HomeMy WebLinkAbout5.4 Revisions to the Personnel System and Fiscal Year 2023-24 Position Allocation Planr
DUBLIN
CALIFORNIA
STAFF REPORT
CITY COUNCIL
DATE: March 19, 2024
TO: Honorable Mayor and City Councilmembers
FROM: Linda Smith, City Manager
Agenda Item 5.4
SU B.ECT: Revisions to the Personnel System and Fiscal Year 2023-24 Position
Allocation Plan
Prepared by: Sarah Monnastes, Human Resources Director
EXECUTIVE SUMMARY:
The City Council will consider proposed changes to the City's Personnel System, which includes
the Classification Plan and Salary Plan for Full -Time Employees, to hire a Management Fellow for a
two-year term. The City Council will also consider a related amendment to the Fiscal Year 2023-24
Position Allocation Plan to reflect an organizational staffing increase.
STAFF RECOMMENDATION:
Adopt the following: 1) Resolution Amending the Classification Plan; 2) Resolution Amending the
Salary Plan for Full -Time Personnel and for Positions Exempt from FLSA Overtime Provisions; and
3) Resolution Amending the City of Dublin Position Allocation Plan for Fiscal Year 2023-24.
FINANCIAL IMPACT:
The cost associated with the hiring of the Management Fellow for the remainder of the current
year can be covered by the Fiscal Year 2023-24 Budget. The full funding of the position, proposed
at $6,000-$7,500 per month, will be incorporated into future budget cycles.
DESCRIPTION:
The International City/County Management Association (ICMA) sponsors a highly competitive
career -development program that places management fellows in full-time, local government,
management -track positions with host cities throughout the United States. The City of Dublin, in
partnership with the ICMA Local Government Management Fellowship Program, desires to
sponsor a Management Fellow for a two-year term beginning in May or June of Fiscal Year 2023-
24. This partnership serves a dual purpose: to provide the City with high-level management
support on various key City initiatives, and to provide future government leaders with on-the-job
training and experience related to their field of study.
Page 1 of 2
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As explained below, hiring a Management Fellow requires the City to amend its Classification Plan
and Salary Plan, which comprise Dublin's Personnel System, as well as to reflect the new position
in the Position Allocation Plan.
Classification Plan Amendment
Pursuant to the City's Personnel System Rules, a job description must be adopted for each
classification in the organization. The job description typically includes key elements, knowledge,
skills, abilities, and requirements of the position. The job descriptions make up the City's
Classification Plan. Attachment 1 is a proposed amendment to add the Management Fellow job
classification to the City's Classification Plan.
Salary Plan Amendment
Included in the City's Personnel System are Resolutions that address salary ranges for City
personnel. Subsequently, Attachment 2 is a proposed amendment to add the Management Fellow
to the Salary Plan for Full -Time Employees. The recommended monthly salary range for
Management Fellow was determined based on an analysis of competitive salaries within
surrounding local government agencies in the Bay Area.
Position Allocation Plan Amendment
Attachment 3 is a proposed amendment to the Position Allocation Plan for Fiscal Year 2023-24
adding 1.0 FTE (full-time equivalent) to the plan, to reflect the addition of the Management Fellow.
Due to other position vacancies this year, this change can be absorbed in the approved Fiscal Year
2023-24 budget. Full funding of the position will be incorporated into future budget proposals.
STRATEGIC PLAN INITIATIVE:
None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
The City Council Agenda was posted.
ATTACHMENTS:
1) Resolution Amending the Classification Plan
2) Exhibit A to the Resolution - Management Fellow Job Classification
3) Resolution Amending the Salary Plan for Full -Time Personnel and for Positions Exempt from
FLSA Overtime Provisions
4) Resolution Amending the City of Dublin Position Allocation Plan for Fiscal Year 2023-24
5) Exhibit A to the Resolution - Amended FY 2023-24 Position Allocation Plan
Page 2 of 2
2
Attachment I
RESOLUTION NO. XX — 24
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AMENDING THE CLASSIFICATION PLAN
WHEREAS, in accordance with the City's Personnel System Rules, the City Council
adopted Resolution No. 30-84 and subsequent resolutions which comprise the Classification Plan;
and
WHEREAS, it is necessary to periodically add job descriptions in the Classification Plan.
NOW, THEREFORE, BE IT RESOLVED that Resolution No. 30-84 and subsequent
resolutions shall be further amended to include the following job description.
