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SR-202-001 (59) IW~ FI:CM:aks:sryrend C1ty (ounc1l Meeting: September 13, 1988 TO: Mayor and City Council &--/) 7tJ2.-/)&( SEP 1 3 198& Santa Monica, Cal1forn1a FROM: City Staff SUBJECT: FY1987-88 Year-End Budget Report Introduct1on The purposes of this staff report are to request year end budget adjustments for FY1987-88, to transmit the Year-End Performance Review, to request selected budget adJustments for FY1988-89, to approve two new grant funded pos1tions, and to approve new and rev1sed classif1cat1on specif1cat1ons and an associated resolut1on establish1ng salar1es for various positions. fY1987-88 Budget AdJustments It 1S standard practice for budget adjustments to be requested based upon the year end financial reports which become available in early August. Budget adjustments are recommended to ensure that departmental budgets are balanced to the major account group appropr1ation level within a department by fund. The approprlatlon changes requested in Exhibits A and Bare primar1ly techn1cal 1n nature, with the except10n of late rece1pt of the final FY1987-88 Hyperion Treatment Plant b1ll1ng which is substantially 1n excess of anticipated expenses. Whlle it is necessary to recognlze technlcally the addltional b1lling liability at this time for account1ng and budgetary purposes~ actual payment w1ll be delayed unt1l complet1on of an audlt of Los Angeles' Hyperion billing system be1ng conducted by the City's audltors, Peat Marw1ck Maln & Co. Year-End Performance Report The FY1987-88 Year-End Departmental Performance Rev1ew 1S hereby transm1tted as a separate document for your review. Progress towards accomplishing all obJectives and 6--/.) - 1 - SEP 1 3 198& ,. i. performance indlcators in the FY1987-88 Adopted Budget is reported. The format of lnformation presented for objectlves is identlcal to that presented for the FY1987-88 Mld-Year Review. FY1988-89 Budget Adjustments Rather than walt untll the mid-year budget reVlew in February of 1989, several current flscal year budget adjustments are recommended at thlS time. These adjustments are specified in Exhibits C and D. Recommended budget adjustments are to recognize the Clty'S recently approved Californla Llteracy Campalgn grant and an lncrease in the Clty'S Federal LSCA Title I grant to purchase library materials for senior citizens, and to make certain technical corrections and other mlnimal flnanclal impact changes to the FY1988-89 adopted budget. In order to proceed with timely lmplementation of the Literacy grant program, Councll budgetary approval of two new permanent positlons, Library Literacy Program Coordinator and Llbrary Literacy Program Asslstant, is necessary at this time. ThlS grant is renewable annually for flve years as set forth in the Council approved grant application staff report of March 29, 1988. The salary resolution at Exhibit E also lists various other positlons for WhlCh salary changes are recommended. All requislte approvals have been obtalned from the Personnel Board. Exhibit F summarizes the recommended personnel changes and presents new and revised clasSlficatlon speclficatlons, as approprlate. The FY1988-89 budget contalns funds for these recommended changes. Recommendat1ons It is recommended that the C1ty Council: a) Approve the budget adjustments detailed in Exhiblts A, S, C, and D - 2 - b) Approve the attached resolution at Attachment E settlng salary rates for various positions, and the various associated new and revised clasSlfication specificatlons at Attachment F. Prepared By: Mlke Dennis, Dlrector of Finance Bob Torrez, Senlor Admlnistratlve Analyst Susan Bock, Personnel Operatlons Manager Attachments: A - Summary of Proposed FY1987-88 Approprlatlon AdJustments B - Summary of Proposed FY1987-88 Transfers wlthln Departments Requlrlng City Councll Approval C - Summary of Proposed FY1988-89 Approprlatlon AdJustments o - Summary of Proposed FY1988-89 Revenue Budget AdJustments E - Salary Resolution F - Summary of Recommended New and Revised Classification Specificatlons - 3 - Exhlblt A SUMMARY OF PROPOSED FY1987-88 APPROPRIATION ADJUSTMENTS Fund Department/Div Appropriation General Flnance $ 27,828 Purpose Increased appropriation to meet additional expenses assoclated wlth speclal processlng of certaln parklng cltatlons. Increase is more than offset by additlonal revenues already recelved. General Police S 8,861 Transfer of Capital Improvement Program funds to offset purchase of Horse Patrol equlpment from the operatlng budget. Reduction of the Capital Improvement appropriation has been adminlstratively processed. Increased approprlatlon to transfer cost for lncreased legal expenses associated with the Airport Development project from the Redevelopment Fund to the General Fund General Non-Departmental $144,972 Beach Cultural & $ 54,859 Recreation Srvcs. Increased approprlatlon to offset hlgher than anticl- pated payment to the County for beach lifeguard serVlce as a result of lncreased beach patronage. Cost is offset by lncreased revenue. Redevelopment- Non-Departmental $(144,972) 15 Fund Technlcal approprlatlon to transfer cost for lncreased legal expenses assoclated wlth the Airport Development project from the Redevelopment Fund to the General Fund Redevelopment- CommunltyjEconomic 5144,972 15 Fund Development Technical approprlatlon to meet addltlonal legal expenses associated wlth Alrport Development Project Fund Department/Dlv Approprlatlon Redevelopment- CommunltyjEconomic $582,042 16 Fund Development Mlscellaneous Non-Departmental $ 38,965 Grants Waste- General Services $932,604 water Alrport Airport $ 51,110 Alrport Airport $ 15,000 Purpose Increased approprlation to meet additional salary expendlture due to varlOUS year-end MOU require payments ($537) and to technically expense lncreased lnterest llability for various promlssory notes owed to the General Fund ($581,505). Technlcal appropriation for actual costs of Bus Shuttle serVlce provlded to Santa Monica College. To offset Supplies & Expenses