HomeMy WebLinkAboutFIN Interim Financial Updates, Budget Amendments and Personnel Changes____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: 12/17/2018
Disposition: Resolution No. 14617
Agenda Item No: 4.c
Meeting Date: December 17, 2018
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Finance
Prepared by: Nadine Hade,
Finance Director
Cristine Alilovich
Assistant City Manager/Interim
Human Resources Director
City Manager Approval: ______________
TOPIC: INTERIM FINANCIAL UPDATE AND BUDGET AMENDMENTS TO REFLECT
OPERATIONAL ACTIVITY; MID-YEAR PERSONNEL CHANGES
SUBJECT: (1) FIRST FISCAL YEAR 2018-2019 INTERIM FINANCIAL UPDATE
(2) RESOLUTION AMENDING FISCAL YEAR 2018-2019 BUDGET
(3) MID-YEAR PERSONNEL CHANGES
RECOMMENDATION: ADOPT RESOLUTION
BACKGROUND: The Finance Department performs an ongoing review of the City’s financial
performance and provides updates on the General Fund results to the City Council Finance Committee.
This report presents the City’s financial condition in the current fiscal year (2018-2019) based on actual
revenue and expenditure performance for the period July 1 through October 31, 2018, and budget
actions taken through December 3, 2018, as compared to the budget approved by City Council on
June 18, 2018.
Based on this review and analysis, revisions are recommended to address the following categories:
(1)Revenue projections
(2)Expenditure plan changes
In addition, revenue-neutral personnel changes are being recommended for mid-year implementation.
The staff recommendations contained in this report were reviewed by the City Council Finance
Committee (Mayor Phillips and Councilmember Gamblin) at its December 11, 2018 public meeting.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
ANALYSIS:
GENERAL FUND:
Revenues and Other Sources:
Since the budget was prepared in May 2018, there have been no approved changes to revenues or
transfers in and after a review of revenues and transfers in through October 31, 2018, staff is
requesting an increase to transfers in of $2,234,450 to cover the debt service for the 2018 lease
revenue bonds. The funds are part of the capitalized interest reserve placed in the Essential Facilities
Project Fund and will be transferred to the General Fund from that reserve.
Expenditures and Other Uses:
Staff is requesting the approval of $2,234,450 of expenditures and transfers out, detailed in the chart
below, supported by additional revenues and transfers in (column four of Figure 1).
As a result of the fiscal year 18-19 budget being adopted prior to the finalization of labor negotiations,
the exact amounts of the one-time payments paid to staff as part of the recently approved collective
bargaining agreements were not included in the personnel-related appropriations. Staff is proposing no
additional appropriations to the budget at this time but will continuously be monitoring the budget in
case an appropriation request prior to the end of the fiscal year is needed.
Operating Results: Because the proposed increases to expenditures and transfers out are offset by
additional transfers in and reductions to expenditures, the proposed changes have no impact on the
operating results of the General Fund.
General Fund Expenditures
Proposed expenditure changes
2018 Lease Revenue Bonds-Debt Interest Payment
$2,234,450.
Event Program move to Community Services, and General Fund
Match to SR Age Friendly Grant
($234,864)
Proposed transfers out changes
General Fund match to Community Services and Event Program
move
$234,864.
Total proposed changes to General Fund uses $0.
Total proposed expenditure changes $2,234,450
Expenditures and Transfers out as adopted fiscal year 2018-2019 $81,063,636.
Expenditures and Transfers out as adjusted through Dec 5, 2018 $81,102,173
Expenditures and Transfers out with proposed changes $83,336,623
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
The following table summarizes the recommended General Fund changes, the impact on the General
Fund budget for fiscal year 2018-2019, and the impact on Net Operating Results and Unassigned Prior
Period funds.
Figure 1
Since budget adoption, approved changes to the general fund expenditures and transfers out were the
incorporation of purchase order commitments of $38,537 from the previous year and grant funds of
$17,345 from the previous year (column two of Figure 1).
The proposed changes have no impact to the current budget for the fiscal year.
The changes to General Fund Resources and Appropriations are summarized in Tables I and II of
Exhibit I to the attached Resolution.
OTHER FUNDS:
The adopted budgeted appropriations for Other Funds, including carryforward of funds approved in
prior years and changes approved since July 1, 2018, total $109,269,329 (Figure 2). These
expenditures are primarily in the areas of infrastructure and maintenance (e.g., streets, storm drain and
buildings). Key projects contributing to the use of funds are: Grand Avenue Pathway, Irwin slide and
the Anderson Drive Rail Crossing improvements.
Proposed changes to the Other Funds revenues, expenditures and transfers are detailed in the
following table:
General Fund
Adopted Budget FY
2018-19
Approved
Changes Current Budget Proposed Changes Revised Budget
Revenues 78,503,000 - 78,503,000 - 78,503,000
Transfers in 1,686,911 1,686,911 2,234,450 3,921,361
FY18-19 Resources 80,189,911 - 80,189,911 2,234,450 82,424,361
FY17-18 P.O. reserve - 38,537 38,537 - 38,537
Total Resources 80,189,911 38,537 80,228,448 2,234,450 82,462,898
Expenditures 75,188,636 (17,345) 75,171,291 1,999,586 77,170,877
P.O. Rollover - 38,537 38,537 - 38,537
Operating Transfer out 1,850,000 17,345 1,867,345 234,864 2,102,209
Capital Transfer out (from
Measure E to SREF)4,025,000 - 4,025,000 - 4,025,000
Total Appropriation 81,063,636 38,537 81,102,173 2,234,450 83,336,623
Net Result-sub-total (873,725) - (873,725) - (873,725)
Allocations
Emergency Reserve (260,000) - (260,000) - (260,000)
Use of prior period funds 1,133,725 - 1,133,725 - 1,133,725
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 4
The net impact of all proposed changes on Other Funds is $2,264,450. Most of the changes are
related to the transfer of bond funds to the General Fund for debt servicing in the amount of $2,234,450
and the remaining $30,000 is attributed to the Library Immigration grant which is offset by an
accumulation in prior year fund balance.
