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11.a. Changes to the Rec and Maint Services DeptMEMORANDUM TO: CITY COUNCIL FROM: STEVEN ADAMS, ClTY MANAGER P SUBJECT: CONSIDERATION OF PROPOSED STAFFING AND MAJOR STRUCTLIRAL CHANGES TO THE RECREATION AND MAINTENANCE SERVICES DEPARTMENT DATE: APRIL 24,2012 RECOMMENDATION: It is recommended the City Council: I) adopt a Resolution eliminating the Recreation and Maintenance Services Department and creating a Recreation Services Department and Maintenance Services Department; 2) adopt a Resolution reclassifying the position of Recreation Supervisor to Director of Recreation Services position and approving a job description; 3) adopt a Resolution creating the position of Director of Maintenance Services and approving a job description, 4) adopt a Resolution creating the positions of Streets and Landscaping Supervisor and Utilities Supervisor, approving job descriptions, and eliminating the existing Maintenance Services Supervisor positions; 5) approve cost and use of the CalPERS "Golden Handshake" program for individuals in the Maintenance Services Supervisor classifications; 6) approve an agreement with Doug Perrin to serve as the Director of Recreation and Maintenance Services on a contract basis for up to a 3-month period; 7) direct staff to solicit bids to determine a cost comparison for contracting parks services. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: It is anticipated that the recomniendations will result in an overall annual net budget savings of approximately $90,000 with roughly $60,000 being from the General Fund. The projected annual cost of the Golden Handshake program will be approximately $6,900, which will be paid over a 20-year period for a total cost of $138,000, which is based on the anticipated participation of two employees. A copy of the cost analysis that CalPERS requires the City to make available to the public is attached. There may be a reduction in cost savings the first year due to cash out of leave by retirees. Agenda Item 11.a. Page 1 CITY COUNCIL CONSIDERATION OF PROPOSED STAFFING AND STRUCTURAL CHANGES TO THE RECREATION AND MAINTENANCE SERVICES DEPARTMENT APRIL 24,2012 PAGE 2 BACKGROUND: The Recreation and Maintenance Services Department currently consists of two divisions - Recreation and Maintenance Services. The Maintenance Services Division consists of three sections - Parks, Streets and Utilities. Staff recently completed a comprehensive operational assessment of the City's Maintenance Services Division. A consultant was hired to lead and prepare the assessment. He worked directly with an assessment team composed of maintenance staff and interviewed each staff person. He also met independently on an ongoing basis with the supervisors, Director and City Manager. 'The purpose was to develop recommendations to maximize efficiency, service levels and the work environment given the resources available. ANALYSIS OF ISSUES: The assessment has a number of recommended operational changes and goals, which staff is working on implementing. There were a few key findings that provide the basis for the recommended structural changes to the organization. First, there is an important need for a management position to provide oversight, direction and coordination at the Corporation Yard. At one time, there was a superintendent position, but it was eliminated many years ago due to budget constraints. Second, it was determined there are more supervisors than what is needed given current staffing levels. In addition, there is a need for greater coordination among the sections. Third, there are significant differences in the missions of the Recreation Division and Maintenance Services Division. As a result, it would be difficult to find management individuals with the necessary skills and expertise in both these disciplines. City Council approval is being requested at this time for initial organizational recommendations designed to address these issues, which include the following: Separation of the Recreation and Maintenance Services Department into two departments, which would consist of the Recreation Services Department and the Maintenance Services Department. Creation of a Maintenance Services Director position. Reclassification of a Recreation Supervisor position to a Recreation Services Director position. Agenda Item 11.a. Page 2 CITYCOUNCIL CONSIDERATION OF PROPOSED STAFFING AND STRUCTURAL CHANGES TO THE RECREATION AND MAINTENANCE SERVICES DEPARTMENT APRIL 24,2012 PAGE 3 Consolidation of the Parks Section and Streets Section into one new Streets and Landscaping Division. Replacement the three Maintenance Services Supervisor positions with one Utilities Supervisor position and one Streets and Landscaping Supervisor position. The new director position will be largely funded through the elimination of the current Recreation and Maintenance Services Director position. The current director is retiring effective July 8'h. It is recommended the City enter into an agreement with him to continue to work as the Director of Recreation and Maintenance Services for a three-month period during the recruitment process for the new director. To minimize the impact on existing staff, it is recommended to offer the CalPERS early retirement "Golden Handshake" program to individuals in Supervisor positions. It is anticipated that up to two employees will accept the benefit. CalPERS requires the costs be presented at a public meeting and then a Resolution be adopted at the following meeting to approve participation. It is proposed that organizational changes be made in two phases. There may be additional recommendations to extend the Golden Handshake to other classifications to ensure responsibilities are performed in the most cost effective manner, the addition of some part-time positions to address remaining staffing needs, and additional adjustments to position titles, classifications and responsibilities. Staff is recommending that these recommendations be addressed separately since specifics will depend upon who is assigned to the Streets and Laddscaping Supervisor position. Therefore, staff will return to the City Council with those recommended adjustments once the appointment process has been completed. It