HomeMy WebLinkAboutFin Budget Amendments FY2017-18____________________________________________________________________________________
FOR CITY CLERK ONLY
File No.: 8-5
Council Meeting: 12/18/2017
Disposition: Resolution 14445
Agenda Item No: 9.a
Meeting Date: December 18, 2017
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Finance
Prepared by: Mark Moses,
Finance Director
Stacey Peterson
Human Resources Director
City Manager Approval: ______________
TOPIC: INTERIM FINANCIAL UPDATE AND BUDGET AMENDMENTS
SUBJECT: (1) FIRST FISCAL YEAR 2017-2018 INTERIM FINANCIAL UPDATE
(2) CITY MANAGER RECOMMENDATIONS
(3) RESOLUTION AMENDING FISCAL YEAR 2017-2018 BUDGET
(4) MID-YEAR PERSONNEL ACTIONS
RECOMMENDATION: ADOPT RESOLUTION
EXECUTIVE SUMMARY: The following mid-year budget amendments are recommended:
• General Fund Revenues – decrease by $75,000
• General Fund Expenditures – no changes
• Other Fund Revenues – no changes
• Other Fund Expenditures – increase by $150,000
The General Fund has $524,041 in unassigned revenues and the City Manager is recommending
dedicating $450,000 to extend the funding of two fixed-term police officers through fiscal year
2018-2019.
In addition, a number of revenue-neutral personnel actions are being recommended for mid-year
implementation. These changes aim to help organize the work and City team to be most effective and
efficient in serving the community and in one case to address a labor relations concern. The following
actions are recommended:
a) Reorganize the Public Works Department to address succession planning needs in the
department, promote better sharing of resources and more effective emergency r esponse
from the broader team. The overall reorganization deletes 6.0 full-time equivalent (FTE)
positions and adds 6.0 new full-time equivalent (FTE) positions which results in a minor net
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
salary and benefit savings. The following changes highlight the major changes being
proposed:
• Establishes a new Senior Civil Engineer (PW) classification, and a new Operations
and Maintenance Manager
• Assign the Parks, Streets and Facilities Maintenance Programs under one
Operations and Maintenance Manager.
• Adds an Administrative Analyst classification and changes various classifications as
described in detail below.
b) Reclassify an existing 1.0 FTE Administrative Assistant I/II position to a 1.0 FTE Senior
Administrative Assistant position in the Community Services Department.
c) Approve 5 days of annual paid Administrative Leave for classifications designated as
exempt in the Public Employee Union, Local 1.
BACKGROUND: The Finance Department performs an ongoing review of the City’s financial
performance, and provides monthly reports on the General Fund results to the City Council Finance
Committee. This report presents the City’s financial condition in the current fiscal year (2017-2018)
based on actual revenue and expenditure performance for the period July 1 through November 30,
2017, and budget actions taken through December 4, 2017, as compared to the budget approved by
City Council on June 5, 2017.
Based on this review and analysis, revisions are recommended to address the following categories:
(1) Revenue projections;
(2) Expenditure plan changes, including adjustments based on labor settlement approved after
budget adoption;
(3) City Manager recommendation on use of unassigned funds
The staff recommendations contained in this report were reviewed by the City Council Finance
Committee (Mayor Phillips and Councilmember Gamblin) at its December 11, 2017 public meeting.
ANALYSIS:
GENERAL FUND:
Revenues and Other Sources:
Revenues: Since the budget was prepared in May 2017, the only approved change to revenues was
the $120,000 contribution from the Buck Family Foundation to support the mobile showers project
under the City’s homeless initiative. No changes have been made to transfers in.
As a result of the review of revenues through November 30, 2017, the revenue forecast is being
decreased by $75,000. This decrease is driven solely by adjustments made to bring the fiscal year
2017-2018 projections in line with the actual ending results for fiscal year 2016-2017.
Figure 1 below presents the proposed changes to General Fund revenues, which reduce the total
resources by $75,000.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
Revenues and Other Sources:
Figure 1
Expenditures and Other Uses:
Since budget adoption, the only changes to the general fund expenditures and transfers out were the
incorporation of purchase order commitments of $50,549 from the previous year and the $120,000 in
expenditures for the mobile shower project supported by the additional revenues (column two of
Figure 2).
The City did incur unexpected costs associated with the northern California fires in October. The Fire
Department incurred $210,000 in overtime associated with its strike team response, while the Police
Department incurred $144,428 in labor related costs associated with the response to the fires. Although
mutual aid and strike team activation is common for the Fire Department and is incorporated into its
annual budget, this level of involvement by the Police Department was exceptional.
