HomeMy WebLinkAbout08 - CC-7 - Establishment of New Classification of E - 5/3/2016CITY COUNCIL AGENDA REPORT
MEETING DATE: May 3, 2016 ITEM NUMBER: CC -7
SUBJECT: ESTABLISHMENT OF THE NEW CLASSIFICATION OF EMERGENCY SERVICES
ADMINISTRATOR
DATE: APRIL 25, 2016
FROM: CEO'S OFFICE - HUMAN RESOURCES DIVISION
PRESENTATION BY: KASAMA LEE, PRINCIPAL HUMAN RESOURCES ANALYST
BRYAN GLASS, POLICE CAPTAIN
FOR FURTHER INFORMATION CONTACT: LANCE NAKAMOTO AT (714) 754-5172
RECOMMENDATION:
Staff recommends that the City Council:
1. Adopt Resolution No. 16- (Attachment 1), which amends Resolution 15-34
establishing the new Emergency Services Administrator job classification
(Attachment 2); and corresponding salary range of $7,682 - $10,296 (Tier 1) and
$6,969 - $9,338 (Tier 2) per month.
BACKGROUND:
The Police Department's Office of Emergency Management (OEM) is responsible for the
City's disaster preparedness and is the liaison to other government agencies, districts and
organizations on disaster preparedness. The OEM leads the City in comprehensive
emergency management including planning for, mitigation of, preparation for, response
to, and recover from natural, man-made, and accidental incidents of high consequence.
Since July 2010, the City has not had a full-time employee dedicated solely to disaster
preparedness. Over the past six years, these duties have been reassigned to sworn
Police staff and most recently to a part-time Management Analyst.
ANALYSIS:
With limited staffing resources, the OEM has been restricted to minimally performing its
core functions. In addition, the City runs the risk of being out of compliance with
training which will impact the City's ability to recover from a disaster including accessing
resources and state and federal funds.
The Police Department currently has a Logistical Support Manager position vacant. By
reallocating this position and hiring an experienced Emergency Services Administrator,
the City will be able to make progress towards the OEM's goals of supporting
emergency management activities and efforts in a time sensitive and comprehensive
manner. Some of these goals include:
1
• Ensuring the City Emergency Operations Center (EOC) is maintained and the
necessary training and exercise of City and partner staff are continued.
• Ensuring the City Emergency Operations Plan (EOP) is current and that all City
departments' EOC duties and responsibilities are consistent and compliant with
state and federal guidelines.
• Ensuring City staff has access to all required and recommended training relevant
to emergency management and EOC activation protocols and responsibilities.
• Coordinating and expanding community outreach efforts and actively establishing
and maintaining partnerships with community leaders and political subdivisions
throughout the City.
• Enhancing funding opportunities by pursuing grant opportunities.
• Ensuring the City is compliant with the Standardized Emergency Management
System (SEMS), Incident Command System (ICS) and National Incident
Management System (NIMS) training and records retention requirements.
ALTERNATIVES CONSIDERED:
The alternative would be to continue to utilize part-time staff to perform these duties.
FISCAL REVIEW:
The salary and related benefits of the new Emergency Services Administrator position
have already been included in the Fiscal Year 2015-2016 budget (Logistical Support
Manager position).
LEGAL REVIEW:
The City Attorney's Office has reviewed the attached documents and, where appropriate,
approved them as to form. Also, the Costa Mesa City Employees Association (CMCEA)
has been notified of this new job classification.
CONCLUSION:
Staff recommends that the City Council adopt Salary Resolution 16- that
establishes the new classification and salary range as set forth in the attached
documents.
KASAMA LEE
Principal Human Resources Analyst
TAMARA S. LETOURNEAU
Assistant Chief Executive Officer
STEPHEN DUNIVENT
Interim Director of Finance
BRYAN GLASS
Police Captain
ROBERT N. SHARPNACK
Chief of Police
THOMAS DUARTE
City Attorney
1►
DISTRIBUTION: CEO
City Attorney
City Clerk
Interim Finance Director
ATTACHMENTS: 1 Emergency Services Administrator Job Description
2 Resolution No. 16 -XX
ATTACHMENT 1
CITY OF COSTA MESA Class Code:
Established Date: May 3, 2016 Emergency Services Administrator 0096/5096
DESCRIPTION:
Under general direction, to plan, organize, direct and coordinate the operations and activities of the City's
emergency services and disaster preparedness programs; ensure program compliance with federal, state
and local laws, guidelines and regulations and perform related duties as required.
