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CC 2015-07-28 Supplemental Info.MEMORANDUM TO: CITY COUNCIL FROM: DEBBIE MALICOAT, DIRECTOR OF ADMINISTRATIVE SERVICES bJv'.- SUBJECT: SUPPLEMENTAL INFORMATION AGENDA ITEM 8d -JULY 28, 2015 CITY COUNCIL MEETING CONSIDERATION OF A RESOLUTION ESTABLISHING JOB DESCRIPTIONS AND SALARY RANGES FOR SEVERAL POSITIONS DATE: July 28, 2015 Attached is an updated Resolution related to this item. The Resolution in the Council agenda packet inadvertently includes the Information Technology Specialist in one of the clauses. This position will be considered at a future Council meeting; therefore it should not be included in the Resolution at this time. In addition, staff has discovered that the job description for the Utilities Manager did not include amended education and experience requirements; therefore, an updated job description as Exhibit C is also attached. cc: City Manager City Attorney City Clerk Public Review Binder RESOLUTION NO. __ _ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE ESTABLISHING JOB DESCRIPTIONS AND SALARY RANGES FOR THE POSITIONS OF GEOGRAPHIC INFORMATION SERVICES TECHNICIAN, UTILITIES MANAGER AND VOLUNTEER AND PROGRAM COORDINATOR WHEREAS, an evaluation of the needs of the organization resulted in a recommendation to create several new job class_ifications; and WHEREAS, an evaluation of the job descriptions for the existing Public Works Supervisor and Utilities Supervisor positions resulted in significant modifications of essential functions; and WHEREAS, the City Council of the City of Arroyo Grande ("City") deems it in the best interest of the City to establish a Geographic Information Services Technician position with a job description incorporated hereto as Exhibit "A"; 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 Volunteer and Program Coordinator position with a job description incorporated 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 Utilities Manager position with a job description incorporated hereto as Exhibit "C"; 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 Geographic Information Services Technician, which will be placed on the full-time SEIU salary schedule; 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 Volunteer and Program Coordinator, which will be placed on the part-time salary schedule; 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 positions of Public Works Supervisor and Utilities Manager, which will be placed on the full-time management salary schedule. RESOLUTION NO. PAGE2 NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Arroyo Grande does hereby establish the positions of Geographic Information Services Technician, Volunteer and Program Coordinator, and Utilities Manager, to perform the duties and responsibilities set forth in the job descriptions so attached as Exhibit "A" through Exhibit "C". The positions shall receive the rates of pay as follows: POSITION: Geographic Information Services Technician Range SEI U 34 $4,654 -$5,659/month POSITION:· Volunteer and Program Coordinator Range Part-Time $17.95 -$20.78/hr POSITION: Utilities Manager Range Management 4 7 $6,555 -$7 ,969/month BE IT FURTHER RESOLVED that this Resolution shall become effective as of July 31, 2015. On motion of Council Member , seconded by Council Member , and on t~e following roll call vote, to wit: AYES: NOES: ABSENT: the foregoing Resolution was passed and adopted this 29th day of July, 2015. RESOLUTION NO. PAGE3 JIM HILL, MAYOR ATTEST: KELLY WETMORE, CITY CLERK APPROVED AS TO CONTENT: ROBERT MCFALL, INTERIM CITY MANAGER APPROVED AS TO FORM: HEATHER WHITHAM, CITY ATTORNEY UTILITIES MANAGER EXHIBIT C CITY OF ARROYO GRANDE 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 plan, prioritize, assign, manage, review and evaluate the activities and operations of the Utilities Division of the Public Works Department including the work of staff responsible for performing a wide variety of water and sewer maintenance activities; to initiate and implement preventive maintenance programs; to ensure that activities' are in compliance with federal, state and local regulations; to coordinate activities with other departments and outside agencies; and to perform a variety of duties relative to assigned area of responsibility. SUPERVISION RECEIVED AND EXERCISED Receives general direction from the Director of Public Works within a framework of legal requirements, policies and established organizational values and processes with independence of action to meet changing operational conditions. Exercises direct supervision over all levels of staff assigned to the Utilities Division. ESSENTIAL AND MARGINAL FUNCTION STATEMENTS -Essential and other important responsibilities and duties may include, but are not limited to, the following: Essential Functions: 1 . Prepare and administer assigned program budget; submit budget recommendations; monitor expenditures. 