7.c budget 2015-2016

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Council Meeting Date: 06/15/2015 Agenda Item: 7.C

Page 1

CITY OF CARMEL-BY-THE-SEA

To:

From

Subject:

Council Report

June 15 2015

Honorable Mayor and Members

of

the City

Council

Douglas J. Schmitz City Administrator

Adoption of the FY 2015-2016 Budget

RECOMMENDATION: Adopt FY 2015-2016 Budget by Resolution

EXECUTIVE SUMMARY: During the budget workshop discussion on 1 June 2015

the Council requested supplemental information t

the FY 2015/2016 Issues and

Options papers Provisional Budget and CIP to further inform their decision making

process. This information has been gathered and provided as the subsequent

attachments.

ATTACHMENTS:

1. Reserve Fund Balance

2. New and Revised Job Descriptions and Salaries

3. Council Requested Documents

4. RESOLUTION 2015-

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ATTACHMENT - 1


Page 2

To:

From:

Subject


Council Report

June 15, 2015

Honorable Mayor and Members of the City Council

Douglas J. Schmitz, City Administrator

Sharon Friedrichsen

Paul Wood

Reserve Fund Balance Update

RECOMMENDATION: Receive the reserve fund balance sheet and provide direction as

needed.

EXECUTIVE SUMMARY: During the budget workshop on 1 June 2015 during discussions on

Issues and Options Papers 1 and 2, Council requested an updated reserve fund balance

sheet. Attached is a list of the General Fund and Special Revenue Funds and their respective

balances over the last nine years.

There are several funds that together comprise the general fund reserve balance. Combined,

the FY 13-14 fund balance is approximately $8.5 million, with another 1

.7 million in special

revenue funds bringing the reserve balance to $10.7 million. The General Fund revenues

offer more flexibility in their uses and accordingly have been shaded green and yellow.

Special revenue funds, on the other hand, have specific uses, usually designated by State or

the local jurisdictions, and thus are shade red on the attachment. Many of these restricted

funds are pass-through funding from the State, such as the gas tax and public safety tax.

The two funds offering the most discretion in their uses include the Long-Term Budget stability

fund

at

$1.9 million and the Hostelry fund at $500,000. In terms

of

the funds shaded yellow,

MeasureD ($885,000) and Capital Improvements ($963,000) allow decision-makers more

flexibility than the other funds in this category. The remaining funds of $4.82 million have

specific purposes, of which some, such as the Operating Reserve requirement contained

within the Municipal Code, are driven by statue and the others are set aside for other specific

funding liabilities per previous policy direction and/or good governance practices. Examples of

these types of funds include vehicle and technology replacement funds, workers

compensation and other benefit liability, OPES Reserve and emergency response.

ANALYSIS/DISCUSSION: Regarding the proposed adjustments to the FY 15-16 budget, it is

recommended that monies from the gas tax reserve, which must be used for construction,

improvement and maintenance of public streets be used to fund the Measure D portion of the

FY 15-16 Streets project. The Measure D allocation for streets, in turn, will fund other capital

projects like the Ocean Avenue median, the Carmel Youth Center and the First Murphy

House. The other changes in funding of personnel prior to October 1st and the establishment

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Page 3

o the account for the Shoreline and Forest Management Plans' Improvements are

recommended to be funded by Measure D Reserves.

FISCAL IMPACT: The FY 15-16 Provisional Budget, including the Errata, are balanced,

including using $250,000

o

Measure D Fund Balance.

As Fiscal Year 2014-15 concludes, the PERS side fund will be created and funded with year

end fund balance projected to be between $750,000-

1

million ,

in

accordance with Issues

and Options Paper 1. This action will increase the City's overall reserve balance. In addition ,

the Vehicle and Equipment Fund will also be increased for Fiscal Year 2015-6, per Issues and

Options Paper 2, adding to the overall reserves balance total.

PREVIOUS COUNCIL ACTION DECISION HISTORY:

• FY 2015-16 Budget workshop on 1 June 2015

ATTACHMENTS:

Attachment Analysis

o

Fund Balance: FY 2006-7 to FY 2013-14

APPROVED :

Date: 1 ~

s

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City of Carmel-by-the-Sea

Analysis of Fund Balance

ERAL FUND

d No Description FY0607 FY0708 FY0809 FY0910 FY1011 FY1112 FY1213 FY1213

1 Long Term Budget Stability Assigned to maintain services (1,601,935) (742,131) (559,625) (473,985) (1,246,943) (832,172) (405,554) (2,666,879)

2 Hostelry

Committed for community, cultural and recreational activities, parks, public

facilities and municipal structures, parking lots, acquisition and

improvements of parks, recreation land, or other municipal purposes that

are in accordance with the General Plan of the City and for usual and

current expenses of the General Fund Budget (1,479,706) (1,181,055) (887,388) (918,664) (1,042,401) (831,484) (1,517,980) (867,846)

5 Measure D

Committed for capital improvements, debt service and general fund uses -

7 Ambulance Assigned to ambulance service - - - - (0) (124,328) 356,814 (124,327)

13 Capital Improvements Committed for capital improvements (2,207,745) (3,071,995) (2,602,202) (2,498,002) (2,498,002) (2,449,232) (2,449,232) (877,771)

14 Vehicle Replacement Reserve Assigned to r eplace vehicles - - - - - (150,000)

15 Technology Replacement Assigned to replace technology - - - - - (200,000)

16 Benefit Liability Committed for post-employment benefit plans (637,943) (597,943) (525,943) (470,943) (414,293) (414,293) (414,293) (344,293)

17 Workers' Compensation Committed as reserve for potential workers' compensation self insurance

claims (360,302) (586,339) (493,460) (378,362) (279,089) (238,107) (236,103) (176,103)

18 Operating Reserve

Committed for operational reserves (10% of annual operational revenues)

as required by Muni Code Section 3.06.040 and Ordinance 85.23 (1,950,000) (1,950,000) (2,296,841) (2,216,165) (1,916,165) (1,916,165) (1,916,165) (1,916,165)

22 Emergency Response Committed for unanticipated expenses for overtime, damage response and

recovery costs durning emergency events and recovery periods of an

unexpected event such as a severe storm (250,000) (250,000) (250,000) (250,000) (250,000) (250,000) (250,000) (250,000)

25 OPEB Reserve Committed for post-retirement benefits (other than retirement benefits)

liability exposure (1,000,000) (1,044,646) (1,067,741) (1,074,798) (1,080,112) (1,082,226) (1,082,226) (1,082,226)

(9,487,631) (9,424,108) (8,683,200) (8,281,399) (8,727,475) (8,138,476) (7,915,208) (8,687,460)

CIAL REVENUE FUNDS

70 Harrison Memorial Library Committed for library projects and activities (522,940)

4 Parking In Lieu

Committed for creating public parking in or near the business district (581,776) (607,698) (688,510) (693,061) (696,497) (698,085) (698,085) (698,085)

3 Gas Tax Restricted for constr uction, imporvements and maintenance of public

streets - (400,000) (241,142) (241,827) (169,068) (168,199) (240,655) (166,940)

12 Traffic Safety (35,542) (22,059) (18,089) - (12,704) (6,024) (122,545) (6,024)

32 Pub Safety Aug - Fire Restricted for public safety uses - - (16,519) (14,297) (0) (22,424) (22,424) (4,064)

33 Pub Safety Aug - Police Restricted for public safety uses - - (14,649) (18,479) 0 (26,607) (26,607) (4,064)

20 Road Maintenance Fees Restricted for streets usage - - (62,734) (85,704) (182,106) (75,271) (259,072) (68,720)

21 Grants/Mandates Restricted for grants/mandates (155,081) (134,522) - - (5,000) 12,437 (17,648) (20,548)

31 COPS Grant Restricted for public safety uses - - (105,394) (104,912) (35,523) (125,000) (158,333) (65,435)

8 Debt Service Restricted by bond issuance for debt service on Sunset bonds (600,627) (595,759) (593,176) (593,207) (400,008) (400,007) (278,270) (398,391)

