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AGENDA BILL Agenda Item No. 5(D) Date: December 16, 2014 To: El Cerrito City Council From: Chris Jones, Recreation Director Karen Pinkos, Assistant City Manager Subject: Reclassification in Aquatics Division of the Recreation Department ACTION REQUESTED Adopt a resolution approving the reclassification of the Community Services Coordinator position in the Aquatics Division of the Recreation Department to Assistant Program Supervisor. BACKGROUND/ANALYSIS Staff has conducted a review of the staffing in the Aquatics Division within the Recreation Department. Currently, staffing consists of a Recreation Supervisor that leads the Division, a Community Services Coordinator, and several part-time lifeguards. It has been determined that the work being performed by the current Community Services Coordinator position assigned to the Aquatics Division are duties that would be more appropriately placed at the higher classification level of Assistant Program Supervisor. The Assistant Program Supervisor classification currently exists in the City’s Classification Plan and was last utilized in the 2012-13 Fiscal Year. The El Cerrito Swim Center operates year-round, seven days per week from 6:00 a.m. to 8:00 p.m. or 10:00 p.m. on some nights. The duties assigned to this position are more appropriate for an assistant to the Aquatics Recreation Supervisor, including direct supervision over Aquatics staff, developing programs and appropriate schedules, and a high level of assistance with the Division’s budget process and other administrative responsibilities. This position is expected to have a flexible schedule, be “on call” as necessary, and may often work nights, weekends, and early mornings. This position also requires several specialized skills and certifications, including certification as an Aquatics Facility Operator or as a Certified Pool Operator. Advanced, instructor level American Red Cross (ARC) Training is also required: Lifeguard Instructor, Water Safety Instructor, CPR and First Aide Instructor, Title 22 (advanced first aid) Instructor, and others as necessary and required by current or future regulations and laws. ARC certifications at the Instructor Trainer level are highly desirable as well. As a supervisor that requires the ability to broadly supervise staff and provide advanced programming, scheduling, and administrative skills, this position is better suited to be changed to reflect the specialized Aquatics program as indicated in the Assistant Program Supervisor job description as opposed to the Community Services Coordinator position. ---PAGE BREAK--- Agenda Item No. 5(0) FINANCIAL CONSIDERATIONS The total budgeted cost (including salary and benefits) in FY 2014-15 of the Aquatics Community Services Coordinator for at Step 2 was $87,532. The estimated annual total cost for an Assistant Program Supervisor at Step 1 is $95,681. In FY 2015-16, the projected total cost of the Aquatics Community Services Coordinator was $93,022; the estimated total cost of the Assistant Program Supervisor is $101,682. Because this position is currently vacant, and not expected to be filled until February, it is anticipated that the approved FY 2014-15 budget can accommodate this expense. Additionally, other salary savings as a result of unanticipated vacancies will result in approximately $9,000 in savings in FY 2015-16. Therefore, no budget adjustments are requested. Scott Hanin, City Manager Attachments: 1. Resolution 2. Assistant Program Supervisor Job Description Page 2 ---PAGE BREAK--- Agenda Item No. 5(D) Attachment 1 RESOLUTION 2014-XX RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL CERRITO AMENDING THE CLASSIFICATION PLAN TO IMPLEMENT THE RECLASSIFICATION OF COMMUNITY SERVICES COORDINATOR TO ASSISTANT PROGRAM SUPERVISOR WHEREAS, the City Council of the City of El Cerrito has an adopted Classification Plan for positions in the City’s service; and WHEREAS, the City Personnel Rules and Regulations 2.6 allows for changes in classification if it is believed that a job being performed is inconsistent with the approved position classification; and WHEREAS, staff has conducted a review of positions in the Aquatics Division of the Recreation Department; and WHEREAS, staff has proposed the reclassification of Community Services Coordinator to Assistant Program Supervisor to better reflect the duties being performed by the current positions and the desired level of service to be provided; and WHEREAS the reclassification of Community Services Coordinator to Assistant Program Supervisor must be ratified by the City Council. NOW THEREFORE, BE IT RESOLVED by the City Council of the