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HomeMy WebLinkAboutCC AG PKT 2012-07-23 #E AGENDA STAFF REPORT U` "- � . :gl1F R�Qf DATE: July 23, 2012 TO: Honorable Mayor and City Council THRU: Jill R. Ingram, City Manager FROM: Sean P. Crumby, Assistant City Manager/Public Works SUBJECT: APPROVE AMENDMENTS TO THE CLASSIFICATION PLAN AND DESIGNATE THE PAY GRADE AND STATUS OF FINANCE MANAGER AND RECREATION MANAGER CLASSIFICATIONS SUMMARY OF REQUEST: That the City Council adopt: 1. Resolution No. 6290 approving title change amendments to the Classification Plan for the Fleet Maintenance Program Manager, Deputy Director of Public Works/Maintenance and Utilities, and Deputy Director of Public Works/City Engineer; 2. Resolution No. 6291 approving an amendment to the Classification Plan for the Recreation Manager; 3. Resolution No. 6292 approving an amendment to the Classification Plan for the Finance Manager; and 4. Resolution No. 6293 designating the pay grade and status of Finance Manager and Recreation Manager Classifications. BACKGROUND AND ANALYSIS: The action within this staff report and attached resolutions follow through on modifications to the Classification Plan as approved in the FY 2012/13 budget and discussed during the budget process. The changes are detailed below. Re-classifications of existing positions Recreation Manager: The Community Services Department is managed under the direction of the Assistant City Manager. The daily operations are currently performed by the existing Community Services Supervisor. These daily functions Agenda Item E include managing and coordinating recreation programs, numerous special events, managing of the Seal Beach Tennis Center, staff liaison to the Parks and Recreation Commission, and supervising full-time and part-time recreation staff. The title Recreation Manager more appropriately reflects the responsibilities being performed by this classification. The classification has evolved and increased in depth of responsibility. The Community Services Supervisor Is represented by the Seal Beach Supervisors and Professionals Association (SBSPA). The Personnel Officer (City Manager) has complied with the requirements of Article II, Section 7.0 of the Employer-Employee Relations Resolution in determining that the new Recreation Manager classification should be allocated to the Executive Management and Mid-Management bargaining unit (unrepresented) as a Mid-Manager, and officially notified SBSPA as well. Finance Manager: The Finance Department is managed under the direction of the Finance Director. Under the direction of the Finance Director, the Senior Accountant plans, manages and coordinates the day-to-day operations of the Finance Department. This position is responsible for direct supervision of staff, including training, performance evaluation, establishment of work methods and standards, and allocation of tasks. This position also participates in the recruitment and selection of department staff. During the FY 2012/13 budget process, the Senior Accountant was responsible for the preparation and completion of the budget, and has led the City through several successful financial audits, and adoption of the City's first Cost Allocation Study. The City is currently recruiting for a new Finance Director. During this transition period, the Senior Accountant classification has increased in responsibility level. The title of Finance Manager more appropriately reflects the responsibilities being performed by this revised classification as it has evolved and increased in depth of responsibility. Title Changes Fleet Maintenance Program Manager: The City of Seal Beach has one employee that is responsible for management of the City's fleet. The position has been filled with a long-term employee (27 years) with the title of Equipment Services Supervisor who retired in December 2010. During the budget season in preparation of the FY 2011/12 annual budget, this position was forzen. Since that time, the City has maintained the fleet with one part-time mechanic (32 hours per week). On June 11, 2012 the City Council adopted a Fleet Management Plan. One of the items included in this Plan is an analysis of how the City of Seal Beach currently maintains the fleet. Other options for fleet maintenance were analyzed including contracting out of fleet maintenance both privately and to another agency. The report concluded that replacement of this position is the most efficient means of providing fleet maintenance. During the budget season for FY 2012/13, the City Council expressed a concern over the title of Equipment Services Supervisor. This title for the classification Page 2 has been analyzed and although the classification does not manage employees, the classification is responsible for management of the fleet maintenance program. It is recommended to modify the classification plan to change the title of this classification to Fleet Maintenance Program Manager. This title change will more appropriately reflect the responsibilities of the classification and allow the City to recruit and retain the most qualified candidate for the classification. None of the other items within the classification plan including compensation are being changed with this action. A recruitment to fill this vacant position will begin immediately, following the City Council's determination whether to amend the classification title. Deputy Director of Public Works/Maintenance and Utilities: The City of Seal Beach has an employee, the Maintenance Services Manager, who manages all of the maintenance divisions within the Public Works Department. There are numerous divisions within the department which include: Beach & Pier, Buildings & Facilities, Parks, Sewer, Storm Drains, Streets & Transportation, Fleet, and Domestic Water. This position manages a staff of 17 employees that perform a variety of functions including beach cleaning, facility maintenance, support of special events, water and sewer system maintenance, cleaning of storm drains, etc. These divisions also manage numerous contracts including street sweeping, tree trimming, landscape maintenance, heating, ventilation, and air conditioning (hvac) maintenance, janitorial, etc. Effective management of these tasks is not only good practice, but mandated by the state in many cases. The City has had an employee that has served in this classification for the past nine years, who recently retired, and been with the City's public works department for the past 28 years. The classification has changed over the course of this period. The environmental regulations in particular have substantially increased. This title change for the classification has been analyzed. It is recommended to modify the classification plan to change the title to Deputy Director of Public Works/Maintenance and Utilities. This title change will more appropriately reflect the responsibilities of the classification and allow the City to recruit and retain the most qualified candidate for the position. None of the other items within the