REALIGNMENT OF JOB DUTIES PUBLIC WORKS ENGINEERING AND ADMINISTRATION

Transcription

1 STAFF REPORT MEETING DATE: June 14, 2016 TO: FROM: City Council Mike Fuson, Interim Assistant City Manager Gail Papworth, Principal Human Resources Analyst Russ Thompson, Public Works Director 922 Machin Avenue Novato, CA / FAX 415/ PRESENTER: Mike Fuson, Interim Assistant City Manager SUBJECT: REALIGNMENT OF JOB DUTIES PUBLIC WORKS ENGINEERING AND ADMINISTRATION REQUEST Consider approving a realignment of duties and responsibilities within the Public Works Department to address current and projected workload issues and adopting a resolution to: 1) amend the City of Novato Classification Plan by revising and retitling, as Deputy Public Works Director/City Engineer, the job specification of the Engineering Manager job class; 2) establish the salary range for the Deputy Public Works Director/City Engineer job class based on its revised job requirements and level of responsibility; and 3) amend the Unit G (Exempt Management) compensation resolution to reflect the recommended compensation change. RECOMMENDATION Approve the realignment and adopt the resolution. DISCUSSION Recent resignations in the Public Works Engineering Division presented the City with an incentive to review workload, management and recruitment/retention issues. This review, involving Public Works and Administrative Services staff, concluded that the City will benefit from a realignment of duties in the following ways: Increasing the amount of time that the Public Works Director can spend on departmental management and organizational development issues by assigning City Engineer duties and responsibilities (as set forth in State law and in the Novato Municipal Code) to the Deputy Public Works Director/City Engineer position; Assuring consistent management and technical oversight of public works operations by designating the Deputy Public Works Director/City Engineer as the person to act as Public Work Director in the Director s absence; Enhancing the likelihood of attracting and retaining highly qualified and motivated candidates to fill the vacant management position by adding City Engineer and Deputy cc16_

2 Public Works Director assignments, thereby providing career development and experience opportunities not available in many other local agencies along with a higher pay rate than currently provided to the Engineering Manager classification.; and, Providing staff capabilities that are likely to result in reduction of reliance on outside engineering consultant services. Novato s natural geography plus aging and extensive infrastructure create a complicated set of engineering and public works issues and problems that require resolution. In addition, Novato s increased emphasis on sustainability and public outreach efforts, the need for a high level of technical engineering and management responsibility exists. The revised job specification emphasizes the Deputy Public Works Director/City Engineer s primary oversight role in the capital improvement program, as well as tracking grant funding, development review, and overall compliance with environmental and regulatory requirements of State and Federal agencies. An annotated version of the Deputy Public Works Director/City Engineer job specification, highlighting the proposed substantive changes, is provided in Attachment 1. On September 1, 2015, the City Council adopted an updated classification and compensation plan for the City s engineering positions. In keeping with the compensation principles incorporated in the updated plan and with the higher level of work to be assigned to the Deputy Public Works Director/City Engineer classification, it is recommended that the salary for Deputy Public Works Director/City Engineer be benchmarked at 25% above the Senior Civil Engineer level rather than at 15% above for the Engineering Manager class in the current plan, as depicted in the following table. Top Step Monthly Top Step Annual Classification Compensation Plan Relationship Deputy Public Works Director/City Engineer 11, ,876 25% above Senior Civil Engineer Engineering Manager 10, ,524 15% above Senior Civil Engineer Senior Civil Engineer 9, ,496 15% above Associate Civil Engineer Associate Civil Engineer 8,225 98,700 Engineering series benchmark FISCAL IMPACT On an annual basis, the increased cost of this pay increase, including salary-related benefit cost adjustments at the top step of the pay range is $14,811. ALTERNATIVES 1. Do not approved the realignment of duties, updated job specification and salary change 2. Modify the job specification and/or salary change ATTACHMENTS 1. Deputy Public Works Director/City Engineer Job Specification with changes highlighted 2. Resolution 2 2

