Meeting Date: 4 December 20 12
Prepared by: Jason Stilwell
City Administrator
City Council
Agenda Item Summary
Name: Review Community Planning and Building Director job description and provide direction.
Description: Over the past few months staff has conducted a review of the staffing needs of the Planning Department. Input was sought from the public and the Planning Commission. Key qualifications and responsibilities have been integrated into the attached Director job description for Council review and approval.
Staff Recommendation: Approve the job description for the Community Planning and Building Director.
Important Considerations: The attached job description more fully encompasses the knowledge, skills and abilities necessary for the broader and added responsibilities of the position. The feedback from the various stakeholder groups contributed to the development of the updated description.
Decision Record: N/ A
Reviewed by:
Jason Stilwell, City Administrator Date
CITY OF CARMEL-BY-THE-SEA
COUNCIL REPORT
________________________________________________________________December 4, 2012
To: Honorable Mayor and Members of the City Council
From: Jason Stilwell, City Administrator
Subject: Adoption of Revised Job Description – Community Planning and Building Services Director
OVERVIEW:
Recommendation – That the City Council adopt the revised job description for the Community Planning and Building Services Director and update the salary range.
EXECUTIVE SUMMARY:
The City’s former Community Planning and Building Services Director position has been vacant since 1999 but was filled on an interim basis from 2002 - 2003. Since that time the lead manager has been either a Principal Planner or more recently a Community Planning and Building Services Manager. Over the last several months the need and role of the position in the organization has been assessed and as a result the City will be recruiting to fill the job on a permanent basis.
As part of the assessment, the position’s job description was reviewed. Because the position needs to possess exceptional leadership skills, interface with the Planning Commission and a variety of community organizations and stakeholder groups as well as be expert in planning and development, environmental matters and other related matters, staff is recommending revisions to the existing job description.
DISCUSSION:
The Community Planning and Building Services Director position has been vacant since 2003. The need for the job has been assessed and it is anticipated that a recruitment to fill the job on a permanent basis will commence in January 2013.
Prior to beginning the recruitment staff is recommending revisions to the existing job description for the position. The revised “Community Planning and Building Services Director” is Attachment I to this Council report. In general the description has been updated to reflect the position’s expanded duties and leadership role, contemporary business/management practices, its expertise in design, planning and development, working with the Planning Commission and various stakeholder groups, and knowledge of unique small community needs.
Prior to finalizing the recommended job description, staff met with the Planning Commission to obtain its feedback on the job and what they felt would be important in hiring a new Director. Their feedback was very valuable has been incorporated into the revised job description.
The salary range for the position has not been updated in several years. There are various market inequities in salary ranges for positions across the organization. Staff anticipates bringing a comprehensive review of salary ranges as part of an updated salary plan and salary resolution in early 2013. In the interim it is important to update the salary range for this position to enable the City’s recruitment to be competitive. At this time staff recommends the range for the position of Community Planning and Building Services Director be set to match the range of the Public Safety Director. The range of the Public Safety Director is $127,320 - $154,752.
Attachment I – Revised Community Planning and Building Services Director Job Description
CITY OF CARMEL-BY-THE-SEA
COMMUNITY PLANNING AND BUILDING DIRECTOR
Defmition:
This is an at-will leadership position reporting directly to the City Administrator. The position is
responsible for leading, planning, directing, managing, and overseeing the activities and operations
of the Community Planning and Building Services Department which includes planning, building
inspection code compliance/enforcement programs and services and to coordinate assigned
activities with other City departments and outside agencies. The Community Planning and Building
Services Director is a leadership position that upholds the City's values of accountability, customer
service, efficiency and innovation; and provides highly responsible leadership and complex
administrative support to the City Administrator.
The Community Planning and Building Services Director interacts with and supports the City of
Carmel-By-The-Sea's Planning Commission and its wide array of duties and responsibilities related
to land use.
Distinguishing Characteristics:
This position reports to the City Administrator and is responsible for leading and managing all
facets of the Community Planning and Building Services Department. The incumbent is expected
to exercise independent judgment, wisdom, common/intuitive sense, and initiative in establishing
efficient and effective departmental operations consistent with City Council policies and
administrative guidelines established by the City Administrator. The incumbent is a key member of
the City's management team and participates actively in addressing issues of concern to the City.
The classification is distinguished from the next higher classification of City Administrator in that
the latter has overall responsibility for administrating the City's operations.
Supervision Received/Exercised
Receives administrative direction from the City Administrator. Exercises direct and indirect
supervision over management, supervisory, professional, technical, and administrative support staff.
Examples of Important and Essential Duties: (included but are not limited to the following)
Assumes full management responsibility for all Community Planning and Building Services
Department services and activities including planning, building inspection, code
compliance/enforcement programs and services; administers land use; zoning; and design
regulations and requirements.
Provides effective and ethical leadership, is a strategic/critical thinker developing capacity for the
organization through innovation and imaginative strategies.
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Leads/Manages the development and implementation of Community Planning and Building
Services Department goals, objectives, policies, and priorities for each assigned service area;
establishes, within City policy, appropriate service and staffing levels; allocate resources
accordingly.
Administers all land use and design regulations consistent with the City's General Plan and
Municipal Code.
Continuously monitors and evaluates the efficiency and effectiveness of service delivery methods
and procedures; assess and monitor work load, administrative and support systems, and internal
reporting relationships; identifies opportunities for improvement; directs the implementation of
changes.