2. Create and implement goals and objectives; implement approved policies and procedures. 3. Prepare analytical and statistical reports on operations and activities. 4. Prepare and present staff reports for City Council consideration and attend related City Council and other regulatory Board meetings. 5. Participate and advise on the Zone Ill Technical Advisory Committee, Northern City Management Area Group, South San Luis Obispo County Sanitation District Collection System Coordination group. 6. Assist in the specification, design and engineering of utility mains, valves, services, pump stations. Actively participate in the City's development review process and provide recommendations for public infrastructure improvements. 7. Specify materials for projects and review submittals to assure products meet prescribed specifications. 8. Prepare Emergency Response Plans, Management Plans, and Master Plans for all phases of utility operation. 9. Operate SCADA System and make operational changes on a daily basis. 10. Monitor changes in laws, regulations and technology that may affect division operations; implement changes to policies and procedures after approval. CITY OF ARROYO GRANDE Utilities Manager (Continued) Page2 Essential Functions (Continued): 11. Work closely with Regulatory agencies to ensure compliance with Federal and State laws and regulations pertaining to water, sanitary sewer, storm water, air quality and other related environmental compliance matters. 12. Plan, prioritize, assign, manage, review and participate in the work of staff responsible for performing a wide variety of maintenance activities within the Utilities Division. 13. Supervise and evaluate the performance of assigned personnel; develop and implement work and standby schedules; provide or coordinate employee training and conduct annual performance review of personnel assigned to the Utilities Division. 14. Establish schedules and methods for providing maintenance services; identify resource needs; review needs with appropriate staff; allocate resources accordingly. 15. Identify opportunities for improving service delivery methods and procedures; identify resource needs; review with appropriate management staff; implement improvements. 16. Develop policies and procedures; monitor work activities to ensure compliance with established policies and procedures; make changes and improvements to existing standards and procedures. 17. Perform the more technical and complex tasks of the division including coordinating work activities with other departments and outside agencies. 18. Supervise the maintenance crews to maintain and operate the sewage collection, water production and distribution system; coordinate preventive maintenance and repair activities. 19. Prepare daily reports detailing daily production and work activities performed; track materials used in activities and equipment needed to perform duties; prepare monthly, annual reports for all phases of utility operation. 20. Identify potential safety problems and promote and implement safety procedures and training; conduct routine safety inspections of work areas and procedures. 21. Authorize purchases for operational materials; ensure equipment is purchased in compliance within established policies. 22. Respond to emergency situations during off-hours, as required. 23. Respond to customer complaints and requests for maintenance services related services; discuss service requests with the public in the field and resolve problems. 24. Inspect the work of contractors involved in the installation of capital improvement projects; review plans and resolve problems. 25. Provide or coordinate staff training; work with employees to correct performance deficiencies; take or recommend disciplinary actions for work performance deficiencies of assigned employees. ' 26. Attend meetings and training classes as required. 27. Respond and perform assigned duties in the event of a City declared emergency. 