9/17/2013 TO: Tom Bokosky, Human Resources Ma. DATE: September 17, 2013

Transcription

1 9/17/ TO: FROM: Tom Bokosky, Human Resources Ma DATE: September 17, 2013 SUBJECT: Consideration of a Resolution Amending the Personnel Classification and Compensation Plan for the San Juan Capistrano Classified Employees Association RECOMMENDATION: By motion, adopt a Resolution amending the City's Personnel Classification and Compensation Plan for the San Juan Capistrano Classified Employees Association. EXECUTIVE SUMMARY: The City's goal is to maintain a job Classification Plan that provides clear job families and levels of progression. The last comprehensive study of the City's Classification Plan was completed in May Since that time there have been changes to the duties and responsibilities of specific positions and job classifications. Therefore, the City engaged Creative Management Solutions, Inc., to conduct a limited classification study. A draft report was provided to the City's Employee Associations and changes were made to the study and notes were added to the final report based on their input. Staff recommends that the City Council adopt the study's recommendations contained in the July 14, 2013, final report, which include, updating and re-titling of several job Class Specifications. The impact of the classification changes to the Fiscal Year Adopted Budget is $8,841; which is offset by salary and expenditure savings. DISCUSSION/ANALYSIS: The City maintains a job classification system whereby positions are classified according to their duties and responsibilities and each position is allocated to a specific Class Specification. The Personnel Officer is responsible to administer and maintain the Classification Plan, as approved by the City Council, to assure an adequate reflection of the City's work force. The City's goal is to have a Classification Plan that provides clear job families and levels of progression. Positions are reviewed to ensure the work of employees in each position is consistent with the assigned Class Specification. The last comprehensive study of the City's Classification Plan was

2 City Council Agenda Report September 17, 2013 Pa e 2 of 5 completed in May At the time of the study, the City employed 107 full-time equivalent employees (FTEs), today the City employs 90 FTEs. In December 2012, the City engaged Barry C. Newton, Creative Management Solutions, Inc., to conduct a limited classification study (Attachment 2) of the Engineering Class Specifications, the Maintenance Worker Class Specifications and three individual positions; a Utilities Operator I, a Maintenance Worker I and the City's Housing/Redevelopment Coordinator. Mr. Newton holds a Master's degree with a specialization in management from the University of Southern California and a Bachelor's degree from University of California, Berkeley. He is a Certified Compensation Professional (CCP) as designated by the World At Work and a Senior Human Resources Professional (SPHR) by the Society For Human Resources Management. The study was comprised of several steps. First, Mr. Newton met with the employees and supervisors, involved in the study, to describe the process and the study's purpose. Then the employees completed comprehensive position description questionnaires regarding the essential job functions and qualifications of their positions. In addition to the questionnaires, Mr. Newton reviewed the City's organization charts, engineering project schedules and the City's existing Classification Plan. He also interviewed managers, supervisors and designated staff to obtain detailed information about the work requirements and supervision. A draft report was provided to the Classified Employees Association and the Management and Professional Employees Association. Changes were made to the study and notes were added to the final report based on the Associations' input. Staff recommends that the City Council adopt the study's recommendations contained in the July 14, 2013, final report, which are explained below: Engineering Class Specifications The study recommends the addition of an Associate Civil Engineer Class Specification (Attachment 3) to properly classify Associate Engineers who carry a current California Professional Engineer license. This new Class Specification would be established at a monthly pay range of $6,954 to $8,453 per month, or five (5%) percent higher than the Associate Engineer monthly pay range. Because no incumbent Associate Engineer carries a California Professional Engineer license, there would be no immediate budget impact. However, the cost to fill future Associate Engineer vacancies will be higher if filled by a licensed California Professional Engineer or when a current Associate Engineer obtains a license. Maintenance Worker Class Specifications The study includes three recommendations relating to the Maintenance Worker Class Specifications. The first recommendation is to re-title the Maintenance Worker I and Maintenance Work II Class Specifications to Public Works Specialist 1111 and re-title the

3 City Council Agenda Report September 17, 2013 Pa e 3 of 5 Senior Maintenance Worker Class Specification to Senior Public Works Specialist (Attachments 4 and 5). The re-titling more accurately reflects the increase in monitoring and inspection of contracted maintenance work that these positions now perform. It is also recommended that the Public Works Specialist 1/li position be flexibly staffed. Flexible staffing means that employees hired into the entry level Public Works Specialist I position can be advanced to the higher level Public Works Specialist II position after an increase in responsibilities, complexity of assignments and an increase in experience and knowledge. The study also recommends reclassifying Jason Core from Maintenance Worker I to Maintenance Worker II. This reflects the level of maintenance work and inspection of contract maintenance work he is performing. Staff previously met with Jason Core and his Classified Employees Association representative and it was agreed that he be placed into a vacant Maintenance Worker II position, so there is no budget impact. Utilities Operator I (Josh Lopez) The nature of work performed by this position is focused on utilities assets and the reporting relationship to a higher level, Utilities Superintendent, is supported by the fact this position is involved in specialized technology applications and administrative duties that support the division as a whole, rather than a limited number of Utility Operators. Based on the level of responsibility and complexity of work assignments, it is recommended this position be reclassified to Utilities Operator II, retroactive to July 14, This position is currently budgeted for a Utilities Operator I, so the reclassification would increase the Public Works and Utilities Fiscal Year Adopted Budget by $3,938. Housing/Redevelopment Coordinator (Laura Stokes) The study also evaluated the Housing/Redevelopment Coordinator's duties. This position performs significant housing and planning work but not redevelopment duties. Approximately 50% of this position's responsibility is dedicated to the administration of the City's Housing Element and housing programs, as well as managing State grants. This position also performs planning duties related to research and development for planning case studies and data analysis for land use entitlements. The recommendation is to create a new Class Specification of Housing Coordinator/Assistant Planner (Attachment 6) to recognize the broader responsibilities and the work of similar types of positions within the City. This position would be placed at a higher pay grade, retroactive to July 14, 2013, which will increase the Development Services Fiscal Year Adopted Budget by $4,903.

