CC 2014-06-10_08.c. Resolution Adjustments for Part-time EmployeesMEMORANDUM
TO: CITY COUNCIL
FROM: DEBBIE MALICOAT, DIRECTOR OF ADMINISTRATIVE SERVICES
SUBJECT: CONSIDERATION OF MODIFICATIONS TO CLASSIFICATIONS AND
COMPENSATION ADJUSTMENTS FOR PART-TIME EMPLOYEES
DATE: JUNE 10, 2014
RECOMMENDATION:
It is recommended the City Council:
1) Adopt the attached resolution adopting compensation adjustments for part-time
employees and establishing job descriptions and salary ranges for the positions of
Records Clerk, Fleet and Equipment Technician, and Senior Facility Attendant; and
2) Amend classification titles for certain part-time positions.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The recommended pay rate adjustments are projected to cost an additional $38,400
beginning in FY 2014-15. Of this, approximately $20,900 is related to Recreation
programs. Staff recommends increasing the fees for the Children's Services program
by $0.25 (25 cents) per hour as a result of the increase in costs, which is anticipated to
generate approximately $20,000 in additional revenue. These adjustments will be
reflected in the FY 2014-15 Budget Update.
BACKGROUND:
The City of Arroyo Grande has both full-time and part-time employees. Most full-time
employees are represented by a bargaining unit (union) or are unrepresented
Management employees. Part-time employees are also unrepresented. Therefore,
adjustments to part-time pay rates do not occur as part of a negotiation process like
they do for represented groups. Part-time pay rates were last increased in December
2008, when a Cost of Living Adjustment (COLA) of 0.5% was implemented.
On September 25, 2013, the California Legislature enacted legislation signed by the
Governor, which will raise the minimum wage from $8.00 per hour to $9.00 per hour
effective July 1, 2014 and increase to $10.00 per hour effective July 1, 2015. In
preparation for implementation of the minimum wage increase, staff has reviewed the
current part-time salary schedule.
The salary schedule developed over a period of decades based on the needs of
departments, often on a case-by-case basis, and did not apply the same logic used in
developing full-time salary schedules, such as a consistent number of steps for each
pay range with a defined differential between each step and range. Given the need to
revise the part-time employee salary schedule to comply with minimum wage laws, staff
Item 8.c. - Page 1
CITY COUNCIL
PART-TIME EMPLOYEE COMPENSATION
JUNE 10, 2014
PAGE 2
is also working toward creating more consistency in the structure of the pay schedule,
as well as consistency in pay between positions with similar job duties, education levels
or responsibilities. Based on this review, staff is proposing the attached part-time
employee salary schedule, which is a first step in achieving these goals.
In addition, during the review, departments recommended changing the job titles of
certain positions to be more reflective of the job duties. These include changing the
Recreation Building Coordinator position to the title of Facility Attendant; the AM/PM
Assistant I to AM/PM Assistant II; and the AM/PM Assistant II to AM/PM Assistant I. In
each of these cases, staff does not propose to change the job descriptions, just the job
title.
Staff proposes the creation of two new positions in the Police Department and one in
the Recreation Services Department. The position of Records Clerk will replace the
previous positions of Police Dispatcher/Clerk Trainee, I, II and Ill as dispatching tasks
are no longer required of this job. The position of Fleet and Equipment Technician has
been developed to reflect the current duties of a position that was previously classified
as a Reserve Police Officer. The position of Senior Facility Attendant has been
developed to reflect the duties of a position that was previously classified as Building
Supervisor. The job descriptions for these positions are attached for Council
consideration.
ANALYSIS OF ISSUES:
The proposed part-time employee salary schedule does not uniformly provide for COLA
adjustments to all positions. Because of the desire to create a consistent 4-step
schedule with a 5% differential between each step, some positions/steps are increasing
more than others. This is particularly true for positions in the Recreation Services
Department, due to the minimum wage increase. In the Police Department and
Miscellaneous categories, staff is generally proposing an increase in hourly rates of
2.5%. In positions that previously had fewer than 4 steps, staff proposes that, consistent
with City policy, advancement or step increases coincide with employee anniversary
dates.
