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CC Resolution 10174 RESOLUTION NO. 10174 A RESOLUTION AMENDING THE CLASSIFICATION AND SALARY PLAN WHEREAS, the City Manager is required by Section 2.12.030 of the Campbell Municipal Code to prepare and submit to the City Council recommendations for the reorganization of offices, departments, and positions which are considered to be in the best interest of efficient, effective and economical conduct of the municipal services provided by the City; and WHEREAS, Section 2.16.010 of the Campbell Municipal Code requires that salaries and wages of all employees of the City be fixed by ordinance or resolution and; WHEREAS, a review has been conducted; and WHEREAS, an amendment to the current Classification and Salary Plan is needed to meet the requirements of Municipal Code Section 2.12.030. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Campbell does hereby approve the job description of Facilities Maintenance Manager (Exhibit A), the revised job description of Community Center Manager (Exhibit B), and recommendations for salary change and reclassification of Building Maintenance Supervisor as outlined in the Council Report. PASSED AND ADOPTED this 6th day of May, 2003, by the following roll call vote: AYES: Councilmembers: Watson, Kennedy, Dean, Burr, Furtado NOES: Councilmembers: None ABSENT: Councilmembers: None APPROVED: D~~~ Daniel E. Furtado, Mayor ATTEST: t~ Anne Bybee, City Clerk EXHIBIT A CITY OF CAMPBELL FACILITIES MAINTENANCE MANAGER DEFINITION Under direction of the Recreation & Community Services Director, manages all facility maintenance activities, including assuming the responsibility for directly managing assigned capital improvement projects; and does related work as required. TYPICAL DUTIES Supervises maintenance, renovation and construction activities for all City facilities. Serves as project manager for technical improvement, repair and maintenance projects; and for selected capital improvement projects. In connection with these projects, performs a full range of duties including development, implementation, inspection and evaluation. Coordinates the design and prepares project specifications, plans, drawings, bid documents, construction documents and cost estimates. Obtains bids, evaluates bidders, and recommends bid awards for assigned projects. Serves on the City's Capital Improvement Project team. Supervises, monitors and evaluates the work of consultants, contractors and assigned City staff. Manages multiple-discipline and other contracts; and approves payments to consultants and contractors. As applicable, insures that City projects meet legal and regulatory requirements. Coordinates and manages energy conservation programs and monitors energy usage for all City buildings. Investigates and installs technology upgrades such as telephone lines and computer cabling. Serves as a liaison to City departments and other agencies relative to assigned projects. Identifies the need for capital improvement projects and develops recommendations regarding project priorities and costs. Develops and administers the budget for facility maintenance operations. May be required to work evenings, weekends and holidays. Performs other related duties as required. EMPLOYMENT STANDARDS Education and Experience: Equivalent to completion of the twelfth grade; and five years of increasingly responsible experience in construction management and facility maintenance at a journey level, including three years in a supervisory or lead capacity. College coursework in construction or facility management is desirable. KnowledQe of: Principles, practices and techniques of construction management and contract administration; building trades tools and equipment; bid preparation and evaluation; principles, practices and techniques of supervision; mathematical and construction calculations; and safety practices and equipment. Ability to: Possession of: Est. '02 J:\SPECS\facmaintmgr Effectively manage a city-wide facility maintenance program and assigned capital improvement projects; acquire a thorough knowledge of Department programs and a working knowledge of applicable City policies and regulations; prepare project specifications, plans, bids and related documents; work independently; speak and write effectively; use personal computers and applicable software programs; perform job-related physical activities; establish and maintain effective working relationships with those contacted in the course of work; and work a flexible schedule which may include evenings, weekends and holidays. Valid California Driver's License. CITY OF CAMPBELL BUILDING MAINTENANCE SUPERVISOR DEFINITION Under general direction, plans, supervises and assists in performance of a variety of building maintenance activities, including supervision of capital projects, at City buildings; and performs related work as required. TYPICAL DUTIES Schedules, assigns and supervises work of Building Maintenance employees; supervises, trains and evaluates subordinates, including full-time building maintenance employees and temporary part-time employees; prepares maintenance schedules and assigns work orders; is responsible for requisition and control of inventories of supplies and equipment; obtains quotations for maintenance projects and equipment and prepares purchasing documentation; is responsible for development of specifications for and work performed by contractual custodial services and contractors performing repairs; investigates maintenance problems reported by City employees or Community Center tenants; assists with a variety of building maintenance activities which may include set-up activities, heating and air conditioning, boiler, plumbing, electrical or pool maintenance, and painting; may be required to work evenings, weekends and holidays; and performs other related duties as required. EMPLOYMENT STANDARDS Education and Experience: Equivalent to completion of the twelfth grade. College and/or post-secondary training in a related field is highly desirable. Five years of responsible experience involving building maintenance and custodial duties, including three years of experience in a supervisory capacity. Knowledge