HomeMy WebLinkAboutCC Resolution 14445 (Budget Amendments FY2017-18)RESOLUTION NO. 14445
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN
RAFAEL ADOPTING AMENDMENTS TO THE 2017-2018 BUDGET
WHEREAS, the City Council approved Resolution 14342 adopting the fiscal year
2017-2018 budget; and
WHEREAS, the changes in available funding sources and operational needs
require adjustments to some City budgets; and
WHEREAS, existing and anticipated staffing vacancies provide opportunities to
address changing personnel needs and, following a review by departments and human
resources, have resulted in proposed staffing and position changes; and
WHEREAS, designation of existing classifications in the Public Employee Union,
Local 1, from non-exempt to exempt from overtime warrant the recommendation for 5
days of annual paid administrative leave since these positions work on special projects
or audits that require longer work hours periodically during the year similar to other mid-
management exempt positions; and
WHEREAS, it is the intention of this Council to review recommendation s from
staff regarding the City's financial and operational condition, including revenue
projections, available resources for various ongoing, capital and other service needs ,
staffing and labor relations considerations; and
WHEREAS, after examination, deliberation and due consideration, the City
Council has approved the staff report and recommendations, and directs the City
Manager to proceed with the implementation of these recommendations .
NOW, THEREFORE, BE IT RESOLVED, by the San Rafael City Council that
Resolution 14342 for fiscal year 2017-2018 is amended to decrease total general fund
revenues to $76,769,443 with no increase in expenditure authorization as well as
transfers in or transfer out as represented on Exhibit I Table I, II and III attached hereto;
These changes result in City-wide General Fund appropriations of $79,059,495 and
other fund appropriations of $63,252,466 as summarized on Exhibit I Table IV; and
BE IT FURTHER RESOLVED, by the San Rafael City Council that the following
personnel actions are approved and authorized:
Effective December 18, 2017 -
A. An Operations and Maintenance Manager classification, with a salary range
of $8,844 to $10,750 monthly in the Mid-manager unrepresented group as
added to Exhibit II.
B. A Senior Civil Engineer (PW) classification, with a salary range of $9,183 to
$11,162 monthly in the Western Council of Engineers Bargaining Unit as
reflected in Exhibit III.
C. Approve 5 days of annual paid Administrative Leave for classifications
designated as exempt in the Public Employee Union, Local 1, as specified in
the Side Letter (Exhibit IV).
Effective on or after January 1, 2018, but not later than February 1, 2018 -
A. The reorganization of positions in the Public Works Department which
includes the deletion of a 1.0 Full-time equivalent (FTE) Parks
Superintendent, 1.0 FTE Streets Superintendent, 1.0 FTE Parks Lead
Worker, 1.0 FTE Streets Lead Worker, 1.0 FTE Facility Repair Worker III, 1.0
FTE Associate Civil Engineer, and 1.0 FTE Senior Administrative Assistant to
offset the salary and benefits costs in order to add a 1.0 FTE Operations and
Maintenance Manager position, 1.0 FTE Street Maintenance Supervisor
position, 1.0 FTE Parks Maintenance Supervisor position, 1.0 FTE Facility
Repair Supervisor position, 1.0 FTE Senior Civil Engineer (PW) position, 1.0
FTE Administrative Analyst and 1.0 FTE Administrative Assistant I/II position.
B. Reallocation of an existing 1.0 FTE Administrative Assistant I/II position to a
1.0 FTE Senior Administrative Assistant position in the Community Services
Department.