is also recommended that bids be solicited for contracting of parks maintenance services. The purpose of this will be to obtain actual costs for comparison to existing in-house costs to ensure that services are provided in the most cost effective manner. Staff believes the recommendations of this assessment will help make costs for City in-house services competitive. If the bidding process determines the City is currently not cost competitive with the private sector, in-house staff would be provided an opportunity to make additional changes to increase competitiveness prior to any decision regarding contracting services. It may also be determined that is beneficial to supplement existing staffing by contracting out maintenance of specific areas, but not the entire operation. Agenda Item 11.a. Page 3 CITY COUNCIL CONSIDERATION OF PROPOSED STAFFING AND STRUCTURAL CHANGES TO THE RECREATION AND MAINTENANCE SERVICES DEPARTMENT APRIL 24,2012 PAGE 4 ALTERNATIVES: The following alternatives are provided for City Council consideration: 1. Approve staffs recommendations; 2. Direct staff to revise the recommended changes; or 3. Provide staff other direction. ADVANTAGES: The recommendations will improve management, coordination, performance and efficiency. DISADVANTAGES: There could be employees who feel they are adversely affected by reassignments, which will. be minimized by the recommended actions. 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 19, 2012 and on the City's website on Friday, April 20, 2012. Attachment: 1. CalPERS Two-Years Additional Service Credit Cost 2. Director of Recreation and Maintenance Services Agreement Agenda Item 11.a. Page 4 RESOLUTION NO. A RESOLUTION OF THE ClTY COUNCIL OF THE ClTY OF ARROYO GRANDE RESTRUCTURING THE RECREATION AND MAINTENANCE SERVICES ClTY DEPARTMENT WHEREAS, an operational assessment has determined the Divisions of the Recreation and Maintenance Services Departments have unique missions; and WHEREAS, the Recreation and Maintenance Services Director will be retiring in July 2012; and WHEREAS, the City Council of the City of Arroyo Grande ("City") deems it in the best interest of the City to eliminate the Recreation and Maintenance Services Department; and WHEREAS, the City Council deems it in the best interest of the City to create a Recreation Services Department with a Director position to administer and coordinate recreation services; and WHEREAS, the City Council deems it in the best interest of the City to create a Maintenance Services Department with a Director position to administer and coordinate maintenance services; and NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Arroyo Grande does hereby eliminate the Recreation and Maintenance Services Department and creates a Recreation Services Department and a Maintenance Services Department. BE IT FURTHER RESOLVED that this Resolution shall become effective as of July 1, 201 2. 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 - day of April, 2012. Agenda Item 11.a. Page 5 RESOLUTION NO. PAGE 2 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 Agenda Item 11.a. Page 6 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE ESTABLISHING A JOB DESCRIPTION AND SALARY RANGE FOR THE DIRECTOR OF RECREATION SERVICES WHEREAS, the City currently has a Director of Recreation and Maintenance Services and two Recreation Supervisor positions; WHEREAS, the Recreation and Maintenance Services Director will be retiring in July 201 2; and WHEREAS, a new Recreation Services Department is now created; and WHEREAS, the City Council deems it in the best interest of the City to reclassify one of the Supervisor positions as a new Director of Recreation Services; and WHEREAS, the City Council deems it in the best interest of the City to establish a job description for the position of "Director of Recreation Services", a copy of which is attached hereto as Exhibit "A and incorporated herein by this reference; 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 Director of Recreation Services, 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 reclassify one Recreation Supervisor position to Director of Recreation Services to perform the duties and responsibilities set forth in the job description so attached as Exhibit "A. The permanent full-time position of Director of Recreation Services shall receive the rates of pay as follows: POSITION: Director of Recreation Services Range M-48 (Management) LOW MID HIGH $6,393 $7,050 $7,773 BE IT FURTHER RESOLVED that this Resolution shall become effective as of July 1, 201 2. 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 - day of April, 201 2. Agenda Item 11.a. Page 7 RESOLUTION NO. PAGE 2 TONY FERRARA, MAYOR ATTEST: KELLY WETMORE, ClTY CLERK APPROVED AS TO CONTENT: STEVEN ADAMS, ClTY MANAGER APPROVED AS TO FORM: TIMOTHY J. CARMEL, ClTY ATTORNEY Agenda Item 11.a. Page 8 EXHIBIT "A" CITY OF ARROYO GRANDE DIRECTOR OF RECREATION SERVICES Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. SpecIcations are not intended to reflect all duties performed within the job. DEFINITION To plan, direct, manage, supervise and oversee the activities and operations of the Recreation Services Department, including administering a full spectrum of recreation programs, childcare programs and facilities; coordinate assigned activities with other departments and outside agencies; and to provide highly responsible and complex administrative support to the City Manager. To supervise, plan, schedule, coordinate and promote recreational programs; to coordinate the use of recreation buildings and sports facilities; to plan, organize and direct special events and projects; and to perform a variety of technical tasks relative to assigned area of responsibility. SUPERVISION RECEIVED AND EXERCISED Receives general administrative direction from the City Manager. Exercises direct supervision over supervisory, professional, and clerical staff. ESSENTIAL FUNCTION STATEMENTS--Essential responsibilities and duties may include, but are not limited to, the following: Essential Functions: 1. Manage the development and implementation of goals, objectives, policies and priorities for assigned programs; recommend and administer policies and procedures. 