HomeMy WebLinkAboutResolution 2021-170 N.C.S. 10/18/2021 DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Resolution No. 2021-170 N.C.S.
of the City of Petaluma, California
RESOLUTION AMENDING THE CLASSIFICATION AND COMPENSATION PLAN AND
AUTHORIZING AND ELIMINATING POSITION ALLOCATIONS ASSOCIATED WITH MEASURE
U WORKFORCE STABILIZATION- CORE STAFFING BY 1)ESTABLISHING THE
CLASSIFICATIONS AND PAY RANGES OF ADMINISTRATIVE MANAGER,ASSISTANT TO THE
CITY MANAGER, COMMUNICATIONS PROGRAM MANAGER, DATA AND SYSTEMS
MANAGER,DEPUTY CHIEF BUILDING OFFICIAL,DEPUTY CITY MANAGER/DIRECTOR OF
FINANCE, FACILITIES SUPERVISOR, HOUSING SPECIALIST, LABORATORY SUPERVISOR,
LIMITED-TERM RECORDS COORDINATOR,AND SUPERINTENDENT OF PARKS AND
FACILITIES; 2)AUTHORIZING THE POSITION ALLOCATIONS OF ONE ADMINISTRATIVE
MANAGER, ONE ASSISTANT TO THE CITY MANAGER, ONE COMMUNICATIONS PROGRAM
MANAGER, ONE DATA AND SYSTEMS MANAGER, ONE DEPUTY CHIEF BUILDING
OFFICIAL, ONE DEPUTY CITY MANAGER/DIRECTOR OF FINANCE, 0.5 HOUSING
SPECIALIST, ONE LABORATORY SUPERVISOR, ONE LIMITED-TERM RECORDS
COORDINATOR,AND ONE SUPERINTENDENT OF PARKS AND FACILITIES; 3) ELIMINATING
THE POSITION ALLOCATIONS OF ONE SENIOR MANAGEMENT ANALYST, ONE
GEOGRAPHIC INFORMATION SYSTEM MANAGER, ONE SENIOR LABORATORY ANALYST,
ONE PARKS AND FACILITIES MAINTENANCE MANAGER, ONE DIRECTOR OF FINANCE,
AND ONE PLANS EXAMINER; AND 4)REVISING THE CLASSIFICATION SPECIFICATION FOR
ENVIRONMENTAL SERVICES SUPERVISOR
WHEREAS, Petaluma Municipal Code Section 3.04.020.D authorizes the City Manager as the City's
Personnel Officer to prepare or cause to be prepared a position classification plan, including class specifications
and revisions of the plan; and
WHEREAS, the Petaluma Municipal Code Section 3.40.020.E authorizes the City Manager to prepare or
cause to be prepared a plan of compensation and revisions thereof, covering all classifications in the
competitive service; and
WHEREAS, the City wishes to keep its Classification and Compensation Plan current, and in accordance
with Petaluma Municipal Code Section 3.04.020, amendments or revisions to the Classification and
Compensation Plan are effective upon approval by the City Council; and
WHEREAS, the proposed actions were presented before Council on March 8, 2021 as part of the Measure
U Implementation Workshop on Workforce Stabilization and Core Staffing (Exhibits A-B), this action is the
next step in implementing the applicable recommendations; and
WHEREAS, the City Manager, acting as the Personnel Officer, has determined the results of the proposed
change align with the duties and responsibilities of existing workloads and City needs; and
WHEREAS, the City Manager, acting as the Personnel Officer, has determined that certain duties and
responsibilities are appropriately allocated to the classification of Administrative Manager, Assistant to the
City Manager, Communications Program Manager, Data and Systems Manager, Deputy Chief Building
Official, Deputy City Manager/Director of Finance, Facilities Supervisor, Housing Specialist, Laboratory
Supervisor, Limited-Term Records Coordinator, Superintendent of Parks and Facilities, and Environmental
Services Supervisor(as attached in Exhibit C); and
Resolution No. 2021-170 N.C.S. Page 1
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WHEREAS, the proposed action is exempt from the requirements of the California Environmental Quality
Act (CEQA) in accordance with CEQA Guidelines Section 15378, as the action does not meet CEQA's
definition of a "project," because the action does not have the potential for resulting either a direct physical
change in the environment or a reasonably foreseeable indirect physical change in the environment, and
because this is a personnel-related action that constitutes organizational or administrative activities of
governments that will not result in direct or indirect physical changes in the environment; moreover, future
CEQA analysis will be performed for any project resulting from these positions.
NOW, THEREFORE,BE IT RESOLVED by the City Council of the City of Petaluma as follows:
1. Declares the above recitals to be true and correct and are incorporated into this resolution as findings of the
City Council.
2. The proposed action is exempt from the requirements of the California Environmental Quality Act (CEQA)
in accordance with CEQA Guidelines Section 15378, as the action does not meet CEQA's definition of a
"project," because the action does not have the potential for resulting either a direct physical change in the
environment or a reasonably foreseeable indirect physical change in the environment, and because this is a
personnel-related action that constitutes organizational or administrative activities of governments that will
not result in direct or indirect physical changes in the environment. Moreover, future CEQA analysis will be
performed for any project resulting from these positions.
3. Approves the amendment to the Classification and Compensation Plan as written in this Resolution,
including an amendment in the Competitive Service of the Personnel System.
4. Establishes the classifications (as attached in Exhibit C) and pay ranges of Administrative Manager,
Assistant to the City Manager, Communications Program Manager, Data and Systems Manager, Deputy
Chief Building Official, Deputy City Manager/Director of Finance, Facilities Supervisor, Housing
Specialist, Laboratory Supervisor, Limited-Term Records Coordinator, and Superintendent of Parks and
Facilities, specifically:
New Classification Title MU Proposed Pay Range Per Month
Administrative Manager $8,992.53 - $10,926.93
Assistant to the City Manager $9,382.53 - $11,401.87
Communications Program Manager $8,507.20 - $10,334.13
Data and Systems Manager $10,122.67 - $12,299.73
Deputy Chief Building Official $8,781.07 - $10,673.87
Deputy City Manager/Director of Finance $13,474.24 - $17,484.18
Facilities Supervisor $7,515.73 - $9,136.40
Housing Specialist $5,602.13 - $6,810.27
Laboratory Supervisor $8,916.27 - $10,836.80
Limited-Term Records Coordinator $5,278.00 - $6,413.33
Superintendent of Parks and Facilities $9,491.73 - $11,537.07
5. Authorizes the position allocations of One Administrative Manager, One Assistant to the City Manager, One
Communications Program Manager, One Data and Systems Manager, One Deputy Chief Building Official,
One Deputy City Manager/Director of Finance, 0.5 Housing Specialist, One Laboratory Supervisor, One
Limited-Term Records Coordinator, and One Superintendent of Parks and Facilities, specifically:
Resolution No. 2021-170 N.C.S. Page 2
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Classification Department Allocation
Administrative Manager Public Works and Utilities 1
Assistant to the City Manager City Manager's Office 1
Communications Program Manager Economic Dev/Open Government 1
Data and Systems Manager Economic Dev/Open Government 1
Deputy Chief Building Official Community Development I
Deputy City Manager/Director of Finance City Manager's Office/Finance I
Housing Specialist City Manager's Office (Housing) 0.5
Laboratory Supervisor Public Works (Environmental Services) 1
Limited-Term Records Coordinator City Clerk's Office 1
Superintendent of Parks and Facilities Parks and Recreation 1
6. Eliminates the position allocations of One Senior Management Analyst, One Geographic Information
System Manager, One Senior Laboratory Analyst, One Parks and Facilities Maintenance Manager, One
Director of Finance, and One Plans Examiner, specifically:
Classification ME qF Department Allocation
Senior Management Analyst City Manager I
Geographic Information System Manager Economic Dev/Open Government 1
Senior Laboratory Analyst Public Works (Environmental Services) 1
Parks and Facilities Maintenance Manager Parks and Recreation 1
Director of Finance Finance 1
Plans Examiner Community Development 1
7. Revises the classification specification for Environmental Services Supervisor(Exhibit Q.
Under the power and authority conferred upon this Council by the Charter of said City.
REFERENCE: I hereby certify the foregoing Resolution was introduced and adopted by the Approved as to
Council of the City of Petaluma at a Regular meeting on the 181 day of October DocuSignedfWrl:
2021,by the following vote: �Q
'u
1ty ttorney
AYES: Mayor Barrett;Barnacle,Fischer;Healy,King,McDonnell,Pocekay
NOES: None
ABSENT: None
ABSTAIN: None
DocuSigned by: Signed by:
ATTEST: � F];
1ty SA6erA429E4492... May6O0i 102E6B48F42E...
Resolution No. 2021-170 N.C.S. Page 3
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EXHIBIT A
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DATE: March 8, 2021
TO: Honorable Mayor and Members of the City Council
FROM: Peggy Flynn, City Manager
Brian Cochran, Assistant City Manager
Corey Garberolio, Finance Director
SUBJECT: Workshop on Measure U Implementation—Workforce Stabilization
RECOMMENDATION
It is recommended that the City Council receive a presentation from City staff on recommended
Measure U core staffing additions and proposed priority initiatives and provide feedback and
direction to staff.
BACKGROUND
Beginning in 2019, the City commenced a concerted, two-pronged community engagement
effort to address the City's long-term fiscal and organizational sustainability ("FOS") by:
gathering as much community feedback as possible about City services and priorities, including
online and paper surveys, in-person workshops, emails and phone calls, and statistically-valid
professionally-conducted public opinion research; and conducting comprehensive analysis and
community education on the City's long-term fiscal challenges and the level of
revenue/investment required by the City's General Fund to maintain quality-of-life services and
infrastructure.
In response to the City's outreach efforts, Petaluma community members identified the following
priorities for enhanced, locally controlled funding:
• Maintaining and preventing cuts to firefighting equipment/fire engines and adequate 24-
hour staffing;
• Ensuring public health, wildfire, natural disaster emergency preparedness and
maintaining 911 emergency response times to ensure first responders can respond quickly
to calls for services;
• Continuing homelessness prevention programs and community partnerships while
ensuring our local businesses, public areas, and neighborhoods are safe, stable and secure
for everyone;
• Maintaining properly trained community-based public safety officers, community
outreach programs, and ensuring adequate 24-hour staffing;
• Keeping public areas safe and clean; supporting local businesses and job retention
through recovery;
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• Enhancing street maintenance, repaving, and pothole repair on Petaluma's 396 miles of
streets;
• Addressing existing road hazards and improving road safety for drivers, bicyclists and
pedestrians, including maintaining safe routes to schools; and
• Improving conditions of local roads by better addressing $141 million in repairs backlog
and preventing road ratings from further decreasing per the standard Paving Condition
Index.
The City's community engagement effort regarding the City's fiscal and organizational stability
culminated on August 3, 2020, with the City Council unanimously adopting an urgency
ordinance placing before Petaluma voters at the November 3, 2020 election a one-cent general
purpose transactions and use or sales tax measure, and specifying the ballot question for the tax
measure as follows:
City of Petaluma Local Recovery, Emergency Preparedness, and Essential
Services Measure. To maintain emergency health/wildfire/natural disaster
preparedness; rapid 911 emergency response;fire protection services/firefighting
equipment; well-trained community police officers; streets/pothole repair;
clean/safe public areas; support for local businesses/jobs; and other city services;
shall the City of Petaluma adopt a measure establishing a 10 sales tax,providing
approximately $13,500,000 annually until ended by the voters, requiring audits,
citizen oversight, and all funds spent locally?
Petaluma voters approved the tax measure, which had been designated as Measure U, passing by
a vote of 20,961 or 60.82% of those voting in favor. Although clearly identified as a general tax,
both the ordinance placing Measure U before the voters and the ordinance itself for adoption by
the voters included the Petaluma community's spending priorities listed above for use of the tax
proceeds. Tonight's agenda item will lay out a series of staffing recommendations to create a
balanced program of investments in City services from Measure U funds.
DISCUSSION
The City's FOS process that began in 2019 and concluded in July 2020, identified many
important areas of investment that will encompass the approximately $13 million in annual
Measure U funds. Since the adoption of Measure U, staff has worked to distill and prioritize
these needs into several thematic categories. These categories are:
1. Deficit Backfill—As reported during the FOS process and more recent General Fund
forecasts, the City expects to encounter an average annual budget deficit of
approximately $6.4 million each year over the five years of the forecast. Thus, nearly
50% of Measure U funds will serve to bolster existing programs and services, and ensure
that additional budget cuts, layoffs or other service reductions are avoided.
2. Workforce Stabilization—This category is focused on rebuilding, stabilizing and
improving the City workforce through a number of important initiatives, which in turn
improves the City services:
a. Classification and Compensation Study Implementation—In January 2020, the
City received the results of a classification and compensation study. This study
included most job classifications in the City, and examined comparable
classifications in other jurisdictions, the salaries,benefits, and other cash
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compensation. This study provides the City a benchmark for whether Petaluma's
compensation is at or below market. More discussion of this category will be
brought forth as we conclude the collective bargaining process with our labor
unions and are able to implement the class/comp study.
b. Regular Cost of Living Adjustments—A recommendation from the FOS process
was to plan for and provide regular salary cost of living adjustments ("COLAs").
Once the class/comp study has been implemented, providing regular COLAs
helps the City remain competitive in the broader employment marketplace by
keeping salaries and benefits on pace with surrounding jurisdictions.
c. Core Staffing—The City's General Fund-funded workforce was reduced
significantly in response to the Great Recession and, while a few positions have
been added back, it remains approximately 16%below pre-recession levels. Note
that core staffing is about what functions are needed to be a well-run, responsive,
full-service City. This category will present recommendations intended to
improve City service levels, address workload issues in a variety of departments,
and respond to the community's and Council's stated priorities for Measure U.
This category is the focus of tonight's agenda item.
3. Infrastructure Investments—The FOS process identified the significant gaps that
currently exist in Petaluma's infrastructure investment. This includes more than $100
million in deferred road maintenance; dozens of City-owned buildings that are badly in
need of major refurbishing; and many other infrastructure categories that require
significant annual investment that the City has not performed for decades. This category
will be discussed in detail during a companion item on tonight's agenda.
3. Priority Initiatives—There are several new and/or important programs that have been
identified for possible funding with Measure U revenues. More specifically, in the current
fiscal year 2021, the City will be receiving an estimated$2.5 million from the April—
June period from Measure U, as the measure officially begins to be collected with city
limits on April 1, 2021. These priority initiatives would be funded with this initial pool of
Measure U revenues. This category will be discussed in tonight's agenda item and
budget appropriations are proposed in the subsequent"Mid-Year Budget
Adjustments" agenda item.
Core Staffing Discussion
City staff worked with all departments to identify what essential services either aren't being
provided or are provided inconsistently or to the level our community has asked for and
deserves. Many of these requests were costed by the Finance Department. Unfortunately, due to
the other needs encompassed in the other Measure U categories outlined above, as well as the
effort to present a balanced program of Measure U investment, not all needs were able to be
funded at this time. To give a sense of scale, approximately $4.5 million of position
recommendations were proposed by City departments and analyzed by the Finance Department.
However, when considering the availability of Measure U resources, staff recommended
approximately $2.1 million or 26 full-time positions in new staffing at this time. The below chart
summarizes, by department, the proposed staffing additions broken down by General Fund and
non-General Fund funding sources:
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Core Staffing Recommended Additions-First Phase
ICity Department Z�eneral Fund Cost Non General Fund Cost Total Cost Total FTE Additions*
City Attorney 49,744 49,744 99,487 0.50
Economic Development and Open Government 161,618 162,460 324,078 2.00
City Manager 138,945 138,945 277,890 2.00
Finance 22,795 22,795 45,590 -
Fire 122,234 - 122,234 1.00
Community Development(Building,Planning,Housing)" 348,534 318,348 666,881 1.50
Human Resources 60,537 60,537 121,074 1.00
Police 1,037,213 - 1,037,213 6.50
Public Works and Utilities 49,871 1,381,070 1,430,941 11.50
Parks and Recreation 82,106 - 82,106
Grand Total 2,073,595 2,133,898 4,207,493 26.00
"Reorganization to provide increased support
*Represents new positions,if blank only position reclassifications are recommended
The positions recommended for Measure U funding are summarized by department below. Note
that many of these positions, especially in the central service departments such as Human
Resources, City Attorney, etc., have a component of their cost that is allocated to non-General
Fund funding sources since they serve the entire City. Additionally, exact position titles for
newly created job classifications may be subject to change after undergoing HR review, mee-
and-confer with bargaining units, etc.
City Attorney—Addition of a 0.5 FTE Assistant City Attorney to provide additional legal
support, contract review, better departmental support, records request and subpoena support, etc.
Economic Development and Open Government—Addition of 1FTE Senior Communication
Analyst to assist with improved public outreach, new communication tools,project-specific
communication updates, etc. Addition of IFTE Economic Development/Real Estate Specialist
to optimize City real estate assets, identify highest and best uses for parcels, negotiate property
sales and development agreements, as well as serve as a concierge between the Community
Development Department and the applicant for building and/or development applications, etc.
Upgrade of three different existing positions to provide a GIS Administrator, a Systems and Data
Manager, and a Management Analyst.
City Manager's Office—Addition of 1. FTE Sustainability Coordinator to lead the City's efforts
in implementing its goal of carbon neutrality by 2030 and many of the goals and actions outlined
in the Climate Emergency Framework. Addition of a 1.0 FTE Senior Management Analyst to be
utilized citywide for to aid departments with priority projects and who don't currently have a
management analyst on staff. This position would assist multiple departments in the
implementation of important projects such as fee studies, grants management, facility analyses,
IT project implementations, and other major initiatives across an array of departments. Upgrade
of an existing Senior Management Analyst to Assistant to the City Manager would provide
higher level support to key initiatives in the City Manager's Office including various legislative
efforts, fairgrounds visioning efforts, support to boards and commissions, citywide policy
analysis, etc. To build capacity in City management and provide better citywide management
support, we are also recommending upgrading the Finance Director position to Deputy City
Manager.