Staff recommends implementing salary schedules on the first day of payroll periods, as
this provides for the most efficient implementation. For most part-time positions, the
effective date is proposed to be July 4, 2014, as this is the first day of a payroll period.
However, there are a few positions that must be effective by July 1, 2014 due to the
minimum wage law. The positions of Facility Attendant, AM/PM Assistant I, and
Student Intern currently have 4 employees that are paid less than $9.00 per hour.
Therefore, the effective date for the increase for these positions is recommended as of
June 20, 2014. This will have minimal financial and personnel resource impact.
The part-time employee salary schedule will need to be further adjusted before July 1,
2015, when the minimum wage will increase to $10.00 per hour. Staff will further
evaluate the impact of the minimum wage increase on the various part-time employee
Item 8.c. - Page 2
CITY COUNCIL
PART-TIME EMPLOYEE COMPENSATION
JUNE 10, 2014
PAGE 3
salaries for compaction or other issues and will return to th~ Council next year with
recommendations.
The largest impact of increases in m1n1mum wage is to the Recreation Services
positions, as many of these positions are paid at or near minimum wage. Many of the
Recreation Services programs are funded to some degree through user fees.
Therefore, as the cost of the programs rise, the City should also consider increasing the
associated user fees. Current childcare fees range from $3 to $4 per hour, depending
on frequency of participation. Staff recommends increasing this fee by $0.25 per hour.
Based on staff's analysis, this will generate sufficient revenue to mitigate the additional
costs, while continuing to provide low-cost childcare to participants. Even with the
proposed increase, the City's childcare fees will remain lower than other nearby cities or
the YMCA. If the Council concurs, staff will return with an update to the City's Master
Fee Schedule at a future meeting.
ALTERNATIVES:
The following alternatives are provided for City Council consideration:
1. Approve staff recommendation;
2. Do not approve staff recommendation; or
3. Provide direction to staff.
ADVANTAGES:
The City will have a part-time salary schedule that is compliant with minimum wage
laws, provides for more consistent and fair compensation to its employees, and reflects
the job duties and assignments needed throughout the City. The recommendation will
also provide additional revenue in the Recreation Services Department to mitigate the
added costs for these programs.
DISADVANTAGES:
Additional costs will be incurred to implement this recommendation.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted in front of City Hall on Thursday, June 5, 2014. The Agenda
and report were posted on the City's website on Friday, June 6, 2014. No public
comments were received.
Item 8.c. - Page 3
RESOLUTION NO. __ _
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF ARROYO GRANDE ADOPTING COMPENSATION
ADJUSTMENTS FOR PART-TIME EMPLOYEES AND
ESTABLISHING JOB DESCRIPTIONS AND SALARY
RANGES FOR THE POSITIONS OF RECORDS CLERK,
FLEET AND EQUIPMENT TECHNICIAN, AND SENIOR
FACILITY ATTENDANT
WHEREAS, The City Council of the City of Arroyo Grande ("City") deems it in the best
interest of the City that compensation for part-time employees be adjusted as
hereinafter provided; and
WHEREAS, The City Council of the City of Arroyo Grande ("City") deems it in the best
interest of the City to establish a part-time Records Clerk position to replace the
previous positions of Police Dispatcher/Clerk; and
WHEREAS, The City Council of the City of Arroyo Grande ("City") deems it in the best
interest of the City to establish a part-time Fleet and Equipment Technician position;
and
WHEREAS, The City Council of the City of Arroyo Grande ("City") deems it in the best
interest of the City to establish a part-time Senior Facility Attendant position.
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Arroyo
Grande that:
1. Salary ranges for part-time employee classifications shall be adjusted as designated
in Exhibit "A" attached hereto and incorporated herein by this reference, to be
effective for the pay period beginning June 20, 2014 for the classifications of AM/PM .
Assistant I, Facility Attendant and Student Intern.