28 Debt Reduction Committed for debt reduction of Sunset Center bonds - (690,472) (706,005) (710,686) 0 (715,804) (715,804) (1,617)

60 Forest Theater Enterprise Restricted for Forest Theater uses (6,917) (34,511) (37,134) (45,767) (68,199) (83,219) (91,779) (91,779)

(1,379,943) (2,485,021) (2,483,354) (2,507,939) (1,569,106) (2,308,203) (2,631,222) (2,048,608)

TOTAL (10,867,574) (11,909,129) (11,166,554) (10,789,338) (10,296,581) (10,446,680) (10,546,430) (10,736,068)

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Council Report

June 15, 2015

To: Honorable Mayor Burnett, Members of the City Council, and

Douglas J. Schmitz, City Administrator

From: Sullivan Carey-Lang, Special Projects Manager

Subject: New and Revised Job Descriptions and Salaries

RECOMMENDATION(S):

Adopt the Resolutions authorizing the City Administrator to:

1. Adopt New Job Descriptions2. Execute Amendments to Existing Job Descriptions3. Execute Amendments to Salary Ranges for existing Job Descriptions

EXECUTIVE SUMMARY:

Staff is proposing a series of new job descriptions, and revisions of existing positions, to

better fit the scope of work and City needs. In order to ensure the positions are filled by

qualified and experienced individuals, the salary ranges will need to be brought

competitive with market standards.

ANALYSIS/DISCUSSION:

A number of personnel job specifications and salary adjustments are proposed in thebudget. The recommendations proposed are the result of a review of organizational anddepartmental needs, tasks that are being performed by employees outside of theircurrent job descriptions or were handled by positions that are proposed for defunding orno longer have active status. All of the adjustments result in an additional 2.93 positionsat a net salary cost increase of $87,425.

The creation and adoption of these new positions are allotted for in the Fiscal Year2015-2016 budget through reductions or eliminations of other positions. This graphshows the dollar adjustment in personnel for FY 2014-15 and FY 2015-16, along withthe positions which will either be eliminated or decreased and those which will beincreased or are newly created.

ATTACHMENT - 2


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A number of newly created positions are budgeted at half FTE status, due to the factthat these positions will likely not be filled until the beginning of 2016, but will be full timepositions when a selection is made.

A total comparison of positions is included in this report, reflecting what positions will be

staffed in each department compared to their 2014-15 equivalent. This reflects the netchange to total position count, which reflects an increase of 1 total position and anincrease of 2.93 FTE. The change in FTE compared to total positions is a result of theCity choosing to increase many part-time positions to full time, rather than recruit for anadditional position.

Below is the list of positions that Staff recommends be adopted for Fiscal Year 2015-2016 in order to best fill the City’s needs and provide support for the departments andthe public. These positions are a combination of new positions, which the City has notadopted before, and positions that require reclassifications to more accurately reflectthe scope of work and responsibilities encumbered by the individual.

• Assistant Forester (Range 296)• Director of Budgets and Contracts (Range 2)• Maintenance Worker/Gardener (Range 214)• Library and Community Activity Director (Range 440)• Finance Analyst (Range 317)

The positions below exist and have not been updated in a number of years. Some of the job descriptions contain information that is not relevant to City needs, or are performingtasks that were adopted into a separate classification. Updating these classifications will

allow for a more defined scope of work.

• Deputy City Clerk• Community Activities Assistant

Along with the job descriptions that require updating, the salary ranges for selectpositions also require revision. Due to market and cost of living increases many rangesfor positions have not remained competitive. In order to attract the highest quality ofcandidates, staff recommends adjusting the salary ranges for the following position:

• Information Systems/Network Manager

Staff recommends the following adjustments to the ranges as follows:

Information Systems/Network Manager

Current Range: 364

$82,080 $86,184 $90,492 $95,016 $99,768


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Recommended Range: 4 3

I

99,72o

I

1o4,7oo 109,932 115,440 121,212

The Information Systems/Network Manager

is

a highly technical position that is

constantly evolving with new equipment and technology. The range has not been

updated

in

a number

o

years, and doing so well set it commensurate with market

standards.

FISCAL IMPACT:

The revisions to salary ranges and adoption

o

new job descriptions are balanced

through the Fiscal Year 2015-2016 budget.

Bud eted:

Yes

ATTACHMENTS:

1 Title and Salary Adjustments

2

2014-2015/2015-2016 Position Detail

3

Assistant Forester Job Description

4. Director o Budgets and Contracts Job Description

5 Maintenance Worker/Gardener Beach Job Description

6

Library and Community Activity Director Job Description

7

Finance Analyst Job Description

8. Deputy City Clerk Job Description

9

Community Activities Coordinator Job Description

APPROVED:

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FY 2014-2015 FY 2015 - 2016

Building Maintenance Worker Currently: $51,024 (Range 204, 5) Building Maintenance Specialist Increase to: $53,796 (Range 244, Step 2) 2,772.00$

Public Works Director Currently: $127,500 Director of Budget and Contracts Increase to: $127,500 -$

Library Director Currently: $106,980 (Range 378, Step 5) Library and Community Activities Director Increase to: $119,928 (Range 440, Step 1) 12,948.00$

Information Sys tems/Network Manager Currently: $82 ,080 - $99,768 (Range 364) Information Sys tems/Network Manager Increase to: $99 ,720 - $1 21 ,2 12 (Range 403) 2 1,444.00$

37,164.00$

Position FTE Position FTE

Administrative Services Administration Administrative Services Director 1.00 1.00 - - (155,450.00)$

Administrative Services Finance Finance Analyst 1.00 1.00 - - (103,000.00)$

Administrative Services Human Resources Administrative Services Coordinator 1.00 0.73 - - (52,428.00)$

Administrative Services Information Technology Automated Systems Tech. 1.00 1.00 - - (89,592.00)$Public Works Forest, Parks & Beach Maintenance Worker 1.00 1.00 - - (48,636.00)$

Library & Community Activities Community Activities Community Services Asst. 2.00 1.50 1.00 0 .50 (44,664.00)$

Public Safety Police Police Officer Reserves 3.00 0.77 3.00 0.72 (2,686.80)$

Public Works Public Works Maintenance Worker 2.00 1.00 1.00 1.00 (48,636.00)$

12.00 8.00 5.00 2.22 (545,092.80)$

Total Decrease: 5.78

Position FTE Position FTE

Legal City Attorney City Attorney 1.00 0.44 1.00 1.00 30,000.00$

City Administrator Office Administration Director of Contracts and Budget (New) - - 1.00 1.00 127,500.00$

City Administrator Office Administration Administrative Services Coordinator - - 1.00 1.00 52,428.00$

Community Planning & Building Planning Senior Planner 1.00 1.00 2.00 1.50 40,860.00$

Library & Community Activities Circulation Library Assistant 6.00 4.11 6.00 4.86 34,232.40$

Library & Community Activities Community Activities Administrative Coordinator - - 1.00 1.00 52,428.00$

Public Safety Police Police Officer 8.00 7.00 8.00 7.50 37,524.00$

Public Works Facilities & Vehicles Special Projects Manager - - 1.00 1.00 89,844.00$

Public Works Forest, Parks & Beach Assistant Forester (New) - - 1.00 0.50 36,612.00$

Public Works Forest, Parks & Beach Forest Care Worker 1.00 0.60 1.00 1.00 18,500.00$

Public Works Forest, Parks & Beach Maintenance Workeer/Gardener Beach (New) - - 1.00 0.50 24,318.00$