4 City Council Agenda Report September 17, 2013 Pa e 4 of 5 FISCAL IMPACT: The proposed changes would impact the funds below but are offset by salary and benefit savings and expenditure savings in the Fiscal Year Adopted Budget: Fund Public Works and Utilities Development Services General Fund Sewer Water Operations Housing Authority CDBG Developer Deposits $ 400 2, $ 2, , Total Savings $ 3,938 (3,938) $ (4,903) Net Impact $ 0.00 $ 0.00 The increase related to the Public Works and Utilities position is offset by $3,938 in salary and benefit savings from the Rate and Administration Manager and Part-Time Office Assistant vacancies. The Development Services increase is offset by $2,341 in salary and benefit savings from the Development Services Director vacancy, $732 by grant funds, $244 in developer deposits and $1,586 in Housing Authority expenditure savings. The cost of the Public Works and Utilities position is expected to increase $4,033 in Fiscal Year and the Development Services position is expected to increase $5,041 in Fiscal Year , as these positions progress through the steps of the salary range. ENVIRONMENTAL IMPACT: Not applicable. PRIOR CITY COUNCIL REVIEW: Not applicable. COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS: Not applicable. NOTIFICATION: Classified Employees Association Management and Professional Employees Association Barry Newton, Creative Management Solutions

5 City Council Agenda Report September 17, 2013 Pa e 5 of 5 ATTACHMENT(S): Attachment 1 - Resolution Amending the City's Personnel Classification and Compensation Plan for the San Juan Capistrano Classified Employees Association Attachment 2 - Classification Study of Designated Positions Attachment 3 -Associate Civil Engineer Class Specification Attachment 4- Public Works Specialist 1/11 Class Specification Attachment 5 - Senior Public Works Specialist Class Specification Attachment 6 - Housing Coordinator/Assistant Planner Class Specification

6 RESOLUTION NO XX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN CAPISTRANO, CALIFORNIA, AMENDING RESOLUTION NO , THE CITY'S CLASSIFICATION AND COMPENSATION PLAN WHEREAS, the City Council of the City of San Juan Capistrano is authorized and directed under the City's Personnel Rules and Regulations to adopt and amend a Personnel Classification and Compensation Plan in order to administer the City's Personnel Management System; and, WHEREAS, the City now desires to amend the Personnel Classification and Compensation Plans in order to implement new job Class Titles in the Classified Employees Association Salary Schedule. A.~' WHEREAS, the revisions to the Salary Schedule are reflected in "Exhibit NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Juan Capistrano does hereby amend the Classified Employees Association Salary Schedule to reflect the re-titling of Maintenance Worker I and Maintenance Worker II Class Specifications to Public Works Specialist 1111, the re-titling of Senior Maintenance Worker to Senior Public Works Specialist, the addition of Associate Civil Engineer and the reclassification of Housing/Redevelopment Coordinator to Housing Coordinator/Assistant Planner in the Job Class Titles as set forth in "Exhibit A." PASSED, APPROVED, AND ADOPTED this 17 1 h day of September JOHN TAYLOR, MAYOR MARIA MORRIS, CITY CLERK ATTACHMENT 1

7 CITY OF SAN JUAN CAPISTRANO Effective: July 14,2013 Compensation Plan Classified Employee Association Salary Schedule Class Title Grade Class Step 1 Step 2 Step 3 Step4 Step 5 Utilities Operator Trainee ,075 2,179 2,288 2,402 2,522 Receptionist ,128 2,234 2,346 2,465 2,586 Office Assistant ,932 3,079 3,233 3,394 3,564 Accounting Clerk ,572 3,751 3,939 4,136 4,342 Maintenance Werker I Public Works Specialist I ,572 3,751 3,939 4,136 4,342 Accounting Specialist ,753 3,941 4,138 4,345 4,562 Customer Service Representative ,753 3,941 4,138 4,345 4,562 Maintenance 'JI!erker II Public Works Specialist II ,753 3,941 4,138 4,345 4,562 Utilities Operator I ,753 3,941 4,138 4,345 4,562 Administrative Specialist ,847 4,039 4,241 4,453 4,676 Field Customer Serv Representative ,943 4,140 4,347 4,565 4,793 Senior Accounting Specialist ,143 4,350 4,568 4,796 5,036 Utilities Operator II ,143 4,350 4,568 4,796 5,036 Senior Maintenance Werker Public Works ,246 4,459 4,682 4,916 5,162 Specialist Utilities Operator II Ground Water Treatment Plant ,353 4,570 4,799 5,039 5,291 Administrative Coordinator ,461 4,685 4,919 5,165 5,423 Deputy City Clerk ,461 4,685 4,919 5,165 5,423 EXHIBIT A

8 CITY OF SAN JUAN CAPISTRANO Effective: July 14,2013 Compensation Plan Classified Employee Association Salary Schedule Class Title Grade Class Step 1 Step 2 Step 3 Step4 Step 5 Engineering Technician ,461 4,685 4,919 5,165 5,423 Human Resources Assistant ,461 4,685 4,919 5,165 5,423 Planning Technician ,461 4,685 4,919 5,165 5,423 Community Services Coordinator ,573 4,802 5,042 5,294 5,558 Executive Assistant ,687 4,922 5,168 5,426 5,697 GIS Specialist ,687 4,922 5,168 5,426 5,697 Housing!Retle'lelepment Ceertlinater (Deleted) {) 4,631 4-,tm ~ 6,426 S-;691 Permit Technician ,687 4,922 5,168 5,426 5,697 Utilities Operator Ill ,804 5,045 5,297 5,562 5,840 Engineering Assistant ,925 5,171 5,429 5,701 5,986 Senior Permit Technician ,925 5,171 5,429 5,701 5,986 Public Works Supervisor ,048 5,300 5,565 5,843 6,136 Senior Citizens Program Coordinator ,048 5,300 5,565 5,843 6,136 Utilities Operator Ill- Treatment Plant ,048 5,300 5,565 5,843 6,136 Accountant ,174 5,433 5,704 5,989 6,289 Assistant Planner ,174 5,433 5,704 5,989 6,289 Customer Service Supervisor ,174 5,433 5,704 5,989 6,289 Housing Coordinator/Assistant Planner (New) ,174 5,433 5,704 5,989 6,289 Senior Executive Assistant ,174 5,433 5,704 5,989 6,289

9 CITY OF SAN WAN CAPISTRANO Effective: July 14, 2013 Compensation Plan Classified Employee Association Salary Schedule Class Title Grade Class Step 1 Step2 Step3 Step4 Step 5 Building & Grading Inspector ,303 5,568 5,847 6,139 6,446 Code Enforcement Officer ,303 5,568 5,847 6,139 6,446 Water Conservation Coordinator ,303 5,568 5,847 6,139 6,446 Associate Planner ,711 5,997 6,296 6,611 6,942 Water Construction Inspector ,711 5,997 6,296 6,611 6,942 Utility Programs Supervisor ,854 6,147 6,454 6,777 7,115 Assistant Engineer ,000 6,300 6,615 6,946 7,293 Senior Accountant ,000 6,300 6,615 6,946 7,293 Utilities Superintendent ,150 6,458 6,781 7,120 7,476 Associate Engineer ,623 6,954 7,302 7,667 8,050 Associate Civil Engineer (New) ,954 7,302 7,667 8,050 8,453 Chief Plant Operator ,132 7,489 7,863 8,257 8,669

