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HomeMy WebLinkAboutItem 4.8 - 2178 Revisions to the Personnel System Page 1 of 2 STAFF REPORT CITY COUNCIL DATE: September 18, 2018 TO: Honorable Mayor and City Councilmembers FROM: Christopher L. Foss, City Manager SUBJECT: Revision to the Personnel System creating a Public Works Maintenance Superintendent Classification. Prepared by: Angelica Smith, Management Analyst II -HR EXECUTIVE SUMMARY: The City Council will consider proposed changes to the City’s current Personnel System. The proposed adjustments are based on the need to revise the City’s Classification Plan, Salary Plan, Benefit Plan, and Management Leave and Benefit Plans. STAFF RECOMMENDATION: Adopt the Resolution Amending the Classification Plan; adopt the Resolution Amending the Salary Plan for Management Positions Exempt from Competitive Service ; adopt the Resolution Amending the Benefit Plan; and adopt the Resolution Amending the Management Positions Exempt from Competitive Service Resolution and Prescribing Leave Benefits for the Designated Positions. FINANCIAL IMPACT: The proposed changes to the Personnel System, if approved by the City Council, will not require a budget adjustment. Sufficient funding is available in the Fiscal Year 2018 - 19 position allocation plan and budget for the proposed revisions. DESCRIPTION: Included in the City’s Personnel System are Resolutions that address the Classification, Salary, and Benefit plans for full-time personnel. Attachment 1 is a proposed amendment to include the new Public Works Maintenance Superintendent position in the Classification Plan. This new classification shall be responsible for the overall management of the Public Works maintenance division. Attachment 2 establishes the monthly compensation for the Public Works Maintenance Superintendent under the Salary Plan for Management Positions Exempt from Competitive Service. The recommended monthly salary range for the classification is based on comparable positions in similar agencies and benched with City classifications of related job scope and requirements to establish pay equity within the City’s Salary Plan. Attachment 3 Page 2 of 2 amends the Benefit Plan, allowing the Public Works Maintenance Superintendent position to be eligible for the City’s car allowance of $190.00 per month. Finally, Attachment 4 prescribes specific leave benefits and designat es the Public Works Maintenance Superintendent position as management and exempt from the City’s competitive service system. NOTICING REQUIREMENTS/PUBLIC OUTREACH: Noticing not required. ATTACHMENTS: 1. Resolution Amending the Classification Plan 2. Exhibit A to the Resolution - Public Works Maintenance Superintendent Job Description 3. Resolution Amending the Salary Plan for Management Positions Exempt from Competitive Service 4. Resolution Amending the Benefit Plan 5. Resolution Amending the Management Positions Exempt from Competitive Service Resolution and Prescribing Leave Benefits for the Designated Positions ATTACHMENT 1 RESOLUTION NO. XX – 18 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 and revise job descriptions in the Classification Plan to reflect current responsibilities and laws. NOW, THEREFORE, BE IT RESOLVED that Resolution No. 30-84 and subsequent Resolutions shall be amended to add the following position: Public Works Maintenance Superintendent (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 September 18, 2018. PASSED, APPROVED AND ADOPTED this 18th day of September, 2018, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ________________________________________ Mayor ATTEST: _______________________________________ City Clerk Exhibit A Date Adopted: September 18, 2018 Date Revised: ____________ Title: Public Works Maintenance Superintendent FLSA: At-Will/Exempt/Management 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 roadways, drainages, public buildings, parks, and partnership areas in DSRSD and Parks RFTA jurisdiction. 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 invol ved within assigned program areas. Distinguishing Characteristics: The Public Works Maintenance Superintendent 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 by its responsibility to manage and oversee all maintenance and repair work performed by the Public Works Maintenance Division. Supervision Received/Exercised Receives direction from the Public Works Director or Assistant Public Works Director/City Engineer. Exercises supervision over assigned City and contract employees. Exhibit A 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, assessment districts, and public-public partner maintenance areas. Plans and manages the completion of maintenance 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. Manages the preventive maintenance programs for City facilities and infrastructure and develops new programs as necessary. Develops and implements procedures and policies for the City's maintenance and repair operations to ensure that services are provided in a timely and efficient manner. Periodically conducts inspections of City facilities and infrastructure to ensure City assets are properly maintained and repaired; evaluates damages, identifies deficiencies, and issues work orders to correct these conditions. Confers with and keeps the Public Works Director apprised of maintenance, repair and construction plans, programs and activities. 