Public Works Public Works Senior Maintenance Worker 4.00 4.00 5.00 5.00 51,108.00$21.00 17.15 29.00 2 5.86 595,354.40$

Total Increase: 8.71

Total Changes: 2.93 87,425.60$

Administrative Services Human Resources HR Analyst* 1.00 1.00 - - (89,592.00)$

Administrative Services Human Resources Human Resources Manager (New) - - 1.00 1.00 90,492.00$

900.00$

City Council City Council Executive Assistant 0.50 0.50 - -

City Administrator Office Administration Executive Assistant 0.50 0.50 1.00 1.00

*Previously Adjusted

Reassigned Positions

Removed Positions/Decreased Positions FY 2015-2016

Added Positions/Increased Positions FTY 2015-2016

Title and Salary Adjustments

C ounc i l Meet i ngDat e:0 6 / 1 5 / 2 0 1 5

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Position DetailFY 2014-2015 FY 2015-2016

Department Program Title Position FTE Position FTE

Administrative Services Administration Administrative Services Director 1.00 1.00 - -

Administrative Services Administration Administrative Services Coordinator 1.00 1.00 1.00 1.00

Administrative Services Finance Finance Specialist 1.00 1.00 1.00 1.00

Administrative Services Finance Finance Manager 1.00 1.00 1.00 1.00

Administrative Services Finance Finance Analyst 1.00 1.00 - -

Administrative Services Human Resources HR Analyst 1.00 1.00 - -

Administrative Services Human Resources Human Resources Manager (New) - - 1.00 1.00

Administrative Services Human Resources Finance Specialist - - - -

Administrative Services Human Resources Administrative Services Coordinator 1.00 0.73 - -

Administrative Services Information Technology Information Systems/Network Mgr. 1.00 1.00 1.00 1.00

Administrative Services Information Technology Automated Systems Tech. 1.00 1.00 - - 5.00 (3.73)

City Council City Council Mayor 1.00 1.00 1.00 1.00

City Council City Council Council Member 4.00 4.00 4.00 4.00

City Council City Council Executive Assistant 0.50 0.50 - - 5.00 (0.50)

Legal City Attorney City Attorney 1.00 0.44 1.00 1.00 1.00 0.56

City Administrator Office Administration City Administrator 1.00 1.00 1.00 1.00

City Administrator Office Administration Asst. City Administrator/City Clerk - - - -

City Administrator Office Administration Director of Contracts and Budget (New) - - 1.00 1.00

City Administrator Office Administration Executive Assistant 0.50 0.50 1.00 1.00

City Administrator Office Administration Administrative Services Coordinator - - 1.00 1.00

City Administrator Office Administration Office Assistant 1.00 0.60 1.00 0.60

City Administrator Office City Clerk City Clerk 1.00 1.00 1.00 1.00

City Administrator Office City Clerk Deputy City Clerk 1.00 1.00 1.00 1.00 6.60 2.50

Community Planning & Building Planning Planning and Building Services Dir. 1.00 1.00 1.00 1.00

Community Planning & Building Planning Planning and Building Services Mgr. - - - -

Community Planning & Building Planning Senior Planner 1.00 1.00 2.00 1.50

Community Planning & Building Planning Associate Planner 1.00 1.00 1.00 1.00 Community Planning & Building Planning Finance Specialist - - - -

Community Planning & Building Building Building Official 1.00 1.00 1.00 1.00

Community Planning & Building Building Permit Technician 1.00 1.00 1.00 1.00

Community Planning & Building CP&B Admin Coordinator 1.00 1.00 1.00 1.00 6.50 0.50

Library & Community Activities Administration Library Director 1.00 1.00 1.00 1.00

Library & Community Activities Administration Office Assistant 1.00 0.30 1.00 0.30

Library & Community Activities Circulation Circulation Supervisor 1.00 1.00 1.00 1.00

Library & Community Activities Circulation Library Assistant 6.00 4.11 6.00 4.86

Library & Community Activities Local History Librarian II 1.00 1.00 1.00 1.00

Library & Community Activities Reference Librarian II 1.00 1.00 1.00 1.00

Library & Community Activities Reference Librarian I 3.00 1.06 3.00 1.06

Library & Community Activities Youth Services Librarian II 1.00 1.00 1.00 1.00

Library & Community Activities Youth Services Library Asst. 2.00 1.18 2.00 1.18 12.40 0.75


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Library & Community Activities Community Activities Community Services Asst. 2.00 1.50 1.00 0.50

Library & Community Activities Community Activities Administrative Coordinator - - 1.00 1.00

Library & Community Activities Community Activities Office Assistant - -

Library & Community Activities Community Activities Class Instructor 1.00 0.18 1.00 0.18 1.68 -

Public Safety Public Safety Public Safety Director/Police Chief 1.00 1.00 1.00 1.00

Public Safety Public Safety Administrative Assistant - - - -

Public Safety Ambulance Paramedic-Firefighter 6.00 6.00 6.00 6.00

Public Safety Ambulance EMT-Firefighter - - - -

Public Safety Ambulance Finance Specialist - - - -

Public Safety Fire Command staff - - - -

Public Safety Fire Engine Company - - - -

Public Safety Police Commander 1.00 1.00 1.00 1.00

Public Safety Police Sergeant 3.00 3.00 3.00 3.00 Public Safety Police Corporal 2.00 2.00 2.00 2.00

Public Safety Police Police Officer 8.00 7.00 8.00 7.50

Public Safety Police Police Officer Reserves 3.00 0.77 3.00 0.72

Public Safety Police Public Services Officer 6.00 6.00 6.00 6.00

Public Safety Police Community Services Officer 3.00 3.00 3.00 3.00

Public Safety Police Community Services Asst. - - - - 30.22 0.45

Public Works Facilities & Vehicles Special Projects Manager - - 1.00 1.00

Public Works Facilities & Vehicles Project Manager 1.00 1.00 1.00 1.00

Public Works Facilities & Vehicles Facilities Maintenance Mgr. - - - -

Public Works Facilities & Vehicles Facilities Maintenance Specialist 1.00 1.00 1.00 1.00 3.00 1.00

Public Works Forest, Parks & Beach City Forester 1.00 1.00 1.00 1.00

Public Works Forest, Parks & Beach Assistant Forester (New) - - 1.00 0.50

Public Works Forest, Parks & Beach Tree Care Specialist 1.00 1.00 1.00 1.00

Public Works Forest, Parks & Beach Forest Care Worker 1.00 0.60 1.00 1.00

Public Works Forest, Parks & Beach Maintenance Worker 1.00 1.00 - -

Public Works Forest, Parks & Beach Maintenance Workeer/Gardener (New) - - 1.00 0.50 4.00 0.40

Public Works Public Works Public Works Director 1.00 1.00 1.00 1.00 Public Works Public Works Administrative Coordinator 1.00 1.00 1.00 1.00

Public Works Public Works Public Works Superintendent 1.00 1.00 1.00 1.00

Public Works Public Works Street Supervisor 1.00 1.00 1.00 1.00

Public Works Public Works Senior Maintenance Worker 4.00 4.00 5.00 5.00

Public Works Public Works Maintenance Worker 2.00 1.00 1.00 1.00

Public Works Public Works Gardener - - - - 10.00 1.00

TOTAL 95.00 82.47 96.00 85.40 85.4 2.93


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Assistant City ForesterDefinition

Under administrative direction of the City Forester, to participate and supervise a City-wide program of care and maintenance of trees on public properties, parks, greenbelts and forested

areas of the City; to assist with the implementing of the City’s urban forestry plans; to prepareand implement a public information program to protect and preserve the City’s forest resources;and to do related work as required.

Supervision Exercised

May exercise technical and functional supervision over secretarial and Public Works staff.