10 CRI:AT!Vf MAI\IAG I:MEI\ff SOlUTIONS, INC. July 14, 2013 Ms. Karen P. Brust, City Manager Mr. Tom Bokosky, Human Resources Manager CITY OF SAN JUAN CAPISTRANO Paseo Adelanto San Juan Capistrano, CA Dear Ms. Brust and Mr. Bokosky: The City approved a Classification Study of specific positions to establish whether these positions were appropriately classified and to identify potential improvements in the design of the City's classification plan. The analysis has been administered by Creative Management Solutions, Inc., an independent management consulting firm. The Study Report provides our findings and recommendations. The study report was updated to remove references to two Associate Engineer appeals that were resolved through a grievance/perb complaint. If you should have any further questions, we can be contacted directly at either (714) or barry@creativemgtsolutions.com. Sincerely, Barry C. Newton, CCP, SPHR Creative Management Solutions, Inc. (CMS) ATTACHMENT 2 Creative Management Solutions, Inc East Somerset Anaheim, CA

11 City of San juan Capistrano Classification Study of Selected Positions: CMS ORGANIZATION OF STUDY REPORT: CMS Page 2

12 City of San Juan Capistrano Classification Study of Selected Positions: CMS A,, STUDY BACKGROUND The City of San Juan Capistrano's programs and services are organized into five major non-safety departments, including Community Services, Development Services, Financial Services, Public Works, and Utilities. Safety services are provided under contract by the County of Orange Sheriffs Department and the Orange County Fire Authority. Many information technology and engineering services are provided on a contract basis in order to supplement staff capabilities and to meet changing project and workload needs. The City has approximately 100 full-time and part-time positions. The City's operating budget for Fiscal Year is approximately $21 million. The City seeks to have a job classification plan that provides clear job families and levels of progression. The work of employees in each position should be consistent with the assigned classifications and job specifications As part of this study, the City reviewed a number of requests for reclassification and established specific positions to be independently evaluated. The study has been designed to address the following policy questions: Are each of the existing positions properly classified based on the scope of responsibility, types of knowledge, skills, and abilities, and licenses and certification levels of employees? How should the City's class specifications be designed to reflect appropriate levels and the work of these positions? The City approved the services of Creative Management Solutions, Inc. (CMS), an independent management consulting firm, to conduct the study, and known hereafter as "CMS" or the "Consultant" in this Report. CMS has conducted organizational analyses, classification analyses, and compensation studies for over 150 client organizations in the public, private, and not-for-profit sector since CMS Page 3

13 City of San Juan Capistrano Classification Study of Selected Positions: CMS C B. STUDY METHODOLOGY: CLASSIFICATION PRACTICES I. Overview CMS used a number of widely accepted job analysis methods to establish the work plan and to achieve greater validity and acceptability of the study findings and results" The Consultant initially spoke with the Human Resources Manager and the City Manager in order to clarify the study goals" As part of the job analysis, the Consultant prepared a study introduction announcement, designed and distributed a position description questionnaire, and provided additional transmittal letter instructions, Employees and supervisory and management staff were asked to provide information related to the essential job functions and qualifications associated with each of the studied positions" During this orientation process, the Consultant explained the purpose of the study and addressed inquiries pertaining to the completion of the questionnaires" In conjunction with the job evaluation, the Consultant reviewed the City's organization charts, the completed position description questionnaires, engineering project schedules, and the City's existing classification plan. The Consultant interviewed management, supervisors. and designated staff to obtain more detailed information about the work requirements and the nature of the supervision exercised and received" The results of the analysis have been presented in the Executive Summary of Recommendations on Pages 6, 7, and 8" The job evaluation factors used in conjunction with this analysis appear for reference purposes on Page 5. The studied positions and current classification assignments are shown below: Associate Engineer.. Housing/Redevelopment Coordinator " Maintenance Worker I (based on information provided by incumbent Jason Core and given supervisory input regarding other positions) Senior Civil Engineer- Environmental Services " Senior Engineer (Alan Oswald- Traffic) " Senior Maintenance Worker (based on information provided by incumbent Juan Camacho and given supervisory input regarding other positions) " Utilities Engineer " Utilities Operator I CMS Page 4

14 City of San Juan Capistrano Classification Study of Selected Positions: CMS II. Job Evaluation Comparisons The Consultant has established benchmarking comparison factors to achieve greater consistency in the evaluation of the classifications: SUMMARY OF JOB EVALUATION FACTORS 1. Impact of Job In Relation To Organizational Success: encompasses the nature and importance of the work performed by the job in relation to the mission of the City and its departments, and the initiatives of the City Manager and City Council. 2. Scope of Responsibility: considers the impact and diversity of job functions, programs, contracts, and services that are performed directly, or through the work of other employees. Also considers the budgetary accountabilities of the job. 3. Decision-Making Authority: assesses the ability of the position to make decisions that have major policy, program, and departmental impacts. Considers internal reporting relationships within the City and the types of direction received from management level positions in making decisions. Also considers the potential financial, political and human impact of errors in judgment 4. Breadth and Depth of Knowledge and Skills: evaluates the breadth and depth of required education, experience, training and certification that are required to perform the essential functions of the job. Mental demands and abilities are considered as well as the recognition that particular jobs will require specialized expertise or unusual competencies that are highly valued. 5. Nature and Extent of Interpersonal Communications: analyzes the purpose, frequency and level of interpersonal interactions that are required, both internally and externally. Considers the purpose and nature of interpersonal relationships, and how these interfaces are initiated, the types of work direction that is provided or received, and how relationships are maintained, and how the job must influence other persons to take action. Examples of job-related communications include interfaces with the Council, committees, members, staff, consultants, contractors, vendors, auditors, and governmental officials, and other public and private representatives. 6. Breadth and Difficulty of Supervision Exercised and Received: considers the number of employees supervised, the nature of supervision provided, and the classification level of jobs that are supervised. Also assesses technical direction that may be provided to other departmental representatives or staff when these persons are not directly supervised by this job. Further considers the type of direction received from the City Manager, City Council, and department directors. CMS Page 5

