Resolution Number 18-06-11-07RESOLUTION NO. 18-06-11-07
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN
JUAN CAPISTRANO AMENDING RESOLUTION 17-03-21-01, THE
CITY'S CLASSIFICATION AND COMPENSATION PLANS
WHEREAS, the City Council of the City of San Juan Capistrano is authorized and
directed under the City's Personnel Rules and Regulations to adopt and amend a
Personnel Classification and Compensation Plan in order to administer the City's
Personnel Management System; and,
WHEREAS, the City desires to amend the Personnel Classification and
Compensation Plans in order to implement salary increases of 2% July 2018, 3% July
2019, and 3.5% July 2020 for all City classifications, as outlined in Exhibits A through C;
and,
WHEREAS, the City desires to reclassify an Administrative Specialist (City Clerk's
Office) to Records Coordinator, a Housing Coordinator/Assistant Planner to Housing
Supervisor/Associate Planner, and a Senior Planner to Principal Planner; (Attachment 12
of the staff report contains copies of the proposed job descriptions), and re -grade the
Utilities Superintendent; and,
WHEREAS, the City's Personnel Rules and Regulations provide that adoption or
amendment of the City's Personnel Classification and Compensation Plans shall be made
by resolution of the City Council.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San
Juan Capistrano does hereby; amend Resolution No. 17-03-21-01, the City's Personnel
and Classification and Compensation Plans, as set forth in Exhibits A through C; delete
one position (1 FTE) of Administrative Specialist in the City Clerk's Office and approve
the job description of Records Coordinator, authorizing one position (1 FTE) at Grade 42;
delete one position (1 FTE) of Housing Coordinator/Assistant Planner and approve the
job description of Housing Supervisor/Associate Planner, authorizing one position (1 FTE)
at Grade 52; delete one position (1 FTE) of Senior Planner and approve the job
description of Principal Planner, authorizing one position (1 FTE) at Grade 60; re -grade
the Utilities Superintendent classification from Grade 55 to Grade 57. Exhibit D sets forth
the proposed job descriptions.
APPROVED AND ADOPTED this 11th day of June 2018.
SERGIO FARIAS, MAYOR
ATTEST:
0
f�(E ii y -
MARIA MORRIS, -CITY CLERK
6/11/2018
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss.
COUNTY OF SAN JUAN CAPISTRANO)
I, Maria Morris, appointed City Clerk of the City of San Juan Capistrano, do hereby certify
that the foregoing Resolution No. 18-06-11-07 was duly adopted by the
City Council of the City of San Juan Capistrano at an Adjourned Regular meeting thereof,
held the 11th day of June 2018, by the following vote:
AYES: COUNCIL MEMBERS: Ferguson, Reeve, Maryott and Mayor Farias
NOES: COUNCIL MEMBERS: Patterson
ABSENT: COUNCIL MEMBERS: None
I
MARIA, mo-Okis,-t ITY CLERK
2 6/11/2018
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EXHIBIT C - Page 5 of 5
CITY OF SAN JUAN CAPISTRANO
RECORDS COORDINATOR
Class specifications are intended to present a descriptive list of the range of duties
performed by employees in the class. Specifications are not intended to reflect all duties
performed within the job.
InFFINITION
To perform a wide variety of highly skilled administrative functions to support the City
Clerk's Office; to provide administrative support to the City Clerk, Assistant City Clerk,
City Council, Commissioners, outside agencies and staff regarding public records
requests and records management; and to assist the public with access to City records.
SUPERVISION RECEIVED AND EXERCISED
Receives immediate supervision from an assigned manager.
May exercise lead supervision over subordinate staff.
ESSENTIAL FUNCTION STATEMENTS Essential responsibilities and duties may
include, but are not limited to, the following:
Essential Functions:
1. Facilitates and responds to public records requests; drafts interdepartmental
memos requesting the production of records; communicates with City attorneys
regarding disclosure of records; researches offsite archived records, electronic file
databases and onsite records storage, determines responsiveness of documents
before production; calculates and collects reproduction fees.
2. Maintains a log of records requests to ensure responses are provided in
compliance with legal requirements; and communicates with requestors and City
Attorney's Office when extensions are necessary
3. Assists the Assistant City Clerk with comprehensive records requests and the
preparation of administrative records for lawsuits and discoveries; coordinates the
reproduction of records and associated fees.
4. Assists the Assistant City Clerk with the maintenance of the document imaging
system, including a database for insuring that insurance requirements are met; a
database for public records request; uploads and maintains documents on the
City's online public portal for public viewing; and works with IT and/or vendor on
any technical problems related to the database.
5. Maintains the City's records management systems; transfers files to off-site
storage and retrieves files as needed; assists other departments with processing
files for archiving and ensures retention schedules are followed; assists with the
destruction of records as appropriate.