City of El Cerrito that it hereby authorizes implementation of the reclassification of Community Services Coordinator to Assistant Program Supervisor in the Aquatics Division of the Recreation Department. BE IT FURTHER RESOLVED that a copy of the job specification is attached hereto as Exhibit A and is incorporated by reference. I CERTIFY that at the regular meeting on December 16, 2014, the El Cerrito City Council passed this resolution by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: ABSTAIN: COUNCILMEMBERS: ---PAGE BREAK--- Agenda Item No. 5(D) Attachment 1 IN WITNESS of this action, I sign this document and affix the corporate seal of the City of El Cerrito on December XX, 2014. Cheryl Morse, City Clerk APPROVED: Mark Friedman, Mayor ---PAGE BREAK--- Agenda Item No. 5(D) Attachment 2 Resolution No. 2014-XX, Exhibit A CITY OF EL CERRITO ASSISTANT PROGRAM SUPERVISOR 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 assist in and perform as assigned the coordination and implementation of adult and youth recreation and aquatics programs and services; and to assist, if needed, in other program and activity development and administration and facility management within the Recreation Department, if assigned. DISTINGUISHING CHARACTERISTICS This class is a program section assistant supervisor, which has responsibility over a broad area of adult, youth recreation and aquatic program activities, and provides professional planning and direction to para- professional, clerical and other employees performing program-supporting activities. SUPERVISION RECEIVED AND EXERCISED Receives direction from the Program Supervisor assigned to the Recreation Department. Exercises direct supervision over full-time, part-time and seasonal employees and volunteer staff. ESSENTIAL FUNCTIONS STATEMENT Essential responsibilities and duties may include, but are not limited to, the following: Essential Functions: Assist in the coordination, promotion, implementation and evaluation of recreation and aquatic activities and programs as well as other recreation functional areas if needed. Assist in organization and scheduling of recreation and aquatics and related program activities; may assist in other recreational functional areas if needed, usually on a temporary basis. Assist in the recruitment, training, supervision and evaluation of employees and volunteers. Monitor program compliance with laws, rules and regulations related to provision of services. Assist with directing and participates in fundraising efforts involving community networks and groups, resource development and community awareness. Assist with the coordination and, as needed, prepares program publicity, including news releases, flyers, pamphlets, and brochures. Assist with monitoring the facility management program including scheduling, maintenance, staffing and activities. Maintain awareness of new developments in aquatics; incorporates as appropriate into programs. ---PAGE BREAK--- CITY OF EL CERRITO Page 2 Assistant Program Supervisor Act as staff liaison to various boards, community groups, and commissions, as assigned. Maintain close contact with community groups, outside organizations and as applicable, school officials, regarding program offerings and coordination of services. Essential Functions: (continued) Assist with scheduling working hours for part-time and full-time staff, and assign staff to appropriate programs. Participate in the development of the annual budget for the Recreation Department; recommend the purchase of necessary equipment and supplies; monitor budget and expenditures. Maintain records and develop reports concerning new or on-going programs and program effectiveness; maintain accurate and detailed records for registrations and fees collected. Plan, implement, schedule, and evaluate special events and activities relating to aquatics and the programs assigned. Marginal/Non-Essential Functions: Facilitate and teach various instructional classes, as required. May participate in city-wide committees as assigned. Perform related duties and responsibilities as required QUALIFICATIONS Knowledge of: Principles and practices of employee and volunteer supervision, including work planning, assignment, direction, review, evaluation and training. Applicable regulations and rules related to the program area(s) to which assigned. Safety principles and practices, including first aid and adult and child cardiopulmonary resuscitation. Techniques for effectively dealing with individuals of various ages and from various socio-economic groups. Principles and practices of budget development and administration. Procedures for developing and implementing a variety of