The City anticipates full reimbursement from the California Office of Emergency Services for the fire
strike team costs and from FEMA for the costs incurred by the Police Department. Staff is not
recommending increases to authorized general fund appropriations for these expenditures unless it
becomes clear that these costs cannot be absorbed within the current authorization for the fiscal year.
No additional changes to the General Fund expenditures and transfers out are proposed.
General Fund – Operating Results: Figure 2 summarizes the recommended General Fund
changes, the impact on the General Fund budget for fiscal year 2017-2018, and the impact on Net
Operating Results and Unassigned funds.
General Fund Revenues
Property Tax 200,000.
Franchise Tax 150,000.
Business Tax (140,000)
Transient Occupancy Tax (200,000)
Vehicle License Fee Backfill 315,000.
Fines & Forfeitures (50,000)
Charges for Services (350,000)
Total proposed revenue changes ($75,000)
Total proposed transfers in changes $0.
Total proposed changes to General Fund sources ($75,000)
Revenues and Transfers in as adopted fiscal year 2017-2018 $78,080,787.
Revenues and Transfers in as adjusted through Dec 4, 2017 $78,200,787.
Revenues and Transfers in as proposed $78,125,787.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 4
Figure 2
General Fund
Adopted
Budget
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 0. 1,356,344
FY17-18 Sources 78,080,787 78,200,787 0. 78,125,787
FY16-17 P.O. reserve 50,549 50,549 50,549
Total Resources 78,080,787 170,549 78,251,336 $0. 78,176,336
Expenditures 72,513,946 120,000 72,633,946 0. 72,633,946
P.O. Rollover 50,549 50,549 50,549
Operating Transfers out 2,350,000 2,350,000 0. 2,350,250
Capital Transfers out
(from Measure E to SREF) 4,025,000 4,025,000. 0. 4,025,000.
Total Appropriations 78,888,946 170,549 79,059,495. 0. 79,059,495
Net Results – sub-total ($808,159) $0 ($808,159). ($75,000) ($883,159).
Allocations
Emergency Reserve (210,000) (210,000) 0. (210,000)
Use of prior period funds 1,271,000. 1,271,000. 0. 1,271,000.
Final Results:
Unassigned funds $252,841. . $252,841. ($75,000) $177,841.
The proposed changes decrease the current projected final results from $252,841 to $177,841 for the
fiscal year.
The changes to General Fund Sources and Appropriations are summarized in Tables I and II of
Exhibit I to the attached Resolution.
UNASSIGNED FUND BALANCE AS OF JUNE 30, 2017 / City Manager Recommendation
Although some of the key General Fund revenues were less than expected for fiscal year 2016-2017,
the unassigned fund balance ended at $1,295,041 as expected. Of this amount, $771,000 has been
programmed into fiscal year 2017-2018 for one-time public safety and homeless initiatives. The City
Manager recommends that $450,000 of the remaining $524,041 be used to extend the two additional
police officers one additional year, to June 30, 2019. If this recommendation is accepted, it will be
incorporated into the fiscal year 2018-2019 budget development.
OTHER FUNDS:
Other Funds comprise predominantly funds that are legally restricted in their use, based on their
specific funding source. The adopted budgeted appropriations for Other Funds, including approved
carryforward of funds approved in prior years and changes approved since July 1, 2017, total
$63,102,466 (Figure 4, Current Budget, Total Appropriations). These expenditures and transfers result
in the spending of approximately $12.3 million in accumulated funds (i.e., fund balance), primarily in the
areas of infrastructure maintenance (e.g., streets, storm drain and buildings) and vehicle replacement.
Key projects contributing to the use of fund balance are: major street maintenance at 2nd and Grand
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Ave, Grand Avenue Pedestrian Bridge and Anderson Drive Rail Crossing Improvements. These net
results are supported by a beginning balance in Other Funds of $33,453,202.
Projected expenditures in the Emergency Medical Services Fund (EMS) are being increased by
$200,000 to reflect the recent settlement of overtime claims associated with medical transport activities.
A review by the Library in planned expenditures from the Library Parcel Tax (Measure D) fund resulted
in a $50,000 mid-year reduction.
Changes to the Other Funds revenues, expenditures and transfers are detailed in the following table:
Figure 3
The net impact of all proposed changes on Other Funds is $150,000. Thus the planned spending of the
$33.5 million beginning fund balance remains increases from $12.25 million to $12.4 million.
The following table presents the adopted budget, approved changes and proposed changes to the
FY2017-2018 Other Funds budget.
