HomeMy WebLinkAbout4.9 Revisions to the Personnel System Rules and Fiscal Year 2021-22 Position Allocation PlanSTAFF REPORT
CITY COUNCIL
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Agenda Item 4.9
DATE:September 21, 2021
TO:Honorable Mayor and City Councilmembers
FROM:Linda Smith, City Manager
SUBJECT:Revisions to the Personnel System Rules and Fiscal Year 2021-22 Position Allocation PlanPrepared by:Angelica Smith, Human Resources Manager
EXECUTIVE SUMMARY: The City Council will consider revisions to the City’s current Personnel System Rules and the Position Allocation Plan to account for health contribution rates for 2022 as well as organizational modifications including those approved in the adopted American Rescue Plan Act Budget.
RECOMMENDATION: Adopt the following: 1) Resolution Amending the Benefit Plan; 2) Resolution Amending the Classification Plan; 3) Resolution Amending the Salary Plan for Management Positions Exempt from Competitive Service; and 4) Resolution Amending the City of Dublin Position Allocation Plan for Fiscal Year 2021-22; and approve the Budget Change.
FINANCIAL IMPACT: Implementation of the changes described in this Staff Report requires City Council approval of a budget adjustment of $196,908 for the addition of an Associate Planner. There is sufficient funding in the General Fund Undesignated Reserve for this purpose. There is no budgetary impact from the other proposed changes.
DESCRIPTION: This Staff Report addresses proposed changes to various documents that are part of the City’s Personnel System Rules, and to the City’s Position Allocation Plan, to reflect new health rates, proposed organizational and staffing changes, and new positions approved with the American Rescue Plan Act Budget (ARPA). The following section describes the changes being proposed and identifies the City documents being updated to reflect the changes.Change: Incorporation of new health plan ratesDocument being revised: Benefit Plan
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During the most recent Employee Process (2019) the City and employees agreed to health contribution adjustments based on the annual 50/50 split of the increase to the Kaiser Family premiums not to exceed $100.00 starting with the 2021 calendar year. The 50/50 cost split agreement continues for three fiscal years (through Fiscal Year 2022-23). Attachment 1 is a proposed amendment to the Benefit Plan establishing the City’s maximum medical contribution of $1,956.00 per month effective January 1, 2022 (an increase of $56.00 per month from 2021). Sufficient funds have been included in the Adopted Budget for Fiscal Year 2021-22 to cover City-paid health and welfare benefits.Change: Proposed classification revisions and organizational/staffing changesDocuments being revised: Classification Plan; Salary Plan for Management Positions Exempt from Competitive Service; Position Allocation PlanDelete Economic Development Director/Public Information Officer (EDD/PIO) and adjust Salary Plan for Economic Development Director (EDD) (Attachments 2 and 3)The City currently has both an EDD/PIO and an EDD position in the Classification and Salary Plans. As the EDD/PIO classification is no longer in use (the City has a Communications Manager who is responsible for the public information function), Staff proposes deleting it from the Classification and Salary Plans. In addition, to establish pay equity within the Salary Plan, Staff proposes adjusting the current/active Economic Development Director position salary to benchmark it to other department head positions in the City. These changes do not have a budgetary impact. Convert Limited Term Positions to Permanent and Add Position to Support Ongoing Operational Needs (Attachment 4)Due to continued needs and efforts to support City-wide projects, Staff proposes that three positions be converted to permanent positions by eliminating their Limited-Term designations in the Position Allocation Plan: a Special Projects Manager in the City Manager’s Office, a Permit Technician in the Community Development Department, and an Assistant Civil Engineer in Public Works. These changes do not have a budgetary impact.In addition, Staff proposes adding one Associate Planner in the Community Development Department to assist with long-term key initiatives. This change increases the salary and benefits budget by $196,908, which can be funded by the General Fund Undesignated Reserve as shown in the Budget Change (Attachment 6).Change:Incorporation of ARPA-funded Limited Term positionsDocument being Revised:Position Allocation PlanOn June 7, 2021, the City Council adopted the revised ARPA Budget for Fiscal Year 2021-22, which allows for two additional limited-term positions (Special Projects Manager and Management Analyst II) in the City Manager’s Office to assist in the implementation of ARPA-funded programs.
