HomeMy WebLinkAbout2019-03-12; City Council; ; Mid-Year Adjustment to the Fiscal Year 2019 Budget to Increase Operational Efficiency, Transparency and Public EngagementCA Review we....
(i CITY COUNC IL
Staff Report
Meeting Date:
To:
From:
Staff Contact:
Subject:
Recommended Action
March 12, 2019
Mayor and City Council
Scott Chadwick, City Manager
Kristina Ray, Communications Manager
kristina.ray@carlsbadca.gov or 760-434-2957
Mid-Year Adjustment to the Fiscal Year 2019 Budget to Increase
Operational Efficiency, Transparency and Public Engagement
Adopt a Resolution approving changes to a classified job specification and adding resources to
the fiscal year (FY) 2019 operating budget to meet increasing needs for City Council inquiry
responses, community engagement, City Council admfnistrative support and public information.
Executive Summary·
Increasing demand and needed enhancements to City Council inquiries, community
engagement, City Council administrative support and public information have been identified
and require additional resources.
• At the Jan. 15, 2019, City Council Meeting, the city manager presented data showing the
number of City Council member inquiries has increased significantly since 2015. At that
meeting the city manager committed to returning to the City Council with a resourcing
strategy.
• At its Jan. 29, 2019, meeting the City Council approved a new approach to goal setting
that included more robust and ongoing community engagement.
• Administrative support needs for City Council members currently exceed the capacity of
the staff assigned to this role.
• City Council Meeting staff reports and other information provided to the City Council
and the public could benefit from enhanced quality control and writing support to make
them more accessible to the public.
The city manager proposes a resourcing strategy to meet these new needs. This strategy
includes process improvements and efficiencies, two new on line applications, updating one job
classification and adding four full time staff positions to the city workforce.
March 12, 2019 Item #11 Page 1 of 17
Discussion
The city manager is requesting approval of a Resolution to change a classified job specification
and add resources to the fiscal year 2019 operating budget to meet increasing demand for City
Council inquiry responses, community engagement, City Council administrative support and
public information. The request is based on the following:
Carlsbad Municipal Code 2.12.110 states, "any council member may, as an individual, request
pertinent information on municipal affairs and citizen complaints from the city manager and
from department heads through the city manager. These requests will be answered promptly."
A City Council motion approved Jan. 29, 2019, directed staff to change the city's approach to
City Council goal setting. With the new approach, goal setting will occur every two years and
will be supported by an expanded community engagement program.
Carlsbad Municipal Code section 2.44.020 gives the City Council authority to add and modify
classified job specifications.
Resolution No. 2018-093, adopted June 12, 2018, states "The City Council must authorize any
increase in the number of authorized permanent personnel positions above the level identified
in Exhibit 3-C." The Resolution further states, "Budgets may not legally be exceeded at the fund
level without appropriate authorization by the City Council."
The action before you today is consistent with authority granted by previous City Council
actions and the Carlsbad Municipal Code. It will improve responsiveness to the public, increase
transparency and enhance civic engagement.
Background
City employees are committed to providing exceptional service, including responding promptly
and thoroughly to City Council questions, creating meaningful opportunities for community
members to participate in city decision making, providing needed administrative support, and
producing accurate and accessible reports and other communication.
After careful evaluation of various service delivery options and optimizing existing resources,
the city manager recommends purchasing two new online applications, updating a classified job
specification and adding four full time positions to achieve the following outcomes:
• Manage and respond promptly to the increasing number of City Council inquiries as
required by Carlsbad Municipal Code 2.12.110.
• Implement a more robust, year-round community engagement program.
• Provide additional administrative support for City Council members,to meet growing
demand.
• Improve the accessibility of staff reports to the City Council and public as well as
enhance quality control.
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March 12, 2019 Item #11 Page 2 of 17
• Establish a Council inquiry standard turnaround time to ensure prompt replies, provide
capacity to meet the standard and regularly evaluate demand data to ensure resources
to meet the standard are consistently provided.
Community Engagement
In recent years, city staff have sought public input on a program, initiative or project by project
basis. Decisions about how and when to engage the public in city decisions has not been
consistent with a citywide community engagement approach.
The city manager recently issued Administrative Order No. 80 to centralize communication
functions and community engagement planning with community outreach and engagement
staff, who have training and expertise in these areas. Staff in this department have established
best practices and policies for effective community engagement and have begun to work with
department staff to improve the quality of the city's engagement efforts. Additionally, one of
the five areas of focus for the new chief innovation officer is civic engagement which aims to
establish ongoing authentic relationships with residents, non-profits and businesses to improve
decision-making and create better outcomes for the public.
On Jan. 29, 2019, the City Council received a report recommending a change to the City Council
goal setting process, including implementing an ongoing community engagement program that
would help inform not just City Council goal setting but other city decisions. This ongoing
program would complement, not replace, the need for meaningful engagement on individual
city projects and initiatives. The City Council approved a motion to proceed with a new
approach to City Council goal setting which included a shift to a new community engagement
effort to solicit robust public input.
The city manager is making three recommendations to support the increasing need for
community engagement.
1. Update the library media and graphics supervisor classification to remove department-
specific references, making this job classification available for citywide functions.
2. Add this position to the community outreach and engagement team within the City
Manager's Office, to create additional capacity to support an enhanced, year-round
community engagement program.
o Per the Personnel Rules, the city has met and conferred with the Carlsbad City
Employees' Association concerning the updated job classification.
o The CCEA Salary Schedule will be revised accordingly (Exhibit 3).
3. Add $7,000 to the FY 2019 budget to fund a new community engagement on line
application. Ongoing maintenance costs for future years will be requested during the
annual budget process.
Benefits and Outcomes
• Provide for a more coordinated and consistent approach to community engagement.
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March 12, 2019 Item #11 Page 4 of 17
• Improve the quality of the city's community engagement efforts by centralizing the
responsibility for engagement strategy with the community outreach and engagement
team, which includes staff with experience and certifications from the International
Association of Public Participation.
• Improve accessibility to on line community engagement for those unable to attend
public meetings by using digital tools.
• Improve transparency in the community engagement process by allowing community
members to see and respond to each other's input online.
City Council Member Administrative Support
The City Council receives dedicated support from the secretary to the City Council.
The job specification was established in 1999 though the practice of providing dedicated .
administrative support to the City Council had long been established prior to the creation of the
position. Responsibilities include preparing materials like memos, correspondence, resolutions,
proclamations, certificates of appreciation and responses to questionnaires. Additional duties
include assisting members of the public with inquiries, performing research, gathering
information, and preparing presentation materials. Acting as the first point of contact for the
City Council, coordinating meetings, maintaining daily' calendars, arranging special events and
coordinating recognition programs constitutes regular work of the position.
Over the past 20 years the city has grown by approximately 35,000 residents and as the
population has increased so have the number of City Council requests and complexity of public
engagement. In the continuing evolution of promoting more open government, practices like
open office hours place a demand on administrative resources. The current staffing level is
inadequate to meet the demand which has resulted in a narrower focus on a few core services
that are the highest priority. This approach does not achieve the goals of the position nor the
needs of the public.
The city manager recommends adding a senior office specialist position, reporting to the
secretary to the City Council. This position will help with administrative tasks for City Council,
including but not limited to scheduling meetings with constituents, coordinating constituent
visits during open office hours, and managing requests made in person, by phone and by email.
Benefits and Outcomes
• Improve customer service to the public for requests of City Council members.
• Improve management of City Council open office hours.
• Increase availability of the secretary to the City Council to fulfill the responsibilities of
the position.
Improved Quality and Accessibility of Reports and other Written Materials
The city manager has recognized two needs related to City Council staff reports and other
written materials provided to the City Council and the public. The first is the need to take highly
technical information and present it in a way that is accessible to people who are not experts in
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March 12, 2019 Item #11 Page 5 of 17
municipal government financing, infrastructure management and other technical topics. A
second need is to improve overall quality control and standardize reports for improved
consistency of communication.
