HomeMy WebLinkAbout8.4 Mid Year Budget Amendmentor
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DATE:
TO:
FROM:
STAFF REPORT
CITY COUNCIL
March 5, 2013
Honorable Mayor and City Councilmembers
Joni Pattillo City Manager""'
CITY CLERK
File #330 -20
SUBJECT: Mid -Year Budget Amendment for the Adopted Budget and Financial Plan, 2012-
13 and 2013 -14
Prepared by Jim O'Leary, Interim Administrative Services Director, and Julie
Carter, Human Resources Director
EXECUTIVE SUMMARY:
The City Council approves biennial budgets based on the best revenue and expenditure
information available several months prior to the actual adoption of the budget appropriations.
As a result, budget adjustments are periodically necessary for changes that require additional
budget appropriations or re- appropriations between budget line items. The City Council
approved the Adopted Budget and Financial Plan, 2012 -13 and 2013 -14 on June 19, 2012.
This item will also amend the City's Classification Plan to add the following job descriptions:
Budget Manager, Customer Service Assistant 1 /11, and Special Projects Manager, and
establishes each classification's pay range and applicable health and welfare benefits. This
report will also amend the City's 2012 -13 Position Allocation Plan to account for modifications
throughout the year.
FINANCIAL IMPACT:
The proposed budget amendment adjusts General Fund, Special Revenue Funds, and Capital
Project Funds based on information as of December 31, 2012. The recommended revisions to
the Personnel System have no financial impact on the current 2012 -13 budget.
RECOMMENDATION:
Staff recommends that the City Council adopt the following resolutions: 1) Resolution approving
the budget amendments to the Adopted Budget and Financial Plan, 2012 -13 and 2013 -14; 2)
Resolution Amending the Classification Plan; 3) Resolution Amending the Salary Plan for
Management Positions Exempt from Competitive Service; 4) Resolution Amending Part -Time
Salary Plan; 5) Resolution Amending the Management Positions Exempt from Competitive
Service and Prescribing Leave Benefit for the Designated Positions; and 6) Resolution
Amending the City of Dublin Position Allocation Plan for 2012 -13.
Page 1 of 3 ITEM NO. 8.4
Submitted By
Human Resources Director
DESCRIPTION:
S bmitted� "' y
Interim Administrative
Services Director
Reviewed By
Assistant City Manager
The City Council received in -depth information in the Mid -Year Financial Report for the Adopted
Budget and Financial Plan, 2012 -13 and 2013 -14 on March 5, 2013. The proposed adjustments
are summarized below including the fund source, description of the revenue or expenditure, and
the amount.
General Fund Revenues
• Increase Sales and Use Tax revenues by $1,300,000 to reflect positive economic trend.
• Increase Other Revenue by $6,200 to reflect receipt of ABAG grant.
• Increase Building Permit revenue by $1,200,000 to reflect higher levels of development
activity.
• Increase Transfer In resources by $87,600 to reflect funding for Citywide Travel Demand
Model, from EDTIF Category 1 Fund.
General Fund Expenditures
• Community Events & Festivals, Improvements Not Buildings. Increase appropriation by
$14,000 for installation of hand dryers at the Senior Center.
• Planning, Contract Services General. Increase appropriation by $17,500 for developing
permit process for day care centers.
• Building & Safety, Contract Services General. Increase appropriation by $300,000 for level
of inspection services related to increase in construction activity.
• Engineering, Contract Services General. Increase appropriation by $32,500 for
development of Citywide Travel Demand Model.
Special Revenue Fund Revenues
• Increase Other State Grants revenues by $207,000 to reflect state allocations for AVB
Midblock Crosswalk Improvements Project and the ADA Accessibility Project.
Special Revenue Fund Expenditures
• Special Criminal Activity Fund (2101.2101), Furniture & Fixtures /GFAAG. Increase
appropriation by $28,900 for installation of workstations.
• Special Criminal Activity Fund (2101.2104), Machinery & Equipment. Increase
appropriation by $4,100 for construction of second interview room.
• Measure B Sales Tax — Bike Path, Salaries Full Time. Increase appropriation by $4,900
for Bikeways Plan update.
• Measure B Sales Tax — Bike Path, Contract Services Engineering. Increase appropriation
by $18,000 for Bikeways Plan update.
• Cable TV Facilities, Contract Services. Increase appropriation by $10,300 for TV 30
capital contribution.
Page 2 of 3
Capital Funds Expenditures
Citywide Signal Communication Upgrade Project (960020). Increase appropriations for
Salaries & Benefits ($10,200), Contract Services ($25,000), and Improvements ($282,400)
for new project.
AVB Midblock Crosswalk Improvement Project (960030). Increase appropriations for
Salaries & Benefits ($13,300), Contract Services ($35,000), and Improvements ($130,000)
for new project.
ADA Accessibility Project (960031). Increase appropriations for Salaries & Benefits
($600), Contract Services ($4,800), and Improvements ($23,600) for new project.