3 DEPUTY PUBLIC WORKS DIRECTOR/CITY ENGINEER (Substantive changes to current job specification highlighted in bold, underlined, italic) Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job. SUMMARY DESCRIPTION Under administrative direction, direct, manage, supervise, and coordinate the activities and operations of the Engineering Division within the Public Works Department including capital improvement projects, private projects, and a variety of other engineering related services and activities; coordinate assigned activities with other divisions, departments, and outside agencies; serve as the designated City Engineer for the City of Novato and provide highly responsible and complex administrative support to the Public Works Director including representing and serving as Public Works Director in his/her absence. REPRESENTATIVE DUTIES The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. 1. Oversee and develop goals and objectives for the City s engineering division and directly supervise engineering staff; prepare reports and analyses for City Council and City Staff. 2. Serve as designated City Engineer with respect to all duties and responsibilities of the City Engineer as set forth in State Law and the Novato Municipal Code. 3. Supervise, coordinate, and review Engineering Division projects including major capital improvement projects; oversee the preparation of plans and specifications; oversee and ensure specifications meet design standards; oversee and ensure the accurate calculation of quantity, quality and cost of materials; oversee contract administration; oversee and participate in troubleshooting and resolving design problems in final design. 4. Plan, direct, coordinate, and review the work plan for Engineering Division staff; assign work activities, projects, and programs; review and evaluate work products, methods, and procedures; meet with staff to identify and resolve problems. 5. Select, train, motivate, and evaluate Engineering Division personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures. 6. Participate in meetings of the City Council, Planning Commission, regional committees, homeowners associations and professional associations and present verbal and written reports. 7. Assist the Public Works Director in the administration, planning and coordination of the City s five year capital improvement program and make recommendations regarding which projects are advanced into the annual capital improvement plan budget; administer local and regional funding programs, and plan for appropriate uses of available Federal, State, and regional grants. 8. Assign and/or review daily inspection reports and change order requests for capital improvement projects; field check capital improvement projects under construction; authorize final approval for project plans. Deputy Public Works Director/City Engineer 6/14/16 1 3

4 9. Manage and participate in the development and implementation of departmental goals, objectives, policies, and priorities; recommend and administer policies and procedures. 10. Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; recommend, within departmental policy, appropriate service and staffing levels. 11. Oversee and participate in the development and administration of the Engineering Divisions annual budget; participate in the forecast of funds needed for staffing, equipment, materials, and supplies; monitor and approve expenditures; implement adjustments. 12. Provide responsible staff assistance to the Public Works Director; conduct organizational studies, investigations, and operational studies; assist with special projects as assigned; prepare complex and sensitive reports for state and federal regulatory agencies; recommend modifications to assigned programs, policies, and procedures as appropriate. 13. Ensure maintenance of detailed records and files related to division activities, findings, and results; ensure the timely and accurate completion of all required engineering surveys; ensure timely and accurate preparation and filing of file deeds, maps and legal descriptions. 14. Determine scope of engineering projects; prepare requests for proposals and contracts for consulting services; review plans of consulting engineers and private contractors; make technical engineering decisions and establish technical criteria and standards. 15. Review and approve final recommendations and requirements for development projects; field check development projects in preliminary, plan check and construction phases. 16. Oversee the procurement and analysis of traffic data, initiate traffic improvements as authorized by City codes; implement traffic engineering regulations and designs; conduct Traffic Safety Committee meetings. 17. Oversee and ensure conformance of all Division services and activities with appropriate federal, state, and local laws, codes, and regulations. 18. Serve as the liaison for the Engineering Division with other divisions, departments, and outside agencies; respond to and resolve difficult and sensitive citizen inquiries and complaints; negotiate and resolve sensitive and controversial issues. 19. Serve as staff on a variety of boards, commissions, committees, and groups; prepare and present staff reports and other necessary correspondence including to the City Council, Traffic Safety Commission, Planning Commission, and public groups on engineering related projects and matters. 20. As assigned, serve as the technical advisor to the City Manager and City Council on engineering related matters and capital improvement projects. 21. Serve as Acting Public Works Director in the absence of the Public Works Director. 22. Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of engineering 23. Perform related duties as required. QUALIFICATIONS The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties. Deputy Public Works Director/City Engineer 6/14/16 2 4