classification plan including compensation are being changed with this action. A recruitment to fill this vacant position will begin immediately, following the City Council's determination whether to amend the classification title. Deputy Director of Public Works/City Engineer: The City of Seal Beach has an employee that manages the engineering division within the Public Works Department. The engineering division delivers the Capital Improvement Program, supports private development, manages numerous environmental programs, supports special events, serves as the Traffic Engineer, etc. This position manages a staff of six (6) employees that perform a variety of functions. This division also manages numerous contracts including beach backpass, National Pollutant Discharge Elimination System (NPDES), traffic signal maintenance, sewer inspection, etc. Page 3 The City has had an employee that has served in this classification for the past four years. The position has changed over the course of this period. Environmental regulations and financial reporting in particular have substantially increased. This title for the classification has been analyzed. It is recommended to modify the classification plan to change the title of this classification to Deputy Director of Public Works/City Engineer. This title change will more appropriately reflect the responsibilities of the classification and allow the City to retain the current employee longer. None of the other items within the classification plan including compensation are being changed with this action. New position The FY 2012-13 budget approved the creation of a new position, but that position is not addressed in this action. That final change will be to add the position of Assistant Planner to the Community Development Department. This change is not being brought forward at this time as the City is currently recruiting for a Director of Community Development. The City Manager desires to fill the Director position first and allow the new Director to provide input regarding the Assistant Planner responsibilities and candidate selection. ENVIRONMENTAL IMPACT: There is no Environmental Impact related to this item. LEGAL ANALYSIS: The City Attorney has reviewed and approved as to form. FINANCIAL IMPACT: All salaries and benefits are included in the FY 2012/13 adopted budget. RECOMMENDATION: It is recommended that the City Council adopt: 1. Resolution No. 6290 approving title change amendments to the Classification Plan for the Fleet Maintenance Program Manager, Deputy Director of Public Works/Maintenance and Utilities, and Deputy Director of Public Works/City Engineer; 2. Resolution No. 6291 approving an amendment to the Classification Plan for the Recreation Manager; 3. Resolution No. 6292 approving an amendment to the Classification Plan for the Finance Manager; and Page 4 4. Resolution No. 6293 designating the pay grade and status of Finance Manager and Recreation Manager Classifications. SUBMITTED BY: NOTED AND APPROVED: ■ #.4i Sean P. Crum7HIPP D•. Ingram, City ager Assistant City Manager/Public Works Prepared by: Nancy Ralsten, Management Analyst Attachments: A. Resolution No. 6290—Classification Title Changes for Fleet Maintenance Program Manager, Deputy Director of Public Works/Maintenance and Utilities, and Deputy Director of Public Works/City Engineer with attached Classification Specifications B. Resolution No. 6291 —Recreation Manager with attached Classification Specification C. Resolution No. 6292—Finance Manager with attached Classification Specification D. Resolution No. 6293—Designating the pay grade and status of Finance Manager and Recreation Manager classifications Page 5 RESOLUTION NUMBER 6290 A RESOLUTION OF THE SEAL BEACH CITY COUNCIL APPROVING AN AMENDMENT TO THE CLASSIFICATION PLAN BY REPLACING THE TITLES OF THE CLASSIFICATIONS OF EQUIPMENT SERVICES SUPERVISOR, MAINTENANCE SERVICES MANAGER, AND CITY ENGINEER WITH THE CLASSIFICATION TITLES OF FLEET MAINTENANCE PROGRAM MANAGER, DEPUTY DIRECTOR OF PUBLIC WORKS/MAINTENANCE AND UTILITIES, AND DEPUTY DIRECTOR OF PUBLIC WORKS/CITY ENGINEER RESPECTIVELY WHEREAS, amending the classification plan to change the titles of the classifications of Equipment Services Supervisor, Maintenance Services Manager, and City Engineer, and replacing them with the classification titles of Fleet Maintenance Program Manager, Deputy Director of Public Works/Maintenance and Utilities, and Deputy Director of Public Works/City Engineer, respectively, is warranted to accurately reflect the current duties and responsibilities;and NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SEAL BEACH DOES HEREBY RESOLVE: Section 1. The title of the classification of Equipment Services Supervisor is hereby replaced with the title of Fleet Maintenance Program Manager. Section 2. The title of the classification of Maintenance Services Manager is hereby replaced with the title of Deputy Director of Public Works/Maintenance and Utilities. Section 3. The title of the classification of City Engineer is hereby replaced with the title of Deputy Director of Public Works/City Engineer. Section 4. A copy of the re-titled class specifications for Fleet Maintenance Program Manager, Deputy Director of Public Works/Maintenance and Utilities, and Deputy Director of Public Works/City Engineer, are attached hereto. Section 5. The other classifications in the classification plan are hereby amended to reflect reporting requirements necessitated by these changes in classification titles. (Intentionally Left Blank) PASSED, APPROVED and ADOPTED by the Seal Beach City Council at a regular meeting held on the 23rd day of July, 2012 by the following vote: AYES: Council Members NOES: Council Members ABSENT: Council Members ABSTAIN: Council Members Mayor ATTEST: City Clerk STATE OF CALIFORNIA } COUNTY OF ORANGE } SS CITY OF SEAL BEACH } I, Linda Devine, City Clerk of the City of Seal Beach, do hereby certify that the foregoing resolution is the original copy of Resolution Number 6290 on file in the office of the City Clerk, passed, approved, and adopted by the Seal Beach City Council at a regular meeting held on the 23rd day of July , 2012. City Clerk • SEAL BF cy f. Fleet Maintenance Program Manager ti l��dTY N Department/Division: Public Works/Fleet Maintenance Reports To: Deputy Director of Public Works/Maintenance & Utilities Provides Direction To: Contract Mechanic (Part Time) Exemption Status: Non Exempt Date Prepared: July 5, 2012 Date Adopted By City Council: GENERAL PURPOSE Under general supervision, plans, assigns, inspects and supervises the work of personnel engaged in the repair and servicing of a wide variety of gasoline and alternative fuel vehicles and equipment; and does related work as required. DISTINGUISHING CHARACTERISTICS The Fleet Maintenance Program Manager is distinguished from the Equipment Mechanic or Maintenance Worker in that it exercises full supervision over assigned employees and requires greater scheduling and project planning responsibilities. The Fleet Maintenance Program Manager has lesser policy-making and budgetary authority than the Deputy Director of Public Works/Maintenance & Utilities. ESSENTIAL FUNCTIONS The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class. 