The following table presents the adopted budget, approved changes and proposed changes to the
FY2018-2019 Other Funds budget.
Figure 2
These proposed changes to Other Fund Sources and Appropriations are presented in Table III of
Exhibit I to the attached Resolution.
Other Funds
Adopted Budget
FY 2018-19
Approved
Changes Current Budget Proposed Changes Revised Budget
Revenues 77,092,045 - 77,092,045 5,000 77,097,045
Transfers in 5,975,000 17,345 5,992,345 234,864 6,227,209
FY18-19 Sources 83,067,045 17,345 83,084,390 239,864 83,324,254
FY17-18 Rollover 12,691,572 12,691,572 12,691,572
Total Resources 83,067,045 12,708,917 95,775,962 239,864 96,015,826
Expenditures 86,703,091 20,779,327 107,482,418 269,864 107,752,282
Transfer out 1,786,911 - 1,786,911 2,234,450 4,021,361
Total Appropriation 88,490,002 20,779,327 109,269,329 2,504,314 111,773,643
Net Results (5,422,957) (8,070,410) (13,493,367) (2,264,450) (15,757,817)
Resources
Total proposed changes to revenues/transfers in
Community Services Age friendly Mini Grant ($5k), General Fund
match to Community Services Age Friendly Mini Grant ($5k) and
Event Program moved to Community Services ($229,864)
$239,864
Uses
2018 Lease Revenue Bonds Interest Payment 2,234,450
Community Services-SR Age Friendly Mini Grant 10,000
Event Program moved from GF to Community Services 229,864
Library-Immigration Grant and other expenses 30,000
Total proposed changes to uses $2,504,314.
Net proposed changes to Other Funds (Resources less Uses) ($2,264,450)
Expenditures and Transfers out as adopted fiscal year 2018-2019 $88,490,002.
Expenditures and Transfers out as adjusted through Dec 5, 2018 $109,269,329
Expenditures and Transfers out with proposed changes $111,773,643
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 5
CITY-WIDE FISCAL IMPACT:
The following table summarizes the impact of the recommended appropriation and transfer out changes
across all funds. The approved changes reflect the updates made during the fiscal year by specific
staff reports and resolutions approved by Council and a roll forward of prior year projects already
approved that span over a period longer than one year.
Figure 3
Mid-year Personnel Actions:
This section of the report seeks approval of recommended personnel actions. Periodically, the City
seeks to establish, reallocate, or delete positions to reorganize or restructure staffing to most effectively
and efficiently serve the community and city goals.
Digital Service and Open Government Reorganization
The City’s reliance on technology and digital service delivery has grown exponentially over the last
decade. Community expectations around the ability to conduct City business online has increased and
studies show that the inability to conduct City business digitally leads to a decline in overall trust in
government (Accenture, 2014).
Technology and good data facilitate community engagement and improve government accountability.
By providing easier ways for the public to provide feedback and get involved as well as tools for
understanding and analyzing government operations, government can better work together with the
community to achieve more desired outcomes.
The City’s current Information Technology Division is part of the Management Services Department and
currently under the supervision of the Information Technology Manager who reports to the Assistant
City Manager. This division supports City departments by providing help desk services, network
operations and telecommunications support, technical advice on procurement and technology
implementations, a print shop, and mail services.
In just the past two years, the City has made great strides in digital service delivery, but still has a way
to go. Specifically, the City:
•Launched a new website;
•Launched a business permitting portal;
•Increased the number of online permit and payment options (including cannabis licenses);
•Digitized thousands of public records and launched a public records portal;
•Implemented its first constituent relationship management software to manage inquiries and
service requests;
•Streamlined data transfers between the Police Department and the District Attorney’s of fice;
All Funds
Adopted Budget
FY 2018-19
Approved
Changes Current Budget Proposed Changes Revised Budget
General Fund 81,063,636 38,537 81,102,173 2,234,450 83,336,623
Other Funds 88,490,002 20,779,327 109,269,329 2,504,314 111,773,643
Total Expenditures and
transfers 169,553,638 20,817,864 190,371,502 4,738,764 195,110,266
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 6
•Increased its use of social media and digital engagement options;
•Released data sets and visualizations for permitting, crime, open space, and financial data; and
more.
There are increasing community demands for a more mobile-friendly service delivery, as well as
support to departments who need advice about how best to invest in technology. Staff proposes the
creation of the Department of Digital Service and Open Government to elevate the role of technology
and innovation in how the City’s delivers services to the public. The new department will blend the
technical support of the tools along with communication and engagement, and the strategic alignment
of service design, delivery, and transparent data.
