RPVCCA_CC_SR_2014_03_18_04_Staffing_Level_AuthorizationCrTYOF RANCHO PALOS VERDES
MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
REVIEWED:
HONORABLE MAYOR & CITY COUNCIL MEMBERS
SEAN ROBINSON, HUMAN RESOURCES MANAGER (jj)-
MARCH 18, 2014
STAFFING LEVEL AUTHORIZATION
CAROLYNN PETRU, ACTING CITY MANAGER~
RECOMMENDATION
1) Receive and file the update on FY13-14 staff recruitments; 2) Adopt Resolution No.
2014-, a Resolution of the City Council of the City of Rancho Palos Verdes revising the
Salary and Hourly Schedule forthe Competitive, Management, and Part-Time Positions, by
adding the title of Information Technology Manager, amending the Information Technology
Manager (IT) salary range, adding the title of Principal Civil Engineer, and rescinding
Resolution No. 2013-79 (Exhibit D); 3) Approve the inclusion of the following in the draft
FY14-15 budget: A) Addition of a Maintenance Worker I position in the Public Works
Department; B) Funding for an authorized Permit Technician in the Community
Development Department; C) Funding for an authorized Planning Technician in the
Community Development Department; D) Funding for an authorized Administrative Staff
Assistant in the Parks and Recreation Department; and E) Approve the new classification
and salary range for a Principal Civil Engineer position in the Public Works Department.
BACKGROUND
Since the May 7, 2013 Council authorization for staffing recruitments was approved,
Human Resources has expended considerable effort in recruiting employees to fill open
positions, helping the City to operate at peak efficiency. Of the eight (8) positions detailed
in that report, six (6) have been filled: the Human Resources Manager, the Administrative
Staff Assistant in Community Development, the Director of Public Works, the Deputy
Director of Public Works, the Director of Recreation and Parks, and the Assistant Engineer,
and two (2) remain in process: the Information Technology Manager and Recreation
Administrative Staff Assistant.
The recruitment for the Information Technology Manager is pending authorization of the
revised salary range requested in this staff report, with staff anticipating having personnel
in place by mid-April. The recruitment for the Recreation and Parks Department
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Staffing Level Authorization
March 18, 2014
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Administrative Staff Assistant is pending a funding designation for FY14-15, also requested
in this report.
As reported in the City Manager's update of December 17, 2013, staff successfully
accomplished recruitment and hiring processes for a vacated Building Inspector position
(employee began on December 31st), a vacated Account Clerk position (employee began
on January 29th), a vacated Associate Civil Engineer position notated in the May 7, 2013
staffing authorization (employee began on February 24th), and a vacated Recreation
Services Manager (employee begins March 31st). The internal recruitment for the Deputy
Director of Public Works is complete, with the employee having assumed her new duties
effective March 7th. Staff closed the recruitment for a vacated Senior Administrative Analyst
position in the Finance and Information Technology Department and a re-posting of a
vacated Lead Worker position in the Public Works Department on March 17, 2014. Staff
continues with the recruitment process for those two positions, and anticipates having
personnel in place by May 2014.
Staff has been diligent in managing the City's expenses, with great consideration being
given to CalPers and ongoing pension liability concerns. Staff is pleased to report that
since the implementation of the Tier 2 (2% at 60 formula in October, 2012), and Tier 3 (2%
at 62 formula on January 1, 2013 under PEP RA) plans has resulted in 10 new personnel
brought in at significantly lower pension levels, with ongoing staffing anticipated to continue
that trend. Current staffing represents 42 employees in the Tier 1 plan, 7 employees in the
Tier 2 plan, and 3 employees in the Tier 3 plan. Currently there are five authorized and
funded vacant positions -the City Manager, a Senior Engineer, a Lead Worker, an
Information Technology Manager, and a Senior Administrative Analyst-each representing
the addition of a potential Tier 2 or Tier 3 employee. Additionally, most of the staffing
considerations presented in this report represent entry-level personnel, with employee
salaries towards the bottom of the salary range with enrollment in a Tier 2 or Tier 3 plan.
DISCUSSION
IT Manager. Finance and Information Technology:
Prior to recruiting for the Information Technology (IT) Manager for the Finance and
Information Technology Department, Human Resources staff conducted a salary
comparison of IT Manager and similar positions using data provided by the NexLevel
Information Technology assessment. What became clear in researching other agencies'
ranges for IT Manager is that the role of the IT Manager functions essentially as that of a
divisional manager for its respective department. As that information relates to the Rancho
Palos Verdes IT Manager range (currently $78,567 to $102,014), Rancho Palos Verdes
sets the divisional manager range (including the Building Official and the City Clerk) from
$84,809 to $143,593 (see Attachment A). Given the extensive responsibilities delegated to
the IT Manager, and in order to attract and retain quality candidates, this position's salary
range is a more appropriate range-point for the designated job functions.
The City's Information Technology assessment, conducted by NexLevel in 2012, provided
recommendations regarding staffing and actions for Information Technology tasks.
Amongst those recommendations was the implementation of a management-level
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Staffing Level Authorization
March 18, 2014
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Information Technology position recommended by both NexLevel and in the Matrix report,
with the position subsequently approved at the May 7, 2013 Council meeting (NexLevel
report, page 33) .
. An ongoing concern has been the necessity of the Director of Finance and Information
Technology to produce the work designated for the IT position. The prior incumbent left
the City's workforce in 2009. Since then, the City has not been able to hire a person for
the position, leaving the responsibilities of the position for the Director to shoulder in the
interim. These include: administration of the PVNET agreement; day-to-day provision of IT
services to City staff and the public; ongoing maintenance and support of systems
including automated permitting and recreation systems, financial management systems,
GIS; network computer system and hardware; telephone system; document imaging
system; and all hardware and software necessary to operate the IT systems (NexLevel
RPV IT Structure report, page 23). With the position unfilled since 2009, progress has
been delayed with important initiatives, including the competitive process directed by the
City Council, the necessary replacement of the citywide financial accounting and permitting
systems, as well as the acquisition of a work order and maintenance tracking system in
Public Works. ·
As a part of the October 2, 2012 staff report and presentation of the IT analysis by
NexLevel, a Councilmember asked about retaining an Information Technology contractor to
manage the PVNET contract. Potential positives and negatives for both an internal
employee and a contract agency were discussed. Chief among the concerns for an
external contract include: Cal Pers disallowing long-term employees under the control and
direction of staff to not be considered agency employees, the potential lack of
responsiveness inherent in a contracting relationship, and the loss of continuity and
consistency in personnel likely to occur in a contracting relationship.