The city manager is recommending adding a communications coordinator, reporting to
community outreach ahd engagement department, to support these needs. This full-time
professional writer will assist is preparing staff reports, responses to City Council inquiries and
other written information to improve accessibility to the public.
Benefits and Outcomes
• Enhance the accessibility of city information and reports by presenting them in a clear,
concise and consistent format.
• Improve the accuracy of city information and reports by establishing a more thorough
quality control process.
• Reduce the need for other staff to spend time writing and editing.
Fiscal Analysis
The following chart shows the projected immediate and ongoing costs to meet the new needs
that have been identified.
New Expenditures FY 2019 One-Ongoing Annual
Time Cost* Cost**
Deputy City Clerk {CCEA) salary and benefits $8,659 $103,911
Senior Office Specialist {CCEA) salary and benefits $6,327 $78,918
Media and Graphics Supervisor (CCEA) salary and benefits $8,659 $103,911
Communication Coordinator (MGT) salary and benefits $8,272 $99,266
Computers and software, phones $8,630 $2,250
Professional training and development $0 $4,000
Publicinput.com on line community engagement app $6,667 $20,000
GovQA online constituent correspondence app $26,000 $10,000
TOTAL $73,214.00 $422,256.00
* March-June 2019
**Tobe requested through the FY2020 budget process
This action would authorize the administrative services director to appropriate $73,214 from
the unassigned General Fund balance to fund FY 2019 expenses related to the increased need
for City Council administrative support and community engagement.
Next Steps
If approved, city staff would take the following next steps:
• Begin recruitment for the new staff positions with the goal of having them in place by
June 2019.
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March 12, 2019 Item #11 Page 6 of 17
• Expand the use of the new community engagement on line platform, which was
launched in January 2019 as a pilot program.
• Purchase, configure, test and train staff on the use of the new Online constituent
correspondence platform so it is available by fall 2019.
Full implementation of this resourcing strategy is expected to be completed by September of
2019 with all positions filled and digital tools procured.
Environmental Evaluation (CEQA)
Pursuant to Public Resources Code section 21065, this action does not constitute a "project"
within the meaning of CEQA in that it has no potential to cause either a direct physical change
in the environment, or a reasonably foreseeable indirect physical change in the environment,
and therefore, does not require environmental review.
Public Notification
The item was noticed in accordance with the Ralph M. Brown Act and was available for public
viewing at least 72 hours prior to the scheduled meeting date.
Exhibits
1. City Council Resolution
2. Revised media and graphics supervisor job specification, strike-out version
3. Revised CCEA Salary Schedule, strike-out version
7
March 12, 2019 Item #11 Page 7 of 17
RESOLUTION NO. 2019-030
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING CHANGES TO A CLASSIFIED JOB
SPECIFICATION AND ADDING RESOURCES TO THE FISCAL YEAR 2019
OPERATING BUDGET TO MEET INCREASING NEEDS FOR CITY COUNCIL
INQUIRY RESPONSES, COMMUNITY ENGAGEMENT, CITY COUNCIL
ADMINISTRATIVE SUPPORT AND PUBLIC INFORMATION
Exhibit 1
WHEREAS, the City Council of the City of Carlsbad, California has determined that the City
Manager presented data showing the number of City Council member inquiries has increased
significantly since 2015; and
WHEREAS, at its Jan. 29, 2019 meeting, the City Council approved a new approach to goal
setting based on a model of ongoing community engagement; and
WHEREAS, Administrative support needs for City Council members currently exceed the
capacity of the staff assigned to this role; and
WHEREAS, City Council meeting staff reports and other information provided to the City
Council and the public are in need of improved quality control and writing that is more accessible
to those without in depth technical knowledge and expertise; and
WHEREAS, the City Manager has developed a resourcing strategy to meet the above
referenced needs by the addition of the following positions: deputy city clerk, senior office
specialist, media and graphics supervisor and communications coordinator.
WHEREAS, for fiscal year 2019 the total cost for the additional positions will be $67,214.
WHEREAS, funding to cover the additional fiscal year 2019 expenses of $67,214 related
to the increased needs for City Council administrative support and community engagement will
be appropriated from the unassigned General Fund balance.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California,
as follows:
1. That the above recitations are true and correct.
2. That an additional deputy city clerk position is authorized for the City Clerk's office
to align similar work within the same work area.
3. That a senior office specialist position is authorized for the City Manager's Office
to assist the secretary to the City Council with clerical needs.
March 12, 2019 Item #11 Page 8 of 17
4. That the library media and graphics supervisor classification is updated to remove
department-specific references, making the job classification available for
citywide functions.
5. That a media and graphics supervisor position is added to the Community
Outreach & Engagement team within the City Manager's office, to create
additional capacity to support an enhanced, year-round community engagement
program.
6. That the job classification of media and graphics supervisor, attached hereto as
Attachment A, is approved.
7. That the Carlsbad City Employees' Association Salary Schedule, attached hereto as
Attachment B, is amended to reflect the job classification media and graphics
supervisor.
8. That a communications coordinator position is authorized to be added to the
Community Outreach & Engagement team to enhance the accessibility of city
information and reports by presenting them in a clear, concise and consistent
format.
9. That the administrative services director is authorized to appropriate $67,214 for
the unassigned General Fund balance to cover fiscal year 2019 expenses related
to the increased needs for City Council administrative support and community
engagement.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 12th day of March 2019, by the following vote, to wit:
AYES:
NOES:
ABSENT:
Blackburn, Bhat-Patel, Schumacher, Hamilton.
Hall.
None.
March 12, 2019 Item #11 Page 9 of 17
JOB TITLE:
DEPARTMENT:
BASIC FUNCTION:
CITY OF CARLSBAD
CLASS SPECIFICATION
MEDIA AND GRAPHICS SUPERVISOR
COMMUNITY OUTREACH & ENGAGEMENT
ATTACHMENT A
Under general direction, assist with communication program coordination for the City of Carlsbad.
DISTINGUISHING CHARACTERISTICS:
Performs paraprofessional level administrative, supervisory and public relations related duties.
This position reports to the Community Relations Manager.
KEY RESPONSIBILITIES:
Assist with planning, promoting and overseeing programs and special events. Supervise and
evaluate regular and hourly staff. ·
Coordinate staff schedules.
Prepare contracts and professional services agreement documents.
Assist with payment of vendors and budget monitoring.
Assist with public outreach for city programs and services.
Represent the city in events and meetings with the public, citizen groups and other agencies.
Maintain archives of print materials, digital photos and media coverage.
Maintain in-house displays of events, posters, fliers and other media materials. Maintain internet,
intranet, and social media content.
Assist with internal communication such as newsletters and event calendars.
Perform a variety of administrative tasks in support of the Community Outreach & Engagement
Department
QUALIFICATIONS:
To perform a job in this classification, an individual must be able to perform the essential duties
as generally described in the specification. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential duties in a specific job. The requirements
listed below are representative of the knowledge, skill and/or ability required.
March 12, 2019 Item #11 Page 10 of 17
ATTACHMENT A
Knowledge of:
• Principles and practices of outreach, public relations and marketing.
• Philosophy, principles and practices of public meetings and special events.
• Supervisory principles and practices, including training and evaluation of employees.
• Principles and practices of organization, administration and budgeting.
• Website content management systems.
Ability to:
• Plan, create and implement communication programs, events and activities.
• Supervise, train and evaluate staff.
• Communicate clearly and effectively, both orally and in writing.
• Establish and maintain effective working relationships with a variety of customers, staff,
volunteers and community groups contacted during the course of work.
• Carry out multiple responsibilities and meet deadlines.
