESCRIBING LEAVE BENEFITS FOR THE POSITIONS
WHEREAS, the City Council has adopted a Personnel Ordinance; and
WHEREAS, Section 4 (e) of the Ordinance exempts Department Heads and
other Management Positions from the Competitive Service; and
WHEREAS, the exemption from competitive service also exempts these
employees from the personnel rules, including the description of leave
benefits; and
WHEREAS, the City Council has adopted Resolution No. 126-88 which
established management positions and prescribed leave benefits for those
positions; and
WHEREAS, due to the addition of a management position, it is
appropriate to rescind Resolution No. 126-88 and establish a new policy.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Dublin, in accordance with the Ordinance Establishing a Personnel System,
designates the positions identified below as exempt from competitive
service and will serve at the pleasure of the City Manager, except as noted
in Section 4 (e) of the Personnel Ordinance.
A. The Department Head and Management Employees shall include:
1. Administrative Services/Finance Director
2 . Assistant City Manager
3 . Assistant to the City Manager
4 . City Clerk
5. Planning Director
6. Public Works Director/City Engineer
7. Recreation Director
B. The following leave benefits shall be provided to employees
identified above:
Section 1. "Purpose" :
A. General Leave: A general leave plan shall be established for all
employees in lieu of traditional vacation leave, sick leave,
bereavement leave, etc. General leave may be used for any leave
purpose, however, its use shall be governed by the following sections.
B. Sick Leave: Sick leave shall not be considered as a right which
may be used at an employee's discretion, but shall be allowed only in
case of necessity and actual personal sickness or disability, in
accordance with these rules.
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Section 2 . "General Leave Categories" : There shall be two categories of
general leave as outlined below:
A. Scheduled Leave: Any leave which one can reasonably forecast or
anticipate, i.e. , vacation leave, scheduled medical/dental
appointments, extended weekends, personal leave, etc.
B. Unscheduled Leave: Any leave that is genuinely of an
unanticipated nature, i.e. , sick leave, bereavement leave, etc.
Section 3. "Use of General Leave" : Scheduled Leave requires the approval
of the employee's Department Head and City Manager prior to the absence. A
request for scheduled leave should be submitted on a form designated by the
City Manager. The employee shall be given due regard in selecting a
convenient period to take scheduled leave, provided it is not in direct
conflict with the best interest of the City. Every effort should be made
to submit requests two weeks prior to the requested leave.
The use of unscheduled leave shall be reported on a form and in a manner
designated by the City Manager. Inappropriate or excessive use of
unscheduled leave may be grounds for disciplinary action.
Section 4. "General Leave Accrual" : The amount of general leave accrued
shall be as denoted below:
A. Management Employees: Management employees shall accrue general
leave for each biweekly period of service, based on the years of
service with the City. If an employee begins their service on any
date other than the first working day of a biweekly pay period, the
amount of general leave earned in that period shall be proportionate
to the number of days worked. The accrual of leave shall begin on the
first day of service. However, use of leave shall not begin until
after 1 month of service, except as noted in Section 10. The accrual
shall be in accordance with the following schedule:
Length of Service Leave Accrued Each
Bi-Weekly Period
Beginning with the first month of service
through the fifth year (60th month) 6. 77 hours
Following the fifth year through the tenth year
(61st month - 120th month) 7. 69 hours
Following the tenth year (121st month) 8. 31 hours
Section 5. "General Leave Maximum Accrual" : No employee shall accrue more
than 360 hours of general leave. When an employee's unused leave balance
reaches this limit, such employees shall no longer accrue general leave
until the balance falls below the maximum accrual limit.
Section 6. "Sick Leave Accrual" : When an employee has reached the maximum
accrual stated in Section 5 above, the employee shall accrue Sick Leave at
the rate provided for General Leave in Section 4. Sick Leave shall only be
earned for such time as the employee is ineligible to accrue General Leave
due to the maximum accrual limit.
