HomeMy WebLinkAboutStaff Report 4.B 09/18/2017DATE: September 18, 2017
Agenda Item #4.B
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Amy Reeve, Director of Human Resources
SUBJECT: Resolution Amending the Classification and Compensation Plan by Revising the
Classification Specification of Assistant Operations Manager, and Authorizing the
Position Allocation of One Additional Assistant Operations Manager in the Public
Works and Utilities Department.
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Amending the
Classification and Compensation Plan by Revising the Classification Specification of Assistant
Operations Manager and Authorizing the Position Allocation of One Additional Assistant
Operations Manager in the Public Works and Utilities Department.
BACKGROUND
The retirement notification of the Parks & Facilities Maintenance Manager prompted the City to
reevaluate the Parks & Facilities Maintenance Division structure and the assigned job duties.
The City took into account the similar breadth of work, the management of staff in a skilled
maintenance function and the decision making authority assigned to an employee overseeing the
Parks Maintenance function, and determined that creating a third Assistant Operations Manager
over Parks would complement the existing structure within Public Works and Utilities.
The Parks & Facilities Maintenance Manager position is responsible for planning, organizing,
directing and coordinating the Parks and Facilities Maintenance Division within the Public
Works and Utilities Department including overseeing the repair of the City's parks, landscaped,
and recreational areas, and City buildings; to coordinate and support standing committee(s)
appointed by the Council; and to provide highly complex staff assistance to the Director of
Public Works and Utilities.
The Assistant Operations Manager position is responsible for planning, organizing, directing,
and supervising operations, maintenance and services activities within an assigned section of the
Department of Public Works and Utilities to include street maintenance and repair, painting,
signage, lighting, fleet services and /or water distribution, storm drains, and wastewater collection
system maintenance and operations; to ensure compliance with operational and regulatory
requirements; and to perform a variety of technical tasks relative to assigned area of
responsibility. There are currently two Assistant Operations Manager positions assigned to
oversee field operations for Public Works and Utilities. One Assistant Operations Manager is
assigned to manage street maintenance and repair, signage, lighting, and fleet services
responsibilities, and the other Assistant Operations Manager is assigned to manage water
distribution, storm drains, and waste water collection system maintenance and operations.
DISCUSSION
Based upon a review of department workloads and City resources, it is recommended that City
Council revise the Assistant Operations Manager classification specification to designate a third
Assistant Operations Manager position over Parks. This revision would provide a better
oversight of Parks and align the division with similar programs under the direction of the
Operations Manager.
There are no changes to the assignment of the Assistant Operations Manager overseeing water
distribution, storm drains, and waste water collection system maintenance and operations. The
Assistant Operations Manager overseeing street maintenance and repair will take on the
additional responsibilities of street lights and facility maintenance. These functional areas require
a similar knowledge and are related to the duties currently performed in Streets. The third
Assistant Operations Manager position would oversee parks and landscaping, playgrounds,
pools, frontages, streetscapes, Landscape Assessment Districts (LAD'S), Community Facilities
Districts (CFD's), open space, streetscape, and trails. There are no recommended changes for
the existing salary range for the Assistant Operations Manager classification.
The City met and conferred over the classification specification with the association that
represents the position, Petaluma Professional and Mid - Managers Association.
The Parks and Facilities Maintenance Manager indicated his intention to retire during the first
half of October. Upon the approval of the revised classification specification for Assistant
Operations Manager, staff will proceed with recruitment of the third position to oversee Parks
and Special Districts. Staff anticipates advertising for the recruitment of the new position
immediately upon authorization by City Council. The recruitment process is expected to take
approximately three months, taking into consideration the time necessary to advertise, review
applications, perform initial applicant screening, detailed testing and interviews, and relocation
time. Staff is currently considering options for interim leadership of the park maintenance
activities, necessary during the time period that the position is projected to be vacant.
FINANCIAL IMPACTS
The top step salary for Parks & Facilities Maintenance Manager is $114,234 and the top step
salary for Assistant Operations Manager is $104,957. With moving the functional oversight of
Parks to the Assistant Operations Manager from the Parks & Facilities Maintenance Manager
position, the department will save $9,277 annually.