Figure 4
Other Funds
Adopted
Budget
Approved
Changes
Current
Budget
Proposed
Changes
Revised
Budget
Operating/Capital
Revenue $44,376,578. $0. $44,376,578. $0. $44,376,578.
Transfers in 6,475,000. 0. 6,475,000. (0) 6,475,000.
FY17-18 Sources 50,851,578. 0. 50,851,578. (0) 50,851,578.
FY16-17 Rollover 0. 0. 0.
FY16-17 CIP
Carry Over 0. 0. 0.
Total Sources $50,851,578. $0. $50,851,578. ($0) $50,851,578.
Expenditures 51,526,218. 2,313,525. 53,839,743. 150,000 53,989,743.
Transfers out 1,456,344. 0. 1,456,344. 0. 1,456,344.
FY16-17 Rollover 7,806,379 7,806,379 7,806,379
Total
Appropriations 52,982,562. 10,119,904. 63,102,466. 150,000 63,252,466
Net Results ($2,130,984) ($10,119,904) ($12,250,888) ($150,000). ($12,400,88)
Resources
Total proposed changes to revenues/transfers in $0
Uses
Adjustment to overtime expenditures in EMS Fund per settlement 200,000..
Reduction in planned expenditures in Library Parcel Tax Fund (50,000)
Total proposed changes to transfers out 0..
Total proposed changes to uses $150,000.
Net proposed changes to Other Funds (Resources less Uses) ($150,000).
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 6
These proposed changes to Other Fund Sources and Appropriations are presented in Table III of
Exhibit I to the attached Resolution.
CITY-WIDE FISCAL IMPACT:
Figure 5 summarizes the impact of the recommended appropriation changes across all funds.
Figure 5
All Funds
Adopted
Budget
Approved
Changes
Current
Budget
Proposed
Changes
Revised
Budget
General Fund $78,888,946 $170,549 $79,059,495 $0. $79,059,495
Other Funds $52,982,562 $10,119,904 $63,102,466 $150,000 $63,252,466
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 in an effort to reorganize or structure staffing to most
effectively and efficiently serve the community and city goals. In addition, staff recommends a benefit
revision for Local 1 described in more detail below.
Public Works Reorganization
New Maintenance and Operations Division: In 2008 maintenance personnel were cut significantly
based on the economic downturn. Parks and Streets Maintenance Divisions previously had 16 Full-time
Equivalent (FTE) in each division (32 total), where they now have 12 FTE each (24 total). Although the
economy has recovered, the City does not have or anticipate funding to rehire personnel. As such, the
Public Works department is seeking to reorganize the separate Streets and Park Maintenance
programs into one division under one manager to promote cross-training, sharing of resources, and
more effective teamwork during emergency response situations. The reorganization adds an
Operations and Maintenance Manager position and deletes both the Streets Superintendent and Parks
Superintendent (incumbent is retiring) positions to combine the programs into one division, which will
add significantly more responsibility and expand the knowledge required to oversee the broader
program. The position will remain under the general direction of the Assistant Director/City Engineer.
The Operations and Maintenance Manager classification was previously used by the City and the
recommended salary range for this mid-management level position is $8,844 (Step A) to $10,750 (Step
E) per month, which is 22.6% below the Assistant Public Works Director/City Engineer and 9.5% above
the existing Parks and Streets Superintendent salary ranges based on the broader responsibilities.
Further, the reorganization folds the Facilities Maintenance program under the new Maintenance and
Operations Division and recommends the creation of 3 supervisory positions (i.e., one in parks, streets
and facilities maintenance) to promote succession planning and provide the necessary support under
the one management position overseeing the Maintenance and Operations Division.
The creation of a supervisory position in the Facilities Maintenance Program is needed to help move
forward and oversee a significant amount of capital improvement projects, as a result of deferred
maintenance during the great recession. The proposed Facilities Maintenance Supervisor position will
provide higher level oversight and administration of the building maintenance contracts, is anticipated to
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assume coordination of the new Sidewalk Maintenance policy and program involving sidewalk
replacement at 150 homes each year, and supervision of contract and temporary staff hired to
complete specific facilities projects.
In summary, the proposed Operations and Maintenance Manager would manage Parks, Streets, and
Facilities projects and personnel, and coordinate resources and staffing as needed. In addition, the
three additional supervisors proposed in the new structure would not only create a cadre of supervisors
out in the field, addressing issues and responding to residents’ concerns, but more importantly allow for
supervisory staff to collaborate together to deliver emergency and large complex projects for
constituents. The Operations and Maintenance Manager and supervisor team would meet regularly and
work together over time to cross train staff thereby better promoting shared knowledge of specialized
tasks and a flexible and scalable response when needed.