This new department would support the City Council in achieving its mission by working to continually
improve the City’s delivery of services. Each year, the City Council identifies annual goals and although
this department will likely aid in the implementation of each of them in some way, it will especially be
charged with helping the City Council achieve the following two goals:
Goal B (3): Improve resident engagement and government transparency
Goal E (3): Employ technology to improve efficiency and service level ability
The primary goal for this new department would be to create enhanced service offerings in tech support
and infrastructure, service design, community engagement, data, open data, performance
measurement, and government transparency. The focus will be on improving both the customer and
employee experience of government through digital modernization and community engagement, as well
as operationalizing the user experience by providing tools and approaches to improve both high and
low-tech service delivery.
The new department would also convene cross-departmental teams to provide input on the
prioritization of major technology projects and purchases, build out citywide programs for open data and
performance metrics with the goal of helping departments and the City Council make more data-driven
and informed decisions, and shape the City’s engagement strategy and expectations around how we
involve the community in the decision process.
Proposed Re-Organization
Attachment 1 shows a proposed organizational chart for the new Department of Digital Service and
Open Government. The following sections define the responsibilities for each of the functional areas of
the proposed new department structure.
Operations
This team would work to improve the efficiency and cost-effectiveness of the City’s use of technology.
This team would be charged with understanding existing technology tools, and the operation of
software through tools, environments and practices. This team would manage the day-to-day help desk
and technical support operations, workstations and equipment inventory and purchasing, as well as
assist with budget, administration, and special projects.
Data & Network
The network team would work to improve the accessibility, availability, and capacity of the City’s
computer network. This team would manage the design, configuration, administration and maintenance
of the City’s computer network. This team would also help to make government more transparent and
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 7
effective through open data, mapping, and performance measurement. Staff proposes reallocating the
City’s GIS Analyst II position from the Department of Public Works to this new department to assist in
building out an open data program as well as analytics, and performance measurement.
Service Design & Community Engagement
This team would lead the work with City departments to redesign government services. This team
would be focused on managing service design and assisting in project management in coordination
with cross-departmental and departmental teams. This team would also manage effective, transparent
citywide communications that encourages civic engagement. This would be done by creating a strategy
and working with liaisons from other City departments to deploy enhanced approaches to engagement.
Proposed Re-Classifications
The IT division currently includes three mid-management level positions:
•Information Technology Manager
•Senior Network Administrator (management level)
•Business Systems Analyst (fixed-term, management level)
Additionally, there are two technical staff and the balance of the current workload is augmented by
third-party contractors who provide project management, cybersecurity, network, desktop, and help
desk support services.
Based on the additional focus of security, service design, and engagement, staff recommends
reclassifying the three mid-managers to the following:
•Technology Operations Manager
•Data & Infrastructure Manager
•Civic Design Manager
Staff proposes filling these roles with the existing mid-management level employees. The new position
classifications can be found in Attachment 2. In addition, the proposed updated salary schedules can
be found in Attachments 3 and 4.
The tables below also show deleting the current Senior Management Analyst classification from the
City Manager’s office, which will not be replaced with another employee; and adding a Director of
Digital Service and Open Government to lead the newly formed department. The proposed changes do
not add additional full-time employees (FTE) to the City.
Delete
Classification FTE
Senior Management Analyst (City Manager’s office) 1.0
Information Technology Manager 1.0
Senior Network Administrator 1.0
Business Systems Analyst (fixed-term) 1.0
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 8
Total 4.0
Add
Classification FTE
Director of Digital Service and Open Government 1.0
Technology Operations Manager 1.0
Data & Infrastructure Manager 1.0
Civic Design Manager 1.0
Total 4.0
FISCAL IMPACT: This reorganization will be long-term net neutral to the City and will result in an
annual savings for the foreseeable future. The proposed reorganization changes result in an overall
annual cost of $163,000, assuming eventual Step E for each salary range. The first-year cost is
expected to be $109,000. Staff proposes using the existing resources of the current Information
Technology Division’s budget and has identified over $175,000 in ongoing annual departmental
expenses that can be reprogrammed to fund these changes.
RECOMMENDED ACTION: Adopt Resolution.
ATTACHMENTS:
•Resolution with attached Exhibit “I” (Amendment)
•Attachment 1 - Organizational Chart
•Attachment 2 - Job Classifications:
o Director of Digital Service & Open Government
o Technology Operations Manager
o Data & Infrastructure Manager
o Civic Design Manager
•Attachment 3 - Proposed Unrepresented Executive Management Salary Schedule
•Attachment 4 - Proposed Unrepresented Mid-Management Salary Schedule
RESOLUTION NO. 14617
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN
RAFAEL ADOPTING AMENDMENTS TO THE 2018-2019 BUDGET
WHEREAS, the City Council approved Resolution 14525 adopting the fiscal year 2018-
2019 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, it is the intention of this Council to review recommendations from staff
regarding the City's financial and operational condition, including revenue projections,
expenditure plan changes, staffing 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
14525 for fiscal year 2018-2019 is amended to increase total general fund expenditures to
$77,209,413, increase other fund revenues to $77,097,045, increase other fund expenditures to
$107,752,282 as well as transfers in and transfer out as represented on Exhibit I Table I, II and
III attached hereto; These changes result in City-wide General Fund appropriations of
$83,336,623 and other fund appropriations of $111,773,643 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 on or after January 1, 2019 -
The reorganization of positions in the Digital Service and Open Government and City
Manager departments which includes the deletion of a 1.0 Full-time equivalent (FTE)
Senior Management Analyst, 1.0 FTE Information Technology Manager, 1.0 FTE
Senior Network Administrator, and 1.0 FTE Business Systems Analyst (fixed term)
to offset the salary and benefits costs in order to add a 1.0 FTE Director of Digital
Service and Open Government, 1.0 FTE Technology Operations Manager, 1.0 Data
and Network Manager, and 1.0 FTE Civic Design Manager.
