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09 - District Clerk Salary Range & Amended Job Description ITEM NO. 09 Costa Mesa Sanitary District Memorandum To: Board of Directors From: Scott Carroll, General Manager Date: December 19, 2013 Subject: Approve District Clerk Salary Range and Amended Job Description Summary When the District Clerk retired in March 2012, the Board appointed the General Manager as the District Clerk in addition to his duties as General Manager while the organization hired a qualified candidate for the new position of Executive Assistant/Deputy District Clerk. The Executive Assistant/Deputy District Clerk serves s Office. Staff Recommendation That the Board of Directors: 1.Approvethe District Clerk salary rangeand amendedjob description. 2.Approve the General Manager no longer serve as District Clerk. 3.Approve a budget adjustment in the amount of $12,800to fund the new salary range and associated benefits of the District Clerk. Analysis eputy District Clerk since June 25, 2012. During the past eighteen months, Ms. Middenway has made significant accomplishments and improvements to the District Clerk such as creating a centralized records system,digitally imaging District records for dating back to 1944, over 3,000 pages of sewer plans, and all approved contracts. transparency efforts by making available all Board meeting video and audio recordings on the District website, creating a Citizen Relationship Management System, spearheading the development managing and with regulations such as the Ralph M. Brown Act, Conflict of Interest Code, and Public Records Request Act. Protecting our community's health and the environment by providi www.cmsdca.gov Board of Directors December 19, 2013 23 Page of Ms. Middenway is three months away from earning the designation of Certified Municipal Clerk (CMC) from the International Institute of Municipal Clerks (IIMC) that must be earned after attending extensive Municipal Clerk education programs and demonstrating pertinent experience in a municipality. Ms. Middenway will be the first employee in District history to earn a CMC designation. Ms. Middenway has proven herself to be knowledgeable and experienced in the duties and is credited for elevating the CMSD a high standard of professionalism and excellent customer service. Therefore, I will be promoting Ms. Middenway to the position of District Clerk and I recommend that the General Manager position no longer serve in this capacity. To reflect the current market of District Clerk salaries, as per the 2012 CSDA Salary Survey, I further recommend approving the adjustment of the salary range and amended job description. Strategic Plan Element & Goal This item complies with the objective and strategy of Strategic Element 6.0, Personnel/Organizational Management, which states the following: 6.0 Personnel/Organizational Management Objective: To employ and retain a high quality, motivated workforce. Strategy: We will do this by utilizing sound policies and personnel practices, offering competitive compensation and benefits, providing opportunities for training, development and professional growth, while ensuring a safe and secure workforce. Legal Review Not applicable Environmental Review Reclassifying a position or function is an administrative action and is exempt from the requirements of the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.). Section 15300.4 of CEQA allows an agency while administrative Continuing Financial Review The current salary range for the Executive Assistant/Deputy District Clerk is $59,966 to $80,350 annually. The proposed salary range for the District Clerk is $69,500 to $93,137 annually, which is a 16% increase. Both the Executive Assistant/Deputy District Clerk and District Clerk positions are exempt positions and do not fall under Fair Standard Labor Act, which means the positions are not eligible to receive overtime. Ms. Middenway will start at Step Two ($72,975 annually) of the District Clerk Board of Directors December 19, 2013 33 Page of position, which is a 16.48% increase from her current annual salary. This increase is not in the budget, so a budget adjustment in the amount of $12,800, that includes associated benefits, is needed as follows in order to provide adequate funding for the increase. Solid Waste Fund: Account Account Number Increase Decrease Regular Salaries 10-100000-4001 $6,200 Compensated Absences 10-100000-4040 200 Medicare Employer 10-100000-4105 100 PERS Employer 10-100000-4115 600 PERS Employee 10-100000-4120 500 Deferred Medical RHS 10-100000-4125 100 Retained Earnings 10-000000-2990 $7,700 Liquid Waste Fund: Account Account Number Increase Decrease Regular Salaries $4,200 Compensated Absences 100 Medicare Employer 50 PERS Employer 400 PERS Employee 300 Deferred Medical RHS 50 Retained Earnings $5,100 Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the December 19, 2013 Board of Directors regular meeting at District Headquarters Alternative Actions 1. Do not approve the salary range and amended job description for the District Clerk. 