HomeMy WebLinkAboutStaff Report 5.E 02/04/2019DATE: February 4, 2019
Agenda Item #5.E
TO:onorable Mayor and Members of the City Council through the City Manager
FROM:(?Amy Reeve, Director of Human Resources
SUBJECT: Resolution Amending the Classification and Compensation Plan by Establishing
the Classification and Pay Range of Community Engagement Liaison,
Authorizing the Position Allocation of One Community Engagement Liaison, and
Eliminating the Position Allocation of One Volunteer Coordinator
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution Amending the
Classification and Compensation Plan by Establishing the Classification and Pay Range of
Community Engagement Liaison, Authorizing the Position Allocation of One Community
Engagement Liaison, and Eliminating the Position Allocation of One Volunteer Coordinator.
BACKGROUND
The Petaluma Police Department provides a variety of services and resources to the community
and citizens of Petaluma. The public holds immense interest in the Department's activities, and
in response, the Department strives to enhance its public presence through developing and
evolving its community engagement, public education, media relations, and volunteer programs.
The Police Department currently has a robust volunteer program which assists the Department in
coordinating and organizing events and activities throughout the City, however the Department
is now aiming to enhance its efforts in community engagement, education, and relations. The
volunteer program is currently run by one part-time Police Volunteer Coordinator, which will be
absorbed into this new position. The Police Department has identified the need for a full-time
position dedicated to a broader spectrum including community relations and public education.
The primary goal of this position is to assist the Department in disseminating information,
providing public education, creating awareness, and connecting the community to the
Department and vice versa.
DISCUSSION
The Volunteer Program consists of approximately 75 volunteers and one part-time Police
Volunteer Coordinator. This program focuses on coordinating a group of volunteers, assigning
them to a variety of activities, and representing the Department during community interactions.
The Volunteer Program is an excellent service to the community. The Community Engagement
Liaison is an enhancement to the Department's community engagement mission and will focus
on strengthening the Police Department's relationship with the community. Additionally, it will
develop relationships with citizens, community groups, community-based organizations, and the
media in an effort to foster a positive presence of the Department and its resources and services.
With advancements in the methods and availability of communication space, an increased need
exists for updated and easily accessible information by community members. Currently the
Police Department engages with the community through various social media platforms (i.e.,
Nextdoor, Nixle, Everbridge, Instagram, Twitter, Facebook) which require full time attention
with information dissemination, responses, and proactive messaging to increase public safety. In
addition to traditional media, these platforms are vital in the modern communication arena. This
role will bridge gaps in community awareness and education, determine community needs, and
work to meet identified needs. The Community Engagement Liaison will work to engage diverse
community groups, provide educational trainings and workshops, and communicate with media
sources, all in an effort to connect the Police Department to the community it serves.
It is recommended the City Council establish the classification of Community Engagement
Liaison. The attached position classification summarizes major responsibilities and sets
minimum qualifications. The attached resolution establishes a salary range, allocates one
Community Engagement Liaison, and eliminates the current allocation of one Volunteer
Coordinator. In setting a salary range, both the external market and internal pay structure were
considered. With respect to internal parity, similar non -sworn positions such as Police Property
Technician and Evidence Technician, are paid between $53,768.00 — $65,353.60 annually.
Currently, the hourly wage for the part-time Police Volunteer Coordinator is $25.00 or
$52,000.00 per year. An hourly range of $25.85 - $31.42 and an annual salary range of
$53,768.00 — $65,353.60 is recommended for the Community Engagement Liaison, and the
recommended salary is comparable to other non -sworn positions within the Department.
The proposed Community Engagement Liaison classification has been evaluated by Bargaining
Unit 4, of the Petaluma Professional & Mid -Managers Association ("PPMMA"). PPMMA has
reviewed the job description and salary recommendation and supports the establishment of this
new classification. Once the classification is approved and the salary established, recruitment
will occur with a goal of completion by April 1, 2019.