I, LINDSAY LARA, 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 17th of December 2018, by the following vote, to wit:
AYES:
NOES:
ABSENT:
COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
COUNCILMEMBERS: None
COUNCILMEMBERS: None
___________________________
LINDSAY LARA, City Clerk
EXHIBIT I
TABLE I
CHANGES TO GENERAL FUND REVENUES AND OTHER SOURCES
General Fund
Adopted Budget
FY 2018-19
Approved
Changes Current Budget Proposed Changes Revised Budget
Revenues 78,503,000 - 78,503,000 - 78,503,000
Transfers in 1,686,911 1,686,911 2,234,450 3,921,361
FY18-19 Resources 80,189,911 - 80,189,911 2,234,450 82,424,361
FY17-18 Rollover 38,537 38,537 38,537
Total Resources 80,189,911 38,537 80,228,448 2,234,450 82,462,898
TABLE II
CHANGES TO GENERAL FUND EXPENDITURES AND OTHER USES
General Fund
Adopted Budget
FY 2018-19
Approved
Changes Current Budget Proposed Changes Revised Budget
Expenditures 75,188,636 21,191 75,209,827 1,999,586 77,209,413
Transfer out 1,850,000 17,345 1,867,345 234,864 2,102,209
Transfer out-CIP 4,025,000 4,025,000 - 4,025,000
Total Appropriations 81,063,636 38,537 81,102,173 2,234,450 83,336,623
TABLE III
CHANGES TO OTHER FUND EXPENDITURES AND OTHER USES
Other Funds
Adopted Budget
FY 2018-19
Approved
Changes Current Budget Proposed Changes Revised Budget
Revenues 77,092,045 - 77,092,045 5,000 77,097,045
Transfers in 5,975,000 17,345 5,992,345 234,864 6,227,209
FY18-19 Resources 83,067,045 17,345 83,084,390 239,864 83,324,254
FY17-18 Rollover 12,691,572 12,691,572 12,691,572
FY17-18 CIP Carry Over - - -
Total Resources 83,067,045 12,708,917 95,775,962 239,864 96,015,826
Expenditures 86,703,091 20,779,327 107,482,418 269,864 107,752,282
Transfer out 1,786,911 - 1,786,911 2,234,450 4,021,361
Total Appropriations 88,490,002 20,779,327 109,269,329 2,504,314 111,773,643
Net Results (5,422,957) (8,070,410) (13,493,367) (2,264,450) (15,757,817)
TABLE IV
CITY-WIDE APPROPRIATION SUMMARY
All Funds
Adopted Budget
FY 2018-19
Approved
Changes Current Budget Proposed Changes Revised Budget
General Fund 81,063,636 38,537 81,102,173 2,234,450 83,336,623
Other Funds 88,490,002 20,779,327 109,269,329 2,504,314 111,773,643
Total Expenditures 169,553,638 20,817,864 190,371,502 4,738,764 195,110,266
OPERATIONS
HELP DESK / CUSTOMER SUPPORT
WORKSTATIONS & EQUIPMENT
TELECOMMUNICATIONS
NETWORK
NETWORK DESIGN & SUPPORT
SERVER MAINTENANCE
SECURITY
SERVICE DESIGN
DIGITAL SERVICES
USER EXPERIENCE
BUSINESS PROCESSES
COMMUNITY ENGAGEMENT
OUTREACH
COMMUNICATION
TRANSPARENCY
DATA/INFORMATION
OPEN DATA
GIS
PERFORMANCE METRICS
ADMINISTRATION
BUDGET
CONTRACTS
PROJECT MANAGEMENT
COMMUNICATIONS TEAM
CITYWIDE INTERDEPARTMENTAL
COMMUNICATION LEADS
ANALYST TEAM
CITYWIDE INTERDEPARTMENTAL
ANALYSTS & DEPARTMENT REPS
DEPARTMENT OF DIGITAL SERVICE AND OPEN GOVERNMENT
DIRECTOR
City of San Rafael
Job Class Specification
Job Title: Director of Digital Service and Open Government
SUMMARY:
The Director of Digital Service and Open Government is responsible for improving both the
customer and employee experience of government through digital modernization and
community engagement; operationalizing the user experience by orienting and coaching
departments; and providing tools and approaches to improve service delivery and the experience
of government. This position oversees technology operations and infrastructure, data and
information, service design, and community engagement.
The position will team effectively with other City staff and community partners. This is a single
position classification at the senior management level.
SUPERVISION RECEIVED AND EXERCISED
This position reports to the Assistant City Manager and supervises the Department’s assigned
staff. As a member of the City's Executive Management Team, the Director participates in
organizational and operational planning on a City-wide basis.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
This list is meant to be representative, not exhaustive. Some incumbents may not perform all the
duties listed while in other cases related duties may also be assigned.
