CC 2014-04-22_08.e. Resolution - Engineering Staffing Changes A pRROrO
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MEMORANDUM
TO: CITY COUNCIL
FROM: STEVEN ADAMS, CITY MANAGER
SUBJECT: CONSIDERATION OF RESOLUTION APPROVING ENGINEERING
STAFFING CHANGES
DATE: APRIL 22, 2014
RECOMMENDATION:
It is recommended City Council: 1) adopt a Resolution approving creation of, and job
descriptions for, a new City Engineer position and new Capital Projects Engineer
position and elimination of the existing Assistant City Engineer position; and 2)
approve an appropriation of $8,000 from the Water Fund and $5,500 from the Sewer
Fund for the Capital Projects Engineer position.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The annual cost of the Capital Projects Engineer position is approximately $160,000.
It is proposed that it be funded 50% from the General Fund, 30% from the Water
Fund and 20% from the Sewer Fund. This results in the following costs:
• General Fund $80,000
• Water Fund $48,000
• Waste Water Fund $32,000
The General Fund portion is proposed to be funded $25,000 from the funds that were
recently budgeted for inspection services, $20,000 from the additional revenue
projected from the increase in the annual encroachment permit fee that was recently
approved, and $35,000 from existing consultant services funds and funds budgeted
in capital projects for design, construction management and inspection services.
Therefore, the position will have no impact to the projected General Fund balance.
While the recent rate study did not anticipate these costs to the Water and Sewer
Funds, staff believes they can be accommodated without the need to modify the rate
recommendations. These changes will be made in the budget adjustments that will
be presented to the City Council in June for FY 2014-15.
Item 8.e. - Page 1
CITY COUNCIL
CONSIDERATION OF ENGINEERING STAFFING CHANGES
APRIL 22, 2014
PAGE 2 of 4
In the current FY 2013-14 budget, only appropriations of$8,000 from the Water Fund
and $5,500 from the Sewer Fund are needed to complete the remainder of the year.
Sufficient funds are available from both these sources.
The City Engineer position will result in an increase of approximately $10,000 for FY
2014-15 when compared to the existing Assistant City Engineer position. Based on
the current allocation of costs for the Assistant City Engineer position, this cost will be
paid $3,500 from the General Fund, $3,000 from the Water Fund, $1,500 from the
Street Fund, $2,000 from the Sewer Fund. The General Fund portion of the costs will
be paid from existing consultant services accounts so there will be no impact to the
General Fund balance. No appropriation is requested in FY 2013-14. Consultant
services will be contracted using existing funding for the remainder of the fiscal year
while the recruitment for the new position takes place.
The changes will provide staffing to better address engineering needs of the City.
Therefore, there will be a positive impact on personnel resources.
BACKGROUND:
During the recession, a number of structural and personnel changes were made to
the City's engineering services in order to address budget reductions while
maintaining critical service levels. The Engineering Division was moved from the
Public Works Department to the Community Development Department in order to
provide a more seamless development review process. The Public Works
Director/City Engineer, Engineering Technician, and Construction Inspector positions
were eliminated. The Associate Engineer and Office Assistant II positions were
reduced to part-time. The Associate Engineer position has recently been increased
back to full-time.
Currently, the Engineering Division has an Assistant City Engineer, Associate
Engineer, part-time Associate Engineer, Intern, and part-time Office Assistant II. The
Division is responsible for capital projects requiring design services, review of
development proposals for grading and public improvements, traffic engineering,
encroachment permits, storm water regulations, mapping, and other engineering
services. Maintenance oriented capital projects have been transferred to the Public
Works Department, but Engineering Division staff still provide assistance with the
bidding process.
ANALYSIS OF ISSUES:
Staff recently completed an organizational assessment of the Engineering Division
and a number of issues were identified, which primarily include the following:
• Despite recent changes, there is still confusion regarding the roles and
responsibilities of the Public Works Department and Engineering Division with
regard to the management of capital projects, as well as other functions.