FINANCIAL IMPACTS
There are no budget adjustments necessary with the action. The Department received approval
for additional funding in the FY18-19 budget to make this position full-time. The recommended
salary range for Community Engagement Liaison is $53,768.00 — $65,353.60 annually, which is
below the labor market average but comparable based on internal parity. The total annual
compensation for this position, including salary and benefits, ranges between approximately
$93,098.90 to $107,052.78.
ATTACHMENTS
Resolution and Exhibit A
2
Resolution No. 2019 -XXX N.C.S.
of the City of Petaluma, California
RESOLUTION AMENDING THE CLASSIFICATION AND COMPENSATION
PLAN BY ESTABLISHING THE CLASSIFICATION AND PAY RANGE OF
COMMUNITY ENGAGEMENT LIAISON, AUTHORIZING THE POSITION
ALLOCATION OF ONE COMMUNITY ENGAGEMENT LIAISON, AND
ELIMINATING THE POSITION ALLOCATION OF ONE VOLUNTEER
COORDINATOR
WHEREAS, the City wishes to keep its Classification and Compensation Plan
current and amendments 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 Community
Engagement Liaison (as attached hereto and marked Exhibit A); and,
WHEREAS, the pay range for the classification of Community Engagement
Liaison as listed below, is hereby recommended, effective with the adoption of this
Resolution.
Classification Title Pay Range Per Month
Community Engagement Liaison $4,480.67 - $5,446.13
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma:
1. 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.
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.
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Authorizes the position allocation of one Community Engagement Liaison
effective with the adoption of this Resolution.
Eliminates the position allocation of one Volunteer Coordinator.
EXHIBIT A
CITY OF PETALUMA
CLASS SPECIFICATION
Date: 02/04/2019
r 5 $ Job Class: 04CMEL
Community Engagement Liaison
Summary
Develop, implement, and coordinate community outreach programs related to community
engagement, public education, media relations, and volunteer activities for the Petaluma Police
Department; plan and coordinate community relations activities with organizations, community
groups, schools, and other interested parties; oversee and coordinate the Police Department's
volunteer program.
Class Characteristics
General supervision is provided by the Deputy Police Chief; responsibilities may include the
indirect supervision of support staff.
This is a single class in the Community Engagement classification series. The incumbent
independently performs the full range of journey level duties associated with developing,
implementing, and coordinating community outreach and educational programs to support and
enhance community engagement; responsible for overseeing volunteer projects, representing the
Police Department as the primary media representative, and managing the department's presence
across various social media platforms.
Essential Duties, Skills, and Demands of the Position
The duties, 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 with a disability to perform the essential duties, skills, and
demands.
Duties:
Develop, implement, and coordinate a variety of projects and programs to increase community
engagement and education.
Participate in determining community training and education needs and develop and implement
training programs and workshops to meet identified needs.
Oversee and conduct educational programs for schools, fairs, and other community locations;
organize and implement trainings and community information programs to facilitate
collaboration, discuss key community issues, and build bridges between community members
and department initiatives.
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Conduct and coordinate workshops for community leaders, city staff, local organizations, and
community members to exchange ideas, gather and analyze data to enhance trust and
transparency between the department and community.
Prepare press releases, pamphlets, brochures, fliers, social media and web content, and other
material to communicate public education information, program services, raise awareness, and
provide information about activities and events related to various programs and/or projects
within the Police Department; make presentations before various groups.
Develop and use interactive and innovative technologies to inform and engage the community;
utilize various communication and outreach strategies to reach diverse populations.
Create, monitor, and maintain departmental website content, social media, and traditional media
activity pertaining to department, including but not limited to Nextdoor, Nixle, Everbridge,
Instagram, Twitter, Facebook, Facebook Live, Periscope, and Snapchat.
