CITY OF CARMEL-BY-THE-SEA

Council Report

August 4, 2015

To: Honorable Mayor, Members of the City Council Douglas J. Schmitz, City Administrator

From: Sullivan Carey-Lang, Special Projects Manager

Subject: Salary Revisions, New Job Descriptions, and Job Description Amendments

RECOMMENDATION(S):

Adopt a Resolution Authorizing the City Administrator to: 1) Amend the Job Descriptions for Community Planning and Building Director and Forest Care Worker 2) Amend the Salary Range for Senior Planner and 3) Adopt the Job Description and Salary Range for the Planning Technician

EXECUTIVE SUMMARY:

1) The Community Planning and Building Director job description was last updatedApril, 1995. From recommendation of the City Administrator, staff has taken timeto review and edit the qualifications and duties of this position.

The Forest Care Worker is currently not benefited, and is limited to 1000 hoursper fiscal year. In the FY 2015-2016 budget, this position is budgeted at full timewith benefits. Amending the job description will allow for the increase in hours.

2) The Senior Planner plays an integral role in managing staffing and ensuring theexpedient review of plans and projects submitted. The salary range for thisposition has not been updated since June 1998. In order to ensure that the Citystays competitive with market standards, staff conducted a survey of surroundingMonterey Peninsula cities. The results of the survey showed that the range isseverely low. Based on this study, staff is recommending the salary changeshown below.

Current Range: 318 $74,112 $77,832 $81,720 $85,812 $90,108

Recommended Range: 351

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$87,396 $91,752 $96,348 $101 ,172 $106,212

3) The Planning Technician position is proposed to be an entry-level position in the Community Planning and Building Department. Approving the job description and funding for the Planning Technician is necessary to open the recruitment. Due to the high volume of applications submitted each day, the support this position will provide is needed and is a further step in having city employees as opposed to contracting positions.

$60,504 $63,504

FISCAL IMPACT:

1) The Community Planning and Building Director is an At-Will position with funding that was approved through the 2015-2016 Fiscal Year Budget.

2) Forest Care Worker is budgeted and planned for in the FY 2015-2016 Budget.

3) Senior Planner and Planning Technician - Salary savings will come from the vacancy created in the Director's position .

eted:

ATTACHMENTS:

1. Draft Resolution Amending Job Descriptions and Salary Ranges 2. Job Description for the Community Planning and Building Director 3. Job Description for the Forest Care Worker 4. Job Description for Planning Technician

APPROVED:

Douglas J. Sc Date: 21~~ }r

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CITY OF CARMEL-BY-THE-SEA CITY COUNCIL

RESOLUTION 2015-_____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE CITY ADMINISTRATOR 1) AMEND THE JOB DESCRIPTIONS FOR COMMUNITY PLANNING AND BUILDING DIRECTOR AND FOREST CARE

WORKER 2) AMEND THE SALARY RANGE FOR SENIOR PLANNER AND 3) ADOPT THE JOB DESCRIPTION AND SALARY RANGE FOR PLANNING

TECHNICIAN

WHEREAS, existing job descriptions require amending to better encompass the City’s needs; and

WHEREAS, the duties of the positions have expanded and changed, and must be reflected in the job description to ensure an accurate portrayal of the position; and

WHEREAS, salary ranges for certain positions require adjustment in order to stay competitive with market rates; and

WHEREAS, the funds are budgeted through salary savings from planned vacant positions and scheduled adjustments.

NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA does hereby:

Adopt a Resolution Authorizing the City Administrator to: 1) Amend the Job Descriptions for Community Planning and Building Director and Forest Care Worker 2) Amend the Salary Range for Senior Planner and 3) Adopt the Job Description and Salary Range for the Planning Technician

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this 4th day of August 2015 by the following vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

SIGNED: ATTEST:

Jason Burnett, MAYOR Lee Price, MMC Interim City Clerk

ATTACHMENT - 1

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CITY OF CARMEL-BY-THE-SEA

COMMUNITY PLANNING AND BUILDING DIRECTOR

Definition

Under general administrative direction, to plan, direct, manage, and oversee the activities and operations of the Community Planning and Building Department including planning, building inspection, and code enforcement programs and services; to prepare reports and work with the Planning Commission and Historic Resources Board; to coordinate assigned activities with other City departments and outside agencies; and to provide highly responsible and complex administrative support to the City Administrator.

