HomeMy WebLinkAboutAgenda Report - March 2, 2016 I-03CITY OF LODI
COUNCIL COMMUNICATION
TM
AGENDA TITLE: Adopt Resolution Approving the New Classification and Salary Range of Events
Coordinator and Approving the Reclassification of One Senior Administrative Clerk
to Events Coordinator
MEETING DATE: March 2, 2016
AGENDA ITEM
2- 3
SUBMITTED BY: Human Resources Manager
RECOMMENDED ACTION:
Adopt resolution approving the new classification and salary range
of Events Coordinator and approving the reclassification of one
Senior Administrative Clerk to Events Coordinator.
BACKGROUND INFORMATION: The Human Resources Division received a request to conduct a
classification study for a Senior Administrative Clerk in the Parks,
Recreation and Cultural Services Department. Human Resources
staff conducted a classification study and recommends the creation of a new classification, salary range
and the subsequent reclassification of one Senior Administrative Clerk to the newly created position of
Events Coordinator.
The study concluded that the incumbent has been performing higher level work, over a significant period
of time, above the current job classification of Senior Administrative Clerk. The creation of the Events
Coordinator allows the incumbent to be properly compensated for the higher level duties being
performed.
Staff requests that Council approve the new job classification, salary range and reclassification of one
Senior Administrative Clerk to the newly created classification of Events Coordinator retroactive to March
30, 2015.
The proposed salary range for the Events Coordinator is $50,960.07 to $61,942.33. The Events
Coordinator classification will be part of the AFSCME — General Services Bargaining Unit. Staff met and
conferred with AFSCME and they concur with the reclassification of one Senior Administrative Clerk to
Events Coordinator.
The approximate increase for Fiscal Year 2015/16 is $8,000.
FISCAL IMPACT: The fiscal impact in FY 2015/16 would be approximately $8,000 including
benefits.
FUNDING AVAILABLE: Increased expenses will be absorbed within existing appropriations.
adal---64--t.
Adele Post, Human Resources Manager
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Jordan Ayers, Deputy City Mana er/Internal Services Director
C
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Manager
CITY OF LODI
EVENTS COORDINATOR
EXHIBIT A
March 2016
Job descriptions are intended to present a broad and general range of duties which
includes, purpose, responsibilities, and scope of work. Job descriptions are not
intended to reflect all duties performed within the job.
DEFINITION
Under general supervision, this position is responsible for the oversight of the day-to-
day operations of the Hutchins Street Square box office and facility rentals, including
operation of the computerized ticketing system, scheduling, and booking and
overseeing events; facility use and rental agreements; exercises an advanced level of
technical expertise and/or job knowledge; and performs other job related duties as
assigned.
SUPERVISION EXERCISED AND RECEIVED
May exercise direct supervision over lower -level staff and volunteers. Receives general
supervision from higher-level personnel.
EXAMPLES OF DUTIES
Duties may include, but are not limited to the following:
Coordinate and oversee the day-to-day operations of the Hutchins Street Square box
office, performing arts theater and facility rentals;
Research and source new acts and performances and make recommendations to
Director; Negotiate terms of contract with promoters, performers or agents; Secure and
complete all necessary documentation and/or contracts and insurance;
Coordinate production schedules; Conduct cost analysis to determine profitability of
performance; Secure and complete all necessary documentation and/or contracts and
insurance;
On site coordination (House Manager) during performance; Ensure all technical,
maintenance and contractual requirements of the event are met; Represent the facility
positively to the promoter and guests;
Responsible for ticket reservation computer program; Collect payments for tickets;
maintain and prepare various financial and utilization reports; Prepares final sales
reports for shows and performances and settles out with performers;
Responsible for coordinating facility rentals; Directly oversee support staff in collecting
damage and reservation deposits and payments for facility use; Directly oversee
support staff that prepare and maintain various financial and utilization reports; Assign
contracted security guards as needed; Prepare final rental reports for customers and
settles out with renters;
Coordinate multiple activities; Coordinate with others to assure successful events;
Oversee the maintenance and record keeping systems;
Prepare event materials including promotional posters, brochures; Prepare marketing
materials for radio and newspaper advertisements; Update the Hutchins Street Square
Facebook page and Internet webpage;
Coordinate with promoters, artists, house technical staff, volunteers, Building Services
Supervisor, and management to ensure a successful event;
May provide day-to-day supervision of clerical support staff and part-time employees
including leading, directing, training, mentoring, assigning and evaluation of work;
Operate a personal computer to access customer account data from multiple computer
systems; Interpret and explains charges, policies, procedures, special programs and
rates; Initiate appropriate transactions to satisfy customer requests and internal
accounting procedures;
Assist in the preparation of the budget;
Exhibit a high level of customer service; Professionally handle customer complaints and
difficult situations and perform related functions associated with insuring high-quality
ticket office and customer service;
Performs other related duties as required.