15 City of San Juan Capistrano Classification Study of Selected Positions: CMS Development Services CURRENT JOB NAME OF PROPOSED JOB CLASSIFICATION CLASSIFICATION INCUMBENT l Housing/Redevelopment Laura Stokes Housing Coordinator/Assistant Planner Coordinator Grade 48$5,023-$6,106 Grade 44$4,551-$5,132 I Public Works and Utilities CURRENT JOB NAME OF PROPOSED JOB CLASSIFICATION INCUMBENTIPOS.ITIONS I CLASSIFICATION I 1 Joseph Mankaw1ch Assoc1ate Eng1neer Grade 58 $6,430- $7,816 i I I Grade 58 $6,430- $7,816 Associate Engineer Maryam Ramsey Associate Engineer Grade 58 $6,430- $7,816 Grade 58 $6,430-$7,816 Senior Civil Engineer- Ziad Mazboudi Senior Civil Engineer- Environmental 1 Assoc1ate Eng1neer 1 Environmental Services Services 1 Grade 64 $7,477- $9,089 I Grade 64 $7,477- $9,089 Maintenance Worker I I Jason Core i Public Works Specialist II Grade 33 $3,468 - $4,216 i Grade 35 $3,644 - $4,429 Senior Maintenance Worker 1 Juan Camacho I Senior Public Works Specialist Grade 40$4,123-$5,011 I Grade 40 $4,123 - $5,011 Senior Engineer Alan Oswald 1 Senior Engineer Grade 62 $7,117- $8,651 : Grade 62 $7,117- $8,651 r Utilities Engineer Eric Bauman Utilities Engineer 1. Grade 67 $8,052- $9,788 Grade 67 $8,052-$9,788 Utilities Operator I Josh Lopez Utilities Operator II Grade 35 $3,644- $4,429 1 Grade 39 $4,022- $4,889 Notes: 1. A re-titling of positions in the Maintenance Worker Series has been proposed to more accurately reflect the nature of work performed. Three levels of Public Works Specialist I, Public Works Specialist II, and Senior Public Works Specialist have been recommended. 2. The Associate Civil Engineer level has been added to properly classify those Associate Engineers carrying a current California Professional Engineer license. 3. New class specifications have been developed for these jobs I I I CMS Page6

16 City of San Juan Capistrano Classification Study of Selected Positions: CMS [ {ecutive Summary of Recommendations (Continued): 1. Flexible Staffing Guidelines- The City needs to adopt flexible staffing guidelines for positions in the Public Works Maintenance Specialist series. The work of incumbents in the Public Works Specialist I class should be periodically audited to determine whether the work performed is most consistent with the I level or the II level. If the audit determines that an incumbent is performing the work of the higher classification, the employee should be advanced without requiring a competitive promotional action. More detailed infonnation is provided in the Findings section of this report. 2. Maintenance Worker I and II and Senior Maintenance Worker- The job titles in this series be modified to Public Works Specialist I, Public Works Specialist II, and Senior Public Works Specialist to reflect duties that include maintenance functions and the monitoring and inspection of contracted maintenance work. 3. Associate Engineer (Joseph Mankawich)- This position has accountability for a range of journey-level professional civil engineering projects and contracts under the direction of management personnel that are consistent with this job. The classification is appropriate for the nature and complexity of engineering design work that is performed or administered. The incumbent does not currently possess a Professional Engineer license so the current job classification of Associate Engineer is appropriate. 4. Associate Engineer (Maryam Ramsey)- This position has accountability for performing a range of journey-level professional civil engineering projects and contracts under the direction of the Utilities Engineer. The classification is appropriate for the nature and complexity of engineering design work that is performed or administered. The incumbent does not currently possess a Professional Engineer license so the current job classification of Associate Engineer is appropriate. 5. Housing/Redevelopment Coordinator (laura Stokes)- This position has accountability for both housing programs and planning duties but does not perform redevelopment work. The job classification should be reflective of both areas of responsibility as Housing Coordinator/Assistant Planner. 6. Maintenance Worker I (Jason Core)- This position is performing both maintenance duties and the monitoring and inspection of contract maintenance work in the Public Works Department. It is recommended that the position be assigned to the higher classification of Public Works Maintenance Specialist II. 7. Senior Engineer (Traffic Alan Oswald)- The incumbent is performing specialized traffic functions within this job classification. A number of additional senior-level professional engineering functions could be performed by this position. The incumbent does not possess a specialized Traffic Engineer license. CMS Page 7

17 City of San Juan Capistrano Classification Study of Selected Positions: CMS I Executive Summary of Recommendations (Continued): 8. Senior Maintenance Worker!Juan Camacho)- This position performs more responsible public services work that requires greater skills in equipment operation, knowledge of work methods, and problem-solving when providing direction to work crews. However, the job title should be modified to Senior Public Works Specialist to more accurately convey the higher level of responsibility and knowledge of contract and public works maintenance practices by this position. 9. Senior Civil Engineer- Environmental Services!Ziad Mazboudil- The current classification is appropriate based on the specialized planning and engineering functions performed by the position, including the SWPPP (Storm Water Pollution Prevention Plan) Developer designation. The incumbent possesses a Professional Engineer license that is applied to the work of this position. 10. Utilities Engineer!Eric Bauman)- The current classification is accurate and descriptive of the work performed and the incumbent provides work direction to an Associate Engineer as well as a Construction Inspector. The incumbent holds a Professional Engineer license and additional certification that is relevant to the position assignment. 11. Utilities Operator I (Josh Lopez)- The incumbent is performing the broader and more complex job functions of the Utilities Operator II and this should be reclassified to the Utilities Operator II classification level. CMS PageS

18 City of San Juan Capistrano Classification Study of Selected Positions: CMS ~ DEVELOPMENT SERVICES DEPARTMENT Housin~/Redevelopment Coordinator- Laura Stokes Position Summary This is a single incumbent classification. The employee performs significant housing and planning work but not redevelopment duties. Close to 50% of the employee's total work time has been spent on the administration and coordination of the City's Housing Element and housing programs and affordable housing development projects as well as the management of State grants. The employee prepares reports related to developments and updates for commissions and the City Council. The employee performs both journey and entry-level land use planner duties pertaining to research and development for planning case studies and data analysis for discretionary land use entitlements. In addition, the employee performs public counter work. assistance by conducting basic plan checks, discussing proposed development actions, explaining zoning and development standards, providing housing information, discussing code enforcement concerns, listening to complaints, and providing general City information. The overall level of responsibility The work performed is most consistent with a Housing Coordinator/Assistant Planner. Organization Design and Staffing This position reports to the Senior Planner within the Planning Section. The employee does not directly lead or supervise other employees. Although it is possible for this position to report to the Assistant Director for Development Services, this level of managerial oversight does not appear to be necessary in relation to the functions performed and level of independent action expected of the incumbent. It is appropriate for the position to report to the Senior Planner in that close to 50% of the total work time is spent performing counter support duties that would require frequent communication with the planning team regarding development projects, site plans, and permits. CMS Page 9

19 City of San Juan Capistrano Classification Study of Selected Positions: CMS Housing/Redevelopment Coordinator- Laura Stokes (continued) Recommendations The scope of responsibilities is centered upon responsible housing and planning programs and no longer redevelopment efforts. The level of knowledge, decisionmaking, and scope of responsibility is consistent with that of a position having a significant administrative role in applying policies, standards, and practices in these fields. This job should be reclassification to Housing Coordinator!Assistant Planner to recognize these broader job responsibilities and the work of similar types of positions within the City. Current Classification: I Proposed Classification:!, Housing/Redevelopment Coordinator I I II Housing Coordinator/Assistant, Planner I $4,551 i $5,1321 I I t I,, $s.oz3 I $6,106 I I I I CMS Page 10