•Provides leadership to the City Council, City Manager and Directors on alignment of
technology with City initiatives, policy, and strategic objectives.
•Prepares and assists with the development of strategic plans related to the City’s information
services function and addresses City-wide policy and management issues.
•Serve as communications advisor to the City's leadership team.
•Directs, develops, and implements interdepartmental technology governance, planning, and
coordination activities to accomplish specific City-wide objectives.
•Develop digital strategy and oversee digital initiatives, which use technology to create
accessible, transparent, and effective interaction between government and stakeholders.
•Mentors leadership staff to cultivate and enhance meaningful relationships with residents,
businesses, the media and key influencers within the community.
•Develops and implements organizational policies and procedures regarding appropriate usage
of technology and communications within the organization.
•Oversees a decentralized communications team to support the development and execution
of a citywide communications strategy.
•Directs the priorities, work program, people and resource allocation within the department
including hiring, staff development, training, terminations, and performance appraisals.
•Initiates and develops internal and external partnerships to leverage City technology
investments.
•Develops and presents funding strategies to support technology investments.
•Provides direct oversight and direction on mission critical City-wide technology initiatives.
•Plans, organizes, directs and evaluates the department and its operations to ensure effective
support for organizational objectives and efficient and effective implementation of initiatives.
•Formulates, recommends, and administers policies and procedures governing the operation
of the department.
•Establishes long-range goals and implementation plans for services provided by the
department.
•Plans, prepares, and administers the department budget.
•Responsible for the future direction of the department, ensuring the coordination of the
department's effort with the needs of the organization.
KNOWLEDGE OF:
•Strategic planning, systems, and project management
•Information technology service delivery procurement and emerging trends
•Principles and practices of user-centered design
•Communications, marketing, social media messaging and strategy
•Principles and practices of community engagement
•Principles and practices of change management
•Methods for monitoring, analyzing, and evaluating programs
•Business process improvements
•Principles of performance measurement
•Principles and practices of effective supervision
ABILITY TO:
•Establish and maintain a working environment conducive to positive morale, individual style,
quality, creativity, and teamwork.
•Identify challenges and emerging issues faced by the organization.
•Work with leadership team and staff to recognize internal and external communications
opportunities and solutions and define and execute appropriate strategies to support them.
•Position the City to effectively respond to the rapidly changing technological environment.
•Promote a culture of high performance and continuous improvement that values learning and
a commitment to quality.
•Facilitate teams and lead decision-making processes in a collaborative environment.
•Gain cooperation through discussion and persuasion.
•Prepare and administer complex budgets.
•Lead interdepartmental committees and work programs.
•Negotiate and assess complex proposals and contracts.
•Mentor and develop staff using a supportive and collaborative approach on a consistent
basis.
•Communicate clearly and concisely and make effective public presentations.
•Explain technical concepts and processes in an understandable manner to end users.
•Understand the City's political environment and sensitivities, and function effectively within
that environment.
•Establish and monitor staff performance and development goals, assign accountabilities, set
objectives, establish priorities, and conduct annual performance appraisals.
EDUCATION and/or EXPERIENCE:
Equivalent to graduation from an accredited college or university with a degree in public policy,
public administration, computer science, information technology, communications or closely
related field and five years of progressively responsible professional experience in the
information technology industry, including two years in a management capacity. A Master's
Degree is preferred.
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 stand, walk, 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 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, 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 is regularly exposed to video display and
regularly works in inside environmental conditions. The employee is occasionally exposed to
outdoor weather conditions and occasionally works in evenings or weekends and occasionally
may travel. The noise level in the work environment is usually low to moderate.
City of San Rafael
Job Class Specification
Job Title: Technology Operations Manager
SUMMARY:
The Technology Operations Manager is responsible for ensuring the efficient and cost-effective
use of the City’s technology; assisting City employees to better use and understand existing
technology tools and the operation of software through tools, environments and practices;
overseeing day-to-day help desk and technical support operations, equipment inventory and
purchasing.
This is an exempt, mid-management level position in the Department of Digital Service and Open
Government. The incumbent exercises independent judgment in the planning, overseeing, and
reviewing the functional areas of operations, administration, and customer support.
SUPERVISION RECEIVED AND EXERCISED
This position reports to the Director of Digital Service and Open Government and may provide
direct and/or functional supervision to subordinate staff.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
This list is meant to be representative, not exhaustive. Some incumbents may not perform all the
duties listed while in other cases related duties may also be assigned.
•Prepares and assists with the development of strategic plans related to the area of
responsibility and addresses City-wide policy and management issues.
•Provides technical support for workstation hardware, communication and audio/video
equipment, software applications and services.
•Builds and maintains a motivated operations and customer support team, making sure
there is an iterative plan to work towards.
•Directs, oversees, and participates in the development of assigned services work plans;
assigns work activities, projects, and programs; monitors work flow; reviews and
evaluates work products, methods, and procedures.
•Develops and implements interdepartmental technology governance, planning and
coordination activities to accomplish specific City-wide objectives.
•Develops and implements organizational policies and procedures regarding appropriate
usage of technology within the organization.
•Supports implementation of mission critical City-wide technology initiatives.
•Evaluates the department’s operations to ensure effective support for organizational
objectives and efficient and effective implementation of initiatives.
• Formulates, recommends and administers policies and procedures governing the
operation of the department. Recommends long-range goals and implementation plans
for services provided by the department.