Finance Department—Upgrade of 3 positions within the Department. Upgrade of an existing
vacant Revenue Specialist position to Financial Analyst to provide higher level analytical
support for the budget process, revenue analysis, implementation of replacement enterprise
resource management software, etc. Upgrade of an existing vacant Mail Services Assistant to
Office Assistant to provide better departmental administrative support. Aforementioned
reclassification of the Finance Director position to Deputy City Manager.
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Fire Department—Addition of 1.0 FTE Deputy Fire Marshal. This position would assist the Fire
Prevention Division with overall management support and provide better coverage for both fire
inspection and plan checking activities; as well as a better career ladder for succession planning.
As an aside, it is also important to note that in 2019, the City previously added 6 new Firefighter
/Paramedic positions and a new ambulance to better support Fire Operations' calls for service.
Community Development Department—Several additions in the Planning, Building and Housing
divisions would re-constitute a full Community Development Department in Petaluma, and
provide synergy between the affiliated departments that does not currently exist. Addition of 1.0
FTE Community Development Director(staffed by contract) would provide citywide
management of all of these functions, while improving the integration and service of these
departments and span of control for the City Manager's Office. Addition of a 0.5 FTE Housing
Programs Specialist will focus on administrative functions, state and federal reporting
requirements, local rental and ownership housing monitoring tasks, etc. Addition of a 1.0 FTE
Building Counter Technician would allow better coverage and customer service at the building
counter, quicker processing of plans, and better distribution of administrative tasks. Upgrade
existing Plans Examiner position to Deputy Building Official to provide higher level support to
the Chief Building Official and better departmental succession planning opportunities.
Human Resources—Addition of 1.0 Human Resources Specialist to better support the risk
management, safety, insurance and workers compensation functions of the City. This position
would free up other HR staff to focus on labor relations, recruitment, HR policies, class/comp
analysis, etc. Upgrade of 1.0 FTE HR Assistant to HR Analyst to provide higher level analytical
support to the department.
Police—Addition of 3.0 FTE Police Officers to provide better community policing support, more
available proactive patrol time, better outreach to individuals experiencing homelessness, and
more attention to quality-of-life issues. Addition of 1.0 FTE Detective to enable more pro-active
follow-up on investigative cases, relieving patrol from performing some of that work. 1.0 FTE
Mental Health Worker(Marriage and Family Therapist or similar)to respond to community calls
where mental health issues are prevalent,provide in-house mental health training, and assist
officers with de-escalating situations and refer residents to appropriate mental health resources.
Addition of 1.0 FTE Training Coordinator to relieve training administrative duties from an
existing Police Lieutenant and provide better management of the complex training needs of all
Police Department employees.
Public Works and Utilities (General Fund/Measure U Component)—Addition of 1.0 FTE
Administrative Manager to oversee the significant administrative workload in PW&U, including
real property, leases, contracts, fees and impact fee studies, technology project implementations,
and customer service. Addition of 1.0 FTE Stormwater Maintenance Worker to respond to
maintenance requirements of the City's NPDES stormwater permit and related stormwater
facilities valued at over$184 million. Position is an additional resource to monitor the needed
maintenance of the $30 million Petaluma River Payran Neighborhood Flood Mitigation project
turned over by the U.S. Army Corps of Engineer to the City in 2020..
Parks and Recreation—Re-create an integrated Parks and Recreation Department by upgrading
the existing Deputy Director—Parks and Recreation to a Director of Parks and Recreation. This
will provide overall executive oversight for the newly combined department. Upgrade of an
existing vacant Secretary position to Management Analyst to provide better department-wide
budget and analytical support. Upgrade of an existing Parks and Facilities Maintenance Manager
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position to Parks and Facilities Superintendent to allow better citywide coordination and
management of maintenance activities. Upgrade of an existing Senior Mechanical Facilities
Technician to Facilities Supervisor to provide better oversight of facilities maintenance
functions.
Public Works and Utilities (non-General Fund/Measure U) —Addition of 4.0 FTE Engineering
and Project Management (PM)personnel to increase ability to execute the CIP Program and
carryout City Goals, including a CIP Program manager. As currently staffed, six
engineers/project managers oversee over 100 active projects in planning, design, or construction.
Additional staffing would decrease project load from 17 per engineer/PM to 10, a challenging
but manageable number of projects. Addition of 1.0 FTE Inspector to additional inspection
services of CIP, development, stormwater, and encroachment inspections and coordinate the
activities of the inspections team. Currently, 3 inspectors cover CIP, development engineering,
and encroachment inspections, and post-construction stormwater inspections are not being
completed. Any vacancy or time out of the office leaves customers with reduced and less
responsive service. Additionally, increase workload is expected as full CIP program execution is
carried out.
Addition of 3.0 FTE Street Maintenance staff- The current street maintenance staff is minimally
staffed and only able to respond to corrective maintenance items the majority of the time, with
additional staff the ability to complete small preventative maintenance paving projects on
residential streets,provide additional crew for maintaining striping, cross walks, and other
markings, enhancing safety for pedestrians and cyclists, and additional resources to address trail
and path surface maintenance.
Addition of 2.5 FTE in Administrative support to include an Administrative Services Supervisor,
Airport administration position, and part time administrative support for Utilities. These
positions will fill a gap in service in managing real property, leases, managing regular reporting,
increasing customer service, increase coordination of the administrative team, and reducing time
managers spend on routine administrative tasks.
A reorganization with upgrades and reclassifications is needed within the Environmental
Services Division as pre-treatment, City wide storm water permit, water resource conservation,
monitoring and management of environmental mitigation lands, laboratory services are not well
supported as increased State requirements in reporting, monitoring, and more robust programs
are required. As currently structured, there is a high turnover of junior personnel in pretreatment,
laboratory, and water resources. The reorganization will provide career ladders and spread-out
responsibilities of programs among more personnel, so the environmental services programs are
better supported.
In summary, staff feels that the above recommendations represent the first phase of a balanced
approach to restoring and improving City services. While we are not able to fund all the
requested additions from Departments, staff believes that efficiencies and improvements will be
identified once this first phase of positions is recruited, trained and fully operational. Depending
on economic factors, the length of the pandemic and other impacts, modified positions or
additional positions may be recommended in the future.
Priority Initiatives
In addition to the Core Staffing additions outlined above, staff has identified several new
programs, initiatives, and one-time projects that require funding to jump-start, which have been
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identified as Council and community priorities. These initiatives will be discussed in more detail
during the presentation, and budget appropriations for these items have been integrated into the
Mid-Year Budget Adjustments item that also appears on tonight's meeting agenda. The funding
for these initiatives would come from the approximate $2.5 million that the City will
receive from Measure U in the current fiscal year.
Measure U Priority Initiatives
-Pro-rams:
Core Staffing Earl Recruitment $ 67,000
Emergency Preparedness 25,000
Committee on the Shelter less(COTS) 200,000
Downtown Streets Team 350,000
Climate Action Initiatives 210,000
CAHOOTS Model Program 500,000
Mobile Shower Program 200,000
PD Audit/Assessment 60,000
Technolo :
EDEN-Finance/HR/Payroll Software Replacement 425,000
Capital Improvement Program Projects:
Community Center Renovation 363,000
Electric Vehicle Chargers 100,000
Total $2,500,000
PUBLIC OUTREACH
There was no specific outreach performed in relation to this item aside from the normal public
meeting agenda process.
FINANCIAL IMPACTS
The full estimated cost of the core staffing positions to the General Fund is approximately $2.1
million annually, which is proposed to be funded by Measure U in fiscal year 2022 and beyond.
Additional costs for non-General Fund positions (funded by Enterprise Funds, Capital Funds,
etc.)total an additional $2.1 million annually. The priority initiatives are proposed to be funded
on a one-time basis by the current year Measure U funding, estimated to be $2.5 million in fiscal
year 2021.
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ATTACHMENTS
1. PowerPoint Presentation
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WORK FORCEA ' •
City Council Meeting
March 8, 2021 �AALtr
aw �
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FISCAL AND ORGANIZATIONAL SUSTAINABILITY
-01
Alstory - Where !*fe've be'n-'_�_
Sustainability Planning and Outreach began in late 2019 ongoing until November 2020
Effort: Address the need for City fiscal and organizational sustainability
Lack of funding historically led to years of disinvestment -
• Insufficient staffing levels to meet rising demand for service
• Loss of community police programs(proactive policing, homeless outreach, specialty programs)
• Slower response times
• Lack of backup or succession plan for many positions
• Increased Workers Comp Claims, burn out = low productivity; due to mandatory overtime, low
staffing levels
• Position classifications below market, leads to increased turn over
• Inefficiencies(staff performing tasks outside under/over job class)
• Very limited investment in infrastructure
• Minimal maintenance on City facilities
• Minimal investment in Technology
• Aging equipment and vehicles with no dedicated replacement fund
• Reactive vs Proactive
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FISCAL AN D ORGAN IZATIONAL SUSTAI NABI LITY
General Fund Staffing History --L�.v.a_-j.,7
General Fund is still down 48 FTE (16%); Population up by 6,000 residents
General Fund Funded Positions and Population
64,000 350.00
26%Reduction in General Fund FTE
63,000 F6%
ill down
300.00:�W FTE
62,000 since
recession
61,000 250.00
V)
c
60,000 0
p 200.00 +
V)
59,000 a
a
0 150.00 _0
58,000 c
LL
57,000 100.00
56,000
50.00
55,000
54,000
FY 08 FY 09 FY 10 FY 11 FY 12 FY 13 FY 14 FY 15 FY 16 FY 17 FY 18 FY 19 FY 20
o City of Petaluma Population -General Fund/Non Utility Funded Positions
A L
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FISCAL AND ORGANIZATIONAL SUSTAINABILITY
Where we Measure U Success and Investment
Community Education and Outreach resulted in successful passage of Measure U
Address most-immediate needs while striving for a balanced investment
Investment Themes-
o Deficit elimination
o Workforce stabilization: Core staffing, Classification/Compensation, Cost-of-
Living Adjustments
o Infrastructure investments: Roads/Multi-modal transportation, Public Safety
Facilities
o Priority Initiatives: Climate action, Diversity and Equity, Policing Policies,
General Plan, Homelessness, Housing
Address Workforce Stabilization: necessary to implement Measure U initiatives
4 __•
I85$
•cuSign Envelope61 `• :1D•
FISCAL AND ORGANIZATIONAL SUSTAINABILITY
Measure U Themes for 1 ,
Workforce
Stabilization
Core Staffing
Class/Comp
COLA
nfrastructure
Measure U Investment
Investment Roads/Multi-
�eflClt modal
Theme transportation
Categories Public Safety
Facilities
Priority
Initiatives .
DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
FISCAL AND ORGANIZATIONAL SUSTAINABILITY
w
Measure U Themes
MEASURE U SPENDING CATEGORIES- 15 YEAR FORECAST
$20M
$18M
I Workforce Stabilization
$16M
$2.9 M
$14M $2.5 M $2.6 M $2.7 M $2.7 M $2.8 M
I$12M $2.5 M$2.3 M $2.4 M ® 1®
$2.3 M
$2.2 M
$10M � $4.3 M $4.8 M
S2.2 M $2.8 M $3.3 M $3.8 M $5.3 M $5.8 M $6.4 M $6.9
$8M $2.1 M $2.3 M
$1.8 M
$6M F $0.9 M
LF�
$0.5 M
$4M
$2M
K
2021 2022 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2Z5
Deficit 1.25%COLA ■Classification/Compensation Core Staffing Infrasture Investments/Bonding/Debt Service Priority Initiatives
6 u
I85$
DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CURRENT STATUS - A DECADE OF DISINVESTMENT
• Multiple department head positions eliminated during recession
• Lack of administrative infrastructure
• "Doing less with less" for many years
• Service expectations are growing
• Excellent, dedicated, hard-working staff — minimize public impacts of cuts
• No investment in staff — professional development, performance pay, office space,
technology
• Cuts to maintenance pile up over time
• No redundancy or succession planning citywide
• Inefficiencies citywide that need addressed
• Aging population; increased service calls; more complex regulations / mandates;
Regular emergencies (fires, pandemics, etc.)
I85$
DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
WORKFORCE STABILIZATION IS ESSENTIAL FOR SUCCESS
Workforce stability critical but does not solve all problem
Workforc
City
Services
increasedMeasure u
Initiatives
Core staffing
Essential Demand
MandatesRetention and
sustainability
R �
8 W_
I85$
DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
WORKFORCE STABILIZATION - CLASS/COMP
Compensation Survey (includes many components of compensation) -
• 143 Full-Time classifications in the total class plan SURVEY COMPONENTS(excludes rank and file Police and
Fire)
• 92 classifications surveyed (i.e., single-function, journey level)
Data Surveyed
Surveyed Base Salary and Total Compensation -- Includes retirement pick-up,
deferred compensation, longevity pay, health and welfare (i.e., dental & vision)
benefits at full family assumption, uniform pay (for public safety only).
"Below Market" is defined as more than 5% below median (i.e., + or — 5% of median
is standard metric for being considered at market).
Agencies Surveyed
Local Agencies- Rohnert Park, Santa Rosa, Sonoma County, Novato, San Rafael
Regional Agencies- Napa, Vallejo, Benicia, Fairfield, Martinez, Vacaville, Walnut Creek ��AL�
9
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DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
WORKFORCE STABILIZATION - CLASS/COMP
Compensation Survey Results
Base Salary -- 51% of surveyed positions are below market
Total Compensation -- 55% of positions are below market
Annual General Fund Cost to bring classifications to market-
Assume that surveyed employee salary levels are brought to
market median on a total compensation basis - $600,000 annually
10
r85$
DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
WORKFORCE STABILIZATION - COST OF LIVING ADJUSTMENTS
Cost of Living Adjustments (COLA)
• Typically included in negotiated contracts
• Intended to mitigate the effects of inflation
• Federal Reserve stated benchmark for inflation is 2%
• Bay Area typically runs higher
• COLAs tend to occur at the beginning of fiscal year (July 1) and are usually 2% - 3%
per year
• For our purposes, assume 2.5% is a reasonable annual COLA
• Failing to give regular COLAs can have the effect of salaries getting further behind
against the market if most comparison jurisdictions are granting them
• Current 5-Year forecast only assumes 1.25% COLA each year
I85$
DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
WORKFORCE STABILIZATION - COST OF LIVING ADJUSTMENTS
Cost of Living Adjustments 1.25%
Assume that employee salaries keep pace with inflation in the long run — 2.5%
annual 1.25% COLA - $550,000 per year compounding; $1.65M by year 3
NOTE: The above information are based on estimates for planning purposes only, and do not
represent contract offers or guarantees. All compensation decisions will be
collectively bargained with our employee groups.
12 _.
I85$
DocuSign Envelope ID:B98E260C-A8CB-4A61-BA99-7C425ABBOD9E
STABILIZATION -COREWORK FORCE BY
I85$
DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING THEMES AND VALUES
• Optimally deliver desired service levels to the community
• Realize our potential as a full service City
• Resource constrained - $2.1 million annual goal
• Throwing staff at problems may not always be the right answer
• Best division of duties within departments
• Administrative tasks performed at the right level
• Cross departmental benefits — "rising tide" effect
• Succession planning
• Achievement of Council goals
• Balance, balance, balance
• Pulling at any thread unravels something else
14
I85$
DocuSign Envelope ID:B98E260C-A8CB-4A61-BA99-7C425ABBOD9E
CITYWIDE WORKFORCE STABILIZATION-CORE STAFFING
Core Staffing Citywide Needs vs Phase 1 Recommended Additions
Citywide Workforce Stabilization
Core Staffing Needs vs Phase 1 Recomended Additions
7,000,000
Total,$6,556,331
6,000,000
5,000,000
Total,$4,207,493
4,000,000
3,000,000
2,000,000
1,000,000
Citywide Workforce Stabilization Total FY 22 Recommended First Phase Core J
Core Staffing Needs by Department Staffing Additions
■Core Staffing-General Fund ■Core Staffing-Non General Fund •Total 15
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DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CITYWIDE WORKFORCE STABILIZATION-CORE STAFFING
Core Staffing Recommended Additions - First Phase
City Department
City Attorney $ 49,744 $ 49,744 $ 99,487 0.50
Economic Development and Open Government 161,618 162,460 324,078 2.00
City Manager 138,94S 138,94S 277,890 2.00
Finance 22,795 22,795 45,590 -
Hre 122,234 - 122,234 1.00
Community Development(Building, Planning, Housing)A 348,534 318,348 666,881 1.5+Reorg
Human Resources 60,537 60,537 121,074 1.00
Police 1,037,213 - 1,037,213 6.50
Public Works and Utilities 49,871 1,381,070 1,430,941 11.50
Parks and Recreation 82,106 - 82,106 -
Grand Total $ 2,073,595 $ 2,133,898 $ 4,207,493 26.00
A Reorganization to provide increased support
*Represents new positions,if blank only position reclassifications are recommended
AL��
R 0
16
I85$
DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING — CITY ATTORNEY
Current Organizational Chart- 4 Full Time Positions
City Attorney
1.00 City Attorney-Eric Danly
1.00 Legal Assistant 2.00 Assistant City Attorneys
17
r85$
DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING — CITY ATTORNEY
Current Staffing Model Service Impacts
High volume of routine, time-sensitive legal tasks compete with the execution of more
COMDlex.joroiec
• Agreement, subpoena, and records request review and response
• Routine litigation matters, such as weapons confiscation matters
- • . • • support, • • • • - • - - •
da
• Public Works capital project delivery
includingMore complex projects are also delayed,
action, legislative priorities, such as
climate • housing programs
A L
18
r85$
DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING - CITY ATTORNEY
Revised Core Staffing Model- 4 Full Time Positions + .5 Part Time
Annual Cost Estimate: Total
General Fund 49,744
Non General Fund 49,744
Total Cost Estimate $ 99,487
City Attorney
1.00 City Attorney-Eric Danly
1.00 Legal Assistant 2.00 Assistant City Attorneys
Add:.5 Part Time Assistant Attorney
A L
19
r85$
DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING — CITY ATTORNEY
Core Staffing Additions/Upgrades — Service Enhancements
Dedicated attorney time for routine department support functions
•Agreement review, better supporting department project delivery.