• Work well with others in a team and in an independent environment.
EXPERIENCE AND EDUCATION:
Any combination equivalent to the experience and education that could likely provide the required
knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would
be:
Equivalent to the completion of the twelfth grade, supplemented by college level
coursework in public relations or a related field
Two years of related professional experience involving the administration and supervision
of programming and communications related functions.
PHYSICAL/MENTAL DEMANDS AND ENVIRONMENTAL SETTING:
While performing the duties of this class, an employee is regularly required to communicate in
person and by telephone, and utilize office equipment. An employee is also required to assimilate
written materials relevant to the position.
In addition, while performing the duties, employees of this class are regularly required to engage
communication skills; interpret financial and statistical data, information and documents; analyze
and solve problems; use math and apply mathematical reasoning and abstract statistical
concepts; observe and interpret people and situations; work independently after open hours; learn
and apply new information or skills; perform highly detailed work on multiple, concurrent tasks;
work under intensive deadlines; and intera.ct with staff, elected officials and others encountered
in the course of work.
Ability to work in a standard office environment with exposure to the outdoors; ability to travel to
different sites and locations; attend evening and weekend events and meetings; work under
pressure and potentially stressful situations.
DATE APPROVED: March 12, 2019
March 12, 2019 Item #11 Page 11 of 17
Attachment B
SALARY SCHEDULE -CARLSBAD CITY EMPLOYEES' ASSOCIATION
March 27, 2018
CLASSIFICATION RANGE
ACCOUNT CLERK I 1 7
ACCOUNT CLERK II 2 8
ACCOUNTANT 68
ACCOUNTING SUPERVISOR 55
ACCOUNTING TECHNICIAN 45
ADMINISTRATIVE SECRETARY 42
APPLICATIONS ANALYST 94
APPLICATIONS ASSOCIATE ANALYST 75
AQUATICS SPECIALIST 50
ASSISTANT ENGINEER 82
ASSISTANT PLANNER 64
ASSISTANT TO THE TREASURER 74
ASSOCIATE CONTRACT ADMINISTRATOR 52
ASSOCIATE ENGINEER 98
ASSOCIATE PLANNER 7 8
BUILDING INSPECTOR I 55
BUILDING INSPECTOR II 70
BUILDING MAINTENANCE WORKER I 29
BUILDING MAINTENANCE WORKER II 41
BUILDING TECHNICIAN II 50
BUSINESS INTELLIGENCE ANALYST 94
BUSINESS SYSTEMS ASSOCIATE 70
BUSINESS SYSTEMS SPECIALIST 84
BUSINESS SYS'rEMS SPECIALIST Y-RATED*84Y
BUYER/CONTRACT ADMINISTRATOR 63
CLIENT SYSTEMS ADMINISTRATOR 88
CLIENT SYSTEMS ASSOC. ADMINISTRATOR 52
CIRCULATION SUPERVISOR 37
CODE Enforcement Officer I 43
CODE Enforcement Officer II 58
COMMUNITY OUTREACH SUPERVISOR 58
CRIME PREVENTION SPECIALIST 44
CROSS CONNECTION CONTROL TECHNICIAN 67
CUSTODIAN 6
CUSTODIAN II 16
DEPUTY CITY CLERK 58
ELECTRICIAN 62
ENGINEERING TECHNICIAN I 45
ENGINEERING TECHNICIAN II 60
ENVIRONMENTAL SPECIALIST I 53
ENVIRONMENTAL SPECIALIST II
EQUIPMENT SERVICE WORKER
EQUIPMENT TECHNICIAN I
EQUIPMENT TECHNICIAN II
FIRE PERMIT TECHNICIAN I
FIRE PERMIT TECHNICIAN II
GIS ADMINISTRATOR
GIS ANALYST
GIS ASSOCIATE ANALYST
GIS TECHNICIAN
GRAPHIC ARTIST
HOUSING ASSISTANT
HOUSING SPECIALIST I
HOUSING SPECIALIST II
HUMAN RESOURCES TECHNICIAN
70
21
43
51
35
52
109
84
70
60
49
22
48
63
42
CLASSIFICATION RANGE
INSPECTOR I 57
INSPECTOR II 70
JUNIOR ENGINEER 68
JUNIOR PLANNER 50
JUVENILE JUSTICE PROGRAM COORD. 58
LEAD EQUIPMENT TECHNICIAN 61
LEAD LIBRARIAN 63
LEGAL ASSISTANT 56
LEGAL TECHNICIAN 80
LEGAL SECRETARY 49
LIBRARIAN 55
LIBRARIAN Y-RATED* 55Y
LIBRARY ASSISTANT I 26
LIBRARY ASSISTANT II 37
LIBRARY CLERK I 3
LIBRARY CLERK II 6
MEDIA&GRAPHICS SUPERVISOR 58
MAINTENANCE AIDE 13
MAINTENANCE WORKER I 17
MAIL CLERK/MESSENGER 1
METER SERVICES WORKER I 11
METER SERVICES WORKER II 33
METER SERVICES WORKER III 46
NETWORK ASSOCIATE 71
NETWORK ENGINEER 88
OFFICE SPECIALIST I 5
OFFICE SPECIALIST II 12
OPERATIONS/MAINTENANCE STOREKEEPER 47
PARK MAINTENANCE SPECIALIST 41
PARK MAINTENANCE WORKER II 28
PARK MAINTENANCE WORKER III 46
PARK PLANNER 85
PLANNING TECHNICIAN I 37
PLANNING TECHNICIAN II 50
POLICE RECORDS SPECIALIST I 17
POLICE RECORDS SPECIALIST II 22
PRODUCTION TECHNICIAN 43
RECORDS SUPERVISOR 65
RECREATION ASSISTANT 10
RECREATION SPECIALIST 30
RECREATION SUPERVISOR 54
RISK TECHNICIAN 53
SANITATION SYSTEMS OPERATOR I 56
SANITATION SYSTEMS OPERATOR II 65
SANITATION SYSTEMS OPERATOR III 80
SCADA TECHNICIAN 92
SECRETARY 34
SENIOR APPLICATIONS ANALYST 109
SENIOR BUILDING INSPECTOR 85
SENIOR BUILDING MAINTENANCE WORKER 53
SENIOR BUSINESS SYSTEMS SPECIALIST 99
SENIOR CIRCULATION SUPERVISOR 50
SENIOR CODE ENFORCEMENT OFFICER 78
SENIOR CONSTRUCTION INSPECTOR 85
SENIOR CONTRACT ADMINISTRATOR 80
*Employees in the Librarian Classification as of 6/18/13 who were hired prior to 1/1/10 have salaries that are y-
rated in the salaiy range 55Y.