I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the
foregoing resolution was duly and regularly introduced and adopted at a regular
meeting of the City Council of said City on Monday, the 18th of December 2017, by the
following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
___________________________
ESTHER C. BEIRNE, City Clerk
W:\Council Material\Resolutions\2017\City\Amend City budget 17-18-5month.doc
EXHIBIT I
TABLE I
CHANGES TO GENERAL FUND REVENUES AND OTHER SOURCES
General Fund
Adopted Budget FY
2017-18
Approved
Changes Current Budget Proposed Changes Revised Budget
Revenues 76,724,443 120,000 76,844,443 (75,000)76,769,443
Transfers in 1,356,344 1,356,344 -1,356,344
FY17-18 Sources 78,080,787 120,000 78,200,787 (75,000)78,125,787
FY16-17 Rollover 50,549 50,549 50,549
Total Resources 78,131,336 120,000 78,251,336 (75,000)78,176,336
TABLE II
CHANGES TO GENERAL FUND EXPENDITURES AND OTHER USES
General Fund
Adopted Budget FY
2017-18
Approved
Changes Current Budget Proposed Changes Revised Budget
Expenditures 72,513,946 170,549 72,684,495 -72,684,495
Transfer out 2,350,000 2,350,000 -2,350,000
Transfer out-CIP 4,025,000 4,025,000 -4,025,000
Total Appropriation 78,888,946 170,549 79,059,495 -79,059,495
TABLE III
CHANGES TO OTHER FUNDS
Other Funds
Adopted Budget FY
2017-18
Approved
Changes Current Budget Proposed Changes Revised Budget
Revenues 44,376,578 -44,376,578 -44,376,578
Transfers in 6,475,000 -6,475,000 -6,475,000
FY17-18 Sources 50,851,578 -50,851,578 -50,851,578
FY16-17 Rollover 7,806,379 7,806,379 7,806,379
FY16-17 CIP Carry Over ---
Total Resources 50,851,578 7,806,379 58,657,957 -58,657,957
Expenditures 51,526,218 10,119,904 61,646,122 150,000 61,796,122
Transfer out 1,456,344 -1,456,344 -1,456,344
Total Appropriation 52,982,562 10,119,904 63,102,466 150,000 63,252,466
Net Results (2,130,984)(2,313,525)(4,444,509)(150,000)(4,594,509)
TABLE IV
CITY-WIDE APPROPRIATION SUMMARY
All Funds
Adopted Budget FY
2016-17
Approved
Changes Current Budget Proposed Changes Revised Budget
General Fund 78,888,946 170,549 79,059,495 -79,059,495
Other Funds 52,982,562 10,119,904 63,102,466 150,000 63,252,466
Less interfund -----
Net Expenditures 131,871,508 10,290,454 142,161,962 150,000 142,311,962
Grade Position A B C D E
7315 Accounting Manager 8,362$ 8,780$ 9,219$ 9,680$ 10,164$
8106 Assistant Director of Community Services 9,102$ 9,557$ 10,035$ 10,537$ 11,063$
2125 Assistant Library Director 9,102$ 9,557$ 10,035$ 10,536$ 11,063$
2202 Assistant Public Works Director / City Engineer 10,846$ 11,388$ 11,957$ 12,555$ 13,183$
2135 Deputy Public Works Director 9,853$ 10,346$ 10,863$ 11,407$ 11,977$
2302 Chief Building Official 10,079$ 10,583$ 11,112$ 11,668$ 12,251$
TBD Code Enforcement Supervisor 6,937$ 7,284$ 7,648$ 8,030$ 8,432$
1105 Deputy City Attorney I 9,134$ 9,591$ 10,070$ 10,574$ 11,103$
1109 Deputy City Attorney II 10,071$ 10,575$ 11,103$ 11,658$ 12,241$
2120 Deputy Fire Marshall 8,579$ 9,008$ 9,458$ 9,931$ 10,428$
7313 Economic Development Coordinator 8,277$ 8,691$ 9,126$ 9,582$ 10,061$
2128 Economic Development Manager 9,102$ 9,557$ 10,035$ 10,537$ 11,063$
7117 Emergency Services Manager 8,076$ 8,480$ 8,904$ 9,349$ 9,816$
9005 Events Coordinator 7,318$ 7,684$ 8,068$ 8,472$ 8,895$
4201 Information Technology Manager 10,846$ 11,388$ 11,957$ 12,555$ 13,183$
TBD Operations and Maintenance Manager*8,844$ 9,286$ 9,751$ 10,238$ 10,750$
2703 Parking Services Manager 8,277$ 8,691$ 9,126$ 9,582$ 10,061$
7312 Parks Superintendent 8,076$ 8,480$ 8,904$ 9,349$ 9,816$
2116 Planning Manager 9,269$ 9,733$ 10,219$ 10,730$ 11,267$
9453 Principal Planner 8,277$ 8,691$ 9,126$ 9,582$ 10,061$
1202 Public Works Administrative Manager 8,277$ 8,691$ 9,125$ 9,582$ 10,061$
8103 Recreation Supervisor 6,937$ 7,284$ 7,648$ 8,031$ 8,432$
2206 Senior Civil Engineer (SRSD)9,592$ 10,072$ 10,575$ 11,104$ 11,659$
TBD Senior Code Enforcement Supervisor 7,657$ 8,040$ 8,442$ 8,864$ 9,307$
2105 Senior Management Analyst 7,887$ 8,281$ 8,695$ 9,130$ 9,586$
2132 Senior Network Administrator 9,102$ 9,557$ 10,035$ 10,537$ 11,063$