Supervision Exercised

Exercises direct supervision over supervisory, professional, technical, and clerical staff.

Examples Of Important And Essential Duties

Assume full management responsibility for all Community Planning and Building Department services and activities including planning, building inspection, and code enforcement programs and services; administer land use, coastal and design regulations.

Manage the development and implementation of Community Planning & Building Department goals, objectives, policies, work plans, and priorities for each assigned service area; establish, within City policy, appropriate service and staffing levels; allocate resources accordingly.

Continuously monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; assess and monitor work load, administrative and support systems, and internal reporting relationships; identify opportunities for improvement; direct the implementation of changes.

Provide staff assistance to the City Council, Planning Commission, Historic Preservation CommitteeResources Board, City Administrator, and other committees; prepare and present staff reports and other necessary correspondence.

ATTACHMENT - 2

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Examples of Important and Essential Duties (continued) Represent the Community Planning & Building Department to other City departments, elected officials, and outside agencies; explain and interpret department programs, policies, and activities; negotiate and resolve sensitive, significant, and controversial issues. Select, train, motivate, and evaluate Community Planning & Building Department personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures; develop staff development programs. Plan, direct, and coordinate the Community Planning & Building Department's work plan; meet with staff to identify and resolve problems; assign projects and programmatic areas of responsibility; review and evaluate work methods and procedures. Manage and participate in the development and administration of the Community Planning & Building Department budget; direct the forecast of additional funds needed for staffing, equipment, materials, and supplies; direct the monitoring of and approve expenditures; direct the preparation of and implement budgetary adjustments as necessary. Coordinate Community Planning & Building Department activities with those of other departments and outside agencies and organizations. Conduct a variety of organizational studies, investigations, and operational studies; recommend modifications to Community Planning & Building Department programs, policies, and procedures as appropriate. Participate on a variety of boards and commissions; aAttend and participate in professional group meetings; stay abreast of new trends and innovations in the fields of planning and building inspection. Confer with contractors, engineers, developers, architects, the community, and othera variety of agencies and the general public in acquiring information and coordinating planning, zoning, subdivision, building, environmental, and related matters. Plan, direct, and coordinate the enforcement of laws and codes governing the construction of new buildings or the alteration of existing structures; supervise the review of building plans to ensure conformance with code provisions and

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Examples of Important and Essential Duties (continued) consistency with local planning documents and design and land design use decisions. Establish priorities and organize studies for planning documents including Zoning Code, General Plan, Coastal Plan, and other planning activities. Administer processes related to the California Environmental Quality Act. Respond to and resolve difficult and sensitive inquiries and complaints. Other Job Related Duties Perform related duties and responsibilities as assigned. Job Related And Essential Qualifications Knowledge of: Operational characteristics, services, and activities of a comprehensive building and planning program. Organization and management practices and principles as applied to the analysis and evaluation of building and planning programs, policies, and operational needs. Modern and complex principles and practices of building and planning program development and administration. Principles and practices of land use planning and zoning. Advanced theories, principles, and practices of current and advanced planning. Recent developments, current literature, and sources of information related to planning and building inspection. Advanced principles and practices of municipal budget preparation and administration. Principles ofEmployee supervision, training, and performance evaluation.