2. Direct staff to report back with more information. Attachment A: District Clerk Job Description Reviewed by: Marc Davis District Treasurer/Interim Finance Manager CLASS CODE: 1003 Costa Mesa Sanitary District District Clerk Salary Range $33.41 44.78 Hourly $5,791.67 7,761.39 Monthly $69,500 93,136.65 Annual JOB SUMMARY Under limited supervision from the General Manager, performs a variety of specialized and complex administrative, management and clerk duties as prescribed by law and perform essential duties as required. Serves as liaison with District Board of Directors, General Manager, staff, legal counsel, outside agencies, and the general public. CLASS CHARACTERISTICS This is a full-time salaried/FLSA exempt position working under general direction of the General Manager performing a wide variety of confidential and complex administrative, technical and programmatic duties related to the Board of Directors. Ensures work quality and adherence to established policies and procedures. Responsible for the maintenance of official District records for public, private and government use. Management reserves the right to add, modify, change or rescind work assignments as needed. ESSENTIAL FUNCTIONS Prepare Board of Directors regular and committee meeting agendas and related documents in accordance with legal requirements; coordinate with departments for supporting documentation; and publish and post official notices as required; File annual charges with the State Auditor for the tax roll; Execute and certify official records of the District; Process claims, accept service of process, accept appeals of administrative citations, accept communications from the public during such meetings; Attend regular and committee meeting for the Board of Directors; record actions taken at meetings; oversee preparation and distribution of minutes of meetings; process documents approved at Board meetings including agreement and contracts; Serve as Notary Public for the District; certify and validate all District documents, administer oath of office to newly-elected Directors; handle subpoenas and public records requests Handle administrative duties and follow through on directives of the General Manager in accordance with established District policies and procedures and applicable statues; of interest filings, insurance forms, bonds, and related documents in accordance with established procedures; CLASS CODE: 1003 Costa Mesa Sanitary District Conduct general and special municipal elections; receive, review, and record campaign filings, conflict of interest statements and other pertinent documents; Maintain official District records for public, private and government use; initiate, organize, maintain and control access to complex filing systems and records. Ensure all records and required retention information is included in the records retention schedule; provide direction to others in developing and maintaining official files and filing various documents; ensure compliance with records management policies and procedures; Process Public Records Act requests; Manage and/or co-ordinate various workshops, programs, and announcements; Attend and participate in professional group meetings; stay abreast of new trends and innovations in the assigned areas of responsibility; Communicate effectively orally and in writing and establish and maintain effective and cooperative working relationships; and EDUCATION, TRAINING, and/or EXPERIENCE Graduation from an accredited college or university with major coursework in business or public administration or a closely-related field is desirable. Three years of increasingly responsible public or business administration experience. Administrative experience supporting a Board of Directors, City council, or similar public agency environment is highly desirable LICENSE and/or CERTIFICATE Valid California Driver's License. Revocation of license during employment may result in disciplinary action or reassignment. A California Notary Public is highly desirable Requisite Knowledge and Skill Levels Municipal operations, procedures policies, laws, objectives and organization; knowledge of Brown Act and public meeting laws; Knowledge of modern office practices, procedures and equipment; including recordkeeping techniques and procedures, and computer programs; Knowledge of campaign disclosure laws as may be applicable to a local agency; Correct English usage, grammar, spelling, punctuation and vocabulary. CLASS CODE: 1003 Costa Mesa Sanitary District Requisite Abilities Interpret specific rules, laws and policies and apply them in a variety of procedural situations. Perform responsible and difficult administrative work with accuracy, speed and initiative; Establish and maintain effective working relationship with staff, District officials, legal counsel, vendors and the public. Additional Requirement: Prior to employment, the prospective candidate must successfully complete a thorough background review, including being fingerprinted. Disaster Service Worker: In accordance with Government Code Section 3100, Costa Mesa Sanitary District Employees, in the event of a disaster, are considered disaster service workers and may be asked to respond accordingly.