In addition to the budget amendments described above, the City Council is being asked to
approve the addition of three new job specifications to the City's Classification Plan (Attachment
2). These job specifications (Budget Manager, Customer Service Assistant 1 /11, and Special
Projects Manager) more accurately reflect the duties being performed by the incumbents, and
they will also provide City Management with the flexibility to hire personnel to meet current and
future City Council direction. The Budget Manager will allow the incumbent to focus on the
budget and provide additional support to the Administrative Services Department. The
Customer Service Assistant 1 /11 will help accomplish one of the City Council's key initiatives for
2012 -13, which is to expand office hours at the Shannon Community Center to better serve
working households in the community. Staff envisions using this new classification at future
facilities as well. The Special Project Manager will provide assistance to the City's Economic
Development efforts as well as provide additional assistance for City -wide projects and
initiatives. The Special Projects Manager position will be included in the FY 2013/14 budget
with the accompanying funding.
The remaining Resolutions (Attachments 3 through 6) amend the salary plan, amend the
Management Positions plan, and amend the 2012 -13 Position Allocation plan.
NOTICING REQUIREMENTS /PUBLIC OUTREACH:
None.
ATTACHMENTS: 1.
Resolution adopting a Mid -Year Budget Amendment to Adopted
Budget and Financial Plan, 2012 -13 and 2013 -14
2.
Resolution Amending the Classification Plan
3.
Resolution Amending the Salary Plan for Management Positions
Exempt from Competitive Service
4.
Resolution Amending Part -Time Salary Plan
5.
Resolution Amending the Management Positions Exempt from
Competitive Service and Prescribing Leave Benefit for the
Designated Positions
6.
Resolution Amending the City of Dublin Position Allocation Plan for
Year 2012 -13
Page 3 of 3
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
ADOPTING A MID—YEAR BUDGET AMENDMENT TO ADOPTED BUDGET
AND FINANCIAL PLAN, 2012-13 AND 2013-14
WHEREAS, the City Council of the City of Dublin adopts the budget with the intent of providing
a planned policy program for City services and a financial system to carry out the planned program of
services; and
WHEREAS, the City Council approved Resolution No. 96-12 adopting the Adopted Budget
and Financial Plan, 2012-13 and 2013-14 on June 19, 2012; and
WHEREAS, amendments for revenues and expenditures impacting the various funds should
be approved consistent with the changes in estimated revenues, operating requirements, and
previous City Council actions and consistent with the information provided with the Mid-Year
Financial Report received by the City Council on March 5, 2013:
General Fund
Revenues
Other Taxes (1001)
Sales and Use Tax (42101) $1,300,000
Other Revenue (1001)
Miscellaneous Revenue (49131) 6,200
Transfer In (49999) 87,600
Licenses and Permits (1001.8102)
Building Permits (44231) 1,200,000
Expenditures
Community Events & Festivals (1001.7631)
Improvements Not Buildings (73103) 14,000
Planning (1001.8101)
Contract Service General (64001) 17,500
Building & Safety (1001.8102)
Contract Service General (64001) 300,000
Engineering (1001.8301)
Contract Service General (64001) 32,500
Special Revenue Funds
Revenues
Intergovernmental (2203)
Other State Grants (47261) 207,200
Garbage Service Fund (2303.5101)
Residential Garbage/ Recycle (48501) 131,700
•
Expenditures
Special Criminal Activity Fund (2101.2101)
Furniture & Fixtures /GFAAG (73101) 28,900
Special Criminal Activity Fund (2101.2104)
Machinery & Equipment (72102) 4,100
Measure B Sales Tax— Bike Path (2205.8301)
Salaries Full Time (51101) 4,900
Contract Services Engineering (64091) 18,000
Garbage Service Fund (2303.5101)
Contract Services General (64001) 131,700
Cable TV Facilities (2811.7101)
Contract Services (64001) 10,300
Capital Funds
Expenditures
Citywide Signal Communication Upgrade Project (960020)
Salaries & Benefits (9100) 10,200
Contract Services (9200) 25,000
Improvements (9400) 282,400
AVB Midblock Crosswalk Improvements Project (960030)
Salaries & Benefits (9100) 13,300
Contract Services (9200) 35,000
Improvements (9400) 130,000
ADA Accessibility Project (960031)
Salaries & Benefits (9100) 600
Contract Services (9200) 4,800
Improvements (9400) 23,600 •
Impact/ Mitigation Funds
Expenditures
EDTIF Category 1 (4301.1901)
Transfer Out (89101) 87,600
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby find,
determine, declare, and resolve as follows:
1. The Dublin City Council does hereby amend the Adopted Budget and Financial Plan, 2012-
13 and 2013-14 and that specific revenue and expenditure line items enumerated are hereby
amended.
PASSED, APPROVED AND ADOPTED this day of March, 2013.
AYES:
NOES:
ABSENT:
Mayor
ATTEST:
City Clerk
RESOLUTION NO. - 13
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 amend job descriptions within the Classification
Plan.
NOW, THEREFORE, BE IT RESOLVED that Resolution No. 30 -84 and subsequent
Resolutions shall be further amended to include the following revised job descriptions:
Budget Manager (Exhibit A)
Customer Service Assistant 1 /11 (Exhibit B)
Special Projects Manager (Exhibit C)
BE IT FURTHER RESOLVED that this document shall become a part of the official
Classification Plan for the City of Dublin and that the changes contained herein shall be effective
March 5, 2013.