2. Salary ranges for part-time employee classifications shall be adjusted as designated
in Exhibit "A" attached hereto and incorporated herein by this reference, to be
effective for the pay period beginning July 4, 2014 for all other classifications listed.
3. The part-time position of Records Clerk in the Police Department is hereby
established as designated in Exhibit "B" attached hereto and incorporated herein by
this reference ..
4. The part-time position of Fleet and Equipment Technician in the Police Department
is hereby established as designated iri Exhibit "B" attached hereto and incorporated
herein by this reference.
Item 8.c. - Page 4
RESOLUTION NO.
PAGE2
5. The part-time position of Senior Facility Attendant is hereby established as
designated in Exhibit "B" attached hereto and incorporated herein by this reference.
6. All other part-time employee salary and benefit terms and conditions remain in full
force and effect.
On motion of Council Member , seconded by Council Member
, and on the following roll call vote, to wit:
AYES:
NOES:
ABSENT:
the foregoing Resolution was passed and adopted this 1oth day of June, 2014.
Item 8.c. - Page 5
RESOLUTION NO.
PAGE3
TONYFERRARA,MAYOR
ATTEST:
KELLY WETMORE, CITY CLERK
APPROVED AS TO CONTENT:
STEVEN ADAMS, CITY MANAGER
APPROVED AS TO FORM:
TIMOTHY J. CARMEL, CITY ATTORNEY
Item 8.c. - Page 6
RESOLUTION NO. Exhibit A
PART-TIME EMPLOYEES SALARIES
7/4/2014
*increases for these positions effective June 20, 2014; all others effective July 4, 2014
HOURLY RATE
POLICE DEPARTMENT Step A Step B Step C Step D
Designated Level I Reserve Officer $23.87 $25.07 $26.32 $27.64
Senior Police Reserve Officer $21.25 $22.31 $23.43 $24.60
Fleet & Equipment Technician $21.25 $22.31 $23.43 $24.60
Training Technician $21.25 $22.31 $23.43 $24.60
Neighborhood Services Technician $18.96 $19.91 $20.91 $21.95
Police Reserve Officer $18.96 $19.91 $20.91 $21.95
Records Clerk $17.60 $18.48 $19.40 $20.37
Police Reserve Officer Trainee $15.94 $16.74 $17.57 $18.45
RECREATION SERVICES DEPARTMENT
Pre School Teacher $13.14 $13.80 $14.49 $15.21
AM/PM Teacher $11.98 $12.58 $13.21 $13.87
AM/PM Assistant Teacher $10.89 $11.43 $12.01 $12.61
AM/PM Assistant II* $9.90 $10.40 $10.91 $11.46
AM/PM Assistant I* $9.00 $9.45 $9.92 $10.42
Senior Facility Attendant $10.35 $10.87 $11.41 $11.98
Facility Attendant* $9.00 $9.45 $9.92 $10.42
Sports Facility Maintenance $9.72 $10.20 $10.71 $11.25
MISCELLANEOUS
Administrative Intern $11.75 $12.33 $12.95 $13.60
Administrative Secretary $20.10 $21.11 $22.16 $23.27
Associate Engineer $28.97 $30.41 $31.94 $33.53
Assistant Engineer $26.33 $27.65 $29.03 $30.48
Associate Planner $27.15 $28.51 $29.94 $31.43
Assistant Planner $25.10 $26.36 $27.68 $29.06
Building Permit Technician $19.39 $20.36 $21.38 $22.45
Custodian $14.58 $15.30 $16.07 $16.87
Maintenance Worker $14.58 $15.30 $16.07 $16.87
Sr. Office Assistant $17.60 ' $18.48 $19.40 $20.37
Office Assistant II $16.71 $17.54 $18.42 $19.34
Office Assistant I $14.30 $15.01 $15.76 $16.55
Student Intern (seasonal) $9.00
Item 8.c. - Page 7
EXHIBIT B
CITY OF ARROYO GRANDE
POLICE RECORDS CLERK
Class specifications are intended to present a descriptive list of the range of duties performed by
employees in the class. Specifications are not intended to reflect all duties performed within the job.
