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HomeMy WebLinkAboutMid-Year Budget Review FY 2017-18SCHEDULED ITEM C TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: DON PENMAN, INTERIM CITY MANAGER FROM: TALIKA M. JOHNSON, DIRECTOR OF FINANCE DATE: FEBRUARY 26, 2018 SUBJECT: FISCAL YEAR 2017-18 GENERAL FUND MID-YEAR BUDGET REVIEW AND ADJUSTMENTS SUMMARY: This report provides the City Council a Mid-Year budget and financial update for the General Fund Fiscal Year 2017-18 adopted budget in preparation for the upcoming budget process. The report also makes recommendations for budget amendments, both to estimated revenues and expenditures, which would result in a net decrease of $3,133,400 to the adopted budget excess of $1,537,502. Throughout the current budget year, the adopted budget excess has been reduced by $1,219,940 due to carryover projects from the prior year and approved City Council actions, resulting in a revised budget excess of $317,562. The recommended mid-year budget amendments would result in a revised FY 2017/18 budget deficit of $2,815,838. RECOMMENDATION: Staff recommends the City Council take the following actions: 1)Adopt Resolution No. 2018-C16 approving the listed proposed budget amendments; and 2)Receive and file the FLSA retroactive payroll cost by fund; and 3) Approve the proposed Salary Range Adjustments in accordance with the City of Azusa Civil Service Rules Section 4.3 Salary Range Adjustments; and APPROVED CITY COUNCIL 2/26/2018 Special Meeting Mid-Year Review and Adjustments February 26, 2018 Page 2 4) Approve the proposed Reclassifications, Salary Range Adjustments and Classification Specification Changes in accordance with the City of Azusa Civil Service Rules Sections 3.8 Reclassification, 4.3 Salary Range Adjustments and 3.5 Adoption of Plan; and 5) Approve the proposed position revisions to the budget and Classification Specification Revisions in accordance with the City of Azusa Civil Service Rules Section 3.5 Adoption of Plan. DISCUSSION: The presentation of the mid-year review is to identify and explain fiscal impacts to the City Council and to seek direction with respect to both the remainder of the current fiscal year and the preparation of the budget for the upcoming year. The FY 2017-18 General Fund Budget was adopted on June 19, 2017 with an operating excess of $1,537,502. Throughout the current budget year, the adopted budget excess has been reduced by $1,219,940 due to carryover projects from the prior year and approved City Council actions, resulting in a revised budget excess of $317,562. While most of the General Fund revenues (“Revenues”) and expenditures (“Expenditures”) are on track to achieve its budget, there are some Revenues and Expenditures budgets that will need to be adjusted. The following net budget adjustments of $3,133,400 are recommended, resulting in a revised budget deficit of $2,815,838: Proposed Mid-Year Adjustments for Fiscal Year 2017-18 Expenditures Revenues Department Description Increase/(Decrease)Increase/(Decrease) Reason for Adjustment Cash Management Interest Income 40,000 Based on current activity levels Citywide Misc - Property Sales (1,464,000) Timing of development related proporty sales Citywide Sales Tax 250,265 Per trend and consultanat review Citywide Principal and Interest 579,165 Repayment of Water Fund Loan Citywide Salary Savings (50,000) Additional savings from vacant positions Citywide Leave Payouts 1,250,000 Retirements and MOU side letter agreement for compensated absenses reduction program Econ & Comm Development Planning Fees 130,000 Based on current activity levels Human Resources Advertising 7,500 Police officer recruitment efforts Information Technology Professional Services 10,000 Telecommunications consultant Parks Maintenance Outside Services & Repair 150,000 Cover increased landscaping and tree trimming services contract Public Works Measure R 525,000 Cover deficit in Gas Tax Fund Public Works Gas Tax (525,000) Cover deficit due to SB1 with Measure R funding Public Works Facilities 25,000 Emergency A/C maintenance in various buildings Safety Parking Enforcement (75,000) Based on current activity levels Safety Outside Services & Repair 41,000 Traffic ticket amnesty Safety Polygraph & Background Check 2,000 Police recruitments 2,014,665$ (1,118,735)$ Mid-Year Review and Adjustments February 26, 2018 Page 3 Revenue Highlights Overall, a $1,118,735 decrease in adopted revenues is anticipated. The decrease is due to timing of development related property sales. $2.5 million in property sales were budgeted, however, its anticipated only one sale will close escrow before June 30th in the amount of $1,036,000. Parking citation revenues are pacing low due to current staffing levels and so a $75,000 decrease is projected. The decreases are offset in part by recommended increases in interest income, planning fees, water rights lease revenues, and sales tax revenues. The sales tax, planning fees, and interest income proposed adjustments are based on current activities and are expected to exceed the adopted budget. Expenditure Highlights Repayment of Water Fund Loan On November 24, 2014, the City Council formalized a loan originally made on June 30, 2012 from the Water Fund to the General Fund to resolve its cash reserve deficit, with certain triggers to prompt repayment. One trigger is the General Fund’s reserve target of 15% being met. The General Fund has met its reserve target, and thus, Staff is requesting an appropriation $579,165 to start repayment. Salaries and Benefits There are several positions funded by the General Fund that resulted in higher net salary savings than anticipated. At budget adoption, a 1.5% vacancy rate, or $331,905, was incorporated into the budget for positions that would not filled for the entire fiscal year. After further analysis, Staff has identified