PASSED, APPROVED AND ADOPTED this 5t" day of March, 2013.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
City Clerk
Mayor
ATTACHMENT 2
0] 4;
1�
Date Adopted: March 5, 2013
Date Revised:
Title: Budget Manager
FLSA: Exempt /At- Will/Designated Management
Salary: $8,843- $11,054
General Purpose:
Under the direction of the City Manager and /or Administrative Services Director the Budget
Manager develops, prepares, and coordinates the annual City -wide budget, five -year capital
improvement program and the five -year financial documents; administers performance based
budget systems; and recommends financial policies and procedures to ensure compliance with
Council adopted fiscal initiatives, programs and objectives. Performs related and other work as
required, all within the context of the City's mission, vision and goals.
Distinguishing Characteristics:
The Budget Manager position is a management position in a single job classification providing highly
responsible and complex staff assistance to the City Manager and/or Administrative Services Director.
This classification has internal control over program activities and provides fiscal oversight for
citywide operating budgets and the capital improvement program budget. Incumbents in this
classification have a broad range of independence within policy and procedural limitations and work
under minimal supervision. The incumbent is accountable to the City Manager for the quality and
efficiency of services directed. While the general parameters of the job are defined, the employee is
expected to select and put into effect work procedures and practices which will lead to the effective
and efficient accomplishment of citywide goals and objectives. Recommendations on the improvement
of City's budget process and activities are expected. Persons appointed to this classification are
considered At -Will employees serving at the pleasure of the City Manager.
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.
Working closely with the City Manager, coordinates the preparation of citywide operating
budgets; provides procedures, requirements, instructions, and schedules for budget input and
preparation; directs and implements modifications to budget, payroll, position control, and
financial systems; participates on citywide task forces and the Budget Review Team.
Prepares and coordinates a five -year financial plan for operating departments, general fund,
special revenue funds, internal service funds, capital project funds, and other agency funds.
1 EXHIBIT A
Prepares citywide summary of fund balance by fund and five -year citywide summary of
expenditures and revenue by fund.
Prepares customized financial management reports; recommends corrective actions for resolution
of budget performance issues.
Develops and balances a position control system that provides salary and benefit cost analysis
information for all personnel; incorporates position control into budget documents and projects
impacts on the five -year financial plan.
Recommends change to departmental policies and procedures, systems, and standards;
participates in organization, staffing, and related management activities.
Oversees program staff during budget preparation; establishes work priorities and schedules;
negotiates, schedules, and monitors contracted services.
Consult with Department Directors regarding budget issues and provides training in budget
development procedures.
Reviews and approves expenditures within budget guidelines.
Monitors financial data collection systems.
Promotes the City's Mission to make Dublin a city of the highest quality by providing responsive,
cost - effective, and innovative government services; understands and subscribes to the Vision and
Values Statement adopted by the City Council.
Establish procedures for budget control, transfers and revisions; prepare budget preparation
procedures, schedules, forms and instructions for management use in budget processes.
Oversees the preparation and coordination of grant applications; obtain and calculate information
and data necessary to accurately and effectively apply.
Administer financial aspects of contracts and grant programs; prepare reports and claims for grant
programs; maintain records and monitor regulations, requirements, and reporting procedures
necessary for the continuation of monetary disbursements; initiate necessary correspondence and
change orders.
Coordinate department operating budgets; provide information, analysis and financial policy
consultation services for departments related to budget preparation activities and other fiscal
issues.
Conduct audits of financial records and procedures; audit accounts, projects, procedures, grants,
contracts, departmental budgets and balance sheet accounts; recommend corrective action as
appropriate.
Maintains and controls the adopted budget; review departmental and other assigned budgets;
recommend mid -year adjustments and approaches to balancing budgets.
2 EXHIBIT A
Coordinate assigned activities with other City departments, divisions and sections, and with other
employees.
Participate in budget hearings; advertise hearings; prepare materials, charts and graphics for
budget hearings and workshops.
Participate in the establishment of computer budget file; consult with information systems
personnel to accomplish needed changes in systems and programs.
Prepare financial and budget related reports and analyses; perform special studies and analysis as
required.
Performs related duties as assigned.
Minimum Qualifications:
Knowledte of:
Principles and practices of public sector budgeting, financial analysis, and accounting;
Computerized financial systems;
Principles and practices of public administration;
Financial management, preferably including governmental accounting, financial reporting and
budgeting practices;
Functioning and processes of municipal or other local government;
Principles and practices of organization, management, and supervision;
Principles, methods, and practices of municipal finance, budgeting and accounting;
Customer service techniques.
Ability To:
Communicate effectively with City staff, the public, and contractors, including
preparing /presenting financial reports;
Analyze complex and sensitive funding and performance issues and negotiate resolutions;
Understand, interpret, and apply appropriate policies, regulations, and procedures;
Establish and maintain cooperative relationships with those contacted in the course of work;
Prepare complex financial reports and analyses;
3 EXHIBIT A
Analyze and interpret federal state, and local laws, rules and regulations pertaining to local
governmental operations;
Conceive and effectively propose or suggest solutions to budgetary needs and problems;
Communicate clearly and concisely, orally, and in writing;
Gather, organize, process and analyze data concerning a variety of problems;
Perform administrative and technical research.
Physical Standards:
The physical standard described is 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 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. The employee is frequently required to, bend and
twist to reach files, walls and stand. While performing duties, the employee is regularly required
to use written and oral communication skills; read and interpret complex data, information and
documents; analyze and solve problems; interact with City management, other governmental
officials, contractors, vendors, employees and the public.