community services activities and programs for all ages and abilities. Program content for adult, youth and aquatic activities. Recreational, cultural, and social needs of the community. ---PAGE BREAK--- CITY OF EL CERRITO Page 3 Assistant Program Supervisor Principles and practices of organization, administration and personnel management. Modern office practices, procedures, methods and equipment. Facility maintenance requirements, including equipment, tools, chemicals and related supplies. Ability to: Coordinate, organize, and implement community services activities and specialized events. Prepare and distribute publicity concerning new or on-going community programs. Select, train, supervise, and evaluate full-time, part-time employees and volunteers. Understand community needs in a variety of program areas and evaluate activities according to those needs. Communicate clearly and concisely, both orally and in writing. Monitor program compliance with related laws and regulations. Operate power tools and equipment, depending on assignment. Establish and maintain effective working relationships with those contacted in the course of work. Operate programs within allocated budget. 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: Two years of experience (including one year coordinating Recreation programs) in the implementation of activities and programs in one or several for the following areas; recreation, aquatics, child care, or senior activities and programs. Experience within a municipal recreation program is highly desirable. Training: Major course work towards a Bachelor’s Degree from an accredited college or university with major work in recreation, human development, sociology, gerontology, public administration, or related field. Licenses/Certificates/Other requirements Possession of, or ability to obtain, an appropriate valid California driver’s license. Possession of, or ability to obtain special licensing or certification as required by assigned area of program activities. Aquatics programs require lifeguarding/water safety instruction and first aid ---PAGE BREAK--- CITY OF EL CERRITO Page 4 Assistant Program Supervisor training. Licensed childcare assignment requires possession of, or ability to obtain within one year of employment, certification as a licensed school-age childcare site director issued by State of California. Must possess and maintain first-aid and cardiopulmonary resuscitation certifications. PHYSICAL DEMANDS Sitting: Frequently to Constantly Lifting: Standing: Frequently up to 10 lbs: Occasionally Walking: Frequently to Constantly 11 to 25 lbs: Occasionally Bending: Occasionally 26 to 50 lbs: Occasionally Crouching: Occasionally 51 to 75 lbs: Never Stooping: Occasionally 76 to 100 lbs: Never Kneeling: Occasionally 100 + lbs: Never Crawling: Occasionally Carrying: Climbing: Occasionally up to 10 lbs: Occasionally Balancing: Occasionally 11 to 25 lbs: Occasionally Running: Occasionally 26 to 50 lbs: Occasionally Twisting: Occasionally 51 to 75 lbs: Never Turning: Occasionally 76 to 100 lbs: Never Jumping: Occasionally 100 + lbs: Never Pushing/Pulling: up to 10 lbs: Occasionally 11 to 25 lbs: Occasionally 26 to 50 lbs: Occasionally 51 to 75 lbs: Never 76 to 100 lbs: Never 100 + lbs: Never Grasping – firm: Frequently Finger dexterity: Frequently Reaching forward: Frequently Reaching overhead: Frequently Pinch grasp: Frequently Grasp – light: Frequently Coordination - Eye-hand: Frequently Eye-hand-foot: Frequently Driving: Occasionally Talking - Face-to-face: Constantly Verbal contact: Constantly Public: Constantly Vision - Acuity far: Required Acuity, near: Required Depth perception: Required Field of vision: Required ---PAGE BREAK--- CITY OF EL CERRITO Page 5 Assistant Program Supervisor Accommodation: Required Color vision: Required PHYSICAL DEMANDS (continued) Hearing - Conversation: Constantly Telephone: Constantly Earplugs: Never MENTAL REQUIREMENTS Interpret instructions, Problems-standard, Detailed-uninvolved instructions, One or two-step instructions, Reading-simple, Writing-simple, Math skills-simple, Coordinating, Compiling, Mentoring, Negotiating, Instructing, Supervising, Diverting, Persuading, Speaking-signaling, Serving, Taking instructions- helping, Setting up, Driving-operation, Comprehend/follow instructions, Perform simple-repetitive tasks, Maintain work pace, Relate to other people, Influence other people, Perform varied-complex tasks, Generalizations/evaluations, Responsibility for direction. WORK ENVIRONMENT Exposure to: Indoors, Outdoors, Slippery/uneven surfaces, Using computer/computer monitor screen, Works around others, Works alone, Works with others. Rev. 11/2008