EXHIBIT D - Page 1 of 10
6. Prepares and posts notices of public meetings, public hearings and special
meetings; prepares, proofreads and assembles agendas, meeting materials,
reports and other necessary documents; assists staff with routing agenda reports.
7. Maintains official City documents and records to include meeting minutes,
resolutions, ordinances, contracts, agreements, agenda reports and other legal
documents; enters documents into electronic imaging system.
8. Assists in administrating oaths to new commission, committee and board
members.
9. Assists in administrating formal public bid openings for the City.
10. Provides customer service to City staff and the public at the City Clerk's Office;
answers phones; explains City policies and procedures; explains legal
requirements related to the Brown Act, Public Records Act, FPPC requirements,
and other relevant government codes.
11.Accepts, processes and tracks appeals, public records requests forms, claim
forms, requests for building plan forms, FPPC documents and subpoenas.
12. Orders and maintains supplies; processes invoices for payments; tracks budget
usage; maintains records of payments.
13.Assists the City Clerk with conducting municipal elections.
14. May provide notary services and attestation on City documents.
15.Assists commission, committee, and board secretaries and their administrative
staff with meeting preparation and web streaming/archiving software
troubleshooting.
16.Administers and maintains the Department's website page including updating
content and posting meeting/event information and calendars. Assists other
departments with maintaining their commission, committee, and board related
website postings.
17. Coordinates municipal code supplement updates through codification company;
distributes code supplement updates to necessary departments and governmental
agencies; ensures the official municipal code books are maintained.
18. Performs related duties and responsibilities as required.
EXHIBIT D - Page 2 of 10
QUALIFICATIONS
Knowledge of:
• Principles and practices of office administration.
Policies, procedures and regulations governing departmental activities.
® General office equipment, standard computer software applications; electronic
record storage software and agenda management software.
• Meeting web streaming and archiving equipment and software.
• Methods and standards for preparing correspondence, agenda and minutes.
Processes for conducting research, compiling data and preparing complex reports.
Records management principles, practices and standards.
Basic principles of budget preparation and administration.
English usage, spelling, grammar and punctuation.
• Customer service standards and protocol.
Specialized activities relative to area of assignment.
Skill in:
Performing a variety of highly skilled and complex administrative functions.
■ Providing confidential administrative support to assigned executive/management
personnel.
0 Responding to inquiries and providing assistance to the public and other
departments.
Preparing correspondence, memoranda, reports, agendas, minutes and legal
documentation.
a Maintaining departmental files, records, documentation, databases and website
pages.
• Utilizing general office equipment and standard computer software applications.
® Providing assistance in coordinating special projects, programs and/or events.
■ Understanding and following oral and written instructions.
Responding to inquiries and providing assistance to the general public.
• Communicating clearly and concisely, both orally and in writing.
■ Assisting with special projects, activities and events.
o Coordinating multidepartment work efforts related to conducting research,
gathering documents, agenda management, and contract management.
Is Establishing and maintaining effective working relationships with those contacted
in the course of work.
EXHIBIT D -Page 3 of 10
EXPERIENCE AND TRAINING GUIDELINES
Any combination of experience and training that would likely provide the required
knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities
would be:
Experience:
Five years of administrative or secretarial support experience, preferably within a
local government environment.
Training:
Equivalent to completion of the twelfth grade, supplemented by college level course
work in business administration, public administration or a related field
Licenses or Certifications:
Possession of, or the ability to obtain, a valid Class C driver's license.
Possession of, or ability to obtain, a notary public certification may be required.
WORKING CONDITIONS
Environmental Conditions:
Office environment; exposure to computer screens.
Physical Conditions:
Essential duties may require maintaining physical condition necessary for sitting for
prolonged periods of time and extensive use of a computer keyboard.
The position requires the incumbent to work overtime and evenings as needed, most
notably on days when the City Council agenda packet is produced.
EXHIBIT D - Page 4 of 10
CITY OF SAN JUAN CAPISTRANO
HOUSING SUPERVISORIASSOCIATE PLANNER
Class specifications are intended to present a descriptive list of the range of duties performed by employees in
the class. Specifications are not intended to reflect all duties performed within the job.
DEFINITION
To provide all-encompassing administrative and comprehensive oversight of the City Housing programs and
developments including: review new affordable housing development projects, serve as Secretary to the
Housing Advisory Committee, apply and manage state grants, manage housing programs, Housing Element
requirements, uphold the City's Mobile Home Rent Control and Closure Ordinances, work with developers to
meet inclusionary housing requirements or payment of in -lieu fees (including monthly calculation), and all oral
and written reporting of housing updates and developments to City Committees, Commissions and City
Council.
