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Meeting Date: February 5, 201 3 Prepared by: Jason Stilwell

City Council Agenda Item Summary

Name: Review and adopt the Community Planning and Building Director job description and salary range. Description: The City' s adopted 2012-2013 Operating Budget provides for a Community Planning and Building function to manage and coordinate community planning, building safety, inspection, code compliance/enforcement programs and related services. The adopted budget also established the position of Community Planning and Building Director. The City's Fiscal Year 2012-13 Operating Budget includes funding for this position. Overall Cost: City Funds: The proposed annual salary range for this position is $127,320 to$ 154,752. Grant Funds: N/A Staff Recommendation: Staff recommends that Council review and adopt the job description for the Community Planning and Building Director position and establish an annual salary range of$127,320 to $154,752. Important Considerations: There is important business need for this position at this time and funding is available in the adopted budget to meet the recommended salary range. This key position will provide assistance in administering and coordinating the City' s General Plan and ensure that Carmel's unique environment, building and safety and related activities, budget preparation, and scoping and other key projects are well managed.

Reviewed by:

Jason

~ity

Administrator

Date

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CITY OF CARMEL-BY-THE-SEA STAFF REPORT TO: FROM: DATE: HONORABLE MAYOR BURNETT AND COUNCIL MEMBERS JASON STILWELL, CITY ADMINISTRATOR FEBRUARY 5, 2013

SUBJECT: ADOPTION OF THE COMMUNITY PLANNING AND BUILDING DIRECTOR JOB DESCRIPTION AND SALARY RANGE

RECOMMENDATION: Review and adopt the attached job description for the position of Community Planning and Building Director and establish a salary range of $127,320 to $154,752. SUMMARY: The Community Planning and Building Director position and function were approved by the City Council as part of the Fiscal Year 2012-2013 budget. The service has been performed by the Department's planning staff on an interim basis. In addition to authorizing positions and funding, the City Council is charged with adopting job duties and salary ranges as part of the City's Position Classification Plan which the City Administrator is charged by the Carmel Municipal Code with administering.

Staff developed a job description and salary range for the Community Planning and Building Director and is proposing the City Council adopt the job description and proposed salary range. The recommended actions will enable the City Administrator to bring onboard a professional manager to perform the duties, responsibilities, and activities as set forth in the job description.
DISCUSSION: The adopted 2012-2013 budget provides for a Community Planning and Building function providing management and coordination of community planning, building and safety, inspection, code compliance/enforcement programs and related services. Funding to fill this position is contained in the City's Fiscal Year 2012-13 operating budget.

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City Council Commissions

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The proposed Community Planning and Building Director would serve as one of the City's five directors of operational functions. The proposed job combines management functions that in the past were performed by separate management positions. This broadening continues the recent trend of assuring the City has adequate management for its operations structured in a cost effective manner. In 2012 the City adopted changes to the job of Administrative Services Director and Public Safety Director Positions and in January 2013 changes to the Director of Public Services position were also adopted. In each case the changes included a broadening of the management oversight of these three management positions. Additionally, the Assistant City Administrator has assumed operational oversight of economic development, marketing, and community services which in the past had been performed, in part, by the Director of Community Services. The Community Planning and Building Director as proposed is a key position for the City. It will be responsible for leading and managing all facets of the Community Planning and Building Department. The incumbent is expected to exercise independent judgment, wisdom, common sense, and initiative in establishing efficient and effective departmental operations consistent with City Council policies and administrative guidelines established by the City

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Administrator. The incumbent is a key member of the City's management team and participates actively in addressing issues of concern to the City. There is an important business need for this position. The proposed Community Planning and Building Director will coordinate the Department's activities with those of other departments and outside agencies, organizations and the general public. Examples of these include: Administering all land use and design regulations consistent with the City's General Plan and Municipal Code and ensuring that capital programs, zoning and other activities of the City are aligned with the goals of the General Plan; Ensuring a smooth workflow between the planning function and building permitting and inspection; Dealing with contractors, engineers, developers, artechitects; Handling processes related to the California Environmental Quality Act and Local Coastal Plan; Working with a wide array of community groups, boards, commissions and professional groups; Identifying opportunities for improving the City's economic base and provides professional advice and assistance to business groups, property owners and developers on strategies for community development.

The proposed salary range for the Community Planning and Building Director is $127,320 to $154,752. This range is low relative to the required job duties and the level of the position. The City will need to take a comprehensive review of salaries for all classifications in 20 13 and staff intends to return to the City Council with an updated salary resolution. There is a strong rationale and operational need for updating the job and setting the salary range at this time. The funding is available in the adopted budget to fill the position which will provide assistance in administration and coordination of the City's General Plan ensuring Carmel's unique environment, building and safety and related activities, budget preparation, , and scoping and other key projects. The process for creating the position, adopting the job description and setting the salary range is established in the Carmel Municipal Code (CMC). The City Council adopts a Position Classification Plan (CMC 2.52.020). The Plan includes the duties and responsibilities of authorized positions; a base for establishing an equitable pay plan; and needed information in recruiting, selecting, promoting, transferring, and training employees or making organizational changes. (Ord. 87-1 2, 1987).