CLASS CHARACTERISTICS:
This is a one -position class that reports to a Police Captain and is responsible for directing the operations of
the City's emergency services and disaster preparedness programs. The position requires specialized
knowledge, abilities, skills and experience, and exercises independent judgment in the performance of their
duties. Work is assigned and evaluated by a Police Captain through conference, reports and results
obtained.
ESSENTIAL FUNCTIONS:
These functions may not be present in all positions in this class. When a position is to be filled, the essential
functions will be noted in the announcement of position availability. Management reserves the right to add,
modify, change or rescind work assignments as needed.
Plans, organizes, and directs all activities of the City-wide Emergency Services Disaster Program in
accordance with Federal and State emergency management guidelines.
Develops, prepares, and maintains the City's Emergency Operations Plan and supporting documentation
such as incident specific plans, Emergency Operations Center (EOC) activation procedures and
emergency notification lists and updates assessments, procedures, and/or plans to ensure compliance
with regulatory and funding requirements.
Assists with the coordination and activation of the EOC during actual disasters and maintains the EOC,
equipment and supplies in a constant state of readiness.
Serves as the technical adviser to City management regarding earthquake, flood, hazardous materials
and nuclear emergencies, terrorist acts, EOC operations, Standardized Emergency Management System
(SEMS), National Incident Management System (NIMS), mutual aid, public information and other related
issues.
Meets with local, state, and federal officials to coordinate emergency communication plans in the event of
civil or national disaster.
Administers and manages the Emergency Notification System (AlertOC), GETS, and WebEOC
Emergency Management System; assumes responsibility for the development, implementation, and
testing of these systems; and provides ongoing training to City personnel on these systems.
Monitors and analyzes trends in emergency management planning and recommends improvements in
emergency preparedness, response, and recovery.
Coordinates and collaborates with City Departments to update disaster preparedness, emergency
operations, and homeland security plans for the City.
Represents the City by attending and participating in monthly professional meetings and seminars relating
to disaster and emergency preparedness.
Conducts emergency management training and exercises; develops training modules for the SEMS and
applications for the EOC functionality for City staff and EOC responders.
Facilitates and coordinates preparation of Federal Emergency Management Agency (FEMA)/California
Office of Emergency Services (Cal OES) financial reimbursement claims, maintains required
documentation, and after-action reports at the conclusion of exercises and actual emergencies.
Coordinates the development, submission, implementation, reporting, and close-out of emergency plans;
manages grant programs and projects and maintains eligibility requirements for county, state, and federal
financial reimbursement programs.
Develops and maintains the City's Hazard Mitigation Plan.
Assists in the management of emergency management budget; participates in the development of the
program budget and recommends expenditures.
Conducts thorough research and produces accurate, in depth reports and emergency plans based on
factual, historical, and technical information.
Coordinates and conducts marketing, promotional and special event community outreach relating to
emergency preparedness.
Performs other work as required.
QUALIFICATIONS GUIDELINES:
A typical way to obtain the requisite knowledge and abilities to perform the duties and responsibilities of this
classification is as follows:
EDUCATION, TRAINING AND/OR EXPERIENCE:
Bachelor's degree from an accredited college or university with major course work in public administration,
business administration or a related field.
Four years of responsible experience in disaster preparedness or emergency management programs.
Experience in a municipal setting is desirable.
LICENSE AND/OR CERTIFICATE:
Possession or the ability to obtain a valid Class C California Driver's License. Revocation of a license during
employment will result in disciplinary action or reassignment.
Certification as an Emergency Manager by the International Association of Emergency Managers is
desirable.
REQUISITE KNOWLEDGE AND SKILL LEVELS:
Knowledge of the principles of municipal emergency services program planning and development, policies,
operations, services and activities.
Knowledge of federal and state laws, regulations, policies and plans for homeland security, emergency
management and financial assistance.
Knowledge of the functions, procedures and practices of Emergency Operations Centers and emergency
communications.
Knowledge of methods and techniques in disaster preparedness training.