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The ARPA Budget also includes funding for a newly created unit in Police Services to provide mental health and behavioral services for the community, staffed with two contract Clinicians and one contract Clinician Supervisor. As funding was included in the ARPA Budget, there is no budgetary impact resulting from adding these positions to the City’s Position Allocation Plan (Attachment 4).
STRATEGIC PLAN INITIATIVE:None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH: The City Council Agenda was posted.
ATTACHMENTS:1) Attachment 1 – Resolution Amending the Benefit Plan2) Attachment 2 – Resolution Amending the Classification Plan3) Attachment 3 – Resolution Amending the Salary Plan for Management Positions Exempt from Competitive Service4) Attachment 4 – Resolution Amending the Position Allocation Plan for Fiscal Year 2021-225) Exhibit A to the Resolution – Position Allocation Plan for Fiscal Year 2021-226) Budget Change
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Attachment 1
Reso. No. XX-21, Item X.X, Adopted XX/XX/21 Page 1 of 1
RESOLUTION NO. XX – 21
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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 does
hereby amend Resolution 61-20 and subsequent amendments to include the following:
Section 7. Flexible Spending Account: The City shall make available a flexible benefit program
(tax deferred employee contribution) that can be applied to specific expenses, e.g., health
premiums, and medical, dental, and vision expenses not covered by the insurance plan. The
City’s plan is subject to the requirement and availability of Internal Revenue Code Section 125,
allowing employees to use pre-tax compensation for PEMHCA medical premiums, eligible
dependent care expenses, eligible uninsured medical expenses, or a combination thereof. All
costs associated with the enrollment and administration of an eligible employee’s account shall
be paid by the City.
e. Beginning with the January 1, 2022 premium, eligible employees shall receive up to
$1,956 per month toward the premium cost for CalPERS health insurance based on the
employee’s annual plan election less the amount of any contribution provided by the City
directly to CalPERS under government Code Section 22892.
PASSED, APPROVED AND ADOPTED this 21st day of September, 2021, by the
following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Mayor
ATTEST:
_________________________________
City Clerk
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Attachment 2
Reso. No. XX-21, Item X.X, Adopted XX/XX/21 Page 1 of 1
RESOLUTION NO. XX – 21
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 amend job descriptions to the Classification
Plan.
NOW, THEREFORE, BE IT RESOLVED that Resolution No. 30-84 and subsequent
Resolutions shall be amended to delete the following position:
Economic Development Director/Public Information Officer
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 21, 2021.
PASSED, APPROVED AND ADOPTED this 21st day of September, 2021, by the
following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Mayor
ATTEST:
_________________________________
City Clerk
111
Attachment 3
Reso. No. XX-21, Item X.X, Adopted XX/XX/21 Page 1 of 1
RESOLUTION NO. XX – 21
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
RESOLUTION 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. 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 Economic Development
Director/Public Information Officer shall be deleted under Article I, Section A of the Salary Plan
for Management Positions Exempt from Competitive Service; and
BE IT FURTHER RESOLVED that the Economic Development Director shall be
amended and 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:
Economic Development Director $14,171 - $17,714
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 21, 2021.