20 City of San Juan Capistrano Classification Study of Selected Positions: CMS PUBLIC WORKS DEPARTMENT FLEXIBLE STAFFING OF CERTAIN ENTRY-LEVEL MAINTENANCE POSITIONS As part of the study, we have proposed flexible staffing for jobs assigned to the current Maintenance Worker I and II classes that have been recommended to be modified to Public Works Specialist I and II. The term "Flexible Staffing" means that employees in certain entry-level positions can be advanced to a higher level after a specified period of time based upon the findings of a classification audit. It is recommended that positions in the classifications of Public Works Specialist 1111 positions be flexibly staffed as described below. Flexible staffing is a method that allows a non-competitive promotion from one classification level to another upon the recommendation of the department head and approval of the Human Resources Manager. It is used for positions within designated classifications where progressively responsible duties are assigned as an employee becomes more proficient and experienced. Normally, positions are filled at the lower level, unless the needs of the department require that the position be filled at the higher level. When an employee is hired at the lower level, the person may be advanced to the higher level after the responsibilities, difficulty and complexity of assigned duties increase with additional experience and knowledge. A person in a lower level position would be considered for advancement to the higher level flexibly staffed position after serving for at least 24 consecutive months in the lower level position. Advancement is not automatic and would be at the discretion of the department head subject to a position classification audit, to be completed prior to the 24 consecutive months, by the Human Resources Manager. This does not preclude the City from identifying certain positions in the lower level class that contain primarily routine and repetitive tasks and maintaining those positions at the lower level. The salary of an employee who is advanced to a higher classification by flexible staffing would be governed by the Personnel Rules pertaining to Compensation on Promotion. CMS Page 11

21 City of San Juan Capistrano Classification Study of Selected Positions: CMS Maintenance Worker I Jason Core Position Summary This is a multiple incumbent job classification. The employee reports to the Public Works Manager and performs a varied range of maintenance and inspection tasks involving City parks, parkways, facilities, and landscape districts. Approximately onehalf of the incumbent's work time is spent in actual maintenance duties. The remaining half of the time is allocated to the coordination and execution of service orders, inspection of facilities and work sites to report maintenance needs, and the communication of work order requests to the supervisor and contractors, and set-ups for moves and special events. These functions can be described by category below in more detail by the types of functions performed and estimated work hours: -About 15% of the total work time is allocated to tree maintenance, which includes creating work orders, scheduling assignments, and monitoring the work of contract crews in assigned locations. -Another 25% of the incumbent's time is spent in the coordination of landscaping work performed for the City's Parks, Parkways, Facilities, and Landscape districts, including scheduling of weekly work locations and inspection of work completed by contractors, including parking lot and restroom lights. -About 50% of the employee's total work time is spent performing actual maintenance work. The employee maintains the Northwest Open Space area within the City, including weed control, gopher control, trash, and graffiti removal in parks, parkways, and facilities. The employee cleans the park restrooms and unplugs toilets given immediate response needs and coordinates similar work with maintenance contractor. The employee assists other maintenance crews with set-ups for special events, repairing potholes, furniture moves, and other types of work orders. About 10% of the work time is allocated to checking the work of temporarily assigned Community Services Workers. The employee recommends and monitors the types of equipment used for tree maintenance work. The job title should convey the nature of specialized public works maintenance work performed and the Public Works Specialist II classification should be part of flexibly staffed Public Works Specialist I and II classifications. At the higher level, the employee takes on more responsibility for conducting inspections and communicating maintenance needs than performing actual maintenance duties. CMS Page 12

22 City of San Juan Capistrano Classification Study of Selected Positions: CMS Maintenance Worker I (continued) Organization Design This position is properly assigned to the Public Works Department based upon the types of facilities and services that are supported and the nature of the work performed. This position would often report to a Senior Maintenance Worker or Public Works Supervisor in many cities. However, service requests cover four sections and the employee receives direction from the Public Works Manager under the current organization design. The incumbent does not provide direct supervision to regular existing City employees. The City should monitor the extent to which this position coordinates the contract service work. From an operational perspective, it is helpful to have this position organize and assign the weekly maintenance schedule although the monthly and annual preventative maintenance schedule and work priorities should ultimately be determined at the supervisory/management level. It appears that adequate direction is provided by the Public Works Manager for this purpose. Given additional changes in the organization structure, this position could report to a Senior Public Works Specialist. The current job design has the employee is monitoring about $200,000 in contract operating expenses for the tree trimming budget. For work orders that have been authorized, the employee determines the proper account numbers for service at parks, parkways, facilities, and landscape districts. Those duties should be assigned to the Senior Maintenance Worker (Senior Public Works Specialist) instead. Based upon the work performed, the incumbent should be advanced to Public Works Specialist II as part of a flexibly staffed Public Works Specialist I and II job series. Recommendations Based on scope of responsibilities and judgment exercised, this position should be reclassified from Maintenance Worker I to a Public Works Specialist II: current Classification: Maintenance Worker I 33 $3,468 $4,216 I Proposed Classification: Public Works Specialist II 35 $3,644 $4,429 CMS Page 13

23 City of San Juan Capistrano Classification Study of Selected Positions: CMS Senior Maintenance Worker- Juan Camacho Position Summary This is a multiple incumbent job classification. This employee reports to the Public Works Manager and leads, coordinates, and participates in assigned work activities for the Public Works Maintenance Department, including inspecting work of maintenance crews and contractors. This position also administers maintenance contracts. -About 30% of the total work time is spent responding to service requests and scheduling, tracking and following up on incoming service requests from in-house personnel and from the general public. -Approximately 15% of the duties entail the coordination, scheduling, and participation in the maintenance and repair of City streets, right-of-ways, public open spaces, and buildings, street lighting and equestrian trails. -About 30% of this work time is focused upon the coordination, inspection, and oversight of contract work including asphalt and pothole repairs, crack seal, road slurry, street sweeping and striping, concrete curbs, gutters, sidewalks, and City driveway approaches, and parking lots, street lighting, open space, equestrian trails, and graffiti removal on City right-of-ways, buildings and parks for work that is larger in scale and cost. An additional 10% of the total work time is dedicated to maintenance, scheduling, and tracking of work completed in rights-of-way, as well as weed maintenance, sign maintenance, sign clearance, and sidewalk clearance, and graffiti removal. The position does not have direct budget accountability for operating expenses although the Senior Maintenance Worker could perform this type of work as part of this classification. -About 10% of the work involves the coordination and performance of public works functions for Special Events such as traffic control set up and pick up, and clean-up of events throughout the year, including attendance at planning meetings in preparation for special events. The remaining 5% of the work time is typically dedicated to responding to maintenance emergencies during regular work hours or call-backs for vehicle accidents, debris in roadways, fallen trees or branches, and preparation for storms, rain, and flood as well as handling cleaning up given damage. The employee leads the work of maintenance crews, including training employees, explaining department practices and work procedures, checking work for conformance with standards, and resolving questions. This position is responsible for assigning tasks and projects to Maintenance Worker I regularly and three Maintenance Worker II positions. The incumbent does not participate in interviewing, selection, and evaluation of employees, determination of staffing requirements, and disciplinary matters. The employee is expected to have a more thorough understanding of work methods. CMS Page 14