an additional $50,000 is potential savings due to current vacancies or positions that have remained unfilled longer than anticipated. A $1,250,000 amendment is also required to reflect the cost of payouts of compensated absences leave banks due to retirements and the Council approved side letter agreement adopted in November 2016 with one of the bargaining groups in an effort to reduce the leave bank liability for the City. Police retirements and the side letter agreement resulted in large payouts of vacation and sick leave from accrued leave banks in the current year. Due to the massive reduction of accrued leave banks this year, payouts are expected to be much lower in future fiscal years. Various Expenditures Based on the analysis of mid-year expenditures, budget revisions are recommended for various departments. Human Resources needs additional funds to cover creative police officer recruitment strategies. The City operates on an aged Avaya PBX platform that has been in operation over 22 years and has reached a critical support status due to replacement parts becoming scarce, this creates a risk of potential extended downtime in the event of component failure. A telecommunications consultant is needed to review the current environment and options for potential upgrade, replacement and cloud solutions and provide a strategic road map. The second phase (not included) would be the creation of an RFP for a replacement system. Landscaping and tree trimming costs have increased at the many parks the City maintains and therefore, additional appropriations are needed to cover the cost of those services. Due to the age of many of the City’s facilities, more air conditioning repairs have been needed than anticipated. Mid-Year Review and Adjustments February 26, 2018 Page 4 Lastly, the Police Department would like to enlist the services of an outside parking citation agency, which would help mitigate the declining citation revenues that has occurred due to staffing levels. FLSA Retroactive Payments On December 20, 2017, the City Council approved retroactive payments of overtime in accordance with law and authorized applicable appropriations totaling $1.5 million. The below table summarizes the total cost charged to each Fund. The remaining funds of $59,882 will be added to the Finance Department and City-wide budgets to cover the cost of the payroll system re-configuration needed to implement the law moving forward and to cover the unanticipated overtime costs for Finance Staff in order to calculate the retroactive payments and assist with the payroll system changes. Fund Fund Description Total % of Payroll 03 Measure R $ 2,805 0.19% 10 General Fund 1,035,370 71.89% 12 Gas Tax 31,835 2.21% 15 Prop A 1,291 0.09% 17 Prop C 1,938 0.13% 18 CDBG 1,971 0.14% 21 Senior Nutrition 1,622 0.11% 24 Public Benefit 318 0.02% 31 Consumer Services 9,144 0.63% 32 Water 185,767 12.90% 33 Electric 145,035 10.07% 34 Sewer 20,215 1.40% 37 Monrovia Nursey 325 0.02% 39 AB939 316 0.02% 42 Risk Management 847 0.06% 48 Info Tech 1,319 0.09% Total Payroll 1,440,118$ 100% Mid-Year Review and Adjustments February 26, 2018 Page 5 Personnel Actions A. SALARY RANGE ADJUSTMENTS: The Personnel Board reviewed the following recommendations of City Staff and approved the following actions in accordance with the City of Azusa Civil Service Rules Section 4.3 Salary Range Adjustments: B. RECLASSIFICATION, SALARY RANGE ADJUSTMENTS AND CLASSIFICATION SPECIFICATION ADDITIONS/REVISIONS: The Personnel Board reviewed the following recommendations of City Staff and approved the following actions in accordance with the City of Azusa Civil Service Rules Section 3.8 Reclassification, 4.3 Salary Range Adjustments and 3.5 Adoption of Plan DEPARTMENT CLASSIFICATION EFFECTIVE DATE RANGE/STEP BASE MO. SALARY FROM/TO Utilities Assistant Director of Utilities – Electric Operations 12/19/2017 From: 3557/5 = $11,371.72 To: 3557/5 = $11,940.31 Utilities Assistant Director of Utilities – Resource Management 12/19/2017 From: 3570/5 = $12,907.36 To: 3570/5 = $13,552.73 Utilities Assistant Director of Utilities – Water Operations 12/19/2017 From: 3557/2 = $9,823.23 To: 3557/2 = $10,314.38 Utilities Assistant Director of Utilities – Customer Care and Solutions 12/19/2017 From: 3557/5 = $11,371.72 To: 3557/5 = $11,940.31 Recreation and Family Services Recreation Superintendent – Operations and Parks 12/19/2017 From: 3365/5 = $7,467.66 To: 3365/5 = $7,841.04 Recreation and Family Services Recreation Superintendent – Programs and Services 12/19/2017 From: 3365/5 = $7,467.66 To: 3365/5 = $7,841.04 Police Police Records Supervisor 12/19/2017 From: 9165/5 = $4,939.44 To: 9165/5 = $5,330.90 Mid-Year Review and Adjustments February 26, 2018 Page 6 The personnel actions in Sections A and B have the following fully burdened estimated fiscal impact for FY 2017/18: • Utilities - $31,198 • Recreation - $6,497 • Police - $3,406 • Information Technology - $4,178 • Public Works - $2,768 Sufficient budget savings are available in each department to absorb the above costs, whereas no budget amendments are needed for the recommended actions. C. POSITION REVISIONS TO THE BUDGET AND CLASSIFICATION SPECIFICATION REVISIONS: The Personnel Board reviewed the following recommendations of City Staff in accordance with the City of Azusa Civil Service Rules Section 3.5 Adoption of Plan DEPARTMENT CLASSIFICATION FROM/TO EFFECTIVE DATE RANGE/STEP BASE MO. SALARY Utilities From: Power Resource Coordinator To: Senior Power Resource Planner 12/19/2017 From: 3460/5 $9,879.18 To: 3460/5 $10,373.14 Utilities From: Power Resource Scheduler To: Senior Power Resource Coordinator 12/19/2017 From: 3450/5 $8,800.95 To: 3450/5 $9,240.99 Utilities From: Water System Engineer To: Senior Water System Engineer 12/19/2017 From: 3435/5 $8,824.37 To: 3435/5 $9,265.59 Public Works From: Maintenance Worker