Engineering Division: The Public Works Department is recommending that a new Senior Civil Engineer
(PW) classification be created to establish a supervisor position that can review project progress,
prioritize work, guide and train the current engineering staff with more complex projects and aspects
that require a broader base of knowledge. This position would also be responsible for drafting and
specification standards used by the engineering staff and consultants working on City projects. This
recommendation creates a necessary promotional path for current Associate Civil Engineers, as in the
present structure the only position above the Associate Civil Engineer is the Assistant Director or
Deputy Director level position. This recommended Senior Civil Engineer (PW) class will report to and
be able to act on behalf of the Assistant Director/City Engineer in his absence. An existing Associate
Civil Engineer position will be reallocated to the new Senior Civil Engineer (PW) position. The
recommended salary range for this advanced journey/supervisory level position is $9,183 (Step A) to
$11,162 (Step E) per month, which is 15% above the current Associate Civil Engineer salary range.
Administration Division: The needs of the Public Works Administration Division have shifted
significantly in the past several years. While the department is decreasing its reliance and need for
paper processes and documentation (moving process online or eliminating duplicative electronic and
hardcopy filing), the need for online processes and public communications has dramatically increased.
The public expects, and the City seeks to deliver, timely updates on all construction projects, extensive
outreach and community engagement with important initiatives, and information promoted and regularly
updated online. Currently, Public Works manages multiple social media accounts and a webpage with
regular construction updates. The creation of an Administrative Analyst position will help to centralize
the department’s internal and external communications strategies, and assist department staff in their
outreach. In addition, a more analyst-type role is also needed to assist in evaluating current
administrative processes, make changes or implement new technologies to improve efficiencies and
management of financial resources. The salary for this Administrative Analyst position is 1.6% more
than the Senior Administrative Assistant position, and the broader analyst class will allow the
department to hire for necessary skills and more effectively utilize the position to meet the current
needs of the department.
Overall, the summary of position deletions and additions are reflected below and an organization chart
of the current and proposed organization is attached. There is no change in the number of FTE in the
department.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 8
Add:
Classification FTE
Operations and Maintenance Manager 1.0
Street Maintenance Supervisor 1.0
Parks Maintenance Supervisor 1.0
Facility Maintenance Supervisor 1.0
Senior Civil Engineer (PW) 1.0
Administrative Analyst 1.0
6.0
Delete:
Classification FTE
Parks Superintendent 1.0
Streets Superintendent 1.0
Parks Lead Worker 1.0
Streets Lead Worker 1.0
Facility Repair Worker III 1.0
Associate Civil Engineer 1.0
6.0
City staff recommend approval of the new Operations and Maintenance Manager and Senior Civil
Engineer (PW) classifications and salary ranges effective December 18, 2017. Due to pending
retirements at the end of December and the need to satisfy responsibilities under the Meyers-Milias-
Brown Act prior to implementation, staff recommends the reallocation of positions be approved effective
on or after January 1, 2018, but no later than February 1, 2018. City staff has communicated with
representatives of the affected bargaining units regarding these changes.
Fiscal Impact: The proposed reorganization results in an overall salary/benefit savings of
approximately $11,525 this fiscal year, taking into account salary savings from the underfill of a vacant
1.0 FTE Associate Civil Engineer position at the Junior Engineer level. Public Works will make
appropriate reductions to non-salary related line items in future fiscal year budgets where the
engineering position is anticipated to be filled at the journey Associate Civil Engineer level.
Community Services
The Community Services Department is requesting to reallocate an existing 1.0 FTE Administrative
Assistant II position to a 1.0 FTE Senior Administrative Assistant position to provide more responsible
and complex administrative support to the department director, and serve as a lead worker for the three
other administrative/clerical staff in the department. This position is needed to oversee reception
coverage, prioritize clerical staff work, take meeting minutes for the Park and Recreation Commission,
assume department invoicing to allow frontline staff to focus on customer service needs and to
coordinate implementation, troubleshoot and provide training on the PerfectMind software. In addition,
the department will benefit from a higher level position to review and revamp existing policies and
procedures to streamline and improve efficiency.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 9
Add:
Classification FTE
Senior Administrative Assistant 1.0
Delete:
Classification FTE
Administrative Assistant 1.0
City staff recommend the reallocation of the position be made effective on or after January 1, 2018, but
no later than February 1, 2018, to ensure staff the opportunity to satisfy its responsibilities under the
Meyers-Milias-Brown Act prior to implementation and ensure the department has sufficient time to
interview and make a selection from among existing department administrative staff in order to
reallocate an existing Administrative Assistant I/II position in the Community Services Department. City
staff has communicated with representatives of the affected bargaining unit regarding this change.