24 City of San Juan Capistrano Classification Study of Selected Positions: CMS Senior Maintenance Worker (continued) Organization Design This position is properly assigned to the Public Works Department based upon the types of facilities and services that are supported. The employee provides maintenance support for all four maintenance sections so it is appropriate that the employee receives direction from the Public Works Manager. The Senior Maintenance Worker should have greater accountability for ordering supplies and recommending equipment purchases that would be part of budget monitoring duties. This position can be distinguished from the Maintenance Worker II by its oversight of work that is more skilled, requires higher budgetary expenses, and is more complex in nature. The Maintenance Worker ll's responsibilities should involve maintenance duties drawn from one or two maintenance sections whereas the Senior Maintenance Worker would coordinate projects and assignments involving all Public Works maintenance operations. The number of positions supervised is relatively small and the nature of supervision exercised is more limited and would fit well within the current Senior Maintenance Worker class. The Consultant has proposed a job title modification in this series from 'Maintenance Worker' to 'Public Works' in order to convey that the position performs both maintenance duties and field monitoring duties related to service requests being performed under contract Recommendations The level of knowledge, responsibility, and judgment exercised in performing these maintenance duties is most consistent with the proposed Senior Public Works Specialist classification and the proposed job title would be more consistent with the types of job duties performed. The position classification title should be modified to Senior Public Works Specialist Current Classification: Senior Maintenance Worker j40 $4,123 $5,011 I Proposed Classification:.. Senior Public Works Specialist 140 $4,123 $5,011 CMS Page 15

25 City of San Juan Capistrano Classification Study of Selected Positions: CMS Associat~ Engineer- Joseph Mankawich Position Summary The incumbent has responsibility for a broad range of professional engineering services and contracts and administrative assignments that are consistent with a journey-level professional engineer. -About 35% of the employee's work time is allocated to the management of capital improvement and construction projects related to streets, storm drains, sewers, buildings, tenant improvements, street lighting, trails, and parks. -Approximately 30% of work time involves the management of private development projects, including setting conditions of approval, reviewing public improvement plans, processing Tentative and Tract Maps, the formation of assessment districts, lot line adjustments, easement deeds, quit claims, and other types of legal documents, including the analysis and resolution of issues by work with developers, other departmental staff, and legal counsel -About 10% of the work time is spent in the preparation of engineering plans, specifications, bid documents, and engineering estimates for various public works projects, including sewer rehabilitation, street light conversions, office tenant improvements, and other types of projects. -About 5% of the work time is spent in preparing project and workload schedules with the Microsoft Project Manager, including staffing requirements and timelines, and weekly project updates. Another 5% of the total time is allocated to capital improvement project budgeting and adjustments. -About 1 0% of the work time is allocated to the development and presentation of engineering reports, executive summaries, and project analyses to various City commissions, Design Review Committee, and the City Council. -The remaining 5% of the work time is typically spent in interfaces with partnering agencies, Federal and State officials, and other property owners and residents regarding projects, and work environment improvement initiatives. The employee also provides limited technical direction to a contract Assistant Engineer. CMS Page 16

26 City of San Juan Capistrano Classification Study of Selected Positions: CMS "----- Associate Engineer- Joseph Mankawich Organization Design The current internal reporting relationship to an engineering management position is appropriate since the employee receives direction for projects that are being reviewed or checked under this employee's direction. This position provides lead direction to a Public Works Inspector but does not supervise any regular (non-contract) professional engineering employees. Recommendations The work performed is closest in content to the Associate Engineer for public works engineering. The incumbent does not currently possess a Professional Engineer designation and authorizing approvals for documents would be provided by a management-level engineer within the Public Works Department. I Current Classification: i Associate Engineer Iss $6,430 $7,816 I I I Proposed Classification:! Associate Engineer 58 1 $6,430 $7,816 CMS Page 17

27 City of San Juan Capistrano Classification Study of Selected Positions: CMS Senior Engineer (Traffic Alan Oswald} including empl.oyee's comments Position Summary The incumbent is assigned to a senior-level engineering level based on the City's current class specification. However, the job functions performed by this position include journey-level professional and lower level engineering technical functions. The assignments are centered upon traffic engineering and not civil or environmental engineering work. This employee reports to the interim Director of Public Works. Emplovee's Comments: This employee is the sole staff member in the Traffic Division and is assigned all traffic engineering related responsibilities. The employee is assigned "very high level responsibilities" including senior level engineering duties. Consultant's Response: The number of incumbents within the job classification is not a determinant of the job classification. A significant number of positions within the City are occupied by a single employee. The employee is assigned traffic engineering related responsibilitie~ including those functions that are lower than the employee's current classification. The incumbent is assigned journey and entry-level engineering functions. Senior traffic engineering level functions are performed with the assistance of consulting resources. At the time that the study report was presentee the Consultant reported to the Interim Director of Public Works. Given the new organization design that was approved July 1, 2013, this Senior Engineer position will now report to the Assistant Director, Public Works. This is a lower management level classification. We do not recommend a change based on this new organization design. The employee administers professional and technical transportation planning and traffic operations and engineering contract services for the Public Works Department The employee reviews and addresses traffic and transportation-related issues. The position does not directly supervise other City employees given the current job definition. Emplovee's Comments: However, this employee does manage consultants who do act as extended staff for particular projects or with specialized knowledge. Consultant's Response: The oversight and coordination of consultant project work is already reflected in the essential functions of the job. CMS Page 18