8102 Senior Recreation Supervisor 7,657$ 8,040$ 8,442$ 8,864$ 9,307$
7310 Sewer Maintenance Superintendent 8,076$ 8,480$ 8,904$ 9,349$ 9,816$
7311 Street Maintenance Superintendent 8,076$ 8,480$ 8,904$ 9,349$ 9,816$
*New salary range established December 18, 2017
SAN RAFAEL UNREPRESENTED MID-MANAGEMENT
SALARY SCHEDULE
Effective December 18, 2017
Exhibit II
Grade Position A B C D E
7227 Assistant Civil Engineer 7,184$ 7,543$ 7,920$ 8,316$ 8,732$
7229 Associate Civil Engineer 7,930$ 8,326$ 8,743$ 9,180$ 9,639$
7277 Engineering Technician I 5,091$ 5,346$ 5,613$ 5,894$ 6,188$
7230 Engineering Technician II 5,753$ 6,041$ 6,343$ 6,660$ 6,993$
7330 Junior Engineer 5,753$ 6,041$ 6,343$ 6,660$ 6,993$
7228 Senior Associate Engineer 7,547$ 7,925$ 8,321$ 8,737$ 9,174$
TBD Senior Civil Engineer (PW)*9,183$ 9,642$ 10,124$ 10,630$ 11,162$
7331 Traffic Engineer 7,930$ 8,326$ 8,743$ 9,180$ 9,639$
4793 Traffic Technician I 5,091$ 5,346$ 5,613$ 5,894$ 6,188$
4792 Traffic Technician II 5,753$ 6,041$ 6,343$ 6,660$ 6,993$
*Added December 18, 2017
WCE - San Rafael
Salary Schedule
Effective December 18, 2017
Exhibit III
SIDE LETTER BETWEEN THE CITY OF SAN RAFAEL AND THE
PUBLIC EMPLOYEE UNION LOCAL 1 REGARDING
Exhibit IV
ADDITION OF PAID ADMINISTRATIVE LEAVE FOR POSITIONS DESIGNATED AS EXEMPT
BASED ON FAIR LABOR STANDARDS ACT REVIEW OF BARGAINING UNIT POSITIONS
The City of San Rafael and Public Employee Union Local 1 hereby agree to amend the
Memorandum of Understanding (MOU) between the parties effective July 1, 2016 through June
30,2018, Other Leave section 5.4, to add Administrative Leave, as follows:
5.4.8 Employees filling positions deSignated as exempt from overtime shall receive five
(5) days of Administrative Leave each calendar year subject to the approval of the
Department Director and the City Manager. Unused Administrative Leave shall not carry
over from one calendar year to the next, nor shall unused Administrative Leave
Balances be paid to an exempt confidential employee upon his/her resignation.
PEU Local 1: City of San Rafael:
12.-({ ... (1-
~-r~~~~~~~~~~
Stac P te son Date
Director of uman Resources
~ 'ZI'tlt~
Assistant City Manager
Fall 2017 DPW Staffing Changes : Org Charts
Current Organizational Structure
Proposed Organizational Structure
Maintenance Division
Engineering Division
Administration Division
Job Description
OPERATIONS AND MAINTENANCE MANAGER
DEFINITION
Under general direction from the Assistant Director of Public Works, the Operations and Maintenance
Manager plans, directs, manages, organizes, and monitors the Public Works operations and maintenance
activities and staff, including streets, parks, drainage, pump stations, facilities maintenance and related
construction activities; and provides complex administrative support and technical assistance to the
Director of Public Works.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. This list is meant to be
representative, not exhaustive.
• Directs the division work plan, projects and programs on a day-to-day basis as well as monitors
workflow and reviews & evaluates work performed by maintenance personnel.
• Confers, assists and advises other Public Works personnel on proposed improvements, and problems
related to Public Works assets including but not limited to streets, parks, pump stations, drainage
facilities and facilities.
• Acts as a project manager for informal maintenance construction related to tree trimming, landscape
maintenance, emergency storm repair, facility repair and other contracts as assigned.
• Develops and implements divisional goals, objectives, policies and procedures as well as reviews and
recommends changes in organization and rules.
• Reviews plans for public works improvement projects related to maintenance activities.
• Schedules work crews to manage multiple works zones throughout the city in order to effectively
maintain all levels of service for City streets, parks, drainage facilities and buildings.
• Develops and evaluates supervisory staff overseeing field personnel and ensures the development of
maintenance staff.
