Agenda Item: 7.

I
CITY OF CARMEL-BY-THE-SEA
Council Report
November 3, 2014
To: Honorable Mayor and Members of the City Council
From: Douglas J. Schmitz City Administrator
Subject: Consideration of a Resolution Authorizing the City Administrator to
Eliminate the Position of Administrative Services Director and to
Fund the Human Resources Manager Position
RECOMMENDATION(S):
By motion to Consent Calendar, Adopt Resolution Authorizing the City Administrator to
Eliminate the position of Administrative Services Director Position and to Fund the
Human Resources Manager

EXECUTIVE SUMMARY:
The Administrative Services Director is budgeted for Fiscal Year (FY) 2014-15 and the
position is currently vacant. It is recommended that the position be eliminated to allow
for the funding of a Human Resources Manager.

ANALYSIS/DISCUSSION:
The Administrative Services Director was set at salary range 382, recommending
$89,784 - $109,116/year. This position is currently vacant. Staff is recommending the
action of eliminating the Administrative Services Director position.
The Human Resources Manager position was created in 2006 but is currently not
funded.
Staff has reviewed the job descriptions for similar Human Resource managerial
positions for Salinas, Seaside, and Monterey. The education qualification for the
Carmel-by-the-Sea Human Resources Manager is equivalent to the education
qualifications required by these cities for their respective positions (HR Officer for
Salinas, HR Manager for Seaside, and HR Director for Monterey).

FISCAL IMPACT:
The Administrative Services Director is funded for FY 2014-15 for an amount total to
$89,784 - $109,116, depending on step. The Human Resources Manager position was
not budgeted, but is positioned at $82,080 - $99,768. The elimination of the
Administrative Services Director position will allow for the Human Resources Manager
position to be funded while saving the City an estimated $7,704 - $9,348 annually in
salary.





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City Council Agenda Packet of Nov. 3, 2014
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Budgeted (yes/no) Funding Source( general fund, grant,
state)
Yes General Fund
PREVIOUS COUNCIL ACTION/DECISION HISTORY:
In 2006 the City Council adopted the job descriptions for the Administrative
Services Director and Human Resources Manager
ATTACHMENTS:
1 . Resolution
2. Attachment I - Human Resources Manager Job Description
3. Attachment II- Salary Table for Job Descriptions
APPROVED:
Date:
Douglas J.
Agenda Item: 7.1
Agenda Item: 7.I
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL

RESOLUTION 2014-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA
AUTHORIZING THE CITY ADMINISTRATOR TO ELIMINATE THE ADMINISTRATIVE
SERVICES DIRECTOR POSITION IN ORDER TO FUND THE HUMAN RESOURCES
MANAGER POSITION
WHEREAS, the Administrative Services Director position is budgeted for Fiscal
Year 2014-15; and

WHEREAS, the Administrative Services Director was adopted at Range 382
which budgeted $89,784 - $109,116 for the year; and

WHEREAS, eliminating the Administrative Services Director position would allow
the City to fund a Human Resources Manager for the FY 2014-15; and

WHEREAS, the Human Resources Manager is a position the City has adopted,
but was not budgeted for FY 2014-15; and

WHEREAS, the Human Resources Manager was established at range 364,
$82,080 - $99,768 depending on the step; and

WHEREAS, the funding of the Human Resources Manager the eliminating of the
Administrative Services Director position and would save the City an estimated $7,704 -
$9,348 annually in salary depending on step hired.

NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF
THE CITY OF CARMEL-BY-THE-SEA DOES:

Authorize the City Administrator to eliminate the Administrative Services Director
position at this time in order to fund the Human Resources Manager position.

PASSED AND ADOPTED BY THE CITY OF COUNCIL OF THE CITY OF CARMEL-
BY-THE-SEA this 3
rd
day of November, 2014, by the following roll call votes:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

SIGNED: ATTEST:

_______________________ ___________________________
Jason Burnett, Mayor Lori Frontella, MMC
Interim City Clerk
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Agenda Item: 7.I
ATTACHEMENT I
CITY OF CARMEL-BY-THE-SEA

HUMAN RESOURCES MANAGER
Definition
Under administrative direction, plans, manages, oversees, and directs the human
resources operations and activities for the City, including recruitment, selection,
employee and labor relations, classification, compensation, training, public liability, and
Workers Compensation; coordinates activities with other City officials, departments,
outside agencies, and organizations; oversees and maintains records and personnel
files; serves as a technical resource for the City Council, City Administrator and other
City personnel; performs other related duties as required.

Distinguishing Characteristics
The Human Resources Manager is the administrative management level class
responsible for the overall planning, organizing and administration of the Citys Human
Resources operation. The incumbent is expected to perform the full scope of assigned
duties.

Supervision Exercised/Received
Receives administrative direction from the City Administrator or his/her designee.
Exercises direct and indirect supervision over assigned staff.

Essential Functions (include but are not limited to the following)
Accepts management responsibility for all of the Citys Human Resources related
activities and services, including recruitment and selection, employee and labor
relations, classification, compensation, training, public liability, and Workers
Compensation; creates, implements, coordinates, and manages personnel policies
and procedures, employee performance evaluation systems, the Injury and Illness
prevention program, and unemployment claims.