costs associated with the estlmated flnal FY1987-88 bllllng recently recelved from the City of Los Angeles for sewer fees. An adJust- ment may be made durlng FY1988-89, lf required, as a result of the audit currently underway of the Los Angeles Hyperion Treatment Plant billing system. Additional approprlatlon to offset higher than antlcipated salary costs due to the need to use as-needed employees for nOlse monltorlng program and to hlgher property tax charges resulting from reassessment of Alrport property by the County. Addltional appropriation to the 52 fund (52-710-631- 000-924) for technlcal correctlon for equipment purchase prevlously charged to the 33 fund. Exhi bit B SUMMARY OF PROPOSED FY1987-88 TRANSFERS WITHIN DEPARTMENTS REQUIRING CITY COUNCIL APPROVAL Salaries & Suppl1es & Capital Fund Department Wages Expenses Outlay Total Genera 1 C1ty Counc1l $4,762 $(4,762) $ -0- Transfer from Supplies & Expenses savings to pay for higher than anticipated costs of vacat10n coverage. Genera 1 City Manager $4,618 $(4,618) $ -0- Transfer from Supplles & Expenses savlngs to partially offset h1gher than antic1pated leave and holiday costs and costs associated with the use of an intern for spec1al proJects work. General City Clerk $(800) $800 $ -0- To reflect a transfer from Supplies & Expenses to purchase requlred safety equipment durlng the year. Genera 1 C1ty Clerk $720 $ {720} $ -0- Transfer from Capital Outlay savings to offset higher than anticipated legal advert1s1ng election-related costs, 1dent1fied at year-end. Genera 1 C1ty Attorney $26,911 $(22,293) S{4,618} $ -0- Transfers from Suppl1es & Expenses and Capital Outlay savings to offset costs of unscheduled step increases and use of as-needed help due to additional workload. Genera 1 Police $146,727 $(146,727) $ -0- Transfer from Suppl1es & Expenses savings to offset higher than anticipated Salaries & Wages costs due to 1mpact of MOU 1ncreases. Genera 1 Fire $39,033 $(38,842) $(191) S -0- Transfers from Supplies & Expenses and Capital Outlay savings to partially offset h1gher than anticipated Salaries & Wages costs as a result of workers' compensat1on related vacanC1es and greater than anticipated overtime costs resulting from staff vacancies. Fund Salaries & Wages Capl tal Outlay $493 Supplles & Expenses Department Li brary ${4,512} $4,019 General Transfer from Salaries & Wages savlngs to offset higher than anticipated costs in Supplies & Expenses associated with the Main Library reopening and higher costs of Capltal Outlay purchases, Genera 1 $(4,258) $4,258 General Services Transfer from Salarles & Wages savlngs to offset hlgher than anticipated Supplies & Expenses costs assoclated with major repair of refuse vehicles. Genera 1 $(3,594) Finance $ 3,594 Transfer of Capital Outlay savings to help pay for unanticipated salary costs associated wlth retlrement of an employee. Genera 1 Non-Departmental $(B80,940) $880,940 Technical transfer of savlngs in various non-departmental Salary and Wages accounts to provide for a $.5 million Santa Monica Unlfled School Dlstrict grant which was origlnally budgeted as a balance sheet transaction, but is more properly treated as an expense transaction, and to recognize a Mall Certiflcates of Participation (COP) interest payment pald by bank trustee from COP proceeds. The latter item was not previously budgeted as no City funds were involved, but for technical accounting purposes the transactlon must be recognized as an expense on the City books. Beach Cultural & Recreation $(79,932) $100,667 $(20,735) Transfers from Salaries & Wages and Capital Outlay savings to partlally offset hlgher than anticipated Supplies & Expenses costs assoclated with payment to the County for beach lifeguard serVlces. Payment to County is offset by revenue increases. Redevelopment- Community/Economic 18 Fund Development, Economic Development $ 487 $ ( 487) Transfer of Supplles and Expense savlngs for varlOUS end of the year MOU requlred salary payments. Water General Services $(84,043) $84,043 Transfer from Salaries & Wages savings to offset higher than anticipated Supplies & Expenses costs associated Total $ -0- $ -0- $ -0- $ -0- s -0- $ -0- $ -0- Salaries & Supplies & Capltal Fund Department Wages Expenses Outlay Total with the unantlclpated need to use imported water supplles. Wastewater General SerVlces $(38,051) $44,410 $(6,359) $ -0- Transfers of Salary and Wages and Capltal Outlay savings to Supplies and Expenses to help finance greater than anticipated Hyperion Treatment Plant flnal bllllng for FYI987-88. ClVl c Cultural & $(7,194) $7,194 $ -0- Audltorium Recreation Srvcs. Transfer from Supplies & Expenses savlngs to offset a FY1986-87 Capital Outlay expense charged to the FY1987-88 budget. Airport AHport $10,125 $(10,125) $ -0- Transfer from Capital Outlay savlngs to partlally offset hlgher Supplies & Expenses costs due to property tax reassessment by the County. Cable City Manager $3,922 $(3,922) $ -0- Transfer from Supplies & Expenses savings to offset addltional Salaries & Wages costs due to use of as-needed employees for special projects. Exhiblt C SUMMARY OF PROPOSED FY19B8-89 APPROPRIATION ADJUSTMENTS Fund Department!Dlv fu2propriation Purpose General Library $98,822 Increased appropriatlons to reflect award of Callfornla Literary Campaign grant under the Callfornla Library Servlces Act and to approve two new posltlons (Library Llteracy Program Coordinator, and Library Literacy Program Assistant) WhlCh are necessary to conduct this grant program. Approprlatlon increase 1S financed by grant revenue. Genera 1 Communl ty and $200,000 Increased appropriat1on for Economic Development operatlon of Homeless Drop-in Center and Shelter on Colorado Avenue. Approprlatlon increase is financed by release payment from preVlOUS lessee General Cultural and $( 5 , 031) Th1s change reflects a Recreat lOn technical adJustment to Services eliminate double counting of approprlatlon $(1,000), and a Salary and Wages category increase due to a salary range change $(6,031). Genera 1 General SerVlces $ 10,000 Increased approprlatlon ln the Fleet Management Divlslon Capltal Outlay to replace vehlcle assigned to new Cultural & Recreation Servlces Dlrector. Genera 1 Non-Departmental! $(98,822) Technical approprlation to Interfund Transfers provlde for transfer of Callfornia Literacy Campalgn Grant funds to the General Fund from the Miscellaneous Grants Fund. Fund Department/Div Cultural and Recreation Services Beach Genera 1 Non-Departmental General Library General Non-Departmental General Non-Departmental Mlscellaneous Non-Departmental Grants Misc. Non-Departmental Water General SerV1ces Water Non-Departmental Appropn at 1 on S (2,000) $ 1,246 S 15,000 $ (15,000) S 15,000 $ 98,822 $ 244,819 $ 250,000 $(250,000) Purpose ThlS 1S a technical adjust- ment to eliminate double counting of appropriations. Technical adjustment concerning reimbursement of General Fund from enterprlse funds for Med1care charges. Increased appropriation to reflect increased Federal LSCA Title I grant to purchase library mater1als for Older Amerlcans. Appropriation increase is financed by grant revenue. Technical appropr1ation to provlde for transfer of Federal LSCA Title I grant funds to the General Fund from the Miscellaneous Grants Fund. Techn1cal appropriation to prov1de for transfer of Federal LSCA T1tle I grant expenditure from the Miscellaneous Grants Fund to the General Fund. Technical appropr1atlon to prov1de for transfer of Callfornla Literacy Campalgn Grant funds from the Miscellaneous Grants Fund to the General Fund. Increased appropriation to recognize additional grant funds rece1ved in FY1987-88 for the Bike Path Extenslon Capital proJect. To offset cost of Supplles & Expenses related to the replacement of lab equlpment destroyed in a flre during FYI987-88. Increased costs will be offset by insurance recovery revenues. Technical appropriation to provlde for transfer of Fund Department/D1V Comprehensive Non-Departmental Self-Insurance Appropriation $ 250,000 Purpose costs assoclated with lab fire to the Comprehenslve Self-Insurance Fund from the Water Fund. Technical appropriation to provlde for transfer of costs associated wlth lab flre to the Comprehenslve Self-Insurance Fund from the Water Fund. Exhiblt D SUMMARY OF PROPOSED FY1988-89 REVENUE BUDGET ADJUSTMENTS Fund Revenue Account General 01-907-185-000-000 Miscellaneous 20-932-371-000-000 Grants Mlscellaneous 20-932-353-000-000 Grants Comprehenslve 56-920-238-000-000 ComprehenSlve 50-920-240-000-000 Self-Insurance Revenue Adjustment S 200,000 $ 98,822 $ 15,000 $120,000 $250,000 Purpose To recognlze release payment from previous lessee of 612 Colorado Avenue. To receive Callfornia Literacy Campaign Grant funds. To receive Federal LSCA Tltle I grant funds to purchase library materials for Older Americans. Technlcal adjustment to recognize payment from Pler Fund for fire lnsurance. To receive insurance recovery revenue associated with Water Fund flre. BEFORE DISTRIBUTION CHECK CONTENT OF DISTRIBUTION OF RESOLUTION it 7t; 7 Y r - r Councll Meeting Date ~3/rR Agenda Item 41= b - 1] Was it amended? ~ ALL FOR CITY CLERK'S ACTION ORDINANCE # Introduced: Adopted: ALWAYS PUBLISH ADOPTED ORDINANCES Cross out Attorney's approval VOTE: Affirmatlve: 7 - 0 Negat~ve: Ab5ta~n: Absent: PROOF VOTES WITH ANOTHER PERSON BEFORE ANYTHING DISTRIBUTIQN: ORIGINAL to he signed, sealed and flIed ~n Vault. NEWSPAPER PUBLICATION (Date: Department or~ginating staff report( Laurle Lieberman) Ordlnances only for Attorney ( Claudia Thompson) 2 Management Servlces Lynne Barrette ORDINANCES ONLY 1 Agency mentloned in document or staff report (certified? ) SubJect fl1e (agenda packet) 1 Counter file 1 Others: (Revlew Airport Aud1.toriurn for departments who need to know). ParkJ.ng Auth~ Personnel , BU11ding Dept. ClEO Finance General Servo Library Manager FJ.re I Planning Poll.ce Purchaslng Recr/Parks Transportation Treasurer SEND FOUR COPIES OF ALL ORDINANCES TO: CODED SYSTEMS 120 Main Street Avon, New Jersey 07717 SEND FOUR COPIES OF ALL ORDINANCES TO: 4 Debra Myrl.ck Santa Monica Municipal Court 1725 Main Street, Room 118 Santa Monica, CA 90401 Total Copl.es 4 .if "" ~ Exhibit E RESOLUTION NO. 7679(CCS) (City Council Series) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA ADOPTING SALARY RATES FOR THE CLASSIFICATIONS OF TRANSPORTATION MANAGEMENT PLAN COORDINATOR, LEGAL ADMINISTRATIVE STAFF ASSISTANT, SUPERVISING ZONING INSPECTOR, PARK RANGER, TRAFFIC OPERATIONS SUPERVISOR, PLANNING TECHNICIAN LIBRARY LITERACY PROGRAM COORDINATOR, LIBRARY LITERACY PROGRAM ASSISTANT, CONSERVATION COORDINATOR AND CULTURAL ARTS ADMINISTRATOR THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES RESOLVE AS FOLLOWS: SECTION 1: The following monthly salary levels are hereby established for the indicated permanent classifications, effective September 14, 1988: TRANSPORTATION MANAGEMENT PLAN COORDINATOR $4117jMonth E-Step ($4405jMonth with PERS) LEGAL ADMINISTRATIVE STAFF ASSISTANT $3503jMonth E-Step ($3748jMonth with PERS) SUPERVISING ZONING INSPECTOR $3649/Month E-Step ($3904/Month with PERS) $2641jMonth E-Step ($2826/Month with PERS) PARK RANGER TRAFFIC OPERATIONS SUPERVISOR $3043jMonth E-Step {$3256jMonth with PERS} $2565/Month E.Step ($2745/Month with PERS) PLANNING TECHNICIAN LIBRARY LITERACY PROGRAM COORDINATOR $3237/Month E-Step ($3464/Month with PERS) LIBRARY LITERACY PROGRAM ASSISTANT $2655jMonth E-Step ($2841jMonth with PERS) .. , CONSERVATION COORDINATOR $3378jMonth E-step ($3614jMonth with PERS) CULTURAL ARTS ADMINISTRATOR $4325/Month E-Step ($4628/Month with PERS) SECTION 2: The city Clerk shall certify to the adoption of this Resolution, and thenceforth and thereafter the same shall be in full force and effect. APPROVED AS TO FORM: fW1r.