• Records request and subpoena review, ensuring legal compliance
Full-time Assistant City Attorneys and the City Attorney to devote time to more
complex, priority projects
• Regulations supporting pandemic recovery
• Climate emergency regulations and policies
•Addressing new federal and state laws, such as new housing laws
• Support for Measure U infrastructure projects
• Preparing City policy and regulatory updates
•Addressing City legislative priorities
A L
20
r85$
DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING - ECONOMIC DEVELOPMENT & OPEN GOVERNMENT
Current Organizational Chart— 9 Full Time Positions(Economic Development and IT)
Economic Development and Open
Government
1.00 Director of Economic Development& Open
Government-Ingrid Alverde
Information Technology
Economic Development
1.00 Info Tech Manager
1 1.00 Economic Development Specialist
.00 Geographic Info Systems Manager
4.00 Info Tech Specialist 1/II/III
1.00 Programmer Analyst
A L
21
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DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING — ECONOMIC DEVELOPMENT & OPEN GOVERNMENT
Current Staffing Model Service Impacts
• Currently utilizing contract staffing for core function
• Less focused public engagement and strategic communications support
• Have not implemented needed technology for more robust engagement
• Unable to support project-specific public info needs
Wel W -=- I IIL
• Currently not maintaining GIS Data / System to support City software needs
• Citywide software overlaps, is not coordinated, and not fully secured
• Inability to do proactive business retention and attraction
• Using contract staffing for studies, negotiations
• Post pandemic recovery will need additional investment
A L
22
r85$
DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING - ECONOMIC DEVELOPMENT & OPEN GOVERNMENT
Revised Core Staffing Model — 9 Full Time Positions(Economic Development and IT) + 2 FTE and
Position Reclassifications
Annual Cost Estimate: Total
General Fund $ 161,617
Non General Fund 162,461
Total Cost Estimate $ 324,078
Economic Development and Open
Government
1.00 Director of Economic Development&
Open Government-Ingrid Alverde
Information Economic Communications Business Systems &
Technology Development Add:Senior Data
1.00 Info Tech Add:Econ Dev Communication Analyst 1.00 Info Tech Specialist
Manager Manager 1/11/III
3.00 Info Tech 1.00€seaeaaie 1.00
Specialist 1 II/III _ evelopmora# Reclass:GIS
SpeSielis# Administrator
Reclass: 1.00 l-1FE-4e#e
Management Systems ne,..,Gge
Analyst
Reclass:Systems and
Data Manager
23
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DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING — ECONOMIC DEVELOPMENT & OPEN GOVERNMENT
Core Staffing Additions/Upgrades — Service Enhancements
maTMU ffzT@M IM we Rem.
• Reduced exposure to loss of technology / data by implementing cloud-based technology,
backing up servers, updating network hardware, upgrading internet connectivity, data
and system security
06VIN' � A 0 a
• Online permitting, online payments, online mapping & zoning
ML
• DocuSign, Agenda Management, Permit Management, Scada Systems, Mobility,
Document Management, Document Digitizing, Virtual Desktops
Community engagement
• Community planning, enhanced public info, Improved public notification, inclusion
Responsive to Business/Additional City revenue
• Work with new Admin Service Manager in PW to update leases, sell unused properties; AL�
proactive biz retention & attraction; concierge with permitting
J
24
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DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING - CITY MANAGER
Current Organizational Chart — 12 Full Time Positions
Administration
1.00 City Manager-Peggy Flynn
1.00 Assistant City
Manager
1.00 Executive Assistant to
the City Manager
1.00 Senior Management
Analyst
Recreation Housing
Services 1.00 Housing Planning
Administrator Building
1.00 Chief Building Official
2.00 Building Inspector 1/11
2.00 Permit Processing
Tech
1.00 Plans Examiner
1.00 Senior Building
Inspector
AL��
R �
25 W
I85$
DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
IL
CORE
• STAFFING CITY MANAGER
StaffingCurrent Model Service Impacts
Unsustainable span of control for City Manager
11+ direct reports, 2 department head positions eliminated during recession
Significant amount estimate 80% of CM's available time spent on community development
issues
Emphasis on housing / homelessness issues does not receive proper focus with 1.0 FTE
dedicated
Climate Emergency Framework cannot move forward without minimum of 1.0 new FTE
dedicated
Other major community-wide initiatives require significant staff resources to accomplish
Fairgrounds, homelessness
Lack of managelysts citywid ment ana e
grants,* Lack of analytical focus, • -
managingpolicies,
DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING - CITY MANAGER
Revised Core Staffing Model — 4 FTE + 2 FTE and Reclassifications
Annual Cost Estimate: Total
General Fund 138,945
Non General Fund 138,945
Total Cost Estimate $ 277,890
City Manager
1.00 City Manager-Peggy Flynn
1.00 Executive Assistant to the
i City Manager
Operations
1.00 Assistant City Manager
-------- Reclass:1.00 Deputy City Manager/Finance Director
Support
1.00
Reclass:Assistantto City Manager
Add:Senior Management Analyst Citywide
Sustainability ��A L
Add:Sustainability Coordinator a
J
27
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• • 1 1 1 •
Dedicated Community Development Department with a Director
Better customer service and implementation of a consolidated "permit center" for
applicants
Consolidated Parks and Rec Department with a Director
More focus from City Manager, Assistant City Manager, and (upgraded) Deputy City
Manager on citywide policies and key Council initiatives
More management involvement with all departments
Synergies between CD Department and Housing, along with increased staffing to focus on
General Plan, homelessness, affordable housing production, etc
Dedicated staffing and program investment for climate action emergency
Overall — significantly increased capacity to manage the City departments, respond to new
initiatives, prepare for and respond to emergencies, and identify funding and housing
opportunities
-sR� A .r.
DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING - FINANCE
Current Organizational Chart— 17 Full Time Positions
Administration and Budget
1.00 Finance Director-Corey Garberolio
Accounting Commercial
Services Services
1.00 Finance and 1.00 Commercial
Accounting Manager Services Manager
General Accounting General Services 1 Account ant Analyst Utility Billing
Cash Management 5.00 Accounting Assistant I/II
1 Senior Accountant i.00 Mail Services
Assistant 1 Revenue Development
]Accountant 1.00 Office Assistant I I Specialist
1 Accounting Tecnician
Capital Investment Enterprise/Intemal
Payroll Debt Budget Service
1.00 Accountant Administration Accounting
Accounts Payab elel
1.00 Accounting
Assistant 1/11
City Treasurer
Debt Issuance
AL��
R
Investments
29 W
I85$
DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING - FINANCE
Revised Core Staffing Model — 17 FTE + Reclassifications Only
Annual Cost Estimate: Total
General Fund 22,795
Non General Fund 22,795
Administration and Budget
Total Cost Estimate $ 45,590
1.00 F RaRee^-ee'et: Corey Garberolio
Reclass:Finance Director/Deputy City Manager
Accounting Commercial
Services Services
1.00 Finance and 1.00 Commercial
Accounting Manager Services Manager
General Accounting General Services Utility Billing
Cash Management I Accountant Analyst 1.00 AAei&9PA9% 5.00 Accounting Assistant I/II
1 Senior Accountant Assis4er}t 1
lAccountant Reclass:Office Assistant SPOGigliSt
1 Accounting Tecnician 1.00 Office Assistant I I Reclass:Financial Analyst
Capital Investment Enterprise/Internal
Payroll Debt Budget Service
1.00 Accountant Administration Accounting
Accounts Payable
1.00 Accounting
Assistant 1/II
City Treasurer
�AL�
Debt Issuance fLj
Investments
30 W
I85$
DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING - FIRE
Current Organizational Chart— 64 Full Time Positions
Administration
1.00 Fire Chief-Leonard Thompson
1.00 Assistant tl-
1.00 Administrative
Chief Technician
Fire Prevention and Emergency Medical Services,
Technical Services Ambulance
1.00 Fire Marshal 18 Firefighter/Paramedics
1.00 Secretary inlcudes 6 FF/P 3rd Amb added FY 20
Code Hazardous
Enforcement Materials and
CUPA
1.00 Fire Inspector 1.00 Fire Inspector Disaster Preparedness
and Emergency
Management
Operations
3 Fire Botallion Chief
9 Fire Captains
9 Fire Engineer/Paramedic
9 Firefighter/Paramedics
9 Firefighter
Planning and Emergency
Logistics Support Operations
Services
R
Community Fleet Facilities Training
Technology Equipment
Safety
31 W
I85$
DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING - FIRE
Current Staffing Model Service Impacts
Outdated Policies and Procedures I
• Insufficient staffing to address policy review, development and implementation, including updating the
CUPA program
• Completion of State Mandated Inspections
JL
• Significant communication/follow-up with developers needed
• No backup for Permit review when Fire Marshal unavailable
Insufficient staff to adequately address all
• Need improved internal coordination/communication of developments/construction conditions,
corrections, and progress to meet needs
W,Im - • • - - • •
Succession •
• No backup for Permit review when Fire Marshal is unavailable; falls to CM and CBO
• Properly trained staff to provide assistance in the event of an emergency investigation
32
r85$
DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING - FIRE
Revised Core Staffing Model — 64 Full Time Positions + 1 FTE
Annual Cost Estimate: Total
General Fund $ 122,234
Non General Fund Administration
Total Cost Estimate $ 122,234 1.00 Hire Chief-Leonard Thompson
1.00 Assistant Fire 1.00 Administrative
Chief Technician
Fire Prevention and
Technical Services Emergency Medical Services,
1.00 Fire Marshal Ambulance
Add:1.00 Deputy Fire Marshal 18 Firefighter/Paramedics
1.00 Secretary `inlcudes 6 FF/P 3rd Amb added FY 20
Code Hazardous
Enforcement Materials and
CUPA
1.00 Fire Inspector 1.00 Fire Inspector Disaster Preparedness
and Emergency
Management
Operations
3 Fire Botallion Chief
9 Fire Captains
9 Fire Engineer/Paramedic
9 Firefighter/Paramedics
9 Firefighter
Planning and Emergency A L
Logistics Support Operations w`� ZT
Services a
J
Community Fleet Facilities Training
Te Safetygy Equipment 33 Ig $
5
DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING - FIRE
Core Staffing Additions/Upgrades — Service Enhancements
Implementation of Fire Prevention Bureau Strategic Plan
Construction Program • •
• Efficient, timely permit review
• Counter hours for project questions, over the counter reviews (small projects or Tenant Improvements)
• Improved Turn-around times for plan review - in line with other department timeframes
• Additional staff for on-call fire investigation
• Increased availability and time to commit to questions from developers, contractors, etc.
• Backup for staff conducting plan review
. — . %4kWJ•
•Technical and leadership coaching, mentoring and training
•Additional training opportunities provided for operations
• Fire Marshal ability to act as Duty Battalion Chief when needed
• Additional staff for fire investigations
34
r85$
DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING — COMMUNITY DEVELOPMENT
Current Organizational Chart — 8 Full Time Positions
City Manager
Housing Building
Planning
1.00 Housing Manager 1.00 Chief Building
Official
2.00 Building
Inspector 1/II
2.00 Permit
Processing Tech
1.00 Plans
Examiner
1.00 Senior
Building Inspector
A L
35
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DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING - COMMUNITY DEVELOPMENT
Current Staffing Model Service Impacts
Segmented Organizational
• Each division reporting to CM
• No overarching cohesion between divisions
Low61
- WTA W
• Existing Planning Services contract focuses on cost recovery to limit City expense
based on needs in 2009
• Minimal Budget for non-cost recovery items
• Base Level function doesn't address City policy direction or enhanced/efficient
development review
• Staffing resources do not match community needs
• Results in reactive operations rather than proactive approach
• Increased turn around times ��AL�
• Lack of depth in management/oversight y
36
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DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING - COMMUNITY DEVELOPMENT
Revised Core Staffing Model — 8 FTE + 1.5 FTE, Reclassification and Reorganization
Annual Cost Estimate: Total
General Fund 348,534
Non General Fund 318,347
Total Cost Estimate $ 666,881
Community Development
Community Development Director
Housing Building
1.00 Housing Manager Planning 1.00 Chief Building
Add:.5 Housing Enhanced Support: Official
Technician Planning Manager
2.00 Building Inspector
Deputy Planning
Manager I/II
Enviromental 2.00 Permit Processing
Review Manager Tech
Advanced Planning 1.00
Manager Reclass: Deputy
Building Official
1.00 Senior Building
Inspector
Add: Building Counter
Tech
AL��
R f)
37 W
I85$
DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING - COMMUNITY DEVELOPMENT
Core Staffing Additions/Upgrades — Service Enhancements
Community Development Department J1111111111111111
• Creation of Cohesive Department Structure with coordination and leadership across
divisions
• Increase CM capacity
• Create unified culture and focus within development services functions
• Better coordination between divisions
• Shift focus to be more proactive
• Increase capacity for legislative actions to best respond to policy direction (climate,
housing, environmental, etc.)
• Provide support to Housing Manager
• Increase depth of management to ensure smooth transitions, cohesive direction and
departmental focus ��AL�
• More robust Building Division response to address community needs 9
38
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DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING — HUMAN RESOURCES
Current Organizational Chart— 6.8 Full Time Positions
Administration
1.00 Director of Human Resources-Charles Castillo
Human Resources and Risk Administration
Support
1.00 Secretary
Human Resource Services Risk Management
1.8 HR Specialist
1.00 Risk Manager
1 HR Analyst II/III
1.00 HR Assistant 1/11 Conf.
A L
39
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DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING — HUMAN RESOURCES
Current Staffing Model Service Impacts
Unable to maintain increased level of service to departments
• Ongoing recruitment exceeds staff resources
• Not able to maintain increased requests for assistance from department
L1121911 VOW I 11IN
• Ongoing recruitment exceeds available resources
• Any additional recruitment efforts in excess of current staffing levels will require additional staff
L Labor Bargainin',- now-
• Classifications and Compensation — currently managed by one HR Analyst
• Multiple simultaneous bargaining is overwhelming to staff charged with labor
Benefit •
• Currently one employee managing benefits, workers compensation, recruitment, and leaves for 300+
employees
Risk M)Wment • Workers
• Wellness, Safety, and Ergonomic Programs minimally addressed due to staff shortage
40
r85$
DocuSign Envelope ID:B98E260C-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING - HUMAN RESOURCES
Revised Core Staffing Model — 7 FTE + 1 FTE and Reclassification
Annual Cost Estimate: Total
General Fund 60,537
Non General Fund 60,537
Total Cost Estimate $ 121,074
Administration
1.00 Director of Human Resources-Charles Castillo
Human Resources and Risk Administration
Support
1.00 Secretary
Human Resource Services Risk Management
1.8 HR Specialist 1.00 Risk Manager
1 HR Analyst II/III Add: 1 HR Specialist
1.00 HR
Reclass:Specialist
41
r85$
DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING — HUMAN RESOURCES
Core Staffing Additions/Upgrades — Service Enhancements
Timely recruitment
*Additional resources will allow quicker turn around time
• Departments able to move projects and programs forward
*Time can be dedicated to moving initiatives forward timely
• Clerical and administrative support can be given to labor team
.. • • - Wellness
-
• Injury prevention
• Safety needs
• Ergonomics
• Workers Compensation
• Reasonable accommodations
. s - t • •
• Maintain updated policies and best practices
A L
42
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DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING - POLICE
Current Organizational Chart— 96.10 Full Time Positions
Police Chief
1.00 Ken Savano
1.00 Administrative
Deputy Chief Assistantconf.
Support 1.0 Brian Miller 1.00 Management Services Anal st
1.00 Lieutenant
1.00 Sergeant Special
Services
1.00 Lieutenant
Communications personnelInvestigations
1.00 Public Safety Task Force Traffic
Dispatch Supervisor Ops 1.00 Sergeant
11.60 Public Safety Volunteers 1.00Sergeant 6.000fficers
Dispatcher 2.00 Parking
Det��ve) Enforcement
Records Training 0.50 Evidence Officer
5.00 Police Records Assistant Tech. 1.00 Abandoned
1/II Vehicle Abatemen
1.00 Police Records Crisis Officer
Equipment Response
onse P
1 Property Technician CommunityTeam K-9 Team
Engagement
Human Relations 1.00 Internal Affai
Community Technology&
Engagement Social Media
Facilities Liaison
Criminal
Community Intelligence
Preservation
1.00 Neighborhood
Preservation
Coordinator
Patrol Services
2.00 Lieutenants
6.00 Sergeants
40.00 Officers
Platoon A Platoon B
Patrol Patrol Q
Community
Service Officers
3.00 Community
Service Officer 43
I85$
DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING - POLICE
Current Staffing Model Service Impacts
EngagementCommunity Safety and• Limited available time for officers to conduct community policing and proactive crime and traffic
collision prevention efforts to improve community safety
• Insufficient core staffing in the patrol division to handle increased calls for service and a lack of
uniformed personnel to assign to crime, traffic and other quality of life community problems
Emergency Response
• Increased response times to emergency calls for service
Professional Standards and TraiiW�"
• Lack of formalized training plan including planning, evaluating, and auditing to ensure necessary
training requirements are achieved and consist with policies and best practices
• Limited resources associated with crime scene and traffic collision investigations, evidence collection,
and forensic examinations
• Investigative services provided by detectives specializing in narcotics, property crimes, known
offenders, and other serious criminal investigations
Unsheltered, Substance Abuse, • Mental Health
• Lack of dedicated resources to address the unsheltered, substance abuse, and mental health mental
health crisis
• Lack of dedicated mental health resources to expand de-escalation R y
44
r85$
DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING - POLICE
Revised Core Staffing Model — 96.10 Full Time Positions + 6.5 FTE
Police Core Staffing
Cost Estimate General Fund Non General Fund FTE Additions'
5 CSI Evidence Technicia $ 55,517 $ 55,517 0.50
1 Detectives 176,654 176,654 1.00
3 Police OfficersENIF
529,963 529,963 3.00
Civilian Mental Health Specialist 123,664 123,664 1.00
Training Coordinator 151,415 151,415 1.00
Total $ 1,037,213 $ 1,037,213 - 6.50
*Represents new positions, if blank only position reclassifications are recommended.