ATTACHMENTS
Resolution
Exhibit A to Resolution: Job Specification for Assistant Operations Manager
ATTACHMENT 1
RESOLUTION AMENDING THE CLASSIFICATION AND COMPENSATION PLAN
BY REVISING THE CLASSIFICATION SPECIFICATION OF ASSISTANT
OPERATIONS MANAGER, AND AUTHORIZING THE POSITION ALLOCATION OF
ONE ADDITIONAL ASSISTANT OPERATIONS MANAGER IN THE PUBLIC WORKS
AND UTILITIES DEPARTMENT
WHEREAS, the City wishes to keep current its Classification and Compensation Plan;
and
WHEREAS, amendments and /or revisions to the Classification and Compensation Plan
are effective upon approval by the City Council; and
WHEREAS, the City Manager /Personnel Officer has determined that certain duties and
responsibilities are appropriately allocated to the classification of an Assistant Operations
Manager (as attached hereto and marked Exhibit A).
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma:
Approves the amendment to the Classification and Compensation Plan as written in this
Resolution, including the amendment in the Competitive Service of the Personnel
System; and
2. Takes this action pursuant to Personnel Code 3.04.020 and Personnel Rules and
Regulations (Rule IV — Classification and Rule V — Compensation) and that the notice of
this action has been properly posted; and
Authorizes the position allocation of one additional Assistant Operations Manager within
the Public Works and Utilities Department.
L,
EXHIBIT A TO RESOLUTION
a� A CITY OF PETALUMA
CLASS SPECIFICATION
ys` Date:
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Assistant Operations Manager
Summary
To plan, organize, direct, and supervise operations, maintenance, repair, and services activities
within an assigned section of the Department of Public Works and Utilities to include streets and
parking lots, bridges, street markings, signage, lighting including traffic signals, fleet services,
parks and landscaping, playgrounds, pool, frontages, streetscapes, Landscape Assessment
Districts (LAD's), Community Facilities Districts (CFD's), open space, streetscape, trails,
building and facilities including docks, grounds, water distribution including pumping and
storage, storm drains and channels, and wastewater collection systems; to ensure compliance
with operational and regulatory requirements; and to perform a variety of technical and
management tasks relative to assigned area of responsibility.
Class Characteristics
Direction is provided by the Operations Manager; responsibilities include the direct supervision
of lower level technical, maintenance, and support services positions.
This position is distinguished from the Operations Manager by the latter's responsibility for the
overall management of the division, and higher level management decision malting.
Essential Duties, Skills, and Demands of the Position
The ditties, skills, and 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 titdth a disability to perform the essential ditties, skills, and
demands.
Duties:
Recommend and implement goals and objectives for an assigned section; establish performance
standards and methods for activities and operations related to the maintenance, installation and
operation relative to assigned area of responsibility; implement policies and procedures.
Plan, organize, assign, supervise and review the work of staff involved in a wide range of
maintenance and operations work activities.
Evaluate operations and activities of assigned responsibilities and recommend improvements and
modifications; prepare various reports on operations and activities and maintain records of
activities.
Participate in budget preparation and administration including preparing cost estimates for
budget recommendations, submitting justifications for staff, supplies, equipment and services,
and monitoring and controlling expenditures; participate in long -tern planning activities to
assess future needs; research and recommend new operational methods, techniques, and
equipment as appropriate; provide assistance with developing and overseeing project budgets.
Participate in the selection of staff, provide and coordinate staff training, work with employees to
correct deficiencies, and implement discipline procedures, as necessary.
Review and evaluate proposed projects to determine the most feasible approach including staff,
materials and equipment needed; make determinations and prepare cost estimates for staffing and
equipment needed for projected activities; establish work priorities and timelines and make
recommendations on project implementation; prepare and present written and /or oral project
recommendations.
Analyze trends to assist in determining adequacy of current facilities and to project community
demands for future facilities; assist with the development and implementation of plans to meet
and serve the community.
Develop and implement a comprehensive corrective and preventative maintenance program for
assigned activities; monitor program for effectiveness and make adjustments are required.
Manage the program using the department asset management system.
Prepare specifications and make recommendations for new equipment; recommend the purchase
of new equipment as necessary.
Provide technical assistance to staff pertaining to assigned functions and areas; serve as a
technical resource and reference for problem areas; direct remedial actions.
Conduct project inspections to evaluate progress and ensure conformance to specifications;
confer with other City staff to coordinate work schedules and ensure effective and efficient
operations.
Review or prepare plans and specifications for contract work; inspect, review and oversee the
work of various contractors, evaluating progress and ensuring compliance to standards; prepare
execute, and administer contracts relating to assigned area of responsibility.
Direct the response and /or personally respond to inquiries and complaints from the public;
coordinate with other departments and City staff to identify and resolve issues; meet with
concerned citizens' organizations.
Prepare and /or present a variety of reports, records, forms, correspondence and related
documentation on assigned operations; ensure all mandated forms and reports are properly
completed and filed in a timely manner.