- ~. .... .. '~ ROBERT M. MYERS city Attorney " , Adopted and approved this 13th day of september, 1988. /~, LhA ~ I hereby certify that th was duly adopted by the City Resolution No. 7679 (CCS) the City of Santa Monica at a meeting thereof held on september 13, 1988 by the following Council vote: Ayes: Councilmembers: Finkel, Jennings, A. Katz, H. Katz, Reed, Zane, Mayor Conn Noes: Councilmembers: None Abstain: Councilmembers: None Absent: Councilmembers: None ATTEST: ~{jJ~1~ .. ~AC~CitY-Clerk Exhibit F SUMMARY OF RECOMMENDED NEW AND REVISED CLASSIFICATION SPECIFICATIONS The follow1ng new and rev1sed classification specif1cations are requ1red to 1mplement program and organizational changes 1n the FY1988-89 budget. Revised or new Job descriptions are attached. T1t1e Department 1. Transportat1on Management Plan Coordinator General SerV1ces 2. Legal Admln1strat1ve Staff ASs1stant C1ty Attorney 3. Superv1sing Zon1ng Inspector 4. Park Ranger 5. Traffic Operations Superv1sor 6. Planning Technician 7. L1brary Literacy Program Coordinator 8. L1brary L1teracy Program Ass1stant 9. Conservat1on Coordinator Commun1ty & Economic Development Cultural and Recreational Services General SerV1ces Community & Econom1C Development Li brary L1brary General SerV1ces Transportation Management Plan Coord1nator lS a new class1f1cat1on 1n the General Services Department and will be respons1ble for implementing the City's Transportation Management Plan during FY1988-89. Legal Admlnistrat1ve Staff ASs1stant 1S a new c1asslf1cat1on 1n the C1ty Attorney's office. It resulted from a reclassification of a Legal Secretary and is responsible for a w1de var1ety of d1fflcult and respons1ble cler1cal and administrat1ve tasks for the City Attorney. The Supervislng Zon1ng Inspector is a new class1flcatlon 1n the Department of Commun1ty and Economic Development. D1V1Slon of City Planning. This pos1t1on wlll be respons1ble for 1ncreased attention to code enforcement. The Park Ranger position is a new class1f1cation 1n the Department of Cultural and Recreatlon Serv1ces, D1V1S1on of Parks and Recreation. The classlf1cat1on was formerly funded on an as-needed basis. This pos1t1on 1S respons1ble for patrolling park grounds and recreation facilities and enforc1ng C1ty rules and regulat10ns to ma1nta1n security. / Trafflc Operat1ons Supervisor is a new classif1cat1on 1n the Department of General Serv1ces. Division of Traffic Operat1ons. This position will provlde supervision for the implementation of var10US traffic systems improvements throughout the C1ty. Plannlng Technician is a new class1fication in the Department of Community and Economic Development, Oivis1on of City Planning. Th1S pos1t1on w1ll provide mapp1ng and graphics services to dlv1s1on staff. Library Llteracy Program Coordinator and Library Llteracy Program Assistant are new positions in the Library Department. They will be responsible for adminlstering and 1mplementing the City1s grant funded Literacy Program. The Conservation Coord1nator 1S a current position Wh1Ch has evolved over time to take on additional necessary duties. These duties and responsibllities are represented in the revised Class Specification. These duties include evaluation of alternat1ve wastewater reduction strateg1es and coordinating the implementation of wastewater control policies. The Salary Resolution at Exh1bit E establlshes salary rates for these recommended position changes and a rev1sed salary rate for the position of Cultural Arts Admlnlstrator. The recommended salarles are the result of an analysls of both external and internal alignment factors. . CITY OF SANTA MONICA TRANSPORTATION MANAGEMENT COORDINATOR DEFINITION: Under administrative direction, promotes, develops and coordinates the City's transportation management program. Performs related duties as required. TYPICAL DUTIES: supervises the development and implementation of the City's employee ridesharing, flextime/staggered work hours, and other programs as necessary. Oversees similar private employer transportation management programs and monitors developer compliance with the city1s Trip Reduction Ordinance. Supervises the city's off-street parking management programs. Develops strategies such as pricing structures at municipal parking facilities to promote TSM measures. Provides staff support and liaison between the city and other agencies such as the SCRTO, Caltrans, Commuter Computer, LACTC and AQMD. Prepares written reports and makes oral presentations. Performs other related duties as required. BASIC QUALIFICATIONS: MINIMUM STANDARDS: Applicant must be able to demonstrate the following: Knowledge of: Principles of transportation program planning, implementation, monitoring and evaluation techniques; and budget preparation and administration. Ability to: Design and carry out an effective public rela- tions program; prepare and present oral and written reports; and establish effective working relationships with City officials and employees. Possession of a valid driver's license. DESIRABLE TRAINING AND EXPERIENCE: Bachelor's Degree in Engineering, Transportation Planning or a closely related field. Two years experience in developing and managing transportation related programs. Experience working with public and private groups, and other agencies in the development of transportation programs is highly desirable. SUPERVISION RECEIVED: Works under administrative direction of the City's Parking and Traffic Engineer who outlines work assignments, occasionally reviews work in progress and periodically reviews completed work. SUPERVISION EXERCISED: May exercise technical supervision over clerical support staff carrying out detailed work assignments, may frequently re- view work in progress as well as completed work. - 1 - i ;.:ITY OF SANTA MONICA LEGAL ADMINISTRATIVE STAFF ASSISTANT DEFINITION: Under minimal supervision, performs a wide variety of difficult and responsible clerical and administrative tasks for the city Attorney. Performs related duties as required. DISTINGUISHING FEATURES OF THE CLASS: This position is characterized by responsibility for: performing complex clerical activities requiring considerable knowledge of a variety of legal topics ranging from litigation to contract re- view~ performing confidential administrative tasks~ maintaining an ongoing confidential relationship with one or