*Employee in the Business Systems Specialist Classification transferred as a result of 9/1/2014 CCEA side letter
March 12, 2019 Item #11 Page 12 of 17
CLASSIFICATION RANGE
SENIOR CROSS CONN. CONTROL TECH. 77
SENIOR DATABASE ADMINISTRATOR 114
SENIOR HUMAN RESOURCES TECHNICIAN 52
SENIOR ELECTRICIAN 72
SENIOR ENVIRONMENTAL SPECIALIST 85
SENIOR LIBRARIAN 73
SENIOR NETWORK ENGINEER 114
SENIOR OFFICE SPECIALIST 23
SENIOR PLANNER 95
SENIOR STORM DRAIN MAINT . WORKER 58
SENIOR WEB ENGINEER 114
STOREKEEPER 22
STORM DRAIN MAINTENANCE WORKER 44
STREET MAINTENANCE WORKER II 33
STREET MAINTENANCE WORKER III 46
TECHNICIAN I 35
TRAFFIC SYSTEMS OPS SPECIALIST 80
TRAINING COORDINATOR 49
TREE TRIMMER I 25
TREE TRIMMER II 36
TREE TRIMMER LEADWORKER 51
UTILITY MAINTENANCE WORKER III 54
UTILITY WORKER I 40
UTILITY WORKER II 52
UTILITY WORKER III 63
VALVE MAINTENANCE WORKER 54
WASTE WATER UTILITY WORKER I 41
WASTE WATER UTILITY WORKER II 52
WASTE WATER UTILITY WORKER III 67
WAREHOUSE TECHNICIAN 43
WATER CONSERVATION SPECIALIST 41
WATER CONSERVATION SPECIALIST-CMWD 42
WATER SYSTEMS OPERATOR I
WATER SYSTEMS OPERATOR II
WATER SYSTEMS OPERATOR III
67
77
87
Attachment B
March 12, 2019 Item #11 Page 13 of 17
Exhibit 2
CITY OF CARLSBAD CLASS SPECIFICATION
JOB TITLE: LIBRARY MEDIA AND GRAPHICS SUPERVISOR
DEPARTMENT: LIBRARY AND CULTURAL ARTSCOMMUNITY OUTREACH &
ENGAGEMENT
BASIC FUNCTION:
Under general direction, assist with communication program coordination for the City of
Carlsbad, media relations, and day to day operations of the Carlsbad City Library Community
Relations Division.
DISTINGUISHING CHARACTERISTICS:
Performs paraprofessional level administrative, supervisory and public relations related duties.
This positions reports to the Carlsbad City Library Community Relations Manager ..
KEY RESPONSIBILITIES:
Assist with planning, promoting and overseeing programs and special events. Supervise and
evaluate regular and hourly staff.
Coordinate staff schedules.
Prepare contracts and professional services agreement documents.
As,sist with payment of vendors and budget monitoring.
Assist with media relationspublic outreach for Library city programs and services.
Represent the library city in events and meetings with the public, citizen groups and other
agencies. Maintain archives of print materials, digital photos and media coverage.
Maintain in-house displays of events, posters, fliers_, bookmarks, and other media materials.
Maintain internet, intranet, and social media content.
Assistwith internal communication such as newsletters and event calendars.
Perform a variety of administrative tasks in support of the Community Relations
DivisionCommunity Outreach & Engagement Department
~QUALIFICATIONS:
To perform a job in this classification, an individual must be able to perform the essential duties
as generally described in the specification. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential duties in a specific job. The
requirements listed below are representative of the knowledge, skill and/or ability required.
Knowledge of:
• • Principles and practices of outreach, public relations and marketing.
• • • Philosophy, principles and practices of public meetings and adult programming and
special events.
• • Supervisory principles and practices, including training and evaluation of employees.
• • Principles and practices of organization, administration and budgeting.
March 12, 2019 Item #11 Page 14 of 17
--• Principles of program and special event administration.
• • Website content management systems.
Ability to:
• • Plan, create and implement library communication programs, events and activities.
• • Supervise, train and evaluate staff.
• • Communicate clearly and effectively, both orally and in writing.
• • Establish and maintain effective working relationships with a variety of customers,
staff,
volunteers and community groups contacted during the course of work.
• • Carry ouf multiple responsibilities and meet deadlines.
• • Work well with others in a team and in an ·independent environment.
EXPERIENCE AND EDUCATION:
Any combination equivalent to the experience and education that could likely provide the
required knowledge and abilities is qualifying. A typical way to obtain the knowledge and
abilities would be:
Equivalent to the completion of the twelfth grade, supplemented by college level
coursework in public relations or a related field
Two years of related professional experience involving the administration and
supervision of programming and communications related functions.
PHYSICAUMENTAL DEMANDS AND ENVIRONMENTAL SETTING:
While performing the duties of this class, an employee is regularly required to
communicate in person and by telephone, and utilize office equipment. An employee is
also required to assimilate written materials relevant to the position.
In addition, while performing the duties, employees of this class are regularly required to
engage communication skills; interpret financial and statistical data, information and
documents; analyze and solve problems; use math and apply mathematical reasoning
and abstract statistical concepts; observe and interpret people and situations; work
independently after open hours; learn and apply new information or skills; perform highly
detailed work on multiple, concurrent tasks; work under intensive deadlines; and interact
with staff, elected officials and others encountered in the course of work.
Ability to work in a standard office environment with exposure to the outdoors; ability to
travel to different sites and locations; attend evening and weekend events and meetings;
work under pressure and potentially stressful situations. ·
DATE APPROVED: June 22, 201 0March 12, 2019
March 12, 2019 Item #11 Page 15 of 17
Exhibit 3
SALARY SCHEDULE -CARLSBAD CITY EMPLOYEES' ASSOCIATION
March 27, 2018
CLASSIFICATION RANGE
ACCOUNT CLERK I l 7
ACCOUNT CLERK II 2 8
ACCOUNTANT 68
ACCOUNTING SUPERVISOR 55
ACCOUNTING TECHNICIAN 45
ADMINISTRATIVE SECRETARY 42
APPLICATIONS ANALYST 94
APPLICATIONS ASSOCIATE ANALYST 75
AQUATICS SPECIALIST 50
ASSISTANT ENGINEER 82
ASSISTANT PLANNER 64
ASSISTANT TO THE TREASURER 74
ASSOCIATE CONTRACT ADMINISTRATOR 52
ASSOCIATE ENGINEER 98
ASSOCIATE PLANNER 7 8
BUILDING INSPECTOR I 55
BUILDING_ INSPECTOR II
BUILDING MAINTENANCE WORKER I
BUILDING MAINTENANCE WORKER II
BUILDING TECHNICIAN II
BUSINESS INTELLIGENCE ANALYST
BUSINESS SYSTEMS ASSOCIATE
BUSINESS SYSTEMS SPECIALIST
70
29
41
50
94
70
84
BUSINESS SYSTEMS SPECIALIST Y-RATED*84Y
BUYER/CONTRACT ADMINISTRATOR 63
CLIENT SYSTEMS ADMINISTRATOR 88
CLIENT SYSTEMS ASSOC. ADMINISTRATOR 52
CIRCULATION SUPERVISOR
CODE Enforcement Officer I
CODE Enforcement Officer II
COMMUNITY OUTREACH SUPERVISOR
CRIME PREVENTION SPECIALIST
37
43
58
58
44
CROSS CONNECTION CONTROL TECHNICIAN 67
CUSTODIAN 6
CUSTODIAN II 16
DEPUTY CITY CLERK 58
ELECTRICIAN 62
ENGINEERING TECHNICIAN I 45
ENGINEERING TECHNICIAN II 60
ENVIRONMENTAL SPECIALIST I 53
ENVIRONMENTAL SPECIALIST II 70
EQUIPMENT SERVICE WORKER 21
EQUIPMENT TECHNICIAN I 43
EQUIPMENT TECHNICIAN II 51
FIRE PERMIT TECHNICIAN I 35
FIRE PERMIT TECHNICIAN II 52
GIS ADMINISTRATOR 109
GIS ANALYST 84
GIS ASSOCIATE ANALYST 70
GIS TECHNICIAN 60
GRAPHIC ARTIST 49
HOUSING ASSISTANT 22
HOUSING SPECIALIST I 48
HOUSING SPECIALIST II 63
HUMAN RESOURCES TECHNICIAN 42
CLASSIFICATION RANGE
INSPECTOR I 57
INSPECTOR II 70
JUNIOR ENGINEER 68
JUNIOR PLANNER 50
JUVENILE JUSTICE PROGRAM COORD. 58
LEAD EQUIPMENT TECHNICIAN 61
LEAD LIBRARIAN 63
LEGAL ASSISTANT 56
LEGAL TECHNICIAN 80
LEGAL SECRETARY 49
LIBRARIAN 55
LIBRARIAN Y-RATED* 55Y
LIBRARY ASSISTANT I 26
LIBRARY ASSISTANT II 37
LIBRARY CLERK I 3
LIBRARY CLERK II 6
LIBRARY MEDIA&GRAPHICS SUPERVISOR 58
MAINTENANCE AIDE 13
MAINTENANCE WORKER I 17
MAIL CLERK/MESSENGER 1
METER SERVICES WORKER I 11
METER SERVICES WORKER II 33
METER SERVICES WORKER III 46
NETWORK ASSOCIATE 71
NETWORK ENGINEER 88
OFFICE SPECIALIST I 5
OFFICE SPECIALIST II 12
OPERATIONS/MAINTENANCE STOREKEEPER 47
PARK MAINTENANCE SPECIALIST 41
PARK MAINTENANCE WORKER II 28
PARK MAINTENANCE WORKER III 46
PARK PLANNER 85
PLANNING TECHNICIAN I 37
PLANNING TECHNICIAN II 50
POLICE RECORDS SPECIALIST I 17
POLICE RECORDS SPECIALIST II 22
PRODUCTION TECHNICIAN 43
RECORDS SUPERVISOR 65
RECREATION ASSISTANT 10
RECREATION SPECIALIST 30
RECREATION SUPERVISOR 54
RISK TECHNICIAN 53
SANITATION SYSTEMS OPERATOR I 56
SANITATION SYSTEMS OPERATOR II 65
SANITATION SYSTEMS OPERATOR III 80
SCADA TECHNICIAN . 92
SECRETARY 34
SENIOR APPLICATIONS ANALYST 109
SENIOR BUILDING INSPECTOR 85
SENIOR BUILDING MAINTENANCE WORKER 53
SENIOR BUSINESS SYSTEMS SPECIALIST 99
SENIOR CIRCULATION SUPERVISOR 50
SENIOR CODE ENFORCEMENT OFFICER 78
SENIOR CONSTRUCTION INSPECTOR 85
SENIOR CONTRACT ADMINISTRATOR 80
*Employees in the Librarian Classification as of 6/18/13 who were hired prior to 1/1/10 have salaries that are y-
rated in the salary range 55Y.