III To: Street Maintenance Crew Supervisor 03/11/2018 From: 8174/5 $5,449.21 To: 8184/5 $5,994.72 Information Technology From: Information Systems Manager To: Information Technology Systems and Network Manager 03/11/2018 From: 3345/5 $8,848.50 To: 3531/3 $9,671.68 Mid-Year Review and Adjustments February 26, 2018 Page 7 The personnel actions in Section C have a minimal impact to the General Fund in Fiscal Year 2017-2018 and no additional appropriations are needed. These positions have to be recruited and will likely only be filled 1-2 months this year: • Public Works $3,833 – Converting two part-time Bus Driver positions into one full-time; converting two part-time Street Maintenance Worker I positions into one full-time; and converting Public Works Manager to an Assistant Director of Public Works. These positions are funded by non-General Fund revenue sources. • Library Services $0 – the Office Specialist I position will be used for passport services which will generate revenue in excess of the cost of the position. The fully burdened annual cost for this position at 19 hours per week is approximately $12,775. The City will generate $35 per processed passport. The number of passports processed in the Library in 2015, 2016, and 2017, were 1,176, 996, and 1,305, respectively, and the volume is expected to increase. Therefore, this position is expected to generate $30,000 - $45,000 annually, well exceeding the cost of the position. • Utilities $2,287- The proposed position will replace the existing Utilities Customer Care Contract Specialist. Based upon the direction received from the City Council at the mid-year review, Staff will prepare necessary actions to implement any changes. FISCAL IMPACT: The recommended FY 2017/18 mid-year actions result in a net budget decrease of $3,133,400, including an increase of expenditures in the amount $2,014,665 and a decrease in revenues in the amount of $1,118,735. The adopted budget projected an excess of $1,537,502, however, the adopted budget excess has been reduced by $1,219,940 due to carryover projects from the prior year and approved council actions, resulting in a revised budget excess of $317,562. The recommended mid-year budget amendments would result in a revised FY 2017/18 budget deficit of $2,815,838. The General Fund has sufficient reserves on hand to absorb the projected deficit. DEPARTMENT NAME CLASSIFICATION EFFECTIVE DATE RANGE/STEP BASE MO. SALARY Public Works New Position Bus Driver 02/27/2018 4158/5 $4,502.75 Public Works New Position Street Maintenance Worker I 02/27/2018 8153/5 $4,465.93 Public Works New Position Assistant Director of Public Works 02/27/2018 3531/5 $10,663.02 Library Services New Position Office Specialist I 02/27/2018 4133/5 $19.16 Utilities New Position Utility Applications Specialist 02/27/2018 5203/5 $6,984.82 Mid-Year Review and Adjustments February 26, 2018 Page 8 Prepared by: Reviewed and Approved: Talika M. Johnson Louie F. Lacasella Director of Finance Senior Management Analyst Reviewed and Approved: Don Penman Interim City Manager Attachments: 1) Resolution No. 2018-C16 2) Classification Specification – Senior Power Resources Planner 3) Classification Specification – Senior Power Resources Coordinator 4) Classification Specification - Senior Water System Engineer 5) Classification Specification – Information Technology Systems and Network Manager 6) Classification Specification – Utilities Application Specialist Attachment 1 RESOLUTION NO. 2018-C16 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AZUSA APPROVING AND ADOPTING THE MID-YEAR BUDGET AMENDMENTS FOR THE CITY OF AZUSA WHEREAS, on June 19, 2017, City Council of the City of Azusa adopted the General Fund and Special Revenue Funds FY 2017-18 Operating and Capital Budgets; and WHEREAS, on February 26, 2018, the City Council of the City of Azusa met and reviewed the mid- year financial status of the General Fund and Special Revenues Funds, Measure R and Gas Tax, and considered Staff’s recommendations on the budget amendments. NOW, THEREFORE, BE IT RESOLVED, THE CITY COUNCIL OF THE CITY OF AZUSA DOES APPROVE AND ADOPT THE FOLLOWING FY 2017-18 GENERAL FUND AND SPECIAL REVENUE FUNDS BUDGET AMENDMENTS: SECTION 1. Revenues Interest Income 40,000$ Misc Property Sales (1,464,000) Sales Tax 250,265 Planning Fees 130,000 Parking Enforcement (75,000) Total Revenue Adjustments (1,118,735)$ Expenditures Principal and Interest 579,165$ Salary Savings (50,000) Leave Payouts 1,250,000 Recruitment Advertising 7,500 Professional Services 10,000 Outside Services & Repair 216,000 Measure R 525,000 Gas Tax (525,000) Polygraph & Background Check 2,000 Total Expenditures Adjustments 2,014,665$ Attachment 1 SECTION 2. The City Clerk shall certify as to the adoption of this resolution. PASSED, APPROVED AND ADOPTED this 26th day of February 2018. Joseph Romero Rocha Mayor ATTEST: Jeffrey Lawrence Cornejo, Jr. City Clerk STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss. CITY OF AZUSA ) I HEREBY CERTIFY that the foregoing Resolution No. 2018-C16 was duly adopted by the City Council of the City of Azusa at a meeting thereof, held on the 26th day of February 2018, by the following vote of the Council: Senior Power Resources Planner Date Adopted: __/__/2018 Class Specification Benefit Unit: AMMA FLSA Exempt Page 1 of 2 CITY OF AZUSA SENIOR POWER RESOURCES PLANNER DEFINITION Under administrative direction, supervises, plans, directs, manages, and participates in activities which enhance the City’s power resources; develops wholesale business relationships with other wholesale entities, implements cost effective wholesale power purchasing strategies; provides responsible and complex administrative support including the validation, accounting, and reconciliation of power purchases and sales; performs related duties as required. See Essential Functions below for further