As Council is aware, the City's technology needs are complex and sophisticated.
Implementing a divisional manager range for the Information Technology Manager will
allow for the City to attract and retain the most qualified candidate possible, ensuring the
high priority IT tasks on the horizon are managed effectively and efficiently.
Maintenance Worker I. Public Works:
For over a decade staffing levels in the Public Works' Maintenance Division have remained
unchanged with only three positions: Maintenance Superintendent, Lead Worker, and
Maintenance Worker II (see Attachment B).
The maintenance division is responsible for the maintenance and operation of 14 parks
and 6 public building facilities; 141 road miles (105 miles of local streets and 37 miles of
arterials); 22 controlled intersections; minor electrical, HVAC, plumbing, safety, facility
services and work order requests for approximately 42,000 residents and all staff; set up
and break down for all public events and forums such as Council and Commission
meetings; fleet maintenance; responding to grinder pump issues, emergency calls, traffic
accidents, sewer overflows and inclement weather issues; and coordinate special events
logistics.
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Staffing Level Authorization
March 18, 2014
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Council will recall the extensive efforts expended over the last several decades in terms of
open space and land acquisition undertaken in the City. While the base acreage of City-
owned land has increased by approximately 920 additional acres of open space, and
approximately 22 additional acres of park land for a cumulative current total of
approximately 1,400 total acres of open space, approximately 153 total acres of park land,
and approximately 31 miles of improved open space and wilderness trails.
In FY12-13, staff completed 1,378 work orders. From the start of FY13-14 to current there
have already been 1,300 work orders completed. Of this year's work orders, anecdotally
approximately 25% have been dealt with as emergency I safety I hazardous conditions
requests, with a further 10% of those requests requiring an immediate response from in-
house maintenance personnel. The net effect of this tremendous influx of work orders is
that ordinary and preventative maintenance work is postponed at the expense of putting
out maintenance 'fires'. Insufficient maintenance staffing levels have led to an inability to
complete budgeted maintenance activities. Over the past ten fiscal years, the City has
underspent the building and parks/open space maintenance budgets by an average of
$283,391 each year.
The result of the flat staffing level has been a steady erosion in the capacity and manpower
to effectively provide maintenance and preventative maintenance service of the open
space lands, park lands, and City grounds to the level expected by the community. After
the recruitment last fall of a new Maintenance Superintendent, an assessment of the
service levels available in the field revealed that to exert greater oversight to City
contractors and perform day-to-day labor of maintaining City facilities, open space areas,
and the trail system that an additional staff member is needed.
A major factor to consider in the higher rates of work orders generated is the condition of
the City's infrastructure and facilities. As buildings, parks, and other infrastructure age, the
ongoing maintenance required to ensure the safety and usability of the facilities will
increase greatly. Furthermore, departmental personnel must manage the work of all
contractors and be on-call to perform the maintenance tasks that are more economical to
perform with in-house personnel. It is recommended therefore that the position of
Maintenance Worker I be approved for inclusion in the FY14-15 budget as it will improve
the enforcement of current and future maintenance contracts, thereby providing improved
compliance with environmental regulations, service standards, and safety.
Permit Technician, Community Development:
Council may recall the temporary abeyance of a Building Inspector in FY11/12. Given the
downturn in revenue received via permit issuance and subsequent inspections during the
Great Recession, the City laid off its second Building Inspector. Although the City realized
some cost-savings through this lay-off, customer service suffered due to the loss of the
additional personnel. Upon realizing the need to bridge the inspection gap, staff authorized
one Permit Technician to subsume Building Inspection duties into his regular work
program, with costs minimized through acting-status pay. In 2013, this employee was
permanently promoted to the position of Building Inspector. While the temporary staffing
reduction was managed by remaining staff, the increases in permitting activity since FY11-
12 necessitate a return to full staffing. The City now maintains two full-time Building
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Staffing Level Authorization
March 18, 2014
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Inspectors to provide inspection services throughout the City, but is in need of returning the
Permit Technician staffing to the previous level of two Technicians.
Given the increased demand for building permit inspections, the City's inspectors are out in
the field for most of the day. This leaves the City's sole Permit Technician as the only
person able to assist the public and issue permits at the public counter. In multiple
instances, situations have arisen resulting in serious customer delays and even the
cessation of counter services because the second Permit Technician position is unfilled. It
has become evident that leaving this position unfilled will continue to cause negative
results including significant delays, impaired customer service, or front counter closures.
Existing staff have worked tirelessly to ensure quality service levels are maintained. That
being said, current staffing levels are insufficient to meet current work demands.
Alternatively, if the additional staffing is not approved, the Department may have to initiate
staffing decisions that would negatively impact customer service levels, e.g. closing front
counter hours to permit issuance in the afternoons as personnel are required to spend
greater amounts of time catching up on paperwork and out in the field.
From a revenue low of approximately $2.58 million in FY09/10 to a high of approximately
$2.93 million in FY12/13, there has been a consistent upward trend in permits issued,
inspections conducted, and revenue generated (see Attachment C). Current projections
forthe remainder of FY13/14 and into FY14/15 reveal a continuance of that growth. As the
economy has improved, the Community Development Department has observed an
increase in permit issuance. This expected increase in revenue reflects the general trend
of a broader improved economy and rebound of the real estate industry. Along with
increases in permits, plan checks, and inspection activity levels, staffing responsibilities
include fielding 30-80 calls and 10-30 visitors at the front counter each business day. The
Permit Technician is a front line position that if not staffed, impacts customers and other
staff positions. In order to maintain the service levels expected by the community, staff
recommends re-funding the authorized Permit Technician in FY14-15.
Planning Technician , Community Development:
Within the Community Development Department's Planning Division, the positions of
Associate Planner, Assistant Planner and Planning Technician are the "front line" Staff that
daily assist customers with their questions at the front counter, on the telephone, and via
email. In the past, the City's Planning Technician position typically is the first planner in
line to assist customers with their questions while also being responsible for processing
"over-the-counter" administrative planning applications, as well as some other minor
administrative duties. Also, in the past, the Associate and Assistant Planner positions have
typically been tasked with the processing of the City's current planning applications that
require discretionary review through the Director, Planning Commission, and/or City
Council on appeal. Further, when the front counter/telephone duties become too busy for
the Planning Technician, an assigned back-up Associate or Assistant Planner will step in to
ensure continuity in providing good customer service.