A L
45
r85$
DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING - POLICE
Core Staffing Additions/Upgrades — Service Enhancements
EngagementCommunity Safety and• Restores positions to maintain properly prepared and adequate police staffing for emergencies
• Increases officer available time to engage in community policing and engagement
• Increases officer available time to proactively reduce crime, increase traffic safety, and improve quality of life
Improves EmergencyResponse
• Increases officer available time and police resources to reduce response times to emergencies
MP-W rel&4 W101 i10 N to RMI iR E 104 10 1 arm
• Training coordinator will identify all training needs and ensure compliance with laws and policies. Will also
improve department transparency with reporting of training provided to staff and the content of that training
•ME . • h__
a
• A full-time Evidence Technician allows for greater availability of evidence collection, scene processing, and
forensic analysis to improve overall success of investigations
• Detective position expands Investigations Team capacity to relieve patrol of more significant cases to create more
available time. Allows proactive monitoring of known offenders (sex/arson/narcotic registrants, parole and
probation, habitual offenders)
IN
• MFT addresses Mental Health, Substance Abuse, and the Unsheltered with adequate resources with local control
• Dedicated resources to specifically address most vulnerable populations and significant quality of life issues ��AL tr
46
r85$
DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING - PUBLIC WORKS AND UTILITIES
Current Organizational Chart— 102 Full Time Positions(PW, CIP, Airport, Marina,
Transit, Streets, Water and Wastewater)
Administration
1.00 Directorof Public Works and Utilities-Jason Beatty
1.00 Assistant Public Works 8 Utilities
Director
Administrative Support — 1.00 Sr Management Analyst
5 Administrative Support Staff
Parks and Facilities
(Moved to Parks and Recreation)
Engineering-Capital Operations-
Projects 8
Airport,Marina, Transit Water,Storm Environmental Services-
8 Turning Basin 3 Transit Positons Development Maintenance,Street Ellis Creek, Environmental
2Air Airport Engineering Maintenance and
p and Labratory Services
Positions 18 Postions Fleet
25 Positions
46 Postions
A L
47
r85$
DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING — PUBLIC WORKS AND UTILITIES
Current Staffing Model Service Impacts
Capital • •vement Program Execution
•Currently CIP staff performing at high levels
•6 PM/Engineers have—90 projects, average 15 per PM is too many,even with contracted design consultant for 50%
•Unable to execute full CIP program year after year
Street Maintenance 9
:—$95M in deferred maintenance
Ability to execute small paving jobs limited
•Trail/path, roadway striping ability to complete maintenance, limited
Sustainability and A• • I
*Ability to support strategic execution limited with current staffing levels
AirportAdministrationI
*Level of Service to tenants limited
StormI
•$184M worth of infrastructure with 2 FTE to maintain
•$37M in deferred maintenance
*Significant additional operations&maintenance burden with Payran Flood Control Project turned over to the City in 2020.
Environmental Services
•Expanded environmental programs not well supported
•High turnover of personnel
Administrative
•Lack of oversight of real property, lease management, robust coordination of administrative services and responsive customer support L'U
.c4
48 u
I85$
DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING - PUBLIC WORKS AND UTILITIES
Revised Core Staffing Model — 102 Full Time Positions + 11.5 FTE and Position Reclassifications
Annual Cost Estimate: Total
General Fund $ 49,871
Non General Fund 1,381,070
Total Cost Estimate $ 1,430,941
Administration
1.00 Directorof Public Works and Utilities-Jason Beatty
1.00 Assistant Public Works&Utilities
Director
Administrative Support
5 Administrative Support Staff 1.00 Sr Management Analyst
Add:l Administrative Manager
Engineering-Capital Operations-
Airport, 8, Water,Storm
Airport,Marina, Maintenance,Street Environmental Services-
&Turning Basin Transit Development Maintenance and Ellis Creek, Environmental
2 Airport&Marina 3 Transit Postions Engineering
Positions 18 Postions Fleet and Labratory Services
Add:1 Adminstrative Add:4 Positions(CIP) 46 Postions 25 Positions
SupportPosition Add:1 Stormwater (Reorganize,Reclassifications Environmental
1 Inspector Crewmember Services)
Reclass:I Engineering Tech to a 3 Street Maintenance Workers
Assistant Engineer
.5 Administrative Support
Reclass:1 Utility Tech to a Utility
Operations Specialist
49
r85$
DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING - PUBLIC WORKS AND UTILITIES
Core Staffing Additions/Upgrades — Service Enhancements
Capital Improvement • • .
• Additional positions increase ability of CIP staff to complete more robust CIP programs , improves retention and
recruitment
• Positions would lower project load from 15 to 10 per PM/Engineer
• Provide dedicated CIP manager to manage CIP plan including Measure U initiatives
Street Maintenance
• Allows for increased maintenance of streets, transit facilities, and pathways to include pavement maintenance, striping,
frontage, pathway maintenance, and City maintained sidewalks
AirportAdministration
• Increases customer service response at the airport
Administrative Management
• Oversight of leases, LAD's, budget & Contract Support
Storm
• Added position increases ability to maintain stormwater infrastructure and additional capacity to address some of the
needs with the operations and maintenance of the Payran Flood Control Project
Environmental
• Reclassifications improve retention, recruitment, and support of Industrial Pretreatment, Laboratory Operations, A L
Environmental Lands management, Water Resources, Storm Water permit management, and improves how City takes
care of the Environment
50 u
I85$
DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING — PARKS AND RECREATION
Current Organizational Chart— 20 Full Time Positions
Parks and Recreation
City Manager
Oversight provided by
Public Works& Utilities
1.00 Deputy Director of Parks
and Recreation
Parks and Facilities Recreation Services
Maintenance 1.00 Recreation Supervisor
1.00 Parks and Facilities
Manager Community Youth Recreation Senior Aquatics
Center Programs Museum Programs Center
2.00 Secretary 1.00 1.00 Recreation 1.00
Parks Maintenance Recreation Coordinator Recreation
Services Coordinator Coordinator
1.00 Parks Maint
Foreworker
2.00 Parks Maintenance
Lead Worker
7.00 Parks Maintenance
Worker 1/11
Facilities Maintenance
1.00 Senior Mechancial Facilites
Tech
1.00 Facilities Main.Worker 1/11
51
r85$
DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING - PARKS AND RECREATION
Current Staffing Model Service Impacts
Insufficient • levels to address Maintenance, Contract Oversight,
• Nearly 50% reduction in Parks Maintenance staffing since 2007
• Growing gap between resources and demand for services
• 7 Parks Maintenance positions - 460 acres, 46 parks, 43 LAD's
• 2 Facility Maintenance Positions-44 facilities and millions in assets
. • �Ltr:i!i!u�r.�.»•�u.�•��u u r:a r��as I
• Integrated Pest Management Plan (IPMP)
• Admin and Project Support tracking Special Revenues and Strategic Partnerships
Lack of administrative and analytical support
• Policy Review and Industry Benchmarking
• Industry Leadership and Professional Development
. . . - and Recreation
• Span of control too large in PW&U to provide adequate support
• Lack of succession planning
52
r85$
DocuSign Envelope ID:B98E260C-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING - PARKS AND RECREATION
Revised Core Staffing Model — 20 FTE + Reclassifications only
Annual Cost Estimate: Total
General Fund 82,106
Non General Fund -
Total Cost Estimate $ 82,106 Parks and Recreation
1.00
Rec-reetiea
Reclass:Director of Parks and
1.00 SesFe#eFc
Reclass:Management
Anal st
Parks and Facilities Recreation Services
Maintenance 1.00 Recreation Supervisor
Reclass:Superintendent of Parks
and Facilities Community Youth Museum Recreation Senior Aquatic
Center Programs Programs Center
2,90 1.00 1.00 1.00
Parks Maintenance Sec�e�er�c
Recreation Recreation Recreation
Services 1.00 Coordinator Coordinator
1.00 Parks Maint Secrets
ry
Foreworker
2.00 Parks Maintenance
Lead Worker
7.00 Parks Maintenance
Worker 1/11
Facilities
Maintenance
1.00 Seaier
.. mRie—.d Z.,
AA eh U
Te..h
R
Reclass:Facility
Supervisor
1.00 Facilities Main.
Worker 1111 53
I85$
DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING - PARKS AND RECREATION
Core Staffing Additions/Upgrades — Service Enhancements
di'�, �-invest in Parks & Recreation Operations and Planning
• Administrative support for implementing policy initiatives
• Regional leadership and industry best standards
• Right sizing the position/ability to retain
• Short and long range department planning
Increased eFficiency in Parks and Facility Management
• Improved grant , budget and contract management; reporting
54
r85$
DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
CORE STAFFING - RECOMMENDATIONS SUMMARY
Core Staffing Recommended Additions- First Phase
DepartmentCity
City Attorney $ 49,744 $ 49,744 $ 99,487 0.50
Economic Development and Open Government 161,618 162,460 324,078 2.00
City Manager 138,945 138,945 277,890 2.00
Finance 22,795 22,795 45,590 -
Fire 122,234 - 122,234 1.00
Community Development(Building, Planning, Housing)A 348,534 318,348 666,881 1.5+ Reorg
Human Resources 60,537 60,537 121,074 1.00
Police 1,037,213 - 1,037,213 6.50
Public Works and Utilities 49,871 1,381,070 1,430,941 11.50
Parks and Recreation 82,106 - 82,106 -
Grand Total L 2,073,595 $ 2,133,898 $ 4,207,493 26.00
A Reorganization to provide increased support
*Represents new positions, if blank only position reclassifications are recommended
AL��
R 0
55
I85$
DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
PRIORITY INITIATIVES
Kickstarting key priorities in Fiscal Year 2021 and 2022
Measure U Priority Initiatives
Programs.
Core Staffing (Early Recruitment) $ 67,000
Emergency Preparedness 25,000
Committee on the Shelter less(COTS) 200,000
Downtown Streets Team 350,000
Climate Action Initiatives 210,000
CAHOOTS Model Program 500,000
Mobile Shower Program 200,000
PD Audit/Assessment 60,000
Technology:
EDEN - Finance / HR / Payroll Software Replacement 425,000
Capital Improvement Program Projects:
Community Center Renovation 363,000
Electric Vehicle Chargers 100,000
L��
Total $ 2,500,000
56
I85$
DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
NEXT STEPS
• Council Feedback
• Priority initiatives — funding addresses immediate need
• Core Staffing, in some cases requires classification and compensation bargaining
• Once approved, position recruitment can begin—will take time to implement
• Workforce stabilization costs included in FY 22 budget presented to Council at the
Budget Workshop on May loth, 2021
57
I85$
DocuSign Envelope ID:B98E260C-A8CB-4A61-BA99-7C425ABBOD9E
QUESTIONS/ DISCUSSION
AL��
I85$
DocuSign Envelope ID: B98E260C-A8CB-4A61-BA99-7C425ABBOD9E
L U EXHIBIT C
RCITY OF PETALUMA
` CLASS SPECIFICATION
A
-
1 s 5$ Date: 10/18/21
Job Class: 09ADMR
Administrative Manager
Summary
Manage and coordinate diverse and highly complex professional, analytical and administrative
support activities for the Public Works and Utilities Department; perform professional
assignments such as contract administration, grant administration and program management; and
serve as advisor to the department's management team.
Class Characteristics
General direction is provided by the Director of Public Works and Utilities. Responsibilities may
include the indirect and direct supervision of professional, technical and administrative support
personnel.
The Administrative Manager class is distinguished from the Management Analyst series by the
difficulty and complexity of assigned duties, the supervision of professional staff, the managerial
responsibility for the administrative services of the department, and the breadth of responsibility
for assigned activities. The incumbent performs the full array of duties within the area of
assignment, including complex analytical projects and providing staff support to department
administration and city officials as well as working with a high degree of independence in
interacting with all levels of city employees, managers, elected officials, community groups,
other governmental agencies and the public. Employees at this level receive only occasional
instruction or assistance as new or unusual situations arise and exercise high level decision-
making authority.
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:
Direct and coordinate the fiscal and analytical operations of the department, which may include,
but are not limited to, the functions of budgeting, fiscal control, accounting, purchasing,
personnel, grant preparation and analysis, contract administration, risk and liability management,
capital improvements, and information technology operations.
Plans, organize and administer one or more specialized department programs,projects and
activities including contract management for the Landscape Assessment District program, the
airport lease and the marina lease; including establishing program goals and measurement
standards, assuming full responsibility for program outcomes, advising on broad policy decisions
for the programs and services provided, analyzing policies, legislation, rules and regulations to
assess their impact on the City and the programs and functions within their scope,balancing
fiscal priorities and resources within the program and participating in the development of the
program budget.
Conduct or direct complex studies pertaining to a variety of administrative and operational
problems; determine actions appropriate for improvements; advise department director on
Page 1 of 5
DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Administrative Manager
findings and methods of effective solutions; prepare written reports, including Council reports,
and make presentations to various City groups and officials.
Oversee and monitor the contracting and active grant management processes including
developing requests for proposals, selecting contractors, drafting contracts, and monitoring
contractor work and the contract terms and conditions.
Procure and manage consultant planning and design contracts for public works and utilities
projects.
Represents the department in negotiations with business owners, contractors,property owners or
other jurisdictions with the ability to commit certain city resources to achieve work objectives.
Oversee the financial component of fleet management operations; use fleet management
software to track resource and cost allocation and replacement schedule, prepare reports and
maintain computerized records.
Prepare or supervise the preparation of and review grant proposals for various programs and
projects of the department; interface with governmental agencies regarding requirements for
obtaining funds and monitoring procedures; present proposals to various boards and
commissions in order to gain approval for programs and projects.
Coordinate all audits related to departmental or program operation and services; explain
procedures to auditors and serves as reference for questions.
Plan,prioritize, and review the work of professional, technical and administrative support staff
assigned to support daily operations of the department.
Develop schedules and methods to accomplish assignments ensuring work is completed in a
timely and efficient manner.
Plan, coordinate and/or conduct large and/or highly sensitive studies, analyses or projects and
corresponding documentation and technical reports; make recommendations; prepare, edit and/or
critically evaluate Council agenda reports prepared by department personnel.
Provide highly responsible analytical assistance in the research, evaluation, and preparation of
complex statistical, financial, demographic and operational data used in reports, studies, surveys
and analyses; analyze and make recommendations in the development and administration of
assigned program area; maintain and track key quality measures for assigned department.
Serve as liaison between outside organizations and the City; provide professional guidance and
interpretation of City policies and procedures.
Develop and implement departmental strategic plans.
Participate in or direct the conduct of rate studies; revise and develop fees; negotiate and
administer contracts and leases; ensure compliance with department procedures, City policies,
and pertinent laws, regulations and ordinances.
Develop and analyze departmental policies, procedures and systems; recommend goals and
objectives.
Prepare and submit regulatory reports.
Receive, research, and respond to the more complex and/or politically sensitive questions from
outside agencies, other City departments and the general public.
Page 2 of 5
DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Administrative Manager
Prepare, review and present staff reports and presentations at various venues including
commissions, councils, boards, and other governmental meetings and professional, industry, and
community groups; draft City Council documents; serve on various committees and task forces.
Coordinate Public Works and Utilities Department-wide trainings to ensure department
employees adherence to City policies.
Select and manage consultants and contractors; develop and administer contracts.
Evaluate departmental, division and/or program operations and activities; measure performance;
recommend improvements and modifications; prepare associated reports on operations and
activities.
Represent departmental and City interests on committees, outside organizations, and at staff
subcommittees as necessary; coordinate technical support activities with other departments,
divisions and outside agencies.
Answer questions and provide information to the public, via telephone, e-mail, and written
correspondence; investigate complaints and recommend corrective action as necessary to resolve
complaint.
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.
Skills/Abilities:
Manage diverse and complex programs and/or projects as assigned.
Coordinate program initiatives across departmental lines.
Perform difficult and complex analytical work, ensuring compliance with City policies and
procedures, local, state and federal laws and regulations.
Properly interpret and make decisions in accordance with laws, rules, and policies.
Supervise and conduct analytical studies and prepare analytical reports of both policy and
administrative matters.
Analyze organizational and administrative problems; recommend and adopt an effective course
of action.
Analyze systems, administrative and management practices and identify opportunities for
improvement.
Research, analyze, resolve, and/or improve complex technical and administrative issues within
assigned department.
Work with and maintain the confidentiality of information.
Independently perform the more complex professional analytical work in support of assigned
department and programs.
Identify, research, and respond to complex and sensitive questions from other City departments,
outside agencies and the public.
Page 3 of 5
DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Administrative Manager
Prepare and present technical reports, requests for proposal, contracts and agreements.
Interpret, understand and apply City and department policies and procedures, local, state and
federal regulations.
Independently analyze situations and data and develop logical conclusions and sound
recommendations.
Analyze and present financial data, fiscal and actuarial reports.
Conduct, prepare and present special studies related to assigned operations.
Train and provide project direction.
Supervise, train and evaluate assigned staff.
Utilize sound judgment to make decisions in the course of work.
Operate a personal computer with a working knowledge of analytical spreadsheets, word
processing, and related business software and equipment including intermediate or better skill
level of Microsoft products.
Apply innovation to problem solving and adapt to new and changing circumstances.
Provide leadership when necessary to effect departmental goals.
Apply principles of teamwork.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of the
work including maintaining an environment of productive customer service.
Physical Demands and Work Environment:
While performing the duties of this job, the employee is frequently required to: sit, stand and
walk short distances; use a computer keyboard and mouse,use hands to finger, handle, or feel;
reach with hands and arms; and talk or hear in person and on a telephone. The employee will
occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job
include close vision (for reading and working at a computer) and the ability to adjust focus.
Employees typically work in an office environment where the noise level is moderate.
Qualifications
Knowledge of:
Principles and practices of organization and administration.