Management Fellow (Exhibit A)
BE IT FURTHER RESOLVED that these documents shall become a part of the official
Classification Plan for the City of Dublin; and that the changes contained herein shall be
effective March 19, 2024.
PASSED, APPROVED AND ADOPTED this 19th day of March 2024, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
Reso. No. XX-24, Item 5.5, Adopted 03/19/2024 Page 1 of 1 3
Attachment 2
Exhibit A to the Resolution
Title:
FLSA:
General Purpose:
Date Adopted:
Date Revised:
Management Fellow
Exempt/Limited-Term/At-Will
March 19, 2024
Under the direction of the City Manager, the Management Fellow performs entry-level,
professional work for the City Manager's office and supports, participates in and/or leads
a variety of projects contributing to the continued success of various organization -wide
initiatives. Duties and responsibilities are designed to further prepare the incumbent for a
successful career in local government.
Distinguishing Characteristics:
This is a specialized classification as a part of the Local Government Management
Fellowship (LGMF) program; this position is for graduate students planning to pursue a
career in the public sector. The exact nature of work is dependent upon the specific
department and/or project to which the Fellow is assigned.
Supervision Received and Exercised:
General direction will be provided by the Director or Manager within each division where
the Fellow is working. This position does not supervise staff.
Essential Duties and Responsibilities:
The following duties are normal for this classification. The omission of specific
statements of duties does not exclude them from the position if the work is similar,
related or a logical assignment to this class.
• Works on assigned special research projects.
• Provides paraprofessional and technical assistance in the analysis,
implementation and monitoring of departmental programs.
• Confers with departments concerning administrative and operational issues;
gathers and organizes information; analyzes data and makes appropriate
recommendations to Department Director(s) and City Manager.
• Assists in the development of new program elements and program modifications
as necessary to meet stated goals and objectives.
4
Attachment 2
Exhibit A to the Resolution
• Advises on budgetary and financial issues; performs a variety of research and
financial analysis; compiles statistical performance data.
• Coordinates interdepartmental activities with Department Directors and other City
personnel.
• Conducts studies, analyzes data, accepts public input and prepares reports
relating to areas of responsibility as directed.
• Makes presentations to the City Council, Boards and Commissions, and Staff as
required.
• Builds and maintains positive working relationships with co-workers, other City
employees, and the public, using principles of good customer service.
• Performs special projects and related duties as assigned.
Minimum Qualifications
Training and Experience:
Any combination equivalent to education and experience is likely to provide the required
knowledge and abilities. A typical way to obtain the knowledge and abilities would be:
Education: Students holding or earning a master's degree in public
administration/management, public policy, public affairs, or related fields
from an academic institution that is a member of the National Association
of Schools of Public Affairs and Administration (visit NASPAA for a list of
member schools) are eligible to apply for the fellowship. The degree will
have been completed by late summer of the calendar year. For example:
a 2024 Fellowship candidate will have completed his or her degree by late
summer 2024. In some cases, degrees received prior to the current year
are acceptable; these are considered on a case -by -case basis. For more
information, candidates must contact the LGMF program directly.
Experience: This position is designed for individuals recently completing a master's
program who have a desire to work in local government. Professional
work experience is not a requirement.
Licenses; Certificates; Special Requirements:
Possession of a valid California Class C Drivers' License and Certificate of Automobile
Insurance for Personal Liability.
Must have the willingness and ability to work the hours necessary to accomplish the
assigned duties; attend evening meetings; travel and attend workshops, conferences,
seminars during work and non -work hours.
Knowledge of:
• Principles of public administration, current social, political, and economic trends
affecting municipal government.
• Applicable federal, state and local law regulations.
5
Attachment 2
Exhibit A to the Resolution
• Modern office procedures, practices and computer equipment.
• Principles and methods of statistical analysis and research.
• Basic budgetary systems and spreadsheet software.
• Local government organizations and intergovernmental relations.
Ability To:
• Interact effectively with the City Council, City Manager, department directors,
other City employees and the public.
• Analyze complex administrative problems and make sound policy and procedural
recommendations.
• Communicate clearly and concisely, both orally and in writing.
• Handle multiple demands and competing priorities.
• Use initiative and work independently after receiving initial guidance.
• Properly interpret and make decisions in accordance with applicable laws,
regulations and policies.