detail. ESSENTIAL FUNCTIONS The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices. Manages and plans wholesale power and transmission services and activities within the Department; recommends, implements, and evaluates goals, objectives, and practices relating to the provision of effective use of utility's power resources to cost efficiently serve Azusa's customers. Conceptualizes and projects the City’s wholesale power requirements on a quarterly and daily basis; anticipates the City’s load forecast based upon load growth trends, weather conditions, and historical data. Oversees and/or plays a significant role in the development of mid-to-long Integrated Power Resource Plans including comprehensive evaluation of possible electric resource options and demand response programs. Prepares power resource, capacity and/or transmission related requests for offers; negotiates short- term and mid-term wholesale purchase and sale agreements and presents for approval; reviews power sale receivables and prepares power settlement statements for authorization and payment. Performs the necessary scheduling of the City’s resources via telephone and computer-based system interfaces; monitors electricity market conditions on a seasonal, monthly, day ahead and/or real-time basis; monitors the City’s load demand and consumption, and preserves the City’s power resource portfolio as conditions change. Monitors pertinent regulatory developments as well as weather, market, and electrical system conditions; communicates with internal staff regarding potential local and system-wide power outages. Compiles, calculates, reviews, and prepares for internal review of greenhouse gas emissions obligations from purchased or owned electricity imported into the State. Participates in the preparation of complex power resources annual budget for review and approval. Communicates closely with other agencies and/or counterparties to discuss and analyze current and future power and gas market conditions; attends local joint power resource meetings, trainings, and seminars. Reports the potential impacts to the City based on impending electricity market conditions. ATTACHMENT 2 Page 2 of 2 Performs related duties as required. CLASS CHARACTERISTICS This is a single-position class reporting directly to the Assistant Director of Utilities-Resource Management. QUALIFICATION GUIDELINES Education and/or Experience Five years of professional experience including forecasting, evaluation, scheduling of electric loads, transacting and scheduling power resources, capacity, transmission/CRRs in the California ISO, supplemented by a bachelor's degree in engineering, business administration, or a related scientific or quantitative field and five years of increasingly responsible experience in electric, water or gas resource planning , operations, management or engineering of which at least three must be with an electric utility in development and implementation of wholesale transactions, programs, and power/transmission contract administration. Knowledge and Skills Knowledge of pertinent Federal, State, local, and ISO policies, procedures, laws, and regulations; principles and practices of organization, administration, and budgeting; ethical and effective negotiation methods; electric, gas and/or water utility operational principles and practices; project management principles and practices; personal computer applications and software programs. Ability to communicate clearly and concisely, both orally and in writing; research, prepare, present, and implement comprehensive wholesale power purchasing strategies and comprehensive retail marketing programs; develop and maintain effective relationships with the community at large, businesses, other City departments, other utilities, wholesale power entities, and applicable regulatory agencies; operate a computer and a variety of software programs; represent the City in a variety of meetings; provide professional leadership and direction; prepare and administer large and complex budgets; analyze unusual situations and resolve them through application of management principles and practices; negotiate complex and sensitive agreements; meet the physical requirements established by the City. MARGINAL FUNCTIONS These are position functions which may be changed, deleted, or reassigned to accommodate an individual with a disability. SPECIAL REQUIREMENTS Possession of and ability to maintain a valid Class C California Driver’s License and a satisfactory driving record. In-depth knowledge of the WECC and CAISO power and transmission, scheduling, and good understanding of power systems operations principles. Environmental Conditions Work is performed primarily in a standard office setting; incumbents may be required to work extended hours including evenings and weekends from time-to-time. Physical Conditions Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Senior Power Resources Coordinator Date Adopted: __/__-2018 Class Specification Benefit Unit: AMMA FLSA Exempt Page 1 of 2 CITY OF AZUSA SENIOR POWER RESOURCES COORDINATOR DEFINITION Under limited direction, this professional position plans, directs, manages and participates in activities which enhance the City’s power resources; forecasts and monitors short term system load requirements and ensures that these requirements are met by economic utilization of contracted and market power resources; prepares, schedules, and arranges with the ISO and various counter-parties for the purchase, sale, transmission and/or transfer of energy used in the operation of the utility; provides responsible and complex support including the validation, accounting, and reconciliation of power purchases and sales; performs related duties as required. See Essential Functions below for further detail. ESSENTIAL FUNCTIONS The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices. Proves