2. Assume full management responsibility for assigned services and activities of the Recreation Services Department, including recreation programming, use of recreational buildings and sports facilities, special events and projects. 3. Establish, within City policy, appropriate service and staffing levels; monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; allocate resources accordingly. 4. Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; recommend, within departmental policy, appropriate service and staffing levels. 5. Plan, direct, coordinate and review the work plan for recreation staff; assign work activities, projects and programs; review and evaluate work products, methods and procedures; meet with staff to identi and resolve problems. 6. Assess and monitor work load, administrative and support systems, and internal reporting relationships; identify opportunities for improvement; direct and implement changes. 7. Prepare monthly departmental reports; report to City Council as requested. 8. Attend and administer monthly meetings with the Parks and Recreation Commission. Revised 4/12 Agenda Item 11.a. Page 9 CITY OF ARROYO GRANDE Director of Recreation Services (Continued) Page 2 Essential Functions: (Continued) 9. Coordinate the organization, staffing and operational activities for a variety of recreational programs including adult and youth sports, clinics and tournaments, special events, child care programs, day camps and special classes; coordinate the use of recreational buildings and sports fields. 10. Direct, coordinate and review the work plan for assigned recreation services and activities, assign work activities and projects; monitor work flow; review and evaluate work products, methods and procedures; meet with staff to identify and resolve problems. 11. Coordinate marketing efforts and materials. 12. Oversee the scheduling and staffing of sports activities, events and programs for year-round and seasonal programs. 13. Develop and ensure efficient financial systems are administered with regard to collection, monitoring and logging of all revenues; preparation of financial statements; tracking staff work hours; and maintaining and submitting payroll. 14. Establish fees for assigned programs and coordinate registration programs. 15. Maintain records and develop reports concerning new or ongoing program effectiveness; prepare statistical reports as required. 16. Select, train, motivate and evaluate recreation personnel including volunteers; provide or coordinate staff training; assist in implementing discipline and termination procedures. 17. Oversee development and administration of assigned program budgets; forecast funds needed for staffing, equipment, materials and supplies; monitor and approve expenditures; recommend adjustments as necessary. 18. Participate on a variety of committees; prepare and present staff reports and other correspondence as appropriate and necessary. 19. Coordinate recreation programs and activities with those of other divisions and outside agencies and organizations. 20. Solicit community participation through service clubs, organizations and volunteers to support department programs and projects. 21. Provide staff assistance to the City Manager; participate on a variety of boards, commissions and committees; prepare and present staff reports and other necessary correspondence. 22. Provide staff support to assigned boards and commissions. 23. Conduct a variety of organizational studies, investigations and operational studies; recommend modifications to recreations programs, policies and procedures as appropriate. 24. Attend and participate in professional group meetings and training classes; stay abreast of new trends and innovations in the field of parks and recreation program development. 25. Serve as the liaison for the Recreation Services Department with other departments and outside agencies; negotiate and resolve sensitive and controversial issues. 26. Respond to and resolve difficult and sensitive citizen inquiries and complaints. Revised 12/09 Agenda Item 11.a. Page 10 CITY OF ARROYO GRANDE Director of Recreation Services (Continued) Page 3 Essential Functions: (Continued) 27. Respond and perform assigned duties in the event of a City declared emergency. 28. Perform related duties and responsibilities as required. QUALIFICATIONS Operations, services and activities of a comprehensive recreation program, including sports and child care programs. Principles and practices of recreation program development and administration. Principles and practices of municipal budget preparation and administration. Principles of supervision, training and performance evaluation. Methods and techniques of soliciting community support for recreation programs and projects. Principles of personnel management and employee development. Current and Federal Grant programs. Pertinent Federal, State and local laws, codes and regulations. Resources available for recreation program needs. Methods used to plan, organize, implement and evaluate various recreation programs. Marketing theories, principles and practices as they relate to recreation program development. Principles and procedures of financial record keeping and reporting. Pertinent Federal, State and local laws, codes and regulations. Ability to: Manage and direct a comprehensive recreation program. Develop and administer departmental goals, objectives and procedures. Plan, organize direct and coordinate the work of lower level staff. Select, supervise, train and evaluate staff. Delegate authority and responsibility. Recruit and motivate volunteers and community organizations to support parks and recreation programs and project development. Solicit community support in the development of program and project activities. Provide constructive leadership. Meet with other cities, the school district and other officials to eliminate the duplication of services and promote cooperation between agencies. Identify and respond to community and City Council issues, concerns and needs. Prepare and administer program budgets. 