28. Perform related duties and responsibilities as required. CITY OF ARROYO GRANDE Utilities Manager (Continued) Page3 QUALIFICATIONS Knowledge of: Operations, services and activities of the assigned maintenance program including water distribution and sewage collection. The operation, maintenance and repair of valves, pumps, lift stations, mains, laterals, telemetry and related appurtenances and equipment. Methods, tools, materials and, techniques used in construction and maintenance programs. Operational characteristics of equipment used in construction and maintenance. Principles and practices of maintenance programs. The operation and minor maintenance of a variety of hand and power tools, vehicles and equipment related to the work. Principles and practices of engineering related to utilities. Mechanical, electrical and hydraulic principles. Methods and techniques of evaluating and assessing maintenance program effectiveness. Principles of supervision, training, performance evaluations and disciplinary processes. Principles and practices of budget preparation and administration. Modern office procedures, methods and equipment including computers and supporting applications. Principles of report preparation. Basic and advanced mathematical principles. Occupational hazards and standard safety practices. Pertinent Federal, state and local laws, codes and regulations. Basic and advanced physics and chemistry principles. Basic and advanced biological principles. Title 22 and 23 of the public health codes related to water and wastewater regulations, AWWA Standards, ASTM Standards and ANSI Standards. Ability to: Oversee an effective utilities maintenance program. Supervise, organize and review the work of lower level staff. Select, supervise, train and evaluate staff. Analyze work situations and determine a course of action. Coordinate word order and work management systems. Prepare work schedules to assign resources in the most cost effective manner. Operate a variety of maintenance vehicles and equipment in a safe and effective manner. Read and interpret construction plans and drawings. Respond to requests and inquiries from the general public. Interpret and explain City policies and procedures. Participate in the preparation and administration of the assigned program budget. Prepare clear and concise reports. Operate office equipment including computers and supporting word processing applications. Teach and mentor on utility system operation principles. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective 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. CITY OF ARROYO GRANDE Utilities Manager (Continued) Page4 EXPERIENCE AND EDUCATION GUIDELINES Any combination of education, 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: Six years of increasingly responsible experience in the operation and maintenance of a water distribution and sanitary sewer collection infrastructure system, including two years of administrative and supervisory responsibility. Education: Equivalent to an Associate of Science degree from an accredited college with major work in chemistry, biology, civil engineering or a related field. License or Certificate: Possession of a valid California driver's license will be required at the time of appointment and must be maintained throughout employment. Possession of, or ability to obtain within one year, a valid Grade Ill Water Treatment Plant Operator's license and Grad.e IV Water Distribution Operator's license. Possession of, or ability to obtain within one year, a valid Hazardous Materials Emergency Responder Certification. WORKING CONDITIONS Environmental Conditions: Office and field environment; may travel from site to site; exposure to computer screens; noise, dust, grease, smoke, fumes, gases; electrical energy, radiant energy; potentially hazardous chemicals; moving objects/vehicles; work in or with water, wastewater, storm water; work around heavy construction equipment. Physical Conditions: Essential and marginal functions may require maintaining physical condition necessary for walking, standing or sitting for prolonged periods of time; heavy, moderate or light lifting and carrying; pulling, pushing, reaching; operating motorized equipment and vehicles. MEMORANDUM TO: CITY COUNCIL ·~ FROM: TERESA MCCLISH, COMMUNITY DEVELOPMENT DIRECTOR SUBJECT: SUPPLEMENTAL INFORMATION AGENDA ITEM 11.A. -CONSIDERATION OF PROPERTY AT FLORA