The Planning Technician position was created to improve customer service by allowing the
Associate and Assistant Planners time away from the front counter to process the many
discretionary planning applications that the City was receiving. As a result of the Great
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Staffing Level Authorization
March 18, 2014
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Recession, the Department started to see a downturn in planning activity starting in FY 09-
10, and decreasing further in FY 10-11and11-12. In response, the Department acted by
reassiging an Associate Planner position (employee was re-assigned to the City Manager's
office to fill a vacant position) in August 2011. Upon receiving the Planning Technician's
letter of resignation in December 2011, the Department decided not to re-fill that position
due to the diminished work load.
As such, since December 2011, the Planning Division has been operating without one of
the Associate Planner positions and a Planning Technician. Planning activity in FY09-10
represented 479 applications, dropping off to 401 in FY10-11. However, starting in FY12-
13, the Department saw a substantial increase in planning permit activity (FY12-13 = 485
applications) as compared to the prior year (FY11-12 = 410 applications). Projections for
this current Fiscal Year show a larger increase (530 anticipated applications) when
compared to FY11-12 (410 applications). Staff expects that with the improving economy,
an upward trend in application submittals will continue (see Attachment D). That being
said, current staff levels are insufficient to support the continued increase in workload and
may lead to a decrease in service level to the public and potentially necessitate limiting
counter hours to ensure promised delivery levels of two weeks for initial submittals and one
week for subsequent submittals continues to be maintained. According to the National
Association of Counties (NACO.org -Trends Analysis Paper Series, Issue I, 2014), the
housing market (and consequently, Building, Planning, and Permitting functions) has
recovered to levels not seen since prior to the Great Recession's beginning in 2007/08.
Staff recommends that the Planning Technician position be funded for Fiscal Year 14-15.
Administrative Staff Assistant. Recreation and Parks :
The staffing of the Administrative Staff Assistant position in the Recreation and Parks
Department has been pending due to the recruitments for the Recreation and Parks
Director and Recreation Services Manager positions. While the Director position was filled
in August 2013, the Recreation Services Manager position was only recently filled. As the
Administrative Staff Assistant position is integral in providing administrative support to both
the Director and Recreation Services Manager, it was imperative to have those positions
filled prior to the recruitment for the administrative employee.
Administrative support for the Recreation and Parks has been deficient by two full-time
employees since implementing the Matrix staffing recommendation moved one Senior
Administrative Analyst from Recreation and Parks into the City Manager's Office in order to
fully staff the City's Emergency Services division, and the departure of the most recent
incumbent Administrative Staff Assistant in 2011. The Administrative Staff Assistant is a
key position responsible for the analysis and tracking of overall Recreation and Parks fees,
program inventory, policy updates, and needs assessments. Additionally, the
Administrative Staff Assistant's duties will include identification and preparation of grant
applications and award applications, and functions as the lead staff in the organization and
tracking of the day-to-day administrative responsibilities of the Department. Further, the
new Volunteer Program that is currently in development necessitates additional facilitation
with the community, potential sponsors, and willing participants. The Administrative Staff
Assistant provides support to the Department in all areas of administration and customer
service.
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Staffing Level Authorization
March 18 , 2014
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The functions associated with this position are currently being partially fulfilled by multiple
part-time staff pulled from parks facilities. As recreation and parks interest has soared over
the last several years via increased visitors to City facilities, trails, and activities, part-time
personnel have been unavailable to cover the increased staffing requirements.
Compounded with the lack of a full-time administrative employee in the Department, parks
needs have been compromised due to the necessary use of multiple part-time personnel in
an administrative capacity. In addition, an effect of the implementation of the Affordable
Care Act is that the City will be required to offer health insurance to these multiple part-time
employees as they work more than 30 hours per week, beginning in 2015. Approving
funding for this previously authorized position will allow Recreation and Parks staff greater
ability to accomplish administrative functions while providing continuity and consistency in
administrative support, as well as allowing part-time parks personnel to rejoin parks-
specific work needs, including daily operations at the park sites, assisting with rentals and
special events, and staffing film shoots on City property. Additional benefits of having filled
the two management positions first include cost savings in salary for three quarters of
Fiscal Year 2013/14 .
Principal Civil Engineer. Public Works :
With the appointment of the new Director of Public Works and the successful completion
earlier this month of an internal recruitment for the Deputy Director of Public Works, certain
organizational features of the Department are being considered to ensure a strong and
stable Department. Three discipline areas are being created (maintenance,
administration, and engineering -as shown on the proposed organization chart, see
Attachment B) in order to allow Public Works to better serve and respond to City Council
and community needs , project delivery, and organizational development. With the
Director focusing on City Council Goals and the Infrastructure Management Plan, and the
Deputy Director assisting with those tasks and training, customer service, budget, and civic
engagement, it is recommended to establish new the position of Principal Civil Engineer to
be the technical leader for the Department.
The position of Principal Civil Engineer (see Attachment E) will manage and lead the
Senior Engineers and their staff in the development and delivery of the Capital
Improvement Program . The Principal Civil Engineer will represent Public Works in
engineering matters inside the organization and to outside agencies such as Caltrans and
the County of Los Angeles. In addition to managing the design and construction of projects
assigned to the Principal Civil Engineer (including solutions to the landslides in the
Portuguese Bend and Abalone Cove areas), the role will also be responsible for the timely
review and processing of private development projects and oversee the conformance to
and implementation of engineering standards for all capital improvement and maintenance
projects. As a management employee, the Principal Civil Engineer will be exempt from the
Fair Labor Standards Act (FLSA) of 1938. With the draft FY14/15 budget, staff would
include proposed funding for 1 Principal Civil Engineer and 2 Senior Civil Engineers (3
Senior Civil Engineers are currently funded). The fiscal impact of that funding change is
noted in the table below.