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: Possession of a Bachelor's Degree in Public or Business Administration,
Accounting, or a related field. Master's Degree in Public or Business
Administration, Accounting or a related field is desirable.
Experience: Four years of increasingly responsible experience in municipal budgeting, finance or
accounting, including two years of supervisory responsibility.
Licenses; Certificates; Special Requirements:
Possession of a valid California Class C drivers' license and Certificate of Automobile Insurance
for Personal Liability.
4 EXHIBIT A
�Old
Date Adopted: March 5, 2013
Title: Customer Service Assistant UII
FLSA: Non - Exempt; Part -Time Hourly
General Purpose:
To perform a wide variety of customer service, cashier, and clerical duties related to the function,
facility, and department assigned. The location and hours of this part -time position are flexible and
vary based on the needs of the assigned department.
Distinguishing Characteristics:
Customer Service Assistant I - This is the entry -level class in the Customer Service Assistant series.
Positions in this class typically have basic work - related experience and work under immediate
supervision. The Customer Service Assistant I class is distinguished from the II level by the
performance of less than the full range of duties assigned to the II level. Incumbents work under
immediate supervision while learning job tasks, progressing to general supervision as procedures and
processes of assigned area of responsibility are learned.
Customer Service Assistant II - This is the second level class in the Customer Service Assistant series
and is distinguished from level I by the ability to perform the full range of duties assigned with only
occasional instruction or assistance as unusual or unique situations arise. Positions in this class are
flexibly staffed and are normally filled by advancement from level I as recommended by the assigned
department.
Supervision Received and Exercised:
Customer Service Assistant I
Receives immediate supervision from assigned supervisor and functional and /or technical supervision
from higher -level clerical and /or technical personnel.
Customer Service Assistant II
Receives general supervision from assigned supervisor and /or functional and technical supervision
from higher -level clerical and /or technical personnel. May exercise lead functional supervision over
level I classification.
I EXHIBIT B
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.
Perform general clerical duties related to assigned functional area, facility, and department.
Type, proofread, and process a variety of documents including general correspondence, customer -
related correspondence, and memos, from rough draft or verbal instruction.
Assist customers at the front counter; act as a receptionist; answer the telephone, and wait on the
general public.
Provide information on department and programs areas and policies and procedures; refer inquiries as
appropriate.
Receive facility rental applications for public facilities and registration forms for City programs;
including checking availability.
Process transactions and collect fees charged from the public for registrations, facility rentals, and
other program areas.
Balance cash register and prepare reconciliation form.
Perform a wide variety of routine clerical work including filing, tallying, checking and recording
information on records.
Sort and file documents and records, maintaining alphabetical, index, and cross - reference files.
Operate standard office equipment including computer, printer, copier, and facsimile machine.
Receive, sort and distribute incoming and outgoing mail; send facsimile requests.
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.
Minimum Qualifications:
Customer Service Assistant I
Knowledge of
• English usage, spelling, grammar, and punctuation.
• Word processing software.
2 EXHIBIT B
Ability to:
• Personal computer and ten -key adding machine.
• Office methods and equipment including filing systems.
• Cash handling and cashiering procedures.
• Learn the organization, procedures and operating details of the City department to which
assigned.
• Learn department processes and procedures, rules, and regulations related to area of
assignment.
• Perform routine clerical work including maintenance of appropriate records
• Verify and check files and data.
• Understand and carry out both oral and written directions
• Perform simple mathematical calculations.
• Communicate in an effective manner.
• Exercise courtesy and tact in meeting or talking with the public.
• Establish and maintain effective working relationships with those contacted in the course
of work.
• Operate a variety of work - related office equipment.
• Must be available to work nights, weekends and holidays.
• Type accurately at a speed of 30 words per minute.
Training and Experience:
Any combination of experience and training that would likely provide the required knowledge and
abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education: Equivalent to the completion of the twelfth grade.
Experience: Some clerical experience is desirable.
Customer Service Assistant II
In addition to the requirements for Customer Service Assistant L
Knowledge of
• Organization, procedures and operating details of the City department to which assigned.
• Advanced use of word processing software.
• Laws, rules and regulations related to area of assignment.
Ability to:
• Independently perform duties in assigned area.
• Type accurately at a speed of 35 words per minute.
• Use word processing and spreadsheet software.
• Deal with difficult or stressful situations in a calm and professional manner.
Training and Experience:
Any combination of experience and training that would likely provide the required knowledge and
abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
3 EXHIBIT B
Education: Equivalent to the completion of the twelfth grade.
Experience: One year of experience performing duties similar to a Customer Service Assistant
I for the City of Dublin.
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 desk for long periods of time; talk or hear, in person, at the
public counter 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;
walls 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. While performing duties, the employee is regularly required to use written and oral
communication skills; explain policies and procedures to vendors, employees and the general public.
Licenses; Certificates; Special Requirements:
Required:
Possession of a valid California Class C drivers' license and Certificate of Automobile Insurance for
Personal Liability.
Valid typing certificate.
Must be available to work nights, weekends and holidays.
Any offer of employment to an adult who will have direct contact with minors is conditional upon
submission of completed fingerprint screening and a satisfactory background check.