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Confer with representatives of other utilities and public works entities to coordinate work
schedules for the most effective and economic repair activities, and latest improvements being
used in the related industries.
Review and provide input on the design and modification of infrastructure.
Direct the implementation of safety programs to ensure a safe working environment for
employees; review OSHA and other regulatory safety requirements and adjust safety programs
as necessary, monitor staff compliance with safety procedures; ensure that work activities are
carried out in a safe and efficient manner; respond appropriately to emergency situations as
necessary.
Respond to after -hour emergencies regarding assigned functions. Maintain emergency response
plans for assigned facilities. Participate in City emergency operations.
Build and maintain positive working relationships with co- workers, other City employees and
the public using principles of good customer service.
Perform related duties as assigned.
When Assigned to Water, Sewer and Storm Operations:
Interpret and provide direction on new regulatory requirements as they impact the City's utility
system; ensure that any operational changes are communicated to technical staff and senior
management.
Oversee maintenance and repair of underground water, sewer, and storm drain systems. Oversee
maintenance and operation of water wells and booster pump systems, water tanks, along with
standby emergency response. Serve as chief operator of water distribution system when
assigned. Supervise the operation of pumps and related flow and pressure control, and storage
levels in water reservoirs; control flows to meet consumer demands including fire flow demands
and minimum pressure requirements; and assure compliance with water testing protocols.
Oversee water meter operation, backflow assemblies, and equipment for transmission and water
supply facilities.
Determine, calculate and ensure proper control of chemical dosage rates for wellhead
disinfections, treatment and distribution residual maintenance; investigate water quality problems
in the distribution system as required.
When Assigned to Parks and Special Districts
Prepare and schedule volunteer work groups and coordination with citizen and community
groups as needed such as the Downtown Business Association. Provide staff leadership to City
Committees as assigned.
VA
Manage weed abatement on Park properties and direct appropriate practices within other
department service areas. Develop and manage and Integrated Pest Management (IPM) system
to be used throughout Park Properties and on all City properties and right -of ways. Direct and
review storage and application practices for pesticides and herbicides throughout City.
Develop and implement work plans as related to maintenance of City parks, recreational
facilities, landscape areas, LAD's and CFD's, streetscape areas and other City properties;
implement policies and procedures.
Oversee the maintenance of parks, playground areas, park facilities, and assigned landscape
medians, parkways, and other miscellaneous landscape, and recreational facilities.
Participate in selection and management of outside contractors and consultants to ensure
compliance with City Standards, manage and oversee contractor performance.
Manage City landscape assessment districts and community's facilities districts, including
annual reviews, assessments, and reports.
Inspect damaged and diseased trees, shrubs, or turfs on City owned or landscape assessment
district property to determine appropriate corrective action.
When Assigned to Streets and Facilities
Manage City's street maintenance programs to meet current standards for reflective signage and
street markings, and traffic signal maintenance; and to reduce liability to the City due to
potentially unsafe street and /or sidewalk conditions, including oversight of the sidewalk repair
program.
Manage pavement maintenance along with fiontages and median islands in high traffic areas.
Oversee surface drainage structures and storm water conveyance maintenance.
Oversee street cleanup, emergency support for clearing on roads, frontages, and trails.
Manage operation and maintenance of D Street Bridge. Support vessel opening and coordinate
with SMART and Marina operations.
Manage streetlight and traffic signal maintenance and operations with technical assistance
provided by Engineering.
Manage Fleet maintenance operations including preparing annual recommendations for vehicle
replacements, and surplusing or transferring older vehicles.
Manage facilities maintenance and repair activities throughout City including at marina and
turning basin.
Skills /Abilities:
Plan, organize, direct, and supervise assigned operations and maintenance activities with an
emphasis on providing timely and efficient customer service.
Estimate time, materials, and labor requirements to complete assigned projects.
Ensure compliance with operational and mandated regulatory and other requirements.
Read, analyze, and interpret common scientific and technical journals, financial reports, and
legal documents.
Conduct studies, prepare comprehensive reports and determine cost effective ways to conduct
assigned activities.
Evaluate and determine proper control and feed rates of chemicals and materials used in utility
systems.
Read, understand and interpret construction plans and specifications.
Assist in the development and monitoring of an assigned program budget.
Develop and recommend policies and procedures related to assigned operations.
Inspect work and administer contracts for work performed by others.
Solve problems effectively and efficiently.
Exercise independent judgment within general policy guidelines.
Supervise, train and evaluate assigned staff.
Prepare, present and maintain accurate records and required reports.
Effectively represent the City in contacts with senior management, City Council, public,
businesses, community organizations, regional organizations, and other government entities.