The formation of a Principal Civil Engineer-led engineering team increases professional
4-7
Staffing Level Authorization
March 18, 2014
Page 8 of 9
and technical unity and creates a career path for the engineering professionals in the
Department, thereby improving employee retention and forging a stronger Public Works
team. This position is requested to be funded at the divisional manager level with a salary
range from $84,809 to $143,593, with the career path moving from Assistant Engineer to
Associate Engineer, from Associate Engineer to Senior Engineer, from Senior Engineer to
Principal Engineer, and from Principal Engineer to Deputy Director or Director of Public
Works. With these benefits and advantages, creating a new Principal Civil Engineer
position is requested in FY14-15.
Fiscal Year 14-15 Recruitment Schedule:
The table in the Fiscal Impact section listed below details the phased recruitment schedule.
Human Resources anticipates beginning the recruitment process for the Maintenance
Worker I as soon as possible in order to ensure timely delivery of work order needs, with
anticipated start date for this recruit in early July 2014. Likewise, the Permit Technician
recruitment is a high priority for maintaining expected service levels. Staff expects to have
an employee on-boarded within the first quarter of FY14-15. The Planning Technician and
Administrative Staff Assistant positions may have recruitments begun once the Information
Technology Manager, Maintenance Worker I and Permit Technician positions are filled,
with recruitments anticipated to begin in the second quarter of FY14-15. Finally, the
recruitment for the Principal Civil Engineer would be conducted during late in the second
quarter of FY14-15, with a personnel selection anticipated by the end of the calendar year
2014.
FISCAL IMPACT
While the benefit ratio calculated for FY13/14 was set at an average of 33%, the cost
savings realized through addition of employees in Tiers 2 and 3 has resulted in a reduction
of the benefit supposition for FY 14/15 to approximately 27%. Funding costs noted below
are approximations dependent upon position prioritization, recruitment timelines, and
staffing needs.
Salary Range
Midpoint/ Benefits Annualized FY14-15
Midpoint of
Position Range Increase 27% Totals Impact
Maintenance Worker I 46,452 12,542 58,993 58,993
Permit Technician 58,294 15,739 74,033 74,033
Planning Technician 50,710 13,692 64,401 32,201
Administrative Staff Assistant 58, 195 15,713 73,908 36,954
Information Technology
Manager 23,911 6,456 30,366 30,366
Principal Civil Engineer 8,934 2,412 11,346 5,673
Totals 246,494 66,553 313,047 238,220
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Staffing Level Authorization
March 18, 2014
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CONCLUSION :
Amending the salary range for the Information Technology Manager in order to ensure a
quality candidate is hired is essential. Additional requests are imperative to put 'boots on
the ground' and maintain expected service standards for the community. Staff believes
prioritizing retaining and recruiting employees in this manner, positions the City to most
successfully achieve Council goals and direction. The recommendations made by Staff
would place the total authorized positions for the City at 61 for FY14 -15 (see Attachment
F). The additional positions will afford the residents of Rancho Palos Verdes increased
customer service and the ability of Staff to more efficiently complete City Council
objectives. A decision to not fund the requested positions, combined with the increased
levels of employee turnover currently being experience with the City, may result in
reductions of service levels to the community .
Attachments :
• A -Planning Activity Chart
• B -Public Works Proposed Organizational Chart
• C -Building Revenue and Activity Chart
• D -Salary Range Resolution and Exhibit
• E -Principal Civil Engineer Job Specification
• F -FY14-15 Chart of Full-Time Authorized Positions
4-9
FY 01-02
FY 02-03
FY 03-04
FY 04-05
FY 05-06
FY 06-07
FY 07-08
FY 08-09
FY 09-10
FY 10-11
FY 11-12
FY 12-13
FY 13-14
1800
1600 .,
"C 1400
Cl> > ·a; 1200
(.)
Cl> a:: 1000 _,
tn
Cl>
tn 800 <II
0 .... 600 0
0 z 400
200
0
Planning Building
563 1467
643 1548
707 1673
682 1465
690 1562
614 1546
643 1695
579 1430
479 1268
401 1452
410 1412
485 1434
530 1493
Code Enforcement
347
378
444
373
278
327
255
377
325
333
326
318
383
ATTACHMENT A
View
N/A
N/A
N/A
N/A
13
50
33
56
33
67
75
59
63
NOTES :
Planning case data for FY 01-02 only
covers the period from 8/1/01 to 6/30/02
View case data for FY 05-06 only
covers the period from 1 /1 /06 to 6/30/06
Data for FY 13-14 extrapolated
from available data on 3/1/14
Community Development Case Activity Trends
FY01-FY02-FY03-FY04-FY05-FY06-FY07-FY08-FY09-FY10-FY11-FY12-FY13-
02 03 04 05 06 07 08 09 10 11 12 13 14
Fiscal Year
-Planning
-Building
-code Enforcement
-view
4-10
NO . REVISIONS DATE
tiQill
1. One Sr. Engineer position would be defunded.
2. Position reports to the Sr. Engineers on a job rotation basis.
Maintenance
Superintendent
Lead
Worker
Maintenance
Worker II
Mointenonce
Worker I
(NEW)
ATTACHMENT B
I
Director of
Public Works
Deputy
Director of
Public Works
Sr. Admin.
Analyst
I
Admin. Stoff
Assistant
I
I
Permit
Technician
Sr. Admin.
Analyst
PW Intern
PROPOSED ORGANIZATION
17 REGULAR EMPLOYEES
Maintenance Sr. Admin AnoJyst
Supe.rimendent (Solid Waste)
lead Worker Admin. Staff
Aul.
I Maint. Worker 11 j
Di(."of
Public Works
Oepuiy Dir. o
Public Works
I
Sr. Admin Anatyst Sf. Engineer Sr. Engineer
(Fonance, Budget) (Weter Quality) (Faci l ~ie.•)
I Assoc.. Engine.er I I Assoc.. Engineer ] Auoc. Engineer
I I Pen.it ~ I Asst. Engineer2 Tedmician
I PW lntern2 ]
Current Organization - 1 6 Regular Employees
Sr. Engineer
Associate
Engineer
I
Principal Civil
Engineer'
(NEW}
Associate
Engineer
Sr. Engineer
Associate
Engineer
! I :
L·---·-----·--i-----------_i
Assistant
Engineer2
L Public Works Department
PROJECT
309-40 Hawthorn• Blvd
RanOio Palos V.rd9', CA
310544-!i252
PROPOSED PUBLIC WORKS DEPT.