and updates daily load forecasts, prepares daily energy schedules and NERC tags, and confirms schedules with transaction counter parties. Arranges and executes short-term (month or less) transactions on behalf of the utility involving the purchase, sale or transfer of energy, capacity and transmission rights. Assists in projects related to the City’s wholesale power requirements on a daily basis and assists in anticipating the City’s load forecast based upon growth trends, weather, and other conditions. Provides administrative support for power resources related programs; prepares and captures daily and monthly summaries of energy transactions and renewable energy portfolio. Accurately maintains and updates the energy cost, market information, and system condition databases. Analyzes unusual situations and resolves them through application of management principles and practices. Assists in managing wholesale services and activities within the Utilities Department. Designs and runs various models for energy/capacity/transmission hedges (CRR) and GHG allowance optimization. Prepares and submits annual/monthly Resource Adequacy (RA) plans and congestion rights revenue (CRR) to CAISO. Participates in performing the necessary scheduling of the City’s resources with the CAISO and counter-parties through computer based system interfaces. Attends and participates in professional group meetings; maintains awareness of new trends and developments in the fields of power contracts, power resources planning and load ATTACHMENT 3 Page 2 of 2 scheduling; incorporates new developments as appropriate into City’s resource operation and planning practices. Monitors electricity market and regulatory environments Prepares and submits a variety of reports. Performs related duties as required. CLASS CHARACTERISTICS This single position class reports directly to the Senior Power Resources Planner. QUALIFICATION GUIDELINES Education and/or Experience Any combination of education and/or experience that has provided the knowledge, skills and abilities necessary for satisfactory job performance. An ideal combination would be graduation from an accredited college/university with a bachelor’s degree in business administration, engineering, science, or related field and five years of experience in power or natural gas transaction scheduling with strong preference in the California power or natural gas markets. Knowledge and Skills Knowledge of personal computer applications and software programs; pertinent Federal, State, and local policies, procedures, laws, and regulations related to power resources; California ISO power operations and markets; electric and water utility operations. Ability to communicate clearly and concisely, both orally and in writing; operate a variety of personal computer and other computer software programs; represent the City in a variety of meetings regarding energy scheduling; prepare and administer accurate energy reporting; analyze unusual situations and resolve them through application of appropriate principles and practices; ability to attend various meetings and related functions during normal working hours and outside working hours; establish and maintain effective working relationships with co- workers and related agencies. MARGINAL FUNCTIONS These are position functions which may be changed, deleted, or reassigned to accommodate an individual with a disability. SPECIAL REQUIREMENTS Possession of and ability to maintain a valid Class C California Drivers License and a satisfactory driving record. In-depth knowledge of the WECC and CAISO power and transmission scheduling, and good understanding of power systems operations principles. Environmental Conditions Work is performed primarily in a standard office setting; incumbents may be required to work extended hours including evenings and weekends from time-to-time. Physical Conditions Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Page 1 of 3 CITY OF AZUSA SENIOR WATER SYSTEM ENGINEER DEFINITION Under the direct supervision of the Assistant Director – Water Operations, leads, coordinates and performs a variety of civil engineering functions in support of the Water Division production and distribution systems. ESSENTIAL FUNCTIONS The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices. Leads and participates in the Water Division capital improvement program (CIP); manages multiple design and construction projects; reviews and approves plans and specifications submitted by developers, customers and consultants for water infrastructure; leads and participates in construction management. Supervises, trains, evaluates, and schedules assigned staff in the investigation, design, preparation, and review of a variety of plans, estimates, and reports involved in water division projects. Provides lead design and review, and assumes responsibility for plans and drawings associated with programs, projects, CIPs, new developments, and inspections of the water infrastructure to ensure compliance with established standards and regulations. Establishes technical criteria and engineering standards for the Water Division; assists in repair construction, maintenance and operations support at the Water Treatment Plant, wells, pumps, controls, equipment, SCADA, water quality, water quality reports, production reports, reviews annual consumer confidence report, water meters, gauges, water quality samples, sample stations, and pumping levels; identifies and prepares project scopes, engineer statements, cost estimates, schedules, specifications and fund opportunities; surveys and inspects to verify compliance. Participates in the establishment and implementation of goals, policies, procedures, and objectives for the Division; develops proposals for grant applications and administers awarded grants; prepares staff reports