Principles and practices of municipal budget development, analysis and administration.
Principles,practices and procedures of technical report writing and statistical and graphical
presentation methods.
Principles and procedures of financial record keeping and reporting.
Principles and practices of grant development and administration.
Programs, processes and structure of assigned department.
Principles of continuous process improvement and key quality measurement tracking.
Page 4 of 5
DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Administrative Manager
Pertinent local, State and Federal laws, ordinances and rules and legislative and regulatory
processes.
Principles of program, project and contract management.
Principles and practices of supervision.
Principles and practices of business writing.
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:
A Bachelor's degree from an accredited college or university with major course work in business
administration,public administration, or a closely related field is required. A Master's degree in
public administration is desirable.
Experience:
Four years of experience performing increasingly responsible professional administrative,
analytical and/or program management duties directly related to area of assignment, including
two years supervisory experience involving program management, preferably in a municipal
government setting.
Certifications/Licenses:
Possession of a valid California Class C driver's license.
Established: 10/18/21
Resolution#: 2021-XXX-N.C.S
Department: Public Works and Utilities
FLSA Status: Exempt
Page 5 of 5
DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
LU
W CITY OF PETALUMA
R el CLASS SPECIFICATION
A
�,. Date: 10/18/21
18 5,6 Job Class: 08ATCM
Assistant to the City Manager
Summary
Perform professional project management and analytical support to the City Manager and
executive team on a variety of difficult, complex and sensitive administrative manners; perform
responsible professional assignments such as contract administration, franchise agreement
negotiation and administration, legislative monitoring; coordinate the agenda review process and
oversee and support citywide committees and commissions; provide high-level research and
analysis; and serve as liaison for the City with a variety of private and public agencies and
community partners.
Class Characteristics
General direction is provided by the City Manager. Responsibilities may include the indirect and
direct supervision of management fellows and interns. In addition, supervision of projects and
technical direction may be provided by the Assistant to the City Manager to professional,
technical and administrative support personnel within the organization.
This single-position class is responsible a wide array of complex citywide programmatic and
project duties in the City Manager's Office. It is distinguished from the Management Analyst
series due to its external role, high level of independent judgment, scope of projects and degree
of contact with the City Manager and City Council. The Assistant to the City Manager works as
an integral member of various City teams in helping the City achieve its objectives, including
public presentations to the City Council, community members, and other interested parties.
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:
Plan, coordinate and/or conduct large and/or highly sensitive studies, analyses or projects and
corresponding documentation and technical reports often with Citywide impact; make
recommendations on administrative and operational issues with Citywide impact.
Oversee implementation of major, inter-departmental City projects and special studies.
Assist in the development of the City Council agenda; prepare and present staff reports and
presentations at various venues including commissions, councils,boards, and other governmental
meetings and professional, industry, and community groups; draft City Council documents; serve
on various committees and task forces; follow up on actions taken for various committees and
commissions.
Make presentations to the City Council and City commissions and committees; represent the
City in meetings with members of community,business, professional, educational and
governmental organizations; may represent the City in contacts with the media.
Page 1 of 5
DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Assistant to the City Manager
Serve as a liaison to various City committees and commissions, including development of
agendas, reports, presentations and commissioner relations.
Serve as a representative of the City with a variety of business, professional, and community
groups; coordinate technical support activities with other departments, divisions and outside
agencies.
Answer questions and provide information to the public, via telephone, e-mail, and written
correspondence; investigate complaints and recommend corrective action as necessary to resolve
complaint.
Participate in the preparation, development, monitoring and administration of the City operating,
multi-year and/or capital improvement budgets.
Provide highly responsible analytical assistance in the research, evaluation, and preparation of
complex statistical, financial, demographic and operational data used in reports, studies, surveys
and analyses; analyze and make recommendations in the development and administration of
assigned program area; maintain and track key quality measures Citywide.
Research and analyze pending legislation and/or regulations and identify impact to City
programs and activities; develop recommendations for changes to City programs,policies, and
procedures in response to legislation.
Serve as liaison between outside organizations and the City as well as between departments and
the City Manager's Office; serve as the City Manager's representative/staff liaison at meetings of
City management and staff, commissions, committees and other organizations as needed; and
may be a primary contact for citizens who desire to reach elected or executive leaders.
Provide professional guidance and interpretation of City policies and procedures.
Develop and analyze City policies,procedures and systems; recommend goals and objectives.
Develop and implement strategic plans.
Participate in or direct the conduct of rate studies; revise and develop fees; negotiate and
administer franchise agreements, contracts and leases; ensure compliance with City policies and
procedures and pertinent laws, regulations and ordinances.
Research grant opportunities and prepare grant proposals; monitor and administer grants.
Select and manage consultants and contractors; develop and administer contracts.
Prepare and submit regulatory reports.
Receive, research, and respond to the more complex and/or politically sensitive questions from
outside agencies, other City departments and the general public.
Evaluate program operations and activities; measure performance; recommend improvements
and modifications; prepare associated reports on operations and activities.
Build and maintain positive working relationships with co-workers, other City employees and
the public using principles of good customer service.
Serve as a professional staff resource to City management staff regarding a variety of issues,
projects, and negotiations.
Page 2 of 5
DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Assistant to the City Manager
Plan,prioritize, and review the work of professional, technical and administrative support staff
assigned to support daily operations of the department.
Develop schedules and methods to accomplish assignments ensuring work is completed in a
timely and efficient manner.
May participate in labor relations activities as needed.
Perform related duties as assigned.
Skills/Abilities:
Perform difficult and complex analytical work, ensuring compliance with City policies and
procedures, local, state and federal laws and regulations.
Analyze systems, administrative and management practices and identify opportunities for
improvement.
Research, analyze, resolve, and/or improve complex technical and administrative issues with
Citywide scope.
Work with and maintain the confidentiality of information.
Independently perform the more complex professional analytical work in support of assigned
programs.
Identify, research, and respond to complex and sensitive questions from City departments,
outside agencies and the public.
Prepare and present technical reports, requests for proposal, contracts and agreements.
Interpret, understand and apply City and department policies and procedures, local, state and
federal regulations.
Independently analyze situations and data and develop logical conclusions and sound
recommendations.
Analyze and present financial data, fiscal and actuarial reports.
Conduct, prepare and present special studies related to assigned operations.
Train and provide project direction.
Supervise, train and evaluate assigned staff.
Utilize sound judgment to make decisions in the course of work.
Operate a personal computer with a working knowledge of analytical spreadsheets, word
processing, and related business software and equipment including intermediate or better skill
level of Microsoft products.
Apply innovation to problem solving and adapt to new and changing circumstances.
Provide leadership when necessary to effect Citywide goals.
Apply principles of teamwork.
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DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Assistant to the City Manager
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of the
work including maintaining an environment of productive customer service.
Physical Demands and Work Environment:
While performing the duties of this job, the employee is frequently required to: sit, stand and
walk short distances; use a computer keyboard and mouse,use hands to finger, handle, or feel;
reach with hands and arms; and talk or hear in person and on a telephone. The employee will
occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job
include close vision(for reading and working at a computer) and the ability to adjust focus.
Employees typically work in an office environment where the noise level is moderate.
Qualifications
Knowledge of:
Principles and practices of organization and administration.
Project management principles,practices, systems and performance management systems.
Communication and public engagement programs and initiatives.
Functions and services of a municipal government, including new trends and innovations.
Principles and practices of municipal budget development, analysis and administration.
Principles,practices and procedures of technical report writing and statistical and graphical
presentation methods.
Principles and procedures of financial record keeping and reporting.
Principles and practices of grant development and administration.
Programs, processes and structure of assigned department.
Principles of continuous process improvement and key quality measurement tracking.
Pertinent local, State and Federal laws, ordinances and rules and legislative and regulatory
processes.
Principles of contract negotiation and management.
Principles and practices of supervision.
Principles and practices of business writing.
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:
A Bachelor's degree from an accredited college or university with major course work in business
administration,public administration, or a closely related field is required.
A Master's degree is desirable.
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DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Assistant to the City Manager
Experience:
Four years of experience performing increasingly responsible professional administrative,
analytical and/or program management duties directly related to area of assignment,preferably
in a municipal government setting.
Certifications/Licenses:
Possession of a valid California Class C driver's license.
Established: 10/18/21
Resolution#: 2021-XXX N.C.S.
Department: City Manager's Office
FLSA Status: Exempt
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DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
LU
W CITY OF PETALUMA
R el CLASS SPECIFICATION
A
�,. Date: 10/18/21
18 5,6 Job Class: 09SRCA
Communications Program Manager
Summary
Plan, develop, organize, manage, and execute the activities of the City's comprehensive
communications, public information, and governmental relations programs. This position is
responsible for coordinating all centralized communications activities and programs with City
Council, City staff, the news media, the public, and outside agencies and organizations.
Class Characteristics
General direction is provided by the department director. Responsibilities include the interaction
and interdepartmental collaboration with all City departments and may include the indirect and
direct supervision of professional, technical, administrative support and contract personnel.
This is a management classification that oversees a broad range of responsibilities for public
relations and communication related to City services and activities. Incumbents serve as a
centralized source of public and community information for dissemination to employees,
businesses, community groups, the public and the media. Incumbents serve as a professional-
level resource for organizational, operational analyses, and studies. Performance of the work
requires the use of considerable independent, initiative, and discretion within broad guidelines.
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 and execute strategic communication plans in consultation with City management to
promote the initiatives and priorities of the City.
Plan, develop and implement a comprehensive communication/public relations program
including guidance, coordination, and oversight to all departments to enhance the City's brand,
image, and position; promote City programs, events, activities and services.
Participate in the design, development, writing and distribution of public information across a
variety of platforms, integrating the City's vision,mission and strategic goals and key issues into
various communications.
Manage the City's portfolio of multimedia tools, and produce press releases, website, social
media and e-newseletter content.
Oversee emergency communications including coordination of mass notification alerts and other
urgent emergency communications; work closely with public safety personnel and others at the
emergency operations center and/or during large-scale events and news media briefings.
Distribute key internal messages to all City staff.
Establish and maintain news media contacts and identify media opportunities; respond to media
inquiries and requests for information; establish and maintain effective working relationships
with news media representatives and related entities.
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DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Communications Program Manager
Serve as a key spokesperson and representative for the City Manager, answering inquiries from
the community, media and other organizations.
Manage the City's customer management system for communications distribution.
Prepare talking points, key messages, media alerts, public announcements, and other
informational material related to public relations and public information.
Identify and evaluate emerging media and other public issues and activities and develop
strategies and communications to manage/mitigate issues appropriately.
Ensure positive and consistent branding and messaging for all publications.
Administer and oversee the coordination of requests from City departments of their public
relations efforts.
Advise and provide guidance to City staff, elected and appointed officials, and commissioners, in
developing key messaging, preparing responses to inquiries.
Plan, develop, and manage public relations strategies and logistics for special projects, events,
programs, meetings, and public forums.
Use good judgment, resourcefulness and diplomacy in resolving conflict situations, crisis
management and in news media interviews.
Plan,prioritize and review the work of professional, technical administrative support and
contract staff assigned to support daily operations of the department.
Develop schedules and methods to accomplish assignments ensuring work is completed in a
timely and efficient manner.
Receive, research and respond to the more complex and/or politically sensitive questions from
outside agencies, other City departments and the general public.
Select and manage consultants and contractors; develop and administer contracts.
Answer questions and provide information to the public, via telephone, e-mail, and written
correspondence.
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.
Skills/Abilities:
Develop a proactive communication strategic plan to meet City needs and services.
Create appropriate messages to develop and implement positive public relations and
informational program.
Act as spokesperson and effectively represent the City during interviews and other public
speaking engagements.
Establish and maintain a good working relationship with media representatives, community
organizations, staff, and volunteers.
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DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Communications Program Manager
Prepare clear and concise reports, correspondence, and other written materials; present reports at
City Council meetings.
Organize and prioritize a variety of projects and multiple tasks in an effective and timely
manner; organize own work, set priorities, and meet critical time deadlines.
Use tact, initiative,prudence, and independent judgment within general policy, procedural, and
legal guidelines. Work with and maintain the confidentiality of information.
Effectively use computer systems, software applications relevant to work performed, and modern
business equipment to perform a variety of work tasks; including graphic design software.
Communicate clearly and concisely, both orally and in writing,using appropriate English
grammar and syntax.
Establish, maintain, and foster positive and effective working relationships with the community
at-large, the City Council,public officials,boards, agencies, citizen groups, and those contacted
in the course of work.
Communicate proficiently and understand cultural sensitivities in serving diverse populataions.
Oversee communication program in multiple languages.
Coordinate with operating departments and outside agencies to implement media campaigns.
Perform difficult and complex analytical work, ensuring compliance with City policies and
procedures, local, state and federal laws and regulations.
Analyze systems, administrative and management practices and identify opportunities for
improvement.
Independently perform the more complex professional analytical work in support of department
and programs.
Identify, research, and respond to complex and sensitive questions from other City departments,
outside agencies and the public.
Interpret, understand and apply City policies and procedures, local, state and federal regulations.
Independently analyze situations and develop logical conclusions and sound recommendations.
Train and provide project direction.
Supervise, train and evaluate assigned staff.
Utilize sound judgment to make decisions in the course of work.
Operate a personal computer with a working knowledge of analytical spreadsheets,word
processing, and related business software and equipment, including advanced skill level using
Microsoft products.
Apply innovation to problem solving and adapt to new and changing circumstances.
Provide leadership when necessary to effect departmental goals.
Apply principles of teamwork.
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DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Communications Program Manager
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of the
work including maintaining an environment of productive customer service.
Physical Demands and Work Environment:
While performing the duties of this job, the employee is frequently required to: sit, stand and
walk short distances; use a computer keyboard and mouse,use hands to finger, handle, or feel;
reach with hands and arms; and talk or hear in person and on a telephone. The employee will
occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job
include close vision (for reading and working at a computer) and the ability to adjust focus.
Employees typically work in an office environment where the noise level is moderate.
Qualifications
Knowledge of:
Objectives of public information and media/community relations programs and media dynamics;
presentation formats including graphic design,print media layout and broadcast media
production.
Website, social media and communication platform trends, content management and analytics;
current events and issues.
Principles,practices and procedures of emergency response communications.
Website design and ability to troubleshoot coding errors.
Effective verbal and interpersonal communication skills.
Communication and public engagement programs and initiatives.
Federal, State and local laws and rules governing the disclosure of information by a public
agency.
Principles of project and contract management.
Principles and practices of supervision.
Principles and practices of business writing.
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:
A Bachelor's degree from an accredited college or university with major course work in public
administration, communications, marketing,journalism,public media relations, English or a
closely related field is required. A Master's degree is desirable.
Experience:
Three years of experience performing increasingly responsible communications, marketing, and
public relations experience, preferably in a municipal government setting. Demonstrated track
record of community engagement. Ability to communicate in a language other than English is
desirable.
Page 4 of 5
DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Communications Program Manager
Certifications/Licenses:
Possession of a valid California Class C driver's license.
Training in emergency response communications,public engagement or public
communications/relations desirable.
Membership in CAPIO desirable.
Established: 10/18/21
Resolution#:
Department: Economic Development and Open Government
FLSA Status: Exempt
Page 5 of 5
DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
LU
W CITY OF PETALUMA
R el CLASS SPECIFICATION
A
�,. Date: 10/18/2021
1 s 5$ Job Class: 09DYSM
Data and Systems Manager
Summary
Plan, organize, manage, and direct the staff, operations, maintenance, and services of the City's
information assets, including data and information governance, control, policy development, and
effective utilization of data as an asset. This position will provide data insights that help drive
strategic and tactical opportunities and be the champion for a citywide data-driven, decision-
making culture.
Class Characteristics
General direction is provided by the Economic Development and Open Government Director;
responsibilities include the direct and indirect supervision of professional, technical, and/or
support staff.
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:
Data Policy
• Plan, organize, implement and direct the City's information assets, data and information
governance, control, policy and procedures.
• Provide overall administrative direction, coordination, standards of service, and planning
of data systems services and activities on a city-wide basis.
• Administer a data management plan that supports the overall strategic direction and
operations.
• Develop and maintains controls on data quality, interoperability and sources to
effectively manage risk.
• Oversee city-wide needs and recommend, develop, and implement strategic programs,
policies and data systems to meet those needs.
• Collaborate with the Information Technology Manager and City executive team to
establish vision and strategies for enhanced uses of data and information, and to create a
culture that treats data as a city-wide asset.
• Lead the development,publication and maintenance of the information architecture, as
well as a road map for its future development that matches and supports business needs.
• Evolve and institutionalize behaviors for the appropriate use of information within
changing privacy needs, ethical values, societal expectations and cultural norms.
Data Management and Security
• Identify new kinds, types and sources of data to drive innovation throughout the City.
• Define processes for the effective, integrated introduction of new data.
Page 1 of 3
DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Data and Systems Manager
• Advance the role of the data stewards in the City by assisting in defining and
implementing policies and programs for data stewardship and custodianship in concert
with legal, information security, and risk management.
• Define, manage, and control master data and metadata policies, controls, and standards,
including reference data.
• Oversee the integration and staging of data, and the development and maintenance of the
data warehouse and data marts.
• Create policies and controls for the appropriate protection of information assets through a
defined life cycle from acquisition or creation to end of life destruction and disposal
procedures.
Open Data/Data Distribution/Data Access
• Oversee open data initiatives and citizen engagement efforts.
• Oversee research and analytics to maximize the use of data assets.
• Explore and develop analytic capabilities and predictive modeling as it pertains to City-
wide decision making.
• Develop and implement a comprehensive open data program for all city departments.
• Develop policies and practices for departments to use to identify, review, publish and
maintain open data sets for external consumers.
• Develop standards for implementing websites, applications and other technology projects
by city agencies in a way that supports open data.
• Oversee the management of an open data portal that will serve as the central directory for
open data made available by the city.
• Engage with external consumers of open data to ensure awareness of available data,
solicit feedback on data quality and obtain new ideas for future data releases.
Systems Management
• Oversee the City's complete software asset inventory including all on-premises and
cloud-based systems.