Item 8.e. - Page 2
CITY COUNCIL
CONSIDERATION OF ENGINEERING STAFFING CHANGES
APRIL 22, 2014
PAGE 3of4
• While the City has begun to include funding in capital project budgets for
contract inspection services, there is still inadequate staffing available for
inspection of private development projects and work associated with
encroachment permits. Some funding has been budgeted to address this need,
but it is difficult to contract for inspection services on a part-time basis since it is
not possible to project specifically when inspections will be needed.
• There is insufficient available staffing dedicated to oversight of the Engineering
Division's role in the development review process, which has prevented the City
from achieving its customer service goals.
• While more capital project work has been transferred to the Public Works
Department to reduce workload on the Engineering Division, there is insufficient
professional staff support available in the Public Works Department to address
all the functions involved in managing these projects.
• Extensive new stormwater management requirements approved by the
Regional Water Quality Control Board are increasing staffing requirements to
administer this program.
In order to better clarify and assign clear departmental responsibilities, it is
recommended the Public Works Department oversee all improvements to the City's
street, water, sewer and storm drain systems and the Community Development
Department oversee the development review process, long-range planning functions,
and storm water compliance. Therefore, management of all capital projects will be
transferred to the Public Works Department. The Community Development
Department will continue to oversee the planning phase of long-range projects
involving significant public and inter-agency involvement, such as the. Brisco Road
Interchange and Bridge Street Bridge, but they will be transferred to the Public Works
Department for the construction phase.
To accomplish this, it is proposed a Capital Projects Engineer position be created in
the Public Works Department, who will oversee all the capital project design, bidding,
project construction management and inspection. The existing Assistant City
Engineer will be transferred to that position and the salary will be Y-rated, which
means the employee will not be eligible for cost of living adjustments (COLA's) until
the new position's salary is equal to the current position's salary. The Assistant City
Engineer position will be replaced with a City Engineer position in the Community
Development Department, who will oversee all engineering related development
review, traffic engineering, circulation planning, encroachment permits, and
stormwater regulations. Since the City Engineer will be responsible for a significant
portion of the plan check work, it will enable the Associate Engineer to increase time
devoted to inspection of private development projects and encroachment permits. It
will also provide a management level engineering position available to attend
Planning Commission meetings to address development related engineering issues.
Item 8.e. - Page 3
CITY COUNCIL
CONSIDERATION OF ENGINEERING STAFFING CHANGES
APRIL 22, 2014
PAGE 4 of 4
Job descriptions for each of these positions are attached to the Resolution. If
approved, it is recommended to proceed immediately with establishing the Capital
Projects Engineer position in the Public Works Department. A part-time contract City
Engineer will be used in the Engineering Division while recruitment takes place for
the new full-time City Engineer position. The Public Works Department is designing
modifications to the new building to accommodate the additional office needs and
one of the vehicles recently replaced, but still operational, is being held back from
auction to address vehicle needs. However, purchase of an additional vehicle will be
necessary in the future.
ALTERNATIVES:
The following alternatives are presented for consideration:
• Approve staffs recommendations;
• Modify and approve the job titles, job descriptions and/or salary ranges;
• Direct staff to modify the recommendations to utilize more contractual services;
• Do not approve the proposed changes; or
• Provide staff other direction.
ADVANTAGES:
The recommendations will provide a more effective division and assignment of
responsibilities in order to improve accountability, will significantly improve the City's
development review process, will enable the creation and implementation of more
effective engineering standards, will address inspection needs for private
development and encroachment permits, will improve the management of City capital
projects, and will help address new extensive stormwater regulations.
DISADVANTAGES:
There will be cost impacts to the Water and Sewer Funds, temporary disruption to
City services due to a variety of organizational changes, and create a need for
additional office space and a vehicle in the Public Works Department.
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, April 17, 2014, and on the
City's website on Friday, April 18, 2014. No comments were received.