• Provides technical information the City Staff, Council Members and the public; writes staff reports
related to maintenance planning and scheduling; and prepares complex and sensitive reports and
recommendations.
• Responds to and resolve difficult citizen inquiries and complaints.
• Meets with the public in small and large groups to discuss City Public Works policies, practices and
problems.
• Proactively determines need for new equipment and facilities, major repair and rebuilding projects.
• Assists in the preparation and administration of the divisional budgets; develop budgetary program
goals and objectives; review budgetary concerns and requests; advise Director of any anticipated
deviations; review and approve expenditures.
• Manages and assists with the processing of project invoices, budgets, timesheets and financial
documentation to facilitate maintenance activities.
• Coordinates Public Works activities with other City departments, State and County agencies.
• Supervises the development, administration and enforcement of departmental responsibilities in such
matters as safety and emergency preparedness.
• Selects, supervises, trains and evaluates field maintenance subordinates.
• Performs related duties as assigned.
JOB RELATED AND ESSENTIAL QUALIFICATIONS
Knowledge of:
• Principles and practices of Public Works maintenance and administration as applied to the design,
construction and operation of Public Works assets, facilities and technical inspection services.
• Methods, materials and techniques employed in Public Works construction and maintenance.
• Principles and practices of modern office management.
• Recent developments, current literature and sources of information in municipal Public Works
administration.
• Laws and codes related to Public Works maintenance.
• Principles of organization, administration, budget and personnel management including but not
limited to scheduling, evaluations, financial project development and public interaction.
Ability to:
• Effectively manage and supervise Public Works personnel.
• Prepare plans, drawings, specifications, diagrams and make sketches.
• Interact and negotiate with contractors, engineers, and their representatives.
• Use a personal computer and related maintenance software.
• Supervise the preparation of maintenance records and prepare technical reports.
• Evaluate and resolve street, parks, and building maintenance problems.
• Establish and maintain effective working relationships.
• Communicate effectively, verbally and in writing.
• Work on an on-call basis during emergencies.
• Perform inspections and oversee work underground, and in unpleasant or potentially hazardous
conditions.
EXPERIENCE AND EDUCATION
Any combination equivalent to experience and education that could likely provide the required knowledge
and abilities may qualify. A typical way of gaining the knowledge, skill and ability outlined above is:
1) Graduation from high school or equivalent AND ten years of progressively responsible
experience in the maintenance or construction of public works assets, sewer lines and/or
pumping facilities, or landscape maintenance and repair, including at least five years in a
supervisory capacity.
OR
2) Five years of management experience overseeing and directing Public Works operations,
maintenance, systems, programs, construction and related activities.
LANGUAGE SKILLS:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions,
procedure manuals, plans and schematics; ability to write routine reports and correspondence; ability to
speak effectively before public groups or employees in the organization.
MATHEMATICAL SKILLS:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common
fractions, and decimals.
REASONING ABILITY:
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or
diagram form and have the ability to deal with problems involving several variables in standardized
situations. The Operations and Maintenance Manager shall have the ability to identify solutions to
complex problems in order to manage and maintain the City’s assets in safe and working condition.
CERTIFICATES, LICENSES, REGISTRATIONS:
Must possess a valid California driver’s license and have a satisfactory driving record.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit and talk or hear. The
employee frequently is required to use hands to finger, handle, or feel and reach with hands and arms.
The employee is occasionally required to stand and walk. In the field the employee may be required to
occasionally walk on rough and uneven surfaces. The employee must regularly lift and/or move up to 10
pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job
include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust
focus.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee will
encounter while performing the essential functions of this job. Reasonable accommodations may be made
to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee regularly works in evenings or on weekends, on-
call, and indoor conditions and regularly works near video display. The employee is occasionally
exposed to outside weather conditions and uses a City vehicle. The noise level in the work environment
is usually moderate.
Prepared by: Nash & Co
Prepared Date: February 2002
Revised by: Stacey Peterson
Modification: November 2017
FLSA status: Exempt
City of San Rafael
Job Class Specification
Job Title: Senior Civil Engineer (PW)
SUMMARY:
Under general direction, the position is responsible for a major engineering section in the Public
Works Department dealing with construction, design and applying the broad parameters of
departmental policy guidelines; supervises the work of professional and sub-professional
engineering personnel; performs professional field and office civil engineering work in
connection with a variety of public work projects; and provides technical assistance to the
Assistant Public Works Director.