Act as the primary contact in dealing with media and community groups; practice positive
community relations, build support, and advocacy by developing and managing relationships
with community members and the media.
Oversee and coordinate the Police Department's volunteer program; coordinate volunteers
performing a range of duties.
Recruit new volunteers; coordinate and conduct recruiting and selection process; make hiring
recommendations; coordinate provision of uniforms and equipment for new volunteers.
Set up and maintain files on volunteers; assign volunteer staff to appropriate areas; coordinate
program activities with divisions, departments, and agencies; staff various events.
Coordinate and provide training to new and existing volunteer staff, identify training needs,
create training documents; facilitate training.
Identify and recommend assignments for volunteers to enhance community engagement and
other services; create and maintain volunteer staffing schedules; and track volunteer time.
Maintain records and prepare basic statistical information; and prepare related reports.
Recommend and assist in the implementation of goals and objectives for the volunteer program;
document processes, procedures, and resources; implement policies and procedures.
Respond to questions and provide information and assistance to the public and media, in person
and/or by email, telephone, social media.
Research and implement best practices and performance measures related to community
engagement programs; monitor and evaluate performance of various programs and implement
change to stay current with issues and priorities of the community.
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Conduct regular community feedback surveys regarding services provided by the Police
Department.
Perform related duties as required.
Skills/Abilities:
Implement and coordinate an effective community engagement, public education, and media
relations program, including a volunteer program for the Police Department.
Operate modern computer and smart phone technologies, social media, and traditional media
platforms utilized by law enforcement for community engagement and to promote positive
public image.
Plan and organize the work of volunteers assigned to various functions in the Police Department.
Analyze program and project effectiveness, define issues, evaluate alternatives, and make
recommendations for change.
Communicate public education information, program services, the department's mission, raise
public awareness, and provide information about activities or events in an understandable format.
Understand, interpret, and apply general and specific administrative and departmental policies
and procedures as well as applicable federal, state, and local policies, laws, and regulations.
Prepare clear and concise reports.
Speak and present publicly before a variety of diverse groups in an effective and understandable
manner; demonstrate an awareness and appreciation of the cultural diversity of the community.
Work cooperatively with the public, media, community groups, and other outside organizations.
Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, media, City
staff, or other organizations on matters in area of responsibility.
Maintain confidentiality of information.
Operate office equipment including computers and supporting word processing, spreadsheet, and
database applications.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of
work.
Physical Demands and Work Environment:
While performing the duties of this job, the employee is regularly required to sit; talk or hear, in
person and by telephone; use hands and fingers to handle, feel, or operate standard office
equipment; and reach with hands and aims. Intermittently, twist to reach equipment surrounding
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desk; stand and walk; bend and squat to perform file searches; perform simple grasping and fine
manipulation; operate an automobile to attend various meetings and activities. 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:
Requires the ability to work in an office environment where the noise level is usually moderate.
Qualifications
Knowledge of:
Principles and techniques to develop, implement, coordinate, and evaluate programs and
activities related to community engagement, public education, and media relations.
Social marketing and media advocacy strategies and principles.
Principles and procedures of record keeping.
Principles of data collection, report preparation, and presentation.
Office procedures, methods, and equipment including computers and applicable software
applications such as word processing, spreadsheets, and databases.
Principles of modern computer and smart phone technologies, social media, and traditional
media platforms.
Pertinent federal, state, and local laws, codes, and regulations.
Safety practices pertaining to the work of volunteers.
Principles and practices of effective customer service and community interface.
Education and Experience
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. A Bachelor's degree in public relations,
communications, criminal justice, business administration, public administration, or a related
field is desirable.
Experience:
Two to three years of increasingly responsible related work experience. Experience involving
public relations and/or communications work which included program development/coordination
and the dissemination of information to the public.
Certifications/Licenses:
Possession of a valid California Class C driver license.
Established: 02/04/2019
Resolution #:
Department: Police
FLSA Status: Non -Exempt