Examples of Important and Essential Duties:

Plans, develops, implements and oversees tree and shrub replacement programs, including theassessment of needs and selection of trees and shrubs for replacement.

Instructs personnel in good forestry practices; monitor and evaluate pruning of trees by publicutilities for clearance from utility lines.

Inspects trees for pests and disease and schedules appropriate treatment operations; keeps abreastof developments of insecticides, fungicides, herbicides, and fertilizers.

Serves as a technical resource to staff, other city departments, communities, realtors, builders,developers, utility companies, public officials and the public in matters dealing witharboriculture and tree landscaping in order to educate and promote the urban forest program andurban forest awareness.

Demonstrates the proper care and maintenance of urban green spaces which includes pruning, planting, treatment of insects and disease, and other care and maintenance requirements to cityemployees and the public.

Provide staff assistance to the City Administrator, City Council, Forest and Beach Commission,and other committees, as assigned; prepare and present staff reports and other necessarycorrespondence.

Manages the city's urban forestry program designed to stimulate the development, preservationand enhancement of the city's urban forest using computer and reference sources in order to provide support to the city's urban forestry efforts.

Implements a public information program for forest resources, prepares press releases and other public information.

Assist with preparation, maintenance and implementation of management programs, to includetree pruning and care, site assessment, tree replacements and removals.

ATTACHMENT -3


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Examples of Important and Essential Duties: (cont.)Prepare and maintain an inventory of tree population by species and age groups within the Cityand a general survey of trees on private property within the City; supervises maintenance of treeand plant nursery stock; requisition and purchasing of materials.

Participate in the development and administration of the Forest, Parks, and Beach Division budget; direct the forecast of additional funds needed for staffing, equipment, materials, andsupplies; direct the monitoring of and approve expenditures; direct the preparation of andimplement budgetary adjustments as necessary.

Monitors and provides recommendations for care of trees on the beach; provides generalassistance and information to visitors and to the beach-goers when needed.

Drafts reports, prepares contract specifications, solicits bids, and monitors contract work in thefield; administer payments to contractors and other vendors.

Uses safe working methods in operation of equipment.

Other Job Related DutiesOther job related duties as assigned.

Job Related and Essential Qualifications

Knowledge of:

Characteristics, growth habits, and care of trees, plants, and shrubs indigenous to the area.

Operational characteristics, services, and activities of a comprehensive urban forest, parks, and beach maintenance, preservation, and beautification program

Tree pruning and safety practices and equipment used in tree climbing including aerial lift truck.

Occupational hazards and standard safety practices necessary in the area of urban forest, parks,and beach maintenance.

Plant and tree diseases and pests, and their eradication and control.

Practices and principles of integrated pest management.

Modern supervisory methods.

Operation and maintenance of power equipment and other tools used in tree care.

Skill to:

Operate and maintain a wide variety of equipment and tools used in forestry maintenance andgardening in a safe and effective manner.


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

Operate modern office equipment including computer equipment.

Ability to:

Enforce the City’s Tree Protection Ordinance.

Prepare contract specifications.

Schedule, supervise and participate in the work of several crews.

Make chemical tests of soils.

Identify and respond to community, City Administrator, and Forest and Beach Commissionissues, concerns, and needs.

Analyze problems, identify alternative solutions, project consequences of proposed actions, andimplement recommendations in support of goals.

Prepare clear and concise administrative, technical, and financial reports.

Instruct others in the safe use of tree and plant maintenance tools and equipment; ability to present information verbally and in writing.

Read, interpret, and apply a wide variety of technical information from manuals, drawings,specifications, layouts, blueprints, and schematics.

Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situationsand needs.

Communicate clearly and concisely, both orally and in writing.

Establish, maintain, and foster positive and harmonious working relationships with thosecontacted 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:

Two years of increasingly responsible experience in forest preservation and tree care.

Training:

Any combination equivalent to an Associate’s Degree in forestry or related field, includingcourses in arboriculture and horticulture, specializing in urban forestry


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Licenses or Certificates:

Possession of or ability to obtain an International Society of Arboriculture Arborist Certificate

Possession of or ability to obtain a California Qualified Applicator Certificate (QAC)

Range: 296

$66,420 $69,768 $73,224 $76,908 $80,760


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Director of Budget and Contracts(At-will)

Definition

The job of Director of Budget and Contracts Administrator was established for the purpose of directing City programs and financial services; providing information andserving as a resource to others; achieving defined objectives by planning, evaluating,developing, implementing and maintaining services in compliance with establishedguidelines; responding to a range of inquiries regarding processes or bid status; andachieving department objectives and goals within budget.

Supervision ExercisedExercises technical and functional supervision over the Finance Department and staff.

Examples of Important and Essential Duties

Develops or directs the development of both standard and non-standard contracts, legalagreements, and other specialized services and arrangements.

Closely monitors departmental and city-wide accounting, budgeting, purchasing, and financialreporting and management policies; purchasing and budgeting programs and practices to ensureconformance with modern accounting and fiscal administration theory and practice with Stateand Federal legal requirements and compliance with fiduciary responsibilities

Responsible for the preparation, maintenance, and control of the City’s annual operating budget.

Prepares reports and recommendations related to the development and management of contractsfor approval by the City Council; drafts contract correspondence; prepares documentation on awide variety of contract development and management issues.

Analyzes a variety of financial information (e.g. revenues, expenditures, cash management, cost projections, real estate, insurance, etc.) for the purpose of providing direction and support,making recommendations, maximizing use of funds, and/or ensuring overall operations arewithin budget.

Assists auditors in providing requested information for the purpose of providing necessarydocumentation for completion of audit. Compiles data from a wide variety of sources (e.g.vendors, staff, public agencies, etc.) for the purpose of analyzing issues, ensuring compliancewith a wide variety of purchasing policies and procedures, and/or monitoring purchasing processes.

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Evaluates order and bid documentation (e.g. requisitions, change orders, bids, etc.) for the purpose of ensuring proper use of City funds in the acquisition of supplies, equipment and/orservices.Examples of Important and Essential Duties (cont.) Prepares a wide variety of materials (e.g. annual budgets, financial statements, reports for the

Auditors, City Administrator, City Council, department administrators, etc.) for the purpose ofdocumenting activities and issues, meeting compliance requirements, and/or providingsupporting materials for requested actions.

Monitors budget allocations, expenditures, fund balances and related financial activities for the purpose of ensuring that allocations are accurate, revenues are recorded, expenses are within budget limits and/or fiscal practices are followed.

Maintains purchasing information, files and records (e.g. Requests for Proposal, purchase orders,vender files, etc.) for the purpose of ensuring the availability of documentation and compliancewith established policies and regulatory guidelines.

Researches financial topics and related legal issues (e.g. discrepancies, current legislative trends,etc.) for the purpose of evaluating compliance requirements and potential implications on Cityoperations.

Prepares written materials and electronic financial information for the purpose of documentingactivities, providing reference, conveying information, and complying with established financial,legal and/or administrative requirements.

Presents information on administrative procedures, services, regulations, etc. for the purpose oftraining and orienting other personnel and/or disseminating information to appropriate parties.

Processes purchasing-related information (e.g. bid documents, tabulations, requisitions,electronic procurement, product specifications, statements of work, performance terms,contracts, etc.) for the purpose of updating and distributing information, authorizing for actionand/or complying with established accounting practices.

Researches contracts, suppliers, equipment and regulations, including evaluation of new productsfor the purpose of ensuring compliance with budgetary guidelines.

Responds to inquiries from a variety of internal and external sources for the purpose of providinginformation, direction and/or appropriate referrals.

Other Job Related Duties

Perform related duties and responsibilities as assigned


Knowledge of:


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Advanced methods of financial analysis and projection techniques, report preparation and

presentation.