Fiscal Impact: The increased cost for the reallocation of the existing 1.0 FTE Administrative Assistant
I/II position to the 1.0 FTE Senior Administrative Assistant position is $7,467 and will be offset this fiscal
year by salary/benefit savings from vacant positions and added in the ongoing department budget for
future fiscal years.
Public Employee Union, Local 1, Side Letter
In early 2017, per request of Public Employee Union (PEU), Local 1, the City had an outside consultant
evaluate the following positions to determine if they should be deemed exempt from overtime:
Management Analyst, Senior Accountant and Payroll Administrator. A determination was made that
the Management Analyst and Senior Accountant positions met the professional exemption
requirements under the FLSA and should be designated exempt. Accordingly, in July 2017 the City
met and conferred with PEU, Local 1, regarding the consultant findings, updated FLSA status of the
identified exempt positions and also the newly created Principal Accountant job class as exempt from
overtime. As part of this discussion, the Union proposed these positions mirror other similar mid-
management exempt positions by adding five (5) days of administrative leave. The City agrees with the
Union’s proposal and believes it fairly matches other similar positions within the City. Therefore, the
City submits this additional benefit to the Council for approval, specifically establishing PEU, Local 1,
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. Any unused
Administrative Leave will not carry over from one calendar year to the next, and unused Administrative
Leave Balances will not be paid to an exempt confidential employee upon his/her resignation.
RECOMMENDED ACTION: Adopt Resolution.
ATTACHMENTS:
• Resolution with attached Exhibit “I” (Amendment), Exhibit “II” (Revised Mid-Manager Salary
Schedule), Exhibit “III” (Revised WCE Salary Schedule), and Exhibit “IV” (Side Letter with
Local 1)
• Public Works Department Organization Chart (Current and Proposed)
• Operations and Maintenance Manager job description
• Senior Civil Engineer (PW) job description
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
STAFF REPORT APPROVAL
ROUTING SLIP
Staff Report Author: Mark Moses / Stacey Peterson Date of Meeting: 12/18/2017
Department: Finance Department
Topic: INTERIM FINANCIAL UPDATE AND BUDGET AMENDMENTS TO REFLECT OPERATIONAL ACTIVITY AND CITY
MANAGER RECOMMENDATIONS; MID-YEAR PERSONNEL CHANGES
Subject: 1) FIRST FISCAL YEAR 2017-2018 INTERIM FINANCIAL UPDATE (2) CITY MANAGER
RECOMMENDATIONS(3) RESOLUTION AMENDING FISCAL YEAR 2017-2018 BUDGET(4) MID-
YEAR PERSONNEL CHANGES
Type: (check all that apply) ☐ Consent Calendar ☐ Public Hearing
☒ Discussion Item ☒ Resolution ☐ Ordinance
☐ Professional Services Agreement ☐ Informational Report
*If PSA, City Attorney approval is required prior to start of staff report approval process
Was agenda item publicly noticed? ☐ Yes ☐No Date noticed: ☐Mailed ☐Site posted ☐Marin IJ
Due Date Responsibility Description Completed
Date Initial / Comment
DEPARTMENT REVIEW
FRIDAY
noon
12/1
Director Director approves staff
report is ready for ACM,
City Attorney & Finance
review.
12/1/2017
☒
MM
CONTENT REVIEW
MONDAY
morning
12/4
Assistant City Manager
City Attorney
Finance
ACM, City Attorney &
Finance will review items,
make edits using track
changes and ask questions
using comments. Items will
be returned to the author
by end of day Wednesday.
Click here to
enter a date.
12/12/2017
Click here to
enter a date.
☒
☒
LG
☒
DEPARTMENT REVISIONS
FRIDAY
noon
12/8
Author Author revises the report
based on comments
receives and produces a
final version (all track
changes and comments
removed) by Friday at
noon.
12/11/2017
☒
MM/SP
ACM, CITY ATTORNEY, FINANCE FINAL APPROVAL
MONDAY
morning
12/11
Assistant City Manager
City Attorney
Finance
ACM, City Attorney &
Finance will check to see
their comments were
adequately addressed and
sign-off for the City
Manager to conduct the
final review.
Click here to
enter a date.
12/12/2017
12/12/2017
☒
☒
LG
☒
MM
TUES
noon
12/12
City Manager Final review and approval 12/13/2017 ☒
JS