*Employee in the Business Systems Specialist Classification transferred as a result of9/1/2014 CCEA sideletter
March 12, 2019 Item #11 Page 16 of 17
CLASSIFICATION RANGE
SENIOR CROSS CONN. CONTROL TECH . 77
SENIOR DATABASE ADMINISTRATOR 114
SENIOR HUMAN RESOURCES TECHNICIAN 52
SENIOR ELECTRICIAN 72
SENIOR ENVIRONMENTAL SPECIALIST 85
SENIOR LIBRARIAN 73
SENIOR NETWORK ENGINEER 114
SENIOR OFFICE SPECIALIST 23
SENIOR PLANNER 95
SENIOR STORM DRAIN MAINT. WORKER 58
SENIOR WEB ENGINEER 114
STOREKEEPER 22
STORM DRAIN MAINTENANCE WORKER 44
STREET MAINTENANCE WORKER II 33
STREET MAINTENANCE WORKER III 46
TECHNICIAN I 35
TRAFFIC SYSTEMS OPS SPECIALIST 80
TRAINING COORDINATOR 49
TREE TRIMMER I 25
TREE TRIMMER II 36
TREE TRIMMER LEADWORKER 51
UTILITY MAINTENANCE WORKER III 54
UTILITY WORKER I 40
UTILITY WORKER II 52
UTILITY WORKER III 63
VALVE MAINTENANCE WORKER 54
WASTE WATER UTILITY WORKER I 41
WASTE WATER UTILITY WORKER II 52
WASTE WATER UTILITY WORKER III 67
WAREHOUSE TECHNICIAN 43
WATER CONSERVATION SPECIALIST 41
WATER CONSERVATION SPECIALIST-CMWD 42
WATER SYSTEMS OPERATOR I
WATER SYSTEMS OPERATOR II
WATER SYSTEMS OPERATOR III
67
77
87
Exhibit 3
March 12, 2019 Item #11 Page 17 of 17
Memorandum
March 11, 2019
To:
From:
Via
Re:
Mayor and City Council Members
Kristina Ray, Communications Manager
Scott Chadwick, City Manager
Additional Material/Information Regarding Staff Report Item #11
C cicyof
Carlsbad
Mid-Year Adjustment to the Fiscal Year 2019 Budget to Increase Operational Efficiency,
Transparency and Public Engagement
On page four of staff report item #11, Mid-Year Adjustment to the Fiscal Year 2019 Budget to Increase
Operational Efficiency, Transparency and Public Engagement, the number of the administrative order
referenced on page four was incorrectly list ed as 80.
Administrative Order No. 82 centralizes city communication functions and co mmunity engagement
planning.
C: City Attorney
City Clerk Services Manager
To the members of the:
. . trr.y~oUtKIL ✓
.. , A~ ..:/-_CA ✓ CC ✓ ·lJ~te~cM -'{coo _
March 12, 2019
Council Memorandum
To:
From:
Via:
Honorable Mayor Hall and Members of the City Council
Gary T. Barberio, Assistant Oty Manager~
Scott Chadwick, City Manager
{city of
Carlsbad
Re: Responses to Questions from March 11 City Council Briefings
Agenda Item No. 5 -Authorize Bids for Lake Liner Replacement Project at The Crossings
Municipal Golf Course
Question 1: When was the lake liner issue first notfced?
Answer: JC Resorts noticed increased water utility costs in June 201-8. After investigating
potential causes for the higher utility bills, JC Resorts noticed the lake liner was floating in
several sections. To fix the floating liner, JC Resorts lowered the lake level in August and
subsequently noticed the tears. JC Resorts staff then advised city staff of its findings, and
scheduled a joint meeting at the site on Sept. 12, 2018, to review t he matter and develop an
action plan. To understand how the tears could be affecting the utility bills, JC Resorts
analyzed the recycled water bills from July to December 2017 to establish a baseline. This
base line was then compared to the sanie time period in 2018. Based on this analysis, the
estimated cost of water loss resulting from the tears was approximately $45,000.
Question 2: What were the conditions from the Coastal Commission for the CDP?
Answer: Attached is the email received from the Coastal Comm ission staff in response to city
staffs request for authorization to proceed with The Crossings Municipal Golf Course Lake Liner
Refurbishment Project. The comments are essentially a reminder of the existing golf course
CDP conditions for such work, and a request for advisement of when the work begins, and
when the work is completed.
Question 3: What are the long-term obligations for infrastructure and other CIP at The
Crossings, and what is the city responsible for vs. JC Resorts?
Answer: JC Resorts and staff have been having ongoing discussions regarding the aging
infrastructure at The Crossings Golf Course. Both parties agreed that a condition assessment
would be valuable for the long range financial planning of the golf course. JC Resorts offered to
use their industry expertise and compile a list of ca pital projects we could anticipate over the
next 10 years. This information will be presented to staff during the budget process for Fiscal
Year 2019-20. Per the management agreement, JC Resorts is responsible for. preparing a Capital
Plan annually. All capital projects are managed base d on the legal requirements governing the
proj~ct. For example, the lake liner project is being led by the city given the type of project.
City Manager's Office
City Hall 1200 Carlsbad Village Drive I Carlsbad, CA 92008 I 760-434-2820 t
1
Honorable Mayor Hall and Members of the City Councit
March 12, 2019
Page 2
However, the financial obl_igations for all capital projects are funded from available golf course
funds. This may include funds generated through operations or from fund balance. Should
operations or existing fund balance be insufficient to fund the capital projects, the city's
General Fund might need to assist in funding the capital projects.
Agenda Item No. 11-Mid-Year Adjustment to the FY 2019 Budget to Increase Operational
Efficiency, Transparency and Public Engagement
Question i: What are the job specifications related to this item that are not changing?