Desirable:
Certification in Standard First Aid and CPR.
4 EXHIBIT B
0] 4;
1�
Date Adopted: March 5, 2013
Title: Special Projects Manager
FLSA: Exempt /At- Will/Designated Management
Salary: $8,843 - $11,054
General Purpose:
Under administrative direction, performs complex administrative, project, programs and analysis work in support
of activities within the Economic Development and Public Information function of the City Manager's Office.
Incumbents manage, plan and coordinate the activities of assigned project areas such as community engagement
work, public information and other special projects that are generally assigned to this functional area. Provide
highly complex staff assistance to the Economic Development Director and/or City Manager /Assistant City
Manager.
Distinguishing Characteristics:
Incumbents in this single classification perform complex and sensitive administrative (and confidential)
work on programs with citywide implications. Incumbents assigned to a particular program area have
considerable latitude for project and /or program oversight, policy and procedure development and exercise
independent judgment, particularly when representing the City with other agencies, boards and
commissions, and community groups. Persons appointed to the Special Projects Manager classification are
At -Will positions that are exempt from the overtime provisions of the Fair Labor Standards Act (FLSA),
exempt from the City's Personnel System Rules and are Designated Management positions appointed by
and serving at the pleasure of the City Manager.
Supervision Received and Exercised:
Supervision is provided by the Economic Development Director/PIO or designee.
Receives administrative direction from the City Manager and/or Assistant City Manager.
Provides supervision, as assigned, to professional, technical, clerical and contract personnel.
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.
As assigned to program and/or project area, responsible for the design, implementation, administration,
monitoring and evaluation of various City projects and projects and programs in the following areas: public
information, community engagement activities, legislative work, strategic planning, and other special projects that
are typically assigned to the function of Economic Development and Public Information division of the City
Manager's Office.
EXHIBIT C
Undertake studies to determine the financial and operational feasibility and desirability of providing municipal
services and programs.
Develop and implement goals, objectives, policies and procedures related to defined Strategic Initiatives.
Assist in budget implementation; participate in the forecast of additional funds needed for, materials and supplies.
Represent the City in a variety of community outreach activities and public education programs including
designated community organizations, committees /project teams and work groups.
Represent the City to outside agencies and organizations; participate in outside community and professional
groups and committees; provide technical assistance as necessary.
Research and prepare technical and administrative reports; prepare written correspondence.
Develop and conduct studies, needs assessment, research and financial analyses; research and analyze contracts
and program of assigned area.
Create, coordinate and /or contribute to a variety of written publications such as the annual City Newsletter,
Annual Report, department brochures, fact sheets and other publications.
Coordinate, design and implement marketing campaigns to promote assigned programs and City services,
activities, and assigned special events.
Advise Economic Development Director and /or Assistant City Manager on developments within assigned
project areas.
Prepare grant applications; write articles and develop other methods for the City to receive regional, State,
Federal and national recognition for assigned programs and service areas.
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.
Minimum Qualifications:
Knowledte of:
Modern public administration and management principles, practices and procedures.
Principles, practices and techniques for design and implementation of public information and community
programs.
Statistical methodology, research techniques and procedures.
Principles and practices of budgetary and financial record keeping.
Fiscal Analysis.
Effective techniques and methods of leadership and supervision.
2 EXHIBIT C
Methods of technical and analytical report preparation and presentation
Effective public speaking techniques.
Modern communication and marketing concepts, techniques and procedures.
The organization and functions of local government.
Pertinent local, State and Federal rules, regulations and laws.
Modern office procedures and computer equipment.
Budgeting procedures and techniques.
Principles and practices of supervision, training and personnel management.
Ability To:
Organize and direct assigned program areas and/or Divisions of the City Manager's Office.
Perform complex work related to assigned program areas and activities.
Analyze problems, identify alternative solutions, project consequences of proposed actions and implement
recommendations in support of goals.
Gain cooperation through discussion and persuasion.
Interpret and apply City policies, ordinances, laws, procedures, rules and regulations as related to assigned
program areas.
Deal effectively with City staff and representatives of various public and private agencies;
Prepare written material regarding local government activities and assigned programs and make public
presentation of materials.
Write with sufficient clarity to produce clear, concise and readable reports on a wide variety of topics.
Prepare and administer a municipal budget.
Supervise, train and evaluate personnel, as appropriate.
Effectively use a personal computer to produce a wide variety of written and graphic material and
information for external and internal distribution.
Work a flexible schedule including evening and weekend hours.
Handle pressure of deadlines and work on several projects or processes at the same time.
Communicate clearly and concisely, both orally and in writing.
Physical Standards:
3 EXHIBIT C
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 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; hand writing and use
of keyboard to communicate; see small text and numbers; intermittently move equipment and /or supplies
weighing 20 pounds or less. The employee is frequently required to, bend and twist to reach files, walk and
stand. While performing duties, the employee is regularly required to use written and oral communication
skills; observe and interpret people and situations; learn and apply new information or skills; perform
highly detailed work on multiple, concurrent tasks with constant interruptions; work under intensive and
frequently changing deadlines; successfully interact with those encountered in the course of work; read and
interpret complex data, information and documents; analyze and solve problems; interact with City
management, other governmental officials, contractors, vendors, media personnel, employees and the
general public.