• Prepare complete and accurate reports.
• Work flexible hours if necessary.
Physical Standards:
The physical standards described are representative of those that must be met by
employees to successfully perform the essential functions of this class. Reasonable
accommodations may be made to enable individuals with disabilities to perform the
essential functions.
An employee is regularly required to: sit at a 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 financial information graphically by developing charts and
graphs manually and on a computer and interpret graphically presented information.
6
Attachment 3
RESOLUTION NO. XX — 24
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
RESOLUTION AMENDING THE SALARY PLAN FOR FULL-TIME PERSONNEL AND FOR
POSITIONS EXEMPT FROM FAIR LABOR STANDARDS (FLSA) OVERTIME PROVISIONS
WHEREAS, in accordance with the City's Personnel System Rules, the City Council
adopted Resolution No. 73-23 and subsequent Resolutions which establish a Salary Plan for full-
time personnel and for positions exempt from FLSA overtime provisions in accordance with the
City's Personnel Systems Rules; and
WHEREAS, it is necessary to periodically revise the Salary Plan.
NOW, THEREFORE, BE IT RESOLVED that the following position of Management Fellow
shall be added and covered under Article I, Section A of the Salary Plan for Full -Time Personnel:
Management Fellow $6,000 - $7,500
BE IT FURTHER RESOLVED that this document shall become a part of the official Salary
Plan for the City of Dublin; and that the changes contained herein shall be effective March 19,
2024.
PASSED, APPROVED AND ADOPTED this 19th day of March 2024, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
Reso. No. XX-24, Item 5.5, Adopted 03/19/2024 Page 1 of 1
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Attachment 4
RESOLUTION NO. XX — 24
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AMENDING THE CITY OF DUBLIN POSITION ALLOCATION PLAN
FOR FISCAL YEAR 2023-24
WHEREAS, at the Budget Hearing on May 16, 2023, the City Council adopted the position
allocation plan for Fiscal Year 2023-24; and
WHEREAS, it is necessary to periodically amend and update the Position Allocation Plan;
and
WHEREAS, an updated Position Allocation Plan for Fiscal Year 2023-24 (Exhibit A) is
attached reflecting the following changes:
DEPARTMENT CHANGE
City Manager's Office
Management Fellow (Limited Term) 1.00 (add)
NOW, BE IT FURTHER RESOLVED that the City Council approved the updated Position
Allocation Plan for Fiscal Year 2023-24 as attached.
PASSED, APPROVED AND ADOPTED this 19th day of March, 2024, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
Reso. No. XX-24, Item X.X, Adopted XX/XX/24 Page 1 of 1 8
Exhibit A
POSITION ALLOCATION PLAN
CITY POSITIONS
Actual
Department / Classification 2021-22
Proposed
Adopted Amended Updated vs
2022-23 2022-23 2023-24 Amended
'Tanager Of
City Manager 1.00 1.00 1.00 1.00
Assistant City Manager 1.00 1.00 1.00 1.00
Administrative Technician
Assistant to the City Manager
Audio -Visual Specialist
Chief Information Security Officer
City Clerk
Communications Manager
Deputy City Manager
Economic Development Director
Executive Aide
Human Resources Director
Human Resources Manager
Information Systems Manager
Information Systems Specialist
Information Systems Technician I/II
Management Analyst II
Management Analyst II (Limited Term)
Management Fellow (Limited Term)
Network Systems Coordinator
Office Assistant II
Senior Office Assistant
Special Projects Manager
Special Projects Manager (Limited Term)
Total - City Manager 0
2.00 3.00 3.00 3.00
1.00 1.00 1.00 1.00
1.00 1.00
1.00 1.00 1.00 1.00
1.00 1.00 1.00 1.00
1.00 1.00 1.00 1.00
1.00
1.00 1.00 1.00
1.00 1.00 1.00 1.00
1.00 1.00 1.00 1.00
1.00 1.00 1.00 1.00
1.00 1.00 1.00 1.00
1.00 1.00 1.00 1.00
1.00 1.00 1.00 1.00
2.00 2.00 3.00 3.00
1.00 I
1.00
1.00 I 1.00 1.00 1.00
2.00 2.00 2.00 2.00
2.00 I 1.00 1.00 2.00
1.00 I 1.00 1 1.00 1.00
1.00 1.00 1.00 1.00
24.00 26.00 _I
Finance Director 1.00 1.00 1.00 1.00
Accountant 1.00 1.00 1.00 1.00
Accounting Manager 1.00
Administrative Aide 1.00 1.00
Asst. Finance Director 1.00 1.00 1.00
Finance Technician I/II 1.00 1.00
Financial Analyst 1.00 1.00 1.00 1.00
Management Analyst I 1.00 1.00
Management Analyst II 1.00
Senior Accountant 1.00 1.00 1.00
Senior Office Assistant 1.00
Senior Finance Technician 1.00 1.00 1.00
Services
1.00
1.00 I I
1.00 I I
1.00 I I
1.00
J:\POSITION ALLOCATION \01 Position Allocation Plan FY 23-24 - Amended 3.19.2024
9
POSITION ALLOCATION PLAN
CITY POSITIONS
Department / Classification
Community Development Director
Administrative Aide
Administrative Technician
Assistant Planner
Associate Planner
Asst. Director of Community Dev.