Answer: Job specifications related to this item that are not changing are the Secretary to the
City Council, Sr. Office Specialist, and Com(llunications Coordinator (see attached). These, and
all other approved job specifications, are posted on the city's website.
' Attachments: email from Californi~ Coastal Co1n1iiissiu11 dated Feb. 1, 2:019
Class Specification -Secretary to the City Council
Class Specification -Senior Office Specialist
Class Specification -Communications Coordinator
cc: Celia Brewer, City Attorney
Elaine Lu key, Chief Operations Officer
JOB TITLE:
DEPARTMENT:
BASIC FUNCTION:
CITY OF CARLSBAD
CLASS SPECIFICATION
SECRETARY TO THE CITY COUNCIL
CITY COUNCIL
Under functional direction, to perform responsible and confidential secretarial and staff assistance
duties for the Mayor, City Council members and City Manager's office; and to do related work as
assigned.
KEY RESPONSIBILITIES:
Prepare a variety of materials for the City Council, including composing memos and
correspondence, responses to questionnaires, resolutions, proclamations, certificates of
appreciation and other documents.
Assist members of the public with inquiries regarding the city and other public agencies, both in
person and on the telephone, utilizing considerable independent judgment disseminating
information.
Perform research and gather information for City Council members in order to prepare responses
to constituent inquiries.
Create presentation materials in graphics and written formats.
Coordinate meetings and maintain daily calendar of events for the Mayor and members of the
City Council.
Act as the first point of contact for the Mayor and City Council, interfacing with all levels of the
elected officials, city departments and regional agencies.
Coordinate award and recognition programs for city Boards and Commission groups, citizen
volunteers and community organizations.
Arrange a variety of special events, including dedications, annual meetings and training events.
Prepare annual budget, including analyzing and collecting necessary data and monitoring on-
going accounts for the City Council office.
Make travel and meeting arrangements for the Mayor and City Council.
Maintain a filing and recall system for the City Council and staff.
Supervise, train and evaluate staff as assigned.
Perform other related duties as assigned.
Secretary to the City Council Page 1 of 3
QUALIFICATIONS:
To perform a job in this classification, an individual must be able to perform the essential duties
as generally described in the specification. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential duties in a specific job. The requirements
listed below are representative of the knowledge, skill and/or ability required.
Knowledge of:
• Functions and organization of municipal government, including the roles and
responsibilities in the organization.
• City of Carlsbad internal organization, services, staff and activities.
• Modern office practices and procedures including business correspondence, filing and
standard office equipment operation.
• Correct English usage, spelling and punctuation.
• Software applications, e.g., word processing1 spreadsheet, presentation graphics or
database programs on microcomputer systems as required.
Skill to:
• Type accurately at a net corrected speed of 60 words per minute.
Ability to:
• Perform difficult and responsible secretarial and staff work.
• Exercise good judgment and make sound decisions in accordance with established
procedures and policies.
• Establish and maintain cooperative relationships with those contacted in the course of
work.
• Plan, organize and coordinate special events and programs.
• Take notes at meetings and conferences or otherwise provide for the recording of
proceedings and prepare clear and concise reports.
• Prepare reports and compose correspondence independently.
• Communicate clearly and concisely, orally and in writing.
• Transcribe from notes or tape recordings.
• Maintain confidentiality of sensitive materials as necessary.
• Supervise, train and evaluate staff as assigned.
EDUCATION AND EXPERIENCE:
Any combination equivalent to the education and experience that could likely provide the required
knowledge and abilities is qualifying. A typical background would include:
Equivalent to completion of the twelfth grade, including or supplemented by specialized
secretarial or business training, and five years of increasingly responsible clerical and
executive level secretarial experience, involving frequent contact with the public.
Secretary to the City Council Page 2 of 3
PHYSICAUMENTAL DEMANDS AND ENVIRONMENTAL SETTING:
While performing the duties of this class, an employee is regularly required to sit; talk or hear, in
person and by telephone; use hands to finger, handle, feel or operate standard office equipment;
and reach with hands and arms. An employee is frequently required to walk and stand. Specific
vision abilities required by this job include close vision and the ability to adjust focus to read and
operate office equipment as necessary during the course of the work assignments.
While performing the duties, employees of this class are regularly required to use written and oral
communication skills; read and interpret financial and statistical data, information and documents;
analyze and solve problems; use math and apply mathematical reasoning and abstract statistical
concepts; observe and interpret people and situations; learn and apply new information or skills;
perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines; and
interact with staff, Council members and others encountered in the course of work.
The employee works under typical office conditions and the noise level is usually quiet.
Attendance at periodic evening meetings or travel within city boundaries to attend meetings may
be required.
This is an at-will management/confidential classification.
DATE APPROVED: Mar. 15, 1999
Secretary to the City Council Page 3 of 3
JOB TITLE:
DEPARTMENT:
BASIC FUNCTION:
CITY OF CARLSBAD
CLASS SPECIFICATION
OFFICE SPECIALIST I (ENTRY)
OFFICE SPECIALIST II (JOURNEY)
SENIOR OFFICE SPECIALIST (SPECIALIZED)
VARIOUS
Under general supervision, performs a variety of typing, data entry, record keeping and general
clerical work. Performs other related responsibilities as required.
DISTINGUISHING CHARACTERISTICS:
Office Specialist I is the entry-level class for clerical positions requiring basic skills, but no
previous clerical experience. Employees in this class normally work under close and continuous
supervision performing repetitive, specific or limited duties according to established routine
procedures. While a variety of tasks may be assigned, each step usually fits a pattern that has
been established and explained before work is started. Generally, work is reviewed both during
the incumbent's performance and upon completion. Changes in procedures or exceptions to
rules are explained in detail as they arise or referred to a higher level for resolution. This level
requires a basic knowledge of department procedures and skill level.
Office Specialist II is the journey level class, which may be filled by advancement from the lower
class of Office Specialist I, or when filled from the outside, requires prior clerical experience and
advanced skills. This level works under general supervision and, within a framework of
established procedures, is expected to perform a wide variety of general clerical duties with only
occasional instruction or assistance. Incumbents require a general knowledge of departmental
procedures and precedents, and the ability to choose among alternatives in solving problems.
Employees in this class often have contact with the public, answering a variety of questions
requiring knowledge of related departmental policies and procedures. Work is normally reviewed
only on completion and for overall results. Depending upon assignment, may provide instruction
or assistance to lower level staff in the absence of the immediate supervisor or manager, or as
requested.
Senior Office Specialist is the specialized class requiring in-depth knowledge of a skill level,
e.g., word processing, spreadsheet program; or knowledge of a technical area; or broader scope
of clerical/secretarial responsibilities, e.g., entry level secretarial in a small or limited program
area. Generally, this level requires more formal training or a longer period of exposure to the
department operations in order to learn the more technical or detailed procedures. Incumbents
work independently under broad guidelines and are expected to handle a wide variety of situations
with review of overall resylts. Depending upon assignment, may provide instruction or assistance
to lower level staff in a lead capacity.
Office Specialist Series Page 1 of 4
KEY RESPONSIBILITIES:
(These are representative duties and the emphasis on certain duties will vary depending on the
job assignment.)
Prepare a variety of documents in draft and final form, such as, correspondence, standard forms,
charts, and reports using a computer or typewriter; perform data entry; type from written,
recorded, or printed sources and/or oral instructions; proofread materials for correct grammar,
spelling, and punctuation.
Prepare, validate, process, and/or check a variety of documents and records, such as invoices,
requisitions, application forms, and public notices for completeness, accuracy, and submission
standards; compile and record fiscal transactions or payroll records according to established
procedures; may keep petty cash.
Receive the public/staff to answer questions and calls; determine how incoming calls should be
routed; direct people to appropriate offices; answer routine questions; explain established
procedures, processes, or departmental activities; distribute and explain forms, such as
applications; schedules appointments, training, or examinations; obtain information to create or
update files.