of: Methods, materials, tools and equipment used in building maintenance; safety practices and equipment; principles and techniques of supervision. Ability to: Plan, supervise and assist with activities of a building maintenance program; work well with limited supervision; prepare schedules, reports; maintain records; follow oral and written directions; maintain effective working relations; train and supervise personnel; work a flexible work schedule which may include evenings, weekends and holidays. Possession of: Valid California Driver's License. Est. 5/85 Rev. 7/87, 7/94 J:\SPECS\BMSUPVR CITY OF CAMPBELL COMMUNITY CENTER MANAGER DEFINITION Under general direction, manages the City's Community Center, supervises maintenance of all City buildings, and does related work as required. TYPICAL DUTIES Supervises all activities at the City's Community Center; approves and schedules the use of all Center facilities; recruits prospective Center tenants; negotiates new leases and lease renewals; coordinates custodial services for all City buildings; coordinates security services for the Center; supervises needed maintenance and repairs for all City buildings; administers contracts for services; administers the collection of fees and rental charges; monitors the use of the facilities by private groups; interprets and enforces Center policies and regulations; coordinates the public information and marketing programs for the Center; supervises the Building Maintenance Division, maintaining all City owned/operated buildings; works closely with the Building Maintenance Supervisor in prioritizing work requests, obtaining bids and awarding contracts, and supervising the Building Maintenance staff; trains and supervises full-time and temporary personnel; prepares and controls equipment inventory; prepares and controls budgets; prepares financial reports and staff reports; participates with local organizations in planning for the use of the Center; performs other related duties as required. EMPLOYMENT STANDARDS Education and Experience: Graduation from an accredited college or university with major work in recreation, business administration, public administration or closely related field. Three years related experience including some responsible-level experience in recreation facilities management. Knowledge of: Principles and practices of recreation/leisure services, facilities management, financial management, contract administration, and public relations. Ability to: Work independently; speak and write effectively; prepare financial reports, budgets, and leases; establish and maintain effective working relations with other employees, municipal officials, and the public; gain the cooperation of other agencies and groups. Possession of: Valid California Driver's License. Est. '80 Rev. '82,'88 J:\SPECS\CommCtrMgr CITY OF CAMPBELL EXHIBIT B COMMUNITY CENTER MANAGER DEFINITION Under general direction of the Recreation & Community Services Director, manages all proQrams at the Department's Community Center and Theater; the City's Community Center, supervises maintenance of all City buildings, and does related work as required. TYPICAL DUTIES Supervises all activities at the Git)Cs Community Center; develops, updates and enforces polices and procedures reQardinQ use of the Community Center and park facilities; and oversees the schedulinQ of Community Center, park, field. picnic and special event facilities. Serves as the Department's property manaQer throuQh marketinQ available space and neQotiatinQ leases and tenant improvements; prepares facilities for occupancy; administers annual rent increases; and maintains communication with tenants throuQhout their occupancy. Provides for the collection of tenants' monthly rent and customers' hourly rental fees for use of the facilties; monitors use of the facilities by public and private Qroups; and assiQns security and collects proof of insurance when required. Functions as the Department's Safety Coordinator which includes: schedulinQ traininQ proQrams; investiQatinQ accident reports; conductinQ emerQency evacuation drills; servinQ as the lead for Shelter and Care Operations in an emerQency; and assistinQ in the development of safety policies and procedures. Serves on the City's Capital Improvement Project team as reQards Center proiects and prepares submittals for Community Center proiects. Coordinates facility improvements with buildinQ maintenance staff. Hires, trains, supervises and evaluates full-time and temporary personnel assiQned to the Center; maintains equipment and key inventories; prepares and administers applicable proQram budQets; and prepares financial and staff reports as needed. Maintains liaison with local youth sports orQanizations and school districts reQardinQ use of City and school facilities, and the City's co-sponsorship of orQanizations' use of facilities. Serves as primary staff liaison with special event orqanizers reqardinQ events to be held on City property or in the public riQht-of-way. Administers the contract for Theater manaQement services. Performs other related duties as required. approves and schedules the use of all Center facilities; recruits prospective Center tenants; negotiates ne'N leases and lease renewals; coordinates custodial services for all City buildings; coordinates security services for the Center; supervises needed maintenance and repairs for all City buildings; administers contracts for services; administers the collection of fees and rental charges; monitors the use of the facilities by private groups; interprets and enforces Center policies and regulations; coordinates the public information and marketing programs for the Center; supervises the Building Maintenance Division, maintaining all City owned/operated buildings; 'Norks closely 'J.'ith the Building Maintenance Supervisor in prioritizing 'Nork requests, obtaining bids and a\4..arding contracts, and supervising the Building Maintenance staff; trains and supervises full time and temporary personnel; prepares and controls equipment inventory; prepares and controls budgets; prepares financial reports and staff reports; participates with local organizations in planning for the