Carry out safety regulations and direct policies in order to comply with all Federal, State, and
local environmental and safety regulations.
Operate and use modern office equipment including a computer and applicable software, and
computerized asset management system
Establish and maintain effective working relationships with those contacted in the course of
work.
Communicate clearly, repectfully, and concisely, both orally and in writing.
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Physical Demands and Work Environment:
While performing the duties of this job, the employee will be frequently required to sit and talk
and hear. The employee will be required to stand, walls, and use hands to finger, handle, or feel
objects, tools, or controls. The employee frequently is required to sit, enter data into a terminal,
personal computer or keyboard device; operate office equipment requiring repetitive arm/hand
movement. The employee will occasionally 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 the ability to adjust focus. The employee is occasionally exposed to
outside weather conditions and must operate an automobile to attend various meetings and
workshops. The noise level in the work environment is usually moderate.
QUALIFICATIONS
Knowledge of:
Principles and practices associated with the repair and maintenance of the infrastructure,
facilities and property as assigned.
Pertinent Federal, State and local rules regulation and guidelines, and standard of practice for
assigned area of responsibility.
Contract preparation and administration.
Methods and techniques of implementing and administering utility safety and security programs.
Methods and techniques for planning and inspecting maintenance and repair projects within
assigned area.
Methods and techniques of monitoring and regulating chemicals used within assigned areas.
Principles and practices of supervision, training and performance evaluation.
Principles and practices of budget preparation and monitoring, asset management, and
administration, including principles and practices of record keeping.
Principles and practices of safety management.
Principles and practices of effective customer service, and operation of a systemized customer
service request process.
When Assigned to Water, Sewer and Storm Operations:
Materials, methods, and equipment used in the operation and maintenance of utility systems,
including water distribution, storm drain repair, recycled water and wastewater collections.
Principles and practices of water distribution mathematics including water measurements,
formulas, units and conversion factors, water pressure, calculation of dosage, feed rates and flow
rates.
When Assigned to Parks and Special Districts
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Materials, methods, and equipment used in the operation and maintenance of parks, including
mowing, weeding, path repair, drainage, landscapes and trees.
Knowledge of and ability to prepare an integrated pest management (IPM) plan for assigned
area.
Materials, methods, and equipment used in the operation and maintenance of swimming pools
and related equipment and controls.
When Assigned to Streets and Facilities
Materials, methods, and equipment used in the operation and maintenance of street pavement
and sidewalks, signage, traffic signals and street lights, and vehicle and equipment repair
activities.
Materials, methods, and equipment used in the operation and maintenance of building and
facilities systems, including plumbing, electrical, roofing, painting and wall repair, and
mechanical systems.
Education and Exnerience:
Any combination equivalent to the education and experience likely to provide the required
knowledge and abilities would be qualifying. A typical way to gain such knowledge and abilities
would be.
Education
Equivalent to graduation from high school. Associate or bachelor degree, or course work in
industrial technology, operations and maintenance public works systems, park and landscaping
management, business management, engineering, public administration, or related subject is
desirable.
Experience:
Four years of increasingly responsible experience performing work in the operations and
maintenance of streets and signage, parks and pools, facilities, street signals and street lights, or
utility systems. Experience should include at least one year in a supervisory capacity.
Licenses /Certifications:
Possession of a valid California Class C driver's license with a satisfactory driving record.
When Assigned to Water, Sewer and Storm Operations:
Possession of a California Department of Public Health Grade 2 Water Treatment Operator's
Certificate and California Department of Public Health Grade 3 Water Distribution Operator's
Certificate is required. If designated as Chief Operator for the City's water distribution system,
possession of a Grade 5 Certificate is required. California Water Environment Association Grade
III Collection System Maintenance Certificate is desirable. Certified Stormwater Manager
designation by the American Public Works Association (APWA) is desirable.
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When Assigned to Parks and Special Districts:
Possession of a valid Pest Control License (PCA) for Qualified Applicator issued by the State of
California and ability to obtain a Pest Control License for Qualified Control Advisor within 12
months of hire. Arborist Certification from the International Society of Arboriculture is
desirable at time of hiring and is required within 24 months of hiring.
When Assigned to Streets and Facilities
Certified Public Fleet Professional, Certified Public Infrastructure Inspector, and /or Certified
Stormwater Manager designations by the APWA is desirable.
Additional Requirement:
Must be willing to work, outside normal working hours when necessary.
Established: 11/17/2014
Resolution #: 2014 -173 N.C.S.
Revised:
Department: Public Works and Utilities
FLSA Status: Exempt
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