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Section 7. "Sick Leave Maximum Accrual": No employee shall accrue more
than 360 hours of sick leave. When an employee's unused sick leave balance
reaches this limit, the employee shall no longer be eligible to earn sick
leave.
Section 8. "Use of Sick Leave Hours" : Use of sick leave hours shall not
be considered as a right which may be used at an employee's discretion, but
shall be allowed only in case of necessity. An employee shall only be
eligible to use the sick leave hours when the employee has exhausted all
General Leave accrued.
Sick leave hours may be used for:
A. An employee's illness or injury. (Leave for more than 5 days will
require a doctor's certificate indicating that the employee was ill
and has been treated. The doctor shall also specify whether the
employee can return to work with or without restrictions.)
B. An employee' s dental, eye or other physical or medical examination
or treatment by a licensed practitioner.
C. For family medical purposes when a member of the employee's
immediate family is involved. This shall include illness, accident,
medical appointments, or other related occurrences.
Section 9. "Sick Leave Reporting": Employees who use sick leave hours
will be required to file a personal declaration with the City Manager
stating the cause of absence. Said declaration shall be on a form
developed and implemented by the City Manager.
Section 10. "General Leave Advance" : If, during the first three months of
employment, an employee exhausts all leave accrued, the City Manager may
advance an employee up to forty (40) hours of general leave. An advance
shall only be provided when it is in the best interest of the City and the
following conditions are met:
A. The request is in writing, stating the reason for the advance;
B. The employee states the date of anticipated return.
Any leave which is advanced will be deducted from future accruals. If an
employee terminates employment prior to repayment of the advanced leave,
the cost shall be deducted from the final paycheck.
Section 11. "Compensation for General Leave at Termination" : Any employee
separating from the City service who has accrued general leave shall be
entitled to terminal pay in lieu of such general leave. When separation is
caused by death of any employee, payment shall be made to the spouse or the
estate of such employee, or in applicable cases, as provided by the Probate
Code of the State. Terminal pay will be paid at the employee's current
hourly rate at time of termination, for any unused general leave.
Section 12. "No Compensation for Sick Leave at Termination" : Any employee
separating from the City service who has unused sick leave hours will not
be compensated for any such sick leave hours remaining at the time of
termination.
Section 13. "Military Leave" : Military Leave shall be granted in
accordance with the provisions of State Law. All employees entitled to
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military leave under this section shall give the appointing power an
opportunity within the limits of military regulations to determine when
such leave shall be taken.
Section 14. "Jury Duty" : Every full-time employee eligible for leave
benefits who is called or required to serve as a trial juror upon
notification and proper verification submitted to his/her Department Head,
shall be entitled to be absent from his/her duties with the City during the
period of such service or while necessarily being present in court as a
result of such call. The employee shall be required to reimburse the City
for any pay received for jury duty, in exchange for receiving regular
salary from the City. Any amount which is paid to the employee as travel
reimbursement while on jury duty shall be retained by the employee.
Section 15. "Leave of Absence Without Pay" : The City Manager, in his/her
unrestricted discretion, may grant a regular or probationary employee a
leave of absence, without pay, benefits or seniority. Any leave of absence
which is approved shall not exceed 90 days. An extension of any leave of
absence beyond 90 days may be granted upon approval of the City Council
when it is in the best interest of the City. In cases where a leave of
absence without pay is requested by a female employee on account of
pregnancy, up to four months leave without pay may be granted, in
accordance with applicable laws.
A leave of absence requires that the employee make a written request
setting forth the reason for the request and the date the employee expects
to return to work. The approval of any leave of absence shall also be in
writing. Upon expiration of regularly approved leave, or within a
reasonable period of time after notice to return to duty, the employee
shall be reinstated in the position held at the time leave was granted.