• Collaborate with City departments in the selection and implementation of business
systems to ensure full integration with, and enhancement of the City's data library, while
also optimizing the use of existing City system investments.
• Ensure systems standards that allow for continued integration of City systems as
appropriate.
• Oversee the defining of major software system needs and functionality, the vendor
selection process, and the negotiation and management of vendor contracts.
• Manage the implementation process for all major software systems.
• Implement strong project management and change management concepts to ensure wide-
spread adoption of new systems
• Ensure proper maintenance of all major software systems.
Managerial
• Oversee and direct the supervision of all assigned staff.
• Authorize various personnel actions, including, but not limited to, hiring,performance
evaluations, promotions, transfers, and disciplinary actions in concert with organizational
policies and practices.
Perform related duties as assigned.
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DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Data and Systems Manager
Skills/Abilities:
A solid technical foundation and understanding of relational databases, GIS systems and applied
data for mapping and software development.
Principles and practices of open data formats and portals (commercial and open source), open
government and Government 2.0.
Solid understanding of application programming interface (API)that conforms to the constraints
of REST (representational state transfer) architectural style and allows for interaction with REST
web services.
Proficiency utilizing and building software applications that employ open data.
Principles and practices of government budgeting and legislative process.
Communicate with internal and external stakeholders on technical issues clearly and concisely,
both orally and in writing.
Successfully manage and implement projects requiring the application of planning,process
initiation, communication, control, leadership, resources and personnel management, monitoring,
decision making.
Anticipate,plan and coordinate the work of subordinate technical and team members of
other departments.
Analyze problems and situations and to present appropriate facts and
recommendations concisely in written and oral form.
Demonstrated desire and ability to learn new procedures, software tools, and skills, with a self-
motivated,proactive approach to work responsibilities.
Demonstrated strong interpersonal and communication skills and the ability to work effectively
with a wide range of constituencies in a diverse community.
Physical Demands and Work Environment:
While performing the duties of this job,the employee is regularly required to sit,use the computer
keyboard and mouse,use hands to finger, handle, or feel, reach with hands and arms, talk or hear,
stand,walk, and stoop, or crouch. 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 practices of leadership, supervision, training, and performance evaluation and
experience managing technologically-directed teams.
Principles of project management, including the ability to effectively deploy resources and
manage multiple, diverse projects in a cross-functional environment.
Knowledge of relevant enterprise-wide data management architectures, strategies, applications,
big data solutions, and tools.
Office procedures, methods, and equipment including computers and applicable software
applications such as word processing, spreadsheets, and databases.
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DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Data and Systems Manager
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:
A Bachelor's Degree from an accredited four-year institution of higher education in business
administration, computer science, GIS, data science, information science or related field, or
equivalent work experience. A Master's degree with major course work in a related field is
desirable.
Experience:
Five years of increasingly responsible management experience in information technology, data
governance, geographic information systems, or data science, ideally in the government sector,
including two years of supervisory experience.
Demonstrated experience leveraging new technologies to address complex business needs.
Certifications/Licenses:
Possession of a valid California Class C driver's license.
Relevant certifications in data management, data analytics, or other areas relative to the
responsibilities of the position.
Established: 10/18/2021
Resolution#: 2021-XXX N.C.S.
Department: Economic Development and Open Government
FLSA Status: Exempt
Page 4 of 4
DocuSign Envelope ID:B98E260C-A8CB-4A61-BA99-7C425ABBOD9E
LU
a f CITY OF PETALUMA
CLASS SPECIFICATION
,s.
Date: 10/18/21
z$ $ Job Class: 08DCMF
Deputy City Manager / Director of Finance
Summary
Plan, organize, coordinate and direct one or more major City functional areas; provide policy
guidance and coordinate the activities of assigned departments, divisions and services; foster
cooperative working relationships with civic groups, inter-governmental agencies and City staff.
Class Characteristics
General administrative direction is provided by the City Manager; responsibilities include the
direct and indirect supervision of management, supervisory,professional,technical,and/or support
staff.
Deputy City Manager: Assists the City Manager to plan, organize,manage, and direct the overall
activities and operations of the City government;to represent City policies and programs with City
staff, community organizations, other agencies, and the public;to coordinate activities among and
with other departments;to act in the absence of and to provide staff assistance to the Assistant City
Manager, City Manager and City Council as directed by the City Manager; to review City
department's annual budget requests and develop final expenditure recommendations for
presentation to the City Manager.May supervise other senior managers and department heads; and
perform related work as required under the general direction of the City Manager.
Director of Finance: Direct, manage, and oversee the activities and operations of the Finance
Department, including financial reporting, accounting, payroll, budget preparation, treasury
function, debt administration, revenue management, utility billing, business licensing, and
purchasing; advise the City Manager and City Council on financial matters; coordinate assigned
activities with other departments and outside agencies; serve as the City Treasurer and City
Auditor; provide highly responsible and complex administrative support to the City Manager.
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 -Deputy City Manaier:
Provides the City Manager, Assistant City Manager, City Council and senior staff with advice
and consultation on the development of City services and policies.
Assists the City Manager in developing,planning, implementing and administering Citywide
goals and objectives as well as policies and procedures necessary to provide City services; and
approves new or modified programs, systems,policies, and procedures.
Provides direction and advice to City department management; support staff, and coordinates
interdepartmental activities as well as City activities with outside agencies and organizations. At
the direction of the City Manager may provide formal, administrative supervision and support to
other City departments.
Page 1 of 3
DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Deputy City Manager/Director of Finance
When designated by the City Manager, may represent City Council policies with employees,
other government agencies, the public, and community organizations.
Reviews department budget requests and proposals, overseeing formulation of the annual budget,
long-range financial plan, and strategic planning and visioning; develops recommendations on
final expenditure levels for presentation to the City Council.
Performs or supervises comprehensive management analyses in a wide range of municipal
policies, organization,procedures,budgetary, and finance areas; and prepares and presents staff
reports and other necessary correspondence.
Oversees expenditure controls for the adopted budget; and maintains a continued awareness of
administrative practices and recommends changes to the City Manager.
May serve as City Manager on a relief basis.
Duties—Director of Finance:
Provide effective management and oversight of all Finance Department services and activities,
including financial reporting, accounting, payroll, budget preparation, treasury function, debt
administration, revenue management, utility billing, business licensing, and purchasing.
Develop, plan, and implement department goals, providing strong direction as to objectives,
policies, procedures, and priorities; oversee short-and long-term planning.
Manage and participate in the development and administration of the City budget, Capital
Improvement budget, and Finance Department budget; direct the monitoring of and approve
expenditures; direct the preparing of and implement budgetary adjustments as necessary.
Oversee the annual fiscal year audit and participate in the review of the results of the annual audit
with external auditors.
Monitor and evaluate the efficiency and effectiveness of City-wide financial methods and
procedures and administrative and support systems; identify opportunities for improvement; direct
the implementation of changes.
Coordinate Finance Department activities with those of other departments and outside agencies
and organizations.
Provide administrative assistance to the City Manager and City Council; prepare and present
reports to the City Council and various committees and commissions regarding City financial
matters.
Serve as the City Treasurer pursuant to local ordinances and charter; serve as the City's budget
officer, City Auditor, and financial advisor overseeing financial forecasting, investment
management, and related financial activities.
Participate in the issuance of debt; ensure timely and accurate debt services payments.
Prepare financial statements in accordance with generally accepted accounting standards.
Provide effective direction, oversight, and participate in the development of the Finance
Department work plan; assign work activities,projects, and programs; monitor work flow; review
and evaluate work products, methods, and procedures.
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DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Deputy City Manager/Director of Finance
Select, train, motivate, and evaluate personnel on a timely basis; provide or coordinate staff
training; conduct performance evaluations; implement discipline procedures; maintain discipline
and high standards necessary for the efficient and professional operation of the Department.
Represent the department to outside groups and organizations; participate in outside community
and professional groups and committees providing technical assistance as necessary.
Conduct organizational and operational studies; recommend modifications to finance programs,
policies, and procedures as appropriate.
Direct the negotiation and execution of a variety of contracts and agreements.
Perform related duties as assigned.
Skills/Abilities:
Plan, organize, manage, coordinate, and supervise the functions and services of the City to
achieve efficient operations and achieve program goals. Prepare and administer the City budget
and oversee fiscal records.
Direct the gathering, organization, analysis, and presentation of a variety of data and
information.
Prepare clear, concise, and accurate records and reports. Evaluate, formulate, and develop
recommendations on improvements to City operations, programs, and services.
Provide advice and consultation to the City Council on the development of ordinances,
regulations,programs, and policies.
Communicate well during public presentations, in internal staff and City Council closed session
meetings.
Exercise supervisory and management authority tactfully and effectively.
Effectively represent the City's policies, programs, and services with the public, community
organizations, City staff, and other government agencies.
Establish and maintain cooperative working relationships with those contacted in the course of
duties.
Physical Demands and Work Environment:
An employee is regularly required to, sit at desk and in meetings for long periods of time; talk or
hear, in person, in meetings and by telephone; use hands and fingers to handle, feel or operate
standard office equipment;and reach with hands and arms.Intermittently,twist to reach equipment
surrounding desk; walk to observe department activities; bend and squat to perform file searches;
perform simple grasping and fine manipulation; use telephone and write or use a keyboard to
communicate through written means; operate an automobile to attend various meetings and
workshops. While performing duties, the employee is regularly required to use written and oral
communication skills; analyze community service, budget and technical reports; interpret and
evaluate staff reports; know laws, regulations and codes; observe performance and evaluate staff;
problem solve community service issues; remember personnel rules, legal and code requirements;
and explain and interpret codes, policies and procedures; interact with City management, other
governmental officials, contractors, vendors, employees and the public.
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DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Deputy City Manager/Director of Finance
Qualifications
Knowledge of:
Principles and practices of public administration including administrative analysis, fiscal
planning, and control,policy, and program development.
Advanced principles and practices of municipal finance management and administration.
Federal, state, and local regulatory requirements, including applicable laws, codes, ordinances,
regulations, and guidelines.
Organizational and management practices as applied to the analysis and evaluation of finance
programs, policies, and operational needs.
Principles and practices of budget preparation and administration.
Principles and practices of accounting, financial reporting, auditing, and bond financing.
Information sources, and research and data analysis techniques in the fields of public
administration, financial planning, accounting, annual budget, capital budget, and annual audit
policy and procedures.
Principles and practices of effective public relations.
Principles and practices of leadership, motivation, team building, and conflict resolution.
Principles and practices of supervision, training, and performance evaluation.
Office procedures, methods, and equipment including computers and applicable software
applications such as word processing, spreadsheets, and databases.
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:
A Bachelor's degree with major course work in public administration, business administration,
finance, accounting, or a field related to the essential functions of this position. A Master's degree
with major course work in a related field is desirable.
Experience:
Five years of progressively responsible,professional public sector experience in municipal finance
management or municipal administration, including three years in a supervisory capacity.
Certifications/Licenses:
Possession of a valid California Class C driver's license.
Established: 10/18/21
Resolution#: 2021-XXX N.C.S.
Department: Finance, City Manager's Office
FLSA Status: Exempt
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LU
W CITY OF PETALUMA
CLASS SPECIFICATION
A
�,. Date: 10/18/2021
18 5 8 Job Class: 09DCBO
Deputy Chief Building Official
Summary
Under general direction, the Deputy Chief Building Official serves to assist the Chief Building
Official in planning, directing, coordinating and supervising the activities and staff of the
Building Division within the Community Development Department; coordinates, oversees and
participates in plans examination operations, code enforcement, building, inspection and permit
application processing; develops and provides comprehensive training programs for divisional
staff; and represents the Chief Building Official in his/her absence.
Class Characteristics
The Deputy Chief Building Official performs work that is highly complex and assists the Chief
Building Official with facilitating the achievement of goals and objectives for the Building
Division. Incumbents exercise independent judgment and make sound recommendations based on
building plans examination results. The Deputy Chief Building Official is fully competent to
perform responsible and difficult examinations of residential, commercial, and industrial
buildings.
The Deputy Chief Building Official is distinguished from the Chief Building Official in that the
former maintains a higher level and degree of responsibility and directs a division of the
Community Development Department.
Direction is provided by the Chief Building Official or higher-level staff. Responsibilities
include direct and indirect supervision of professional, technical and clerical personnel.
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 up-to-date interpretations of building codes, regulations and policies to City staff,
decision-makers, and the public.
Administer federal, state, and municipal codes and regulations governing building construction
and related matters.
Supervise the plans examination staff, issuance of building permits and verification of fees, and
maintenance of records of permit applications assigned and processed.
Develop building code amendments and policies.
Review and supervise the examination of construction documents for residential, commercial, and
industrial building construction and alterations ensuring that plans, structural calculations, and
specifications comply with building and related codes and regulations.
Page 1 of 3
DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Deputy Chief Building Official
Examine plans and calculations to verify stability and loading of structural members and
connections. Determine adequacy of design to meet earthquake, wind-load, and material stress
requirements.
Confer with homeowners, builders, engineers, and architects to give information and interpret
building codes and regulations, recommend changes to obtain compliance, and review corrected
plans for conformity with requirements.
Oversee coordination of construction and development review with other City departments.
Participate and provide input for building code compliance in the planning review process.
Initiate appropriate action to enforce code compliance, and prepare correspondence relating to the
corrections of plans and engineering detail.
May make on-site construction inspections to confirm that construction complies with approved
plans and specifications.
Advise building inspectors on structural and other building related problems arising in the field
during construction; assist building inspectors as needed.
Keep informed of changes and legislation pertaining to assigned work; investigate new and
substitute materials, new methods of structural design, and construction techniques; recommend
appropriate changes in the building codes and regulations.
Utilize computer to record plan examination data, update data, and produce reports.
Participate in setting work priorities and coordinating and scheduling own assignments.
Perform related duties as assigned.
Skills/Abilities:
Work with mathematical concepts such as calculations of square footage and other calculations
related to the work involving the review and examination of building construction process.
Prepare clear, concise, and accurate reports, correspondence, and other written materials.
Perform detailed analysis and examination of building and construction designs,specifications and
plans, and reports, in order to reach sound conclusions.
Apply basic engineering and architectural principles and techniques to the solution of complex
residential, commercial, and industrial construction problems and objectives.
Organize work and set priorities and exercise sound independent judgment within established
procedural guidelines.
Maintain organized and accurate records of plan checking data and report, and other related
documentation.
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 the
work.
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DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Deputy Chief Building Official
Physical Demands and Work Environment:
While performing the duties of this job,the employee is regularly required to sit,use the computer
keyboard and mouse,use hands to finger, handle, or feel, reach with hands and arms, talk or hear,
stand,walk, and stoop, or crouch. 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:
Techniques, materials, and practices in the structural, plumbing, mechanical, and electrical
construction fields.
Residential, commercial, and industrial construction materials, methods, and equipment.
Applicable codes and ordinances governing housing and building construction, rehabilitation,
alteration, use, and occupancy.
Federal and state accessibility codes and regulations.
Appropriate safety and fire prevention construction and building methods.
Office procedures, methods, and equipment including computers and applicable software
applications such as word processing, spreadsheets, and databases.
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 a Bachelor's degree with major course work in either a construction-related field
such as engineering or construction management, or a management-related field such as public or
business administration.
Experience:
Four(4)years of experience performing plans examination or building inspection work.
Progressive advancement within a building division, including project management and
supervision.
Experience with reach codes and green building codes.
Certifications/Licenses:
Must possess a valid California Class C driver's license.
Possession of an ICC (International Code Council) Plans Examiner Certificate is highly desirable,
and must be obtained within two years of employment.
Possession of an ICC (International Code Council) Certified Building Official is highly
desirable.
Engineering in Training (E.LT.), or higher certification, is highly desirable.
Certified Access Specialist(CASp) obtained through the Division of State Architect(DSA) is
highly desirable.
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DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Deputy Chief Building Official
Established: 10/18/21
Resolution#: 2021-XXX N.C.S.
Department: Community Development
FLSA Status: Exempt
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LU
W CITY OF PETALUMA
R el CLASS SPECIFICATION
A
�,. Date: 10/18/21
18 5,6 Job Class: 09ENSS
Environmental Services Supervisor
Summary
Plan, organize, coordinate, and supervise the work of environmental compliance inspection, and
of programs related to National Pollutant Discharge Elimination Program System (NPDES)
permits, including, pollution prevention program, pretreatment program, sewer collection
system, storm water,recycled water, and biosolids management; perform a variety of technical
tasks relative to assigned area of responsibility.
Class Characteristics
General direction is provided by a higher-level manager; responsibilities include the direct and
indirect supervision of professional, technical, and/or support staff. The incumbent ensures City
compliance with a broad range of regulatory and permit conditions and manages revenue from
the industrial discharge and impact fee program.
This position is distinguished from the Deputy Director of Environmental Services by the
latter's responsibility for the overall management of the division.
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:
Recommend and assist in the implementation of goals, objectives, policies, and procedures and
establish schedules and methods for activities and operations related to the environmental
compliance programs, including inspection, environmental lands management, and stormwater.
Plan, prioritize, assign, supervise, and review the work of staff involved in conducting
environmental compliance inspections, , environmental lands management, and stormwater.
Evaluate operations and activities of assigned responsibilities and recommend improvements
andmodifications; prepare various reports on operations and compliance 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 the selection of staff; provide and coordinate staff training; work with employees
tocorrect deficiencies and implement discipline procedures as necessary.
Oversee and administer environmental documentation for the department's programs and
projects;oversee completion of mitigation measures as required by regulatory agencies.
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DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Environmental Services Supervisor
Develop, implement, and manage various programs related to NPDES, including,pollution
prevention programs,pretreatment programs, sewer collection system, storm water, recycled
water, and biosolids management to ensure compliance with requirements.
Prepare and submit a variety of technical reports, including those required by
governmentalagencies; prepare and submit permit renewals and documentation as required.
Perform technical review of existing, proposed, and new local, state, and federal environmental
regulations and provide appropriate input to City management; maintain library of regulatory
information.