• Plans, prepares, and administers the assigned departmental budget in coordination with
management staff.
• Administers and provides the City’s support services, maintenance, and training for
computers, including the evaluation, selection, installation and maintenance of computer
hardware and software and related equipment.
KNOWLEDGE OF:
• Strategic planning, systems and project management
• Information technology service delivery procurement and emerging trends
• Principles and practices of user-centered design
• Principles and practices of change management
• Budgeting procedures and techniques
• Methods for monitoring, analyzing, and evaluating programs
• Principles and techniques of managing telecommunications
• System training techniques
• Business process improvements
• Principles of performance measurement
• Principles and practices of effective supervision
ABILITY TO:
• Establish and maintain a working environment conducive to positive morale, individual
style, quality, creativity, and teamwork.
• Identify challenges and emerging issues faced by the organization.
• Work with management team and staff to recognize internal and external operational
opportunities and solutions and define and execute appropriate strategies to support
them.
• Position the City to effectively respond to the rapidly changing technological
environment.
• Coordinate and implement programs to respond to customer requests.
• Analyze current and future communication technologies and needs.
• Promote a culture of high performance and continuous improvement that values learning
and a commitment to quality.
•Gain cooperation through discussion and persuasion.
•Prepare and administer complex budgets.
•Negotiate and assess complex proposals and contracts.
•Mentor and develop staff using a supportive and collaborative approach on a consistent
basis.
•Communicate clearly and concisely and make effective public presentations.
•Explain technical concepts and processes in an understandable manner to end users.
•Establish and monitor staff performance and development goals, assign accountabilities,
set objectives, establish priorities, and conduct annual performance appraisals.
•Work calmly and effectively under stressful situations.
EDUCATION and/or EXPERIENCE:
Equivalent to graduation from an accredited college or university with a degree in computer
science, information systems, information technology, public policy, public administration, or
closely related field and three years of progressively responsible professional experience
planning, overseeing, and reviewing Information Technology operations, administration, and
customer support, including at least one year in a supervisory or management capacity. A
Master's Degree is preferred.
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 is regularly exposed to video displays. The
employee frequently works in evenings or weekends; typically, in inside environmental
conditions. The employee occasionally may travel between worksites. The noise level in the work
environment is usually moderate.
City of San Rafael
Job Class Specification
Job Title: Data & Infrastructure Manager
SUMMARY:
The Data & Infrastructure Manager is responsible for improving the accessibility, availability,
scalability of the City’s computer infrastructure; managing the design, configuration,
administration and maintenance of the City’s computer infrastructure; assists in making
government more transparent and effective through open data, mapping, and performance
measurements.
This is an exempt, mid-management level position in the Department of Digital Service and Open
Government. The incumbent exercises independent judgment in the planning, overseeing, and
reviewing the functional areas of network and server administration, security, open data,
performance measurement and geographic information systems.
SUPERVISION RECEIVED AND EXERCISED
This position reports to the Director of Digital Service and Open Government and may provide
direct and/or functional supervision to subordinate staff.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
This list is meant to be representative, not exhaustive. Some incumbents may not perform all the
duties listed while in other cases related duties may also be assigned.
•Prepares and assists with the development of strategic plans related to area of
responsibility and addresses City-wide policy and management issues.
•Builds and maintains motivated network and data teams, making sure there is an iterative
plan to work towards.
•Directs, oversees, and participates in the development of assigned services work plans;
assigns work activities, projects, and programs; monitors work flow; reviews and evaluate
work products, methods, and procedures.
•Maintains the core and perimeter infrastructures.
•Oversees the network for optimal performance and monitoring of live services and
performance trends to identify potential problems or areas for improvement.
•Oversees the restoration of normal service operation as quickly as possible and minimize
adverse effects of incidents on business operations.
•Provides technical leadership and architectural network design.
•Develops and oversees the design of secure systems and advises security decisions.
•Supports implementation of mission critical City-wide technology initiatives.
•Evaluates the City’s network to ensure effective support for organizational objectives and
efficient and effective implementation of initiatives.
•Establishes and maintains the vision for the organization’s use of open data and
geographic information systems.
•Develops performance measurement frameworks and analyzes the performance of
services.
•Plans, prepares and administers the assigned departmental budget in coordination with
management staff
KNOWLEDGE OF:
•Strategic planning, systems and project management
•Network design, architecture, engineering and design principles
•Infrastructure hardware configuration
•Security principles, practices, terminology, and trends
•Open data and geographic information systems
•Principles and practices of change management
•Methods for monitoring, analyzing, and evaluating programs
•Business process improvements
•Principles of performance measurement
•Principles and practices of effective supervision
ABILITY TO:
•Establish and maintain a working environment conducive to positive morale, individual
style, quality, creativity, and teamwork.
•Identify complex technical security problems and development and implement viable
solutions.
•Identify challenges and emerging issues faced by the organization.
•Work with management team and staff to recognize internal and external opportunities
and solutions and define and execute appropriate strategies to support them.
•Position the City to effectively respond to the rapidly changing technological
environment.
•Promote a culture of high performance and continuous improvement that values learning
and a commitment to quality.
•Prepare and administer complex budgets.
•Mentor and develop staff using a supportive and collaborative approach on a consistent
basis.
•Communicate clearly and concisely and make effective public presentations.