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Knowledge of: (continued) Pertinent Federal, State, and local laws, codes, and regulations including those pertaining to General Plans, Coastal Plans, environmental matters, design, zoning, housing, and land division. Technical, legal, financial, and public relations problems involved in the conduct of municipal building and planning programs. Safe driving principles and practices. Federal, State, and regional housing regulations and policies. Skill to: Operate modern office equipment including computer equipment. Operate a motor vehicle. safely. Ability to: Provide administrative and professional leadership and direction for theCommunity Planning and Building and Planning Department. Develop, implement, and administer goals, objectives, and procedures for providing effective and efficient building and planning services. Plan, organize, direct, and coordinate the work of supervisory, professional, technical, and clerical personnel; delegate authority and responsibility. Select, supervise, train, and evaluate staff. Identify and respond to community, City Council, Planning Commission, City Administrator, and issues, concerns, and needs. Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals. Plan, organize, and direct comprehensive building and planning programs. Conduct thorough investigations and research, collect, compile, and analyze information and data.

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Ability to: (continued) Research, analyze, and evaluate new service delivery methods, procedures, and techniques. Prepare and administer large and complex budgets; allocate limited resources in a cost effective manner. Prepare clear and concise administrative, technical, and financial reports and prepare and administer budgets.. Interpret and apply the policies, procedures, laws, codes, and regulations pertaining to assigned programs and functions. Read, interpret, and apply a wide variety of technical information from manuals, drawings, specifications, layouts, blueprints, and schematics. Communicate clearly and concisely, both orally and in writing. Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work. Experience and Training Guidelines: Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be: Experience: Five Eight years of responsible urban community planning experience including three five years of management and supervisory experience. Experience in a coastal community is highly desirable.. Training: Equivalent to a BachelorMaster's degree from an accredited college or university with major course work in urban planning, environmental planning, community design, and public administration or a related field. A Master's degree is highly desirable. License or Certificate: Possession of, or ability to obtain, an appropriate, valid driver's license.

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Special Requirements: Essential duties require the following physical skills and work environment: Ability to work in a standard office environment with some ability to travel to different sites and locations. Effective Date: April, 1995

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City of Carmel-by-the-Sea FOREST CARE WORKER (hourly)

Definition

Under supervision, is responsible for planting seedlings in the City's urban forest; cares for newly planted and other trees to include fertilizing, watering, pruning, spraying, and protecting; may be assigned to assist regular department staff with other duties related to care of the City's urban forest; interacts with members of the public providing information on the City's urban forest and the program the City is using to protect and provide a healthy urban forest; performs other related duties as assigned.

Distinguishing Characteristics

The City's urban forest, and in particular the Monterey Pine trees, are suffering from Pitch Canker. Tree mortality due to this disease, storms and other natural causes will increase. This position will be dedicated to reforestation and the care and maintenance of the new as well as the established trees. This position is hourly, with no benefits, and will work no more than 1000 hours in a fiscal year.

Supervision Exercised

Exercises no supervision.

Examples of Important and Essential Duties

Care for and assist in the development of disease resistant seedlings.

Plant seedlings in accordance with the City's reforestation program and care for same.

Assist in the identification of potential hazardous trees.

Assess health of trees in the City's urban forest and provide supervisor with report(s) on condition of trees.

Meet with members of the public at various locations to respond to questions about the City's reforestation program.

Assist other members of the department with duties related to tree care to include trimming and removal.

Safely operate hand and power equipment used to accomplish the duties of the position.

Observe all departmental and City safety rules and safely operate City vehicles.

Participate in the selection of equipment and materials needed for work assignments.

ATTACHMENT - 3

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Examples of Important and Essential Duties (continued) Assist with routine maintenance on trucks and tree maintenance equipment. Other Job Related Duties Perform related duties and responsibilities as required. Job Related and Essential Qualifications

Knowledge of:

Materials, equipment, and methods used in the planting, trimming and care trees.

Tree and other plant materials, care, procedures, and practices including planting, pruning, trimming, spraying for diseases and infestations, fertilizing, and watering.

Knowledge of:

Tree diseases and pests and proper methods for their eradication.

Occupational hazards and standard safety practices necessary in the area of tree and other plant care maintenance.

Safe driving principles and practices.

Skill to:

Operate hand and power tree maintenance tools and equipment.

Operate a motor vehicle safely.

Perform heavy manual labor for extended periods of time in all types of weather.

Ability to:

Perform unskilled and semi-skilled tree maintenance work.

Interpret and apply the policies, procedures, laws, and regulations pertaining to assigned programs and functions.