1. Coordinates, supervises, inspects, and performs overhaul, repair and maintenance of a wide variety of gas or diesel-powered vehicles and equipment, including engines, fuel, electrical, hydraulic and body and chassis parts; provides technical assistance to staff in resolving difficult problems encountered. 2. Instructs and provides for the training of staff in work methods, use of tools and equipment, and relevant safety precautions; participates in and monitors the completion of work; establishes priorities for maintenance and contract personnel. 3. Obtains estimates for vendors for various vehicle repairs such as transmission work, bodywork, or other specialized work. 4. Prepares and maintains a variety of reports and records, including monthly vehicle and equipment repairs. Fleet Maintenance Program Manager Page 1/3 5. Maintains all City vehicle DMV records for the registration of new vehicles; schedules yearly smog testing of vehicles and submit reports to DMV. 6. Prepares equipment specifications for new units. 7. Ensures the City's safety program and goals are carried out; proposes safety requirements to be followed in the maintenance and repair of vehicles and equipment. 8. Prepares requisitions and purchases parts and supplies in accordance with City purchasing policy and procedures; maintains inventory of parts and supplies. 9. Operates welding equipment to fabricate modifications to equipment. 10.Maintains all shop equipment. 11.Assists Water Department with engine repairs at City's water wells when needed. 12.Responds to emergency situations as necessary. QUALIFICATIONS GUIDELINES Knowledge of: Techniques, methods, materials, tools and equipment used in the overhaul, repair and maintenance of gasoline and alternative fuel engines for vehicles, trucks and related equipment, as well as preventative maintenance programs; principles and practices of employee supervision, including training and work evaluation; principles and practices of purchasing materials and outside services; safe work methods and safety practices pertaining to the work; operation and maintenance of a wide variety of equipment, hand, shop and power tools used; machine and welding shop methods and practices; relevant codes and regulations; federal, State and local laws and regulations pertaining to the handling and disposal of hazardous waste and clean air requirements. Ability to: Operate a computer and use specialized maintenance and parts inventory software; operate gas and electric welding equipment, as well as hand and power tools; perform diagnostic tests; fabricate or modify special parts and equipment; plan, estimate, coordinate and schedule the work of others; prepare and maintain service records, and reports; read and interpret plans, specifications, and manuals; operate and maintain equipment and tools used; establish and maintain effective working relationships with staff, management, vendors, and others; identify and implement effective courses of action to complete assigned work; develop and implement goals, objectives, procedures, and work standards for equipment maintenance. Fleet Maintenance Program Manager Page 2/3 Education/Training/Experience: High School graduation or G.E.D. equivalent is required. Five years of journey-level and skilled experience in the repair and maintenance of gasoline and alternative fuel vehicles and equipment is required. Licenses; Certificates; Special Requirements: Valid Class C California Driver's License, acceptable driving record, and evidence of insurance. ASE training certification in brakes, advanced engine performance, and electrical repairs. The employee must be available for on-call, stand-by, and emergency call services. PHYSICAL AND MENTAL DEMANDS The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical Demands While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or operate objects, tools, or controls and reach with hands and arms at and above shoulder level. The position works in both field and office settings. The employee must have the ability to sit, stand, walk, twist, and lift up to 50 pounds. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus. Mental Demands While performing the duties of this class, the employee must be able to use written and oral communication skills; read and interpret data, information and documents; interpret policies and procedures; use math and mathematical reasoning; learn and apply new information or new skills; work under deadlines with interruptions; and interact with City staff, other organizations and the public; occasionally required to deal with the public, contractors, vendors, and employees in conflict situations. WORK ENVIRONMENT The employee occasionally works outdoors and is subject to variable weather conditions. The employee is exposed to heat, mechanical and electrical hazards, chemicals, dust, and wetness. The employee must have the ability to travel to different maintenance sites and locations and is available for on-call, stand-by, and emergency call service. Fleet Maintenance Program Manager Page 3/3 SEA( \1. o � F P Y De ut Director of Public `hdk Works/Maintenance and Utilities Department/Division: Public Works/Maintenance Reports To: Director of Public Works Provides Direction To: Maintenance Services Supervisors, Fleet Maintenance Program Manager, Chief Water Operator, Electrician, Executive Assistant FLSA Exemption Status: Exempt Date Prepared: July 5, 2012 Date Adopted by City Council: GENERAL PURPOSE Under administrative direction, plans and manages the activities and operations of the Maintenance and Utilities Divisions of the Public Works Department, including water, sewer, streets, parks and landscape, fleet services, and building, facilities and beach maintenance; coordinates maintenance programs, services, and special events with other departments, agencies, contractors, and other parties; and does related work as required. DISTINGUISHING CHARACTERISTICS The Director of Public Works/Maintenance and Utilities is distinguished from the maintenance supervisors by its broader scope of responsibility for all maintenance operations, knowledge of maintenance construction and repair standards and practices, • and the coordination of projects, budgeting, and contracts for employees and contractors. As compared with the Director of Public Works, the Director of Public Works/Maintenance and Utilities does not have accountability for engineering services, or the same level of policy-making and budgetary authority. ESSENTIAL FUNCTIONS The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class. 1. Plans, coordinates, and manages maintenance schedules and services involving water, sewer, streets, storm drains, parks, medians, landscaped areas, beach, fleet, and buildings and facilities, either through the work of City staff or contractors. 