SCAl.E None DATE March 2014 SH EET 1 OF ~' -
4-11
ATTACHMENT C
BUILDING & SAFETY ACTIVITY SUMMARIES
Fiscal Yearr s) 07/08 08/09
New Cases 1,050 1,430
Permits Iss 1,032 1,388
NewPlnChks 156 227
New SFRs 24 12
Total lnsp's 5,481 7,645
Av~Dailvnsp 33 29
Permit Fees $537,249 $809,100
PlanChkFees $254,631 $330,733
OtherFees $1,955,340 $1,373,253
9,000 ....-------------
8,000 -1--------------
::::: I Z ~ )l( JK
5,000 -i-------------
4,000 +--------------
~New Cases
-Permits Iss
09/10 10/11
1,270 1,451
1,244 1,432
155 161
4 17
6,796 6,415
26 25
$882,033 $928,659
$303,013 $304,522
$1,395,426 $1,423,275
$2,500,000
$2,000,000
$1,500,000
$1,000,000
$500,000
11/12
1,412
1,387
163
17
6,734
25
$950,883
$243,870
$1,357,289
3,000 ..,_____ ___________ _
-&-N ewPlnChks
~NewSFRs
~Total Insp's
-AvgDailynsp
• • • • • •
2.000 E
1,000 ~-~· ~~· ~~~
0 ••:GH*lfQ:~
07 /08 08/09 09/10 10/1111/12 12/13
...,_r:::::i ....,,....,, ~
r:::::,o,\ ...,_r:::::,\ ...,_....,,\
$0
<..~ r:::::,CO r:::::i°'
4..e,,'?> ~\ ~\ ~ \::)
c.,'b' ~,.,
12/13
1,434
1,403
268
12
6,843
27
$1,054,397
$307,713
$1,571,593
~Permit Fees
-PlanChkFees
....,_Other Fees
4-12
ATTACHMENT D
RESOLUTION NO. 2014-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO
PALOS VERDES REVISING THE SALARY AND HOURLY SCHEDULE
FOR THE COMPETITIVE, MANAGEMENT AND PART-TIME
POSITIONS, BY AMENDING THE INFORMATION TECHNOLOGY
MANAGER SALARY RANGE, ADDING THE TITLE OF INFORMATION
TECHNOLOGY MANAGER, ADDING THE TITLE OF PRINCIPAL CIVIL
ENGINEER, AND RESCINDING RESOLUTION NO. 2013-79.
WHEREAS, on December 3, 2013 the City Council adopted Resolution
No. 2013-79 revising salary and hourly ranges for all competitive, management
and part-time employee job classifications; and,
WHEREAS, the position of Information Technology Manager was
authorized by City Council direction on May 7, 2013; and,
WHEREAS, the salary range for the Information Technology Manager
should be set at the divisional manager level of $84,809 to $143,592; and,
WHEREAS, operational considerations warrant the creation of a Principal
Civil Engineer set at the divisional manager level of $84,809 to $143,592.
NOW, THEREFORE THE CITY COUNCIL OF THE CITY OF RANCHO
PALOS VERDES DOES HEREBY FIND, DETERMINE AND RESOLVE AS
FOLLOWS:
Section 1: The salary and hourly ranges for City job classifications as set
forth in Exhibit "A", and a monthly car allowance for certain job classifications as
set forth in Exhibit "B", which are attached hereto and incorporated herein by this
reference, are adopted and are effective as of March 18, 2014.
Section 2: Resolution No. 2013-79 is hereby rescinded and replaced by
this resolution.
PASSED , APPROVED and ADOPTED this 181h day of March, 2014.
Mayor
Attest:
City Clerk
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss
CITY OF RANCHO PALOS VERDES )
4-13
ATTACHMENT D
I, Carla Morreale, City Clerk of the City of Rancho Palos Verdes, hereby
certify that the above Resolution No. 2014-_ was duly and regularly passed and
adopted by the said City Council at a regular meeting thereof held on March 18,
2014.
City Clerk
4-14
ATTACHMENT D-1
Salary and Hourly Schedule for the Resolution No . 2014-
Competitive, Management and Part-Time Positions Exhibit A
1 of 1
Monthl~ Sala!Jl Annual §ala!Jl Houri~ Sala~
BOTTOM TO TOP BOTTOM TO TOP BOTTOM TO TOP
COMPETITIVE POSITIONS
Finance & Information Technology:
Accounting Manager 7,163 --9,303 85,960 --111,642 41.33 --53.67
Senior Accountant 6,073 --7,888 72,881 --94,662 35.04 --45.51
Accountant 5,521 --7, 171 66,255 --86 ,052 31.85 --41 .37
Senior Account Technician 4,787 --6 ,218 57,439 --74 ,620 27.61 --35 .88
Account Technician 4,274 --5,552 51,285 --66,625 24.66 --32.03
Account Clerk 3,776 --4,902 45,307 --58,823 21.78 --28.28
Senior Information Technician 6,547 --8 ,501 78,567 --102,014 37 .77 --49.05
City Clerk:
Deputy City Clerk 4,985 --6,476 59,815 --77,708 28.76 --37.36
Community Development:
Principal Planner 7 ,329 --9 ,517 87 ,943 --114 ,207 42 .28 --54 .91
Senior Planner 6,543 --8,498 78 ,514 --101 ,975 37 .75 --49.03
Associate Planner 5,842 --7,588 70,104 --91,051 33.70 --43.77
Assistant Planner 5, 141 --6,677 61,693 --80, 128 29.66 --38.52
Planning Technician 3 ,678 --4,774 44, 130 --57,289 21.22 --27.54
Building Inspector II 5,552 -- 7 ,211 66 ,625 --86,528 32 .03 --41 .60
Building Inspector I 4,958 --6,437 59 ,497 --77,245 28 .60 --37 .14
Permit Technician 4,227 --5,488 50,729 --65,858 24.39 --31.66
Senior Code Enforcement Officer 5,516 --7 ,163 66 , 189 --85 ,960 31.82 --41.33
Code Enforcement Officer 4 ,925 --6,396 59, 101 --76,755 28.41 --36 .90
Public Works :
Maintenance Superintendent 6,685 --8,682 80,220 --104,183 38 .57 --50.09
Senior Engineer 7,633 --9 ,912 91,593 --118,942 44.04 --57.18