Develop,evaluate,and implement procedures,and standards to meet permit requirements;review
and select outside environmental firms to provide professional services.
Oversee and coordinate the completion of permit conditions and mitigation requirements for
Capital Improvement Projects.
Oversee and ensure compliance with air quality at the water recycling plant and ensure proper
disposal of hazardous waste generated by treatment plant facilities.
Oversee and assist in the preparation of wastewater capacity fee calculations and other cost
recovery fees.
Develop, evaluate, and implement pretreatment regulations, permits for industrial users, and
standards to ensure compliance with pretreatment regulations.
Serve as the Deputy Director of Environmental Services in their absence as necessary.
Serve as a liaison with various regulatory agencies;coordinate pollution prevention activities with
local businesses and other government agencies.
Answer questions and provide information to the public; investigate complaints and recommend
corrective action as necessary to resolve complaints.
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.
Skills/Abilities:
Plan, organize, direct, and supervise environmental compliance inspection, and stormwater
regulatory compliance.
Plan and carry out environmental programs that support Capital Improvement Projects.
Ensure that quality assurance and quality control programs for pre-treatment and
instrumentation are properly developed and maintained.
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DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Environmental Services Supervisor
Ensure compliance with environmental standards established by federal, state, and local laws,
ordinances, and regulations for all regulatory programs.
Plan, implement, and carry out the air quality requirements for the department.
Utilize sound judgment to make decisions in the course of work.
Analyze sets of data with simple and/or complex relationships and arrive at logical conclusions
relative to these relationships; prepare technical reports.
Perform regulatory research for wastewater, recycled water, air quality and stormwater.
Implement monitoring programs as required by the Regional Water Quality Control Board, State
Water Resources Control Board, U.S. Environmental Protection Agency, Department of Public
Health, and other regulatory agencies.
Assist in the development and monitoring of an assigned program budget.
Develop and recommend policies and procedures related to assigned operations.
Supervise, train, and evaluate assigned staff.
Maintain accurate records and prepare comprehensive reports.
Effectively represent the City in contacts with the 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 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 the
work.
Physical Demands and Work Environment:
While performing the duties of this job, the employee is frequently required to sit, stand, walk,
talk, hear, and reach with hands and arms. The employee is frequently required to use hands to
finger, handle, or feel objects, tools, or controls, and will frequently be required to enter data
intoa terminal, personal computer or keyboard device and operate office equipment requiring
repetitive arm/hand movement. The employee is often required to climb, balance, stoop, kneel,
crouch, or crawl or use the ability to smell. The employee must be able to perform a moderate
amount of physical labor, including having sufficient strength to lift, carry and/or move items
upto 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. Must
be able to hear alarms and respond to others without being able to see them performing
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DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Environmental Services Supervisor
the duties of this job, the employee is often exposed to outside weather and wet conditions.
Other work conditions include exposure to unpleasant odors, mechanical parts, fumes, airborne
particles and moderate noise levels. There is risk of exposure to hazardous fumes and
substances.
Special Physical Requirements:
May be required to wear respiratory protection or other safety equipment and foot, eye,
andhearing protection.
Qualifications
Knowledge of:
Principles and practices of developing and implementing a comprehensive environmental
compliance program, including NPDES permit compliance.
Pertinent federal,state,local,and department regulatory requirements,including applicable laws,
codes,ordinances,regulations,and guidelines governing wastewater,water,storm water,recycled
water, air quality, biosolids, pollution prevention, and industrial waste monitoring and control,
including the California Environmental Quality Act(CEQA).
Principles of Federal pre-treatment standards.
Characteristics and problems involved with wastewater and environmental compliance
analysis.
Methods and techniques used in sampling and principles of statistical analysis.
The proper care and maintenance of related equipment; in field sampling, safety methods, and
procedures.
Principles and practices of supervision, training, and performance evaluation.
Principles and practices of budget administration.
Principles and practices of safety management.
Principles and practices of effective customer service.
Office procedures, methods, and equipment including computers and applicable software
applications such as word processing, spreadsheets, databases, graphics, State Water Board
reporting systems, and operational control and reporting software.
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:
A Bachelor's degree from an accredited college or university with major course work in
chemistry,biology, environmental sciences,business administration, environmental economics,
civil engineering, or a related field.
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Environmental Services Supervisor
Experience:
Four years of increasingly responsible work experience in a water,wastewater,stormwater,and/or
industrial laboratory setting, including two years in a supervisory capacity. Experience with
interpreting and implementing complex regulations is desirable.
Certifications/Licenses:
Possession of a valid California Class C driver's license.
Ability to obtain a California Water Environment Association (CWEA) Environmental
Compliance Grade III certification within(18) months of appointment.
Possession of a Qualified Stormwater Pollution Prevention Plan (SWPPP) Practitioner (QSP) by
the California State Water Resources Control Board is highly desirable.
Possession of a Qualified Stormwater Pollution Prevention Plan (SWPPP) Developer (QSD)
bythe California State Water Resources Control Board is highly desirable.
Additional Requirements:
Must be available to work outside normal working hours when necessary.
Established: 12/15/08
Resolution#: 2021 —XXX N.C.S.
Revised: 11/17/2014; 08/02/2021; 10/18/2021
Department: Public Works and Utilities
FLSA Status: Exempt
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DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
LU
W CITY OF PETALUMA
R el CLASS SPECIFICATION
A
�,. Date: 10/18/2021
18 5,6 Job Class: 04FASP
Facilities Supervisor
Summary
Plan, coordinate, supervise activities of staff in the Facilities Maintenance section of the Parks and
Facilities Division of the Parks and Recreation Department related to the installation,maintenance,
repair, and service of the electrical and mechanical equipment, facility infrastructure, structures,
and roofs; and provide technical support to City project and program managers.
Class Characteristics
General direction is provided by a higher-level manager or superintendent; responsibilities
included the direct and indirect supervision of lower-level professional, technical, and support
services positions.
This class can be distinguished from the Facilities Technician I/II and Senior Facilities Technician
in that the Facilities Supervisor provides first level direct supervisory responsibilities and
operations within the Facilities section. Incumbent provides technical expertise and
troubleshooting regarding the most complex maintenance and repair issues, directly contracts with
vendors and possesses journey-level trade experience. The Facilities Supervisor class is
distinguished from the Superintendent of Parks and Facilities by its degree of public interface and
scope of responsibilities related to budgeting.
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:
Supervise and perform maintenance and repair duties for the City's structures and related facilities.
Plan, schedule, and monitor the work of subordinate staff engaged in repair activities; prioritize
and distribute assignments; prepare daily work schedules; monitor productivity, efficiency and
quality of work performed.
Provide standard maintenance procedures for operating staff and maintenance staff for routine
preventative maintenance procedures; provide input to supervisors and managers regarding
assigned staff performance.
Implement project management scheduling for Capital Improvement Projects; monitor and input
work status into work order and asset management system.
Oversee inspection, maintenance, troubleshooting, repair, and service of facilities, heating, air
conditioning and ventilation systems, electrical systems, and plumbing systems; coordinate,
supervise, and inspect outside contractors.
Oversee preventive and predictive maintenance checks and servicing on equipment; develop and
monitor maintenance schedules.
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Facilities Supervisor
Manage supplies and maintain appropriate inventories; estimate quantities of materials and
supplies needed and place orders; recommend and assist with equipment purchases including
budget planning for operating and major purchases; oversee the maintenance of time, material,
work order, and equipment use records.
Rebuild equipment by disassembling, cleaning, ordering replacement parts, repairing mechanical
malfunctions, and reassembling and testing.
Train staff in work techniques, use of equipment, and safety programs and techniques such as
confined space entry procedures and lift station maintenance safety procedures.
Adhere to safety orders and comply with federal and OSHA regulations in all aspects of work.
Confer with engineers, contractors,vendors,other City departments, and staff as needed regarding
assigned projects, project scheduling, material purchases, work assignments, office procedures,
and work production;make recommendations as appropriate regarding the design,installation,and
maintenance of building and facility mechanical systems.
Read and interpret construction plans, specifications, and schematics; provide input on design
drawings and specification and recommend changes if appropriate.
Fabricate parts and equipment as needed such as mounts, brackets, and shields; operate welding
and cutting equipment.
Perform general plumbing, electrical, and carpentry duties as required.
Establish standby lists to ensure that personnel are available for problems which might occur after
work hours, on weekends, and holidays.
Responsible for the administration of outside contract work.
Maintain and oversee an inventory of facilities maintenance projects and assist in prioritizing and
completing projects.
Prepare reports, forms, correspondence, and related documentation regarding assigned operations;
ensure that all required forms and reports are properly completed and filed in a timely manner.
Perform related duties as assigned.
Skills/Abilities:
Oversee and perform skilled and semi-skilled work pertaining to the installation, maintenance,
repair, and service of electrical, facility structural, and mechanical equipment.
Assign, direct, and monitor the work of others; provide training and leadership to subordinate
employees.
Troubleshoot and diagnose malfunctions with HVAC, electrical, and mechanical building and
facility equipment.
Operate a variety of hand and power tools; monitor and test equipment.
Read and interpret drawings, blueprints, and specifications.
Understand a variety of technical instructions in text, mathematical, or diagram form.
Prepare technical reports and documents.
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Facilities Supervisor
Present information to supervisors and managers in a clear, concise, and effective manner.
Respond to emergency situations in a timely manner.
Make sound decisions and meet critical deadlines.
Define problems, collect data, establish facts, and draw valid conclusions.
Operate office equipment including computers and supporting word processing, spreadsheet,
workflow management system 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 the
work.
Physical Demands and Work Environment:
While performing the duties of this job, the employee is frequently required to sit, stand, walk,
talk, hear, and reach with hands and arms. The employee is frequently required to use hands to
finger, handle, or feel objects, tools, or controls, and will frequently be required to enter data into
a terminal, personal computer, or keyboard device and operate office equipment requiring
repetitive arm/hand movement. The employee is occasionally required to climb, balance, stoop,
kneel,crouch,or crawl,taste or smell.The employee must be able to perform heavy physical labor,
including having sufficient strength to lift, carry and/or move items up to 75 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. While performing the duties of this job,
the employee is occasionally exposed to outside weather conditions and wet conditions. Other
work conditions include exposure to unpleasant odors,mechanical parts,fumes, airborne particles,
and moderate noise levels. There is risk of exposure to hazardous fumes and substances.
Employees must operate vehicles and equipment in order to perform job duties. Employees may
be required to work overtime, weekends, and/or holidays and may perform on call duties.
Qualifications
Knowledge of:
Principles and practices of employee supervision, including employee selection, work planning,
organization, scheduling, employee training and development, performance management and
progressive discipline. leadership, and training.
Typical operations, services, and activities within city facilities.
Principles, methods, materials, and tools employed in the repair and maintenance of pumps,
motors, HVAC, electrical, and facility mechanical equipment and structures.
Occupational hazards and safety precautions necessary in maintenance work.
Basic plumbing and electrical principles.
Practices and techniques of metal cutting and welding.
Report writing and documentation.
Standard principles and practices of purchasing,public contracting process and inventory control.
Methods and techniques of developing and implementing a preventive and predictive maintenance
program.
Office procedures, methods, and equipment including computers and applicable software
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DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Facilities Supervisor
applications such as a workflow management system, word processing, spreadsheets, and
databases.
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; additional technical or college-level course work is
highly desirable.
Experience:
Five years of increasingly responsible journey-level experience performing maintenance,
construction, and repair duties, with a minimum of two years in a lead or supervisory role.
Certifications/Licenses:
Possession of a valid California Class C driver's license.
Possession of an EPA Universal Refrigerant recovery license is desirable.
Possession of a California Contractor's C-10 Electrical License or equivalent union or state
document is desirable.
Possession of a California Contractor's C-20 HVAC license or equivalent union or state document
is desirable.
Possession of a California Contractor's `B" General Contractor's License is desirable.
Additional Requirements:
May be required to work on-call.
May be required to work overtime as needed.
Established: 10/18/2021
Resolution#: 2021-XXX N.C.S.
Department: Parks and Recreation
FLSA Status: Non-exempt
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LU
W CITY OF PETALUMA
R el CLASS SPECIFICATION
A
�,. Date: 10/18/2021
18 5,6 Job Class: 04HOSP
Housing Specialist
Summary
Perform a wide variety of duties related to the administration of the Community Development
Block Grant(CDBG)program, HOME Program, and grant funds for housing projects for low-to
moderate- income households, capital improvements, and rehabilitation projects. Provides high-
level administrative support to the Housing Manager.
Class Characteristics
General direction is provided by a higher-level supervisor or manager; responsibilities include the
interaction and interdepartmental collaboration with finance, legal and administrative support
personnel. May include indirect supervision of technical and support services personnel.
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:
General Administrative
• Contract management - Prepare and administer contracts for professional services and
technical services related to very-low, low and moderate-income housing production,
preservation and protections.
• Compliance reports - Monitor and ensure compliance of the City's portfolio of housing
communities.
• Project administration - monitor and track project work with City goals and objectives,
coordinating with associated departments as necessary.
• Budget administration - Provide technical support to administer operating budgets and
funding allocations for grant application programs; analyze cost estimates for
development, rehabilitation, and operating expenses.
• Data collection, analysis and application - Effectively source, analyze and apply data
pertinent to project development, sharing with associated departments and stakeholders to
ensure project success.
• Maintain department electronic files.
• Perform related duties as assigned.
Program Management
• Assist in the development and implementation of various housing programs.
• Prepare and monitor the CDBG budget and sub-recipient agreements; prepare and submit
all required documents necessary for the administration of the CDBG Program.
• Administer the City's Below-Market-Rate Homeownership Program; prepare and provide
information and documents to homeowners and financial institutions.
• Prepare, submit, and process federal, state, and local grants.
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DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Housing Specialist
Project Management
• Support the Housing Manager with development of new projects related to rental
affordable housing production and preservation.
• Support the Housing Manager with identifying housing solutions for the unsheltered
community.
• Assist in the creation of new data-driven administrative systems.
Community Partnerships/Communications
• Represent the City at meetings with various community groups and advisory boards or
commissions on housing assistance matters.
• Coordinate with the City's communication team to maintain housing webpage, content
creation for external communication.
Skills/Abilities:
Read, analyze, and interpret technical information, financial reports, and governmental
regulations.
Write reports, define problems, collect data, establish facts, and draw valid conclusions.
Present information and respond to questions from, fellow employees, clients, customers, and the
general public.
Identify, analyze, evaluate, diagnose, and solve complex system problems.
Interpret an extensive variety of technical instructions, and deal with abstract and concrete
variables; think logically and in abstract terms.
Analyze situations quickly and objectively to determine the proper course of action.
Explain technical concepts in non-technical terminology and train others in the use of systems.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of the
work.
Physical Demands and Work Environment:
While performing the duties of this job, the employee is regularly required to sit at desk and in
meetings for long periods of time; talk or hear, in person, in meetings and by telephone; use
hands and fingers to handle, feel or operate standard office equipment; and reach with hands and
arms. Intermittently, twist to reach equipment surrounding desk; bend, stoop, or crouch; perform
simple grasping and fine manipulation; use telephone, write, or use a keyboard to communicate
through written means; operate an automobile to attend various meetings and workshops.
Occasionally lift and/or move up to 25 pounds. Specific vision abilities required 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. While performing duties, the employee is regularly required to explain and interpret
codes, policies and procedures; interact with City management, other governmental officials,
contractors, vendors, employees, and the public.
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DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Housing Specialist
Qualifications
Knowledge of:
General Administrative - Office procedures, methods, and equipment including computers and
applicable software applications such as word processing, spreadsheets, and databases.
Program Management - Federal, state, and local regulations dealing with neighborhood and
housing improvement under the CDBG, HOME, HCD and other programs and local housing and
community development programs.
Project Management - Principles and practices of project coordination. Collaboration of grant
funding services, practices, and project principles.
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:
A Bachelor's degree from an accredited college or university with major course work in urban
planning, business, public administration, or a related field.
Experience:
Three years of responsible administrative experience with housing budgets and compliance
reports.
Bilingual in Spanish preferred.
Understanding community cultural diversity as a key asset in fostering local, successful project
solutions is highly desirable.
Experience with public sector community development, non-profit housing and federal/state
housing programs is highly desirable.
Certifications/Licenses:
Possession of a valid California Class C driver's license.
Established: 10/18/2021
Resolution#: 2021-XXX N.C.S.
Department: City Manager's Office
FLSA Status: Non-Exempt
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LU
W CITY OF PETALUMA
R el CLASS SPECIFICATION
A
�,. Date: 10/18/21
1 s 5$ Job Class: 09LASP
Laboratory Supervisor
Summary
Plan, organize, coordinate, and supervise assigned water quality programs such as laboratory,
NPDES permits, watershed and raw water quality, regulatory compliance, environmental
compliance; coordinates laboratory activities, schedules, and initiates all sampling and analysis
for treatment plant compliance monitoring; assures that all data generated is both accurate and
precise, and supervises others in performing tests to assist in the control of the wastewater
treatment plant; assigns laboratory duties and reviews the results of laboratory analyses to assure
accuracy and precision.
Class Characteristics
General direction is provided by a higher-level manager; responsibilities include the direct and
indirect supervision of professional, technical, and/or support staff. The incumbent serves as the
designated Laboratory Director as defined by the California State Water Resource Control
Board's Environmental Laboratory Accreditation Program(ELAP). The incumbent is
responsible for initiating a quality assurance program and procedures in order to assure reliable
data generation and summarizing and submitting reports of treatment plant performance and
assists in the preparation of NPDES reports.
This position is distinguished from the Deputy Director of Environmental Services by the
latter's responsibility for the overall management of the division.
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:
Plan,prioritize, assign, supervise, and review the work of staff involved in conducting laboratory
operations.
Supervises and participates in sample collection and preservation; supervises, trains, and
participates in the preparation of a variety of chemical solutions, reagents, and media.
Conducts and coordinates a variety of special tests, studies, projects and research; collects,
analyzes, and summarizes data; identifies problems regarding water quality; prepares
comprehensive reports on findings; implements solutions for compliance with regulations.