LANE TO BE CONSIDERED FOR AGRICULTURAL MITIGATION LAND {STAFF PROJECT CASE N0.15-010) DATE: JULY 28, 2015 This information is provided to evaluate if public facilities can be used in computation of agricultural mitigation land. General Plan measure Ag1-1.2 concerning public facility use on agricultural land. Agl-1.2: Public facilities are permitted on agricultural and natural resource land when required by health, safety, or welfare of the public. Public facility use (including roadway) is allowed when required for public health, safety and welfare on agricultural land without causing a conversion. As such, there may be consideration that roadway area be subtracted from the required mitigation area. The proposed East Cherry Avenue Specific Plan development includes various roadway area proposed for land devoted to housing development (subarea 2) as well as an offer of dedication to contribute land for subarea 3 that is the Japanese Welfare Association's (JWA) cultural site (subarea 3) that's graphically depicted on Attachment 1 and listed below: Existing Property Boundary (Subarea 2): E. Cherry Ave. Offer of Dedication to widen to City Standard (Sub 2): New Collector Road Offer of Dedication (Sub 2): JWA Offer of Dedication (Sub 3): Total area proposed to require agricultural mitigation= 11.59 ac (0.74 ac) (0.68 ac) (0.38 ac) 9.79 The applicant is requesting consideration that these roadway areas offset required mitigation area so that the net E. Cherry Avenue tract Area totaling 9. 79 acres is roughly offset by the 9.9 acres that comprise the Flora Lane property. It should be noted that should development and consequential conversion of land not occur as proposed for the E. Cherry Avenue Specific Plan, a new collector road across the land, and potentially, the widening of E. Cherry may still be desirable for public health, safety and welfare. However, other internal roadway areas (not listed) specific CITY COUNCIL SUPPLEMENTAL INFORMATION AGENDA ITEM 11.A. CONSIDERATION OF PROPERTY AT FLORA LANE TO BE CONSIDERED FOR AGRICULTURAL MITIGATION LAND (STAFF PROJECT CASE NO. 15-010) JULY 28, 2015 PAGE2 to the proposed development would not qualify for determining the quantity of required agricultural mitigation land. As regards the JWA offer of dedication of .38 acres, the potential offset of required mitigation land depends upon consideration of the conversion of the JWA subarea 3 totaling 1.51 acres. JWA's proposal does include an agricultural component in the form of a small orchard as well as a cultural component in the form of an archive building for historical information from the site. Since the property will be rezoned, mitigation requirements must be considered for the whole property according to municipal code requirements. However, is under the Council's purview to 'determine if the fact that an orchard and cultural buildings are proposed warrant consideration to count in part as agricultural mitigation. This item was discussed in November, 2015 in a pre-application discussion but no formal determination made (Attachment 2). Lastly, in lieu fees are an option to satisfy mitigation requirements. According to the municipal code, the fee shall be based upon current appraisal information for the acquisition of a conservation easement on replacement land plus all related city administrative and legal costs. The in-lieu fee, paid to the city, shall be used for farmland mitigation purposes, with priority given to lands with prime agricultural soils located within the city. In conclusion, agricultural mitigation requirements must be considered for all land being rezoned from agriculture to another land use. However, according to the municipal code there is significant leeway in determining factors that make up appropriate mitigation: 1) 1 :1 ratio to conserve agricultural land acreage; 2) in-lieu fee; and 3) other mitigation measures determined acceptable by the city council. EXISTING TRACT BOUNDARY: 11.59 AC \ ' \ COLLECTOR ROAD OFFER OF DEDICATION (OFF SITE) DORFMAN PARCEL 0.10 AC /"'' \ _,,.,... r-------'---/ COLLECTOR ROAD /./ OFFER OF DEDICATION 0.68 AC EAST CHERRY OFFER OF DEDICATION 0.74 AC \ \, \ ) \ \ .. \ / \ _),.. \ \ ..... --/ \. . \. . _,,.,.. \ \/ \ . ,,.,.. \ \./ .. \ / __ ,,.,. .. \ ....... )" \. \ JWA OFFER OF DEDICATION 0.38 AC NET TRACT AREA 9.79 AC l> ~ n :I: s m 2 -f j...)o Minutes: City Council Regular Meeting Tuesday, November 25, 2014 AYES: NOES: ABSENT: Barneich, Costello, Brown, Guthrie, Ferrara None None ATTACHMENT 2 9. PUBLIC HEARINGS 9.a. Consideration of a Public Art Chumash Arborglyph Sculpt r~6 S. Mason Street; Applicant-Yak Titu Titu Yak Tilhini Northern Ch ash Tribe; Staff Project No. 14-006. Community Development Director McClish requested continuance of this pre-application item to provide notice to the Native Heritage Commi ·on to provide an opportunity for additional input from the Native American community. Mayor Ferrara invited public commen o public comments were received. Action: Mayor Ferrara mov to continue the item to a date uncertain in order to provide an opportunity for additional i ut from the Native American community. Council Member Barneich seconded, and the mo · passed on the following roll call vote: ara, Barneich, Costello, Brown, Guthrie NTINUED BUSINESS 11. NEW BUSINESS 11.a. Consideration of Pre-Application No. 14-005; Specific Plan Designation, General Plan Amendment, Development Code Amendment and Lot Line Adjustment; Location East Cherry Avenue; Applicant: Japanese Welfare Association. Associate Planner Heffernen presented the staff report and recommended the City Council review the conceptual plans and provide comments to the applicant. Staff responded to questions from Council. · Mayor Ferrara invited public comment. Speaking from the public were Margaret Ikeda, in support of the pre-application; Vard Ikeda, in support of the pre-application; Gary Kobara, in support of the conceptual plan, but expressed concern about the agricultural mitigation requirements; Shirley Gibson, in support of the conceptual multi-use plan, the Pacific Coast Railway path, but expressed concern about the agricultural land and the impact of future housing development; Dawn Kamiya, in support of the conceptual plan; Chris Hagerty, Scout Master of Boy Scout Troop 413, in support of the conceptual plan. No further public comments were received. Council comments ensued regarding the history of the zone change and General Plan Amendment on the property; that the agricultural elements in the conceptual plan provides sufficient agricultural mitigation; whether senior housing would be incorporated into the guest Minutes: City Council Regular Meeting Tuesday, .November 25, 2014 Page 6 house; that parking has to be worked out based on configuration of the project; concerns regarding the proposed archive building; that the trees, including the palm tree, on the property need to be preserved; clarification that prior rezoning of the property to Agriculture was not based on farming activities, but based on the alluvial soil and natural resource to be preserved; some concern that if the property is rezoned to Mixed Use, that the property could be radically changed in the future; that 1: 1 agricultural mitigation is necessary; acknowledgment that the proposed cultural building is a shrine to agricultural heritage; and that the proposed buildings are appropriate and a good fit for the property. No formal action was taken on this item. Mayor Ferrara called for a break at 8:29 p.m. The Council reconvened.at a· 5 p.m. 11.b. Consideration of Ordinance Amending Chapter 3.46 f the Arroyo Grande Municipal Code Relating to Exemptions and Vacatio entals and Homestays. City Attorney Carmel presented the staff report and recomm ded that the Council introduce an Ordinance amending Chapter 3.46 of the Arroyo Grand unicipal Code to provide that the same exemptions that apply to the Transient Occupan Tax apply to Arroyo Grande Tourism Business Improvement District assessments and a nd the definition of "lodging" to include vacation rentals and homestays. Mayor Ferrara invited public comment. Action: Council Member Brown moved introduce an Ordinance entitled: "AN ORDINANCE OF THE CITY COUNCIL OF THE Cl OF ARROYO GRANDE AMENDING CHAPTER 3.46 OF THE ARROYO GRANDE MUNL /PAL CODE RELATING TO THE TOURISM BUSINESS IMPROVEMENT DISTRICT LA Council Member Costello seconded, and the motion passed on the following roll call ate: AYES: NOES: ABSENT: Brown, Cost None None 12. CITY COUNCIL The Mayor and ouncil Members provided brief reports from the following committee, commission, bo d, or other subcommittee meetings that they have attended as the City's appointed repr sentative. (a) Ma~ r Ferrara: (1 San Luis Obispo Council of Governments/San Luis Obispo Regional Transit Authority (SLOCOG/SLORTA) South San Luis Obispo County Sanitation District (SSLOCSD) Other