5 Knowledge of: Operational characteristics, services, and activities of a comprehensive civil engineering program. Principles and practices of program development and administration. Concepts, theories, principles, and practices of engineering including land surveying, mapping, and traffic engineering. Principles and practices related to current statewide storm water permit compliance, and low impact development techniques. Advanced principles and practices of civil engineering including advanced mathematical principles as applied to civil engineering work. Public bidding process and contracting procedures for public works projects. Methods and techniques of contract negotiation and administration. Principles and practices of construction/capital improvement program and project management, administration, and coordination and capital improvement budgeting. Methods, materials, and techniques used in the construction of public works projects. Local, regional, and state design and procedures for engineering and public works projects including CalTrans processes and funding approval systems. Environmental and regulatory requirements of Federal and State agencies regarding capital projects. Principles and practices associated with environmental impact studies and reporting and associated local, state and federal laws, statues and ordinances. Principles and practices of municipal budget preparation and administration. Principles of supervision, training, and performance evaluation. Pertinent federal, state, and local laws, codes, and regulations. Modern office procedures, methods, and equipment including computers and supporting software applications. Principles of business letter writing. Methods and techniques of effective technical and administrative report preparation and presentation. Recent developments, current literature and sources of information regarding civil and structural engineering. Ability to: Oversee and participate in the management of a comprehensive engineering program. Oversee, direct, and coordinate the work of lower level staff. Select, supervise, train, and evaluate staff. Participate in the development and administration of department and engineering division goals, objectives, and procedures. Prepare and administer large program budgets. Research, analyze, and evaluate new service delivery methods and techniques. Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals. Understand and interpret complex engineering construction plans, specifications and other contract documents. Negotiate and administer contracts. Deputy Public Works Director/City Engineer 6/14/16 3 5

6 Oversee and participate in the conduct of comprehensive engineering studies and prepare reports with appropriate recommendations. Perform technical research and solve difficult engineering problems. Make advanced engineering design computations. Develop, review, and modify engineering and construction drawings, plans, and specifications. Serve as project manager for complex engineering projects or studies. Oversee phases of major construction projects. Oversee and participate in the preparation of clear and concise technical, administrative and financial reports. Plan and organize work to meet changing priorities and deadlines. Interpret, analyze, apply, implement, explain, and ensure program/project compliance with pertinent federal, state, and local laws, codes, and regulations including City codes and departmental policies and administrative directives. Respond to inquiries or complaints from customers, regulatory agencies, or members of the business community. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Education/Training: Equivalent to a Bachelor s degree from an accredited college or university with major course work in civil engineering or a related field. Experience: Five years of increasingly responsible professional civil engineering experience which includes three years of management and supervisory experience of professional engineering and technical support staff. License or Certificate: Possession of registration as a Professional Civil Engineer from the State of California. Possession of, or ability to obtain, an appropriate, valid driver s license. PHYSICAL DEMANDS AND WORKING ENVIRONMENT The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Environment: Standard office setting with some travel to various locations including construction sites; occasional exposure to noise, dust and heavy equipment; may occasionally works in outside weather conditions; incumbents may be required to work extended hours including evenings and weekends Deputy Public Works Director/City Engineer 6/14/16 4 6

7 Physical: Primary functions require sufficient physical ability to work in an office setting and operate office equipment; walk, stand or sit for prolonged periods; travel to various locations; conduct field inspections. Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents. Hearing: Hear in the normal audio range with or without correction. Deputy Public Works Director/City Engineer 6/14/16 5 7

8 CITY COUNCIL OF THE CITY OF NOVATO RESOLUTION NO. RESOLUTION TO: (1) AMEND RESOLUTION ADOPTING THE CITY OF NOVATO CLASSIFICATION PLAN TO REVISE AND RETITLE, AS DEPUTY PUBLIC WORKS DIRECTOR/CITY ENGINEER, THE JOB SPECIFICATION FOR THE ENGINEERING MANAGER CLASSIFICATION; (2) ESTABLISH THE SALARY RANGE AND SALARY RELATIONSHIP FOR THE DEPUTY PUBLIC WORKS DIRECTOR/CITY ENGINEER CLASSIFICATION BASED ON THE JOB REQUIREMENTS OF THE UPDATED JOB SPECIFICATION; AND (3) AMEND THE UNIT G (EXEMPT MANAGEMENT) COMPENSATION RESOLUTION TO REFLECT THE RECOMMENDED CHANGES WHEREAS, recent staffing changes in the Engineering Division resulted in a review of workload, management and recruitment/retention issues; and WHEREAS, this review concluded that the City will benefit from a realignment of duties in the Engineering Division by retitling, as Deputy Public Works Director/City Engineer, and increasing the breadth of responsibilities of the Engineering Manager classification; and WHEREAS, in keeping with the with the compensation principles incorporated in the classification and compensation plan for the Engineering Division, the salary for Deputy Public Works Director/City Engineer should be benchmarked at 25% above the Senior Civil Engineer level rather than at 15% above for the Engineering Manager classification in the current plan as established by Resolution NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Novato as follows: 1. Resolution adopting the City of Novato Classification Plan is hereby amended to retitle, as Deputy Public Works Director/City Engineer, and to revise the classification specification for Engineering Manager (Exhibit A) 2. Establish the salary and salary relationship as set forth in the table, below: Classification Top Step Monthly Top Step Annual Compensation Plan Relationship Deputy Public Works Director/City Engineer 11, ,876 25% above Senior Civil Engineer Senior Civil Engineer 9, ,496 15% above Associate Civil Engineer Associate Civil Engineer 8,225 98,700 Engineering series benchmark res4977 8