DISTINGUISHING CHARACTERISTICS
This is the journey level class within the Planner series. Employees within this class are distinguished
from other Planner level(s) by the performance of the full range of general, specialized or journey -level
duties as assigned including assuming responsibility for portions of advanced planning projects,
participation and support of planning projects and preparation of significant sections of planning reports.
Employees at this level receive instruction or assistance as new or unusual situations arise, and are fully
aware of most operating procedures and policies of the work unit.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from the assigned manager.
ESSENTIAL FUNCTION STATEMENTS. Essential responsibilities and duties may include, but are not
limited to, the following:
Essential Functions:
1. Provides oversight of affordable housing units; reviews program documents for compliance with
affordable housing covenants and requirements, levels served, rents and rates charged.
2. Provides oversight of rental of City -owned housing units; oversees outsourced property
management contract; reviews and resolves disputes, facilitates necessary legal procedures,
approves and processes payments, and oversees capital improvements to units.
EXHIBIT D -Page 5 of 10
CITY OF SAN JUAN CAPISTRANO
Housing Supervisor / Associate
Planner (Continued)
3. Prepares and maintains various reports including fiscal reports,, grants, applicant loans, and
program budgets for assigned HOME and CDBG housing program budgets.
4. Serves as Secretary for the Housing Advisory Committee; attends meetings, takes minutes,
completes agenda reports, and provides updates to the Committee.
5. Performs professional level planning functions including conducting portions of planning studies,
analyzing data and preparing sections of reports on assigned current and occasionally long range
planning projects.
6. Coordinates planning activities with other departments, divisions and outside agencies and
organizations and provides related assistance as required.
7. Provides customer service at the Planning Department's public counter; receives and reviews
development proposals and applications and zoning and variance requests; reviews proposals and
applications for compliance with appropriate regulations and policies; recommends modifications for
review and final approval by senior staff as appropriate.
8. Conducts a variety of current and advanced planning studies; researches, analyzes and interprets
social, economic, land use and population data; identifies trends; prepares major sections of
written reports and provides recommendations on planning activities; may participate in or support
the delivery of presentations to the Planning Commission and City Council.
9. Assists in preparing agendas and reports on development applications for presentation to various
commissions and committees; researches and analyzes portions of development proposals.
10. Confers with senior Planning staff and advises developers, contractors and the general public on
acceptable site plans; reviews building plans, parcel maps, tract maps and subdivision proposals;
reviews for compliance with regulations and ordinances; recommends modifications for approval by
senior staff; drafts Municipal Code amendments for review and approval by senior Planning staff.
11. Explains planning and zoning regulations and upcoming planning projects; responds to and resolves
public complaints and inquiries.
12. Attends and participates in professional group meetings; stays abreast of new trends and innovations
in the field of urban planning.
13. Performs related duties and responsibilities as
required. OUALI FICATIONS
Knowledge of:
• Operations, services and activities of an urban planning program.
• Principles and practices of urban and regional land use planning.
• Site planning and architectural design techniques and methods.
• Principles and practices of historic preservation.
• Methods and techniques of research and analysis.
• Principles of business letter writing and basic report preparation.
• Current literature and recent developments in the field of planning and zoning.
• Pertinent Federal, State and local laws, codes and regulations.
EXHIBIT D - Page 6 of 10
2
CITY OF SAN MAN CAPISTRANO
Housing Supervisor / Associate
Planner (Continued)
Skill in:
• Interpreting and explaining planning and zoning ordinances and regulations.
• Analyzing and compiling technical and statistical information.
• Preparing clear and concise analytical reports.
• Interpreting, explaining and enforcing local, State and Federal laws and regulations.
• Interpreting planning and zoning policies to the general public.
• Responding to difficult and sensitive public inquiries.
• Understanding and carrying out oral and written directions.
• Communicating clearly and concisely, both orally and in writing.
• Establishing and maintaining cooperative relationships with those contacted in the course of work.
EXPERIENCE AND TRAINING GUIDELINES
Any combination of experience and training that would likely provide the required knowledge and abilities
is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Three years of experience in regional or urban planning in a public agency environment.
Training:
Equivalent to a Bachelor's Degree from an accredited college or university with major course
work in planning, architecture, political science, public administration, or a related field.
Licenses or Certifications:
Possession of an appropriate, valid driver's license.
WORKING CONDITIONS
Environmental Conditions:
Office environment with occasional field inspections.
Physical Conditions:
Essential functions may require maintaining physical condition necessary for sitting for prolonged periods
of time.
Attendance at periodic evening meetings is required.
EXHIBIT D - Page 7 of 10
PRINCIPAL PLANNER
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class
Specifications are not intended to reflect all duties performed within the job.