MINIMUM QUALIFICATIONS:
Knowledge of:
Customer service principles and practices, including conflict resolution;
Operation of a box office and Performing Arts Center;
Budget procedures and processes;
Principles of supervision;
Principles of contract negotiations;
Standard office equipment, including personal computer, and computer software such
as Microsoft Word, Excel, Outlook and computerized ticketing systems/programs.
Ability to:
Perform routine mathematical computations; perform clerical procedures in an
organized and accurate manner;
Conduct research; Use independent judgment and decision making skills; negotiate
contracts; organize and maintain accurate financial and customer records;
Operate a personal computer using various financial applications and job-related
software; operate a calculator and other common office machines;
Understand and carry out oral and written instructions; interact with the public
effectively and courteously; communicate clearly and concisely;
Assign and monitor the work of subordinate staff; provide technical expertise to lower -
level positions;
Establish and maintain cooperative and effective relationships with those contacted
during the course of work.
EDUCATION AND EXPERIENCE:
Any combination of experience and education that would provide the required
knowledge and ability is qualifying. A typical combination is:
Education:
Equivalent to completion of high school. Associate degree from an accredited college
or university in Business or Public Administration, Theater or comparable degree is
desirable.
Experience:
Three years of experience performing a variety of customer service tasks related to box
office and facility rental operations. Including one year of supervisory experience.
WORKING CONDITIONS:
Environmental Conditions: Office environment
Physical Conditions: Essential and marginal functions may require maintaining physical
condition necessary for sitting, standing, bending and stooping for prolonged periods of
time; using various office equipment including a computer screen and keyboard and
lifting up to 30 pounds.
*FLSA Status: NON-EXEMPT
RESOLUTION NO. 2016-32
A RESOLUTION OF THE LODI CITY COUNCIL APPROVING
THE CLASSIFICATION, JOB SPECIFICATION AND SALARY
RANGE FOR EVENTS COORDINATOR AND THE
RECLASSIFICATION OF ONE SENIOR ADMINISTRATIVE
CLERK TO EVENTS COORDINATOR
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
approve the classification and job specification for the position of Events Coordinator
attached hereto as Exhibit A; and
BE IT FURTHER RESOLVED that the salary range for Events Coordinator is
hereby approved and shall be as follows:
Classification
Step A
Step B
Events Coordinator
$50960.07 $53508.11
Step C
58992.70
Step D
$61942.33
Step E
$61942.33
BE IT FURTHER RESOLVED that the Lodi City Council does hereby approve
the reclassification of one Senior Administrative Clerk to Events Coordinator.
Dated: March 2, 2016
I hereby certify that Resolution No. 2016-32 was passed and adopted by the Lodi
City Council in a regular meeting held March 2, 2016 by the following vote:
AYES: COUNCIL MEMBERS — Johnson, Kuehne, Mounce, Nakanishi,
and Mayor Chandler
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN' COUNCIL MEMBERS — None
J NNIFER . FERRAIOLO
City Clerk
2016-32
CITY OF LODI
EVENTS COORDINATOR
EXHIBIT A
March 2016
Job descriptions are intended to present a broad and general range of duties which
includes, purpose, responsibilities, and scope of work. Job descriptions are not
intended to reflect all duties performed within the job.
DEFINITION
Under general supervision, this position is responsible for the oversight of the day-to-
day operations of the Hutchins Street Square box office and facility rentals, including
operation of the computerized ticketing system, scheduling, and booking and
overseeing events; facility use and rental agreements; exercises an advanced level of
technical expertise and/or job knowledge; and performs other job related duties as
assigned.
SUPERVISION EXERCISED AND RECEIVED
May exercise direct supervision over lower -level staff and volunteers. Receives general
supervision from higher-level personnel.