Develops policies, procedures, standards and ordinances to ensure compliance with
applicable laws and regulations.

Interprets and advises staff on applicable laws, regulations, policies and procedures.

Participates in the development and administration of the City budget for human
resources activities; directs the forecast of additional funds; monitors and approves
expenditures; implements mid-year adjustments.

Coordinates Human Resources activities with other divisions, departments,
governmental agencies and outside organizations; provides technical assistance as
necessary.

Assists management staff in implementing discipline procedures and administering
labor contracts; explains and interprets guidelines for management staff; responds to
complaints.

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Agenda Item: 7.I
Participates in labor negotiations; interprets MOU language; responds to employee
grievances; maintains liaison with labor representatives.

Administers the citywide employee benefit and retirement program activities through
contract administration and outside provider services.

Oversee Risk Management programs for the City; draft policies; review insurance
coverage for minimal risk exposure; coordinate bonding for City officials.

Provides assistance to the City Council and all City Staff; serves as a technical
resource; coordinates pertinent information, resources and work teams necessary to
support a positive and productive environment; drafts proposed resolutions and
ordinances; prepares correspondence, reports and makes recommendations to the
City Administrator as necessary.

Attends and participates in professional and community meetings; stays current on
issues relative to the fields of human resources, risk management, Workers
Compensation and service delivery responsibilities.

Provides technical support to the Chief Negotiator for the City in the negotiation of
labor agreements with employee organizations; acts on behalf of Chief Negotiator as
assigned; drafts contract language; administers labor agreements.

Demonstrates a full understanding of applicable policies, procedures and work
methods associated with assigned duties; responds to questions and concerns from
the general public; provides information as is appropriate and resolves public service
complaints.

Establishes positive working relationships with representatives of community
organizations, state/local agencies and associations, City management and staff,
and the public.

Qualifications (The following are minimal qualifications necessary for entry into the
classification.)

Education and/or Experience:
Any combination of education and experience that has provided the knowledge,
skills and abilities necessary for a Human Resources Manager. A typical way of
obtaining the required qualifications is to possess the equivalent of five years of
increasingly responsible experience in Human Resources, including two years as
a supervisor, and a bachelors degree in human resources, business, public
administration or closely related field.

License/Certificate:
Possession of, or ability to obtain, a Class C California drivers license

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Agenda Item: 7.I



Knowledge/Abilities/Skills

Knowledge of:
Modern principles, practices and techniques of public human resources
administration, organization and operation; recruitment and selection techniques
and procedures; principles and practices of public risk management, safety, loss
control, self insurance programs, Workers Compensation, and property liability;
benefit and retirement system administration; principles and practice of
employer-employee relations; principles and practices of budget administration;
methods and techniques of supervision, training and motivation; basic principles of
mathematics; applicable federal, state and local laws, codes and regulations,
including labor laws; methods and techniques of scheduling work assignments;
standard office procedures, practices and equipment; modern office practices,
methods and equipment, including a computer and applicable software; methods
and techniques for record keeping and report preparation and writing; proper
English, spelling and grammar; occupational hazards and standard safety
practices.

Ability to:
Plan, direct, manage, assign, and coordinate the work of the Human Resources
operation; develop and administer sound goals, objectives, policies and methods
for evaluating achievement and performance levels; properly interpret and make
decisions in accordance with laws, regulations and policies; negotiate labor
agreements and write labor contract language within the authority granted by the
City Council; analyze complex administrative, personnel, benefit, and risk
management issues; plan, organize, train, evaluate and direct work of assigned
staff; perform mathematical calculations quickly and accurately; interpret, explain
and apply applicable laws, codes and regulations; read, interpret and record data
accurately; organize, prioritize and follow-up on work assignments; work
independently and as part of a team; make sound decisions within established
guidelines; analyze a complex issue, and develop and implement an appropriate
response; follow written and oral directions; observe safety principles and work in
a safe manner; communicate clearly and concisely, both orally and in writing;
establish and maintain effective working relationships.

Skill to:
Operate an office computer and a variety of word processing and software
applications.

Special Requirements:
Essential duties require the following physical, mental, mental and environmental
working conditions:

Position requires prolonged sitting, standing, walking, reaching, twisting, turning,
kneeling, bending, squatting and stooping in the performance of daily activities. The
position also requires grasping, repetitive hand movement and fine coordination in using
a computer keyboard. Additionally, the position requires near and far vision in reading
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Agenda Item: 7.I
written reports and work related documents. Acute hearing is required when providing
phone and personal service. The need to lift, drag and push files, paper and documents
weighing up to 25 pounds also is required.

Some of these requirements may be accommodated for otherwise qualified individuals
requiring and requesting such accommodations.

Effective Date: July 2006

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Agenda Item: 7.I
ATTACHMENT II
SALARY TABLE FOR JOB DESCRIPTION
Administrative Services Director

Range 382

Step 1 $89,784.00
Step 2 $94,272.00
Step 3 $98,988.00
Step 4 $103,932.00
Step 5 $109,116.00


Human Resources Manager

Range 364

Step 1 $82,080.00
Step 2 $86,184.00
Step 3 $90,492.00
Step 4 $95,016.00
Step 5 $99,768.00










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