Supervises and participates in the performance of a variety of moderate to complex chemical,
bacteriological, physical and microbiological examinations of water, wastewater,biosolids and
related laboratory tests; reviews commercial lab analyses and provides recommendations based
on results.
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DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Laboratory Supervisor
Evaluate operations and activities of assigned responsibilities and recommend improvements and
modifications; prepare various reports on operations and compliance 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 the recruitment of staff; provide and coordinate staff training, work with employees
to correct deficiencies, and implement discipline procedures, as necessary.
Coordinates and participates in the development of designated plans,programs, and reports such
as permitting applications, such as NPDES permits; coordinates and participates in periodic
review and update processes to ensure on-going compliance consistent with regulatory
requirements; participates in the development and reporting of biosolids management
requirements.
Prepare and submit a variety of technical reports, including those required by other governmental
agencies; prepare and submit permit renewals and documentation as required.
Perform technical review of existing, proposed, and new local, state, and federal environmental
regulations and provide appropriate input to City management.
Develops standard operating procedures for all analyses; develops and implements laboratory
quality assurance and quality control programs for laboratory and field testing and collection
activities; monitors processes and results for compliance with applicable standards and
regulations; oversees laboratory accreditation and serves as designated Laboratory Supervisor
consistent with ELAP certification and compliance requirements.
Develop, evaluate, and implement laboratory policies,procedures, and standards to meet permit
requirements; review and select outside certified environmental laboratories to provide service or
evaluate services.
Develops, implements, supervises, and monitors field and laboratory safety programs; monitors
and enforces the maintenance of a clean and organized work area and equipment to promote
performance efficiency, safety, and sampling integrity.
Operates and maintains general and specialized water quality related data collection, sampling,
and testing equipment; provides for the maintenance of such equipment; trains and oversees
others in the proper use and maintenance of assigned equipment and supplies.
Utilizes computer(s) as well as pertinent and specialized software and spreadsheet programs to
maintain laboratory records, reports, and documentation of work performed, compiles data from
worksheets, logs and forms into a reporting format; compiles statistical records; prepares
periodic and special reports as required.
Build and maintain positive working relationships with co-workers, other City employees and
the public using principles of good customer service.
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DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Laboratory Supervisor
Perform related duties as assigned.
Skills/Abilities:
Plan, organize, direct, and supervise laboratory analysis activities.
Ensure that quality assurance and quality control programs for laboratory analysis and
instrumentation are properly developed and maintained.
Develop, implement and perform laboratory tests with a high level of precision and accuracy.
Understand, interpret, and explain pertinent federal and state laws and regulations develop and
implement objectives, work standards and quality assurance procedures.
Prepare clear, complete, and concise correspondence, technical reports, and other written
materials.
Develop, standardize, perform, and oversee assigned and regulated laboratory tests and analyses
on treated and untreated water samples.
Correctly assemble and operate testing apparatus and equipment in an efficient and timely
manner.
Maintain, and supervise a laboratory environment to assure compliance with Environmental
Laboratory Accreditation Program accreditation.
Supervise,prioritize, and evaluate the work of others in an effective and positive manner.
Analyze and interpret the results of routine and special laboratory tests.
Assist in the development and monitoring of an assigned program budget.
Establish and maintain effective working relationships with those contacted in the course of
work.
Communicate clearly and concisely, both orally and in writing.
Physical Demands and Work Environment:
While performing the duties of this job, the employee is frequently required to sit, stand, walk,
talk, hear, and reach with hands and arms. The employee is frequently required to use hands to
finger, handle, or feel objects, tools, or controls, and will frequently be required to enter data
intoa terminal, personal computer or keyboard device and operate office equipment requiring
repetitive arm/hand movement. The employee is often required to climb,balance, stoop, kneel,
crouch, or crawl or use the ability to smell. The employee must be able to perform a moderate
amount of physical labor, including having sufficient strength to lift, carry and/or move items
upto 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. Must
be able to hear alarms and respond to others without being able to see them performing
the duties of this job.
Employees work in a laboratory setting and may be exposed potentially toxic chemicals and
conditions. When working in the field environment, employees are exposed to loud noise
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DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Laboratory Supervisor
levels, cold and hot temperatures, inclement weather conditions, road hazards, vibration,
chemicals, mechanical and/or electrical hazards, and hazardous physical substances and fumes.
Special Physical Requirements:
May be required to wear respiratory protection or other safety equipment, and may be required to
wear foot, eye, and hearing protection.
Qualifications
Knowledge of:
Principles and practices of developing and implementing a compliance programs including
NPDES permit compliance and water/wastewater/stormwater quality monitoring.
Pertinent local, State and Federal laws, ordinances and rules governing wastewater, water,
recycled water, and biosolids.
General chemical, biological and physical laboratory testing methods and procedures, including
qualitative and quantitative analyses. Principles of chemistry and related sciences.
Methods and techniques used in sampling and principles of statistical analysis.
The proper care and maintenance of laboratory equipment; laboratory and safety methods and
procedures.
Modern office procedures and computer equipment including word processing, spreadsheets,
graphics, State Water Board reporting systems, operational control and reporting software.
Principles and practices of supervision, training and performance evaluation.
Principles and practices of budget monitoring.
Principles and practices of safety management.
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:
A Bachelor's degree from an accredited college or university with major course work in
chemistry,biology, microbiology or closely-related physical science.
Experience:
Four years of increasingly responsible work experience in a water,wastewater,stormwater,and/or
industrial laboratory setting, including two years in a supervisory capacity. Experience with
interpreting and implementing complex regulations is desirable.
Certifications/Licenses:
Possession of a valid California Class C driver's license.
Must possess a California Water Environmental Association (CWEA) Grade II Laboratory
Analyst Certificate.
Possession of a California Water Environmental Association(CWEA) Grade III Laboratory
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DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Laboratory Supervisor
Analyst certificate is required within two years of appointment.
Additional Requirements:
Must be available to work outside normal working hours when necessary.
Established: 10/18/2021
Resolution#: 2021 —XXX N.C.S.
Department: Public Works and Utilities
FLSA Status: Exempt
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DocuSign Envelope ID: B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
LU
W CITY OF PETALUMA
R el CLASS SPECIFICATION
A
�,. Date: 10/18/21
18 5 8 Job Class: 01 LTRC
Limited-Term Records Coordinator
Summary
Perform a variety of complex, para-professional functions related to the coordination of records
and information; responsible for implementation of the citywide records management program.
Class Characteristics
General supervision is provided by the City Clerk.
The Limited-Term Records Coordinator is a single position classification that will evaluate the
current records management system and implement a new robust citywide records management
program.
Incumbents in this class perform routine to complex analytical or interpretive tasks involving
City policies and procedures and specialized knowledge and experience related to records
management. The Limited-Term Records Coordinator is distinguished from the Deputy City
Clerk in that the latter class performs a full range of confidential and complex administrative
duties in support of the City Clerk's Office, and may act as the City Clerk, while the Limited-
Term Records Coordinator focuses on the development and implementation of the citywide
records management program.
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:
Plan, implement, administer, and coordinate the activities and services of a citywide records
management program designed to facilitate economical and effective handling of all medium of
records (e.g.,paper, electronic databases, compact disks, etc.).
Design and develop a citywide records management program; develop and establish methods,
policies, procedures, and schedules for the systematic retention, transfer, storage, and disposal of
records as required by law; monitor and oversee compliance with such policies, procedures, and
schedules throughout the City.
Maintain accurate indices and other finding aids to ensure that the records database is adequately
controlled; identify vital and historical records and recommend/implement proper procedures for
their protection.
Evaluate and recommend the purchase of software, supplies, and equipment necessary for the
preservation and protection of the public record.
Serve as system administrator for records management related software systems; serve as liaison
between the City Clerk's Office and the Information Technology Department,updating and
training users, overseeing system upgrades and configuration and advising and assisting with
coordinating conversions of active records systems.
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DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Limited-Term Records Coordinator
Assist the Information Technology Department with managing the electronic documents stored
on the City's computer network; perform routine surveillance of department records stored on
the City servers to determine compliance with document retention policies and document storage
procedures.
Assist departments in implementing procedures and policies relating to the centralized storage of
City records and documents; provide user training and support to department records liaisons.
Develop and conduct periodic City-wide training regarding laws,policy,procedure, and
technological changes affecting records management activities; communicate records
management procedures and policies effectively both orally and in writing.
Maintain records systems and procedures to facilitate the orderly retention and disposition of
records; draft destruction notices, track, and facilitate the destruction process.
Oversee entry of records into the records management system to ensure accuracy and compliance
with City standards and retention/disposition rules.
Recommend and administer updates to approved retention schedule, prepare final retention
schedule drafts for review and approval; implement approved retention schedule.
Attend and participate in professional group meetings; maintain awareness of new trends and
developments in the field of records management; incorporate new developments as appropriate.
Serve as the main contact for public records requests; assist and train other departments with
public records requests; research and compile documents responsive to Public Records Act
requests and subpoenas served on the City; accept, log, and coordinate responses for all Public
Records Act requests, personal appearance subpoenas and subpoenas for records, summons, and
complaints.
Coordinate the retrieval of records as requested and the approval and arrangement for destruction
of records.
Receive, attest, log, and file City agreements and contracts.
Record documents in accordance with state and county requirements.
Schedule and arrange for meetings; organize work, set priorities, and meet critical deadlines.
Perform related duties as assigned.
Skills/Abilities:
Collaborate with other staff in the City Clerk's Office to plan, implement and administer an
effective citywide records management program.
Develop and present training programs.
Compose correspondence independently or from brief instructions.
Type at a rate of 50 net words per minute from print copy.
Organize work, set priorities, meet critical deadlines, and follow up assignments.
Understand the importance of data integrity.
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DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Limited-Term Records Coordinator
Maintain accurate and complex filing systems and departmental records; maintain confidentiality
of information; recognize and respect limit of authority and responsibility; use good judgment
and discretion in handling records and files.
Exercise independent judgment and initiative within general policy guidelines.
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 the
work.
Physical Demands and Work Environment:
While performing the duties of this job, the employee is regularly required to sit, stand, walk, use
hands to finger, handle, or feel, and talk or hear. The employee frequently is required to reach
with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. The
employee must frequently lift and/or move weight 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. While performing the duties of this job, the employee is
frequently exposed to outside weather conditions. The employee is occasionally exposed to
fumes or airborne particles. The employee occasionally works with use of vehicle. The noise
level in the work environment is usually moderate.
Qualifications
Knowledge of:
Record keeping, report preparation, and filing methods and best practices.
Principles and practices of retention schedules and archives management.
Principles and procedures of automated records management.
Records management software systems and related system administration.
Correct English usage, including spelling, grammar, punctuation, and vocabulary.
Basic organization and function of public agencies.
Federal, state, municipal, City, and departmental laws,policies, rules, regulations, and
procedures, including those regarding the preparation and retention of records.
Methods and techniques of researching and compiling information.
Indexing, organization and filing (alpha, numeric, chronological).
Computer applications related to the work.
Office procedures, methods, and equipment including computers and applicable software
applications such as word processing, spreadsheets, and databases.
Page 3 of 4
DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Limited-Term Records Coordinator
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.
Training in records management is highly desirable.
Experience:
Two years of records management experience required; one year of municipal experience is
desirable.
Certifications/Licenses:
Possession of a valid California Class C driver's license.
Possession of a Certified Records Manager(CRM) or Certified Municipal Clerk(CMC) credential
is desirable.
Valid California Notary Public Commission or ability to obtain within one year of appointment.
Established: 10/18/21
Resolution#: 2021 —XXX N.C.S.
Department: City Clerk
FLSA Status: Non-exempt
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DocuSign Envelope ID: B98E260C-A8CB-4A61-BA99-7C425ABBOD9E
LU
W CITY OF PETALUMA
R el CLASS SPECIFICATION
A
�,. Date: 10/18/2021
18 5,6 Job Class: 09SPFA
Superintendent of Parks and Facilities
Summary
To plan, organize, direct and coordinate the Parks and Facilities Maintenance Division within the
Parks and Recreation Department including the oversight of the City's 47 parks, landscape
assessment districts, open space areas, and more than 50 City buildings;to coordinate and support
standing committee(s) appointed by the Council; and provide highly complex staff assistance to
the Director of Parks and Recreation or his/her designee.
Class Characteristics
General direction is provided by the Director of Parks and Recreation or his/her designee;
responsibilities include the direct supervision of technical positions.
This position is distinguished from Facilities or Parks Supervisor by its management
responsibilities for operating multiple divisions, staff and activities, whereas the latter is
responsible for supervising the operations of a section or group within the division.
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 and implement divisional goals, objectives, policies, and procedures.
Direct, oversee and participate in the development of the Parks and Facilities Maintenance
Division work plan; assign work activities,projects,and programs;monitor work flow;review and
evaluate work products, methods, and procedures.
Prepare the Parks and Facilities Maintenance Division budget; assist in budget implementation;
participate in the forecast of additional funds needed for staffing, equipment, materials, and
supplies; administer the approved budget.
Recommend the appointment of personnel; provide or coordinate staff training; conduct
performance evaluations; implement discipline procedures as required; maintain discipline and
high standards necessary for the efficient and professional operation of the department.
Develop and implement plans related to the maintenance of City parks, recreational facilities,
landscaped areas, and buildings; implement best land management practices and procedures.
Implement ongoing maintenance plan for the landscape assessment districts (LAD's) including
annual renewals, interfacing with participating residents, and collaboration with administrative
manager and city engineer in Public Works & Utilities to produce annual engineer's report.
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DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Su erintendent of Parks and Facilities
Oversee the maintenance of parks, playground areas, park facilities, City pool, pedestrian/bike
trails, and assigned landscaped medians, parkways, and other miscellaneous landscapes,
recreational facilities, and City buildings.
Participate in the selection and management of outside contractors and consultants to ensure
compliance with City standards; research and resolve contractor performance issues.
Review plans, drawings, and cost projections for public projects and direct the implementation of
changes and construction for new and existing parks, landscape sites, and facilities.
Inspect damaged and diseased trees,shrubs,or turfs on city-owned or landscape assessment district
property to determine appropriate corrective action.
Respond to emergencies including fallen trees and park maintenance repairs.
Facilitate the City's Adopt a Park Program for the maintenance of City properties.
Attend meetings, including City Council, various boards and commissions, and community
meetings. Serve as staff liaison to the City's Tree Committee and support staff to Recreation,
Music, and Parks Commission.
Supervise the City's Integrated Pest Management Program and the application of all pesticides
throughout the City.
Prepare a variety of reports, forms, correspondence, and related documentation on division
operations; ensure all mandated forms and reports are properly completed and filed in a timely
manner.
Serve as a member of the department's executive team and participate in discussion and decisions
related to department-wide activities impacting personnel, facilities, quality goals, and budgets.
Participate in Capital Improvement Project prioritization process and forecast maintenance needs
of new city assets to set realistic expectations and ongoing project costs.
Represent the division and department to outside agencies and organizations;participate in outside
community and professional groups and committees; provide technical assistance as necessary.
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.
Skills/Abilities:
Organize and direct activities associated with the maintenance of parks and landscaped areas,
recreational facilities, and City buildings.
Think critically to solve problems; identify creative solutions, project consequences of proposed
actions and implement recommendations in support of goals.
Gain cooperation through discussion and persuasion.
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DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Su erintendent of Parks and Facilities
Interpret and apply City and department policies, procedures, rules, and regulations.
Apply innovative park and land management practices to help the city achieve is climate action
goals.
Prepare and administer division budget including related elements of capital improvement plan
budget.
Read, analyze, and interpret financial reports, legal documents, and implement best practices.
Respond to inquiries or complaints from citizens, regulatory agencies, or members of the public
community.
Review, interpret, and understand construction and development plans and blueprints.
Maintain accurate records and prepare comprehensive reports.
Effectively represent the City in contacts with the 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.
Effectively present information to senior management, public groups, and/or City Council.
Prepare and present clear and concise technical and administrative reports.
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 the
work.
Physical Demands and Work Environment:
While performing the duties of this job, the employee is regularly required to use hands to finger,
handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required
to stand, walk, and sit. The employee is occasionally required to climb or balance; stoop, kneel,
crouch, crawl; and taste or smell. The employee must 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 ability to adjust focus.While performing the duties
of this job, the employee is occasionally exposed to wet and/or humid conditions, moving
mechanical parts, fumes, or airborne particles, toxic or caustic chemicals, outside weather
conditions, and vibration. The noise level in the work environment is usually moderate.
Qualifications
Knowledge of:
Principles and practices of park and landscape maintenance, irrigation, and horticulture.
Page 3 of 5
DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Su erintendent of Parks and Facilities
Principles and practices of facilities maintenance management.
Principles and practices of leadership, motivation, team building, and conflict resolution.
Pertinent federal, state, and local laws, ordinances, and rules.
Principles and practices of contract administration and city-wide procurement.
Principles and practices of organizational analysis and management.
Budgeting procedures and techniques.
Occupational health and safety standard practices.
Playground safety rules and regulations.
Methods and techniques of analyzing and interpreting data and statistics.
Principles and practices of supervision, training, and personnel management.
Principles and practices of effective customer service.
Office procedures, methods, and equipment including computers and applicable software
applications such as word processing, spreadsheets, and databases.
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:
A Bachelor's degree from an accredited college or university with major course work in park
management, construction management, horticulture, forestry, architecture, engineering,
construction management, or a related field.
A Master's degree in a related field preferred.
Experience:
Five years of increasingly responsible work experience in the maintenance of parks and landscaped
areas, including two years of supervisory experience.
Certifications/Licenses:
Possession a valid California Class C Driver's License.
Possession of or ability to obtain within eighteen months of appointment a valid Pest Control
Advisors license (PCA) issued by the State of California, Department of Pesticide Regulation.
Arborist Certification from the International Society of Arboriculture is desirable.
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DocuSign Envelope ID:B98E26OC-A8CB-4A61-BA99-7C425ABBOD9E
Su erintendent of Parks and Facilities
Established: 10/18//21
Resolution#: 2021 —XXX N.C.S.
Department: Parks and Recreation
FLSA Status: Exempt
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