use of the Center; performs other related duties as required. EMPLOYMENT STANDARDS Education and Experience: EQuivalent to Ggraduation from an accredited college or university with major coursework in business administration, public administration or a closely related field; and a minimum of three years of related experience in facilities or property manaQement. Recreation proQram experience and/or Property ManaQer certification is desirable. recreation, business administration, public administration or closely related field. Three years related experience including some responsible level experience In recreation facilities management. Knowledge of: Principles and practices of property, personnel and recreation/leisure services, facilities management, financial management; contract administration; and public relations. Ability to: Effectively manaQe a multi-use facility; aCQuire a thorouQh knowledQe of Department proQrams and a workinQ knowledQe of applicable City policies and reQulations; work independently; speak and write effectively; use personal computer and applicable software proQrams; prepare financial reports, budQets and leases; establish and maintain effective workinQ relationships with those contacted in the course of work; Qain the cooperation of other aQencies and Qroups; and work protracted hours. 'Nork independently; speak and write effecti'.'ely; prepare financial reports, budgets, and leases; establish and maintain effective working relations with other employees, municipal officials, and the public; gain the cooperation of other agencies and groups. Possession of: Valid California Driver's License. Est. '80 Rev. '82,'88, '02 J:\SPECS\CommCtrMgr CITY COUNCIL Item: Category: Date: 8. Consent Calendar May 6, 2003 REPORT TITLE: AMENDMENT TO THE CLASSIFICATION AND SALARY PLAN - BUILDING MAINTENANCE SUPERVISOR AND COMMUNITY CENTER MANAGER RECOMMENDATION That the City Council adopt the attached Resolution amending the Classification and Salary Plan. DISCUSSION Based on a change in reporting structure and job responsibilities within the Recreation and Community Services Department, Human Resources conducted a review of both the Building Maintenance Supervisor and Community Center Manager classifications. Employee Relations Service (ERS) was contacted to perform a classification study, including a salary survey, for these two classifications. In July 2002, the Building Maintenance Supervisor with four full-time employees became a direct report to the Recreation & Community Services Director. The Community Center Manager formerly supervised this function. At approximately the same time, the Community Center Manager assumed the responsibility for administering the Theater program and management contract. The issue became whether or not current functions of the Community Center Manager justified a change in class title and/or compensation. Because of the uniqueness of the duties performed in this position, very little market data was available for comparison purposes. Although there are fewer City employees supervised, this is offset by the addition of administration of the Theater contract and soon the Museum operation. Therefore, there is no basis for recommending either a different title or salary level, just a revision to the current job description. The Building Maintenance Supervisor is presently functioning as a combination of first-line and second-line supervisor. The analysis conducted by ERS revealed the levels of responsibility of the five first-line supervisory classes used in the compensation survey versus those of the Campbell position. ERS found that the City class has a broader scope of responsibility. This is particularly true in the areas of budget administration and direct management of capital improvement projects, which would often be duties assigned to the second level of supervision or "managers". Regarding salary, this class now is assigned the same monthly salary range ($5406-6570) as Park Maintenance Supervisor and Street Maintenance Supervisor. The Park and Street classes, though supervising more employees, have no capital improvement project responsibilities and substantially fewer contracts to administer. It is the existence of the last two duties for the facility position and the absence of them for the other two Supervisors along with the change in reporting relationships that warrant changing the current salary parity relationship. The same differences serve to elevate the Building Maintenance Supervisor to a Page 2 "manager" level. A new salary range with a monthly top step of $7095.89 is recommended based on external and internal comparative salary data. The attached resolution proposes recommendations as follows: 1. That the Building Maintenance Supervisor classification be reallocated to a classification titled Facilities Maintenance Manager, including reclassification of the incumbent and modification of the Job Description. 2. That the salary range for the Facilities Maintenance Manager be established with an E- step of $7095.89 per month. 3. That the Job Description for Community Center Manager be revised. FISCAL IMPACT The present maximum salary for Building Maintenance Supervisor is $6570.27 monthly. If the recommendations herein are approved with a new monthly top step of $7095.89, additional costs associated with the recommended salary total approximately $600 per month (salary plus benefits) or about $7200 annually. Additional costs for the remainder of the 2002/03 fiscal year, should this change be approved and retroactive to February 17, 2003, would total approximately $3000. No budget adjustment is necessary for the current fiscal year, as these costs can be absorbed by salary savings. The annual costs for 2003/04 have already been built into the 2003/04 fiscal budget. These recommendations were approved by the City Manager on February 14, 2003 and if approved by Council would be retroactive to February 17, 2003, which is the start of a payroll period. ALTERNATIVES Do not amend the Classification and Salary Plan by modifying the attached class specifications. Staff does not recommend this alternative. REVIEWED BY: PREPARED BY: REVIEWED BY: APPROVED BY: c: Attachments