Advanced principles, practices and terminology of budgeting, accounting and financial record

keeping

Competitive bid laws as needed to ensure the City’s purchasing is in compliance and to ensureappropriate bids are announced and awarded.

Functions and purchasing needs of the City departments.

Records management procedures in the Administrative Services Department as needed tomaintain accurate records and documentation of purchasing activities.

Skills to:

Communicate orally as needed to explain policies and procedures, discuss budget proceduresand/or problems with staff and management, vendors, and other department personnel.

Read and understand complex legal and technical material such as laws, regulations, andmanuals.

Gather information and facts, analyze information and staff input and to make decisionsregarding department policies and procedures, operations, and long range plans.

Garner support and cooperation from staff and volunteers in order to implement the policies and programs aimed at improving the department and its services.

Write communication as needed to prepare or review written documentation, develop policiesand procedures and prepare reports or correspondence.

Ability to:Analyze problems, identify alternative solutions, project consequences of proposed actions andimplement recommendations in support of goals

Develop and administer division/program goals, objectives and procedures

Interpret, apply, and explain Federal, State, Local and District laws, rules, regulations, policies,and procedures

Review and analyze complex issues, make decisions, develop implementation strategies, and bring plans to completion.

Review purchasing methods and procedures to identify recommendations for improving the purchasing system.


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Establish effective working relationships with other employees, vendors, and the general public.

Ability to: (cont.)

Detect and avoid errors in reading and preparing reports, budget reports, bid packages, memos,etc., for the City.

Make decisions based on factual data as needed to evaluate current progress and the success ofthe budget/contract work.

Analyze situations carefully and adopt effective courses of action.

Perform mathematical computations quickly and accurately.

Compile and tabulate data and information and prepare summaries and reports.

Plan and organize work to meet schedules and timelines.

Maintain confidentiality of sensitive information and data.

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,


Experience:

Must have at least five (5) years experience in governmental buying/purchasing and contractmanagement including at least one (1) year of supervisory experience or an equivalentcombination of education and experience.

Training:

Any combination equivalent to bachelor’s degree from an accredited college or university in

business, economics, accounting, finance or related field and five years increasingly responsible

experience in a related field. Master’s degree, Certified Public Accountant license, or equivalent

is preferred.

License or Certificate:

Valid California Drivers License.

Special Requirements:


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Essential duties require the following physical skills and work environment:

Ability to work in a standard office environment.

Adopted Date:


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Maintenance Worker/Gardener

Definition

Under supervision, to perform a variety of routine unskilled or semi-skilled manual duties

involved in the maintenance and repair of parks, forests, and beaches. Performs specialized tasksin the care of beach facilities and parks.


Exercises no supervision.


Make periodic inspections and perform maintenance in City parks and at the beach.

Clean beach areas of charcoal, broken glass, cans, paper, and other debris; empty trashreceptacles.

Remove weeds and trim other plant growth along streets, sidewalks, and rights-of-way to ensureaccess, draining, and vehicle sight distance requirements; remove debris from gutters, dropinlets, culverts, and manholes; maintain storm drain system; bury or otherwise properly disposeof marine animals washing up on the beach.

Perform flagging or other traffic control in maintenance projects and in emergency situations;assist Police and Fire Departments in containing and cleaning hazardous materials spills in the public rights-of-way.

Operate equipment in hauling materials and transport debris and trash to land fill.

Operates, maintains and performs minor repairs of beach cleaning equipment

Clean restrooms at beaches, parks, tennis courts, and public works yard when needed; unstoptoilets and drains when needed.

Provides general assistance and information to visitors and to the beach-goers when needed;appropriately responds to or resolves routine questions, inquiries and complaints; if warranted,refers requests and complaints to management.

Identifies and, via radio, notifies management of problems on the beach, parks and streets before,

during and after hours.

Set up and take down special City events as required.

Perform planting, digging, raking, hauling, irrigation repair and instillation, and related duties.

Prune and trim shrubs and trees according to the type and intended purpose of removing plantgrowth.

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Examples of Important and Essential Duties (cont.)Operate and perform routine maintenance utilizing lawn mowers, hedgers, trenchers, power handtools, chainsaws, weed trimmers, and other small power and hand operated tools and equipment.

Repair and build handrails and fences.

Assist with traffic marking painting, cement work, and tree trimming or removal as necessary;assist with storm damage clean-up and repair.

Perform minor or routine maintenance and repair of recreation equipment, picnic tables, andother park facilities.


Perform related duties and responsibilities as required.


Knowledge of:

Methods, materials, and equipment used in general maintenance work.

Procedures, practices and techniques related to the upkeep of City beaches and facilities

Safe work practices.

Safe driving principles and practices.

Skill to:

Operate and maintain a variety of maintenance tools and equipment in a safe and efficientmanner.

Operate a motor vehicle safely.

Perform heavy manual labor for extended periods of time in unfavorable weather conditions.

Ability to:

Perform unskilled and semi-skilled tasks in a variety of maintenance activities.

Perform duties in a manner to maximize public safety in the area of work assigned.

Clean and care for assigned areas and equipment.

Understand and follow oral and written instructions.



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Experience:One year of experience in routine maintenance work.

Training:Formal or informal education or training which ensures the ability to read and write at a levelnecessary for successful job performance.

License or Certificate:

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


Essential duties require the following physical abilities and work environment:

Ability to sit, stand, walk, kneel, crouch, stoop, squat, crawl, twist, climb, and lift 75 lbs.;exposure to cold, heat, 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.

Range: 214

$44,112 $46,296 $48,636 $51,048 $53,604


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Library and Community Activities Director(At-will)

DefinitionUnder general administrative direction, plans, directs, manages, and oversees the functions, programs, and operations of the Library and Community Activities Department including libraryand special event activities; coordinates assigned activities with other departments and outsideagencies; represents the Department to City management, the City Council and the community;and performs related work as required.

Supervision ExercisedExercises direct supervision over professional, technical, and clerical staff.

Examples Of Important And Essential Duties:

Assumes full management responsibility for all Library and Community Activities Departmentfunctions, programs, and operations including library and special event activities.

Evaluates and administers library programs such as circulation, reference, children's services,and local history; directs the development and maintenance of a public library collection of books, periodicals, films, and a variety of other library materials including electronic resources.

Manages and participates in the development and implementation of Departmental goals,objectives, policies, and priorities for each assigned service area.

Establishes, within City policy, appropriate service and staffing levels; monitors and evaluates

the efficiency and effectiveness of service delivery methods and procedures; allocates resourcesaccordingly.

With managers, develops, implements and monitors long-term plans, goals and objectivesfocused on achieving the City’s mission and City Council’s priorities.Assesses and monitors workload, administrative and support systems, and internal reportingrelationships; identifies opportunities for improvement; directs and implements changes.

Plans, directs, coordinates, and reviews through subordinate level staff, the Library andCommunity Activities Department’s work plan; assigns projects and programmatic areas ofresponsibility; reviews and evaluates work methods and procedures; meets with key staff to

identify and resolve problems.

Directs, plans, and organizes, through subordinate staff, programs and special events designed tomeet the needs and interests of the community.

Manages staff responsible for event coordination activities; ensures staff is adequately preparedfor event; ensures timely follow up for each event, including after action reviews and reports.Examples Of Important And Essential Duties: (cont.)

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Assists in all aspects of special events; coordinates special event logistics and staffing with otherCity departments.

Develops, and monitors performance of, the annual department budgets.Selects, trains, motivates, and evaluates assigned personnel; provides or coordinates staff

training; works with employees to correct deficiencies; implements discipline and termination procedures.

Oversees and participates in the development and administration of the Department budget;approves the forecast of funds needed for staffing, equipment, materials, and supplies; monitorsand approves expenditures and implements budgetary adjustments as appropriate and necessary.