2. Assigns and coordinates projects with maintenance supervisors and administers major service requests, and establishes and monitors the completion of preventative maintenance services. 3. Selects, trains, motivates and evaluates public works field supervisory personnel; coordinates staff certification and training; works with employees to correct deficiencies; recommends and implements discipline and termination procedures. Director of Public Works/Maintenance& Utilities Page 1/4 4. Works with legal representatives and department director to prepare contracts for field service; establishes scope of work, estimates costs, and reviews actual proposals for services as part of the process of selecting and monitoring the work of contractors. 5. Evaluates the effectiveness of maintenance procedures, including the efficiency and quality of service delivery; consider methods to improve operational performance. 6. Conducts periodic inspections of field operations and work records; works with supervisory personnel and staff to identify and implement improvements in work methods and services; ensures adherence to safe work practices by maintenance personnel, including the proper containment and handling of hazardous materials. 7. Investigates and resolves public complaints related to maintenance services and inform the department director of actions taken. 8. Administers the preparation of the divisional budget for maintenance services; monitors actual costs for conformance with projected expenditures and sources of variance. 9. Prepares monthly and periodic regulatory reports for State and local public health and safety organizations, including the SCAQMD, OCSD, and State Water Resources Control Board, including reports of spills; completes a variety of activity reports and correspondence. 10.Coordinates projects and public works services with other City departments, public agencies, and rights-of-way service providers. 11.Participates in field maintenance work as needed. QUALIFICATIONS GUIDELINES Knowledge of: Principles, practices, and standards associated with the construction, maintenance and operation of municipal public works facilities, including water, sewer, and storm drains, streets, parks and landscaping, fleet maintenance, and buildings, facilities, and beach maintenance; budgeting practices; OSHA requirements governing safe workplace and work zone safety practices; federal, State, and local laws and regulations governing water, sewer, and maintenance and construction standards; purchasing methods and material costing techniques; fleet specifications and maintenance standards; research methods and analysis techniques; principles of employee training, supervision, and evaluation. Director of Public Works/Maintenance& Utilites Page 2/4 Ability to: Plan, coordinate, and manage public maintenance services, contracts, and services; prepare clear, concise, and comprehensive reports, studies and correspondence; plan, select, train, supervise, evaluate, and discipline staff; estimate maintenance construction and repair costs; prepare and administer operating budgets; research, analyze, and evaluate new maintenance standards, technology, and procedures; communicate effectively, both orally and in writing; establish and maintain effective working relationships with staff, management, contractors, vendors, and public and private representatives; exercise tact in investigating and resolving public complaints and issues involving the contracting and delivery of field maintenance services; operate computer equipment and use word processing and spreadsheet software applications programs. Education/Training/Experience: High School graduation or G.E.D. equivalent is required. Six years of experience in the operation and maintenance of public works facilities and services is required, including at least three years of supervisory and administrative experience. Licenses, Certificates; Special Requirements: Valid Class C California driver's license, acceptable driving record, and evidence of insurance. Possession of a Grade Ill Water Distribution Certificate issued by the California State Health Department is desirable. Confined space entry, trenching, and hazardous materials training and certification is required. Ability to work extended hours in order to oversee maintenance repairs and operations, including disaster response services. PHYSICAL AND MENTAL DEMANDS The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical Demands While performing the duties of this class, the employee is constantly required to sit, and occasionally to stand and walk. The sensory demands include the ability to talk, and hear, both in person and by telephone; use hands to finger, handle, feel or operate computer hardware and standard office equipment; and reach above and below shoulder level with hands and arms. The employee occasionally lifts and moves barricades, delineators, and cones weighing up to 50 pounds. Director of Public Works/Maintenance& Utilites Page 3/4 Specific vision abilities required by this job include close vision and the ability to adjust focus. Mental Demands While performing the duties of this class, the employee is regularly required to use oral and written communication skills; read and interpret data; thoroughly analyze and solve problems; exercise sound judgment in the absence of specific guidelines; use math and mathematical reasoning; establish priorities and work on multiple assignments and projects concurrently; meet intense and changing deadlines given interruptions; and interact appropriately with staff, management, City and government officials, contractors, vendors, and general public, and others in the course of work. WORK ENVIRONMENT The employee works in both office and outdoors settings and is subject to variable weather conditions and traffic. The employee is exposed to heat, mechanical and electrical hazards, chemicals, dust, and wetness inspecting and overseeing work in the field. Director of Public Works/Maintenance& Utilites Page 4/4 SEA( FF 2°4 e, Deputy Director of Public Works/City Engineer ouin C0. Department/Division: Public Works/Engineering Reports To: Director of Public Works Provides Direction To: Assistant Engineer, Associate Engineer, Executive Assistant, Public Works Inspector, Public Works Intern FLSA Exemption Status: Exempt . Date Prepared: July 5, 2012 Date Adopted by City Council: GENERAL PURPOSE Under administrative direction, plan, manage, and coordinate the services of the Engineering Design Division, including civil design, environmental administration, and public works inspection projects, and engineering permit services; coordinate engineering plan preparation and approval of public works projects and private development plan checks; and does related work as required. DISTINGUISHING CHARACTERISTICS The Deputy Director of Public Works/City Engineer is distinguished from the Associate Civil Engineer by its greater level of professional knowledge, decision-making capabilities, capital project authority, and scope of budget and supervisory authority, as well as greater interactions with other City departments and public and private engineering and planning representatives. ESSENTIAL FUNCTIONS The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class. 