EXAMPLES OF DUTIES
Duties may include, but are not limited to the following:
Coordinate and oversee the day-to-day operations of the Hutchins Street Square box
office, performing arts theater and facility rentals;
Research and source new acts and performances and make recommendations to
Director; Negotiate terms of contract with promoters, performers or agents; Secure and
complete all necessary documentation and/or contracts and insurance;
Coordinate production schedules; Conduct cost analysis to determine profitability of
performance; Secure and complete all necessary documentation and/or contracts and
insurance;
On site coordination (House Manager) during performance; Ensure all technical,
maintenance and contractual requirements of the event are met; Represent the facility
positively to the promoter and guests;
Responsible for ticket reservation computer program; Collect payments for tickets;
maintain and prepare various financial and utilization reports; Prepares final sales
reports for shows and performances and settles out with performers;
Responsible for coordinating facility rentals; Directly oversee support staff in collecting
damage and reservation deposits and payments for facility use; Directly oversee
support staff that prepare and maintain various financial and utilization reports; Assign
contracted security guards as needed; Prepare final rental reports for customers and
settles out with renters;
Coordinate multiple activities; Coordinate with others to assure successful events;
Oversee the maintenance and record keeping systems;
Prepare event materials including promotional posters, brochures; Prepare marketing
materials for radio and newspaper advertisements; Update the Hutchins Street Square
Facebook page and Internet webpage;
Coordinate with promoters, artists, house technical staff, volunteers, Building Services
Supervisor, and management to ensure a successful event;
May provide day-to-day supervision of clerical support staff and part-time employees
including leading, directing, training, mentoring, assigning and evaluation of work;
Operate a personal computer to access customer account data from multiple computer
systems; Interpret and explains charges, policies, procedures, special programs and
rates; Initiate appropriate transactions to satisfy customer requests and internal
accounting procedures;
Assist in the preparation of the budget;
Exhibit a high level of customer service; Professionally handle customer complaints and
difficult situations and perform related functions associated with insuring high-quality
ticket office and customer service;
Performs other related duties as required.
MINIMUM QUALIFICATIONS:
Knowledge of:
Customer service principles and practices, including conflict resolution;
Operation of a box office and Performing Arts Center;
Budget procedures and processes;
Principles of supervision;
Principles of contract negotiations;
Standard office equipment, including personal computer, and computer software such
as Microsoft Word, Excel, Outlook and computerized ticketing systems/programs.
Ability to:
Perform routine mathematical computations; perform clerical procedures in an
organized and accurate manner;
Conduct research; Use independent judgment and decision making skills; negotiate
contracts; organize and maintain accurate financial and customer records;
Operate a personal computer using various financial applications and job-related
software; operate a calculator and other common office machines;
Understand and carry out oral and written instructions; interact with the public
effectively and courteously; communicate clearly and concisely;
Assign and monitor the work of subordinate staff; provide technical expertise to lower -
level positions;
Establish and maintain cooperative and effective relationships with those contacted
during the course of work.
EDUCATION AND EXPERIENCE:
Any combination of experience and education that would provide the required
knowledge and ability is qualifying. A typical combination is:
Education:
Equivalent to completion of high school. Associate degree from an accredited college
or university in Business or Public Administration, Theater or comparable degree is
desirable.
Experience:
Three years of experience performing a variety of customer service tasks related to box
office and facility rental operations. Including one year of supervisory experience.
WORKING CONDITIONS:
Environmental Conditions: Office environment
Physical Conditions: Essential and marginal functions may require maintaining physical
condition necessary for sitting, standing, bending and stooping for prolonged periods of
time; using various office equipment including a computer screen and keyboard and
lifting up to 30 pounds.
*FLSA Status: NON-EXEMPT
Jennifer Ferraiolo
From: Jennifer Ferraiolo
Sent: Wednesday, March 02, 2016 11:09 AM
To: 'Mike Lusk'
Cc: City Council; Steve Schwabauer; Janice Magdich; Elizabeth Kirkley; Jordan Ayers; Jeff
Hood
Subject: RE: Blue Sheets for March 2, 2016 meeting
Thank you for your email. It was received by the City Council and forwarded to the City Manager's office and all
referenced departments for information, response, and/or handling. In addition, your correspondence will be provided
as a Blue Sheet item for tonight's Council meeting.
Jennifer M. Ferraiolo, CMC
City Clerk
P.O. Box 3006
Lodi, CA 95241-1910
(209) 333-6702
(209) 333-6807 FAX
Original Message
From: Mike Lusk [mailto:mclusk@softcom.net]
Sent: Wednesday, March 02, 2016 11:02 AM
To: City Council; mclusk@softcom.net
Subject: Blue Sheets for March 2, 2016 meeting
Lodi City Council March 2, 2016
General Comment: It is hard to believe the City of Lodi in presenting this agenda tonight, on one hand is expressing
budget over runs and asking for addition funds to balance department budgets and on the other hand wants to spend
money it doesn't appear to have on all of the agenda items listed.
l•genda Item C-04
No vote on hiring EES Consulting for LEU rate analysis.
I believe we have qualified employees within the LEU to understand rates and budgetary needs to balance a budget.