Item 8.e. - Page 4
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF ARROYO GRANDE ESTABLISHING JOB
DESCRIPTIONS AND SALARY RANGES FOR THE
POSITIONS OF CITY ENGINEER AND CAPITAL
PROJECTS ENGINEER
WHEREAS, the findings of an operational assessment of the Engineering Division have
recommended the restructuring of the management and design of capital projects,
development review activity, stormwater management regulations, traffic engineering,
encroachment permits, mapping, and other engineering services; and
WHEREAS, the City Council of the City of Arroyo Grande ("City") deems it in the best
interest of the City to eliminate the existing Assistant City Engineer position and to
establish a Capital Projects Engineer assigned to the Public Works Department; and
WHEREAS, the City Council of the City of Arroyo Grande ("City") deems it in the best
interest of the City to establish a City Engineer position assigned to the Community
Development Department; and
WHEREAS, the City Council of the City of Arroyo Grande ("City") deems it in the best
interest of the City to establish a job description for the position of "Capital Projects
Engineer", a copy of which is incorporated hereto as Exhibit "A" and a job description for
the position of"City Engineer", a copy of which is attached hereto as Exhibit "B"; and
WHEREAS, the City Council of the City of Arroyo Grande ("City") deems it in the best
interest of the City to establish a salary range for the position of Capital Projects
Engineer and City Engineer, which will be placed on the full-time salary schedule.
NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Arroyo
Grande does hereby eliminate the position of Assistant City Engineer and establishes
the positions of Capital Projects Engineer and City Engineer to perform the duties and
responsibilities set forth in the job descriptions so attached as Exhibit "A" and Exhibit
"B". The permanent full-time positions of Capital Projects Engineer and Assistant City
Engineer shall receive the rates of pay as follows:
POSITION: Capital Projects Engineer
Range M-49
$6,553 - $7,967
POSITION: City Engineer
Range 56
$7,791 - $9,473
Item 8.e. - Page 5
RESOLUTION NO.
PAGE 2
BE IT FURTHER RESOLVED that this Resolution shall become effective as of May 1,
2014.
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 22nd day of April, 2014.
i
Item 8.e. - Page 6
RESOLUTION NO.
PAGE 3
TONY FERRARA, 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.e. - Page 7
EXHIBIT A
CAPITAL PROJECTS ENGINEER
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 and/or coordinate the planning, budgeting, design, management, and inspection of
construction of capital projects involving the maintenance and upgrade of the City's street, water, sewer
and storm drain systems.
SUPERVISION RECEIVED AND EXERCISED
Receives administrative direction from the Director of Public Works.
Exercises supervision of contractors and assigned staff.
ESSENTIAL FUNCTION STATEMENTS--Essential and other important responsibilities and duties may
include, but are not limited to, the following:
Essential Functions:
1. Plan, prioritize and schedule construction of public works projects involving maintenance and
upgrade of the City's building, street, water, sewer and storm drain systems.
2. Prepare budget estimates, funding strategies and manage construction budgets of public works
projects.
3. Perform and/or coordinate the design, bidding, and inspection of public works projects; review and
approve progress payments to contractors on City projects.
4. Form and lead project teams with staff from other divisions and departments to coordinate planning
and design of public works projects.
5. Perform field investigation and prepare feasibility reports on proposed public works projects.
6. Prepares, coordinates and administer contracts and requests for proposals for consultant services
and prepare agreements for design and construction projects.
7. Participate in the development and administration of the department's annual budget; participate in
the forecast of funds needed for staffing, equipment, materials and supplies; monitor and approve
expenditures; implement adjustments.
8. Prepare and present staff reports and other necessary correspondence to the City Council, boards
and commissions.
9. Coordinate the filing and digital scanning of project records and documents.
10. Participate in meetings to coordinate issues related to public works projects and infrastructure issues.
11. Coordinate update of infrastructure master plans.
12. Provide responsible staff assistance to the Director of Public Works; may assume responsibility for
management of the department in the absence of the Director.
Revised 4/14
Item 8.e. - Page 8
CITY OF ARROYO GRANDE
Capital Projects Engineer(Continued)
Page 2
Essential Functions: (Continued)
13. Conduct a variety of organizational and operational studies and investigations; recommend
modifications to public works programs, policies and procedures as appropriate.
14. Attend and participate in professional group meetings; stay abreast of new trends and innovations in
the field of public works.
