SR-407-000-01 (3)
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Santa MonIca, California
C/EO:HD:ML:Jt
CounCIl Meeting 1/6/84
TO:
Mayor and CIty CouncIl
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FROM:
CIty Staff
JAN 1 0 19li4
SUBJECT:
Request for AuthorizatIon of StaffIng Plan for the
HOUSIng DIvISIon of the Department of Community and
Economic Development, Approval of ClassificatIon
SpecIfIcatIon and AdoptIon of Salary ResolutIon.
IntroductIon
Pursuant to CouncIl action In September 1983, this report
transmIts a staffIng plan for the HOUSIng DIVISIon of the
Department of CommunIty and EconomIC Development.
The staffIng
p~an recommended for Council approval Involves the additIon of
two pOSItIons necessary for prOJect and program management
capacIty. As one pOSItIon, HOUSIng RehabIlItatIon SpecialIst,
reqUires a new claSSIfIcatIon, a claSSIfication speCification and
salary resolutIon are attached for CounCIl approval.
Background
In September of 1983, staff presented a menu of hOUSIng programs
for conceptual approval by the CounCIl.
The report detaIled
finanCIng mechanIsms, necessary publIC Investment, fInanCIal
leverage, and staffIng ImplicatIons for the City and contracting
agencies for seven hOUSIng fInance programs.
In addItIon to
conceptually apprOVing the programs, CounCIl further authorIzed
staff to return WIth a staffIng plan to address Increased
dIVISIonal ~esponsIbiIItIes.
A report prepared by the City
At-torney'<; office also reflects the increased workload
experIenced by supporting departments stemmIng from
Implementation of these programs.
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Subsequent to CounCIl action, two of the programs have been
commep~ed by existIng Housing DIVISIon staff, in addItion to the
m3n3gement o~ the Division's ongoing programs and proJects.
However as the report entitled, "Affordable Housing Programs for
the CIty of Santa MonIca" made clear,
the successful
ImplementatIon of new programs, partIcularly the rehabIlitatIon
loan program, necessItates the provIsIon of suffICIent staff at
approprIate SkIll levels.
Increased program responsibilItIes of
the Division are reflected in Exhibit 1, Analysis of Work
Elements by Program. ThIS chart elaborates the steps Involved In
the desIgn, Implementation, and monItor lng/management phases of
the approved programs:
NeIghborhood RehabI11 tat i on, Tax Exempt
CredIt Agreement, CHFA MultIfamily Bond Program, AcquisItion by
Non-ProfIts, Rent SUbSIdy, FInancIng Assistance for Property
vwners (.l2j (1:)), and New ConstructIon.
OngoIng proJect, program
alld contract management actIvItIes, Including the Ocean Park
Redevelopment HousIng commItments, sIte acquIsItIon and
development act 1 vi ties, grantee moni tor lng, and other funct ions
are not reflected In this table. The specific staffing
recommendatIons presented here are intended to enable the HousIng
DIVIsion to manage the increased number of programs authorIzed by
CouncIl and to address the Council's directIve to enhance
marketIng and outreach activItIes.
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Staffing Plan
Currently, the Housing DIvIsIon budget contaInS authorizatIon for
two posItIons, a DIVIsion Manager and an AdmInIstratIve Analyst.
The proposed staffing plan retaIns these pOSI tions and adds two
new posItIons wIth skIll and experIence requIrements that meet
the CIty'S programmatIc needs.
The mInImum staffIng changes
necessary to admInIster approved programs and to provIde enhanced
services to the communIty are as follows:
o AddItIon of SenIor AdminIstrative Analyst
~~is oosItion wIll be responsIble for preparIng program
documents, and fInancIal agreements for
acquIsItIon/rehabIlitatIon and development programs. ThIS
staff member wIll be experIenced In development fInance,
contract development, loan underWtItIng, and wIll have a
workIng knowledge of regulatory and funding agency
practIces, and prIvate fInanCIng vehicles.
o AddItion of HOUSIng RehabIlItatIon Loan SpecIalist
ThIS posItIon WIll be responsIble for ImplementatIon of the
City's rehabilItatIon loan program. ResponsibIlitIes will
Include marketIng and outreach, provIding technIcal
assIstance to partIcIpants, underwrItIng and packaging
loans, oversIght of the constructIon process, and
coordInatIon WIth the program lender.