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. lnterpret 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. Oversee scheduling and staffing for use of recreation buildings and sports facilities. lnterpret and explain City recreation policies and procedures. Assess community needs and recommend recreation programs to meet those needs. Revised 12/09 Agenda Item 11.a. Page 11 CITY OF ARROYO GRANDE Director of Recreation Services (Continued) Page 4 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 increasingly responsible recreation programming experience, including three years of supervisory and administrative responsibility. Training: Equivalent to a Bachelors degree from an accredited college or university with major course work in recreation administration, public administration, business administration or a related field. License or Certificate: Possession of, or ability to obtain, an appropriate, valid driver's license. WORKING CONDITIONS Environmental Conditions: Office and field environment; travel from site to site; exposure to computer screens, noise, dust, and inclement weather conditions; operate vehicles. Phvsical Conditions: Essential and other important responsibilities and duties may require maintaining physical condition necessary for sitting, standing, or walking for prolonged periods of time; operating motorized equipment and vehicles; light to moderate lifting. Revised 12/09 Agenda Item 11.a. Page 12 RESOLUTION NO. A RESOLUTION OF THE ClTY COUNCIL OF THE ClTY OF ARROYO GRANDE ESTABLISHING A JOB DESCRIPTION AND SALARY RANGE FOR THE DIRECTOR OF MAINTENANCE SERVICES WHEREAS, the Recreation and Maintenance Services Director will be retiring in July 201 2; and WHEREAS, a new Maintenance Services Department is now created; and WHEREAS, the City Council of the City of Arroyo Grande ("City") deems it in the best interest of the City to create a new position of Director of Maintenance Services; and WHEREAS, the City Council deems it in the best interest of the City to establish a job description for the position of "Director of Maintenance Services", a copy of which is attached hereto as Exhibit "A and incorporated herein by this reference; and WHEREAS, the City Council deems it in the best interest of the City to establish a salary range for the position of Director of Maintenance Services, 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 establish the position of Director of Maintenance Services to perform the duties and responsibilities set forth in the job description so attached as Exhibit "A". The permanent full-time position of Director of Maintenance Services shall receive the rates of pay as follows: POSITION: Director of Maintenance Services Range M-52 (Management) LOW MID HIGH $7,057 $7,783 $8,582 BE IT FURTHER RESOLVED that this Resolution shall become effective as of July 1, 2012. 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 day of April, 201 2. Agenda Item 11.a. Page 13 RESOLUTION NO. PAGE 2 TONY FERRARA, MAYOR ATTEST: KELLY WETMORE, ClTY CLERK APPROVED AS TO CONTENT: STEVEN ADAMS, ClTY MANAGER APPROVED AS TO FORM: TIMOTHY J. CARMEL, ClTY ATTORNEY Agenda Item 11.a. Page 14 EXHIBIT "A" CITY OF ARROYO GRANDE DIRECTOR OF MAINTENANCE SERVICES 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, direct, manage, supervise and oversee the activities and operations of the Maintenance Services Department including the planning, use and maintenance of City parks, facilities and landscaped areas, City buildings, streets, water and sewer systems, and fleet; coordinate assigned activities with other departments and outside agencies; and to provide highly responsible and complex administrative support to the City Manager. SUPERVISION RECEIVED AND EXERCISED Receives general administrative direction from the City Manager. Exercises direct supervision over supervisory, professional, and clerical staff. ESSENTIAL FUNCTION STATEMENTS--Essential responsibilities and duties may include, but are not limited to, the following: Essential Functions: 1. Assume full management responsibility for assigned services and activities of the Maintenance Services department, including planning and park development and maintenance of all City parks, streets, buildings, fleet, and utilities. 2. Manage the development and implementation of goals, objectives, policies and priorities for assigned programs; recommend and administer policies and procedures. 3. Establish, within City policy, appropriate service and staffing levels; monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; allocate resources accordingly. 4. Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; recommend, within departmental policy, appropriate service and staffing levels. 5. Develop, implement and oversee effective and cost efficient work, equipment and asset management systems and programs. 6. Plan, direct, coordinate and review the work plan for maintenance staff; assign work activities, projects and programs; review and evaluate work products, methods and procedures; meet with staff to identify and resolve problems. 7. Assess and monitor work load, administrative and support systems, and internal reporting relationships; identify opportunities for improvement; direct and implement changes. 8. Prepare monthly departmental reports; report to City Council as requested. 9. Institute systems and practices to ensure Department operations are coordinated in the most cost effective manner. Revised 4/12 Agenda Item 11.a. Page 15 CITY OF ARROYO GRANDE Director of Maintenance Services (Continued) Page 2 Essential Functions: (Continued) 10. Develop, implement and maintain systems to inventory infrastructure deficiencies and program, assign and track corrective measures. 11. Select, train, motivate and evaluate assigned personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures. 12. Oversee the development and administration of the division's annual budget; participate in the forecast of funds needed for staffing, equipment, materials and supplies; monitor and approve expenditures; implement adjustments. 13. Serve as the liaison for the Maintenance Services Department with other divisions, departments, and outside agencies; negotiate and resolve sensitive and controversial issues. 14. Provide input on needs, design and coordination of capital projects. 15. Provide staff assistance to the City Manager; participate on a variety of boards, commissions and committees; prepare and present staff reports and other necessary correspondence. 