This contract is a waste of rate payers money to perform redundant work.
Agenda Item I-01
No vote approving Fiscal Year 2015/16 Mid -year Budget Adjustment.
There should be a moratorium on new positions and pay increase that are not already a contract obligation. There
are only 4 months left until the new budget year of 2016/17 is put out. This would leave time for more public disclosure
and review before authorizing any increases to the budget that might effect utility budgets requiring rate increases.
Items within this agenda item have either conflicts with other policies or create additional expenses to the City.
Examples: New Position Recommended in the LEU -An Electric Utility Resources Analyst.
Who is currently doing this work? Why ask for this position and at the
rAgenda Item I-021
same time request a contract with EES for Rate Analysis? What effect does this position have on the overall LEU budget
when considering rate increases and the larger problem of the Calpers Retirement debt looming over the City.
The same questions noted above would apply to the salary upgrades and additional positions in the Finance Dept.
Any residual funds regardless of how earmarked in any budget should be held and carried over into the next budget
year with only 4 months left until new budget. Whether this be in Parks and Rec or any other Dept.
Electric Utility item discussing the appropriations by $3,115,540 should be withheld. If memory is correct, wasn't
monies authorized in the previous budget in the amount of 2 million dollars for this project and was part of the
argument when justifying the 5 percent rate increase to the LEU rates last year? In addition last August 15, 2015 the
lighting project was approved and a loan authorized from Farmers and Merchants Bank to fund this project with the
understanding it would be repaid not by the LEU but through energy rebate programs.
So now being 3 quarters of the way through this budget year why are all these departments expressing budget over
runs requiring this request. They are substantial amounts of money.
Is there not appropriate over site in order to make adjustments to operations to prevent these overruns?
No vote on PRSC request for One -Eighth Cent Sales Tax Measure.
This item expresses a 1/8th sales tax increase would create about
1.3 million dollars for the PRCS. Where does this figure come from.
Just within the last few months I have suggested a sales tax increase be considered and earmarked for the Police and
Fire Dept. force stabilization and help pay for the looming Calpers retirement debt. At that time I was informed 1/2
percent would only raise about $500 thousand dollars. Far short of the 1.3 million noted in this Item. So why this
inflated projection for Parks and Rec?
At the time the paid consultant made the noted survey were the participants given the choice of questions asked,
such as would you like to pay for much needed street repair or add an item to the parks wish list. Would you like to
increase the staffing on the Police Dept.
contributing to the overall safety of the Citizens of Lodi or add to the Parks and Rec wish list. Would you like to pay for
the looming Calpers retirement debt or add to the Parks and Rec wish list. So and So on.
OR were they only asked the singular question of what would you like Lodi to have in relation to the Parks and Rec?
If this was the case the percentages of approval could be grossly exaggerated.
Since the mid 90's the City has been wanting to build a sports and aquatic facility of some kind and each time the
public at large has not supported this item. An example would be the bond issue about 10 years ago that was defeated.
realize there are current parks and play ground areas that need attention and should take priority over any new
programs. In reference to 2 new parks coming up for construction, I would suggest that they should be paid for by
builder impact fees for parks going into these new sub divisions. Pixley Park should be forever forgotten since it is in and
industrial area and out of the way and funds for this park should be used elsewhere. The Parks and Rec wish list could
use a lot of red lining.
Having said all of the above, I realized the Parks and Rec budget is under funded and more money is needed but
when faced with the reality of should you pay for groceries and bills or go on vacation, the vacation is the last on the list.
f Agenda Item I-031
No vote on adopting resolution approving the new
classification and salary range of Events Coordinatior and approving the reclassification of one Senior Administrative
Clerk to the Events Coordinator.
As stated previously, wait for new budget year for review and impact on overall budget and Calpers debt.
[Agenda Item 1-04]
No vote on adopting resolution approving the new
classification and salary range for Utility Billing Specialist and Approve the reclassification of three Customer Service
Representatives to the Position of Utility Billing Specialist.
2
As stated previously, wait for new budget year for review and impact on overall budget and Calpers debt. What
impact on utility rates?
[Agenda Item I-051No vote on adopt resolution approving amendments to the Job Description and Salary range of City
Planner and approving the reclassification on one Senior Planner to City Planner.
As stated previously, wait for new budget year for review and impact on overall budget and Calpers debt.
fenda Item I-05/No vote on adopt resolution approving the classification, job description and salary range for the
position of Electric Utility Resources Analyst.
As stated previously, wait for new budget year for review and impact on overall budget and Calpers debt. What
impact on utility rates?
Respectfully
Mike Lusk, Lodi
3