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: Equivalent to a Bachelor's degree from an accredited college or university with major course
work in public or business administration finance, communications, or a closely related field. A Master's degree
is preferred.
Experience: Four years of increasingly responsible full-time professional experience in an administrative
management and/or operations capacity for a local government agency which included project administration
and/or experience in assigned program area. Lead or supervisory experience desirable. A Master's degree may be
substituted for one year of the required experience.
Training: Any recent training, such as academic courses and certification programs, which are
relevant to this job classification and /or assigned program area.
Licenses; Certificates; Special Requirements: Possession of a valid California Class C Driver's
License and Certificate of Automobile Insurance for Personal Liability.
Special Requirement: Must have the willingness and ability to: work the hours necessary to
accomplish the assigned duties, including evening and week -end hours; attend evening meetings;
travel out of town and attend workshops, conferences, seminars during work and non -work
hours.
4 EXHIBIT C
RESOLUTION NO. —13
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AMENDING THE SALARY PLAN FOR
MANAGEMENT POSITIONS EXEMPT FROM COMPETITIVE SERVICE
WHEREAS, in accordance with the City's Personnel System Rules, the City Council
adopted Resolution No. 93 -11 and subsequent Resolutions which establish a Salary Plan for
Management Positions Exempt from Competitive Service; and
NOW, THEREFORE, BE IT RESOLVED that the positions of Budget Manager and
Special Projects Manager shall be added and covered under Article I, Section A of the Salary
Plan for Full -Time Management Positions Exempt from Competitive Service; and
BE IT FURTHER RESOLVED that the following positions shall be paid a monthly salary
within the following salary range with the exclusion of any Performance Pay Adjustment granted
in accordance with the adopted Personnel Rules:
Budget Manager $ 8,843 - $ 11,054
Special Projects Manager $ 8,843 - $ 11,054
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 5, 2013.
PASSED, APPROVED AND ADOPTED this 5t" day of March, 2013, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
City Clerk
Mayor
ATTACHMENT 3
RESOLUTION NO. - 13
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AMENDING PART -TIME SALARY PLAN
WHEREAS, in accordance with the City's Personnel System Rules, the City Council
adopted Resolution No. 122 -93 and subsequent resolutions which comprise the Salary Plan for
Part -Time Personnel; and
NOW, THEREFORE, BE IT RESOLVED that the position of Customer Service Assistant
I /11 shall be covered under Resolution No. 122 -93 and subsequent Resolutions.
BE IT FURTHER RESOLVED that the position of Customer Service Assistant 1 /11 shall be
paid an hourly rate within the following hourly salary range in accordance with the adopted
Personnel Rules:
Customer Service Assistant 1 $16.00 - $20.00
Customer Service Assistant 1 $17.50 - $22.00
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 5, 2013.
PASSED, APPROVED AND ADOPTED this 5t" day of March, 2013.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
City Clerk
Mayor
ATTACHMENT 4
RESOLUTION NO. — 13
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AMENDING THE MANAGEMENT POSITIONS EXEMPT FROM COMPETITIVE SERVICE AND
PRESCRIBING LEAVE BENEFIT FOR THE DESIGNATED POSITIONS
WHEREAS, the City Council has adopted a Personnel Ordinance in which Section 2.20.040 E of
the Ordinance exempts Department Heads and other Management Positions from Competitive Service;
and
WHEREAS, in accordance with the City's Personnel Ordinance, the City Council adopted
Resolution No. 202 -08 which establishes Management Positions and defines benefits for those positions;
and
WHEREAS, it is necessary to periodically update the Resolution to reflect new classifications.
NOW, THEREFORE, BE IT RESOLVED that the following positions shall be designated as
Management Position under the City's Personnel Ordinance and shall be granted benefits in accordance
with Resolution 202 -08:
2013.
Budget Manager
Special Projects Manager
BE IT FURTHER RESOLVED that the changes contained herein shall be effective March 5,
PASSED, APPROVED AND ADOPTED this 5th day of March, 2013, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
City Clerk
Mayor
ATTACHMENT 5
RESOLUTION NO. - 13
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AMENDING THE CITY OF DUBLIN POSITION ALLOCATION PLAN
FOR FISCAL YEAR 2012 -2013
WHEREAS, at the Budget Hearing on June 19, 2012, the City Council adopted the
position allocation plan for Fiscal Year 2012 -2013; and
WHEREAS, it is necessary to periodically amend and update the Position Allocation
Plan; and
WHEREAS, an updated Position Allocation Plan for Fiscal Year 2012 -2013 (Exhibit A) is
attached reflecting the following changes:
DEPARTMENT
Engineering
Public Works Technician 1 /11
Parks and Community Services
Office Assistant II
Economic Development
Special Projects Manager
(2 -Year Limited Term)
CHANGE
Removal of Limited Term designation
1.00 (Increase of .25)
1.00 (Increase of 1.00)
NOW, THEREFORE, BE IT RESOLVED that the City Council approved the updated
Position Allocation Plan for Fiscal Year 2012 -2013 as attached.