1. Plans, manages, coordinates and evaluates Engineering design and construction engineering work, including utilities and rights-of-way engineering. 2. Prepares, reviews, and approves engineering plans, specifications, and contract documents related to private development construction and capital improvement projects and provides advance master plan for the City's development. 3. Administers engineering construction contracts and private plan check contracts for private development; ensures that development standards are consistent with project applications and the City's environmental policies. 4. Acts as Chairperson or assigns staff to serve on the Public Works Coordinating, Committee, Joint Utilities Coordinating Committee, and other staff committees. Director of Public Works/City Engineer Page 1/4 ESSENTIAL FUNCTIONS (continued) 5. Manages, coordinates and approves prepared plans and specifications for capital improvement projects; reviews, evaluates, and makes recommendations in response to professional engineering design surveys and reports, including presentations at City Council meetings. 6. Selects, trains, supervises, and evaluates the work of professional and technical staff and consultants; recommends disciplinary actions as needed. 7. Participates in the development of the Engineering Division budget and makes recommendations regarding staff, equipment, and capital projects; monitors actual expenditures for compliance with plans. 8. Develops, plans and implements action on adopted policies contained in such documents as the City's Circulation Element, Air Quality Element, the Orange County Congestion Management Plan, the SCAG Growth Management Plan, Regional Mobility Plan and Air Quality Management Plan. 9. Reviews, approves, and signs City Tract & Parcel Maps, Certificates of Compliance and other documents per the Subdivision Map Act. 10. Attends meetings, study sessions, and workshops involving various commissions, ad- hoc committees and the City Council; presents testimony and recommendations on civil engineering issues and works with community groups to understand concerns. 11. Leads the Division in applications for Measure M transportation projects; develops and carries out programs in transportation demand management (TDM) and congestion management (CMP), including conduct of community and other meetings. 12.Administers, assembles, plans, and manages the City's entire Capital Improvement Program including Building Facilities, Streets and Transportation, Beach and Pier, Storm Drains, Sewer, Parks and Water Systems. 13.Monitors State and Federal legislation related to contemporary public works issues and applies for grants administered by regional, federal and state agencies. 14.Administers environmental quality standards and programs associated with FEMA floodplain administration, and NPDES, FOG, and water quality compliance. Director of Public Works/City Engineer Page 2/4 QUALIFICATIONS GUIDELINES Knowledge of: Theories, principles, practices, standards, methods and techniques of civil engineering; development, evaluation and approval practices of engineering plans and specifications related to streets, sewers, storm drains, water mains and other public works projects and plan review of private development projects; FEMA, NPDE, WQMP, FOG and other environmental compliance programs; construction, financing and legal requirements associated with civil engineering and public works projects; principles of employee • supervision and evaluation; public works inspection practices; environmental regulations and standards; contract administration practices. Ability to: Plan, organize, coordinate and manage design and construction engineering services for public construction, utilities, capital improvements projects, and the review and approval of private development projects; participate in selecting, training, supervision and evaluation of technical and field personnel; analyze engineering plans, specifications and proposals and public works projects and private development proposals for technical feasibility, safety and public acceptability; communicate effectively, both orally or in writing; prepare and present administrative reports and staff recommendations; establish and maintain effective working relationships with staff, supervision, management, executives, consultants, contractors, developers, governmental officials, and public and private representatives. Education/Training/Experience: Bachelor's degree from an accredited four-year college or university with a major in Civil Engineering or a related field is required. College-level course work or certification in the principles of project management and employee supervision is desirable. Eight years of progressively responsible professional and project management experience involving civil engineering work and the design, administration, and inspection of public works construction projects and rights-of-ways, and the plan review of private development projects is required. Licenses, Certificates; Special Requirements: Ability to obtain a valid Class C California Driver's License, acceptable driving record, and evidence of insurance. Possession of a valid certificate of registration as a Professional Civil Engineer issued by the California State Board of Registration for Civil Engineers. Director of Public Works/City Engineer Page 3/4 • PHYSICAL AND MENTAL DEMANDS The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical Demands While performing the duties of this class, the employee is constantly required to sit, and occasionally to stand and walk. The sensory demands include the ability to talk, and hear, both in person and by telephone; use hands to finger, handle, feel or operate computer hardware and standard office equipment; and reach with hands and arms above and below shoulder level. The employee occasionally lifts and carries records and documents weighing more than 20 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Mental Demands While performing the duties of this class, the employee is regularly required to use oral and written communication skills; read and interpret data; thoroughly analyze and solve problems; exercise sound judgment in the absence of specific guidelines; use math and mathematical reasoning; establish priorities and work on multiple assignments and projects concurrently; meet intense and changing deadlines given interruptions; and interact appropriately with staff, management, consultants, contractors, developers, City officials, public and private representatives, and others in the course of work; interpret engineering standards and resolve related conflicts. WORK ENVIRONMENT The employee constantly works in office conditions where the noise level is usually moderate, at and below 85 decibels. Occasional driving is required to conduct field observation of public works and engineering construction projects and work operations, attend meetings at various City facilities, training and meeting sites, and public and private events. Director of Public Works/City Engineer Page 4/4 RESOLUTION NUMBER 6291 A RESOLUTION OF THE SEAL BEACH CITY COUNCIL APPROVING AN AMENDMENT TO THE CLASSIFICATION PLAN BY RECLASSIFYING THE CLASSIFICATION OF COMMUNITY SERVICES SUPERVISOR TO THE CLASSIFICATION OF RECREATION MANAGER WHEREAS, amending the classification plan to add the classification of Recreation Manager, and eliminating the classification of Community Services Supervisor is warranted, including appropriate compensation, to accurately reflect the current duties and responsibilities; and WHEREAS, the cost of the proposed amendment is included within the FY 2012/13 budget. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SEAL BEACH DOES HEREBY RESOLVE: Section 1. The classification of Community Services Supervisor is hereby reclassified to Recreation Manager and the classification of Community Services Supervisor s hereby eliminated from the classification plan. Section 2. The classification of Recreation Manager is hereby added to the classification plan. . A copy of the Recreation Manager class specification is attached hereto. Section 3. The other classifications in the classification plan are hereby amended to reflect reporting requirements necessitated by this change in classification title and responsibilities. PASSED, APPROVED and ADOPTED by the Seal Beach City Council at a regular meeting held on the 23rd day of July ,2012 by the following vote: AYES: Council Members NOES: Council Members ABSENT: Council Members ABSTAIN: Council Members Mayor ATTEST: City Clerk STATE OF CALIFORNIA } COUNTY OF ORANGE } SS CITY OF SEAL BEACH } I, Linda Devine, City Clerk of the City of Seal Beach, do hereby certify that the foregoing resolution is the original copy of Resolution Number 6291 on file in the office of the City Clerk, passed, approved, and adopted by the Seal Beach City Council at a regular meeting held on the 23rd day of July , 2012. City Clerk SEAL " o Recreation Manager Department/Division: Recreation Manager Reports To: Assistant to the City Manager Provides Direction To: Recreation staff FLSA Exemption Status: Exempt Date Prepared: July 5, 2012 Date Adopted by City Council: GENERAL PURPOSE Under general supervision, plans, organizes and supervises recreational programs, sports league activities, aquatics programs, and special events; administers schedules, sports calendars, and recreation classes; serves as liaison to the Recreation Commission and to sports leagues, community groups, and other civic organizations; and does related work as required. DISTINGUISHING CHARACTERISTICS The Recreation Manager has primary responsibility for planning, developing, coordinating, staffing the Community Services Department including managing youth sports, adult sports, and aquatics, and recreation classes and special events. This position is distinguished from the Community Services Coordinator in that it oversees regular full- time, part-time, and contract staff and has larger budgetary accountabilities. This position oversees preparation of agenda and staff reports for the Parks and Recreation Commission. Also works in conjunction with the Public Works, Finance, and Lifeguard Departments in regards to facility management and operation of recreation facilities. ESSENTIAL FUNCTIONS The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class. 1. Plans, organizes, and evaluates the work of regular and part-time staff and seasonal employees through the work of the Community Services Coordinator and other staff assigned to adult and youth sports, aquatics, and other recreation programs and activities. 2. Establishes division goals and objectives, and develops programs in consultation with staff and the City Manager's Office; evaluates service delivery using productivity, quality, revenue, and customer satisfaction standards and program recommendations. 3. Prepares division budget, including operating and personnel expenditure allocations, and evaluates actual costs for conformance to plans. Community Services Manager Page 1/4 ESSENTIAL FUNCTIONS (continued) 4. Recruits and recommends the hiring and selection of staff; conducts new employee orientations; coordinates, trains, assigns, reviews, and evaluates work; and implements disciplinary actions as needed. 5. Serves as a City liaison to Recreation Commission and works with program participants, community groups, and school officials within and outside the City regarding field usage and aquatics programs, and needs. 6. Develops, coordinates, manages, and monitors the performance of assigned community services and programs; processes and approves claim forms, purchase orders, and other financial payment processes. 7. Oversees the planning, coordination, development, and proofreading of quarterly marketing brochures, flyers, press releases, and other marketing and promotional materials involving media applications. Oversees preparation of the Recreation Guide. 8. Evaluates and updates comprehensive fee schedules and administers rental applications and service contracts for facilities and instructors; administers joint use contracts 9. Manages and oversees the implementation of various programs, events, and services, including youth, teen, and adult sports programs, after school programs, contract classes, and aquatics programs. 10. Analyzes and develops special events and on-going programs and supervises capital improvement and special projects and determines priorities; estimates personnel, resources. and time required for program and project completion and implementation. 11.Prepares and reviews staff reports, program summaries, activity records, and financial records in order to advise interested parties regarding major developments. 12.Monitors and keeps informed of current trends in the community services field, including program development trends and best practices, and potential operational improvements. 13.Represents the City of Seal Beach at local and regional organizations including California Park and Recreation Society (CPRS), and various Seal Beach Community Groups. 14.Issuance of City permits including but not limited to Special Event Permits and Filming Permits. 