more specified professional or management positions, and directing and coor- dinating the work of a clerical unit. Position has considerable opportunity for exercising independent judgement and interpreting and applying departmental policies to situations. Legal Adminis- trative staff Assistant provides advisory role to management and is distinguished from Legal Secretary position by independence and analytical requirements necessary for collecting and evaluat- ing data and making recommendations. TYPICAL DUTIES: Prepares, types, and proofreads a variety of difficult and complex material including legal correspondence, forms and re- ports, lengthy numerical and statistical charts from rough draft, oral direction, or transcribing machine recordings using a type- writer or computer terminal. Composes correspondence and reports of high difficulty on a variety of subjects requiring knowledge of legal procedures and policies; reviews and edits outgoing and incoming materials for proper form, completeness, clarity, and conciseness, correct spelling, grammar and punctuation, and consistency with policies and procedures. Screens calls and correspondence for city Attorney, makes referrals in order of priority and provides background materials, as appropriate. Maintains appointment schedules and calendars, arranges meetings and conferences, and assembles and distributes appropri- ate materials~ prepares agendas and minutes of meetings. Explains and interprets rules and regulations, program and procedural information, and responds to inquiries, complaints, problems, or makes referral to appropriate source(s). Operates a variety of office equipment in the performance of difficult and responsible tasks. Contacts individuals and/or agencies to resolve problems, obtain confidential or sensitive information, and/or gathers data and prepares reports. Researches, gathers, compiles information for the prepara- tion of studies, brochures, and agendas. Operates a computer terminal to enter, modify and retrieve data for use in reports. - 1 - - --- --...---...----.... --- --.--... --"- ~ -:;~i"-"'1i.- Develops and maintains a variety of files and recordkeeping systems, including confidential and technical correspondence and reports. Prepares and processes narrative and statistical forms, records, and reports, and ensures their accuracy, timeliness and completeness; and designs forms and procedures for the processing of records. Reviews, sorts, and distributes mail. Orders, maintains, and issues office supplies and equipment. May assign and distribute clerical work. May respond to emergency calls and relay information to of- ficials as appropriate. BASIC QUALIFICATIONS: MINIMUM STANDARDS: Applicant must be able to demonstrate the following: Knowledge of: Legal systems including litigation and docu- ment review; modern office procedures, practices and equipment; legal terms and business English, spelling and punctuation; mathematics; recordkeeping principles and procedures; and princi- ples of supervision. Ability to: Type at a corrected speed of 75 words per minute: take dictation; set up and maintain files: operate a variety of office equipment: follow written and oral instruc- tions: read, interpret, and apply laws, rules and directions: respond to inquiries from the PUblic and City employees in a tactful manner: establish and maintain effective and cooperative working relations with City employees and the public: analyze situations and solve problems: perform mathematical computations. DESIRABLE TRAINING AND EXPERIENCE: Coursework in secretarial science, modern office procedures and practices, le- gal terms and business English, elements of supervision, mathe- matics or a closely related field. Three years of increasingly responsible secretarial experience, including two years in legal secretarial work and responsible contact with the public. SUPERVISION RECEIVED: Works under supervision of the city Attorney and the Assistant city Attorney, who outline work assignments, and periodically review work in progress and upon completion. SUPERVISION EXERCISED: May exercise supervision over Legal Secretaries and as-needed employees, making detailed work assignments, frequently reviewing work in progress and upon completion. "legal" - 2 - CITY OF SANTA MONICA SUPERVISING ZONING INSPECTOR DEFINITION: Under administrative direction, supervises and coor- dinates the work of Permit Coordinator and Zoning Inspectors. Performs related duties as required. TYPICAL DUTIES: Supervises and coordinates the work of Permit Coordinator and Zoning Inspectors. Inspects existing buildings and houses in accordance with current city codes and regulations. Contacts owners/tenants via phone, letter or in person notifying them of a complaint or code violation and makes ar- rangements for inspection. Identifies corrective actions to be taken and whenever necessary, monitors the repairs to ensure conformance is achieved. Coordinates the processing of administrative and legal remedies to obtain conformance to City codes and regulations. Conducts field inspections to insure that all conditions of city Council, Planning Commission, and Architectural Review Board are met prior to occupancy. Enforces city codes pertaining to noise and property maintenance. Keeps detailed accurate records of inspections and prepares periodic reports showing the progress of the program. BASIC QUALIFICATIONS: MINIMUM STANDARDS: Applicants must be able to demonstrate the following: Knowledge of: Zoning regulations, field inspection tech- niques, research and statistical techniques, administrative, and legal procedures used for enforcement of codes. Ability to: Understand and interpret building and zoning plans, regulations, and codes~ provide objective judgment~ work independently in the field; communicate effectively both orally and in writing; keep accurate records of inspection; maintain effective relationships with City employees and the public. License: Possession of a valid California driver's license. DESIRABLE TRAINING AND