DISTINGUISHING CHARACTERISTICS:
The class is distinguishable from the Associate Civil Engineer which is the journey level
classification in the engineering job class series. The Senior Civil Engineer is a supervisory job
classification and serves as a technical advisor to professional engineering staff, project leader
on assignments requiring considerable professional knowledge, and exercises substantial
initiative, judgement and expertise in supervising specialized engineering program outcomes.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: This list is meant to be
representative, not exhaustive. Some incumbents may not perform all the duties listed and other
related duties may be assigned.
• Plans, supervises and performs professional engineering work in the design and
construction of all aspects of public capital projects, including but not limited to Streets,
City Owned Property, Drainage and Traffic projects and related facilities.
• Supervises the preparation of plans, project specifications, inspections, and other
engineering work performed by staff members and consultants.
• Manages complex construction projects and consultants; and meets with public and
private engineers, architects, contractors and owners to explain and discuss projects.
• Responds to inquiries or complaints from staff, the public, and provides technical
information to internal and outside Agency staff, City Council and the public.
• Prepares comprehensive technical and staff reports in verbal and written form to the City
Council and Department Directors.
• Coordinates engineering activities and capital projects with other divisions, departments
and agencies.
• Prepares, reviews, approves and may sign engineering drawings, plans and
specifications and other legal documents for the City Engineer.
• Ensures compliance with the Public Contracts Code, Federal and State laws, local
ordinances and regulations.
• Reviews and approves progress payments to consultants, contractors and vendors.
• May serve as a witness in court; may represent the department at public hearings and
before the City Council and various commissions.
• Performs related duties as required
KNOWLEDGE OF:
• Principles, practices and techniques of municipal civil engineering in order to manage
projects from inception to completion.
• Principle, practices, methodology of employee supervision, including work planning
reviewing and evaluating.
• General design and construction methods related to pump stations, streets, storm
drains, buildings, parks and other public works projects.
• Understanding of Laws and codes related to civil engineering, accessibility codes, and
projects related to civil engineering and traffic engineering.
• Principles of organization, administration, budget and supervision.
• Personal computers and related engineering software including but not limited to an
extensive AutoCADD drafting ability.
ABILITY TO:
• Plan, organize, supervise, review and evaluate the work of staff and effectively
recommend selection of staff, disciplinary actions and other personnel matters; and train
staff in work procedures.
• Analyze budgetary and staffing needs and make sound independent recommendations.
• Effectively implement new policies and procedures.
• Apply principles of logic and scientific reasoning to develop and evaluate alternative
courses of action and determine appropriate solutions.
• Read, understand, and interpret complex technical and legal documents, maps technical
drawings and other engineering material related to hydraulics, soil mechanics,
surveying, traffic systems, and other municipal engineering related subjects.
• Effectively communicate to convey technical information and give instructions.
• Listen attentively, conduct and record clearly and concisely with technical accuracy.
• Adjusts to workload changes and work under stress to meet deadlines
• Maintains effective working relationships with all levels of representatives from
governmental and private agencies, construction and consultant contractors, coworkers
and the general public.
• Prepare plans, drawings, specifications, diagrams and make sketches.
• Use a PC and related engineering software.
• Evaluate and resolve engineering problems.
EDUCATION AND/OR EXPERIENCE:
Any combination of education and experience that demonstrates possession of the requisite
knowledge, skill and abilities. A typical way to obtain these would be:
• Bachelor’s degree in Civil Engineering. Five (5) years of increasingly responsible post
degree engineering experience managing complex construction and maintenance
projects and consultants. A master’s degree may substitute for 1 year of post degree
engineering experience.
LICENSES:
• Registration as a Civil Engineer in the State of California.
• Valid drivers’ license.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential function of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential
functions.
While performing the duties of this job, the employee is regularly required to sit and talk or hear.
The employee frequently is required to use hands to finger, handle, or feel and reach with hands
and arms. The employee is occasionally required to stand and walk. The employee must
regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
Specific vision abilities required by this job include close vision, distance vision, color vision,
peripheral vision, depth perception, and ability to adjust focus.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. Reasonable accommodations
may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee regularly works in evenings or on
weekends and indoor conditions and regularly works near video display. The employee is
regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee
frequently is required to stand, walk, reach with hands and arms, and taste or smell. The
employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl, lift
and/or move up to 50 pounds. Specific vision abilities required by this job include close vision,
distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. The
employee is occasionally exposed to outside weather conditions and uses personal vehicle. The
noise level in the work environment is usually moderate.
Prepared by: Kevin McGowan
Prepared Date: November 2017
Approved Date:
FLSA status: Non-exempt