9 3. Amend the Unit G (Exempt Management) compensation resolution, as appropriate, to reflect the revised salary for Engineering Manager. * * * * * * I HEREBY CERTIFY that the foregoing resolution was duly and regularly adopted by the City Council of the City of Novato, Marin County, California, at a meeting thereof, held on the 14th day of June, 2016, by the following vote, to wit: AYES: NOES: ABSTAIN: ABSENT: Councilmembers Councilmembers Councilmembers Councilmembers City Clerk of the City of Novato Approved as to form: City Attorney of the City of Novato res4977 9

10 DEPUTY PUBLIC WORKS DIRECTOR/CITY ENGINEER Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job. SUMMARY DESCRIPTION Under administrative direction, direct, manage, supervise, and coordinate the activities and operations of the Engineering Division within the Public Works Department including capital improvement projects, private projects, and a variety of other engineering related services and activities; coordinate assigned activities with other divisions, departments, and outside agencies; serve as the designated City Engineer for the City of Novato and provide highly responsible and complex administrative support to the Public Works Director including representing and serving as Public Works Director in his/her absence. REPRESENTATIVE DUTIES The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. 1. Oversee and develop goals and objectives for the City s engineering division and directly supervise engineering staff; prepare reports and analyses for City Council and City Staff. 2. Serve as designated City Engineer with respect to all duties and responsibilities of the City Engineer as set forth in State Law and the Novato Municipal Code. 3. Supervise, coordinate, and review Engineering Division projects including major capital improvement projects; oversee the preparation of plans and specifications; oversee and ensure specifications meet design standards; oversee and ensure the accurate calculation of quantity, quality and cost of materials; oversee contract administration; oversee and participate in troubleshooting and resolving design problems in final design. 4. Plan, direct, coordinate, and review the work plan for Engineering Division staff; assign work activities, projects, and programs; review and evaluate work products, methods, and procedures; meet with staff to identify and resolve problems. 5. Select, train, motivate, and evaluate Engineering Division personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures. 6. Participate in meetings of the City Council, Planning Commission, regional committees, homeowners associations and professional associations and present verbal and written reports. 7. Assist the Public Works Director in the administration, planning and coordination of the City s five year capital improvement program and make recommendations regarding which projects are advanced into the annual capital improvement plan budget; administer local and regional funding programs, and plan for appropriate uses of available Federal, State, and regional grants. 8. Assign and/or review daily inspection reports and change order requests for capital improvement projects; field check capital improvement projects under construction; authorize final approval for project plans. Deputy Public Works Director/City Engineer 6/14/

11 9. Manage and participate in the development and implementation of departmental goals, objectives, policies, and priorities; recommend and administer policies and procedures. 10. Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; recommend, within departmental policy, appropriate service and staffing levels. 11. Oversee and participate in the development and administration of the Engineering Divisions annual budget; participate in the forecast of funds needed for staffing, equipment, materials, and supplies; monitor and approve expenditures; implement adjustments. 12. Provide responsible staff assistance to the Public Works Director; conduct organizational studies, investigations, and operational studies; assist with special projects as assigned; prepare complex and sensitive reports for state and federal regulatory agencies; recommend modifications to assigned programs, policies, and procedures as appropriate. 13. Ensure maintenance of detailed records and files related to division activities, findings, and results; ensure the timely and accurate completion of all required engineering surveys; ensure timely and accurate preparation and filing of file deeds, maps and legal descriptions. 14. Determine scope of engineering projects; prepare requests for proposals and contracts for consulting services; review plans of consulting engineers and private contractors; make technical engineering decisions and establish technical criteria and standards. 15. Review and approve final recommendations and requirements for development projects; field check development projects in preliminary, plan check and construction phases. 16. Oversee the procurement and analysis of traffic data, initiate traffic improvements as authorized by City codes; implement traffic engineering regulations and designs; conduct Traffic Safety Committee meetings. 17. Oversee and ensure conformance of all Division services and activities with appropriate federal, state, and local laws, codes, and regulations. 18. Serve as the liaison for the Engineering Division with other divisions, departments, and outside agencies; respond to and resolve difficult and sensitive citizen inquiries and complaints; negotiate and resolve sensitive and controversial issues. 19. Serve as staff on a variety of boards, commissions, committees, and groups; prepare and present staff reports and other necessary correspondence including to the City Council, Traffic Safety Commission, Planning Commission, and public groups on engineering related projects and matters. 20. As assigned, serve as the technical advisor to the City Manager and City Council on engineering related matters and capital improvement projects. 21. Serve as Acting Public Works Director in the absence of the Public Works Director. 22. Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of engineering 23. Perform related duties as required. QUALIFICATIONS The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties. Deputy Public Works Director/City Engineer 6/14/

