HomeMy WebLinkAboutLR Library and Recreation Personnel Changes____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: 09/16/2019
Disposition: Resolution 14726
Agenda Item No: 5.c
Meeting Date: September 16, 2019
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Library and Recreation
Prepared by: Susan Andrade-Wax,
Director
City Manager Approval: ______________
TOPIC: LIBRARY AND RECREATION PERSONNEL CHANGES
SUBJECT: RESOLUTION APPROVING AND AUTHORIZING THE CITY MANAGER TO DELETE
THE LIBRARY DIRECTOR CLASSIFICATION AND ADD THE ASSISTANT LIBRARY
AND RECREATION DIRECTOR CLASSIFICATION
RECOMMENDATION:
Adopt a resolution approving and authorizing the City Manager to delete the “Library Director”
classification and add the “Assistant Library and Recreation Director” classification.
BACKGROUND:
On July 15, 2019, the City Council authorized combining the former Community Services Department
with the former Library Department. The new department is called “Library and Recreation” which is
intended to briefly and accurately describe to the community the role of the department. Also on July 15,
2019, the City Council approved the Fiscal Year 2019-2020 Goals and Strategies for the City. One such
goal is to complete the integration, policies/procedures, and team development of the new Library and
Recreation Department.
The goal of combining the departments is to create new possibilities for collaboration and innovation in
programming and services for the community, as well as to create efficiencies through eliminating
duplication, combining resources, and leveraging diverse skill sets. Another goal is to create more shared
professional development, shared training, and more opportunities for growth and advancement of
employees.
Staff have been analyzing the design of the new department and specifically working on a
recommendation for how functions would be organized and led in the merged department, the first step
of which is presented in this staff report.
ANALYSIS:
Attachment 2 shows a proposed organizational chart for the new Library and Recreation Department.
The proposed structure includes two divisions, a “Library and Arts” division and a “Recreation and
Childcare” division. The Library and Arts division includes management of the three library branches and
the Falkirk Cultural Center. The Recreation and Childcare division includes management of the
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
community centers, pools, athletic fields, childcare centers, preschools, after school enrichment
programs, and picnic rentals.
As a first step of implementing this new structure, staff is recommending the deletion of 1.0 full-time
equivalent (FTE) Library Director classification (currently vacant) and the addition of 1.0 FTE Assistant
Library and Recreation Director position to oversee the Recreation and Childcare division.
The goal of the proposed structure is to provide the department with a strong leadership team to
strengthen the integrated department and to facilitate cross-division collaborations through working
groups that engage all levels of the department. The Assistant Directors would focus on the operations
and day-to-day management of staff and programs. Then, in additional to day-to-day oversight, the
Director would also focus on larger strategic priorities and initiatives. Examples of these include but are
not limited to: working cross-departmentally to deliver services and address challenges that go beyond
the reach of just one department, pursuing new sources of revenue and opportunities for cost savings;
strategically evaluating the services that the department provides to the community and focusing on
service design; and developing new partnerships with other agencies, organizations and community
groups.
In short, this first step is just to delete a Director position and add a mid-manager position, which
potentially could be filled from within the organization. This will allow us to proceed with recruiting for and
filling the assistant position.
The proposed changes do not add a new Full Time Equivalent employee over what is already approved
and budgeted. The changes provide a savings to the City. They are summarized as follows:
DELETE FTE ADD FTE
Library Director 1.0 Assistant Library and Recreation Director 1.0
As a next step, HR is conducting classification and compensation studies to determine next steps that
will be required to integrate the departments. Staff will work with any affected labor groups as those
changes are considered. Staff is also looking at other opportunities to increase service delivery and
function through the organizational structure. Staff plans to return to the City Council with an update in
the coming months.
FISCAL IMPACT:
This personnel change will result in a net annual savings of $39,000.
OPTIONS:
The City Council has the following options to consider on this matter:
1. Adopt the resolution as proposed, approving and authorizing the personnel changes.
2. Adopt resolution with modifications.
3. Direct staff to return with more information.
4. Take no action.
RECOMMENDED ACTION:
Adopt a resolution approving and authorizing the City Manager to delete the Library Director classification
and add the Assistant Library and Recreation Director classification.