PASSED, APPROVED AND ADOPTED this 21
st day of September, 2021, by the
following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Mayor
ATTEST:
_________________________________
City Clerk
112
Attachment 4
Reso. No. XX-21, Item X.X, Adopted XX/XX/21 Page 1 of 2
RESOLUTION NO. XX – 21
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AMENDING THE CITY OF DUBLIN POSITION ALLOCATION PLAN
FOR FISCAL YEAR 2021-22
WHEREAS, at the Budget Hearing on June 1, 2021, the City Council adopted the
position allocation plan for Fiscal Year 2021-22; and
WHEREAS, it is necessary to periodically amend and update the Position Allocation
Plan; and
WHEREAS, an updated Position Allocation Plan for Fiscal Year 2021-22 (Exhibit A) is
attached reflecting the following changes:
DEPARTMENT CHANGE
City Manager’s Office
Management Analyst II (Limited Term)1.00 (add)
Special Projects Manager (Limited Term)1.00 (add)
Special Projects Manager Remove Limited Term designation
Community Development
Associate Planner 1.00 (add)
Permit Technician Remove Limited Term designation
Public Works
Assistant Civil Engineer Remove Limited Term designation
Police (Contract Services)
Clinician 2.00 (add)
Clinician Supervisor 1.00 (add)
NOW, BE IT FURTHER RESOLVED that the City Council approved the updated Position
Allocation Plan for Fiscal Year 2021-22 attached as Exhibit A.
PASSED, APPROVED AND ADOPTED this 21
st day of September, 2021, by the
following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
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Attachment 4
Reso. No. XX-21, Item X.X, Adopted XX/XX/21 Page 2 of 2
______________________________
Mayor
ATTEST:
_________________________________
City Clerk
114
POSITION ALLOCATION PLAN
SUMMARY BY DEPARTMENT
Department
Actual
2020-21
Adopted
2021-22
Amended
2021-22
Adopted vs
Amended
City Manager Office
City Positions 18.00 19.00 21.00 2.00
Total 18.00 19.00 21.00 2.00
City Clerk
City Positions 3.50 3.50 3.50
Total 3.50 3.50 3.50
Administrative Services
City Positions 8.90 8.90 8.90
Total 8.90 8.90 8.90
Non-Departmental
City Positions 1.00 1.00 1.00
Total 1.00 1.00 1.00
Community Development
City Positions 18.00 18.00 19.00 1.00
Contract Positions 7.67 7.40 7.40
Total 25.67 25.40 26.40 1.00
Fire Department
City Positions 1.00 1.00 1.00
Contract Positions 38.56 38.56 38.56
Total 39.56 39.56 39.56
Police Department
City Positions 4.00 4.00 4.00
Contract Positions 63.00 64.00 66.00 3.00
Total 67.00 68.00 70.00 3.00
Parks & Community Services
City Positions 21.60 22.60 22.60
Total 21.60 22.60 22.60
Public Works
City Positions 18.00 18.00 18.00
Contract Positions 36.27 36.49 36.49
Total 54.27 54.49 54.49
Actual
2020-21
Adopted
2021-22
Amended
2021-22
Adopted vs
Amended
City Employees 94.00 96.00 99.00 3.00
Contract Employees 145.50 146.45 148.45 2.00
TOTAL CITY & CONTRACT 239.50 242.45 247.45 5.00
NOTE: All of the designated personnel perform duties directly from City facilities. The Position Allocation Plan
does not account for the temporary/seasonal Staff in the Parks & Community Services Department. It also does not
include all the contract personnel who perform work under contract to the City of Dublin at offsite locations.
Examples of these contract personnel include Contract Engineering, some MCE Corporation (Public Works);
Alameda County employees performing some Police, Fire, and traffic signal maintenance services; or legal services
provided by Meyers, Nave, Riback, Silver & Wilson.