•Ensure the standardized documentation of procedures and processes.
•Meet current California law enforcement standards regarding security clearances related
to background assessment and access to confidential information.
•Establish and monitor staff performance and development goals, assign accountabilities,
set objectives, establish priorities, and conduct annual performance appraisals.
•Work calmly and effectively under stressful situations.
EDUCATION and/or EXPERIENCE:
Equivalent to graduation from an accredited college or university with a degree in computer
science, information systems, information technology, public policy, public administration, or
closely related field and three years of progressively responsible professional experience in the
design, configuration, administration, and maintenance of computer infrastructures, including at
least one year in a supervisory or management capacity. A Master's Degree is preferred.
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 is regularly exposed to video displays and
moving mechanical parts. The employee frequently works in evenings or weekends; typically in
inside environmental conditions. The employee occasionally may travel between worksites. The
noise level in the work environment is usually moderate.
City of San Rafael
Job Class Specification
Job Title: Civic Design Manager
SUMMARY:
The Civic Design Manager is responsible for assisting City departments in designing government
services that are simple, effective, and easy to use and coordinating effective, transparent
citywide communications that encourage civic engagement; managing service design and
community engagement teams; developing and coordinating citywide communication strategies
and resources; and assisting in project management in coordination with cross-departmental and
departmental teams.
This is an exempt, mid-management level position in the Department of Department of Digital
Service and Open Government. The incumbent exercises independent judgment in the planning,
overseeing, and reviewing the functional areas of service design, business process design, and
community engagement.
SUPERVISION RECEIVED AND EXERCISED
This position reports to the Director of Digital Service and Open Government and may provide
direct or functional supervision to subordinate staff or to project teams.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
This list is meant to be representative, not exhaustive. Some incumbents may not perform all the
duties listed while in other cases related duties may also be assigned.
•Prepares and assists with the development of strategic plans related to area of
responsibility and addresses City-wide policy and management issues.
•Builds and maintains motivated service design and community engagement teams,
making sure there is an iterative plan to work towards.
•Directs, oversees, and participates in the development of assigned services work plans;
assigns work activities, projects, and programs; monitors work flow; reviews and
evaluates work products, methods, and procedures.
•Develops and implements interdepartmental technology governance, planning, and
coordination activities to accomplish specific City-wide objectives.
•Develops and implements organizational policies and procedures regarding appropriate
usage of technology and communications within the organization.
•Acts as a liaison between City departments and the Department of Department of Digital
Service and Open Government to understand the operational needs.
•Understands and analyzes user and business needs to ensure outcomes are aligned with
service vision and business strategy.
•Develops and oversees the design and end-to-end journey services and business
processes through user-centered design.
•Develops and oversees the design and layout of communication materials consistent with
City style guidelines
•Supports implementation of mission critical City-wide technology initiatives.
•Evaluates the department’s operations to ensure effective support for organizational
objectives and efficient and effective implementation of initiatives.
•Recommends long-range goals and implementation plans for services provided by City
departments.
•the Plans, prepares, and administers the assigned departmental budget in coordination
with management staff.
KNOWLEDGE OF:
•Strategic planning, systems, and project management
•Information technology service delivery procurement and emerging trends
•Principles and practices of user-centered design
•Principles and practices of journey mapping and user stories
•Communications, marketing, social media messaging and strategy
•Principles and practices of community engagement
•Graphic design principles; web design and editing
•Principles and practices of change management
•Budgeting procedures and techniques
•Methods for monitoring, analyzing, and evaluating programs
•Business process improvements
•Principles of performance measurement
•Principles and practices of effective supervision
ABILITY TO:
•Establish and maintain a working environment conducive to positive morale, individual
style, quality, creativity, and teamwork.
•Identify challenges and emerging issues faced by the organization.
• Work with management team and staff to recognize internal and external
communications opportunities and solutions and define and execute appropriate
strategies to support them.
• Position the City to effectively respond to the rapidly changing technological
environment.
• Use a user-centered approach to make complicated technical concepts easier to
understand.
• Promote a culture of high performance and continuous improvement that values learning
and a commitment to quality.
• Facilitate teams and leading decision-making processes in a collaborative environment.
• Gain cooperation through discussion and persuasion.
• Prepare and administer complex budgets.
• Lead interdepartmental committees and work programs.
• Negotiate and assess complex proposals and contracts.
• Mentor and develop staff using a supportive and collaborative approach on a consistent
basis.
• Communicate clearly and concisely and make effective public presentations.
• Explain technical concepts and processes in an understandable manner to end users.
• Establish and monitor staff performance and development goals, assign accountabilities,
set objectives, establish priorities, and conduct annual performance appraisals.
• Work calmly and effectively under stressful situations.
EDUCATION and/or EXPERIENCE:
Equivalent to graduation from an accredited college or university with a degree in computer
science, information systems, information technology, public policy, communications, public
administration, or closely related field and three years of progressively responsible professional
experience in service delivery and community engagement program design and development,
including at least one year in a supervisory or management capacity. A Master's Degree is
preferred.
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 is regularly exposed to video displays. The
employee frequently works in evenings or weekends; typically in inside environmental
conditions. The employee occasionally may travel between worksites. The noise level in the work
environment is usually moderate.
