CITY COUNCIL: Resolution Approving At-Will Job Description & Salary Range for Public Services Director

Meeting Date: November 4, 2008
Prepared by: Rich Guillen

City Council
Agenda Item Summary

Name: Consideration of a Resolution approving the at-will job description and salary
range for the Public Services Director.

Description: The Public Services Department, composed of three divisions, is one of the City’s five departments. The Public Services Department director will report to
the City Administrator. The Department will meet a community need for enhanced livability and functional environment. The Department will ensure that the forest, beach, parks, and the City’s infrastructure be preserved, rehabilitated or enhanced.

Overall Cost:
City Funds: $7,482/month to $9,093/month
Grant Funds: N/A

Staff Recommendation: Adopt the Resolution approving the job description and the
salary range.

Important Considerations: The Public Services Director will work under the general
direction of the City Administrator. The Public Services Department is composed
of three divisions: 1) Forest Parks and Beach; 2) Public Works; and 3) Facilities
Maintenance. This Department will take the lead with other City departments and
agencies on infrastructure maintenance, forest, parks & beach preservation and facilities maintenance.

Decision Record: The creation and estimated funding for the position was approved as
part of the Fiscal Year 2008/2009 Annual Budget.

Reviewed:


Rich Guillen, City Administrator Date


CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION NO. 2008-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARMEL-BY-THE-SEA ESTABLISHING THE JOB DESCRIPTION FOR THE POSITION OF PUBLIC SERVICES DIRECTOR

WHEREAS, the City Administrator has the responsibility for the administration of the
Position Classification Plan, in accordance with Carmel Municipal Code (CMC), Article II, Section 2.52.040 (A); and,

WHEREAS, the City Administrator may determine the need for new classifications or the
revision of existing classifications in accordance with CMC, Article II, Section 2.52.040 (C); and,

WHEREAS, the City Administrator may propose revised class specifications to the City
Council in accordance with CMC, Article II Section 2.52.040 (D),

NOW THEREFORE BE IT RESOLVED that the City Council of the City of Carmel-by-the-Sea does:

1. Establish the following job classification (job description attached) for the position of Public Services Director.

2. Authorize that the above classification is deemed an “At-Will” position to be filled by appointment of the City Administrator and hold office and serve at the pleasure of the City Administrator, in accordance with Carmel Municipal Code, Article III, Section 2.52.050, and

3. Authorize the City Administrator, at his discretion; to establish the salary and benefits for the above classification, within the parameters of the authorized budget and individual, negotiated at-will agreement.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA, this 4th day of November 2008 by the following roll call vote:

AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:

SIGNED,

___________________________________
Heidi Burch, City Clerk

ATTEST:

_________________________________
SUE McCLOUD, MAYOR


CITY OF CARMEL-BY-THE-SEA
PUBLIC SERVICES DIRECTOR
Definition
Under general administrative direction from the City Administrator, plans, directs, manages, and oversees the activities and operations of the Department of Public Services. The scope and responsibility of this position includes taking the lead with the Public Works, the Forest Parks and Beach, the Facilities Maintenance divisions and coordination with other City departments, the City Attorney and outside agencies.

Supervision Exercised
The Public Services Director exercises direct supervision over supervisory, professional, technical, and clerical staff.

Examples of Important and Essential Duties
Assumes full management responsibility for all planning functions, regulations, services and activities within the department.

Administers all parks and recreation programs, and special events consistent with the City’s General Plan and Municipal Code. Works closely with the City Administrator to establish goals for the Public Services Department. Provides direct professional support to the City Administrator on complex, sensitive and controversial programs, and events.

Take the lead with other agencies on park and open space issues in addition to creating an effective vision for the future of the forest, beach and open space management; conducts a variety of organizational studies, investigations, and operational studies. The Department will meet a community need for enhanced livability by providing an attractive and functional natural environment.

Establishes policies, procedures, priorities and performance expectations for the public works, the forest parks and beach, and the facilities maintenance staff within the Department.

Allocates resources to achieve Department goals. Assigns work to department staff and
monitors product for quality and accuracy. Negotiates and resolves the more difficult issues within the Department.

Assumes responsibility for personnel matters including recruitment, training, supervision, evaluation, motivation and discipline for all department staff; implements termination procedures when appropriate.

Serves as a resource for other departments, the City Administrator, the City Attorney, the City Council, the Forest Parks and Beach Commission, the Community Activities and Cultural Commission and other committees; prepares and presents staff reports and other necessary correspondence.

Responds to and resolves difficult and sensitive inquiries and complaints; coordinates with the Public Works, Forest Parks and Beach, Facilities Maintenance divisions and other departments on the enforcement of laws and codes governing infrastructure maintenance and, forestry and beach management.

Coordinates the planning activities of the Department to ensure a smooth workflow between the public works functions, the forest parks and beach functions, and the facilities maintenance functions of the Department. Supervises the review of permits by department staff to ensure conformance with the Municipal Code provisions and consistency with the City’s policies and procedures.

Monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; assesses and monitors work load, administrative and support systems, and internal reporting relationships; identify opportunities for improvement; directs the implementation of changes.

Assumes responsibility for preparation and implementation of the budget for each division of the Public Services Department. Forecasts funding requirements for staffing, equipment, materials, and supplies; monitors and approves expenditures; directs the preparation of the department budget and implements budgetary adjustments as necessary. Identifies opportunities for reducing costs. Monitors fee schedules and recommends amendments to the City Administrator.

Participates on a variety of boards and commissions; attends and participates in professional group meetings; stays abreast of new trends and innovations in the fields of public works, forestry preservation and beach management.

Other Job Related Duties
Perform related duties and responsibilities as assigned.
Job Related and Essential Qualifications

Knowledge of:
Advanced principles and practices of municipal budget preparation and administration.
Principles of supervision, training, and performance evaluation.
Safe driving principles and practices.

Skill to:
Operate modern office equipment including computer equipment.
Operate a motor vehicle safely.

Ability to:
Provide administrative and professional leadership and direction for the Department.

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 Administrator, City Council, and Forest Parks and Beach Commission 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 department programs. Conduct thorough
investigations and research, collect, compile, and analyze information and data.

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.

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 years of responsible parks & recreation management including three years of
management and supervisory experience.

Training:
Equivalent to a Bachelor's degree from an accredited college or university with major course work in recreation resource management, parks and recreation management, 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.

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: November 2008