15. Respond to and resolve difficult and sensitive citizen inquiries and complaints.
16. Respond and perform assigned duties in the event of a City declared emergency.
17. Perform related duties and responsibilities as required.
QUALIFICATIONS
Knowledge of:
Operational characteristics, services and activities of a public works program, including streets, water,
sewer and storm drain functions.
Advanced principles and practices of civil engineering and Computer-Aided Design.
Engineering mathematics, theories, principles and formulas used in the design and construction of public
works projects.
Methods and equipment used in engineering construction and inspection.
Principles and practices of program development and administration.
Principles and practices of municipal budget preparation and administration.
Pertinent Federal, State and local laws, codes and regulations.
Ability to:
Independently plan, budget, design, bid, manage and inspect capital projects.
Effectively assume management of the department in the absence of the Director.
Perform field investigation of construction projects.
Participate in the development and administration of department goals, objectives and procedures.
Assist in the preparation and administration of large and complex budgets.
Prepare clear and concise staff reports.
Prepare clear and concise administrative and financial reports.
Analyze problems, identify alternative solutions, project consequences of proposed actions and
implement recommendations in support of goals.
Interpret and apply Federal, State and local policies, laws and regulations.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Maintain physical condition appropriate to the performance of assigned duties and responsibilities.
Maintain effective audio/visual discrimination and perception to the degree necessary for the successful
performance of assigned duties.
EXPERIENCE AND TRAINING GUIDELINES
Any combination of experience and training that would likely provide the required knowledge and abilities
is qualifying.A typical way to obtain the knowledge and abilities would be:
Experience;
Five years of increasing responsible public works/engineering experience including two years of project
management responsibility.
Revised 4114
Item 8.e. - Page 9
CITY OF ARROYO GRANDE
Capital Projects Engineer(Continued)
Page 3
Trainin :
Equivalent to a Bachelors degree from an accredited college or university with major course work in civil
engineering.
License or Certificate:
Possession of, or ability to obtain, an appropriate, valid driver's license.
Possession of registration as a professional engineer in the State of California.
WORKING CONDITIONS
Environmental Conditions:
Office and field environment; travel from site to site; exposure to computer screens, noise, dust and
inclement weather conditions; work around heavy construction equipment; operate vehicles.
Physical Conditions:
Essential and other important responsibilities and duties may require maintaining physical condition
necessary for sifting, standing, and walking for prolonged periods of time; climbing stairs and ladders;
operating motorized equipment and vehicles; light to moderate lifting.
I
Revised 4/14
Item 8.e. - Page 10
EXHIBIT B
CITY ENGINEER
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 direct, manage, supervise and coordinate assigned programs and activities within the Engineering
Division of the Community Development Department including land development, traffic engineering,
circulation planning and stormwater management regulations; to coordinate assigned activities with other
divisions and outside agencies; and to provide highly responsible and complex administrative support to
the Director of Community Development.
SUPERVISION RECEIVED AND EXERCISED
Receives administrative direction from the Director of Community Development.
Exercises direct supervision over lower level staff.
ESSENTIAL FUNCTION STATEMENTS--Essential and other important responsibilities and duties may
include, but are not limited to, the following:
Essential Functions:
1. Assume management responsibility for assigned activities of the Engineering Division of the
Community Development Department related to land development, traffic engineering, circulation
planning and stormwater management regulations.
2. Perform and/or supervise plan checking of tract and parcel maps, grading, construction in the public
right-of-way, and other engineering functions.
3. Prepare and/or supervise the preparation of the Engineering Division's conditions of approval for
proposed tract and parcel maps, temporary and conditional permits and other projects.
4. Oversee stormwater management regulations.
5. Develop and update engineering standards.
6. Meet with applicants, respond to questions and concerns, and develop strategies to resolve
development issues.
7. Coordinates the evaluation of transportation and traffic impacts of development proposals and
permits; prepares or coordinates traffic studies and reports.
8. Coordinates, intersection, traffic signal and channelization design.
9. Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures;
recommend, within departmental policy, appropriate service and staffing levels.
10. Plan, direct, coordinate and review the work plan for Engineering Division staff; assign work
activities, projects and programs; review and evaluate work products, methods and procedures;
meet with staff to identify and resolve problems.