to the Utility Board, attends and presents at Utility Board meetings or other agency meetings, as assigned. Assists in the preparation of water budgets for the Division to include revenue projection and forecasting for needed funds; prepares and updates a schedule of water fees and charges; monitors expenses. Prepares bid packages, request for proposals, public works contracts, supplier contracts, professional service contracts, and procurement; evaluates and administers professional service contracts. Coordinates updates to the water system master plan and urban water management plan. Performs technical engineering calculations and analysis, including hydraulic modeling and water system analysis. Represents the Department at various water industry groups, forums, and meetings, as assigned; interacts with developers, outside agencies, other city departments, consultants, contractors and customers. ATTACHMENT 4 Senior Water System Engineer Class Specification Page 2 of 3 Performs a variety of customer service activities; investigates and resolves complaints and inquiries. Performs related duties as required. CLASS CHARACTERISTICS QUALIFICATION GUIDELINES Education and/or Experience Bachelor’s degree in Civil Engineering from an accredited college or university and California Registration as a Civil Engineer; a master’s degree in Civil Engineering, Engineering, Engineering Management, Construction Management or other related specialization is desirable; minimum five years of experience in water system engineering, consulting, and/or facility construction; Experience in implementation of various water system technology projects is preferred. Knowledge and Skills Knowledge of water system and water facility design and construction; applicable Federal, State, and local laws, ordinances, codes, regulations, and standards; water resources and economics of water supply; advance metering infrastructure for water systems; water treatment and distribution and project management of water system capital and technological improvements; civil engineering design and disciplines including pipeline design construction; methods and practices used in the preparation of designs, plans, specifications, estimates, and reports; asphalt paving and concrete work; grading; drainage; hydraulics, hydraulic modeling and pumping; current legislative and regulatory initiatives affecting the water system; contract negotiation and administration principles. Ability to communicate in an understandable, businesslike manner verbally and in writing; inspect construction of water system facilities and monitor consultant construction inspectors; perform complex civil engineering computations and other civil engineering related tasks; read, interpret, understand, and produce blueprints and construction drawings; produce understandable, logical and grammatically correct general correspondence and complex written reports; read and interpret budget sheets; respond to internal and public inquiries and complaints in a tactful and courteous manner; practice sound personnel supervision; establish and maintain effective working relationships with supervisors, fellow employees, other utility companies, regulatory agencies, and the general public; interact with Consultants and Contractors with an understanding of practical engineering and construction terms and jargon; perform field inspection of pipelines and water facilities construction, rehabilitation, and maintenance; understand and manage utility operating and capital budgets. MARGINAL FUNCTIONS These are position functions which may be changed, deleted, or reassigned to accommodate an individual with a disability. SPECIAL REQUIREMENTS Current Registration as a Civil Engineer in the State of California. Valid California Class C driver’s license and a satisfactory driving record. Environmental Conditions Senior Water System Engineer Class Specification Page 3 of 3 Work is performed in a standard office setting and in the field; field work may include exposure to inclement weather conditions, hazardous machinery, and chemicals; incumbents may be required to work extended hours including evenings and weekends from time-to-time. Physical Conditions Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Page 1 of 2 CITY OF AZUSA INFORMATION TECHNOLOGY SYSTEMS AND NETWORK MANAGER DEFINITION Under administrative directions, plans, designs, coordinates and manages the Information Technology Department, including the City’s network, computing, and telecommunications systems for all City departments. Manages the daily activities of technology related functions and perform related work as required. ESSENTIAL FUNCTIONS Plans, designs, implements, manages, and supports complex interdepartmental information systems, networks, and telecommunication systems within the City. Coordinates computer systems interfaces, ensures secure network integrity, ensures system recovery and responds to system failures or problems. Plans for the configuration, acquisition, and integration of additional computers and telecommunications equipment City-wide. Plans and administers commercial software deployments and services by third party vendors to meet specifically defined department needs. Initiate new systems and modifications and/or enhancements to existing systems. Assists in the development of departmental goals and objectives; recommends policies and implements procedures to conduct activities; assists in the development of comprehensive plans to satisfy future needs for departmental services. Manages, supervises, trains, and evaluates the work of professional information technology division personnel, and support staff; makes effective recommendations regarding hiring, promotions, and transfers; recommends disciplinary action as needed, up to and including termination. Participates in the development and