Associate Engineer 6,815 --8,849 81,781 --106,193 39 .32 --51 .05
Ass istant Engineer 6 ,133 --7,965 73,595 --95 ,574 35 .38 --45 .95
Engineering Technician 4,675 --6,071 56,099 --72,854 26 .97 --35.03
Traffic Engineering Technician 4,675 --6,071 56 ,099 --72,854 26 .97 --35.03
Lead Worker 4 ,085 --5,306 49 ,024 --63,676 23.57 --30 .61
Maintenance Worker 3, 127 -- 4 ,615 37 ,518 --55,385 18.04 --26.63
Permit Clerk 3,704 --4,810 44,448 --57,725 21 .37 --27.75
Open Space & Trails Manager 6,543 --8,498 78,514 --101,975 37 .75 --49.03
Parks & Recreation:
Recreation Program Supervisor 5 ,247 --6,814 62,962 --81,768 30.27 --39.31
Recreation Services Manager 6,148 --7,982 73,780 --95,786 35.47 --46.05
Support:
Senior Administrative Analyst 6 ,330 --8,220 75,962 --98,672 36.52 --47.44
Administrative Analyst II 4 ,886 --7,341 58,638 --88,089 28.19 --42.35
Administrative Analyst II (Records Management) 4,886 --7 ,341 58 ,638 --88,089 28 .19 --42.35
Administrative Analyst 4,886 --6,346 58,638 --76,147 28.19 --36.61
Executive Staff Assistant 4,979 --6,468 59,749 --77 ,615 28 .73 --37.31
Administrative Staff Assistant 4,220 --5,479 50 ,637 --65,753 24 .34 --31 .61
Staff Assistant II 3,674 --4,772 44,091 --57,262 21 .20 --27 .53
Staff Assistant I 3,232 --4,199 38,788 --50,389 18.65 --24.23
MANAGEMENT POSITIONS
City Manager• 16 ,672 --16 ,672 200 ,063 --200,063
Deputy City Mrnager 8,598 --14,608 103,178 --175,292
Director of Community Development 8,598 --14 ,608 103, 178 --175,292
Director of Finance & Information Technology 8,598 --14,608 103, 178 --175,292
Director of Public Works 8,598 --14,608 103,178 --175 ,292
Director of Parks & Recreation 8,598 --14,608 103, 178 --175,292
Deputy Director of Community Development 7,548 --12,780 90 ,575 --153,365
Deputy Director of Finance & Information Technolog· 7 ,548 --12,780 90 ,575 --153 ,365
Deputy Director of Public Works 7,548 --12,780 90 ,575 --153,365
Human Resources Manager 7,548 --12,780 90 ,575 --153,365
Building Official 7,067 --11,966 84 ,809 --143,593
City Clerk 7,067 --11 ,966 84 ,809 --143,593
Information Technology Manager 7 ,067 --11 ,966 84 ,809 --143 ,593
Principa l Civil Engineer 7,067 --11,966 84 ,809 --143 ,593
Assistant to the City Manager 7,090 --9,207 85 ,077 --110,479
• The City Manager pay is set by contract adopted by the City Council
As of March 18, 2014
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PART-TIME POSITIONS
ATTACHMENT D-1
Salary and Hourly Schedule for the
Competitive, Management and Part-Time Positions
Hourly Rates
BOTTOM TO TOP
Administrative/Public Works/Cable Intern 11 .36 --27.37
Television Producer
Park Ranger
Permit Clerk
Recreation Leader
Recreation Leader II
Recreation Specialist
Staff Assistant I
Staff Assistant II
15 .15 --30 .30
15.72 --20.41
19.93 --25 .89
10.07 --13.07
11.44 --14.85
15.72 --20.41
17.54 --22. 78
19.93 --25 .89
Resolution No . 2014-.
Exhibit A
2 of 2
As of March 18, 2014
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POSITION
Deputy City Manager
ATTACHMENT D-2
SCHEDULE
FOR AUTO ALLOWANCES
MONTHLY AMOUNT
150
Director of Finance & Information Technology 150
Director of Community Development 150
Director of Public Works 150
Director of Parks & Recreation 150
Exhibit B
4-17
ATTACHMENT E
City of Rancho Palos Verdes
March 2014 CLASS NO : XXXX
PRINCIPAL CIVIL ENGINEER
DEFINITION
Under general direction of the Director of Public Works, the Principal Civil
Engineer is responsible for the administrative, supervisory, and investigative
work of the City of Rancho Palos Verdes Public Works Department, Engineering
Division . Position performs professional engineering work in the field and office;
and manages the supervision of senior engineers, associate engineers, assistant
engineers, inspectors, consultants, contractors, support staff, and other related
personnel engaged in Public Works projects . Position is exempt from coverage
under the Fair Labor Standards Act, and is a member of the Unclassified Service .
This is a management-class position, with direct supervision provided by the
department director.
DISTINGUISHING CHARACTERISTICS
This is a mastery level class within the professional engineering series. Position
status is equivalent to a departmental Deputy Director level. Employees in this
class are distinguished from the Senior Civil Engineer in that the latter performs
less complex engineering projects and is less responsible for the overall
management of the department.
EXAMPLES OF DUTIES
The duties listed below are examples of the work typically performed by employees in this class. An
employee may not be assigned all duties listed and may be assigned duties that are not listed below.