15.Management of Recreation Facilities (Community Centers, Fields, Gym, etc) including coordination with Public Works in relation to maintenance, Finance in relation to accounts payable, and Lifeguards in relation to the City pool. Community Services Supervisor Page 2/4 QUALIFICATIONS GUIDELINES Knowledge of: Theories, principles, and practices of local government recreation and leisure management; applicable federal, State and local health and safety codes and ADA public facilities accessibility regulations; sports rules and league scheduling practices; field standards for games and maintenance practices; research methods and statistical techniques and applications; modern recreation services practices, including program planning, marketing, budgeting practices and fee schedules; contract administration practices; program evaluation practices; principles of employee supervision; customer service practices. Ability to: Plan, organize, assign, review and evaluate the work of part-time staff; establish division policies and procedures and train personnel; organize, plan, develop, and manage a variety of recreational, aquatics, and sports programs; serve as staff liaison and take minutes at Recreation Commission meetings; communicate effectively, both orally and in writing; establish and maintain effective working relationships with staff, management, community groups, sports officials, the media, facility users, school representatives, and the general public; discuss recreation issues, needs, and expectations; prepare a variety of financial, staff and activity reports and correspondence; operate computer equipment and use word processing, spreadsheet, graphics, and related recreation software applications programs. Education/Training/Experience: Bachelor's degree from an accredited four-year college or university with a major in leisure services, recreation management, physical education, or a related field is required. Six (6) years of professional recreation and program planning experience is required, including supervisory, administrative, and program planning work. Licenses, Certificates; Special Requirements: May require certification by the Red Cross as a Lifeguard, CPR certification, First aid certification, and Water Safety Instructor certification. Valid Class C California driver's license, acceptable driving record, and evidence of insurance. Community Services Supervisor Page 3/4 PHYSICAL AND MENTAL DEMANDS The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical Demands While performing the duties of this class, the employee is regularly required to sit, stand, walk, talk, and hear, both in person and by telephone; use hands to finger, handle, feel or operate standard office equipment; and reach with hands and arms above and below shoulder level; stoop, kneel, or crouch to access or place records or files; lift and carry records and documents, typically weighing less than 20 pounds. The employee must be able to physically lift, push, pull, and/or carry materials and equipment used for special events weighing up to 50 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. • Mental Demands While performing the duties of this class, the employee is regularly required to use oral and written communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret data and situations; use math and mathematical reasoning; perform highly detailed work under changing, intensive deadlines, on multiple concurrent tasks; work with constant interruptions; and interact with City officials, media, citizens groups, sports officials, school representatives, contractors, employees, management, and others encountered in the course of work; occasionally subject to conflicts involving the use of community services. WORK ENVIRONMENT The employee works in both office and field settings, and occasional travel is required to different community centers, events, as well as user group and public meeting sites. In the office setting, the noise level is frequently quiet or moderately quiet. In field settings, the employee is exposed to loud noise during sporting and recreational activities and works under variable weather conditions at different sites and events. Community Services Supervisor Page 4/4 RESOLUTION NUMBER 6292 A RESOLUTION OF THE SEAL BEACH CITY COUNCIL APPROVING AN AMENDMENT TO THE CLASSIFICATION PLAN BY RECLASSIFYING THE CLASSIFICATION OF SENIOR ACCOUNTANT TO THE CLASSIFICATION OF FINANCE MANAGER WHEREAS, amending the classification plan to add the classification of Finance Manager, and eliminating the classification of Senior Accountant is warranted, including appropriate compensation, to accurately reflect the current duties and responsibilities;and WHEREAS, the cost of the proposed amendment is included within the FY 2012/13 budget. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SEAL BEACH DOES HEREBY RESOLVE: Section 1. The classification of Senior Accountant is hereby reclassified to Finance Manager and the classification of Senior Accountant .is hereby eliminated from the classification plan. Section 2. The classification of Finance Manager is hereby added to the classification plan. A copy of the Finance Manager class specification is attached hereto. Section 3. The other classifications in the classification plan are hereby amended to reflect reporting requirements necessitated by this change in classification title and responsibilities. PASSED, APPROVED and ADOPTED by the Seal Beach City Council at a regular meeting held on the 23rd day of July, 2012 by the following vote: AYES: Council Members NOES: Council Members ABSENT: Council Members ABSTAIN: Council Members Mayor ATTEST: City Clerk STATE OF CALIFORNIA } COUNTY OF ORANGE } SS CITY OF SEAL BEACH } I, Linda Devine, City Clerk of the City of Seal Beach, do hereby certify that the foregoing resolution is the original copy of Resolution Number 6292 on file in the office of the City Clerk, passed, approved, and adopted by the Seal Beach City Council at a regular meeting held on the 23rd day of July , 2012. City Clerk Finance Manager 4‘s b^`.. R Department: Finance Reports To: Director of Finance/City Treasurer Provides Direction To: Accountant, Senior Accounting Technician, Accounting Technician, and part-time personnel FLSA Exemption Status: Exempt Date Prepared: July 5, 2012 Date Adopted by City Council: GENERAL PURPOSE Under the general administrative direction of the Finance Director, the Finance Manager plans, coordinates, directs and oversees the payroll, accounts payable, cashiering, business license, receivables, fixed assets and general accounting functions of the City; trains and supervises and evaluates staff; presents written and oral reports, and provides excellent customer service. The position is also responsible for the coordination of the various annual financial audits, preparation of financial reports, band and book reconciliations, daily cash flow monitoring, debt service and trustee activity, development of accounting policies, procedures and control systems, accounting, budgeting and financial planning. ESSENTIAL FUNCTIONS The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class. 1. Prepares a variety of accounting and financial reports and analyses and assists the Director of Financial Services/City Treasurer in completing special projects and responding to a variety of inquiries and data requests. 2. Maintains comparison of current expenditures with budget appropriations. 3. Prepares financial, statistical and summary report for distribution to the City Council and other City departments. 4. Reviews and approves the reconciliation of bank statements, cash investment accounts Accounts and interest allocation to proper fund sources Finance Manager Page 1/4 ESSENTIAL FUNCTIONS (continued) 5. Reviews and approves General Ledger account postings and the balancing and reconciliation of transactions as part of the preparation and administration of the City's monthly and year-ending closing financial statements. 