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POSITION ALLOCATION PLAN
CITY POSITIONS
Department / Classification
Actual
2020-21
Adopted
2021-22
Amended
2021-22
Adopted vs
Amended
City Manager Office
City Manager 1.00 1.00 1.00
Assistant City Manager 1.00 1.00 1.00
Administrative Technician 1.00 1.00 1.00
Assistant to the City Manager 0.75 0.75 0.75
Chief Information Security Officer 1.00 1.00 1.00
Communications Analyst 1.00 1.00 1.00
Communications Manager 1.00 1.00 1.00
Economic Development Director 1.00 1.00 1.00
Executive Aide 1.00 1.00 1.00
Graphic Design & Comm Coordinator 0.25 0.25 0.25
Huma Resources Manager 1.00 1.00 1.00
Human Resources Director 1.00 1.00 1.00
Information Systems Manager 1.00 1.00 1.00
Information Systems Technician I/II 1.00 1.00 1.00
Management Analyst II 1.00 1.00 1.00
Management Analyst II (Limited Term) 1.00 1.00
Network Systems Coordinator 1.00 1.00 1.00
Network Systems Specialist 1.00 1.00 1.00
Office Assistant II 0.50 0.50 0.50
Senior Office Assistant 0.50 0.50 0.50
Senior Office Assistant 1.00 1.00
Special Projects Mgr (Limited Term) 1.00 1.00 1.00
Special Projects Mgr 1.00 1.00
Total - City Manager Office 18.00 19.00 21.00 2.00
City Clerk
City Clerk 1.00 1.00 1.00
Administrative Technician 1.00 1.00 1.00
Office Assistant II 1.50 1.50 1.50
Total - City Clerk 3.50 3.50 3.50
Administrative Services
Administrative Services Director 1.00 1.00 1.00
Accountant 1.00 1.00 1.00
Administrative Aide 1.00 1.00 1.00
Asst. Admin. Services Director 1.00 1.00 1.00
Finance Technician I/II 1.00 1.00 1.00
Financial Analyst 0.90 0.90 0.90
Management Analyst I 1.00 1.00 1.00
Senior Accountant 1.00 1.00 1.00
Senior Finance Technician 1.00 1.00 1.00
Total - Administrative Services 8.90 8.90 8.90
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POSITION ALLOCATION PLAN
CITY POSITIONS
Department / Classification
Actual
2020-21
Adopted
2021-22
Amended
2021-22
Adopted vs
Amended
Non-Departmental
Assistant to the City Manager 0.25 0.25 0.25
Financial Analyst 0.10 0.10 0.10
Recreation Coordinator 0.05 0.05 0.05
Recreation Supervisor 0.05 0.05 0.05
Recreation Technician 0.05 0.05 0.05
Senior Office Assistant 0.50 0.50 0.50
Total - Non-Departmental 1.00 1.00 1.00
Community Development
Community Development Director 1.00 1.00 1.00
Administrative Aide 1.00 1.00 1.00
Administrative Technician 1.00 1.00 1.00
Assistant Planner 1.00 1.00 1.00
Associate Planner 1.00 1.00 2.00 1.00
Asst. Director of Community Dev. 1.00 1.00 1.00
Chief Building Official 1.00 1.00 1.00
Office Assistant II 2.00 2.00 2.00
Permit Technician 1.00 1.00 2.00 1.00
Permit Technician (Limited Term) 1.00 1.00 (1.00)
Plan Check Engineer 1.00 1.00 1.00
Plans Examiner 1.00 1.00 1.00
Principal Planner 2.00 2.00 2.00
Senior Code Enforcement Officer 1.00 1.00 1.00
Senior Office Assistant 1.00 1.00 1.00
Senior Planner 1.00 1.00 1.00
Total - Community Development 18.00 18.00 19.00 1.00
Fire Department
Office Assistant II 1.00 1.00 1.00
Total - Fire Department 1.00 1.00 1.00
Police Department
Administrative Aide 1.00 1.00 1.00
Administrative Technician 1.00 1.00 1.00
Office Assistant II 2.00 2.00 2.00
Total - Police Department 4.00 4.00 4.00
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POSITION ALLOCATION PLAN
CITY POSITIONS
Department / Classification
Actual
2020-21
Adopted
2021-22
Amended
2021-22
Adopted vs
Amended
Parks & Community Services