Provides staff assistance to the City Administrator; attends and participates in Department Headmeetings, and City Administrator meetings; prepares and presents staff reports and othernecessary correspondence.

Represents the Library and Community Activities Department and serves as liaison to otherdepartments and elected officials; coordinates assigned activities with those of otherdepartments.

Researches, prepares, and presents written reports for assigned boards and commissions; attendsand participates on boards and commissions including the Library Board of Trustees and theCommunity Activities and Cultural Commission; attends community meetings; prepares staffreports for and makes presentations to City Council.

Oversees and participates in City wide special events and related functionsSets and maintains customer service standards; solicits and responds to customer concerns;responds to and resolves difficult and sensitive citizen inquiries and complaints; follows-up withdepartment staff to ensure prompt resolution

Reports to, serves as staff to, advises, and/or facilitates the operation of a variety of boards,commissions, and committees, including the Library Board of Trustees, the CommunityActivities and Cultural Commission, the Friends of the Library, and the Carmel Public LibraryFoundation; prepares and presents staff reports and other necessary correspondence.

Attends and participates in professional group meetings; represents the department in professional organizations and regional networks; participates in activities that promote thedepartment; stays abreast of new trends and innovations in the library and community activitiesfields, including operations and technology; evaluates the impact of new developments andrecommends improvements to existing programs and procedures.


Perform related duties and responsibilities as assigned.



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Knowledge of:

Operational characteristics, services and activities of a public library and community activities.

Organization and management practices as applied to the analysis and evaluation of library programs, community activities, policies and operational needs.

Modern and complex principles and practices of library program and community activitiesdevelopment and administration.

Library science theory, principles and practices and their application to a wide variety of libraryservices and programs.

Library classification, circulation, cataloging, technical, and reference techniques and practices.

Current trends in electronic information technologies and potential implications for public libraryservice.

Community resources including businesses, social service agencies, and professionalorganizations and their functions.Current trends in book publishing.

Advanced principles and practices of budget preparation and administration.

Principles of supervision, training and performance evaluation.

Pertinent Federal, State, and local laws, codes and regulations.

Skill to:

Operate modern office equipment including computer, laptop and/or tablet PC, telephone, e-reader, calculator, cash register, bar code reader, copy and fax machines.

Ability to:

Provide administrative and professional leadership and direction for the Library and Community

Activities.

Develop, implement and administer goals, objectives, and procedures for providing effective andefficient Library and Community Activities programs and services.Ability to: (cont.)

Plan, organize, direct, and coordinate the work of professional, technical, and clerical personnel;delegate authority and responsibility.

Select, supervise, train and evaluate staff.


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Identify and respond to community, City Administrator, City Council, and Library Board issues,concerns, and needs.

Analyze problems, identify alternative solutions, project consequences of proposed actions and

implement recommendations in support of goals.

Research, analyze, and evaluate new service delivery methods, procedures and techniques.

Prepare and administer large and complex budgets; allocate limited resources in a cost effectivemanner.

Prepare clear and concise administrative and financial reports.

Interpret and apply Federal, State and local policies, procedures, laws and regulations.

Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situationsand needs.

Communicate clearly and concisely, both orally and in writing.


Experience and Training Guidelines:

Any combination equivalent to experience and training that would provide the required



Experience:

Five years of increasingly responsible professional library experience including three years ofmanagement and supervisory experience.

Training:

Equivalent to a Master's degree in Library Science from an ALA accredited college or university.



Most work is performed in a normal City office environment.


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Travel to/from meetings and various locations.

Vision adequate to operate office equipment, read instructions and follow directions; hearing

adequate to converse on the telephone and in person; body mobility adequate to perform required

office duties including reaching and bending for files and related office items; use of hands andfingers adequate for writing, typing, computer, copier, and fax machine and related functions;

ability to lift office files, binders and small office equipment, as needed.

Lift and carry materials weighing up to 30 pounds.

Salary Range: 440

$119,928 $125,916 $132,204 $138,816 $145,764


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City of Carmel-by-the-Sea

Finance Analyst

Definition:

Under general supervision, performs complex professional governmental analysis and manages

complex financial processes and operations. Perform difficult research and analysis to study theorganization, procedures, administrative policies and practices of the department and to preparereports and recommendations. Performs internal audits, special studies, and analyses and assistsin the preparation of annual City budgets and financial reports. Employees in this job classdirect, coordinate, monitor, and evaluate the work and performance of other accounting staff.


Exercises limited supervision over lower level and temporary staff.

Examples of Important and Essential Duties:

Performs professional level functions associated with the management, monitoring, and

administration of the City-wide Debt Program.

Oversee Risk Management programs for the City; draft policies; review insurance coverage forminimal risk exposure; coordinate bonding for City officials.

Plan and direct general accounting operation functions, including general ledger maintenance,Accounts payable, Revenue Collection, Payroll, and Purchasing.

Reviews regular, periodic account statements and other reports to ensure an appropriate accountmanagement and adherence to legal requirements and conformance with City policy.

Prepares complex financial reports, analyses, and budget forecasts as part of the City's production and presentation of financial reports.

Conducts cost studies; performs analysis of information and allocation of charges.

Analyzes assigned areas, such as department programs and cost effectiveness, productivityimprovements, planning and budgeting systems, and design and monitoring of informationsystems in order to identify and resolve problems.

Confers with appropriate City personnel, consultants, and customers on administrative concernsand other assigned areas.

Evaluates current and future utilization of staff, equipment, and capital assets; compilesworkload, revenue, expenditure, activity and statistical reports.

Conducts major studies of departmental operations, organization and policies; preparesorganization and workflow charts; participates in the development of long-range plans and programs.

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Examples of Important and Essential Duties: (cont.)

May manage, record, or reconcile various accounting records, including capital assets, grants,internal service finds, and special revenue funds.

Assist in the development and implementation of department goals, policies, and procedures

related to accounting activities.

Compiles financial data and prepares reports relating to grants, contracts and programs, and year-end financial reports.

Reconcile subsidiary grant accounting ledgers to the City general ledger.

Assist in conducting internal financial and operational audits.

Interpret, analyze, and prepare recommendations in relation to proposals for new programs,grants, and contracts.

Prepares detailed recommendations for improvement of procedures and control of costs;develops systems for monitoring the implementation of new procedures; prepares proposals inresponse to formal requests from nearby public agencies for City services to be performed for theagency.

Conducts internal reviews and prepares competition plans for potentially outsourcing City in-house activities; audits City revenue sources.

Assist in contract negotiations; monitor compliance with applicable contractual agreements.


Does related work as required.


Knowledge of:

Principals and practices of City organization, administration, management, and grant/contractadministration.

Financial management including government financing and budgeting and accounting theory and practices.

Complex research techniques, data base development, analytical practices, and statisticalmethods.

Basic concepts and use of relational database applications and query techniques.

Planning and forecasting; administrative survey and analytical principles, and techniques in theirapplication.


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Knowledge of : (cont.)Computer applications and software; management information systems; system design andanalyses.

Methods of reducing costs, improving productivity, and evaluating program effectiveness.

Skill to:

Stay current on issues relative to the fields of human resources, risk management, Workers’Compensation and service delivery responsibilities.

Operate an office computer and a variety of word processing and software applications.

Ability to:

Evaluate complex financial and operational management issues and develop solutions.

Monitor fundamental economic, industrial, and corporate developments through the analysis of

information obtained from financial publications and services.

Communicate effectively, both orally and in writing.

Use data processing applications to complete and analyze data and present information andreports.

Deal effectively with a wide variety of people and situations.

Organize, analyze, and interpret complex financial data and develop appropriate solutions.

Prepare clear and comprehensive fiscal, financial, and budget analyses and reports.

Use data processing applications to complete and analyze data and present information.