The employee shall reimburse the City for the cost of any City-provided
insurance policies which cover the employee and/or dependents during the
course of the leave. Failure on the part of an employee on leave to return
to duty promptly at its expiration, or within a reasonable time after
notice, shall be deemed to be discharged. The depositing in the United
States mail of a first class letter, postage paid, addressed to the
employee's last known place of address, shall be reasonable notice.
BE IT FURTHER RESOLVED that Resolution No. 126-88 is hereby rescinded.
PASSED, APPROVED AND ADOPTED this 12th day of March, 1990.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
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196- -90 POSITION ALLOCATION PL...i
Proposed Amendment March 12, 1990
PROPOSED
1988-89 PROPOSED 1988-89 1989-90
ALLOCATED 1989-90 ALLOCATED CHANGE TO TOTAL
CITY ADD'L CITY CONTRACT CONTRACT 1989-90
DEPARTMENT CLASSIFICATION POSITIONS POSITIONS POSITIONS POSITIONS ALLOCATION
City Manager City Mgr/City Clerk 1 1
Assistant City Mgr 1 1
City Clerk 1 1
Secretary to City Mgr/
Deputy City Clerk 1 (1) 0
Clerk Typist/Receptionist 1 1
Administrative Assistant 1 1
Clerk Typist/Receptionist
(Half-Time) * _ 1 1
Sub-Total 5 1 6
Legal Services City Attorney 1 1
(Meyers, Nave, Assistant City Attorney 1 1
Riback & West) Sub-Total 2 2
Administrative Admin Svcs/Finance Dr 1 1
Services Finance Technician 1 1
Account Clerk (Part-Time) 1 1
Sub-Total 3 3
Police Services Lieutenant 1 1
(Alameda County Patrol Sergeant 5 5
Sheriff's Dept) Detective Sergeant 4 4
Patrol Officer 13 2 15
Traffic Officer 2 2
Specialist Clerk 2 2
Data Input Clerk 1 1
Crime Prevention Asst 1 1
(Part-Time)
Sub-Total 1 28 2 31
Public Works/ Public Works Dr/City
Administration Engineer 1 1
Secretary 1 1
Clerk Typist/Receptionist
(Half-Time) * 1 1
Maintenance Supervisor
(MCE)
Sub-Total 2 1 1 4
Public Works Foreman/Crew Leader 1 1
(MCE Corp) Laborer/Maintenance
Worker 5 2 7
Sub-Total 6 2 8
Park Maintenance Foreman/Crew Leader 1 1
(MCE Corp) Laborer/Maintenance
Worker 4 1 5
Sub-Total 5 1 6
EXHIBIT B
PROPOSED
1988-89 PROPOSED 1988-89 1989-90
ALLOCATED 1989-90 ALLOCATED CHANGE TO TOTAL
CITY ADD'L CITY CONTRACT CONTRACT 1989-90
DEPARTMENT CLASSIFICATION POSITIONS POSITIONS POSITIONS POSITIONS ALLOCATION
Recreation Recreation Director 1 1
Recreation Supervisor 1 1
Recreation Coordinator/
3/4 Time-Senior
Citizen Program 1 1
Recreation Coordinator/
2/3 Time - Sports Pgm 1 1
Secretary 1 1
Clerk Typist/Receptionist 1 1
Recreation Coordinator _ 1 1
Sub-Total 6 1 7
Planning Planning Director 1 1
Senior Planner 2 2
Associate Planner 1 1 2
Secretary 1 1
Clerk Typist/Recptnst 1 1 2
Zoning Investigator 1 (1) 0
Contract Planner 1 1
Contract Planner (Part-
Time) 1 (1) 0
Assistant Planner/Zoning
Investigator _ 1 _ 1
Sub-Total 6 3 3 (2) 10
Building & Safety Chief Building Official 1 1
(Taugher & Building Inspector 2 2
Associates) Secretary 1 _ 1
Sub-Total 1 3 4
Engineering Public Works Inspector 1 1 2
(Santina & Assistant City Engineer _ 1 1
Thompson, Inc.) Sub-Total 1 2 3
TOTAL 25 5 50 3 83
ACTUAL 1988-89 RECOMMENDED 1989-90 ACTUAL 1988-89 RECOMMENDED 1989-90
C_I_T_Y__POS_I_TION_S CITY POSITIONS CONTRACT POSITIONS CONTRACT POSITIONS
25 30 50 53
NOTE: With the exception of Legal Services, all of the designated personnel perform duties
directly from City facilities. This listing does not account for the temporary part-time
Recreation Staff which varies between 30-35 additional employees.