6. Reviews and approves payroll transactions and payroll reporting functions; checks and administers special payroll runs given terminations and changes in salary and benefit practices. 7. Coordinates financial audits and assists auditors in the preparation of supporting accounting schedules and data worksheets. 8. Reviews, reconciles, and approves trial balance statements, journal entries, and purchase requisitions and provides guidance to accounting staff regarding proper accounting procedures. 9. Distribution to the City Council and other City Departments 10. Participates in the selection, training, supervision, and evaluation of accounting staff; allocates tasks as part of special projects and explains accounting procedures. 11. Verifies and reconciles capital projects charges, accounts payable transactions, grants program reporting, and travel and expense reimbursements. 12. Prepares and administers monthly and annual financial accounting reporting, including the development of schedules used in the Comprehensive Annual Financial Report (CAFRS), and the statement of fixed assets. 13. Monitors revenues and expenditures for specific accounts on a monthly basis and analyzes the causes of variances. 14. Monitors daily cash investments and executes authorized transfers between designated accounts. 15. Administers financial reporting related to the Redevelopment Authority Statement of Indebtedness and prepares similar accounting reports. 16. Assists in the development of the City's annual budget estimates and report. 17. Reviews and resolves major customer complaints that cannot be effectively handled by professional and technical accounting staff. 18. Performs other duties as assigned. Finance Manager Page 2/4 QUALIFICATIONS GUIDELINES Knowledge of: Generally accepted accounting practices and principles; including governmental fund accounting practices and financial auditing methods; investment and bond fund reporting requirements; financial statement preparation given Generally Accepted Accounting Principles (GAAP) and Comprehensive Annual Financial Reporting (CAFRS) standards; municipal budgeting practices; types and sources of municipal revenues and financing; auditing practices; supervisory principles and leadership techniques; customer service techniques. Ability to: Analyze complex accounting and financial data; understand, interpret, and apply City, State, and federal regulations and standards; develop and implement financial procedures and controls; perform complicated mathematical calculations and analyses; operate computer equipment and use word processing, spreadsheet, and accounting software; prepare and present clear, concise and comprehensive financial statements, reports and written materials; train, coordinate, supervise, and evaluate the work of professional, technical, and clerical accounting staff; communicate effectively, both orally and in writing; establish and maintain effective working relationships with staff, management, vendors, contractors, consultants, auditors, the general public, and others in the course of work. Education/Training/Experience: Bachelor's degree from an accredited four-year college or university with a major in accounting, finance, business administration, or a closely related field is required. Five years of progressively supervisory and administrative duties in the public, and /or private sector that demonstrates the ability to perform the duties of the position and lead accounting and financial experience is required, preferably involving work with a local governmental agency. Licenses, Certificates; Special Requirements: Ability to attain a valid Class C California Driver's License, evidence of insurance and acceptable driving record. Finance Manager Page 3/4 PHYSICAL AND MENTAL DEMANDS The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical Demands While performing the duties of this class, the employee is constantly required to sit, and occasionally to stand and walk. The sensory demands include the ability to talk, and hear, both in person and by telephone; use hands to finger, handle, feel or operate computer hardware and standard office equipment; and reach with hands and arms above and below shoulder level. The employee occasionally lifts and carries records and documents weighing more than 20 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Mental Demands While performing the duties of this class, the employee is regularly required to use oral and written communication skills; read and interpret data; thoroughly analyze and solve problems; exercise sound judgment in the absence of specific guidelines; use math and mathematical reasoning; establish priorities and work on multiple assignments and projects concurrently; meet intense and changing deadlines given interruptions; and interact appropriately with staff, management, consultants, vendors, contractors, public and private representatives, auditors, and others in the course of work; investigate and resolve interpersonal conflicts involving financial and accounting procedures. WORK ENVIRONMENT The employee constantly works in office conditions where the noise level is usually moderate, at and below 85 decibels. Occasional driving is required to attend meetings at various City facilities, training and meeting sites, and public and private events. Finance Manager Page 4/4 RESOLUTION NUMBER 6293 A RESOLUTION OF THE SEAL BEACH CITY COUNCIL DESIGNATING THE PAY GRADE AND STATUS OF FINANCE MANAGER AND RECREATION MANAGER CLASSIFICATIONS WHEREAS, the City of Seal Beach ("City") affirms the dignity and worth of the services rendered by its employees. WHEREAS, the City approved the Executive Management/Mid-Management Terms & Conditions of Employment and Regular Employees Pay Structure on April 13, 2009. WHEREAS, the City desires to establish the pay grade and status of the new Finance Manager and Recreation Manager classifications. NOW THEREFORE, the City Council of the City of Seal Beach hereby resolves: Section 1. The classifications of"Recreation Manager"and"Finance Manager" are established as Mid-Management classifications and assigned to Pay Grade 36. Section 2. The effective date of this Resolution is July 23,2012 , 2012. PASSED, APPROVED and ADOPTED by the Seal Beach City Council at a regular meeting held on the 23rd day of July,2012 by the following vote: AYES: Council Members NOES: Council Members ABSENT: Council Members ABSTAIN: Council Members Mayor ATTEST: City Clerk STATE OF CALIFORNIA } COUNTY OF ORANGE } SS CITY OF SEAL BEACH } I, Linda Devine, City Clerk of the City of Seal Beach, do hereby certify that the foregoing resolution is the original copy of Resolution Number 6293 on file in the office of the City Clerk, passed, approved, and adopted by the Seal Beach City Council at a regular meeting held on the 23rd day of July , 2012. City Clerk