PASSED, APPROVED AND ADOPTED this 5t" day of March, 2013.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Mayor
ATTACHMENT 6
City Clerk
ATTACHMENT 6
UPDATED FISCAL YEAR 2012 -2013 POSITION ALLOCATION PLAN
M Ill wdl914 Ill 0 M K,61
PUBLIC SAFETY
Police Services
Administrative Analyst 1
1,00
1.00
Adopted
Updated
Administrative Analyst 11
2010 -2011
2011 -2012
2012 -2013
2012 -2013
Administrative Aide
Allocated
Allocated
Allocated
Allocated
Department
Classification
Positions
Positions
Positions
Positions
Office Assistant 1111
2.00
GENERAL. GOVERNMENT
2.00
100
Neighborhood Resources Tech 1111 ( "Y•
_City Manager
City Manager
1.00
1.00
1.00
1.00
2.00
Assistant City Manager
1.00
1.00
1.00
1.00
6.00
City Clerk
1.00
0.00
0,00
0.00
0.33
City Clerk/Records Manager
0.00
1.00
1.00
1.00
0.00
Secretary to the CM/Deputy City Clerk
1.00
1 AO
0.00
0.00
0.33
Executive Aide
0.00
0.00
1.00
1.00
1.00
Administrative Technician
0.00
0.00
1,00
1.00
1.00
Senior Office Assistant
1.00
1.00
0.50
0.50
Secretary
1.00
1.00
1.00
1.00
Office Assistant 1111
0.00
0.50
0.00
0.00
Sub -Total
6.00
6.50
6.50
6.50
Central Services
Human Resources Director
1.00
1.00
1.00
1.00
Administrative Analyst 1
0.50
015
0.00
0.00
Administrative Analyst II
0.00
0,00
0.75
0.75
Assistant to the City Manager
0.00
0.34
0.00
0.00
Senior Administrative Analyst
0.34
0.00
0.00
0.00
Sub -Total
1.84
2.09
1.75
1.75
Administrative
Services
Administrative Services Director
1.00
1.00
1,00
1.00
Finance Manager
1.00
1.00
1.00
1.00
Information Systems Manager
1.00
1.00
1.00
1.00
GIS Coordinator
1.00
1.00
1,00
1,00
Senior Administrative Analyst
1.00
0.00
0.00
0.00
Assistant to the City Manager
0.00
1.00
1.00
1.00
Administrative Analyst 1
1,00
0.00
0.00
0.00
Accountant
0.00
1,00
1.00
1.00
Senior Finance Technician
1.00
1.00
1.00
1,00
Finance Technician 1111
1.00
1.00
1.00
1.00
Finance Technician ( "Y- Rated)
0.50
0.50
0.50
0.50
Senior Office Assistant
1.00
0.00
0.00
0.00
Administrative Technician
0.00
1.00
1.00
1.00
Information Systems Technician 1111
1.00
1.00
1.00
1.00
Network Systems Coordinator
1.00
1,00
1.00
1.00
Sub -Total
11.50
11.50
11.50
11.50
PUBLIC SAFETY
Police Services
Administrative Analyst 1
1,00
1.00
0.00
0.00
Administrative Analyst 11
0.00
0.00
1.00
1,00
Administrative Aide
1.00
1.00
1.00
1.00
Administrative Technician
0.00
0.00
0.00
1.00
Office Assistant 1111
2.00
2.00
2.00
100
Neighborhood Resources Tech 1111 ( "Y•
0.00
0.00
2.00
2.00
Community Safety Assistant
2.00
2.00
0.00
0.00
Sub -Total
6.00
6.00
6.00
7.00
Disaster
Senior Administrative Analyst
0.33
0.33
0.00
0.00
Preparedness
Assistant to the City Manager
0.00
0.00
0.33
0.33
Sub -Total
0.33
0.33
0.33
0.33
Fire Services
Senior Office Assistant
1.00
1.00
1.00
1.00
Sub -Total
1.00
1.00
1.00
1.00
UPDATED FISCAL YEAR 2012 -2013 POSITION ALLOCATION PLAN
CITY POSITIONS
HEALTH & WELFARE
Environmental
Assistant to the City Manager
0.00
Adopted
Updated
0.34
2010 -2011
2011 -2012
2012 -2013
2012 -2013
0.00
Allocated
Allocated
Allocated
Allocated
Department Classification
Positions
Positions
Positions
Positions
TRANSPORTATION
1.00
1.00
1.00
Public Works Public Works Director
1.00
1.00
1.00
1.00
Administration Public Works Manager
1.00
1.00
1.00
1.00
Administrative Technician
1.00
1.00
1.00
1.00
Secretary
1.00
0.00
0.00
0.00
Office Assistant I /11
0.45
1.45
1.45
1.45
Sub -Total
4.45
4.45
4.45
4.45
HEALTH & WELFARE
Environmental
Assistant to the City Manager
0.00
0.00
0.34
0.34
Programs
Environmental Specialist
1.00
1.00
0.00
0.00
Environmental Coordinator
0.00
0.00
0.75
0.75
Environmental Technician
1.00
1.00
1.00
1.00
Administrative Aide
0.00
1.00
0.50
0.50
Office Assistant 1111
0.50
0.00
0.00
0.00
Parks &
Sub -Total
2.50
3.00
2.59
2.59
Waste Mgmt
Assistant to the City Manager