ATTACHMENTS:
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
1. Resolution
2. Library and Recreation Department Organizational Chart
3. Assistant Library and Recreation Director Job Classification
4. Proposed Unrepresented Executive Management Salary Schedule
5. Proposed Unrepresented Mid-Management Salary Schedule
Page 1 of 1
RESOLUTION NO. 14726
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE
CITY MANAGER TO DELETE THE LIBRARY DIRECTOR CLASSIFICATION AND ADD THE
ASSISTANT LIBRARY AND RECREATION DIRECTOR CLASSIFICATION
WHEREAS, at the City Council meeting on July 15, 2019, the City Council
authorized combining the Library and Community Services Departments; and
WHEREAS, a Fiscal Year 2019-2020 City Council Goal is to complete the
integration, policies/procedures, and team development of the new Library and Recreation
Department; and
WHEREAS, existing staff vacancies provide opportunities to address the
staffing needs of the newly merged department 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 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 hereby
approves and authorizes the City Manager to delete the Library Director classification and add
the Assistant Library and Recreation Director classification.
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 Council of said City
on the 16th day of September 2019, by the following vote, to wit:
AYES: COUNCILMEMBERS: Colin, Gamblin & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: Bushey & McCullough
LINDSAY LARA, City Clerk
LIBRARY AND RECREATION DEPARTMENT
Organizational Chart
Examples of Functions:
City Council
Library Board
Parks and Rec Commission
Strategic Planning
Partnership Development
Library and Recreation Director
Library and Arts(26 FTE)
Examples of Functions:
Advisory Groups (4)
Events and Film Permit Process
Falkirk -Rentals and Programs,
Visual Art Exhibits and
Master Gardeners
Banner Permit Process
Library -Branches and Outreach,
Downtown Library,
Pickleweed Branch,
Northgate Mall Pop-Up
Branch
Library -Circulation and Technical
Services
Library -Public Services
Special Events
Recreation and Childcare (51 FTE)
Examples of Functions:
Albert J Boro Community Center -Facility
Rentals, Sports, Canal Garden,
Programs and Grants
Advisory Groups (3)
Afterschool Childcare -Coleman,
Glenwood, Lucas Valley, Mary
Silveira, Vallecito and Parkside
Afterschool Enrichment -Coleman,
Glenwood, Lucas Valley, Mary
Silveira, Sun Valley, Vallecito and
Parkside
Preschool -Parkside and Pickleweed
San Rafael Community Center -Facility
Rentals, Picnic Reservations,
Pacifics, Goldenaires, Marin
Bocce, Contract Classes and
Scholarships
Summer Day Camps and Classes
Terra Linda Community Center -Facility
Rentals, Aquatics, Contract
Classes, Terra Linda Community
Garden, Hamilton Pool, Terra
Linda Pool
Administration
Examples of Functions:
Budget
Contracts and Purchasing
Marketing and Social Media
Special Projects
City of San Rafael
Job Class Specification
Job Title: Assistant Library and Recreation Director
SUMMARY:
Under the direction of the department Director, the Assistant Library and Recreation Director will
plan, organize, direct and coordinate daily activities of assigned programs/divisions within the
Library and Recreation Department. The Assistant Director will provide highly complex staff
assistance to the Director of Library and Recreation and has considerable latitude for the
exercise of independent judgment, particularly in managing projects. Acts in the absence of the
Director. Performs other duties as assigned. This assignment will oversee one division within
the department.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. This list provides a
sample of duties and responsibilities, but not all inclusive of all responsibilities. Some
incumbents may not perform all the duties listed while in other cases related duties may also be
assigned.
Management Functions
• Recommends and directs the implementation of goals, objectives, policies, procedures,
and work standards for programs and facilities.
• Establishes priorities; develops, plans, organizes, and evaluates, directly or indirectly,
the activities of assigned programs and facilities.
• Supervises and evaluates assigned staff; provides assistance to supervisory staff in
resolving daily problems, interpreting policies and procedures, and meeting goals and
objectives.
• Prepares reports and analysis for City Council and City staff; participates in meetings of
the City Council, relevant Commissions, Boards, community groups and professional
associations and presents verbal and written reports.
• May serve as the staff liaison to division-related Boards, Commissions and Committees.
• Fills in for direct reports as needed.
• Provides leadership and promotes staff development; encourages innovative thinking
and creativity.
• Resolves the more complex citizen complaints.
Administrative Functions
• Presents recommendations on the formulation of policies and procedures.
• Coordinates the preparation and administration of the division budget.
• Prepares or directs the preparation of complex reports and program studies and
recommends improvements.
• Assesses service needs and makes recommendations for continuous improvement.