Santina & Thompson (Engineering) , MCE Corporation (Public Works) , and Police Services have
additional employees who perform work under contract to the City of Dublin at off-site
locations.
The City of Dublin provides personnel, labor relations, workers' compensation, and
administrative support for the Dougherty Regional Fire Authority. The Authority has 53
employees who are not included above since this represents a separate entity.
'� One position will be shared between the City Manager's Office and Public Works Department.
RESOLUTION NO. - 90
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
****************
AMENDING THE CLASSIFICATION PLAN
WHEREAS, in accordance with the Personnel System Rules, the
City Council adopted Resolution No. 30-84, and subsequent
amendments which comprise the Classification Plan; and
WHEREAS, resulting from the creation of the new City Clerk
position, an additional job classification is needed; and
WHEREAS, the adoption of a job description is required for
all authorized positions.
NOW, THEREFORE, BE IT RESOLVED that Resolution No. 30-84 and
subsequent amendments shall be further amended t include a new
classification and job description for the position of City Clerk
as set forth in Attachment A.
BE IT FURTHER RESOLVED that this document shall become a
part of the official classification plan for the City of Dublin.
PASSED, APPROVED AND ADOPTED this 12th day of March, 1990.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
1)dit 1 61,
CITY OF D U B L ?
CITY CLERK
DEFINITION
The City Clerk is responsible for planning, organizing and directing the activities
of the City Clerk's Office. Responsibilities include maintaining official City
records, conducting City elections and providing information and service to the
public.
EXAMPLES OF DUTIES
- Prepares Council agenda and maintains true and accurate records of all proceedings
of meetings of the City Council.
- Follows through and gives attention to items acted upon by the City Council such
as acknowledging communications, publishing, posting and mailing notices and
recording documents.
- Prepares official minutes of all meetings of the City Council.
- Notifies interested parties of official Council actions and provides information
to the general public.
- Notarizes official City documents.
- Prepares and maintains indexes of City documents including minutes, contracts,
agreements, resolutions, ordinances, etc.
- Maintains custody of City records, documents and City Seal.
- Administers Records Management Program.
- Administers oaths of office.
- Schedules public hearings before the City Council.
- Serves as Elections Official for the conduct of all City elections.
- Acts as Filing Officer and administers requirements of campaign and financial
disclosure legislation.
- Receives and publicly opens bids for City contracts.
- Maintains City's Municipal Code.
- Receives applications for membership on committees, boards and commissions.
- Provides research and reference services to the public and City staff.
- Oversees receipt and distribution of mail directed to the City Council.
- Supervises the secretarial support functions for the City Manager's Office and
performs confidential secretarial work for the City Manager as required.
- Coordinates City Clerk activities with other City departments and with outside
agencies.
- Maintains the City's Law Library.
QUALIFICATIONS
Experience
A minimum of five years of performing progressively responsible administrative,
secretarial and/or office management work. Experience must include staff
supervision and at least two years in a paid public administration position.
Education
High school diploma or equivalent supplemented by college level courses in business
office practices. Certification as a Municipal Clerk by the International
Institute of Municipal Clerks is desirable.