The essential functions of the Principal Civil Engineer may vary depending upon
assignment, and may include: Reviewing and I or preparing plans, specifications,
cost estimates , reports, correspondence, plats, petitions, diagrams, profiles and
cross-sections, and project submittals for public improvement projects; Utilizing
advanced engineering mathematics to make accurate and complete
computations and studies to determine appropriate capacities , stresses ,
construction material requirements, grades, drainage, and traffic requirements;
Providing engineering support to maintenance staff and other departments;
Acting on behalf of the City in meeting with and resolving engineering problems
with project contractors, private engineers, property owners, the public, and
developers; Researching, preparing, and presenting detailed reports on
engineering related subjects; making field visits to verify conditions; conferring
with other City officials to verify research information and decisions; and applying
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ATTACHMENT E
engineering principles and procedures to analyze data and develop
recommendations; Attending meetings; participating in studies with other City
departments or outside agencies; and providing technical assistance as directed;
Reviewing and recommending modifications or approval of proposed public
facilities within subdivision developments; Coordinating or supervising consultant
services and evaluating and reviewing consultant work to assure conformance
with contract specifications and City and State requirements; Managing
department, multi-departmental, and I or multi-agency studies to provide project
engineering analysis and input; conducting detailed research, preparing
extensive written reports , and participating in meetings to explain findings and
recommendations, and to explain and implement the City's position on
Engineering and related matters; may provide staff support to citizen advisory
committees; Preparing and checking legal descriptions ; Preparing or assisting
with the preparation of Requests for Proposals; Reviewing and approving
invoices for payment ; Inputting database information ; Participating in
departmental goal setting, staff performance evaluations ; and providing training
to departmental staff; Independently generating correspondences, memoranda,
reports, and studies associated with the tasks above; Preparing the departmental
budget; Leading program development and management of specific assigned
program areas; Analyzing and resolving problems to ensure compliance with
regulatory performance standards and specifications; Verifying quantities,
dimensions, safety requirements, and quality of work for engineering projects;
Preparing a wide variety of bid documents, and reviewing and analyzing bids;
Processing encroachment permit applications ; Developing and implementing
construction standards, specifications, and engineering design criteria for City
infrastructure; Projecting a broad plan of public works improvements; Selecting,
training, supervising, and directing the work of subordinates, and consistently
applying policies and procedures in an equitable manner; Managing employees,
confidential assignments , discipline , and performance appraisals ; Managing
enhancement of employee performance through establishment and
communication of clear expectations, and evaluating performance in a timely,
fair, and professional manner; Performing additional tasks and duties as
assigned by the department director; and may serve as acting Director in the
absence of the Director of Public Works.
MINIMUM QUALIFICATIONS
Knowledge of: Expert knowledge of standard engineering concepts and
practices as they apply to private construction activity and public capital
improvement and maintenance projects. Techniques and methods utilized in
engineering plan review of complex private development projects and public
capital improvement and maintenance projects. Modern developments in current
literature concerning, and sources of information regarding, public sector civil
engineering . Knowledge of the Subdivision Map Act and engineering calculation
methods and techniques. Organization, structure, operations of; and legal
4-19
ATTACHMENT E
authority for municipal government in California. Familiarity with Public Works
contracting code requirements for the State of California. Techniques used in
effective interpersonal communication. Materials, equipment, regulations,
principles, procedures and/or practices necessary to perform required duties
including but not limited to: applicable safety and health regulations; Advanced
administrative, supervisory and management principles and application, including
goal setting, program development, implementation and evaluation, project
management, and supervision of staff both directly and via subordinate levels of
supervision; correct English usage, spelling, grammar and punctuation. Expert
knowledge of methods, materials, and techniques used in the construction of
public works projects, including water and wastewater systems, stormwater,
streets, parks, City facilities, and traffic systems design; Working understanding
of Geographic Information Systems (GIS) programs.
Skill in: Performing professional civil engineering duties including but not limited
to: the development of, checking, compiling, and application of field data used in
the layout and construction of streets, roads, curbs, sidewalks, subdivisions,
sewers, storm drains, and other projects as a primary duty; supervising and
training personnel and advising superiors on appointments, evaluations and
disciplinary actions; participating in budget preparation and administration;
participating in the design of public works improvements and construction;
preparing plans, profiles and cross-sections; performing engineering analyses
and calculations such as those required to determine horizontal and vertical
alignment, tentative grades, as well as curve computations; conferring with the
public, contractors and developers to provide information and assistance in
complying with engineering rules and requirements; preparing and checking legal
descriptions for deeds, easements and rights-of-way; participating in the
acquisition of rights-of-way and establishment, management and administration
of improvement districts by conducting interviews with property owners and
coordinating right-of-way acquisition activities with the State and County; acting
as chief of survey party or as resident engineer for construction projects as
required; preparing correspondence and reports, and maintaining records;
operating motor vehicle while performing various duties that include conducting
field inspections and other travel to and from assignments.
Ability to: Work in a team environment. Communicate ideas and concepts
effectively . Review and coordinate the preparation of engineering plans,
designs, specifications, and estimates. Independently review maps and plans to
determine specific conformance with engineering standards and Federal, State,
and City requirements. Conduct a variety of types of research, including field
research, and prepare and present logical, objective, and concise or detailed
memoranda, correspondence, and staff reports. Read, comprehend, interpret,
and apply laws, ordinances, codes , specifications, policies, and regulations in the
preparation of written reports and in oral communications with the public, the
development community, and other employees of the City. Establish and
maintain effective and professional relationships with the public, departmental
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ATTACHMENT E
clients, professionals in other jurisdictions , co-workers, and other City staff.
Serve as a technical resource and adviser to assist in facilitating identification of
solutions. Evaluate field conditions to determine appropriate engineering or
construction methods, and develop and recommend alternative engineering or
construction methods. Compute, interpret, and apply complex engineering
formulae, and apply and analyze principles of hydraulics, mechanics, capacities,
and stress. Direct the work of others. Follow oral and written instructions and
apply reasoned judgment when new circumstances warrant deviation from
established circumstances. Deliver prepared oral presentations to governmental
bodies and public groups, and respond appropriately to questions . Satisfactorily
perform required duties; learn and apply the principles and practices of effective
supervision, training and performance evaluation, budget preparation and
administration; communicate effectively in writing and orally; reason logically and
creatively ; demonstrate initiative; and work independently and on project matrix
teams . Provide effective leadership to accomplish administrative objectives of
the Director of Public Works and City Manager, and policy goals of the City
Council ; Provide effective leadership , direction , supervision , training , coaching ,
team-building, evaluation, safety, and support for employees; Provide effective
fiscal management, preparation and administration of operating and capital
improvement program project budgets , cost containment, safeguarding of assets ,
improvement of productivity, and accurate reporting of financial conditions; and
legally operate a motor vehicle in the State of California .
EXPERIENCE: The City uses the experience and education described below as
general guidelines to evaluate compliance with the qualifications described
above. Comparable experience and education is acceptable for meeting the
position's minimum qualifications. Specified licenses, certificates, and
registrations must be held and maintained.
Education and Experience: Bachelor's degree in construction management, civil
engineering, architecture, or a closely related field from an accredited college or
university and five years of verifiable professional and civil engineering
experience (with at least three years of direct supervisory responsibility) is
required .
Licenses, Certificates. and Registrations: Possession of a current Certificate of
Registration as a civil engineer in the State of California is required. Possess a
valid Class C California Driver's License .
SPECIAL REQUIREMENTS
Possession of valid Class "C" California Driver's License, in accordance with
ADA regulations , is a condition of employment for those appointed to this class.