28 City of San Juan Capistrano Classification Study of Selected Positions: CMS Senior En~in~er (Traffic- Alan Oswald)- continued Position Summary (only) About 50% of the incumbenfs work time is spent addressing citizens' requests for service involving traffic-related issues, including investigations, surveys, studies, traffic and traffic collision analyses, and speed studies. Another 15% of the time is dedicated to reviewing and approving traffic studies, traffic impact analyses, and parking management plans for new development and other projects which involve the analysis and approval of work performed by consultants. About 5% of the work time is spent managing projects for design and construction of traffic-related Capital Improvements Projects (CIP) and traffic issues pertaining to other projects. The remaining 10% of the job accountabilities constitute smaller activities, none of which exceed 2% of the total work time. The employee manages the City's Residential Permit Parking Program, Speed Limit Program, traffic count program and traffic collision database, including maintaining the system and performing analyses using the data. The position coordinates traffic operations and circulation issues with Police Services and with area schools. The employee prepares the Capital Improvement Project (CIP) and Operating Budgets for the Traffic Division with over $500,000 in expenditures and prepares and manages limited funds derived from State and federal grants. The employee manages the TMP and traffic operation for the City's annual Swallows Day Parade and reviews and develops traffic requirements and conditions for special events within the City. The current work assignments reflect journey-level classification work. Many of the advanced traffic engineering design and major traffic roadway projects are being performed by private sector consultants. Major code updates and traffic circulation elements are contracted. As a result, nearly half of the work time of this position has been allocated to the engineering technical support functions and counter inquiries such as the traffic counts, traffic speed surveys, and investigation of public complaints and inquiries. In addition, this job is not designed to require a Traffic Engineer license since this work is performed by contract personnel. The current job definition does not provide for the position to provide support for other types of civil engineering projects related to private development, public infrastructure, or rights of way. Nearly 15% of the work involves interfaces with the City Council, other entities, and regional bodies. This position acts as the Secretary to the City Transportation Commission/Committee, including setting agendas, performing evaluations, writing reports, and making presentations. The employee represents the Public Works Department in managing traffic-related issues and projects on the Development Advisory Board, Planning Commission, and other City Commissions. The position also represents the City's interests at various professional, inter-agency and regional transportation and traffic engineering-related committees and planning organizations, such as Caltrans, Orange County Transportation Authority (OCTA), Transportation Corridor Agencies (TCA), County of Orange, and adjacent cities. CMS Page 19

29 City of San Juan Capistrano Classification Study of Selected Positions: CMS Senior Engineer {Traffic- Alan Oswald)- continued Emplovee's Comments: Prior to the City Engineer/City Traffic Engineer position/responsibilities being reassigned to the Public Works Director in 1995, the City Engineer/City Traffic Engineer was the designated Secretary to the Transportation Commission. Since that time, assigned Secretaries to the other primary Commissions have been at or equal to Department Director level. This employee has held this position since Consultant's Response: The designation of a Secretary to a Commission is a function often performed by a traffic engineering position. Within the City of San Juan Capistrano, there are broad range of staff positions that provide support to assigned commissions and these employees are typically in non-management classifications. Similarly, when external comparisons are made, Secretaries to Commissions in focal government are often filled by positions in lower classifications and pay grades since the nature of the work performed is to accurately reflect minutes, motions, and actions taken by a designated commission. The length of service in the job classification is secondary in importance to job knowledge and other job evaluation factors that are used to separate jobs into pay grade levels. The employee also prepares and presents staff reports for projects and issues to the City Council for further action. Emplovee's Comments: The staff reports are nearly all traffic and transportation-related The employee also prepares and presents staff reports for projects and issues to the City Council for further action. Consultant's Resoonse: Policy development; presentation, and interpretation would typically be activities performed part of the specialized reports functions that are referenced. Emplovee's Comments: Employee's a wide range of responsibilities, from very-high level (City Traffic Engineering) to... Consultant's Response: It is not clear what the employee regards is higher-level work based on the response. The City will now have a contract City Engineer/Traffic Engineer and the more difficult project assignments can be performed with the assistance of contract or consulting staff. Under the new organization design, major policy decisions would continue to be reviewed with management; namely the Assistant Director, Public Works and the City Manager. The incumbent is not serving as the City Engineer/Traffic Engineer. Emplovee's Comments: The question is not what the job was designed for, issue is what the employee is doing. As stated previously, the Municipal Code specifies that the City Engineer is the City Traffic Engineer, so these points are moot Consultant's Response: As part of the scope of work of this consultant; the Consultant is expected to comment upon both the current content of the job, and the potential design of the job. CMS Page 20

30 City of San Juan Capistrano Classification Study of Selected Positions: CMS Senior Engineer (Traffic- Alan Oswald) continued The scope of work performed by this position could be redefined. Senior-level professional traffic engineering design, development. and construction management work could be performed that would be more consistent with this job level, and that would be associated with a licensed Traffic Engineer. Current Classification: I Senior Engineer (Traffic) 62 $7,117 $8,651 Proposed Classification: Senior Engineer (Traffic)!62 $7,117 $8,65{- I Emplovees Comments: The position should be reclassified to a Principal Traffic Engineer. Consultants Response: The more advanced traffic engineering studies and analyses requiring the most specialized knowledge and decision-making related to traffic engineering design and construction standards are performed by the contract City Engineer and/or independent consultants. There are no City professional traffic engineering positions that report to this employee that would support the Principal designation. Therefore, the primary basis for the creation of the specialized classification does not exist. CMS Page 21

31 City of San Juan Capistrano Classification Study of Selected Positions: CMS UTILITIES DEPARTMENT Associate Engineer- Maryam Ramsey Position Summary The incumbent has responsibility for a broad range of professional engineering services and contracts and administrative assignments that are consistent with a journey-level licensed professional engineer. About 20% of the total work time is dedicated to the management of capital improvement projects. The employee prepares City Council and Commission agenda reports pertaining to the City's capital improvement projects and presents appropriate discussions, findings and recommendations at City Council and Commission meetings. The position also assesses City's infrastructure needs and develops project scope, budgets, and implementation periods for consideration and adoption into the City's sevenyear capital improvement program. Projects are developed through interfaces with internal departments and outside agencies to ensure consistency with City requirements and interests, and conformance to applicable regulations and codes, including working closely with Utilities staff to determine maintenance needs and requirements. About 10% of the work time is dedicated to water facilities relocation project plans, specifications, cost estimates, and easement documents prepared or submitted by other private and public agencies. Another 25% of the work time is allocated to the review of water, landscape irrigation, fire line and fire sprinkler, sewer, rough grading, precise grading, storm drain improvement plans, and related studies and projects, as well as presentations at Development Advisory Board meetings. About 25% of the work time is allocated to preliminary and final project impact fees for water development, landscape irrigation, plan check and inspection, water meter and jumper installations, sewer connections, traffic impact assessments, and drainage improvements and the processing of related applications for upgraded standards and devices. About 10% of the work time involves the review of consultant project design and construction management proposals, and attendance at meetings involving City capital improvement projects and private development projects. About 10% of the time is allocated to researching and providing engineering plans, studies, and reports, and responding to inquiries. Another 10% of the work time is allocated to the review of easement descriptions, exhibits, deeds, and other legal documents and the preparation and presentation of legally required exhibits and forms related to development and construction activity. CMS Page 22

32 City of San Juan Capistrano Classification Study of Selected Positions: CMS , Associate E:llgineer- Maryam Ramsey (continued) Organization Design The current internal reporting relationship to the Utilities Engineer is appropriate since the employee receives direction for projects that are being reviewed or checked under this employee's direction. This position does not supervise any professional employees. Recommendations The work performed is closest in content to the Associate Engineer classification. The incumbent does not currently possess a Professional Engineer designation and authorizing approvals for documents would be provided by the Utilities Engineer. Current Classification: Associate Engineer 58 $6,430 $7,816 Proposed Classification: Associate Engineer 58 $6,430 $7, CMS Page 23