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. Exhibit A Represents the Department to outside agencies and organizations; participate in outside community and professional groups and committees; provide technical assistance as necessary. Establishes positive working relationships with representatives of community organizations, State/local agencies and associations, City management, City staff and the public. Serves as the lead Occupational Safety & Health Administration (OSHA) administrator for Public Works. Responsibilities shall include record keeping, inspections, and documenting necessary improvements, and completing modifications to ensure that City facilities, equipment, and tools are safe and in compliance with all OSHA regulations. The Superintendent shall remain current on OSHA regulations and implement new standards as required. Performs other related duties as required. Minimum Qualifications: Knowledge of: Principles, practices, methods and materials for municipal maintenance programs, assessment district management, assets management, preventative maintained programs, contract management and capital infrastructure projects. Methods and techniques of coordinating facilities maintenance including preventative maintenance practices. Supervisory principles and methods, including goal setting, budget preparation and administration. Principles and practices of budget development, implementation and analysis. Applicable Federal, State and local laws, rules and regulations to assigned programs. Customer service techniques. Principles and practices of supervision, leadership, motivation, team building and conflict resolution. Modern office procedures and computer equipment. Principles and practices of organizational analysis and management. Principles and practices of contract management. Ability To: Analyze administrative, operational and organizational problems, evaluate alternative and reach sound conclusions. Plan, organize, assign, direct, review and evaluate maintenance contracts, programs and activities. Consult effectively with management and staff. Exhibit A Administer large program budgets including the preparation of complex financial reports and analyses. Negotiate and administer contracts including program budgets. 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. 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 off ice 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 50 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. Exhibit A 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. 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 the completion of the twelfth grade supplemented by specialized training in municipal maintenance, public works, business administration, public administration, horticulture, arboriculture, or a related field. Possession of an Associate Degree in supervision and/or management, construction management, or a related field is highly desirable. Possession of a Bachelor’s degree from an accredited four-year college or university in public administration or related field is desirable. Experience: Five years of progressively responsible experience in public works maintenance or related field, and at least two years supervisory experience which includes responsibility for project/service planning, development and oversight, contract negotiations, and budget preparation. A Master’s degree in civil engineering, public/business administration or related field may be substituted for one year of experience. Licenses; Certificates; Special Requirements: Possession of a valid California Class C drivers’ license and Certificate of Automobile Insurance for Personal Liability. Possession of OSHA – Safety & Health, ISA – Certified Arborist, Certified Arborist Municipal Specialist certifications are desirable. ATTACHMENT 2 RESOLUTION NO. XXX – 18 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * AMENDING THE SALARY PLAN FOR MANAGEMENT POSITIONS EXEMPT FROM COMPETITIVE SERVICE WHEREAS, in accordance with the City’s Personnel System Rules, the City Council adopted Resolution No. 58-18 and subsequent Resolutions which establish a Salary Plan management positions exempt from competitive service in accordance with the City’s Personnel System Rules. NOW, THEREFORE, BE IT RESOLVED that the position of Public Works Maintenance Superintendent shall be added and covered under Article I, Section A of the Salary Plan for Management Positions Exempt from Competitive Service; and BE IT FURTHER RESOLVED that the Public Works Maintenance Superintendent shall be paid a monthly salary within the following salary range with the exclusion of any Performance Pay Adjustment granted in accordance with the adopted Personnel Rules: Public Works Maintenance Superintendent $ 10,485 – $13,108 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 September 18, 2018 PASSED, APPROVED AND ADOPTED this 18th day of September, 2018, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ________________________________________ Mayor ATTEST: _______________________________________ City Clerk ATTACHMENT 3 RESOLUTION NO. XXX - 18 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * AMENDING THE BENEFIT PLAN 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 accordance with the City’s Personnel Ordinance, the City Council adopted Resolution No. 109-15 and subsequent Resolutions which establishes Management Positions and defines benefits for those positions; and WHEREAS, it is necessary to periodically update the Benefit Plan to reflect new benefit updates. NOW, THEREFORE, BE IT RESOLVED that the positions of Public Works Maintenance Superintendent shall be added to the list of Management Positions eligible for a monthly car allowance as provided in Resolution 109-15: Section 15. Car Allowance and Mileage Reimbursement: The following positions shall be eligible to receive the designated monthly allowance. The receipt 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 Positions Receiving Monthly Allowance Eligible Positions Monthly Allowance Public Works Maintenance Superintendent $190 BE IT FURTHER RESOLVED that the changes contained herein shall be effective September 18, 2018. PASSED, APPROVED AND ADOPTED this 18th day of September, 2018, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ________________________________________ Mayor ATTEST: ______________________________________ City Clerk ATTACHMENT 4 RESOLUTION NO. XXX – 18 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * 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 accordance 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 positions of Public Works Maintenance Superintendent shall be added to the list of Management Positions under the City’s Personnel Ordinance and shall be granted benefits in accordance with City Resolution 202-08: Public Works Maintenance Superintendent BE IT FURTHER RESOLVED that the changes contained herein shall be effective September 18, 2018. PASSED, APPROVED AND ADOPTED this 18th day of September, 2018, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ________________________________________ Mayor ATTEST: ______________________________________ City Clerk