DEFINITION
Performs a variety of general administrative, clerical, technical and customer service duties; to process,
distribute, file and maintain police records and reports; to assist in office support duties and perform
related tasks as assigned.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from the Police Commander, Police Sergeant, Senior Police Officer (when
acting as a relief Watch Commander).
ESSENTIAL FUNCTIONS--Essential and other important responsibilities and duties may include, but are
not limited to, the following:
1. Performs a variety of customer services functions applicable to Police records release and
maintenance, including receiving, responding to, and entering requests for police reports.
2. Maintains and updates records according to established policies and procedures, including
indexing a wide variety of violations and notifications, tracking and filing reports, and redacting
confidential information when required.
3. Enters a variety of data and reporting into complex departmental and State computer application
systems with a high degree of accuracy.
4. Assembles and compiles information for a variety of departmental, State mandated and statistical
reports, including verifying accuracy and completion of reports and maintaining files.
5. Provides general information regarding department policies, procedures, and regulations,
including responding appropriately to requests for information, and requests for service in person
and by telephone, and coordinating work with other City departments.
6. Performs a variety of reception, administrative support, and clerical duties, including answering
and directing telephone calls, preparing court packages and processing restraining orders; sorts,
files, copies, and distributes a variety of documents within the specific area of assignment as
appropriate within legal and Police Department standards.
7. Operate office equipment including computer and supporting word processing applications,
photocopier, fax machine, word processor and shredder.
8. Participate in training exercises and classes as directed.
9. Perform related duties and responsibilities as required by the Police Chief, Police Commander,
Police Sergeant, or Senior Police Officer to meet the needs of the Police Department and the
community.
10. Carry out duties and responsibilities in compliance with appropriate federal, state, county, City
laws and ordinances and City personnel rules without bias, favoritism, or prejudice.
11. Responsible for self-compliance with regulations, policies and procedures.
Revised 5/13/2014 Item 8.c. - Page 8
CITY OF ARROYO GRANDE
Police Records Clerk (Continued)
Page 2
12. Accept responsibility and exercise reasonably appropriate discretion in matters not specifically
defined or described in the Police Department regulations, policies, procedures, and job
description.
13. Consistently demonstrate exemplary courtesy, initiative, diligence, truthfulness, attention to duty,
and observance of proper personal discipline in accordance with Police Department standards.
14. Process citations, arrest reports and monthly state and City reports as required or directed.
15. Respond to inquiries from employees, outside agencies and the general public regarding
information contained in police reports as appropriate within legal and Police Department
standards.
16. Receive and maintain financial accountability for money received for a wide variety of Police
Department services.
17. Act as the front counter clerk providing customer service in accordance with Department policies
and procedures.
18. Assemble and compile information regarding department policies, procedures, and regulation,
including responding appropriately to request for information and requests for service in person
and by telephone and coordinating work with other City departments.
19. Perform other duties as assigned.
QUALIFICATIONS
Knowledge of:
Methods and techniques of effective customer service on the telephone and in person.
Methods and techniques of effective conflict resolution.
Principles and procedures of record keeping and data retrieval.
Relevant laws, rules and regulations governing the release of information contained in police
reports.
Modern office procedures, methods and equipment including computers and supporting word
processing applications.
Basic verbal and written English language and grammar to be able to reasonably communicate
information with the public and/or complete relevant written documentation required by job
activities.
Relevant federal, state and local laws, codes and regulations.
Ability to:
Speak clearly and calmly over the telephone under normal and stressful conditions.
Remain calm under stressful conditions.
Interact effectively with a wide variety of persons under stressful, hostile, and antagonistic
conditions.
Determine information to be released to the public as appropriate within legal and Police
Department standards.
Maintain accurate records, logs and files.
Operate office equipment including computers and supporting word processing and spreadsheet
applications.
Respond to requests and inquiries from the public with correct and appropriate information.
Work independently in the absence of direct supervision.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Revised 06/10/14 Item 8.c. - Page 9
CITY OF ARROYO GRANDE
Police Records Clerk (Continued)
Page 3
Maintain physical condition appropriate to the performance of assigned duties and
responsibilities.