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The City Administrator has responsibility for administrating the plan (CMC) 2.52.040(A)). CMC 2.52.520 (B) calls for a salary resolution. A salary resolution adopted by the City Council establishing the legal current salary range from the salary schedule for each class of position. The salary resolution is adopted annually or periodically by the City Council upon review and recommendation of the City Administrator in accordance with the provisions outlined in CMC 2.52.510. Other amendments may be made from time to time, as required, by the City Council. (Ord. 87-1 2, 1987). The City Council approves jobs, positions, and funding (CMC 2.52.040(D)). The City Administrator proposes new positions and revised class specifications to the City Council and takes appropriate action in related salary matters on direction from the City Council. CMC 2.52.030(E) defines "Job description" as a written description of a class, identifying factors and conditions which are essential characteristics of the class, including the title, examples of duties and responsibilities which are typical of positions in the class, any factors or conditions which distinguish it from other classes, and necessary or desirable qualifications to perform the duties of positions in the class. (Ord. 87-1 2, 1987). The Code establishes the City Administrator as the appointing authority (2.52.090(A)). The "appointing authority" is the City Administrator for all positions except elective positions, City Attorney, City Engineer, and City Treasurer. The City Administrator has responsibility for employment, promotion, demotion, transfer, discipline, and dismissal of employees either directly or upon recommendation of a department head. CMC 2.52.1 00 outlines the recruitment and selection procedure. It says "when a position vacancy occurs or is impending which the City intends to fill, the Code outlines a series of steps usually taken under the direction of the City Administrator." Staff will be utilizing a consulting recruiter and is developing the recruitment process steps.

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CITY OF CARMEL-BY-THE-SEA COMMUNITY PLANNING AND BUILDING DIRECTOR

Defmition:
This is an at-will leadership position reporting directly to the City Administrator. The position is responsible for leading, planning, directing, managing, and overseeing the activities and operations of the Community Planning and Building Department which includes planning, building inspection code compliance/enforcement programs and services and to coordinate assigned activities with other City departments and outside agencies. The Community Planning and Building Director (Director) is a leadership position that upholds the City's values of accountability, customer service, efficiency and innovation; and provides highly responsible leadership and complex administrative support to the City Administrator. The Community Planning and Building Director interacts with and supports the City of CarmelBy-The-Sea's Planning Commission and its wide array of duties and responsibilities related to land use. The Director works to preserve the unique natural environment and "Village Character" of Carmel's residential and commercial environs.

Distinguishing Characteristics:
This position reports to the City Administrator and is responsible for leading and managing all facets of the Community Planning and Building Department. The incumbent is expected to exercise independent judgment, wisdom, common/intuitive sense, and initiative in establishing efficient and effective departmental operations consistent with City Council policies and administrative guidelines established by the City Administrator. The incumbent is a key member of the City's management team and participates actively in addressing issues of concern to the City. The classification is distinguished from the next higher classification of City Administrator in that the latter has overall responsibility for administrating the City's operations.

Supervision Received/Exercised
Receives direction from the City Administrator. Exercises direct and indirect supervision over management, supervisory, professional, technical, and administrative support staff.

Examples of Important and Essential Duties: (included but are not limited to the following)
Assumes full management responsibility for all Community Planning and Building Department services and activities including planning, building inspection, code compliance/enforcement programs and services; administers land use; zoning; and design regulations and requirements. Provides effective and ethical leadership, is a strategic/critical thinker developing capacity for the organization through innovation and imaginative strategies.

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Sets the vision, mission, priorities, goals and objectives for the Community Planning and Building Department with a focus on maintaining the quality of the City's natural environment and "Village Character". Leads/Manages the development and implementation of Community Planning and Building Department goals, objectives, policies, and priorities for each assigned service area; establishes, within City policy, appropriate service and staffing levels; allocate resources accordingly. Administers all land use and design regulations consistent with the City's General Plan and Municipal Code. Continuously monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; assess and monitor work load, administrative and support systems, and internal reporting relationships; identifies opportunities for improvement; directs the implementation of changes. Represents the Community Planning and Building Department to other City departments, elected officials and outside agencies; explains and interprets the Community Planning and Building Department programs, policies, and activities; negotiates and resolves sensitive, significant, and controversial issues. Serves as a resource for other departments and groups including the City Administrator, City Attorney, the City Council, the Planning Commission, the Historic Resources Board and other committees; prepares and presents staff reports and other necessary correspondence. Selects, trains, motivates, and evaluates Community Planning and Building Department personnel; provides or coordinates staff training; work with employees to correct deficiencies. Plans, directs, and coordinates the Community Planning and Building Department's work plan, meets with management staff to identify and resolve problems; assigns projects and programmatic areas of responsibility; reviews and evaluates work methods and procedures. Oversees and manages the Building and Safety, consulting Planning, and other service contracts; ensures services are provided as required. Coordinates Community Planning and Building Department activities with those of other departments and outside agencies and organizations. Provides staff assistance to the City Administrator and City Council; prepares and presents staff reports and other necessary correspondence. Manages and participates in the development and administration of the Community Planning and Building Department budget; directs the forecast of additional funds needed for staffing, equipment, materials, and supplies; direct the monitoring of and approve expenditures; directs the preparation of, and implementation of budgetary adjustments as necessary. Monitors planning services fee schedule and recommends amendments to the City Administrator.