(The attached claSSIfIcatIon specifIcation reflects thIS
staff member's dutIes, and emphasizes prIor experIence In
constructIon or related fIelds. The salary range,
establIshed by the Personnel Department, reflects the mean
salary for comparable positIons in four surroundIng
JurIsdIctIons. The classifIcatIon specIficatIon WIll be
revIewed by the Personnel Board at ItS January 9, 1984
meetIng) .
In addItIon to enabling the Implementation of the programs
prevIously approved by Council, the suggested staffIng levels
WIll provIde capacity for the CIty to partiCIpate In newly funded
programs IncludIng the federal Rental RehabIlItatIon program,
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which is funded on an entItlement basis, and the HOUSIng
Development Block Grant program which supports competItively
selected new constructIon and/or substantIal rehabIlitatIon
proJects. Both of these programs are deSIgned along the lines of
the CommunIty Development Block Grant (CDBG) program and
therefore reqUIre addItIonal local program development,
implementatIon and monItorIng actIVItIes by CIty staff. The
State of CalIfornIa IS also prOVIdIng funding for renovatIon of
reSIdentIal hotels for projects selected on a competI ti ve baSIS
WhICh may be of particular Interest for the Downtown area.
Proposed dIvIsional responSIbIlIties by claSSIfIcation are shown
In ExhIbIt 2.
BUdget/FInanCIal Impact
The above-noted staffIng plan will Involve the follOWIng
bUdget/fInancIal impacts:
o ApproprIation
from General Fund reserves for staffing
costs for FY 1983-84 In the amount of $28,000 to Account
Number 01-200-264-000-100 (SalarIes and Wages, HOUSIng
DIVISIon) .
o Increase In personnel authorIzations, addIng one Senior
AdministratIve Analyst and one HOUSIng RehabilItation
SpeCIalist to currently authorized pOSitIons In the HOUSIng
DIVISIon WIth a consequent annualized Increase in salary and
wage expendItures of $60,400.
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o AdoptIon of the attached salary resolutIon settIng the
"E" step salary of HousIng RehabIlItatIon SpecIalIst at
$2,466 per month.
Recommendation
It IS recommended that the CIty CouncIl:
1.
Approve
the claSSIfIcatIon specificatIon for HOUSIng
RehabIlItatIon SpecIalIst;
2. Approve the salary resolutIon for the pOSItIon of HOUSIng
RehabIlItatIon SpecialIst;
3. Authorize two new positions In the HOUSIng DivISIon, Senior
AdmInIstrative Analyst and Housing RehabIlItation SpecIalIst; and
4. ApproprIate $2B,0'0'@ as noted In the Budget/FInanCIal impact
sectIon above.
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HOUSING REHABILITATION SPECIALIST
DEFINITION: Under moderate supervision, implements and admlnlsters a
resldentlal rehabilitatlon loan program by conductlng marketing and
outreach, providing technical asslstance to particlpants, underwrlting
and packaglng loans, overseelng the constructlon process and coordinating
with program lenders. Performs related duties as required..
TYPICAL DUTIES:
Conducts program marketing and public outreach within the
community.
Conducts applicant intake by counseling home and property owners
regardlng program requirements, acceptlng applicatlons, and intervlewing
and screening appllcants.
Inspects resldential units to determlne scope of rehabllltatlon
needs, develops cost and time estimates and work specificatlons for
contractors.
Provldes technical assistance to applicants by assisting ln
preparlng loan applications, developing loan packages and securing
associated documents, and in securing and evaluating bids from contractors.
Coordlnates processing of loans and financlal information wlth banks
and lending institutions.
Monitors and inspects construction work in-progress and completed
work to determlne compliance to program requirements.
Develops monitoring systems and enforces contract
compllance.
Conducts research, prepares reports, compiles data and malntains
records based on program requlrements.
Monltors other housing programs and asslsts housing scaff ln the
development and implementation of new housing programs.
BASIC QUALIFICATIONS:
Mlnlmum Standards: Applicants must be able to demonstrate the
following:
Knowledge of: Constructlon methods and practices used ln the
building trades; estimating methods used ln developing cost estimates
for residential renovation; general bUllding and housing code provlslons;
parameters of federal leglslatlon regarding Houslng and Rehabilitatlon
programs; loan flnanclng and underwriting; contract monltoring;
marketing and publlCity techniques; program management and evaluatlon.