Experience and Training Guidelines
Any combination of experience and training that would provide the required knowledge and abilities is
qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Two (2) years of increasingly responsible clerical experience.
Training:
Equivalent to the completion of the twelfth (12th) grade.
License or Certificate
Possession of, or ability to obtain, and maintain a valid California driver's license.
Possession of, or ability to obtain, a valid California Peace Officer Standards and Training (POST)
Commission Records Clerk certificate within one year of employment.
WORKING CONDITIONS
Environmental Conditions:
Office and Police Department environment; exposure to computer screens; potentially hostile or
dangerous environments and stressful situations.
Physical Conditions:
Job duties and responsibilities may require maintaining physical condition necessary for walking, standing
or sitting for prolonged periods of time; light lifting and carrying; repeated bending.
Revised 06/10/14 Item 8.c. - Page 10
CITY OF ARROYO GRANDE
FLEET AND EQUIPMENT TECHNICIAN
Class specifications are intended to present a descriptive list of the range of duties performed by
employees in the class. Specifications are not intended to reflect all duties performed within the job.
DEFINITION:
To perform a wide variety of tasks including but not limited to the ordering, maintaining and coordinating
of police related equipment, including but not limited to inventory, assignment, maintenance and repair in
addition to performing administrative duties related to the assigned area of responsibility.
SUPERVISION RECEIVED AND EXERCISED:
Receives general supervision from the Chief of Police, Police Commander or his/her designee.
ESSENTIAL FUNCTIONS--Essential and other important responsibilities and duties may include but are
not limited to the following:
1. Develop, coordinate, and maintain a department-wide fleet and equipment management program.
2. Research, identify and respond to requests for fleet and equipment needs.
3. Perform limited repair and maintenance of fleet and equipment.
4. Conduct internal inventories, audits and inspections of fleet and equipment as directed by
supervisory staff.
5. Assist facilities and information services staff in the appropriate management and response to both
facility and technology needs and repairs.
6. Perform a variety of clerical work; prepare and maintain a variety of records and reports; prepare
written reports and records of activities.
7. Participate in department approved events when required and/or assigned.
8. Perform related duties and responsibilities as required by the Chief of Police, Police Commander,
and/or Police Sergeant to meet the needs of the Police Department and the community.
9. Carry out duties and responsibilities in compliance with appropriate federal, state, county, City laws
and ordinances and City personnel rules without bias, favoritism, or prejudice.
10. Responsible for self-compliance with regulations, policies and procedures.
11. Accept responsibility and exercise reasonably appropriate discretion in matters not specifically
defined or described in the Police Department regulations, policies, procedures, and job description.
12. Consistently demonstrate exemplary courtesy, initiative, diligence, truthfulness, attention to duty, and
observance of proper personal discipline in accordance with Police Department standards.
DESIRED QUALIFICATIONS:
Knowledge of:
Basic law enforcement principles, practices and equipment.
Basic verbal and written English language and grammar to be able to reasonably communicate
information with the public and/or complete relevant written documentation required by job
activities.
Revised 06/10/14 Item 8.c. - Page 11
CITY OF ARROYO GRANDE
Fleet and Equipment Technician (Continued)
Page 2
Methods and techniques of fleet and equipment management.
Principles and practices of inventory, audits and inspections.
Methods and techniques of equipment repair.
Modern office methods, practices and equipment.
Basic record keeping practices.
Basic principles and practices of report preparation.
Applicable federal, state and local laws, rules, and regulations.
Ability to:
Perform a variety of fleet and equipment coordination work that is reasonably likely to be non-
hazardous in nature.
Develop, prepare and maintain a fleet and equipment accountability program.
Interact effectively and courteously with the public and staff.
Respond effectively in emergency and/or stressful situations in accordance with departmental
policies and procedures.
Maintain accurate records and prepare reports.
Work flexible hours including evening and weekends.
Communicate clearly and concisely, both orally and in writing.
Operate a motor vehicle in a reasonably safe manner.