• Maintains records and reports relative to system operations.
• Functions as the division project manager for special projects.
• Uses personal computers and various mobile devices to perform internet–based work
including social media management, word processing, spreadsheet and database
management functions.
Division Representative
• Represents division and the City in the community and at professional meetings.
• Assists with coordination of division activities with other City departments and outside
agencies.
• Responds to requests for information and concerns.
• Serves as Acting Director of Library and Recreation when assigned.
KNOWLEDGE OF:
• Principles, practices and methods used in public library philosophy, public art, parks,
recreation, childcare or related field.
• Principles and practices of administration, management and programs.
• Principles and practices of personnel and facilities management and supervision.
• Principles and practices of budget preparation and administration.
• Marketing and outreach techniques.
• Grant writing and reporting; budgeting procedures and techniques.
• Change management; methods and techniques required for the effective delivery of
services.
• Effective communication techniques including proper English usage, spelling, and
grammar.
• Effective training techniques.
• Principles and practices of exceptional customer service.
ABILITY TO:
• Plan, organize, direct, and review work of assigned staff; analyze complex administrative
issues, evaluate options, and recommend effective courses of action.
• Evaluate the effectiveness of programs; supervise, train, evaluate, mentor, and coach
employees.
• Effectively contribute to the work in a team environment; coordinate multiple projects and
meet critical deadlines.
• Exercise sound judgment, initiative, and creativity.
• Write clear and concise letters, memos, reports, and informational materials; collect and
interpret data for use in decision making and planning.
• Organize workflow; analyze complex and sensitive administrative, operational, economic
and organizational issues.
• Use initiative and possess the capacity to accept increasingly responsible and
challenging assignments.
• Be sensitive to and respect all segments of the community; communicate effectively,
both orally and in writing.
• Relate effectively with those contacted in the course of work and develop and promote
good public relations for the department.
• Learn and appropriately apply City and department policies, practices and terminology.
• Exemplify an enthusiastic, resourceful, and effective service attitude with the public, co-
workers, and others contacted in the course of work.
EDUCATION and/or EXPERIENCE:
Any combination of experience, education, and training that would provide the ability to perform
the typical tasks required. A typical way to obtain the knowledge, skills, and abilities would be:
• Five years of relevant professional experience including at least three years of
management level responsibility including the supervision of professional, technical and
support staff.
• Bachelor’s degree in a related field from an accredited college or university. Master’s
degree preferred for the position assigned to the Library and Arts division.
• Any recent training such as academic courses and certification programs which are
relevant to this job classification.
LICENSE
Possession of a valid California Driver's license.
SPECIAL REQUIREMENTS
Willingness and ability to work the hours necessary to accomplish the assigned duties; attend
evening meetings; and travel out of town and attend workshops, conferences, and seminars
during work and non-work hours.
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; use hands to
finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is
occasionally required to stand and walk. The employee must frequently 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. Hear and speak well enough to converse by telephone, in person,
and to large groups and be clearly understood; stamina to work additional hours to meet
deadlines and attend night meetings.
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 frequently exposed to video display and
frequently works in inside environmental conditions. The employee is occasionally exposed to
outdoors weather conditions and occasionally works in evenings or weekends and occasionally
works with use of personal vehicle. The noise level in the work environment is usually
moderate.