Parks & Community Svcs Director 1.00 1.00 1.00
Asst. Parks & Comm Services Dir. 1.00 1.00 1.00
Cultural Arts & Heritage Manager 1.00 1.00 1.00
Graphic Design & Comm Coordinator 0.75 0.75 0.75
Management Analyst I 1.00 1.00 1.00
Management Analyst II 1.00 1.00 1.00
Office Assistant II 1.00 1.00 1.00
Recreation Coordinator 5.95 6.95 6.95
Recreation Manager 1.00 1.00 1.00
Recreation Supervisor 2.95 2.95 2.95
Recreation Technician 2.95 2.95 2.95
Senior Office Assistant 2.00 2.00 2.00
Total - Parks & Community Services 21.60 22.60 22.60
Public Works
Public Works Director 1.00 1.00 1.00
Administrative Aide 1.00 1.00 1.00
Assistant Civil Engineer 1.00 1.00
Assistant Civil Engineer (Limited Term) 1.00 1.00 (1.00)
Assistant Public Works Dir/City Engineer 1.00 1.00 1.00
Associate Civil Engineer 3.00 3.00 3.00
Capital Improvement Program Manager 1.00 1.00 1.00
Environmental & Sustain. Manager 1.00 1.00 1.00
Environmental Technician 1.00 1.00 1.00
Management Analyst II 1.00 1.00 1.00
Office Assistant II 1.00 1.00 1.00
Parks & Facilities Dev. Coordinator 1.00 1.00 1.00
Permit Technician 1.00 1.00 1.00
Public Works Maintenance Superintendent 1.00 1.00 1.00
Public Works Trans/Ops Manager 1.00 1.00 1.00
Senior Civil Engineer 1.00 1.00 1.00
Senior Public Works Inspector 1.00 1.00 1.00
Total - Public Works 18.00 18.00 18.00
GRAND TOTAL - CITY POSITIONS 94.00 96.00 99.00 3.00
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POSITION ALLOCATION PLAN
CONTRACT POSITIONS
Department / Classification
Actual
2020-21
Adopted
2021-22
Amended
2021-22
Adopted vs
Amended
Community Development
Building Inspector 6.50 6.50 6.50
Plan Checker 1.17 0.90 0.90
Total - Community Development 7.67 7.40 7.40
Fire Department (Alameda County)
CERT Coordinator 0.14 0.14 0.14
Code Compliance Officer 1.00 1.00 1.00
Deputy Fire Marshal 1.00 1.00 1.00
Emergency Prepared. Manager 0.14 0.14 0.14
Fire Captain 12.00 12.00 12.00
Fire Engineer 12.00 12.00 12.00
Fire Marshal 0.14 0.14 0.14
Firefighter/Paramedic 12.00 12.00 12.00
Plans Checker 0.14 0.14 0.14
Total- Fire Department 38.56 38.56 38.56
Police Department (Alameda County)
Commander 1.00 1.00 1.00
Captain 1.00 1.00 1.00
Lieutenant 2.00 2.00 2.00
Sergeant 10.00 10.00 10.00
Officer 45.00 46.00 46.00
Clinician Supervisor 1.00 1.00
Clinician 1.00 2.00
Sheriff's Technician 4.00 4.00 4.00
Total - Police Department 63.00 64.00 66.00 3.00
Public Works (MCE)
Maintenance Superintendent 1.00 1.00 1.00
Landscape Foreman 4.00 4.00 4.00
Landscape Laborer I 7.00 7.00 7.00
Landscape Laborer II 6.00 6.00 6.00
Landscape Laborer III 18.27 18.49 18.49
Total - Public Works 36.27 36.49 36.49
GRAND TOTAL - CONTRACT POSITIONS 145.50 146.45 148.45 3.00
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Budget Change Reference #:
From Un-Appropriated Reserves X Budget Transfer Between Funds
From Designated Reserves Other
Account Amount Account Amount
Salaries (1001.8101.51xxx) $136,120
Benefits (1001.8101.52xxx) $60,788
9/21/2021
Posted By:Date:
As Presented at the City Council Meeting
**********Finance Use Only**********
CITY OF DUBLIN
Salaries and Benefits cost for 1 additional Associate Planner
REASON FOR BUDGET CHANGE
FISCAL YEAR 2021-22
BUDGET CHANGE FORM
DECREASE BUDGET AMOUNT INCREASE BUDGET AMOUNT
EXP: General Fund - Planning - Salaries & Benefits
City Council's Approval Required
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