DEFINITION
To manage major, private and public planning projects for the City; to negotiate requirements and solutions
for major development projects; to provide planning recommendations to the City Council, various citizen's
commissions, and executive staff; to manage consultant contracts; and to perform a variety of
administrative and technical tasks relative to assigned areas of responsibility.
DISTINGUISHING CHARACTERISTICS:
Positions at this level perform the most complex duties assigned to the series including managing the
processing of complex planning and development projects, negotiating solutions to project issues, and may
serve as Zoning Administrator and/or Environmental Administrator. Positions at this level also serve as
project lead for assigned planning and development projects.
SUPERVISION RECEIVED AND EXERCISED
Receives general direction from the assigned manager.
Provides lead supervision of lower level staff on specific assignments as directed by the manager.
ESSENTIAL FUNCTION STATEMENTS Essential responsibilities and duties may include, but are not
limited to, the following:
Essential Functions:
1. Manages controversial and complex private development and public land use projects; negotiates
solutions for major development projects; conducts public presentations and provides planning
recommendations to the City Council and advisory committees.
2. May serve as the Environmental Administrator and prepares environmental impact studies; ensures
environmental studies comply with California Environmental Quality Act (CEQA) requirements and
local guidelines for implementing CEQA.
3. Prepares Requests for Proposals (RFP's) and drafts scopes of work for consulting contracts involving
public and private development projects.
4. Manages and administers consulting contracts pertaining to the preparation of environmental studies;
reviews consultant work for contract compliance; authorizes consultant payments.
5. Reviews and analyzes development projects plans; monitors for consistency with the City's General
Plan and compliance with applicable land use codes; negotiates development requirements for private
development projects.
6. May serve as Secretary to the Design Review Committee and provides support in the Committee's
decision making process.
7. Prepares staff reports for the City Council, Planning Commission, and advisory commissions;
oversees the preparation of special studies and technical reports for the City Council.
8. Conducts minor legal research regarding recent land use case law as required; drafts new City
ordinances related to land use and manages the code amendment process.
9. May serve as the City's Zoning Administrator and renders final decisiong,�j igen i l�v�aynF9
development standards adjustment, and conditional use permit applications; c u s pu ic��ring
and negotiates application requirements.
Principal Planner (Continued)
10. Reviews and analyzes inter -jurisdictional projects; drafts City responses to projects and assists in
developing strategic approaches; represents the City's interest on working committees for projects
outside City limits.
11. Conducts departmental training sessions regarding new ordinances, environmental requirements, and
other planning subjects.
12. Attends and participates in professional group meetings; stays abreast of new trends and practices in
the field of urban planning.
13. Participates in interview panels and assists in evaluating prospective employees and/or consultants.
14. May serve as Acting Director in absence of the Planning Director or Assistant Planning Director.
15. Provides lead support and direction to technical and clerical staff regarding specialized assignments;
reviews the work product and monitors the quality of work.
16. Performs related duties and responsibilities as required.
QUALIFICATIONS
Knowledge of:
• Principles and practices of urban and regional land use planning.
• Current trends, developments, and issues impacting the field of urban planning.
• Research techniques and information sources pertaining to urban planning.
• Site planning and architectural design techniques and methods.
• Principles and practices of historic preservation.
• Operations, services and activities relative to urban planning programs.
• Methods and techniques of contract negotiation and administration.
• Principles of business letter writing and report preparation.
• Laws underlying general plans, zoning and land divisions.
• Pertinent Federal, State and local laws, codes and regulations.
Skill in:
• Performing complex research, analysis and report writing.
• Managing controversial and complex private development and public land use projects.
• Reviewing project plans and monitoring for compliance with land use codes.
• Interpreting and explaining laws, regulations and codes.
• Negotiating requirements and solutions for development projects.
• Conducting research and drafting new City ordinances.
• Analyzing and compiling technical and statistical information.
• Preparing and presenting reports and studies.
• Communicating clearly and concisely, both orally and in writing.
• Establishing and maintaining effective working relationships with those contacted in the course of work.
EXHIBIT D - Page 9 of 10
Principal Planner (Continued)
EXPERIENCE AND TRAINING GUIDELINES
Any combination of experience and training that would likely provide the required knowledge and abilities
is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Five years of public planning agency experience including with two years of experience as a Senior
Planner working for a local government agency.
Training:
Equivalent to a Bachelor's Degree from an accredited college or university with major course work in
regional or urban planning, public administration or a related field.
Licenses or Certifications:
Possession of an appropriate, valid driver's license.
Possession of certification by the American Institute of Certified Planners (AICP) is desirable.
WORKING CONDITIONS
Environmental Conditions: Office environment.
Physical Conditions:
Essential functions may require maintaining physical condition necessary for sitting for prolonged periods
of time in front of a computer display terminal.
Attendance at evening meetings is required.
EXHIBIT D - Page 10 of 10