Chief Building Official
Code Enforcement Officer
Office Assistant II
Permit Technician
Plan Check Engineer
Plans Examiner
Principal Planner
Senior Code Enforcement Officer
Senior Management Analyst
Senior Office Assistant
Senior Planner
otal - Community Dev
Fire Department
Office Assistant II
Actual Adopted Amended Updated
2021-22 2022-23
1.00 1.00
1.00
1.00 1.00
1.00 1.00 1.00
2.00 2.00 ' 1.00
1.00 1.00 1.00
1.00 1.00 1.00
1.00 1.00
2.00 2.00 2.00
2.00 2.00 2.00
1.00 1.00 1.00
1.00 1.00 1.00
2.00 2.00 2.00
1.00
1.00 1.00
1.00 2.00 2.00
1.00 1.00
19.00 19.00
1.00 1.00 1.00 '
Proposed
vs
2022-23 2023-24 Amended
1.00 1.00
1.00 1.00
1.00
1.00
1.00
1.00
1.00
2.00
2.00
1.00
1.00
2.00
1.00
2.00
1.00
1.00
Administrative Aide
Administrative Technician
Office Assistant II
olice Departme
1.00 1.00 1.00
1.00 I 1.00 I 1.00
2.00 1 2.00 1 2.00
1.00
1.00 I I
2.00
J:\POSITION ALLOCATION \01 Position Allocation Plan FY 23-24 - Amended 3.19.2024
10
POSITION ALLOCATION PLAN
CITY POSITIONS
Department / Classification
Parks & Community Svcs Director
Asst. Parks & Comm Services Dir.
Heritage & Cultural Arts Manager
Graphic Design & Comm Coordinator
Management Analyst I
Management Analyst II
Office Assistant II
Parks & Community Services Manager
Recreation Coordinator
Recreation Manager
Recreation Supervisor
Recreation Technician
Senior Office Assistant
Public Works Director
Administrative Aide
Assistant Civil Engineer
Assistant Public Works Dir/City Engineer
Associate Civil Engineer
Capital Improvement Program Manager
Environmental & Sustain. Manager
Environmental Technician
GIS Coordinator
Maintenance Coordinator
Management Analyst I
Management Analyst II
Office Assistant II
Parks & Facilities Dev. Coordinator
Permit Technician
Principle Engineer
Public Works Manager
Public Works Maintenance Superintendent
Public Works Trans/Ops Manager
Senior Civil Engineer
Senior Office Assistant
Senior Public Works Inspector
Actual Adopted
2021-22 2022-23
1.00
1.00
1.00
1.00
1.00
1.00
1.00
7.00
1.00
3.00
2.00
3.00
1.00
1.00
1.00
1.00
3.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
7.00
1.00
3.00
2.00
3.00
1.00 1
1.00
1.00
1.00
3.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
Proposed
Amended Updated vs
2022-23 2023-24 Amended
1.00 1.00
1.00 1.00
1.00
1.00
1.00
1.00
8.00
1.00
4.00
1.00
3.00
1.00
1.00
1.00
1.00
3.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
9.00
4.00
1.00
3.00
24',®
1.00
1.00
1.00
1.00
3.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
2.00
GRAND TOTAL - CITY POSITIONS
99.00
99.00 102.00
106.00 1.00
J:\POSITION ALLOCATION \01 Position Allocation Plan FY 23-24 - Amended 3.19.2024
11