Train, motivate, and supervise professional and technical staff in a variety of financialoperations.


knowledge, skills, and abilities would be qualifying. A Typical way to obtain the knowledge,


Experience:

4 years of increasingly responsible administrative or analytical experience in public financeincluding at least one year in a management or supervisory capacity.


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Training:

Equivalent to completion of the twelfth grade with supplemental training in publicadministration, business administration, economics, statistics, accounting, operations research,economics or a related field.


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Deputy City Clerk

DEFINITION: Under general direction from the City AdministratorClerk and/or Assistant City

Administrator, this position manages the day-to-day activities of the City Clerk's

Office, all aspects of agenda management, a s s i s t s w i t h administering the

City's election processes, serving as filing officer, records custodian, and managing

the citywide records management program. In addition, this position provides

assistance to the City Administrator and Assistant City Administrator in conducting

the managerial and administrative functions necessary to the operation of the City,

including performing complex administrative and other management analyses,

policy and fiscal analysis, monitor proposed and passed legislation, and perform

legislative analysis.

DINSTINGUISHING CHARACTERISTICS: This position is established as a flexible classification with the ability to function at

either the City Clerk or Deputy City Clerk level.

SUPERVISION RECEIVED/EXERCISED: Receives general direction from the City Administrator Clerk and/or Assistant CityAdministrator.

EXAMPLE OF IMPORTANT AND ESSENTIAL DUTIES: Under general direction, this incumbent plans, organizes and sets priorities to meet

critical deadlines and carry out day-to-day operations and activities of the City Clerk's

office; interprets and applies policies and procedures, governing laws to areas of

responsibility; prepares agendas and maintains records of all proceedings associated

with the City Council; administers oaths of office and schedules public hearings

before the City Council.

Administers and manages all City election, and aActs as resource for technical/legal

information related to elections, Fair Political Practice Commission, records

management, and noticing requirements under the Brown and Maddy Acts.

Provides assistance to candidates and/or proponents of ballot measures,

initiation of public noticing and other requirements, written submittal of

certification of election results for ratification by City Council; accepts processesand verifies proposed petitions.

Administers legally required procedures/regulations for compliance with campaignfinancing and disclosure and conflict of interest regulations; serves as filing officer for

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campaign statements and filing official for statements of economic interest; updates theCity'sConflict of Interest Code as required by law.

Assists in research, policy analysis, legislative analysis, and special studies in neededareas, with recommendations for appropriate action.

Assists in the preparation, organization, printing, and distribution of the agenda andagenda packet materials for City Council and other meetings.

Assists and provides support services to the City Administrator and Assistant CityAdministrator in planning, organizing, and directing a variety of City services andactivities of City departments and programs.; relieve the Assistant City Administrator ofday to day routine associated with the operations of the City Clerk's office.

Assists the public in answering questions or in handling citizens' complaints.

Receive City Council agenda requests and assume responsibility for the preparation,organization, printing, and distribution of the agenda and agenda packet materials forCity Council and other meetings.

Transcribe all official proceedings and prepare official minutes of proceedings forsignature.

Assumes responsibility for the publication, filing, indexing and safekeeping of all proceedings of the City Council; establish and maintain systems for the indexing,

organizing and filing of minutes, resolutions, ordinances, and other related documents;maintain current books of minutes, ordinances and resolutions.

Maintains the City's Municipal Code; update amended Ordinance after adoption by CityCouncil; coordinate with departments seeking input for suggested Code changes.

Provides official notification to the public regarding public hearings including legaladvertising of notices.

Monitor the City's appointment process; maintain application books; contact applicantsand notify City Council and the public of pending vacancies; prepare draft AppointmentPolicy and amendments to current Appointment Ordinances.

Research and prepare data for City Council, staff members, other governmental agencies,citizens, and news media; answer questions and give out information on the telephone, bycorrespondence, and in per son.


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Evaluate complex problems, develop a positive course of action, and accomplish policyobjectives

Receive, compile, and organize information for the preparation of correspondence,documents, and reports as assigned; prepare a variety of correspondence, documents, and

reports; compose confidential correspondence, documents, and reports; maintainconfidentiality of information.

Ability to develop and implement a comprehensive Legislative Program.

Maintain awareness of constantly changing laws, rules, and regulations governing allaspects of City Administrative Operations.

Monitor departmental expenditures; prepare purchase orders and process invoices for payment.

Receive, publish, and hold bid bonds and related documents.

OTHER JOB RELATED DUTIES:

Perform other related duties and responsibilitiesas assigned.

JOB RELATED AND ESSENTIAL QUALIFICATIONS: (The following are minimal qualifications necessary for entry into the classification.)


KNOWLEDGE/ ABILITIES/SKILLS: (The following are a representative sample of the KAS 's necessary to perform essential

duties of the position.)

Knowledge of: Applicable federal, state and municipal laws and procedures, including election laws and procedures, and political reform requirements; standard procedures and rules for theconduct of meetings; and state legislative procedures.

Principles and practices of records management including records retention laws.

Practices used in minute taking and preparation.


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Principles and practices of basic fiscal, statistical, and administrative data collectionand report preparation.

Modern office procedures, methods, and equipment including computer equipmentand applicable software programs, including word processing, spreadsheet,

PowerPoint and data base applications.

English usage, spelling, vocabulary, grammar, and punctuation.

Principles and practices of business letter writing, drafting of staff reports, proclamations and other acknowledgements.

Legislative procedures and operations.

Principles and techniques used in dealing with the public.

Principles and practices of public administration and policy analysis.

Skill to: Use modern office technology including computer equipment, copier/scanner. Type ata speed necessary for successful job performance.

Ability to: Properly interpret, explain and act in accordance with laws, regulations and policies.

Work under limited supervision within a broad framework of standard policiesand procedures

Use independent judgment, i n i t i a t i v e , an d good human relations and problemsolving skills in the application and follow through on decisions.

Understand the organization and operation of the City and of outside agenciesas necessary to assume assigned responsibilities.

Provide information and organize material in compliance with laws, regulationsand policies.

Assist withDirect the retention/destruction of official records in accordance withapplicable laws and regulations.

Prepare official minutes, resolutions, and ordinances.


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Prepare clean and concise written reports

Work under pressure and meet deadlines

Communicate effectively, both verbally and in writing

Develop and maintain good working relationships with City officials and good publicrelations with the community.

Maintain confidential data and information. Independently prepare correspondence andmemoranda.

Compile and tabulate data and information and prepare summaries and reports. Plan andorganize work to meet schedules and timeliness.

Exercise good judgment, flexibility, creativity, and sensitivity in response to changingsituations and need s.

Certification as a Municipal Clerk is desirable. Certification as a Notary Public isdesirable.

EDUCATION, EXPERIENCE, AND TRAINING: 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:

Education: • Equivalent to graduation from an accredited college with a major in Public or Business Administration or a closely related field.

Experience: • Training and certification from IIMC, three years of increasingly responsibleadministrative, supervisory, or specialized clerical experience involving taking andtranscribing minutes of meetings, maintaining complex records and files, and explaining policies, procedures, and regulations to staff or the public including experience in aCity Clerk's Office. Experience serving as an Elections Official and conductingmunicipal elections as well as experience as a Filing Officer for the Fair PoliticalPractices Commission.

License or Certificate: Certification by the International Institute of Municipal Clerks as a Certified MunicipalClerk is desirable.


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Mental function: Includes reading, writing, mathematical computations, operating acomputer, problem solving, managing multiple projects, calmly handling complaints and problems from irate citizens or contractors, decision making under stressful conditions,

and executing assignments within established deadlines.

Productivity: Incumbents must perform the work in an efficient, effective and timelymanner with minimal direction.

Mobility: Incumbents must have the ability to work in an office environment;sustained posture in a seated position for prolonged periods of time.