0.00
0.00
0.33
0.33
Services
Environmental Coordinator
0.00
0.00
0.25
0.25
Senior Administrative Analyst
0.33
0.33
0.00
0.00
Administrative Aide
0.00
0.00
0.50
0.50
Sub -Total
0.33
0.33
1.08
1.08
Housing
Community Development Director
0.20
0.00
0.00
0.00
Programs
Housing Specialist
1.00
1.00
1.00
1.00
Administrative Analyst 11
0.00
0.00
0.75
0.75
Administrative Analyst 1
1.00
0.75
0.00
0.00
Secretary
0.50
0.50
0.00
0.00
Administrative Technician
0.00
0.00
0.50
0,50
Office Assistant Il11
0.30
0.00
0.00
0.00
Sub -Total
3.00
2.25
2.25
2.25
CULTURE & LEISURE
Heritage &
Parks & Community Svcs Director
0.00
0.25
0.25
0.25
Cultural Arts
Heritage & Cultural Arts Manager
1.00
1.00
0.90
0.90
Heritage Center Director
1.00
1.00
1.00
1.00
Recreation Coordinator
1.00
0.80
0,80
0.80
Recreation Technician
0.00
0.00
0.40
0.40
Sub -Total
3.00
3.05
3.35
3.35
Parks &
Parks & Community Svcs Director
1.00
0.50
0.50
0.50
Community
Asst, Parks & Community Services Dir
1.00
1.00
1.00
1.00
Services
Heritage & Cultural Arts Manager
0,00
0.00
0.10
0.10
Recreation Supervisor
2.00
2.00
2.00
2,00
Recreation Coordinator
5.00
5.20
5.20
5.20
Graphic Design and Comm Coordinatc
0.00
0.00
1.00
1.00
Administrative Aide
1.00
1.00
1.00
1.00
Senior Office Assistant
2.00
2,00
2.00
2.00
Office Assistant 1 /11
1.60
1.85
1.85
2.10
Recreation Technician
2.00
2.00
1.60
1.60
Sub -Total
15.60
15.55
16.25
16.50
UPDATED FISCAL YEAR 2012 -2013 POSITION ALLOCATION PLAN
CITY POSITIONS
Engineering City Engineer
1.00
1.00
1.00
Adopted
Updated
3.00
2.00
2010 -2011
2011 -2012
2012 -2013
2012 -2013
1.00
1.00
Allocated
Allocated
Allocated
Allocated
Department
Classification
Positions
Positions
Positions
Positions
Parks
Parks & Community Svcs Director
0.00
0.25
0.25
0.25
& Facilities
Parks & Facilities Dev, Manager
1.00
1.00
1.00
1.00
Management
Parks & Facilities Dev. Coordinator
1.00
1.00
1.00
1.00
2.00
Sub -Total
2.00
2.25
2.25
2.25
COMMUNITY DEVELOPMENT
9.00
Economic Dev
Community
Community Development Director
0.80
1.00
1.00
1.00
Development
Asst. Director of Community Dev.
0.00
0.00
1.00
1.00
0.00
Planning Manager
1.00
1.00
0.00
0.00
0.50
Principal Planner
1.00
1.00
1.00
1.00
0.00
Senior /Associate Planner
1.00
1.00
1.00
1.00
1.00
Assistant Planner
1.00
1.00
1.00
1.00
GRAND TOTAL - ALL CITY POSITIONS
Senior Code Enforcement Officer
1.00
1.00
1.00
1.00
Code Enforcement Officer
1.00
1.00
1.00
1.00
Administrative Analyst II
0.00
0.00
0.25
0.25
Administrative Analyst 1
0.00
0.25
0.00
0.00
Secretary
1.50
1.50
1.00
1.00
Administrative Aide
0.00
0.00
1.00
1.00
Office Assistant Illl
2.15
2.45
2.45
2.45
Chief Building Official
0.00
0.00
1.00
1.00
Building Official
1.00
1.00
0.00
0.00
Senior Plan Checker
1.00
1.00
0.00
0.00
Plan Check Engineer
0.00
1.00
1.00
1.00
Permit Technician
1.00
1.00
2.00
2.00
Administrative Technician
1.00
1.00
0.50
0.50
Sub -Total
14.45
16.20
16.20
16.20
Engineering City Engineer
1.00
1.00
1.00
1.00
Senior Civil Engineer
3.00
2.00
2.00
2.00
Public Works TranslOps Manager
0.00
1.00
1.00
1.00
Assistant Civil Engineer
1.00
1.00
0.00
0.00
Associate Civil Engineer
0.00
0.00
1.00
1.00
Administrative Analyst II
0.00
0.00
1.00
1.00
Administrative Analyst 1
1.00
1.00
0.00
0.00
Public Works Technician 1111
0.00
1.00
1.00
1.00
Public Works Inspector
2.00
2.00
2.00
2.00
Sub -Total
8.00
9.00
9.00
9.00
Economic Dev
Economic Development Director
1.00
0.00
0.00
0.00
Economic Dev Dir /Public Information C
0.00
1.00
1.00
1.00
Administrative Analyst 11
0.00
1.00
1.00
1.00
Senior Office Assistant
0.00
0.50
0.50
0.50
Office Assistant 1111
0.50
0.00
0.00
0.00
Special Projects Manager (Limited Term)
0.00
0.00
0.00
1.00
Sub -Total
1.50
2.50
2.50
3.50
GRAND TOTAL - ALL CITY POSITIONS
81.50
86.00
87.00
89.25
EXHIBIT A