Knowledge and Abilities
- Knowledge of Municipal organization and functions
- Knowledge of record keeping and records management, particularly as it relates
to municipalities
- Knowledge of election laws and procedures
- Knowledge of reporting requirements of the Political Reform Act of 1979 as
amended
- Knowledge of modern office practices, procedures and equipment including
computer application and use
- Ability to interpret and apply laws and regulations affecting the City Clerk's
functions
- Ability to provide information to the public, city staff, city Commissions and
City Council
- Ability to communicate clearly and concisely, orally and in writing
- Ability to supervise, train and. evaluate assigned staff
License
Requires a valid California Class III driver's license to be secured prior' to
employment and maintained current as a condition of continued City employment.
RESOLUTION NO. - 90
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
ESTABLISHING A SALARY PLAN FOR FULL-TIME PERSONNEL
IN ACCORDANCE WITH THE PERSONNEL RULES
WHEREAS, the City Council has adopted a Salary & Benefit Plan pursuant
to the Personnel System Rules; and
WHEREAS, the City Council has adopted Resolution No. 112-89 which
establishes a Salary Plan for full-time personnel in accordance with the
Personnel Rules; and
WHEREAS, due to the addition of a Management Position, it is
appropriate to rescind Resolution No. 112-89 and establish a new Salary
Plan.
NOW, THEREFORE, BE IT RESOLVED that the following salary provisions
shall be established in accordance with the City of Dublin Personnel System
Rules.
BE IT FURTHER RESOLVED that any previous enacted salary provisions
shall be superseded by this Resolution.
ARTICLE I: SALARY PROVISIONS
SECTION A: REGULAR EMPLOYEES EXEMPT FROM FAIR LABOR STANDARDS ACT
(FLSA) OVERTIME PROVISIONS
Employees covered under this Section shall be paid a monthly salary within
the following ranges with the exclusion of any Performance Pay Adjustment
granted in accordance with the Personnel Rules. In the event of a part-
time appointment, the employee shall be compensated on an hourly basis.
Monthly Monthly Hourly Hourly
Minimum Maximum Minimum Maximum
Administrative Assistant to the $2 ,786 $3, 483 $16. 07 $20. 09
the City Manager
Administrative Services/Finance $4, 178 $5, 222 $24 . 10 $30. 13
Director
Assistant City Manager $4, 630 $5, 787 $26.71 $33 .39
Assistant to the City Manager $3 ,414 $4, 267 $19 .70 $24 . 62
Associate Planner $2 ,952 $3, 690 $17 . 03 $21. 29
City Clerk $3, 067 $3 , 834 $17. 69 $22 . 12
Planning Director $4,257 $5, 321 $24 .56 $30.70
Public Works Director/City $4,800 $6, 000 $27 .70 $34 . 62
Engineer
Recreation Director $3, 693 $4, 616 $21. 31 $26. 63
Recreation Supervisor $2,473 $3, 092 $14 .27 $17.84
Secretary to the City Manager/ $2, 662 $3 , 328 $15. 36 $19.20
Deputy City Clerk
Senior Planner $3, 418 $4,273 $19.72 $24 . 65
01Xftt"*'6if '101D *
SECTION B: REGULAR EMPLOYEES COVERED BY OVERTIME PROVISIONS OF FLSA.
Employees covered under this Section shall be paid hourly wages within the
following ranges with the exclusion of any Performance Pay Adjustment
granted in accordance with the Personnel Rules. The monthly salaries are
shown for informational purposes only.
Monthly Monthly Hourly Hourly
Minimum Maximum Minimum Maximum
Assistant Planner $2,535 $3 , 168 $14. 63 $18.28
Clerk Typist/Receptionist $1, 734 $2, 168 $10. 00 $12 . 51
Finance Technician $2, 104 $2, 630 $12 . 14 $15. 17
Public Works Inspector $2, 667 $3, 334 $15. 39 $19. 23
Recreation Coordinator $2, 219 $2, 774 $12 .80 $16. 00
Secretary $2, 104 $2, 630 $12 . 14 $15. 17
PASSED, APPROVED AND ADOPTED this 12th day of March, 1990.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk