HomeMy WebLinkAbout7.1 ApprovPks&FacMgr
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CITY CLERK
File # D[1][Q][~}{~~
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: December 15,1998
SUBJECT:
Approval of Parks and Facilities Development Manager Position
(Report Prepared by: Richard C. Ambrose, City Manager)
ATTACHMENTS:
1.
2.
Resolution amending the City's Cla.ssification Plan
Resolution amending the Management Position's Exempt
from Competitive Service Resolution
Resolution amending the Salary Plan
Budget Change Form
3.
4.
RECOMMENDATION: _a.l 1)
'r 2)
Adopt Resolutions.
Approve Budget Change.
FINANCIAL STATEMENT:
The estimated cost for Fiscal Year 1998-99 is $26,259. The
estimated cost including salary, fringe benefits, supplies, and
equipment is approximately $95,000 for Fiscal Year 1999-2000.
Since this is a new position, no ftmds were included in the 1998-99
budget. The Council's approval of this position will necessitate an
additional appropriation in the amount of $26,259 for Fiscal Year
1998-99.
DESCRIPTION: At the City Council meeting of November 17, 1998, the City
Council approved a staff recommendation to develop an in-house position to address the City's Public
Facility Project Management needs.
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Since that meeting, Sfaffhas evaluated the workload that would be undertaken by the Project
Management position in the future and determined that, with the exception of future fire stations, the new
library and the Civic Center renovation and expansion project, all other projects would be related to park
and recreational facilities. Based on this workload, it seems that the most appropriate location for this
position would be within the City's Parks & Community Services Department.
Staffhas developed ajob description for a Parks and Facilities Development Manager position (see
attached). This position would report directly to the Parks and Community Services Director for Park and
Recreational Facilities Project Management. With respect to non-park and recreational facilities, the
Parks and Facilities Development Manager would report directly to the City Manager for general project
oversight.
The City's Personnel Office contacted other public agencies to determine if those agencies had a position
similar to the Parks and Facilities Development Manager position. There were only a handful of agencies
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COPIES TO:
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ITEM NO.
G:\CC.MTGS\98-QTR4\DEC\! 2-! 5-98\as-projrngr.doc
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that had similar positions to the Parks and Facilities Development Manager position. Most agencies did
not have the range and number ofprojects that the City of Dublin is contemplating over the next 15 years.
Based on the limited survey, as well as the experience and skills required for the position and how that
position fits within the existing City organization, it is Staffs recommendation that salary for the position
be benchmarked with the Finance Manager and Assistant to the City Manager positions. .
As the Council is aware, the improved space that's available for such a position is extremely limited
within the Civic Center complex. The only space that Staff can identify on a temporary basis for this
position would be an office on the second floor of the Police facility. Although this location is not ideal
given that clerical support for this position is in the Administrative Wing, Staffbelieves that this location
is the only office that is not currently in use.
Staff has evaluated the salary and fringe benefit costs, as well as costs associated with additional
equipment, furniture, etc. for the remainder of Fiscal Year 1998-99 and the expected total annual costs for
Fiscal Year 1999-2000. Assuming that this position can be filled by April 1, 1999, the estimated cost for
the remainder of the Fiscal Year is broken down as follows:
Salary and Fringe Benefits
Office Supplies/Printing
Furniture/Equipment
$24,809
500
950
TOTAL
$26,259
The estimated full-year cost for Fiscal Year 1999-2000 is as follows:
Salary and Fringe Benefits
Office Supplies/Printing
Furniture/Equipment
$90,150
1,050
3.800
.
TOTAL
$95,000
If the City is successfbl in fmding a qualified individual to fill this position, the public facility capital
projects will be accomplished in a much more timely fashion.
RECOMMENDA nON
It is Staff's recommendation that the Council adopt the attached Resolutions and approve the Budget
Change Form.
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RESOLUTION NO. XX- 98
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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 to the Classification Plan.
NOW, THEREFORE, BE IT RESOLVED that Resolution No. 30-84 and subsequent resolutions
shall be further amended to include ajob description for the position of Parks and Facilities Development
Manager (Exhibit A).
BE IT FURTHER RESOL VED 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
December 15, 1998.
PASSED, APPROVED AND ADOPTED this 15th day of December, 1998.
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AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
. G:\PERSNEL\CIlYRECR\JOBSPECS\ClassReso.doc
ATTACHMENT 1
EXHIBIT A
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Date Adopted: 12-15-98
Date Revised:
Title:
Parks and Facilities Development Manager
FLSA:
EXEMPT
General Purpose:
Under administrative direction, plans, organizes, integrates and directs the programs and
activities in support of capital improvement projects for City parks and facilities, including
performing complex analysis of project costs and monitoring project progress.
Distinguishing Characteristics:
With administrative guidance and direction from the City Manager and/or Parks and Community
Services Director, is responsible for managing and integrating a wide variety of functions,
programs and staff engaged in the design, development and construction of recreation, park and
other municipal facilities. The incumbent exercises significant authority and independence in
implementing a broad range of services and programs. (Reporting relationship is defined by
assigned areas of responsibility)
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Essential Du.~ies and Responsibilities:
Under general supervision, serves as project manager for complex capital improvement projects
in the City. Assignments under the City Manager's Office and/or Parks and Community
Services Department include park improvements and expansion projects, development of
improved and new community facilities, and key public facilities offering recreational, cultural
and human services to the community.
Provides technical assistance to the City Manager and/or Parks and Community Services
Director in defining user and community needs for capital improvements and developing
strategies for implementation.
Analyzes, implements and monitors short- and long-term plans, goals and objectives focused on
achieving the department's mission and assigned priorities, participates in the development of
and monitors performance against the annual operating and capital improvement budgets;
manages and directs the development, implementation and evaluation of plans, policies, systems
and procedures to achieve the departments' annual goals, objectives and work standards.
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Provides for the coordination of capital improvement programs with City operations staff to
insure input during program development and design, and smooth transfer of new capital
facilities and parks to City operations following construction.
Directs a team of sub-professionals, technical assistants, and professional consultants in the
preparation of plans and specifications, during the development and construction of facilities and
parks. Works with contractors and consultants performing all types of construction management
and inspection activities to ensure construction practices are in compliance with City standards.
Directs and coordinates activities of project to ensure project progresses on schedule and within
prescribed budget, modifies schedules or plans as required. -
Analyzes the feasibility of proposed capital improvement projects and makes recommendations
to the City Manager, Parks and Community Services Director and other City departments
regarding project viability.
Directs and oversees the preparation of specifications and bidding documents for the design,
construction, renovation and landscaping of the City's parks, recreation and municipal facilities;
drafts Requests for Proposals for consultant services required to develop and complete projects;
solicits, reviews and recommends award of contracts; evaluates the work of contractors.
.
Serves as liaison to various City departments on specific capital improvement projects, including
but not limited to development of project time lines, cost estimates, consultant contracts, scope
of work, acquisition, environmental review, pre-design, design, and construction of capital
improvements.
Proposes and implements community outreach strategies and activities for capital improvement
projects to ensure broad-based community participation in the design process.
Coordinates the negotiation with developers for the development and construction of public
facilities, parks and other landscape areas.
Plans, directs and participates in special research, analysis and reports regarding the City's
current and future public facilities and parks.
Maintains records and prepares a variety of reports. Responds to inquiries regarding the status of
projects. Develops and disseminates informational materials.
Provides technical guidance and assistance to departmental and other City staff.
Represents the City with other agencies, organizations and individuals.
Prepares, administer, and review grant applications as applicable.
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.
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Minimum Qualifications:
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Knowlede:e of:
Principles, practices and techniques of public administration, with experience in the design and
construction of public facilities and parks.
Principles and practices of municipal buildings and facilities development.
Principles and practices of operating, care, and repair of parks, recreation and other municipal
buildings and facilities.
Principles and practices of contract and fiscal administration in a public agency.
CEQA environmental process, statutes, regulations and internal standards as applied to public
capital projects.
Modem principles and practices used in acqulSltlOn, master planning, designing, project
management, and construction management of public capital improvements.
Computer software applications, including word processing, budgetary, project cost management
and scheduling programs.
Public park, recreation, building and facilities systems, including but not limited to mechanical,
plumbing and irrigation, electrical, security, communications and data, parking, public access,
landscape planning, ADA and handicapped improvements.
.
Federal, state and local laws, regulations and court decisions applicable to assigned areas of
responsibility .
Principles and practices of budgeting, purchasing and maintenance of public records.
Park and recreation facility design.
Research methods and analysis techniques.
Principles and practices of sound business communications.
Community outreach strategies.
Ability To:
Work independently under minimal supervision.
Prioritize workload of self.
Set program and project level goals and objectives, administer, plan, direct, and organize a
complex and diverse program of public facility and park capital improvements.
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Establish and maintain effective working relationships with management, subordinates, co-
workers, consultants, contractors, representatives of other agencies, the general public, using
customer service and public relations techniques.
Express ideas effectively in comprehensive written and oral presentations.
Exercise sound judgement within established programs and procedural guidelines.
Manage multiple projects simultaneously and be sensitive to deadlines and changing priorities.
Negotiate contracts with and coordinate project consultants.
Identify and justify budgetary resources necessary to develop facilities and parks under assigned
areas of responsibility.
Establish and maintain the necessary record keeping systems for management of facility and
park development program.
Review and interpret designs, plans and specifications for compliance with current standards,
law, codes and regulations for solutions to problems, cost estimating and constructability.
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 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, walk 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; operate an automobile to visit project site and move across rough terrain and bridge
scaffolding to review construction sites prior to final completion; 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:
Graduation from an accredited college or university with a bachelor's degree in
park planning and design, landscape architecture, urban planning, public
administration, or a closely related field. A Master's degree is desirable.
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Exoerience: Four years of progressively responsible experience in a public agency with direct .
project experience managing the development of public facilities.
Licenses; Certificates; Special Requirements:
Possession of a valid California Class C drivers' license and Certificate of Automobile Insurance
for Personal Liability.
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RESOLUTION NO. XX- 98
.
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
*********
AMENDING THE MANAGEMENT POSITIONS EXEMPT FROM
COMPETITIVE SERVICE RESOLUTION
WHEREAS, the City Council has adopted a Personnel Ordinance; and
WHEREAS, Section 4(3) of the Ordinance exempts Department Heads and other Management
Positions from the Competitive Service; and
. WHEREAS, in accordance with the City's Personnel Ordinance, the City Council adopted
Resolution No. 142-90 and subsequent resolutions which establishes Management Positions and defines
leave benefits for those positions; and
WHEREAS, it is necessary to periodically add job descriptions to the adopted Classification Plan
that are designated as Management Positions; and
NOW, THEREFORE, BE IT RESOLVED that the position of Parks and Facilities Development
Manager shall be designated as a Management Employee under the City's Personnel Ordinance; and
.
BE IT FURTHER RESOLVED that the position of Parks and Facilities Development Manager
shall be granted leave benefits in accordance with City Resolution 142-90, as amended.
BE IT FURTHER RESOL VED that the changes contained herein shall be effective December 15,
1998.
PASSED, APPROVED AND ADOPTED this 15th day of December, 1998.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
.
City Clerk
ATTACHMENT 2
RESOLUTION NO. XX- 98
.7~'7
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
*********
AMENDING THE SALARY PLAN
WHEREAS, in accordance with the City's Personnel System Rules, the City Council adopted
Resolution No.. 64-97 and subsequent resolutions which comprise the Salary Plan.
NOW, THEREFORE, BE IT RESOLVED that the position of Parks and Facilities Development
Manager shall be covered under Article I, Section A of the Salary Plan; and
BE IT FURTHER RESOLVED that the position of Parks and Facilities Development Manager
shall be paid a monthly salary within the following range with the exclusion of any Performance Pay
Adjustment granted in accordance with the adopted Personnel Rules:
Parks and Facilities Development Manager:
$4,802 - $6,002
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 December 15, 1998.
PASSED, APPROVED AND ADOPTED this 15th day of December, 1998.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
G:\PERSNEL\CITYRECR\lOBSPECS\PFDM reso.doc
ATTACHMENT 3
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CITY OF DUBLIN
BUDGET CHANGE FORM
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New Appropriations (City Council Approval Required):
Budget Transfers:
CHANGE FORM #
From Budgeted Contingent Reserve (1080-799.000)
Within Same Department Activity
Between Departments (City Council Approval Required)
Other
X From Unappropriated Reserves
From New Revenues
Name: Name: General Fund ParkslFacilities
Management
Account #: Salaries-Full Time
Account #: 001-8200-701-001
Name: Name: General Fund ParkslFacilities
Management
Account #: Retirement
Account #: 001-8200-701-004
Name: Name: General Fund Parks/Facilities
Management
Account #: Group Insurance
Account #: 001-8200-701-005
Name: Name: General Fund ParkslFacilities
Management
Account #: Workers Compensation
Account #: 001-8200-701-006
Name: Name: General Fund Parks/Facilities
Management
Account #: Medicare Portion FICA
. Account #: 001-8200-701-008
Name: Name: General Fund ParkslFacilities
Management
Account #: Office Supply
Account # :00 1-8200- 710-000
Name: Name: General Fund ParkslFacilities
Management
Account #: Printing/Binding
Account #: 001-8200-716-000
Name: Name: General Fund ParkslFacilities
Management
Account #: Furniture
Account #:001-8200-750-061
Name: Name: General Fund ParkslFacilities
Management
Account #: MachinerylISF
Account #:001-8200-750-073
$19,393
$2,219
$2,815
$101
$281
$300
$200
$250
$700
REASON FOR BUDGET CHANGE ENTRY: New position considered by City Council 12-15-98.
City Manager:
Signature
Date: 12-9-98
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Mayor:
Signature
Posted By:
Signature
Date:
12-15-98
Date:
ATTACHMENT 4