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Coordinates the planning activities of the department to ensure a smooth workflow between the planning function and the building permitting and inspection functions of the Department. Supervises the review of building plans by planning staff to ensure conformance with Zoning code provisions and consistency with local planning documents and design/land use decisions. Conducts a variety of organizational studies, investigations, and operational studies; recommends modifications to Community Planning and Building programs, work plans, policies, and procedures as appropriate. Monitors the architectural, engineering and design guidelines work on all community development projects to ensure they conform to the City's general plan and housing program. Identifies opportunities for improving the City's economic base and provides professional advice and assistance to business groups, property owners and developers on strategies for community development that are consistent with the City's land use documents. Supervises and performs technical analysis and interpretation of pertinent community, demographic, and physical data relating to community revitalization. Participates on a variety of boards and commissions; attends and participates in professional group meetings; stays abreast of new trends and innovations in the field of community development, planning, and housing. Confers with contractors, engineers, developers, architects, a variety of agencies and the general public in acquiring information and coordinating planning, zoning, sub-division, building, environmental, and related matters. Plans, directs and coordinates the enforcement of laws and codes governing the construction of new buildings or the alteration of existing structures; supervise the review of building plans to ensure conformance with code provisions and consistency with local planning documents and design and land design use decisions. Establishes priorities and organizes studies for planning documents including Zoning Code, General Plan, Coastal Plan, and other planning activities. Keeps abreast of current planning principles and practices, technology, regulations and literature that apply to City planning projects. Administers processes related to the California Environmental Quality Act. Attends various City, Council, staff, and community meetings as required. Responds to and resolves difficult and sensitive inquiries and complaints.

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Sets the VISion, missiOn, priorities, goals, business objectives and values for the department consistent with and stemming from those set by the City Administrator and City Council for the entire City.

Job Related and Essential Qualifications (the following are the minimal qualifications necessary for entry into the classification)

Education and/or Experience:

A combination of education and experience that would provide the required skills, knowledge and abilities necessary for the Community Planning and Building Director.

Knowledge/Abilities/Skills: (the following are a representative sample of KAS's necessary to perform essential duties ofthe position).

Knowledge of:

Demonstrates knowledge of and has experience working in a small environmentally and Architecturally sensitive built out community. Ability to read and interpret archectical and engineering plans. Operational characteristics, services, and activities of a comprehensive community development and building services program. Organization and management practices as applied to the analysis and evaluation of community development programs, policies, and operational needs. State environmental provisions related to community development. Modem and complex principles and practices of community development and administration including a design training background. Principles and practices of public relations. Planning theory, principles and practices and their application to a wide variety of planning projects. Experience in dealing with small built out coastal communities and their unique character, history and challenges including housing, Advanced principles and practices of municipal budget preparation and administration.

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Principles of supervision, training, and performance evaluation. Recent developments, current literature, pertinent Federal, State, and local laws, codes, and regulations pertaining to General Plan, Coastal Plans, environmental matters, design , zoning and land division related to planning and building inspection. Principles and practices of municipal planning. Financial acumen and an understanding of municipal budget preparation and administration. Principles and practices related to contemporary planning issues and technology. Safe driving principles and practices.

Skill to:
Operate modem office equipment including computer equipment and software i.e., word processing, project management and related software. Operate a motor vehicle safely.

Ability to:
Provide administrative and professional leadership and direction for the Community Planning and Building Services Department. Develop, implement, and administer goals, objectives, and procedures for providing effective and efficient community development services. Plan, organize, direct, and coordinate the work of management, supervisory, professional, technical, and administrative support personnel; delegate authority and responsibility. Interpret and explain City community development policies and procedures. Select, supervise, train, and evaluate staff. Identify and respond to community and City Council issues, concerns, and needs. Research, analyze, and evaluate new service delivery methods, procedures, and techniques. Prepare clear and concise administrative and financial reports. Provide administrative and professional leadership and direction for the Department.

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Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of community development goals. Communicate clearly and concisely, both orally and in writing. Prepare and administer large and complex budgets; allocate limited resources in a cost effective manner. Interpret and apply the policies, procedures, laws, codes, and regulations pertaining to community development programs and functions. Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work. Select, supervise, train and evaluate staff. Align projects and initiatives with City goals, values and direction. Identify and respond to community, City Administrator, City Council and Planning Commission issues, concerns and needs.
License or Certificate:

Possession of, or must obtain, an appropriate, valid driver's license.

Special Requirements:

Essential duties require the following physical skills and work environment:
Ability to work in a standard office environment; ability to travel to different sites and locations.
Effective Date: February 2013