Ablllty to: Implement and adminlster a housing rehabilitation
program; lnterpret and apply laws and regulatlons; read and lnterpret
constructlon plans; communlcate effectlvely orally and in wrlting;
establlsh effectlve worklng relationships with comrounlty organizations,
contractors, home and property owners, federal and state officials,
bank representatlves and City staff.
Possession of a valid Class "3M drlver's license.
Deslrable Tralning and Experience:
Graduatlon from college wlth a bachelor's degree in urban planning,
architecture, clvil englneerlng, publlC or business admlnlstration or
related field.
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Two years of responsible experience ~n the adm~nistrat~on or
~mplementat~on of housing construct~on or property rehab~litation
programs, wh~ch has included experience ~n construct~on financing.
Additional qualifying experience may be substituted for relevant
education on a year-for-year basis.
SUPERVISION RECEIVED:
Works under admin~strat~ve and technical supervision of Houslng
Program Manager, who outl~nes work, frequently rev~ews work in progress,
and per~odically reviews completed work.
SUPERVISION EXERCISED:
None.
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. .XHIBIT II
Hous~nS' D~V.l.S.l.on
Res?ons1b1l~t1es by Class1f1catlon
~ HP'1 SRA.l>, REHAB SPEC M
Adnanlstra't.lon
D.l.Vl.S10n Budget X
Workplan X
POliCY Analysis X
SuperVlslon/Overs1ght X
Lia1s0n w/other Departments X l(
ProGram Development
Problem Def101tlon X X
Market Analysis X
Program Des1gn X X X
Eligibility Standards X X
F1scal AnalYSiS X X
proJect(proqraM Management
Development of Contracts/RFP's X X X
App11cat1on/Ellg1b1l1ty ReV1ew X X X
underwriting & Packaging Loans X X X
Technlcal ASsistance X X X X
S1te Acqu1s1tlon X X
ProJect Management X X X
Pro']ram Outreach
Develop~ent of publlC1ty Materials X X
Lla1s0n Industry GroClps and X X X X
Commun1ty Organlzatlons
Response to Pub11C Inforntation X
Requests, Referrals
Program Evaluation & Mon1tor1ng
Development of >>on1tor1ng Systems
Compl1ance PeV1ews
Report1ng on C1ty, Grantee and
Program Product,v1ty
PrograM Assessment ane Mod1ficat1ons
x
x
X
X
X
X
x
x
HP!-1.
SRAA:
REHAB SPEC:
AA.
Hous1ng Program Manager
Sen~or Adnln~stratl.ve Analvst
Hous1ng Re~abi11tat1on Spe;1a11st
Aemlnlstratlve Analyst
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RESOLUTION NO. 6806(CCS)
(Clty Counell Serles)
A RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF SANTA MONICA ESTABLISHING
THE SALARY FOR THE POSITION OF
HOUSING REHABILITATION SPECIALIST
THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES RESOLVE
AS FOLLOWS:
SECT ION
1:
The
following salary level is hereby
established for the indicated classificatlon:
SPECIALIST
S2466/month EStep
($2639 with PERS)
HOUSING REHABILITATION
SECTION 2: The City Clerk shall certify to the adoption
of this R~solution and thenceforth and thereafter the same shall
be in full force and effect.
APPROVED AS TO FORM:
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ROBERT M. MYERS
City Attorney
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ADOPTED AND APPROVED THIS
lOth
DAY
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January
. 1984.
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MAYOR
I HEREBY CERTIFY THAT THE FOREGOING RESOLUTION
NO. 6806 (ees), .WAS DULY ADOPTED BY THE CITY COUNCIL OF THE
CITY OF SANTA MONICA ~T A MEETING THEREOF HELD ON
January 10
. 1984 SY THE FOLLOWING COUNCIL VOTE:
AYES:
COUNCILMEMBERS: Conn, Jennings, Press, Reed,
Zane and Mayor Edwards
NOES:
COUNCILMEMBERS: None
ABSENT:
COUNCILMEMBERS: None
ABSTAIN:
COUNCILMEMBeRS: Epstein
ATTEST:
(h-/H 7)~ ~
CITY CLERK