Establish and maintain effective and cooperative working relationships with those contacted in the
course of work.
Maintain effective audio-visual discrimination and perception needed for making observations,
communicating with others, reading, writing and operating assigned equipment.
Maintain physical condition appropriate to the performance of assigned duties and
responsibilities.
Experience and Training Guidelines
Any combination of experience and training that would provide the required knowledge and abilities is
qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Two (2) years of general work experience involving substantial fleet and equipment management
skills. Supplemental work experience in a public safety setting is highly desirable.
Training:
Equivalent to completion of the twelfth (12th) grade. Supplemental college level course work in
criminal justice, automotive science or a job-related field is highly desirable.
License or Certificate
Possession of, or ability to obtain, and maintain a valid California driver's license.
WORKING CONDITIONS
Environmental Conditions:
Office/field environment; travel from site to site; exposure to computer screens, noise, dust, inclement
weather conditions; work in emergency situations; irregular work hours.
Physical Conditions:
Essential functions require maintaining physical condition necessary for walking or standing for prolonged
periods of time; moderate or light lifting or carrying; kneeling; repeated bending; and operating motorized
vehicles.
Revised 05-12-14 Item 8.c. - Page 12
CITY OF ARROYO GRANDE
SENIOR FACILITY ATTENDANT
Class specifications are intended to present a descriptive list of the range of duties performed by
employees in the class. Specifications are not intended to reflect all duties performed within the job.
DEFINITION:
To supervise the use of the City's two Community Centers; and to perform a variety of duties relative to
assigned area of responsibility.
SUPERVISION RECEIVED AND EXERCISED:
Receives general supervision from administrative staff. Oversees Facility Attendants.
ESSENTIAL FUNCTION STATEMENT:
(Essential and other important responsibilities and duties may include, but are not limited to, the
following):
1. Assist in overseeing and supervising the use of the City's two community centers.
2. Prepare monthly staff schedule for Facility Attendants.
3. Conduct training for Facility Attendants.
4. Conduct regular inspections of facility buildings, grounds and amenities.
5. Make recommendations for equipment and amenities purchases.
6. Provide assistance to the general public with inquiries related to the Community Centers.
7. Assist groups with set-up, and then clean-up after using the Community Centers.
8. Ensure that groups using the Community Centers observe all appropriate rules and guidelines.
9. Record approximate number of people using the Community Centers with the various groups.
10. Accurately report any damage or problems associated with uses of the Community Centers.
11. Answer phones and take messages.
12. Attends training classes and meetings as required.
13. Perform related duties and responsibilities as required.
QUALIFICATIONS:
Knowledge of:
Effective communication methods.
Proper phone etiquette.
Proper lifting techniques.
Word and Excel computer software.
Ability to:
Supervise the use of the City's two Community Centers and the staff.
Effectively respond to requests and inquiries from the general public.
Ensure adherence to rules and regulations governing the use of City facilities.
Item 8.c. - Page 13
CITY OF ARROYO GRANDE
Facility Supervisor (Continued)
Page 2
Maintain accurate records and logs.
Communicate clearly and concisely, both orally and in writing.
Communicate effectively with the public.
Quickly accommodate unexpected changes in priorities, work schedules and emergencies.
Work flexible hours including evenings and weekends.
Establish and maintain effective working relationships with those contacted in the course of work.
EXPERIENCE AND EDUCATION GUIDELINES:
Any combination of experience and education that would likely provide the required knowledge and
abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience
and Education:
Training:
License or
Certificate:
No prior experience is required; zero to one year of experience in a recreational
setting is desirable.
Equivalent to the completion of the twelfth grade.
Possession of, or ability to obtain, an appropriate valid California driver's license.
WORKING CONDITIONS:
Environmental Conditions:
Building environment; limited exposure to adverse conditions such as dust, fumes, odors, or noise.
Physical Conditions:
Essential and marginal functions may require maintaining physical condition necessary for sitting or
standing for prolonged periods of time; occasional heavy lifting, walking, stooping, and squatting.
Item 8.c. - Page 14