EXPERIENCE: Graduation from high school or the equivalent, supplemented by at least two years of college courses in pUblic administra- tion, construction techniques, or a related field. Three years related experience in zoning or other inspection services, inclUding on year supervisory experience. SUPERVISION RECEIVED: Works under the administrative direction of the Director of planning, who outlines work assignments and occasionally reviews work in progress and upon completion. SUPERVISION EXERCISED: Exercises technical superv1s1on over Permit Coordinator and Zoning Inspector, coordinating work assignments and periodically reviewing work in progress and upon completion. > CITY OF SANTA MONICA PARK RANGER DEFINITION: Under moderate supervision, patrols park grounds and recreation facilities and enforces City rules and regulations to maintain security. Performs related duties as required. TYPICAL DUTIES: Patrols parks and recreation facilities, including play- grounds, swimming pools and community centers on foot or in City vehicle to maintain security of areas. Enforces applicable City rules and regulations and safety codes by explaining these rules and regulations to visitors and other patrons in order to maintain security of areas. Reports any suspicious circumstances or public hazards to police department in person or by using radio system in order for police to respond promptly to situation and restore peace and security of facilities. Maintains daily contact with police department through cooperative involvement in order to keep it apprised of state of area's security. Conducts informational tours for members of the general public to increase awareness of and appreciation for the natural and historical features of city parks. Prepares written daily activity reports according to es- tablished procedures for departmental review. Greets visitors and answers questions in order to maintain effective public relations program. BASIC QUALIFICATIONS: MINIMUM STANDARDS: Applicant must be able to demonstrate the following: Knowledge of: safety practices and procedures. Ability to: communicate effectively orally and in writing; observe and report hazardous conditions and violations of state and local rules and regulations: resolve disputes and emergency situations calmly and tactfully: maintain accurate records; develop and maintain effective working relationships with other city departments, outside agencies, and members of the general publiCi acquire First Aid and CPR Certificates within six months of appointment to position. Possession of a valid driver's license. - 1 - DESIRABLE TRAINING AND EXPERIENCE: Graduation from high school or equivalent. One year of experience as a park ranger and/or one year of related experience involving heavy public contact. SUPERVISION RECEIVED: Works under the administrative direction of the Park Super- intendent, who reviews work in progress and upon completion. SUPERVISION EXERCISED: None. - 2 - CITY OF SANTA MONICA TRAFFIC OPERATIONS SUPERVISOR DEFINITION: Under moderate supervision, supervises the implemen- tation and maintenance of transportation systems management im- provements citywide. Performs other related duties as required. TYPICAL DUTIES: Supervises the implementation and maintenance of the syn- chraniztion of traffic signals~ the installation of geometric design improvements including but not limited to left turn chan- nelization and the implementation of neighborhood traffic and parking programs. Conducts independent reviews of the City's street system and discusses/recommends TSM proposals with management staff. outlines daily assignments and supervises and inspects the work of the three traffic signs/striping crews. Maintains the sign inventory and paint supplies. Keeps all necessary maintenance records. Performs other related duties as required. BASIC QUALIFICATIONS: MINIMUM STANDARDS: Applicant must be able to demonstrate the following: Knowledge of: Paint equipment, materials, traffic control devices, and parking meter maintenance; City rules and regula- tions pertaining to posting and painting signs~ and principles of supervision. Ability to: write detailed reports and perform mathematical calculations through fractions; operate painting equipment; and supervise a crew. Possession of a valid driverrs license. DESIRABLE TRAINING AND EXPERIENCE: Graduation from high school. Four years experience in traffic sign/striping and other related maintenance work, including one year in a supervisory capacity. SUPERVISION RECEIVED: Works under technical superv1s1on of the Traffic Operations Superintendent who outlines work, frequently reviews work in progress and carefully reviews completed work SUPERVISION EXERCISED: Exercises administrative supervision over Electricians, Parking Meter Repairers, Traffic Painters and Laborers, making detailed work assignments, occasionally reviewing work in progress, and carefully reviewing completed work. (TOSVSPEC) - 1 - CITY OF SANTA MONICA PLANNING TECHNICIAN DEFINITION: Under close supervision, prepares various maps and graphic illustrations for the city. Performs related duties as required. TYPICAL DUTIES: prepares and updates zoning, land use, and environmental maps and graphics including the City-wide zoning map, districting maps, Land Use and circulation Elements policy map, and Local Coastal Program maps. Prepares charts, maps, and other graphic materials to illus- trate findings and staff recommendations to the Planning commis- sion and city Council. Assists in updating automated maps created by the Geographic Information System. Designs application forms. Performs entry level work in municipal planning. BASIC QUALIFICATIONS: MINIMUM STANDARDS: Applicants must be able to demonstrate the following: Knowledge of: Graphic illustration; fundamental principles and practices applied to city planning; statistical and research methods as applied to the collection and tabulation of data af- fecting public planning. Ability to: Perform graphics work including preparation of