Maintain records by transferring data, calculating totals and subtotals; or process technical
records reviewing documents for completeness and consistency; complete standard forms;
maintain cross reference files by assigning or checking filing codes to items based upon
material/document content; maintain logs of processed materials. Operate and maintain
automated and manual data systems in this record keeping function.
Compile reports by extracting and/or tabulating information from a variety of sources, such as
files, correspondence, meeting notes, logs, previous reports, and/or oral instructions.
Sort and/or file materials, such as, correspondence, applications, documents, employee records;
time stamp and distribute mail; prepare mailings; maintain cross reference files or indexes; purge
filing system and destroy or archive purged records.
Operate a variety of office equipment, such as photocopiers, computers and peripheral
equipment; may perform equipment/system maintenance checks; may receive and transmit
messages by two-way radio.
Collect fees and payments and prepare deposits.
Provide instruction and/or assistance to others in the performance of related tasks.
Perform other related duties as assigned.
QUALIFICATIONS:
To perform a job in this classification, an individual must be able to perform the essential duties
as generally described in the specification. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential duties in a specific job. The requirements
listed below are representative of the knowledge, skill and/or ability required.
Office Specialist Job Family Page 2 of4
Knowledge of:
• Modern office equipment, methods and procedures.
• Proper English usage, punctuation, grammar and spelling.
Office Specialist II:
• Working knowledge of policies, procedures, and rules of the assigned work unit as related
to position responsibilities.
• Software applications, e.g., word processing, spreadsheet or database management, as
it relates to the assigned work.
Senior Office Specialist:
• Thorough knowledge of department policies, procedures, and rules as it relates to the
assigned work.
• Thorough knowledge of software applications, e.g., word processing, spreadsheet or
database management, as it relates to the assigned work.
Skill in:
Office Specialist I:
• Utilizing computers and performing basic data entry.
Office Specialist II and Senior:
• Keyboarding at 40 wpm net corrected speed from clear copy.
Ability to:
• Demonstrate excellent customer service.
• Use correct English grammar, punctuation, and spelling.
• Maintain electronic records and manual data systems.
• Alphabetize or numerically/chronologically sort materials.
• Communicate effectively in oral and written form.
• Develop and maintain effective working relationships.
• Learn the policies and procedures of the assigned department unit as related to position
responsibilities.
• Understand and carry out oral and written directions.
Office Specialist II and Senior Office Specialist:
• Apply and explain policies and procedures related to the job assignment within the
standard guidelines.
• Work independently.
• Maintain records and perform assigned program activities in accordance with established
practices and general instructions.
Office Specialist Job Family Page 3 of 4
Senior Office Specialist:
• Apply and exercise discretion and judgment in resolving problems.
EXPERIENCE AND EDUCATION:
Any combination equivalent to experience and education that could likely provide the required
knowledge, skills, and abilities is qualifying. A typical way to obtain the required knowledge, skills,
and abilities would be:
Equivalent to completion of the twelfth grade, including or supplemented by specialized
training in the clerical occupation field.
Office Specialist II:
One year of clerical experience performing varied clerical duties.
Senior Office Specialist:
Two years progressively responsible experience including one year in a specialized
capacity.*
*One year of specialized experience may be substituted with a combination of applied
coursework • or demonstrated competencies of knowledge and abilities through a
proficiency program.
PHYSICAUMENTAL DEMANDS AND ENVIRONMENTAL SETTING:
While performing the duties of this class, an employee is regularly required to sit; talk or hear, in
person and by telephone; use hands to finger, handle, feel or operate standard office equipment;
and reach with hands and arms. An employee is frequently required to walk and stand. Specific
vision abilities required by this job include close vision and the ability to adjust focus to read and
operate office and computer equipment as necessary during the course of the work assignments.
While performing the duties, employees of this class are regularly required to use written and oral
communication skills; observe and interpret people and situations; learn and apply new
information or skills; and interact with staff and others encountered in the course of work.
Incumbents may occasionally need to travel to various city locations or to off-site locations as
necessary and as the assignment demands.
Depending on the assignment, there may be special environmental or additional physical or
mental requirements, which will be detailed at the time of recruitment.
DATE APPROVED: June 5, 2001
Office Specialist Job Family Page 4 of4
JOB TITLE:
DEPARTMENT:
BASIC FUNCTION:
CITY OF CARLSBAD
CLASS SPECIFICATION
COMMUNITY ARTS COORDINATOR
COMMUNICATIONS COORDINATOR
COMMUNITY VOLUNTEER COORDINATOR
VARIOUS
Under general direction provides access to community arts, services and programs, initiatives
and/or a broad variety of city and community communications in order to enrich the community
and make it more desirable.
DISTINGUISHING CHARACTERISTICS:
This is a management position with a wide scope of responsibilities and considerable discretion.
Incumbents may be solely responsible for deliverables in their assigned areas. This position
reports to varying levels of department management.
KEY RESPONSIBILITIES:
Provides opportunities and encourages the public to understand and participate in city and
community programs and events.
Promotes city and community education and opportunities through various forms of public
outreach including print media and social networking.
Provides access to information and programs.
Surveys, collects and evaluates community participation, attendance and satisfaction and overall
results of specific measures and goals.
Serves on and/or chair committees or commissions as appropriate to support initiatives and
programs.
Makes public presentations before community and professional groups.
Coordinates assigned aspects of community participation programs.
Develops partnerships and coordinates information with outside agencies to foster and develop
community services, education and information.
Researches and applies for grants and administers the distribution of funds.
Develops and administers division or program budgets and monitors expenditures.
Administers budgets or other funds derived from grants, corporate sponsorships, local
foundations and non-profit organizations.
Community/Communications Coordinator Job Family Page 1 of 4
Manages agreements for contract services.
Recruits, trains and supervises employees and volunteers.
COMMUNITY ARTS COORDINATOR
Fosters awareness, expression and appreciation for the cultural arts amongst a diverse audience.
Engages volunteer artists in providing services to the public.
Determines and contracts for public arts in conjunction with municipal capital projects.
Applies, obtains and administers community art grants to provide funds to local arts and service
organizations, arts education, artists, exhibits and ongoing programs that advance the arts in the
community.
Collaborates with and promotes the inclusion of arts education in local schools.
Provides administrative or operational support to the Cultural Arts Manager.
COMMUNITY VOLUNTEER COORDINATOR
Develops a comprehensive plan and coordinates strategy on matching volunteers and community
partners to the areas of need.
Coordinates volunteer opportunities for the community and in conjunction with city services,
events, programs and department operations.
Recruits and processes volunteers including qualification processes, back grounding and
professional reference checks.
Maintains electronic or paper records of volunteer files and complies with destruction of records
requirements.
Provides orientation and city training to volunteers.
Identifies and assigns volunteers or makes referrals to various city volunteer activities.
Handles volunteer relations issues, policy violations and dismissals.
Provides volunteer recognition events and opportunities.
Provides opportunities for volunteers to share their experiences and feedback on the volunteer
program.
Community/Communications Coordinator Job Family Page 2 of 4
COMMUNICATIONS COORDINATOR
Performs public relations functions to support routine city issues and services.
Writes, edits, prepares and distributes informational materials, articles and presentations to inform
the community and the organization of city issues, services, programs and events.
Prepares and delivers presentations to internal and external audiences.
Represents the city and/or departments at community group meetings.
Writes and oversees video productions.
May serve as a liaison to the media and a city spokesperson for routine city issues and services.
Conducts tours of city facilities or projects under development.
Administers website content and social media on behalf of the city.
QUALIFICATIONS
Knowledge of:
• Principles and practices of community service and program planning.
• Vendors and contracts available to provide needed services.
• Community survey and research techniques and methods.
• Various computer programs including but not limited to some or all Microsoft Office Suite
applications and other publishing applications.
• Digital communication (website communication and social media).
Ability to:
• Speak clearly, concisely and accurately both orally and in-writing.
• Organize and deliver overall requirements of ongoing community programs.
• Identify and anticipate communication needs of the organization and determine effective
methods for carrying out communication of programs.
• Establish and maintain effective working relationships with those contacted in the course
of work including city officials, government offices and other agencies.
• Ability to work with multiple stakeholders with differing viewpoints in a team based and
collaborative work environment.
• Supervise volunteers and/or employees.
EDUCATION AND EXPERIENCE
Any combination equivalent to the education and experience that provides the required
knowledge and abilities is qualifying. A typical background may include:
Equivalent to a bachelor's degree in Business or Public Administration or field of study
related to specific assignment i.e. Journalism, Communications or Fine Arts'; and
Two years of experience and/or a combination of education and experience.
Community/Communications Coordinator Job Family Page 3 of 4
CITY COMMUNICATIONS COORDINATOR
Principles and practices of media relations, digital media (web and social media), public
involvement, journalism (news and feature writing), video production, photography, effective
public speaking.
PHYSICAL REQUIREMENTS AND ENVIRONMENTAL SETTING:
While performing the duties of this class, an employee is regularly required to communicate, in
person and by telephone; utilize office equipment; and reach with hands and arms. An employee
is also required to assimilate written materials relevant to the position.
In addition, while performing the duties, employees of this class are regularly required to engage
communication skills; interpret financial and statistical data, information and documents; analyze
and solve problems; use math and apply mathematical reasoning and abstract statistical
concepts; observe and interpret people and situations; learn and apply new information or skills;
perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines; and
interact with staff, Council members and others encountered in the course of work.
Ability to work in a standard office environment with some exposure to the outdoors; ability to
travel to different sites and locations; attend evening meetings; work under pressure and
potentially stressful situations.
This is an at-will management classification.
DATE APPROVED: June 21, 2011
Community/Communications Coordinator Job Family Page 4 of 4
Scott Chadwick, City Manager
Kristina Ray, Communication Manager
March 12, 2019
Mid-Year Adjustment to FY 2019 Budget
to Increase Operational Efficiency,
Transparency and Public Engagement
Happy Sunshine Week
March 10 –16, 2019
American Society of News Editors and Reporters
.J...\ J / am~ e
SUNSHINf
WEEK
Recommended Action
Adopt a Resolution:
•Approving changes to a classified job specification
•Adding resources to the fiscal year 2019 operating
budget to meet increasing needs for:
•City Council inquiry responses
•Community engagement
•City Council administrative support
•Public information
Background
•Presented increasing needs for City Council
inquiry response (Jan. 15, 2019)
•City Council approved new approach to goal
setting, ongoing community engagement
(Jan. 29, 2019)
•Other needs related to information
accessibility, transparency, efficiency
Resourcing Strategy
•Streamline process
•Right resources, right tasks
•Use technology
•Leverage resources to address multiple needs
Resourcing Plan
•4 new full time positions
–Deputy city clerk
–Communication coordinator
–Media & graphics supervisor
–Senior office specialist
•2 new online platforms
City Council Inquiries
•Deputy city clerk + online tool
•Carlsbad Municipal Code 2.12.110
•Inquiries re. pertinent information on
municipal affairs and citizen complaints
•These requests will be answered promptly
0
50
100
150
200
250
300
350
400
2015 2016 2017 2018 2019
City Council Inquiries
59
2/28
0
100
200
300
400
500
600
700
800
2016 2017 2018 2019
Public Records Requests
112
3/11
Process Improvements
+ Resourcing
{city of
Carlsbad
C a lifo r n ia
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Request Create Summary Request Details Number Date Status
3/8/2019 I hereby request copies of all building permits and Full ~ R000687•030819 2:39:00 certificates of occupancy for the following address: Site: Release e PM 1964 Kellogg Avenue Carlsbad, CA
3nt2019 I need ALL permits for my property at 7117 Obelisco ~ 10:21:00 Circle in Carlsbad (dating back to when it was built in Full R000683-030719 around 1979). Also any building plans or plans for Release e PM additions (if there are any).
3/4/2019 All contracts between the City of Carlsbad and CPM Ltd .. Full ~ R000680-030419 4:10:00 Inc. d/b/a Manpower of San Diego from from September Release e PM 12, 2005 to the present.
I am requesting the opportunity to inspect or obtain
3/1/2019 copies of public records regarding the Incident on Full ~ R000679-030119 4:19:00 November 27, 2018 at Carlsbad State Beach · Boat on Release e PM shore. Captain Kevin Seaman. Date range from 11/26/18
to 11/30/18.
2/27/2019 All documents, records, audio recordings. video ~ R000676-022719 12:22:00 recordings, radio communications, etc., relating to a Full
PM "911" call and ambulance transport on Saturday, Release e February 9, 2019, from 3251 CELINDA DRIVE.
I would like to request a copy of the most recent
recordkeeping contract between the City of Carlsbad, CA
and the city's defined contribution/deferred
compensation retirement plan provider(s). Please
2/27/2019 provide a copy of the investment lineup for these plans, ~ R000675-022719 6:59:00 including any fees that are being charged. Also, please Full
AM provide the submitted proposals the city received from Release e prospective recordkeepers as part of your last retirement
plan request for proposal, if applicable. If not applicable,
please indicate when the county anticipates completing
its next fiduciary review of the program to ensure
employees are not overpaying plan fees.
Gov .. O\
Community Engagement
•Media & graphics supervisor + online tool
•Centralize planning
•More consistent, coordinated approach
•Common principles
–Meet people where they are
–Value community member experience
–Get input on the right things at the right time
–Show how input influenced the decisions
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Welcome to our new public involvement app. Please take a look around, weigh in' on''to'pics . .. . :'.' that interest you, and encourage your friends and neighbors to give it a try too. -~ ,, .
SK 945
RESPONSES PARTICIPANTS
Current Initiatives
Fiscal Year 2019-20 Budget
Tell the City of Carlsbad what your ideas and priorities are for next year's budget. If you'd like to
watch a quick video about the city budget first, cltck on this ltnk.
~ 203 0 114
C9 Stage: Preliminary Budget Presented
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SUBSCRIBERS
Updates
S Via email
Your email
OR
00Tratts1.ile-
~ • Fiscal Year 2019-20 Budget
Te-II thit C ty of CArlsbcld v.n,it you, 1de-as and prux1t1@s are for l'l@,:l year's budget. II you'd I ~e towc1tc.h a qutek Yideo About thi! city
budget first, dtrk oo this hok
First. help us get lo know you by telling us your favorile thing about Carlsbad. Choose from the list below (some of the
responses shared at our public meeung) or add something else.
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•'P0nsossha,Od low Isom, of th °' ctdd SOrneth at our Publ,c tnee,•-e 'llB•lso •"f)
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•Communication coordinator
•Staff reports, inquiry responses, memos
•Technical topics, highly detailed
•Need for:
–Enhanced accessibility
–Standardized QC process, format
Accessibility of Information
Administrative Support
•Senior office specialist
•Officially established 20 years ago
•Since that time:
–Population increased by 35,000
–Increased volume, complexity of needs
•Reassigned, reorganized
•Additional resources needed
Fiscal Impact
•Staffing and software
•$73,214 in FY 2019 budget
•$422,256 ongoing
Next Steps
•Procure, deploy online apps
•Recruit, train staff
•Full implementation by September 2019
Recommended Action
Adopt a Resolution:
•Approving changes to a classified job specification
•Adding resources to the fiscal year 2019 operating
budget to meet increasing needs for:
•City Council inquiry responses
•Community engagement
•City Council administrative support
•Public information