Knowledge of the Standardized Emergency Management System (SEMS), National Incident Management
System (NIMS), and Operational Area concepts.
Knowledge of principles and practices of program development, administration and evaluation.
Knowledge of Microsoft Office and Adobe Acrobat programs.
REQUISITE ABILITIES:
Ability to plan, organize, develop and coordinate emergency management programs/exercises.
Ability to understand and apply local, state, and federal rules, regulations and directives governing disaster
and emergency preparedness.
Ability to analyze situations quickly and accurately and take effective action.
Ability to develop and present formal training programs in emergency management related subjects.
Ability to develop public information materials and make public presentations.
Ability to conduct research, perform analysis, prepare reports of findings, and make recommendations.
Ability to establish and maintain effective working relationships with city officials, staff, representatives from
other jurisdictions, volunteers and the general public.
Ability to communicate clearly and concisely, orally and in writing with individuals and groups.
SUPPLEMENTAL INFORMATION:
PHYSICAL TASKS AND ENVIRONMENTAL CONDITIONS:
Please contact Human Resources for a summary of the essential tasks and environmental factors for this
classification.
Employee accommodations for physical or mental disabilities will be considered on a case-by-case basis.
ATTACHMENT 2
RESOLUTION NO. 16 -XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COSTA MESA,
CALIFORNIA, CALIFORNIA, AMENDING RESOLUTION NO. 15-34 BY
ESTABLISHING NEW CLASSIFICATIONS REPRESENTED BY THE CITY OF
COSTA MESA CITY EMPLOYEES ASSOCIATION.
THE CITY COUNCIL OF THE CITY OF COSTA MESA, CALIFORNIA DOES HEREBY
RESOLVE AS FOLLOWS:
SECTION 1. The Costa Mesa City Council hereby amends Resolution 15-34 to
establish the new job classification of Emergency Services Administrator.
SECTION 2. The following job classifications are hereby placed under the Basic
Salary Administration Plan at the salary ranges and monthly rates of pay specified
effective May 1, 2016. The monthly rate of pay for individual executives may be in
increments between the monthly minimum and maximum salary step.
Class Title
Code
Salary
Plan
Grade
1
2
3
Step
4
5
6
7
0095 Emergency Services
CMC
53 $7,682
$8,067
$8,471
$8,894
$9,338
$9,805
$10,296
Monthly
Administrator
$92,190
$96,807
$101,650
$106,729
$112,058
$117,661
$123,552
Annual
Tier 1
$44.32
$46.54
$48.87
$51.31
$53.87
$56.57
$59.40
Hourly
5095 Emergency Services
CM2
53 $6,969
$7,317
$7,682
$8,067
$8,471
$8,894
$9,338
Monthly
Administrator
$83,629
$87,804
$92,190
$96,807
$101,650
$106,729
$112,058
Annual
Tier 2
$40.21
$42.21
$44.32
$46.54
$48.87
$51.31
$53.87
Hourly
SECTION 3. All resolutions and parts of resolutions in conflict herewith are
hereby rescinded.
PASSED AND ADOPTED this 3rd day of May, 2016.
Stephen M. Mensinger, Mayor
Resolution No. 16 -XX Page 1 of 2
ATTEST:
Brenda Green, City Clerk
STATE OF CALIFORNIA)
COUNTY OF ORANGE ) ss
CITY OF COSTA MESA )
APPROVED AS TO FORM:
Thomas Duarte, City Attorney
I, BRENDA GREEN, City Clerk of the City of Costa Mesa, DO HEREBY CERTIFY that
the above and foregoing is the original of Resolution No. 16-xx and was duly passed
and adopted by the City Council of the City of Costa Mesa at a regular meeting held on
the 3rd day of May, 2016, by the following roll call vote, to wit:
AYES: COUNCIL MEMBERS:
0[ffl 111111111111061911J►us] 10LVA 121LVA 1:121Z43
/_1:39210111111�i1i11J►us] 10LVA 121 LVA 1:121Z63
IN WITNESS WHEREOF, I have hereby set my hand and affixed the seal of the City of
Costa Mesa this 4t" day of May, 2016.
Brenda Green, City Clerk
(SEAL)
Resolution No. 16 -XX Page 2 of 2