12 Knowledge of: Operational characteristics, services, and activities of a comprehensive civil engineering program. Principles and practices of program development and administration. Concepts, theories, principles, and practices of engineering including land surveying, mapping, and traffic engineering. Principles and practices related to current statewide storm water permit compliance, and low impact development techniques. Advanced principles and practices of civil engineering including advanced mathematical principles as applied to civil engineering work. Public bidding process and contracting procedures for public works projects. Methods and techniques of contract negotiation and administration. Principles and practices of construction/capital improvement program and project management, administration, and coordination and capital improvement budgeting. Methods, materials, and techniques used in the construction of public works projects. Local, regional, and state design and procedures for engineering and public works projects including CalTrans processes and funding approval systems. Environmental and regulatory requirements of Federal and State agencies regarding capital projects. Principles and practices associated with environmental impact studies and reporting and associated local, state and federal laws, statues and ordinances. Principles and practices of municipal budget preparation and administration. Principles of supervision, training, and performance evaluation. Pertinent federal, state, and local laws, codes, and regulations. Modern office procedures, methods, and equipment including computers and supporting software applications. Principles of business letter writing. Methods and techniques of effective technical and administrative report preparation and presentation. Recent developments, current literature and sources of information regarding civil and structural engineering. Ability to: Oversee and participate in the management of a comprehensive engineering program. Oversee, direct, and coordinate the work of lower level staff. Select, supervise, train, and evaluate staff. Participate in the development and administration of department and engineering division goals, objectives, and procedures. Prepare and administer large program budgets. Research, analyze, and evaluate new service delivery methods and techniques. Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals. Understand and interpret complex engineering construction plans, specifications and other contract documents. Negotiate and administer contracts. Deputy Public Works Director/City Engineer 6/14/

13 Oversee and participate in the conduct of comprehensive engineering studies and prepare reports with appropriate recommendations. Perform technical research and solve difficult engineering problems. Make advanced engineering design computations. Develop, review, and modify engineering and construction drawings, plans, and specifications. Serve as project manager for complex engineering projects or studies. Oversee phases of major construction projects. Oversee and participate in the preparation of clear and concise technical, administrative and financial reports. Plan and organize work to meet changing priorities and deadlines. Interpret, analyze, apply, implement, explain, and ensure program/project compliance with pertinent federal, state, and local laws, codes, and regulations including City codes and departmental policies and administrative directives. Respond to inquiries or complaints from customers, regulatory agencies, or members of the business community. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Education/Training: Equivalent to a Bachelor s degree from an accredited college or university with major course work in civil engineering or a related field. Experience: Five years of increasingly responsible professional civil engineering experience which includes three years of management and supervisory experience of professional engineering and technical support staff. License or Certificate: Possession of registration as a Professional Civil Engineer from the State of California. Possession of, or ability to obtain, an appropriate, valid driver s license. PHYSICAL DEMANDS AND WORKING ENVIRONMENT The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Environment: Standard office setting with some travel to various locations including construction sites; occasional exposure to noise, dust and heavy equipment; may occasionally works in outside weather conditions; incumbents may be required to work extended hours including evenings and weekends Deputy Public Works Director/City Engineer 6/14/

14 Physical: Primary functions require sufficient physical ability to work in an office setting and operate office equipment; walk, stand or sit for prolonged periods; travel to various locations; conduct field inspections. Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents. Hearing: Hear in the normal audio range with or without correction. Deputy Public Works Director/City Engineer 6/14/