maps, illustrations, charts, and diagrams; collect, analyze, and interpret planning and zoning data; participate in planning sur- vey and studies. License: Possession of a valid California driver's license. DESIRABLE TRAINING AND EXPERIENCE: Graduation from high school or the equivalent, supplemented by at least two years of college courses in drafting, graphic arts, computer graphics, planning, public administration, or a related field. Two years related experience in drafting, graphic arts, com- puter graphics, or planning is desirable. SUPERVISION RECEIVED: Works under technical superv1s1on of Principal Planner, who makes detailed work assignments, occasionally reviews work in progress, and closely reviews work upon completion. SUPERVISION EXERCISED: None. CITY OF SANTA MONICA LXBRARY LITERACY PROGRAM COORDINATOR DEFINITION: Under administrative direction, plans, organizes, implements and manages the Library's Literacy Program. Performs related duties as required. TYPICAL DUTIES: ~ Plans, implements, and coordinates the library literacy pro- gram to encourage the recruitment and enrollment of the function- ally illiterate. Develops and recommends program goals and objectives. Develops or acquires methods and programs for teaching literacy skills~ and monitors the progress of students and volun- teer tutors. Coordinates the recruitment and training of volunteer tu- tors, and assigns tutors to students. Develops and implements a comprehensive public information program to promote awareness of the literacy program, including, as appropriate, media coverage, pUblic service announcements, press releases, agency contact lists, brochures and fliers. Makes presentations to community groups to promote the program. Assists in the selection and ordering of materials for literacy collection. Communicates with library staff on a regular basis to keep them informed of program objectives and activities. Monitors and evaluates program effectiveness; recommends the annual budget for the program; prepares grant applications: and develops and coordinates fund-raising efforts. Acts as primary liaison between the library and the Califor- nia Literacy Campaign, Local Literacy Coalition, and other com- munity agencies and resources. Assists in maintaining the library's literacy referral net- work and file of community resources; makes referrals to other agencies. Prepares written and oral reports and maintains records. Trains and supervises volunteers and permanent employees. BASIC QUALIFICATIONS: MINIMUM STANDARDS: Applicant must be able to demonstrate the fallowing: Knowledge of: Techniques of effective adult education and PUblic information dissemination~ program monitoring and evalua- tion techniques; public library services; community needs and resources; and budget preparation and administration. Ability to: Develop, implement and coordinate a literacy program; design and carry out an effective public relations pro- gram to promote literacy services~ design and/or select training methods; prepare and present oral and written reports; evaluate and use an automated system; establish and maintain effective - 1 - working relationships with library personnel, community organiza- tions/agencies, and the general public: supervise, train, and evaluate permanent and volunteer staff. Possession of a valid driver's license. Possession of a Laubach Tutor Training certificate. DESIRABLE TRAINING AND EXPERIENCE: ~ Graduation from college with a degree in education, English, library science, social science or a closely related field. Two years of professional experience in adult education andl or experience developing and coordinating a literacy program or other similar programs. Fluency in SpaniSh is highly desirable. (Must obtain a Laubach Tutor Training Certificate within the year probationary period.) SUPERVISION RECEIVED: Works under the supervision of a Librarian III, who outlines work, occasionally reviews work in progress, and periodically reviews completed work. SUPERVISION EXERCISED: Exercises supervision over paraprofessional, clerical em- ployees and volunteers making detailed work assignments, fre- quently reviewing work in progress and carefully reviewing com- pleted work. "liblit" - 2 - CITY OF SANTA MONICA LITERACY PROGRAM ASSISTANT DEFINITION: Under moderate supervision, assists the Library Literacy Program Coordinator in the operation of the Library Literacy Program. Performs related duties as required. TYPICAL DUTIES: Assists the Literacy Program Coordinator with the operation of the Library Literacy Program. May supervise, train and schedule clerical, as-needed em- ployees, and volunteer tutors. Assists in the recruitment and training of volunteer tutors. Establishes and maintains effective relationships with volun- teers, students and library personnel. Maintains statistical records and prepares reports. Operates a computer terminal to enter, modify and retrieve data. Assumes responsibility for the operation of the program in the absence of the Library Literacy Program Coordinator. Assists and advises tutors and students in making effective use of library and Literacy facilities and materials; advises regarding library regulations and procedures. Performs a variety of clerical tasks including typing cor- respondence and/or reports; filing and maintaining records; operating a variety of office equipment; composing routine responses to information requests; reviewing and editing cor- respondence and reports; opening, sorting and distributing mail and materials. Schedules and arranges appointments, meetings, conferences and assembles and distributes appropriate materials. Prepares and processes forms and records and relays messages. Contacts individuals and/or outside agencies to gather infor- mation, resolve problems and/or request data. BASIC QUALIFICATIONS: MINIMUM STANDARDS: Applicant must be able to demonstrate the following: Knowledge of: Modern office procedures, practices and equipment; business English, spelling and punctuation; recordkeeping principles and proceduresi