Represents the Community Planning and Building Services Department to other City departments,
elected officials and outside agencies; explains and interprets the Community Planning and Building
Services Department programs, policies, and activities; negotiates and resolves sensitive,
significant, and controversial issues.
Serves as a resource for other departments and groups including the City Administrator, City
Attorney, the City Council, the Planning Commission, the Historic Resources Board and other
committees; prepares and presents staff reports and other necessary correspondence.
Selects, trains, motivates, and evaluates Community Planning and Building Services Department
personnel; provides or coordinates staff training; work with employees to correct deficiencies.
Plans, directs, and coordinates the Community Planning and Building Services Department's work
plan, meets with management staff to identify and resolve problems; assigns projects and
programmatic areas of responsibility; reviews and evaluates work methods and procedures.
Oversees and manages the Building and Safety, consulting Planning, and other service contracts;
ensures services are provided as required.
Coordinates Community Planning and Building Services Department activities with those of other
departments and outside agencies and organizations.
Provides staff assistance to the City Administrator and City Council; prepares and presents staff
reports and other necessary correspondence.
Manages and participates in the development and administration of the Community Planning and
Building Services Department budget; directs the forecast of additional funds needed for staffing,
equipment, materials, and supplies; direct the monitoring of and approve expenditures; directs
the preparation of, and implementation of budgetary adjustments as necessary. Monitors
planning services fee schedule and recommends amendments to the City Administrator.
Coordinates the planning activities of the department to ensure a smooth workflow between the
planning function and the building permitting and inspection functions of the Department.
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Supervises the review of building plans by planning staff to ensure conformance with Zoning
code provisions and consistency with local planning documents and design/land use decisions.
Conducts a variety of organizational studies, investigations, and operational studies; recommends
modifications to Community Planning and Building Services programs, work plans, policies, and
procedures as appropriate.
Monitors the architectural and engineering work on all community development projects to ensure
they confonn to the City's general plan and housing program.
Identifies opportunities for improving the City's economic base and provides professional advice
and assistance to business groups, property owners and developers on strategies for community
development.
Supervises and performs technical analysis and interpretation of pertinent community, demographic,
and physical data relating to community revitalization.
Participates on a variety of boards and commissions; attends and participates in professional group
meetings; stays abreast of new trends and innovations in the field of community development,
planning, and housing.
Confers with contractors, engineers, developers, architects, a variety of agencies and the general
public in acquiring information and coordinating planning, zoning, sub-division, building,
environmental, and related matters.
Plans, directs and coordinates 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 consistency with local planning documents and design and
land design use decisions.
Establishes priorities and organize studies for planning documents including Zoning Code, General
Plan, Coastal Plan, and other planning activities.
Keeps abreast of current planning principles and practices, technology, regulations and literature
that apply to City planning projects.
Administers processes related to the California Environmental Quality Act.
Attends various City, Council, staff, and community meetings as required.
Responds to and resolves difficult and sensitive inquiries and complaints.
Sets the vision, mission, priorities, goals, business objectives and values for the department
consistent with and stemming from those set by the City Administrator and City Council for the
entire City.
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Job Related and Essential Qualifications
(the following are the minimal qualifications necessary for entry into the classification)
Education and/or Experience:
Any combination of education and experience that would provide the required skills, knowledge
and abilities necessary for the Community Planning and Building Services Director.
Knowledge/Abilities/Skills: (the following are a representative sample of KAS's necessary to
perform essential duties of the position).
Knowledge of:
Operational characteristics, services, and activities of a comprehensive community
development and building services program.
Organization and management practices as applied to the analysis and evaluation of
community development programs, policies, and operational needs.
State environmental provisions related to community development.
Modern and complex principles and practices of community development and
administration including a design training background.
Principles and practices of public relations.
Planning theory, principles and practices and their application to a wide variety of
planning projects.
Knowledge of small built out coastal communities and their unique character, history and
challenges including housing,
Advanced principles and practices of municipal budget preparation and administration.
Principles of supervision, training, and performance evaluation.
Recent developments, current literature, pertinent Federal, State, and local laws, codes, and
regulations pertaining to General Plan, Coastal Plans, environmental matters, design ,
zoning and land division related to planning and building inspection.
Principles and practices of municipal planning.
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Financial acumen.
Principles and practices related to contemporary planning issues and technology.
Safe driving principles and practices.
Skill to:
Operate modem office equipment including computer equipment and software.
Operate a motor vehicle safely.
Ability to:
Provide administrative and professional leadership and direction for the Community
Planning and Building Services Department.
Develop, implement, and administer goals, objectives, and procedures for providing
effective and efficient community development services.
Plan, organize, direct, and coordinate the work of management, supervisory, professional,
technical, and administrative support personnel; delegate authority and responsibility.
Interpret and explain City community development policies and procedures.
Select, supervise, train, and evaluate staff
Identify and respond to community and City Council issues, concerns, and needs.
Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
Prepare clear and concise administrative and financial reports.
Provide administrative and professional leadership and direction for the Department.
Analyze problems, identify alternative solutions, project consequences of proposed actions,
and implement recommendations in support of community development goals.
Communicate clearly and concisely, both orally and in writing.
Prepare and administer large and complex budgets; allocate limited resources in a cost
effective manner.
Interpret and apply the policies, procedures, laws, codes, and regulations pertaining to
community development programs and functions.
Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.
Select, supervise, train and evaluate staff.
Align projects and initiatives with City goals, values and direction.
Identify and respond to community, City Administrator, City Council and Planning
Commission issues, concerns and needs.
License or Certificate:
Possession of, or must 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: December, 2012
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