33 City of San Juan Capistrano Classification Study of Selected Positions: CMS Utilities Operator 1- Josh lopez Position Summary This is a multiple incumbent job classification and the employee reports to the Utilities Superintendent. The employee performs a varied range of maintenance, installation, and repair work related to the City's water, sewer, and storm drains. The scope of responsibility, difficulty of assignments, and specialized knowledge are more consistent with a journey-level job (Utilities Operator II) rather than the Utilities Operator I. About 35% of the total work time is spent in coordinating work with the sewer contractor on the Sewer Maintenance Program and viewing cleaning videos to verify blockages as well as maintenance work that has been completed. Close to 15% of the total work time is involved in monitoring and coordinating tasks with contractors for the City's Storm Drain maintenance program and with contractors for winter preparation activities. Approximately 10% of the time is spent performing actual field maintenance inspection, maintenance and repair work involving water leaks, sewer and storm drain maintenance and repairs, and responding to customer service calls. About 7% of the work time is spent in the detection of storm drain hot spots in order to arrange for additional cleaning and inspections, and to properly tag these catch basins. About 20% of the incumbent's work time has been spent by the employee learning the CMMS program and Mainstar program to accurately map utilities such as hydrants and then to be able to mark and readily locate units for preventative maintenance and service requests. Josh utilizes his computer skills for Excel, Word, Infra-map, City GIS, and Power Point applications and assists the crew in learning and using Mainstar applications. Approximately 15% of the remaining work time is dedicated to administrative and reporting functions such as filling out emergency Sewer spill reports, notifying governmental entities of actions taken, and investigating other sewer and storm drain related issues. This employee has been assisting with lower level NPDES inspections and assisting the Superintendent in checking time cards, invoices, records, and purchase orders. This position has also been given the accountability for administering over $400,000 in operating budget expenditures for storm drain and sewer cleaning. CMS Page 24

34 City of San Juan Capistrano Classification Study of Selected Positions: CMS Utilities Operator I (continued) Organization Design The nature of the work performed is focused upon utilities assets. The reporting relationship could be to either the Utilities Superintendent or to a Utilities Operator Ill. The current reporting relationship to the higher level is supported by the fact that the position is involved in specialized technology applications and administrative duties that support the division as a whole rather than a limited number of utilities operators. The incumbent does not provide direct supervision to regular existing employees. In the absence of GIS Technicians within the City, this position has assumed responsibility for utilizing this software for this purpose. The timekeeping and contract administration support duties could be performed by the Administrative Specialist assigned to the department or to Contract Administrators within the City. Recommendations Based on the level of responsibility and complexity of work assignments, this position should be considered for a reclassification from a Utilities Operator I to a Utilities Operator II: Current Classification: J Utilities Operator I 35 I $3,644 I $4,429 I Proposed Classification: I Utilities Operator II 39 I $ I I I $4,889 CMS Page 25

35 City of San Juan Capistrano Classification Study of Selected Positions: CMS Position Summary The position is assigned to a specialized engineering classification. The work performed is consistent with a blending of environmental planning, civil engineering, and water resources planning functions. The employee currently reports to the Public Works and Utilities Director. As a single incumbent classification, the position ensures the City's compliance with environmental regulations developed at the local, State and federal levels, including stormwater, solid waste and recycling, air quality, household hazardous waste, FOG and energy mandates. This position does not supervise the work of other City employees at this time. About 50% of the work lime is dedicated to environmental and water resources planning, including stormwater management programs. The employee develops, oversees, monitors, and coordinates departmental projects and programs related to water rights issues, water supply issues, including inter-agency domestic water and recycled water purchase agreements, and environmental compliance; and this position has recently begun acting as a resource in the areas of water rights, water supply. This position participates in strategic planning and capital improvement program development for water supply planning and integrated water planning. The employee interprets, explains, and applies local, state and federal regulations related to water rights and environmental compliance; ensures departmental compliance with environmental regulations, including reporting to regulatory agencies; the employee functions as the Utilities Department's liaison with regulatory agencies. The employees coordinates work with department employees to ensure that construction and maintenance work performed by the department complies with environmental regulations; informs department staff of regulatory compliance issues and develops and implements solutions; identifies permit requirements and completes required processes to obtain permits and/or permit compliance for department projects and operations About 15% of the time is dedicated to the review of all developments for compliance with the City's stormwater ordinance and the San Diego Regional Water Quality Control Board NPDES permit. This review includes Water Quality Management Plans, WQMP for compliance with the countywide technical guidance manual, the NPDES permit and City local Implementation Plan. Approximately 7% of the work time is dedicated to the review all food facilities submittals for compliance with the City's waste discharge ordinance. This includes review of plans and Waste Discharge Permit issuance. CMS Page 26

36 City of San Juan Capistrano Classification Study of Selected Positions: CMS v About 5% of the work time is allocated to representing the City at the South Orange County Wastewater Authority and the SOCWA meetings, including Board meetings, engineering committee meetings and Technical Advisory Committee meetings. The employee provides technical support to City representative Board members. The employee also reviews and approves all industrial waste discharge permits and coordinates permit issuance with SOCWA staff. The remaining 20% of the regular work time is split among a number of smaller job functions: -About 5% of the work time is dedicated to participating on the Design Advisory Board meeting to review and provide comments on proposed projects. In addition, the employee prepares and presents agenda reports for City Council and Commissions on various environmental related issues and projects. The employee also provides technical support to staff and educational materials for compliance. -Another 5% of the work time is dedicated to community environmental education and awareness events. The position coordinates, sets up and holds the Annual Earth Day and Community Cleanup. The employee also coordinates, sets up and holds e-waste collection, compost and shredding event twice each year. The employee participates in the monthly Tri-City water saver group, and helps coordinate, set up, and hold the Annual H20 for HOA event The employee chairs the City's sustainability Committee. In additional, the employee holds meetings and develops the agenda and presents updates on committee related matters to members. -Less than 5% of the work time is allocated to other environmental and conservation programs. The employee coordinates with SDG&E on the implementation of energy efficiency programs, the development of an energy master plan, and the development of outreach material to the community, through printed material and online. The employee coordinates activities with AQMD staff on all air quality permits and regulations, and prepares and submits permits annually or as required and the Used Oil Program is coordinated with the County as well as local businesses. -About 2.5% of the work time is apportioned to the oversight of the City's solid waste and recycling program. These activities involve the management of the City's solid waste franchise agreement, including responding and handling all residents and businesses complaints and issues. The employee processes all franchise agreement modifications and verifies compliance. The employee also prepares annual report to the State and reviews construction and demolition deposit and bond releases for approval purposes. The employee attends monthly South County recyclers meetings, and monthly countywide recycling coordinators meeting, as well as bi-monthly waste commission meetings. CMS Page 27