Attachment 4
Grade Position A B C D E
2501 Assistant City Attorney 11,068$ 11,621$ 12,202$ 12,812$ 13,453$
2001 Assistant City Manager 13,092$ 13,747$ 14,434$ 15,156$ 15,914$
2300 Community Development Director 12,772$ 13,411$ 14,082$ 14,786$ 15,525$
8101 Community Services Director 11,051$ 11,604$ 12,184$ 12,793$ 13,433$
TBD Director of Digital Service & Open Government 11,574$ 12,152$ 12,760$ 13,398$ 14,068$
2801 Director of Economic Development & Innovation 11,574$ 12,152$ 12,760$ 13,398$ 14,068$
2205 District Manager/Engineer (SRSD)11,574$ 12,152$ 12,760$ 13,398$ 14,068$
2140 Finance Director 11,574$ 12,152$ 12,760$ 13,398$ 14,068$
7101 Fire Chief 13,028$ 13,679$ 14,363$ 15,081$ 15,836$
1106 Human Resources Director 11,574$ 12,152$ 12,760$ 13,398$ 14,068$
2401 Library Director 10,738$ 11,275$ 11,839$ 12,431$ 13,052$
6101 Police Chief 13,028$ 13,679$ 14,363$ 15,081$ 15,836$
2201 Public Works Director 12,772$ 13,411$ 14,082$ 14,786$ 15,525$
19,300$
The City Manager is appointed by the City Council and is not subject
to the terms and conditions of the Management Resolution
SAN RAFAEL UNREPRESENTED EXECUTIVE MANAGEMENT
SALARY SCHEDULE
Effective December 17, 2018
Position Monthly Salary
City Manager (Appointed)
Attachment 5
Grade Position A B C D E
7315 Accounting Manager 8,529$ 8,956$ 9,403$ 9,874$ 10,367$
8106 Assistant Director of Community Services 9,284$ 9,748$ 10,236$ 10,747$ 11,285$
2125 Assistant Library Director 9,284$ 9,748$ 10,235$ 10,747$ 11,285$
2202 Assistant Public Works Director / City Engineer 11,063$ 11,616$ 12,196$ 12,806$ 13,447$
2302 Chief Building Official 10,281$ 10,795$ 11,334$ 11,901$ 12,496$
TBD Civic Design Manager*9,284$ 9,748$ 10,235$ 10,747$ 11,285$
2122 Code Enforcement Supervisor 7,076$ 7,430$ 7,801$ 8,191$ 8,601$
TBD Data & Infrastructure Manager*10,281$ 10,795$ 11,334$ 11,901$ 12,496$
1105 Deputy City Attorney I 9,317$ 9,783$ 10,272$ 10,785$ 11,325$
1109 Deputy City Attorney II 10,272$ 10,786$ 11,325$ 11,892$ 12,486$
2120 Deputy Fire Marshall 8,750$ 9,188$ 9,647$ 10,130$ 10,636$
2135 Deputy Public Works Director 10,050$ 10,553$ 11,081$ 11,635$ 12,216$
7313 Economic Development Coordinator 8,443$ 8,865$ 9,308$ 9,774$ 10,262$
2128 Economic Development Manager 9,284$ 9,748$ 10,236$ 10,747$ 11,285$
7117 Emergency Services Manager 8,237$ 8,649$ 9,082$ 9,536$ 10,013$
9005 Events Coordinator**7,318$ 7,684$ 8,068$ 8,471$ 8,895$
4201 Information Technology Manager 11,063$ 11,616$ 12,197$ 12,806$ 13,447$
2208 Operations and Maintenance Manager 9,021$ 9,472$ 9,946$ 10,443$ 10,965$
2703 Parking Services Manager 8,443$ 8,865$ 9,308$ 9,774$ 10,262$
7312 Parks Superintendent 8,237$ 8,649$ 9,082$ 9,536$ 10,013$
2116 Planning Manager 9,455$ 9,927$ 10,424$ 10,945$ 11,492$
9453 Principal Planner 8,443$ 8,865$ 9,308$ 9,774$ 10,262$
1202 Public Works Administrative Manager 8,442$ 8,865$ 9,308$ 9,773$ 10,262$
8103 Recreation Supervisor 7,076$ 7,430$ 7,801$ 8,191$ 8,601$
2206 Senior Civil Engineer (SRSD)9,784$ 10,273$ 10,787$ 11,326$ 11,893$
7317 Senior Code Enforcement Supervisor 7,810$ 8,201$ 8,611$ 9,041$ 9,493$
2105 Senior Management Analyst 8,044$ 8,446$ 8,869$ 9,312$ 9,778$
2132 Senior Network Administrator 9,284$ 9,748$ 10,236$ 10,747$ 11,285$
8102 Senior Recreation Supervisor 7,810$ 8,200$ 8,610$ 9,041$ 9,493$
7310 Sewer Maintenance Superintendent 8,237$ 8,649$ 9,082$ 9,536$ 10,013$
7311 Street Maintenance Superintendent 8,237$ 8,649$ 9,082$ 9,536$ 10,013$
TBD Technology Operations Manager**11,063$ 11,616$ 12,197$ 12,806$ 13,447$
*New position effective12/17/18 Council Action
**Events Coordinator Y-rated effective 6/1/18; Technology Operations Manager Y-rated effective 12/17/18
SAN RAFAEL UNREPRESENTED MID-MANAGEMENT
SALARY SCHEDULE
Effective December 17, 2018