and principles of supervision. Ability to: Type at a corrected speed of 45 words per minute; organize and maintain files and records; supervise cleri- cal staff, as-needed employees and volunteersi respond to the public in a tactful manner; establish and maintain effective and cooperative working relationshipsi follow written and oral in- structions; and communicate orally and in writing. - 1 - DESIRABLE TRAINING AND EXPERIENCE: Two years of fUll-time, paid clerical experience or two years of college and one year of full- time, paid clerical experience in a library. Possession of a valid driver's license. SUPERVISION RECEIVED: Works under supervision of a Librarian III and/or Library Literacy Program Coordinator, who outlines work, occasionally reviews work in progress, and periodically reviews completed work. SUPERVISION EXERCISED: May exercise superv~s~on over clerical, as-needed employees, and volunteers, making detailed work assign- ments, frequently reviewing work in progress and carefully reviewing completed work. "litpro" - 2 - CITY OF SANTA MONICA CONSERVATION COORDINATOR DEFINITION: Under moderate supervision, organizes and coordi- nates programs designed to encourage water and energy conserva- tion by the public; and performs all other related duties as assigned. TYPICAL DUTIES: Plans, implements, designed to encourage pUblic. Evaluates alternative wastewater reduction strategies and coordinates implementation of wastewater control policies. Acts as primary liaison with local utility companies and regional water utilities relative to conservation program; coor- dinates the implementation of regional programs and policies. Prepares drought contingency plans to be implemented in times of water supply deficiencies. Prepares written and oral reports as required by state and Federal regulatory agencies; ensures compl iance with all ap- plicable federal, state, and local statutes and regulations. Assists in the preparation of the Urban Water Use Management Plan for the State of California. Acts as the information officer for the City on water con- servation issues; makes public presentations on water conservation. Develops and implements a comprehensive public information program relative to the conservation programs, including, as ap- propriate, coordinating media coverage through press releases, news conferences, and advertising campaigns at the local, state, and national level. Conducts conservation education programs, which include tours, seminars, classes, workshops, and programs in the local schools utilizing national, regional, and locally developed materials. Develops and implements informational programs designed to achieve voluntary cooperation and/or mandatory compliance in times of supply shortfalls from commercial, industrial, and residential customers in instituting water and energy conserva- tion practices. Develops and implements city-wide incentive and retrofit programs to promote the installation and use of conservation devices and water efficient fixtures. Surveys new water/wastewater reduction technologies for the urban residential, commercial, and industrial sectors. Performs research on their feasibility and cost effectiveness of applica- tion in the City of Santa Monica. Performs field investigation for commercial, industrial, and residential customers to recommend specific water conservation techniques and technologies. Audits the City1s water and energy consumption in order to recommend more efficient practices and/or modifications. and coordinates a variety of programs water and energy conservation by the Works with other City Departments to modify building codes and standards to require conservation equipment on all new con- struction; assists in the implementation and enforcement of new codes and guidelines. Investigates and recommends potential outside funding sources for local programs. Reviews and keeps informed about applicable laws, regula- tions, and guidelines, as well as similar programs operating elsewhere. Develops and recommends proqram qoals and objectives, and monitors and evaluates program effectiveness; performs benefit/ cost analysis; writes staff reports relevant to new conservation programs and policies; and recommends the annual budget for the program. BASiC QUALIFICATIONS: MINIMUM STANDARDS: Applicants must be able to demonstrate the following: KnOWledge of: Techniques of effective public education and publ ic information dissemination; program management, including monitoring and evaluation techniques; and budget preparation and administration. Ability to: Conduct analysis (both quantitative and qualitative), perform research, prepare complex reports; partici- pate in policy formulation; interpret and apply complex statutes, regulation and guidelines; prepare "Requests for Proposals"; design and carry out an effective public relations program; design and administer city-wide programs; prepare and present oral and written reports; and establish and maintain effective working relationships with city officials, representatives of utility companies, and other governmental agencies, and the general public. License: Possession of a valid driver's license. DESIRABLE TRAINING AND EXPERIENCE: Graduation from college with a degree in pUblic or business administration, public health, environmental sciences, or a closely related field. Two years experience in program development and policy man- agement where research, analysis, report writing, and program evaluation tasks were performed. Must have experience in design- ing, coordinating and presenting public information and education programs. Prior experience in the development of water or energy conservation programs or other similar programs is highly des h.-able. SUPERVISION RECEIVED: works under administrative superv1s~on of utilities Manager who outlines work and occasionally reviews work in progress and upon completion. SUPERVISION EXERCISED: Exercises supervision over City clerical staff and on tem- porary staff whenever required for special programs.