Understand and carry out oral and written directions.

Communicate effectively verbally and in writing.

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Ability to: (continued) Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

Respond for emergency on-call and call out.

Experience and Training Guidelines: Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be:

Experience:

One year of work experience involving tree and plant maintenance. Training:

Equivalent to completion of twelfth grade supplemented by specialized training in tree care and maintenance.

License or Certificate:

Possession of, or ability to obtain, an appropriate, valid California driver's license. Special Requirements: Essential duties require the following physical skills and work environment:

Ability to sit, stand, walk, kneel, crouch, stoop, squat, crawl, twist, climb, and lift 80 lbs.; exposure to heights, noise, outdoors, vibration, confining work space, chemicals, dust, explosive materials, mechanical hazards, and electrical hazards; ability to travel to different sites; availability for emergency on-call and call out.

Effective Date: July 1998 Revisions Effective: August 4, 2015

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CITY OF CARMEL-BY-THE-SEA

PLANNING TECHNICIAN

Definition Under immediate supervision, to perform entry level work in the field of current planning; to provide information and assistance to developers and the public on planning, environmental and historic preservation related matters; and to provide technical and responsible support to other staff within the Community Planning and Building Department.

Supervision Exercised Exercises no supervision.

Examples of Important and Essential Duties Take in applications and plans submitted by developers and the public; review applications for completeness and accuracy.

Prepare environmental compliance documents for projects that are subject to CEQA or NEPA.

Provide quality customer service to the public at the Planning and Building Counter and over the telephone; take in and assist in the processing of building permits and applications; respond to inquiries and/or permit discrepancies; provide information regarding permit procedures, policies, and functions.

Review and issue administrative permits, such as Sign Permits, Banner Permits, Business Licenses, and Design Reviews and Studies.

Participate in the work of professional and technical employees including data collection, analysis, plan formulation, and implementation of a wide variety of planning, zoning, historic preservation, and environmental review activities.

Maintain detailed land use data, socio-economic data, and other relevant statistics.

Assist in establishing reliable permit coordination among City divisions and departments as well as the business community.

Serve as a resource to direct the public as needed to various sources of information including other divisions and departments.

Assist in completing permit applications by explaining planning and building permit requirements; assist and advise the general public in matters relating to city requirements and status of submitted projects.

Prepare planning materials used for public hearings.

Review projects for conformance with the Historic Preservation ordinance.

Participate in and coordinate special planning, zoning, and environmental studies; prepare reports and findings.

ATTACHMENT - 4

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Examples of Important and Essential Duties (cont.) Present planning and zoning matters to the Planning Commission, Historic Resource Board, and the City Council.

Enter, store, and retrieve data on a computer.

Other Job Related Duties

Perform related duties and responsibilities as assigned.

Job Related and Essential Qualifications

Knowledge of:

Principles and practices of urban planning and development.

Principles and practices of California Environmental Quality Act (CEQA), California State Subdivision Map Act, and State planning enabling legislation.

Recent developments, current literature, sources of information, and research techniques related to the field of urban planning and historic preservation.

Modern office methods, practices, procedures, and related equipment.

Safe driving principles and practices.

Principles and practices of customer service.

Skill to:

Type at a speed of 30 words per minute and/or enter data at a speed necessary for successful job performance.

Operate modern office equipment including computer equipment and software.

Operate a motor vehicle safely.

Ability to:

Learn pertinent Federal, State and local laws, codes and regulations.

Compile technical and statistical information and prepare routine reports.

Prepare basic planning graphics including site plans and land use maps.

Learn basic construction terminology and blueprint reading.Communicate clearly and concisely, both orally and in writing.

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Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

Minimum Qualifications:

Experience:

Bachelor degree in planning or related field is required.

Training:

Prior experience in planning or in municipal government is desirable.

License or Certificate:

Possession of, or ability to obtain, an appropriate, valid driver's license.

Special Requirements: Essential duties require the following physical skills and work environment:

Ability to work in a standard office environment; ability to travel to different sites and locations.

Effective Date:

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