administration of related budgets; recommend and manages contracts. May act as Department Director as needed. CLASS CHARACTERISTICS This single position class reports directly to the Director of Information Technology and assists the Director in the daily operations of the Department, as well the strategic planning, development, and implementation of City-wide information technology resources and activities. ATTACHMENT 5 Page 2 of 2 QUALIFICATION GUIDELINES Any combination of education and/or experience that has provided the knowledge, skills, and abilities necessary for acceptable job performance as determined by the City. Example combinations include but are not limited to: Education and/or Experience A Bachelor's degree from an accredited college in Computer Science, Information Systems, or related field and four years of recent experience developing and managing networks at a managerial level; including staff training and supervision. Knowledge and Skills Knowledge of principles and practices in the planning, design, and management of complex information systems, including local, wide area, wireless, storage area, and fiber optic network systems; operating principles and characteristics of voice communication systems and services; troubleshooting principles and methods; principles and practices of sound personnel management and supervision. Skill in administrative principles and practices of goal setting, program development and implementation, budget development, planning, and organization. Ability to plan, organize, and direct the work of technical and professional support staff; develop, implement, and interpret goals, objectives, policies, procedures, work standards, and internal controls; prepare and administer a divisional budget; analyze complex administrative and technical problems; troubleshoot hardware and software problems; prepare program documentation, user procedures, reports of work performed, and other written materials; communicate in English, both orally and in writing; establish and maintain effective working relationships with supervisors, fellow employees, and the public. MARGINAL FUNCTIONS These are position functions which may be changed, deleted, or reassigned to accommodate an individual with a disability. SPECIAL REQUIREMENTS Possession of and ability to maintain a valid Class C California Driver’s License and a satisfactory driving record. Environmental Conditions Work is performed primarily in a standard office setting; incumbents may be required to work extended hours including evenings and weekends from time-to-time and drive on City Business. Physical Conditions Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. CITY OF AZUSA UTILITY APPLICATIONS SPECIALIST DEFINITION Reporting to the Assistant Director of Utilities - Customer Care & Solutions, this is a professional position in the City’s Utilities Department responsible for assisting with Project Management and managing a variety of Utility software applications/systems provided through third party contracts/vendors. Duties include working with contract vendors and department staff to monitor and maintain commercial off-the-shelf (COTS) customer information system (CIS), advanced metering infrastructure (AMI) system, utility bill print and presentment systems or interfaces, utility payment processing systems and interfaces, and cloud based automated call distribution (ACD) and interactive voice response (IVR) systems. See Essential Functions below for further detail. ESSENTIAL FUNCTIONS The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices. Provide technical and administrative support for a variety of Utilities Department related business information system applications, including application enhancements and version updates. Work collaboratively with the City’s Information Technology Department (IT) which maintains the City’s wide area network (WAN), server software and hardware, and other applications that serve all departments of the City. Document and technically analyze trouble issues in areas of responsibility, and report issues to outside vendors through helpdesks or bug tracking portals. Serve as liaison with outside vendors and end users on trouble issues and resolutions. Perform acceptance testing of fixes, and approve of code changes from test to production environments. Track open and closed issues on all Utilities Department managed information systems and report status periodically. Review proposed utility customer service software applications to determine feasibility and compatibility with existing systems; prepare data flow diagrams and process flow analysis as needed. Develop detailed specification documentation and business requirements documents (BRDs) for system modifications, interfaces and integration work; write business process test cases to ensure that system changes meet requirements and process data accurately and reliably, and help coordinate implementation of updates or enhancements to meet system and business requirements by preparing and administering system configuration settings, coordinating deployments with multiple vendors and executing test cases. Coordinate the development of system documentation; conduct end user training on new or existing procedures; file and store written procedures and training materials and make accessible to internal technical staff, management, and system users. ATTACHMENT 6 Page 2 of 4 Coordinate and work cooperatively with the City’s Information Technology Department with server and software issues related to the Utilities Department. Write and edit queries using SQL and Cognos to access databases to generate and run a variety of reports. Develop custom reports based on user needs and specifications; perform file extracts and prepare final report formats to meet specifications. Review and periodically audit daily, monthly and