Revised 4/14
Item 8.e. - Page 11
CITY OF ARROYO GRANDE
City Engineer(Continued)
Page 2
Essential Functions (Continued):
11. Train, motivate and evaluate Engineering Division personnel; provide or coordinate staff training;
work with employees to correct deficiencies; implement discipline and termination procedures.
12. Supervise the work of lower level Engineering Division staff in the updating, filing and digitally
scanning of City maps and plans; supervise the preparation of exhibit maps and plans used for City
meetings.
13. Respond to requests and inquiries from the public over the telephone and at front counter regarding
engineering issues.
14. Participate in the development and administration of the department's annual budget; participate in
the forecast of funds needed for staffing, equipment, materials and supplies; monitor and approve
expenditures; implement adjustments.
15. Serve as the liaison for the Engineering Division with other City departments, divisions and outside
agencies; negotiate and resolve sensitive and controversial issues.
16. Serve as staff on a variety of boards, commissions and committees; prepare and present staff reports
and other necessary correspondence, including Traffic Commission, Planning Commission and City
Council.
17. Provide responsible staff assistance to the Director of Community Development; may assume
responsibility for management of the department in the absence of the Director.
18. Conduct a variety of organizational and operational studies and investigations; recommend
modifications to programs, policies and procedures as appropriate.
19. Prepare and review staff reports to City Council, Traffic Commission and Planning Commission.
20. Respond and perform assigned duties in the event of a City declared emergency.
21. Perform related duties and responsibilities as required.
QUALIFICATIONS
Knowledge of:
Advanced principles and practices of civil engineering.
Operational characteristics, services and activities of a public works program including streets, water and
sewer services functions.
Engineering mathematics, theories, principles and formulas used in the design and construction of public
works projects.
Methods and equipment used in engineering construction and inspection.
Principles and practices of program development and administration.
Principles and practices of municipal budget preparation and administration.
Principles of supervision, training and performance evaluation.
Modern Information Technology engineering tools and equipment.
Pertinent Federal, State and local laws, codes and regulations.
Ability to:
Review private development plans for compliance with codes, regulations and engineering standards.
Oversee and participate in the management of the Engineering Division's services and activities.
Effectively assume management of the department in the absence of the Director.
Revised 4114
Item 8.e. - Page 12
CITY OF ARROYO GRANDE
City Engineer(Continued)
Page 3
Ability to(continued):
Oversee, direct and coordinate the work of lower level staff.
Supervise, train and evaluate staff.
Participate in the development and administration of department goals, objectives and procedures.
Assist in the preparation and administration of large and complex budgets.
Prepare clear and concise staff reports.
Prepare clear and concise administrative and financial reports.
Analyze problems, identify alternative solutions, project consequences of proposed actions and
implement recommendations in support of goals.
Research, analyze and evaluate new service delivery methods and techniques.
Interpret and apply Federal, State and local policies, laws and regulations.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Maintain physical condition appropriate to the performance of assigned duties and responsibilities.
Maintain effective audio/visual discrimination and perception to the degree necessary for the successful
performance of assigned duties.
EXPERIENCE AND TRAINING GUIDELINES
Any combination of experience and training that would likely provide the required knowledge and abilities
is qualifying.A typical way to obtain the knowledge and abilities would be:
Experience;
Five years of increasing responsible engineering experience, including two years of administrative and
supervisory responsibility.
Trainin :
Equivalent to a Bachelors degree from an accredited college or university with major course work in civil
engineering.
License or Certificate:
Possession of, or ability to obtain, an appropriate, valid driver's license.
Possession of registration as a professional engineer in the State of California.
WORKING CONDITIONS
Environmental Conditions:
Office and field environment; travel from site to site; exposure to computer screens, noise, dust and
inclement weather conditions; work around heavy construction equipment; operate vehicles.
Physical Conditions:
Essential and other important responsibilities and duties may require maintaining physical condition
necessary for sitting, standing, and walking for prolonged periods of time; climbing stairs and ladders;
operating motorized equipment and vehicles; light to moderate lifting.
Revised 4/14
Item 8.e. - Page 13