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ATTACHMENT E
PHYSICAL DEMANDS
Strength, dexterity, coordination and vision to use a keyboard and video display
terminal for long periods of time . Hearing and speaking ability to communicate
clearly on the telephone and at a public counter. Dexterity and coordination to
handle files and single pieces of paper; occasional lifting of objects weighing up
to 25 lbs . such as files, stacks of papers, reference and other materials. Moving
from place to place within an office; some reaching for items above and below
desk level. Ability to walk on uneven and/or unpaved ground in the field and at
construction sites including areas of land zoned as open space hazard areas to
perform investigations, take and record measurements and perform inspections.
WORKING CONDITIONS
Generally clean work environment with limited exposure to conditions such as
dust, fumes, odors, or noise. Video display terminal is used on a daily basis.
Periodic contact with angry and upset individuals, frequent interruptions of
planned work activities by telephone calls, office visitors and response to
unplanned events. Some work in the field or at construction sites will be
required .
SELECTION PROCESS
The selection process may include one or more of the following: application
review and evaluation, performance test, written test, and/or oral interview
examination. Questions asked during the selection process are based on the
knowledge and abilities required to successfully perform the job. If you have a
disability that requires accommodation during the selection process, please notify
Human Resources at least 24 hours prior to the first phase of the selection
process. The successful candidate will be required to take and pass a post-offer
medical examination, including drug screening, by a City physician to ensure
their physical suitability to perform assigned duties. In addition, the City of
Rancho Palos Verdes conducts a thorough background investigation prior to
appointment. This recruitment will establish an eligibility list that may be used to
fill future vacancies in this classification.
The City of Rancho Palos Verdes is an Equal Opportunity Employer. In
compliance with the Americans with Disabilities Act, the City will provide
reasonable accommodations to qualified individuals with disabilities and
encourages both prospective and current employees to discuss potential
accommodations with the employer.
This classification specification does not constitute an employment
agreement between the City and employee. It is subject to change by the
City, with the approval of Human Resources, as the needs of the City and
requirements change.
4-22
ATTACHMENT F
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ltm~~~·-~,~~rr· m-· ·· · . . . .
u'L ~ ~ -~. : .,,.·,. _ ?.'~ .. --1~1'ii:"r:t :_ ·{~.\'i:l'.l'l:i'. ~r;·r,.~I ·
ADMINISTRATION
City Manaqer 1.0 1.0 1.0 1.0 1.0
Deputv Citv Manager 1.0 1.0 1.0 1.0 1.0
City Clerk 1.0 1.0 1.0 1.0 1.0
Human Resources Manaqer 1.0 1.0 1.0 1.0 1.0
Senior Administrative Analvst 1.0 1.5 1.5 2.5 2 .5
Executive Staff Assistant 1.0 1.0 1.0 1.0 1.0
Deputv Citv Clerk 1.0 1.0 1.0 1.0 1.0
Administrative Analvst II 1.0 1.0 1.0 1.0 1.0
Staff Assistant II --1.0 1.0 1.0
SUBTOTAL 8.0 8.5 9.5 10.5 10.5
FINANCE & INFORMATION TECHNOLOGY
Director of Finance 1.0 1.0 1.0 1.0 1.0
Deputv Director of Finance 1.0 1.0 1.0 1.0 1.0
Information Technoloqv Manaqer ----1.0
Senior Administrative Analyst 1.0 1.5 1.5 1.5 1.5
Senior Information Technician 1.0 1.0 1.0 1.0 -
Senior Accountant 1.0 1.0 1.0 1.0 1.0
Accountant 1.0 1.0 1.0 1.0 1.0
Senior Accountinq Technician -1.0 1.0 1.0 1.0
Accountinq Techn ician 1.0 1.0 1.0 1.0 -
Account Clerk 1.0 ---1.0
Staff Assistant 11 1.0 1.0 ---
SUBTOTAL 9.0 9.5 8.5 8.5 8.5
COMMUNITY DEVELOPMENT
Communitv Development Director 1.0 1.0 1.0 1.0 1.0
Deputv Community Development Director 1.0 2.0 2 .0 2.0 2 .0
Principal Planner 1.0 ----
Senior Planner 2 .0 2.0 2.0 2.0 2.0
Associate Planner 3 .0 3.0 3.0 3.0 3.0
Assistant Planner 2 .0 2.0 1.0 1.0 1.0
Planninq Technician 1.0 1.0 --1.0
Buildinq Official 1.0 1.0 1.0 1.0 1.0
Buildinq Inspector I ----1.0
Building Inspector II 2 .0 2 .0 1.0 1.0 1.0
Permit Technician 2.0 2.0 2.0 2 .0 2.0
Code Enforcement Officer 2 .0 2.0 2.0 2.0 2.0
Staff Assistant II --1.0 1.0 1.0
Administrative Staff Assistant 1.0 1.0 1.0 1.0 1.0
SUBTOTAL 19.0 19.0 17.0 17.0 19.0
RECREATION
Director of Recreation & Parks 1.0 1.0 1.0 1.0 1.0
Recreation Services Manaqer 1.0 1.0 1.0 1.0 1.0
Senior Administrative Analvst 1.0 ----
Recreation Program Supervisor II 2 .0 2.0 2 .0 2.0 2.0
Administrative Analyst II 1.0 1.0 1.0 1.0 1.0
Administrative Staff Assistant 1.0 1.0 1.0 -1.0
SUBTOTAL 7.0 6.0 6.0 5.0 6.0
PUBLIC WORKS
Director of Public Works 1.0 1.0 1.0 1.0 1.0
4-23
ATTACHMENT F
3.0 3.0 3.0 3.0 2 .0
3.0 3.0 3.0 3.0 3.0
1.0 1.0 1.0 1.0 1.0
2.0 2 .0 2 .0 2 .0 2.0
Administrative Staff Assistant 1.0 1.0 1.0 1.0 1.0
Penn it Clerk 1.0 1.0 1.0 1.0 1.0
Maintenance Su erintendent 1.0 1.0 1.0 1.0 1.0
Lead Worker 1.0 1.0 1.0 1.0
Maintenance Worker II 2.0 1.0 1.0 1.0 1.0
Maintenance Worker I 1.0
SUBTOTAL 15.0 15.0 15.0 16 .0 17.0
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