16. Provide staff support to assigned boards and commissions. 17. Conduct a variety of organizational studies, investigations and operational studies; recommend modifications to maintenance programs, policies and procedures as appropriate. 18. Attend and participate in professional group meetings and training classes; stay abreast of new trends and innovations in the field of maintenance services. 19. Respond to and resolve difficult and sensitive citizen inquiries and complaints. 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: Operations and services of a comprehensive maintenance program. Methods and techniques for providing streets, sewer, water, parks, building and fleet maintenance services. Planning and managing practices for addressing infrastructure needs on an ongoing basis. Work order, work management, and fleet management systems. Principles and practices of program development and administration. Principles and practices of municipal budget preparation and administration. Principles of supervision, training and performance evaluation. Principles of personnel management and employee development. Pertinent Federal, State and local laws, codes and regulations. Abilitv to: Manage and direct a comprehensive maintenance program to include parks, streets, sewer, water, building and fleet. Assign responsibilities to multiple operations in order to coordinate work in the most cost effective manner. Develop and administer work order and work management systems. Revised 12/09 Agenda Item 11.a. Page 16 CITY OF ARROYO GRANDE Director of Maintenance Services (Continued) Page 3 Abilitv to: (continued) Develop and administer departmental goals, objectives and procedures. Plan, organize, direct and coordinate the work of lower level staff. Select, supervise, train and evaluate staff. Delegate authority and responsibility. Provide constructive leadership. Meet with other cities, the school district and other officials to eliminate the duplication of services and promote cooperation between agencies. Identify and respond to community and City Council issues, concerns and needs. Read blue prints and make recommendations on plans. Prepare and administer program budgets. 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. 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 increasingly responsible park, street or utility maintenance supervision experience, including three years of administrative responsibility. Traininn: Equivalent to a Bachelors degree from an accredited college or university with major course work in a related field to the job responsibilities. License or Certificate: Possession of, or ability to obtain, an appropriate, valid driver's license. WORKING CONDITIONS Environmental Conditions: Office and field environment; travel from site to site; exposure to computer screens, noise, dust, and inclement weather conditions; operate vehicles. Phvsical Conditions: Essential and other important responsibilities and duties may require maintaining physical condition necessary for sitting, standing, or walking for prolonged periods of time; operating motorized equipment and vehicles; light to moderate lifting. Revised 12/09 Agenda Item 11.a. Page 17 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE ESTABLISHING JOB DESCRIPTIONS AND SALARY RANGES FOR THE POSITIONS OF UTILITIES SUPERVISOR AND STREETS AND LANDSCAPING SUPERVISOR WHEREAS, the findings of an operational assessment of the Maintenance Services Division have recommended the consolidation of Parks and Streets Maintenance; and WHEREAS, the City Council of the City of Arroyo Grande ("City") deems it in the best interest of the City to eliminate existing Maintenance Services Supervisor positions and to establish specialized supervisor positions; 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 Supervisor position and a Streets and Landscaping Supervisor position; and WHEREAS, the City Council of the City of Arroyo Grande deems it in the best interest of the City to establish a job description for the position of "Utilities Supervisor", a copy of which is incorporated hereto as Exhibit "A" and a job description for the position of "Streets and Landscaping Supervisor", 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 positions of Utilities Supervisor and Streets and Landscaping Supervisor, 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 Maintenance Services Supervisor and establishes the positions of Utilities Supervisor and Streets and Landscaping Supervisor 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 Utilities Supervisor and Streets and Landscaping Supervisor shall receive the rates of pay as follows: POSITION: Utilities Supervisor Range 36 (SEIU) Agenda Item 11.a. Page 18 RESOLUTION NO. PAGE 2 POSI'l7ON: Streets and Landscaping Supervisor Range 36 (SEIU) BE IT FURTHER RESOLVED that this Resolution shall become effective as of July 1, 201 2. 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 day of April, 2012. Agenda Item 11.a. Page 19 RESOLUTION NO. PAGE 3 TONY FERRARA, MAYOR ATTEST: KELLY WETMORE, CITY CLERK APPROVED AS TO CONTENT: STEVEN ADAMS, CITY MANAGER APPROVED AS TO FORM: 'TIMO'THY J. CARMEL, CITY ATTORNEY Agenda Item 11.a. Page 20 EXHIBIT "A" ClTY OF ARROYO GRANDE ClTY OF ARROYO GRANDE UTILITIES SUPERVISOR 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. To plan, prioritize, assign, supervise, review and participate in the work of staff responsible for performing a wide variety of water and sewer maintenance activities within an assigned section of the Maintenance Services Department; to perform the more complex tasks of the work unit; and to perform a variety of duties relative to assigned area of responsibility. SUPERVISION RECEIVED AND EXERCISED Receives general direction from the Director of Maintenance Services. Exercises direct supervision over lower level maintenance staff in 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. Plan, prioritize, assign, supervise, review and participate in the work of staff responsible for performing a wide variety of maintenance activities within the Utilities Division of the Maintenance Services Department. 2. Establish schedules and methods for providing maintenance services; identify resource needs; review needs with appropriate staff; allocate resources accordingly. 