annual CIS related reports to verify accuracy and integrity of data included in such reports. Edit report queries as necessary to correct for any errors. Provide assistance with the development and preparation of Requests for Proposals (RFP) and contracts associated with Utilities Department computerized system acquisitions or software-as-a-service (SaaS); thoroughly document existing procedures and identify best practices (GAP analysis); develop RFP specifications for new systems; coordinate the review and approval of RFP; assist to solicit proposals and to evaluate proposals; assist with vendor selection and preparation and approval of contracts; assist to monitor and administer contract compliance as assigned. Provide assistance with project management for modifications to existing utility systems or to deploy new systems, including modifications to interfaces, system applications, databases, or cloud based systems; develop project plans, including parallel testing plans, timelines, and test scripts; prepare test data, lead and conduct testing; help to schedule, track and coordinate work of multiple vendors and Utilities Department staff in multiple divisions; evaluate functional performance of new applications and approve for Go Live or for implementation into production environment. Assist with the administration of Advanced Metering Infrastructure (AMI) contract documents; ensure that service level agreements (SLAs) for AMI network uptime, software availability and vendor response times are met; assist or work with field services staff to troubleshoot and resolve AMI network connectivity issues, meter configuration issues, and integration issues with other systems, e.g. Meter Data Management System (MDMS) and CIS; verify meter data from AMI system is accurately uploaded to CIS for billing purposes; write scripts and queries to generate reports and execute work orders. Attend professional meetings and conferences to keep abreast of software development and new service offerings, and to represent the department’s needs and interests associated with system modifications and the future direction of current systems. Participate in the research, development, and preparation of technical planning documents for future projects including capital budgeting; monitor assigned budgets for information systems and recommend approval of vendor payments for assigned projects and ongoing information service contracts. Communicate clearly and concisely, both orally and in writing and establish and maintain effective working relationships with those contacted in the course of work. Perform related duties as required. Page 3 of 4 CLASS CHARACTERISTICS This single position class receives general supervision from the Assistant Director of Utilities - Customer Care and Solutions and is responsible for exercising functional supervision of customer service staff with regard to utility business related systems. QUALIFICATION GUIDELINES Education and/or Experience Graduation from an accredited college or university with a Bachelor’s degree in business systems management, computer science or related field is required, plus experience that has provided the knowledge, skills, and abilities necessary for acceptable job performance as determined by the City. Knowledge and Skills Knowledge of utility information systems, such as customer information systems (CIS), IP based automated call distribution (ACD) system, interactive voice response (IVR) system, meter data management systems (MDMS), and advanced metering infrastructure (AMI) systems; geographic information systems (GIS); outage management systems (OMS); knowledge of functions/processes executed by utility information systems, including utility billing process, notifications and collection process, cash updates, electronic payments processing, cashiering, accounting, reconciliations, reporting, and month end processes; call flow script recording and set up, call routing and reporting, and outbound dialer programming; knowledge of application software deployment and administration; mobile app integration/deployment; quality assurance (QA) testing procedures; process to diagnose, troubleshoot and resolve issues; software tools including SQL programming and Cognos to query and generate reports from CIS and MDMS; general data processing and record keeping techniques; system modification procedures including specifications development; software licensing agreement development and administration; analytical research techniques; technical writing; ability to develop training material and train end users; skill at preparing documents for complex system modifications; best practices for tracking and evaluating system performance; principles, practices and techniques of project management and ability to develop project plans and timelines; skill at managing multiple process upgrades as part of a system upgrade or installation project; principles of business letter writing and basic report preparation; office procedures, methods, and equipment including skill in using desktop software applications such as word processing, spreadsheets, and overhead presentations; provide assistance and support of end users of managed systems; ability to communicate effectively with end users and recommend system modifications to meet their needs. MARGINAL FUNCTIONS These are position functions which may be changed, deleted or reassigned to accommodate an individual with a disability. SPECIAL REQUIREMENTS Possession of and ability to maintain a valid Class C California Drivers License and a satisfactory driving record. Page 4 of 4 Environmental Conditions Work is performed primarily in a standard office setting; incumbents may be required to work extended hours including evenings and weekends from time-to-time. Physical Conditions Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.