Vision: Vision sufficient to read small print , computer screens, and printeddocuments, and operate assigned equipment.

Hearing: Incumbents are required to hear in the normal audio range withoutcorrection.

Environment: Normal office setting with required traveling by auto or publictransportation for training or job assessments. Possession of a valid CaliforniaDriver's License and satisfactory driving record is required.

Other factors: Must be willing to attend meetings outside of normal business hours,and be available to workweekends and evenings.

Effective Date: October 2013


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Community Activities AssistantExempt/At-Will

Definition

Under general direction, performs a variety of responsible duties in support of the CommunityActivities department; to assist in planning, organizing and coordinating support activitiesoperations and functions related to the assigned office; and to provide general information andassistance to staff and the general public.

Distinguishing Characteristics

Salary and benefits are subject to contractual agreement with the City Administrator.

Supervision Exercised/Received

This position reports to the Library and Community Activities Director, but is able to usediscretion and independent judgment under general supervision.


Coordinates the Special Event Permit process, including conducting and attending planningmeetings with special event organizers to interpret and convey guidelines for City event policies

and procedures.

Oversees administrative processes, requirements, and permits for all special event applicationsensuring compliance with governing codes and policies.

Serves on the City's Special Event Team, coordinates with outside agencies and internalcustomers.

Determines fees and charges for all special events, prepares invoices and supportingdocumentation, bills events, and ensures payments are collected; completes deposits.

Plans, coordinates and stages City-sponsored special events, festivals, concerts, and relatedactivities; serves as a liaison to said events.

Assists with pre-special event planning, identifies and anticipates the needs of events, and provides on-site monitoring including set up and tear down of specific events. Duties may alsoinclude posting of no parking signs, setting barricades, crowd control, and traffic assistance.

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Evaluates strengths and weaknesses of all special events, measures customer satisfaction, solicitsfeedback from all involved parties and the special events team. Schedules and conducts after-action review meetings and implements changes and improvements.

Takes and transcribes minutes at meetings of designated committees and commissions; prepares

and distributes meeting packets; represents the assigned department in meetings and groups asassigned.

Operates modern office machines and equipment; routinely uses a full range of word processing,spreadsheet, desktop publishing other computer software applications and the internet, and hasthe ability to learn and maintain proficiency in said programs.

Negotiates and monitors contracts for service providers, e.g., sound, portable toilets, trashdisposal, performers, vendors, suppliers, contract employees and barricades, for city-wide specialevents while adhering to budget constraints

Orders, receives, inventories, stores and distributes supplies, forms, and related items; prepares purchase orders.

Assists in the preparation and monitoring of departmental budget, including securing purchaseorders, processing invoices, and monitoring account balances. Maintains and accounts for limitedoffice funds including petty cash fund.

Prepares ads and public service announcements; coordinates with communications staff fordissemination of announcements.

Manages, oversees, and distributes the master calendar for all City special events.

Coordinates and schedules use and/or rentals of City facilities. Performs duties related to facilityrentals, including giving out information on facility rental procedures and procurement ofinsurance, following up when changes or cancellations.

Receives, compiles, and organizes information for the preparation of correspondence,documents, and reports as assigned; prepares a variety of correspondence, documents, andreports including those pertaining to confidential, sensitive, and other matters.

Establishes and maintains complete records and files including financial, budget, personnel,operational and administrative records.

Performs all work duties and activities in accordance with City policies and procedures.


Possesses excellent communication and customer service skills.

Performs related duties and responsibilities as assigned.


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Knowledge of:

Planning, administrative, organizational, scheduling, coordination, and promotional activitiesrelated to the staging of special events, concerts, festivals, and related activities

Coordination of materials, services, and support systems required for staging special events

City regulations and policies regarding special events, risk management and safe work andrecreational practices

Project management and implementation

Negotiation and conflict management

Principles and practices of basic fiscal, statistical, and administrative data collection and report preparation

Modern office procedures, methods, and equipment including computer equipment andapplicable software programs

English usage, spelling, vocabulary, grammar, and punctuation

Principles and practices of business letter writing

Principles and procedures of record keeping

Principles and techniques used in dealing with the public

Word processing methods, techniques, and programs including spreadsheet and databaseapplications

Practices used in minute taking and preparation

Basic mathematical and bookkeeping principles

Ability to:

Assess community needs for special event activities

Coordinate the planning, scheduling, implementation, promoting and staging of special events,concerts, and festivals


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Prepare and deliver oral and written reports, maintain activity records

Follow set spending levels and reconcile to budgetsAssist with coordination with other city departments for event support and services

Operate standard office equipment related to the position and operate a personal computer using program applications appropriate to assigned duties

Work under pressure and make decisions using sound judgment

Display a high degree of customer service orientation

Attend to administrative details of several special event projects simultaneously

Convey information to employees, departments and the public in a clear and concise manner

Work with a team of city participants from various departments in the planning of events

Maintain courtesy and tact while dealing constructively with conflict

Display an attitude of cooperation and work harmoniously with all levels of City employees, the public and other organizations

Communicate concisely and effectively - both orally and in writing - in the English language at alevel necessary for efficient job performance

Complete assignments in a timely fashion; plan and organize work to meet schedules andtimelines

Understand and comply with all City rules, policies and regulations

Maintain prompt and regular attendance

Learn the procedures and functions of assigned position.

Interact with public/community on a regular basis.

Learn, interpret, and apply pertinent Federal, State, and local laws, codes and regulationsincluding administrative and departmental policies and procedures

Work under general supervision within a framework of standard policies and procedure

Use independent judgment, initiative, and good human relations and problem solving skills in theapplication and follow through on decisions


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Understand the organization and operation of the City and of outside agencies as necessary toassume assigned responsibilities

Respond to questions from the public and City personnel regarding policies and procedures forthe assigned area

Perform responsible and difficult administrative and secretarial work involving the use ofindependent judgment and personal initiative.

Compile and tabulate data and information and prepare summaries and reports.

Maintain confidentiality of sensitive information and data.

Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situationsand needs





Experience:

Two years of increasingly responsible event planning experience and one year of experience in a position meeting and dealing with the public.

Training:

Equivalent to the completion of the twelfth grade.


Assignments require a valid California Motor Vehicle Operator’s license. Individuals must becapable of operating vehicles safely and have an acceptable driving record.


•

Ability to work in a standard office environment to include heavy periods of word processing

• Ability to sit, stand, walk, kneel, crouch, stoop, squat and lift 50 lbs.

• Exposure to outdoors and noise

• Ability to travel to different sites and locations

• Scheduling flexibility for evening, weekend, and holiday events


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CLASS HISTORY

Adoption Date: November 3, 2014

Resolution Number: Resolution 2014-067Revised: November 2014


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ATTACHMENT - 4


Page 44

CITY OF CARMEL BY THE SEA

To:

From:

Subject:

Council Report

June 15 2015

Honorable Mayor and Members of the City

Council

Douglas

J

Schmitz City Administrator

Council Requested Documents from 1 June Provisional Budget

Meeting

t

the previous Council meeting on the Provisional Budget Council requested

financial information and other documentation from the Carmel Youth Center MEarth

and

Chamber of

Commerce. These have been provided by each organization and

are provided

as

attachments.

ATTACHMENTS:

1. Carmel Chamber of Commerce

2 Carmel Your Center

3

MEarth

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Page 45

Membership:

Carmel Chamber

of

Commerce

y

the Numbers

Number of Chamber members at the end of 2014-535

Number

of

members

with

a business address

in

Carmel-by-the-Sea-

65%

Number

of members who don t have a business address in Carmel-by-the-Sea

but

they do

business in Carmel-by-the-Sea or provide activities/services

to

visitors/residents-

25%

Number of member businesses who compete with businesses in CBTS- 10%

Sample referra l reports (business name information given in