3. Identify opportunities for improving service delivery methods and procedures; identify resource needs; review with appropriate management staff; implement improvements. 4. Develop policies and procedures; monitor work activities to ensure compliance with established policies and procedures; make changes and improvements to existing standards and procedures. 5. Create and implement goals and objectives; implement approved policies and procedures. 6. Perform the more technical and complex tasks of the work unit including coordinating department work activities with other departments and outside agencies. 7. Supervise the maintenance crews to maintain and operate the sewage collection, water production and distribution system; coordinate preventive maintenance and repair activities. Agenda Item 11.a. Page 21 CITY OF ARROYO GRANDE Utilities Supervisor (Continued) Page 2 Essential Functions: (continued) 8. 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. 9. Identify potential safety problems and promote and implement safety procedures and training; conduct routine safety inspections of work areas and procedures. 10. Authorize purchases for operational materials; ensure equipment is purchased in compliance within established guidelines. 11. Respond to customer complaints and requests for maintenance services related services; discuss service requests with the public in the field and resolve problems. 12. Troubleshoot electrical and mechanical pump and treatment plant problems; perform maintenance tasks on water and sewer systems as needed. 13. Inspect the work of contractors involved in the installation of capital improvement projects; review plans and resolve problems. 14. Select assigned staff; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline procedures. 15. Prepare and administer assigned program budget; submit budget recommendations; monitor expenditures. 16. Prepare analytical and statistical reports on operations and activities. 17. Serve on emergency response standby duty for the Maintenance Services Department 24 hours a day, seven days a week. 18. When needed prepare staff reports for City Council consideration and attend related Clty Council meetings. 19. Participate and advise on the Zone Ill Technical Advisory Committee, Northern Clty Management Area Group, South San Luis Obispo County Sanitation District Collection System Coordination group. 20. Design and engineer water mains, valves, services, pump stations. 21. Ability to specrfy materials for projects and review submittals to assure products meet prescribed specifications. 22. Prepare Emergency Response Plans, Management Plans, Master Plans for all phases of utillty operation. 23. Operate SCADA System and make operational changes on a daily basis. 24. Perform related duties and responsibilities as required. Agenda Item 11.a. Page 22 CITY OF ARROYO GRANDE Utilities Supervisor (Continued) Page 3 QUALIFICATIONS Knowledne of: Operations, services and activities of the assigned maintenance program including streets, water distribution and sewage collection. 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. Principles and practices of engineering. Methods and techniques of evaluating and assessing maintenance program effectiveness. Principles of supervision, training and performance evaluations. Principles and practices of budget preparation and administration. Modem 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. Knowledge of AWWA Standards, ASTM Standards and ANSI Standards. Abilitv 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. Agenda Item 11.a. Page 23 CITY OF ARROYO GRANDE Utilities Supervisor (Continued) Page 4 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: Six years of increasingly responsible construction/maintenance experience in underground piping systems. Training: Equivalent to the completion of the twelfth grade. License or Certificate: Possession of, or ability to obtain within one year, an appropriate, valid driver's license. Possession of, or ability to obtain within one year, a valid Grade Ill Water Treatment Plant Operator's license and Grade IV Water Distribution Operator's license. Possession of, or ability to obtain within one year, a valid Hazardous Materials Emergency Responder Certification. WORKING CONDI'TIONS- 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. Agenda Item 11.a. Page 24 EXHIBIT "B" ClTY OF ARROYO GRANDE ClTY OF ARROYO GRANDE STREETS AND LANDSCAPING SUPERVISOR 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, supervise, coordinate, review and participate in the work of staff responsible for performing a wide variety of parks, landscaping, urban forest, facility, street, sidewalk and storm system maintenance activities within an assigned section of the Maintenance Services Department; to perform the more complex tasks of the work unit; and to perform a variety of duties relative to assigned area of responsibility. SUPERVISION RECEIVED AND EXERCISED Receives general direction from the Director of Maintenance Services. Exercises direct supervision over lower level maintenance staff in the Streets and Landscaping Division. ESSENTIAL AND MARGINAL FllNCTlON STATEMENTS -Essential and other important responsibilities and duties may include, but are not limited to, the following: Essential Functions: 1. Plan, prioritize, assign, supervise, review and participate in the work of staff responsible for performing a wide variety of maintenance activities within the Street and Landscaping Division of the Maintenance Services Department. 2. Establish schedules and methods for providing maintenance services; identify resource needs; review needs with appropriate staff; allocate resources accordingly. 3. Identify opportunities for improving service delivery methods and procedures; identify resource needs; review with appropriate management staff; implement improvements. 4. Develop policies and procedures; monitor work activities to ensure compliance with established policies and procedures; make changes and improvements to existing standards and procedures. 5. Create and implement goals and objectives; implement approved policies and procedures. 