Prepared By: Catherine Quffa/Susan Andrade-Wax
Prepared Date: August 2019
Bargaining Unit: Unrepresented Mid-Management
Exempt Status: Exempt
Approved: Human Resources
Exhibit A
Grade Position A B C D E
2501 Assistant City Attorney 11,289$ 11,854$ 12,446$ 13,069$ 13,722$
2001 Assistant City Manager 13,354$ 14,022$ 14,723$ 15,459$ 16,232$
2300 Community Development Director 13,028$ 13,679$ 14,363$ 15,081$ 15,836$
8101 Community Services Director 11,272$ 11,836$ 12,428$ 13,049$ 13,702$
4205 Director of Digital Service & Open Government 11,805$ 12,396$ 13,015$ 13,666$ 14,349$
2801 Director of Economic Development & Innovation 11,805$ 12,395$ 13,015$ 13,666$ 14,349$
2205 District Manager/Engineer (SRSD)11,805$ 12,395$ 13,015$ 13,666$ 14,349$
2140 Finance Director 11,805$ 12,395$ 13,015$ 13,666$ 14,349$
7101 Fire Chief 13,288$ 13,953$ 14,651$ 15,383$ 16,152$
1106 Human Resources Director 11,805$ 12,395$ 13,015$ 13,666$ 14,349$
2401 Library Director 10,953$ 11,500$ 12,075$ 12,679$ 13,313$
6101 Police Chief 13,288$ 13,953$ 14,651$ 15,383$ 16,152$
2201 Public Works Director 13,028$ 13,679$ 14,363$ 15,081$ 15,836$
19,686$
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 July 1, 2019
Position Monthly Salary
City Manager (Appointed)
Grade Position A B C D E
7315 Accounting Manager 8,700$ 9,135$ 9,591$ 10,071$ 10,575$
8106 Assistant Director of Community Services 9,470$ 9,943$ 10,440$ 10,962$ 11,510$
TBD Assistant Library and Recreation Director***9,943$ 10,440$ 10,962$ 11,510$ 12,086$
2125 Assistant Library Director 9,470$ 9,943$ 10,440$ 10,962$ 11,510$
2202 Assistant Public Works Director / City Engineer 11,284$ 11,848$ 12,440$ 13,062$ 13,716$
2302 Chief Building Official 10,486$ 11,011$ 11,561$ 12,139$ 12,746$
4203 Civic Design Manager 9,470$ 9,943$ 10,440$ 10,962$ 11,510$
2122 Code Enforcement Supervisor 7,217$ 7,578$ 7,957$ 8,355$ 8,773$
4204 Data & Infrastructure Manager 10,486$ 11,011$ 11,561$ 12,139$ 12,746$
1105 Deputy City Attorney I 9,503$ 9,978$ 10,477$ 11,001$ 11,551$
1109 Deputy City Attorney II 10,478$ 11,002$ 11,552$ 12,129$ 12,736$
2120 Deputy Fire Marshall 8,925$ 9,372$ 9,840$ 10,332$ 10,849$
2135 Deputy Public Works Director 10,251$ 10,764$ 11,302$ 11,867$ 12,461$
7313 Economic Development Coordinator 8,612$ 9,042$ 9,494$ 9,969$ 10,468$
2128 Economic Development Manager 9,470$ 9,943$ 10,440$ 10,962$ 11,510$
7117 Emergency Services Manager 8,402$ 8,822$ 9,263$ 9,727$ 10,213$
9005 Events Coordinator*7,318$ 7,684$ 8,068$ 8,471$ 8,895$
2208 Operations and Maintenance Manager 9,201$ 9,661$ 10,144$ 10,652$ 11,184$
2703 Parking Services Manager 8,612$ 9,042$ 9,494$ 9,969$ 10,468$
7312 Parks Superintendent 8,402$ 8,822$ 9,263$ 9,727$ 10,213$
2116 Planning Manager 9,644$ 10,126$ 10,632$ 11,164$ 11,722$
9453 Principal Planner 8,612$ 9,042$ 9,494$ 9,969$ 10,468$
1202 Public Works Administrative Manager 8,611$ 9,042$ 9,494$ 9,969$ 10,467$
8103 Recreation Supervisor 7,218$ 7,578$ 7,957$ 8,355$ 8,773$
2206 Senior Civil Engineer (SRSD)9,980$ 10,479$ 11,003$ 11,553$ 12,130$
7317 Senior Code Enforcement Supervisor 7,966$ 8,365$ 8,783$ 9,222$ 9,683$
2105 Senior Management Analyst 8,205$ 8,615$ 9,046$ 9,498$ 9,973$
2203 Senior Project Manager**8,644$ 9,076$ 9,530$ 10,007$ 10,507$
8102 Senior Recreation Supervisor 7,966$ 8,364$ 8,783$ 9,222$ 9,683$
7310 Sewer Maintenance Superintendent 8,402$ 8,822$ 9,263$ 9,727$ 10,213$
7311 Street Maintenance Superintendent 8,402$ 8,822$ 9,263$ 9,727$ 10,213$
2150 Sustainability Program Manager**6,916$ 7,261$ 7,624$ 8,006$ 8,406$
4202 Technology Operations Manager*11,063$ 11,616$ 12,197$ 12,806$ 13,447$
*Events Coordinator Y-rated effective 6/1/18; Technology Operations Manager Y-rated effective 12/17/18
**New position effective FY19/20 Budget
***New position effective with 9/16/2019 Council Action
SAN RAFAEL UNREPRESENTED MID-MANAGEMENT
SALARY SCHEDULE
Effective July 1, 2019