6. Perform the more technical and complex tasks of the work unit including coordinating department work activities with other departments and outside agencies. 7. 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 the streets and landscaping operation. Agenda Item 11.a. Page 25 CITY OF ARROYO GRANDE Streets and Landscaping Supervisor (Continued) Page 2 Essential Functions: (continued) 8. Identify potential safety problems and promote and implement safety procedures and training; conduct routine safety inspections of work areas and procedures. 9. Authorize purchases for operational materials; ensure equipment is purchased in compliance within established guidelines. 10. Respond to customer complaints and requests for maintenance services related services; discuss service requests with the public in the field and resolve problems. 11. Inspect the work of contractors involved in the installation of capital improvement projects; review plans and resolve problems. 12. Select assigned staff; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline procedures. 13. Prepare and administer assigned program budget; submit budget recommendations; monitor expenditures. 14. Prepare analytical and statistical reports on operations and activities. 15. Direct, coordinate and review the work plan for maintenance and repair of assigned park, urban forest, buildings and facilities; assign work activities and projects; monitor work flow; inspect job sites daily for work progress. 16. Direct, coordinate and review the work plan for maintenance and repair of streets, gutters, sidewalks, storm drains, bridges, signs, striping and other assigned city infrastructure. 17. Conduct routine inspections of work sites for vandalism and graffiti; take corrective action to ensure timely abatement activities occur. 18. Oversee, coordinate and participate in a variety of maintenance activities including landscaping, general grounds clean up, building maintenance, garbage and waste collection, pruning and tree care, and the installation and repair of irrigation systems; perform concrete work and basic carpentry work as required. 19. Estimate time, materials and equipment required for jobs assigned; requisition materials as required. 20. Coordinate facility set-up for special events, training classes and programs. 21. Serve on emergency standby duty. 22. Prepare staff reports for City Council. 23. Perform related duties and responsibilities as required. Revised 411 2 Agenda Item 11.a. Page 26 CITY OF ARROYO GRANDE Streets and Landscaping Supervisor (Continued) Page 3 QUALIFICATIONS Knowledne of: Traffic signal operation and maintenance. All forms of road and concrete construction. Storm drain systems1NPDES. Environmental laws and procedures. Creek maintenance. Methods, tools, material and techniques used in maintenance and construction. Methods and techniques of evaluating and assessing maintenance programs. Supervision, training and performance evaluations. Principles of budget preparation and administration. Use of office equipment. Occupational hazards and standard safety practices pertinent to Federal, State and local regulations. Operational characteristics, services and activities of a parks, facility and building maintenance program. Principles and procedures of purchasing. Operational characteristics of maintenance equipment and tools. Methods and techniques of insecticide and herbicide applications. Pertinent Federal, State and local laws, codes and regulations. Common urban forestry practices. Building maintenance procedures. Abilitv to: Oversee an effective streets maintenance program in assigned area. Develop and implement annual street, concrete, tree trimming and striping maintenance programs. Coordinate landscaping and park maintenance programs. Coordinate plant and irrigation design and installation. Coordinate building maintenance activities. 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. Manage contracts for service. Coordinate work 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. 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. Revised 41 1 2 Agenda Item 11.a. Page 27 CITY OF ARROYO GRANDE Streets and Landscaping Supervisor (Continued) Page 4 EXPERIENCE AND TRAINING GUIDELINES Any combination of experience and training that would likely provide the required knowledge and abilities is qual~fying. A typical way to obtain the knowledge and abilities would be: Experience: Six years of increasingly responsible maintenance experience. Traininq: Equivalent to the completion of the twelfth grade supplemented by college level course work in construction management License or Certificate: Possession of, or ability to obtain within one year, an appropriate valid driver's license Possession of, or ability to obtain within one year, an appropriate valid Qualified Applicator's license as required by assigned position Possession of, or ability to obtain within one year, an appropriate 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; work around heavy construction equipment. Phvsical 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 Revised 4/12 Agenda Item 11.a. Page 28 Attachment 1 CALPERS TWO YEARS ADDITIONAL SERVICE CREDIT COST Salary Savings: $216,303 Cost: $136.416 Classification Maintenance Services Supervisor Maintenance Services Supervisor Maintenance Services Supervisor Total Annual Payroll for Miscellaneous Employees: $3.269.232 Annual Cost for All Eligible Employees: $136.416113.24 = $10.3031$3.269,232 = 0.0031515 (increase in PERS rate) 0.0031 51 5 X $3.269.232 = $1 0.303 Additional Employer Contributions $43.418 $47,670 $45.328 Annual Pay Rate $69,938 $73,349 $73,016 Annual Salary Savings: 216,303 Approx. Cost Over 20 Years for All Eligible Employees: Cost Factor 0.64 0.67 0.64 Annual Cost For Those Eligible Employees Who Have Committed: $91.088113.24 = $6.8801$3.269,232 = 0.0021044 (increase in PERS rate) 0.0021044 X $3.269232.00 = $6,880 Annual Salary Savings: $143,287 Approx. Cost Over 20 Years For Committed Eligible Employees: $6,880 X 20 = $137,600 No Survivor Allowance 0.97 0.97 0.97 COLA 3.4, or 5% No No No Agenda Item 11.a. Page 29 Attachment 2 EMPLOYMENT AGREEMENT This Employment Agreement is entered into this 25'h day of April, 2012 between the ClTY OF ARROYO GRANDE, State of California (hereinafter referred to as "CITY"), and, DOUG PERRIN, a temporary employee (hereinafter referred to as "EMPLOYEE"). WITNESSETH: WHEREAS, ClTY has need for a temporary Director of Recreation and Maintenance Services; and WHEREAS, EMPLOYEE represents that he is qualified to perform the services required by this Employment Agreement; and WHEREAS, EMPLOYEE desires to accept temporary employment as a temporary, Director of Recreation and Maintenance Services, pursuant to the terms and conditions herein set forth. NOW, THEREFORE, the parties do mutually agree as follows: 1. SCOPE OF SERVICES. EMPLOYEE shall be employed by ClTY as a Director of Recreation and Maintenance Services. EMPLOYEE agrees to devote as much time as is reasonably necessary to effectively perform the services required up to a maximum of forty (40) hours per week. The maximum of forty (40) hours per week may be exceeded on a temporary basis when necessary if the overall average amount of hours worked during the term of this Agreement do not exceed this amount. 2. COMPENSATION. EMPLOYEE shall be compensated as follows: a. EMPLOYEE shall be paid at the base rate of $60.33 per hour for all hours worked within the term of the Agreement. b. EMPLOYEE shall be entitled to no other compensation or benefits. 3. TERM OF EMPLOYMENT. Employment shall commence on July 9, 2012 . and shall terminate on September 30, 2012, unless terminated earlier as Agenda Item 11.a. Page 30 Attachment 2 provided herein. Termination of the Agreement may be effectuated by the City Manager or his designee without the need for action, approval or ratification by the City Council. Employment may be extended by mutual agreement of the parties. 4. 'TERMINKTION OF EMPLOYMENT FOR CONVENIENCE. Either party has an absolute right to terminate this employment at any time by giving to the other party fifteen (15) days written notice of such termination, specifying the effective date of such termination. Termination shall have no effect upon the rights and obligations of the parties arising out of any transaction occurring prior to the effective date of such termination. EMPLOYEE shall be paid for all work satisfactorily completed prior to the effective date of such termination. EMPLOYEE agrees that the notice provisions of this paragraph shall limit the liability of CITY in the event that a termination action taken by CITY pursuant to Paragraph 5 is subsequently found to be improper. 5. TERMINATION OF EMPLOYMENT FOR CAUSE. If EMPLOYEE fails to perform his duties to the satisfaction of CITY, or if EMPLOYEE fails to fulfill in a timely and professional manner his obligations or if EMPLOYEE shall violate any of the terms or provisions of this Agreement, or EMPLOYEE has a physical or mental incapacity that precludes EMPLOYEE from performing the duties, or if EMPLOYEE fails to exercise good behavior either during or outside of working hours which is of such a nature that it causes discredit to CITY, or impairs his ability to perform these duties, the CITY shall have the right to terminate employment effective immediately upon CITY'S giving written notice thereof to EMPLOYEE. Termination shall have no effect upon the rights and obligations of the parties arising out of any transaction occurring prior to the effective date of such termination. EMPLOYEE shall be paid for all work satisfactorily completed prior to the effective date of such termination. Agenda Item 11.a. Page 31 Attachment 2 6. NON-ASSIGNMENT OF WORK. This Agreement is intended to secure the individual services of EMPLOYEE and thus EMPLOYEE shall not assign, transfer, delegate, or sublet this work, or any interest herein, without the prior written consent of CITY, and any such assignment, transfer, delegation or sublet without CITY'S prior written consent shall be considered null and void. 7. COVENANT. This Employment Agreement has been executed and delivered in the State of California, and the validity, enforceability and interpretation of any clauses of this offer shall be determined and governed by the laws of the State of California. All duties and obligations of the parties created hereunder are performable in the City of Arroyo Grande and the County of San Luis Obispo shall be that venue for any action, or proceeding that may be brought or arise out of connection with or by reason of this offer. 8. ENFORCEABILITY. If any term, covenant, condition or provision of this offer is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remainder of the provisions hereof shall remain in full force and effect and shall in no way be affected, impaired or invalidated thereby. 9. NONDISCRIMINATION. There shall be no discrimination against any person employed pursuant to this Agreement in any manner forbidden by law. 10. CONFLICTS OF INTEREST. EMPLOYEE agrees that, during the term of this Agreement, he will not maintain any financial interest or engage in any other employment, occupation, work, endeavor, or association, whether compensated for or not, that would in any way conflict with, or impair EMPLOYEE'S ability to perform, the duties described in this offer. 11. ENTIRE AGREEMENT AND MODIFICATION. 'This Employment Agreement constitutes the entire understanding of the parties hereto. This Employment Agreement supersedes all previous offers, agreements, negotiations, or understandings, whether written or oral, between the parties. EMPLOYEE shall Agenda Item 11.a. Page 32 Attachment 2 be entitled to no other benefits than those specified herein, and EMPLOYEE acknowledges that no representation, inducements of promises not contained in this Agreement have been made to EMPLOYEE to induce EMPLOYEE to enter into this Agreement. No changes, amendments, or alteration hereto shall be effective unless in writing and signed by both parties. EMPLOYEE specifically acknowledges that in entering into and executing this Agreement, EMPLOYEE relies solely upon the provisions contained in this Agreement and no others. IN WITNESS WHEREOF, ClTY and EMPLOYEE have executed this Employment Agreement on the day and year first set forth above. EMPLOYEE: ClTY OF ARROYO GRANDE: By: Steven Adams City Manager Agenda Item 11.a. Page 33 THIS PAGE INTENTIO NALLY LEFT BLANK Agenda Item 11.a. 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