CITY OF COMMERCEAGENDA REPORTCITY OF COMMERCEAGENDA REPORT
CITY OF COMMERCE
AGENDA REPORT
CITY OF COMMERCE
AGENDA REPORT
TO: Honorable City Council
FROM: City Manager
SUBJECT: A Resolution of the City Council of the City of Commerce, California Approving Revisions to the Personnel Classification and Compensation Plan by Amending the Director of Public Works Classification MEETING DATE: August 9, 2022
RECOMMENDATION:
That the City Council consider and adopt a Resolution amending the Classification and Compensation Plan by revising the job specification for the Director of Public Works.
BACKGROUND:
Staff was asked to report back on the recruitment process and professional civil engineering certification requirements on the job specification for the Director of Public Works classification. Currently, Transtech Engineers provide the City with an array of engineering services in various disciplines at a very high level. Staff believes that the Director of Public Works position requires various skill sets, experience, education and leadership attributes to lead the department effectively. Although a professional civil engineering certification is a tremendous accomplishment and signifies certain professional abilities, other attributes of what is required for this position may be overlooked as a result of creating limiting requirements on a job specification, such as requiring the professional engineering certification. Based on these reasons and the data provided in this report, staff is recommending Option 3. Staff, however, is requesting clear direction from the City Council on how to proceed at this juncture from the seven (7) options presented or any other alternative the City Council deems best.
The Human Resources Department periodically reviews classification specifications and recommends changes to the City’s Classification and Compensation Plan.
The Director of Public Works resigned in May 2022. The City at times engages with executive recruitment firms to recruit for executive positions, however, in a good faith effort to reduce costs, the City decided to recruit for this vacancy with current staff resources.
On May 10, 2022, staff recommended to the City Council an amendment to the Director of Public Works job specification as a result of a vacancy for this classification. A review and job analysis of the classification was conducted by Human Resources and Administration. It was identified that the job specification and title for the Director of Public Works/Development Services should be revised. Responsibilities and duties were also recommended to be removed as they no longer fall under the scope of the Director of Public Works classification but instead, fall under the scope of the Director of Economic Development and Planning.
Additionally, it was also recommended that the professional license and registration for this job classification continue to be a highly desirable requirement so that it would be in line with recent job descriptions surveyed.
The City Council approved a resolution on May 10, 2022 accepting staff’s recommendation to amend the scope of work and title for the Director of Public Works job specification but provided the recommendation to require the Civil Engineer license and registration.
A recruitment based on the revised job specification, requiring the possession of a certificate of registration as a professional civil engineer in the State of California yielded a very limited pool of applicants and qualified candidates.
The recruitment was opened for five (5) weeks and the vacancy was advertised at various job boards, including specific civil engineering and public sector platforms and membership groups such as: Government Jobs, USA Gov, Western Cities, CEAC County Engineers Association of California, CSAC California State Association of Counties, APWA, California City News, Western Cities, Municipal Management Association of Southern California. The City also created a brochure for this position, which is also attached herein as reference.
Six (6) applicants met the minimum job qualifications. Four (4) of those six applicants did not successfully pass the first interviews with the External Oral Board, which left two (2) candidates to proceed with the next step of interviews with the department and hiring manager. One of the two candidates withdrew their application from the recruitment, leaving only one top candidate to proceed to the next step of meeting with City Council.
On July 26, 2022, staff recommended that the minimum qualifications on the job specification be revised to staff’s original recommendation to change the professional license and registration as “preferred” or “highly desirable” given that the recruitment yielded only one top candidate.
On July 26, 2022, the City Council provided direction to staff to obtain more information related to benchmark information from nearby jurisdictions and executive search firms in order for City Council to make a more informed decision and provide staff with further direction.
ANALYSIS:
Los Angeles County Cities Reviewed:
Twenty One (21) cities in the County of Los Angeles were benchmarked for the Director of Public Works Director position based on information that was published for this classification and with the understanding that the position is not an exact benchmark match compared to other cities since each position at each agency may have a larger span of control, different responsibilities, budget, etc.. For the purposes of understanding what other agencies are requiring for the minimum qualifications for the Education, Experience and Licenses, this information is in the “Public Works Director Benchmark Information” document for reference and summarized as follows:
Seven (7) of the Twenty One (21) cities reviewed did not require a valid registration as a Professional Civil Engineer in the State of California.
Three (3) of the Twenty One (21) cities reviewed stated that a valid registration as a Professional Civil Engineer in the State of California be a preferred or highly desired requirement.
Eight (8) of the Twenty One (21) cities reviewed required a valid registration as a Professional Civil Engineer in the State of California.
Three (3) of the twenty one (21) cities reviewed stated other requirements.
Accordingly, ~Thirteen (13) of the Twenty One (21) cities reviewed do not require the Professional Civil Engineer Registration.
Executive Search Firm Information:
The City has used an executive search firm for various executive vacancies at the City. 2017 was the last year that the City used an executive search firm to recruit for an executive classification. The City spent approximately $32,000 to recruit for this position.
Typically, the costs for an executive search firm includes the following under the scope of work: development of a candidate profile, develop an advertising campaign and recruitment brochure; recruit candidates; screen candidates; conduct personal interviews; conduct public records search; provide recommendations; assist with final interviews; conduct detailed reference checks; assist with negotiations; and provide complete administrative assistance.
Three preliminary verbal quotes were obtained to engage with an executive search firm to recruit for the current Director of Public Works vacancy. Two firms quoted the city a flat rate of $25,000, with a timeline of 12-14 weeks (5 weeks minimum of advertising) and they could assist the city with this recruitment effective immediately. The second firm quoted the city an approximate flat rate of $26,000, excluding travel costs. This firm stated that that the timeline to recruit for this position would be about 12-14 weeks, however, they would not be available begin this recruitment until October, 2022.
Options to Consider:
Based on the analysis, there are various options that the City Council may consider in order to successfully recruit the most qualified candidate for the Director of Public Works vacancy.
Currently the job specification, which is attached herein, states the following for “Education and Experience” and “Required Licenses or Certifications”:
“Education and Experience: Bachelor’s Degree in Urban Planning, Engineering, Business or Public Administration, or related field; AND five years’ experience in Public Works, Capital improvement projects, land use and facilities management. Proven experience in the delivery of a multi-year capital improvement program is a requisite. A valid registration as a Professional Civil Engineer is required.
Required Licenses or Certifications:
Must possess a valid California Driver’s License.”
Option 1: Reopen the recruitment with staff and leave the job specification as is, which requires a valid registration as a Professional Civil Engineer in the State of California. All other language in the job specification remains the same. It is possible that the leadership transition at the Council level (June election), could have deterred interest from job applicants and we may possibly see a wider pool this time around.
Option 2: Reopen the recruitment with staff and amend the job specification by changing the license requirement from a valid registration as a Professional Civil Engineer in the State of California as a “required” requirement to a “highly desirable” requirement. All other language in the job specification remains the same. This is the original recommendation which would allow for a broader pool of applicants which the City can then screen into different tiers if the City Council desires to prioritize the engineer certification.
Option 3 (Staff’s Recommendation): Reopen the recruitment with staff and amend the job specification by modifying the Education Requirement section to requiring a master’s degree and changing the language as follows: “Master’s Degree in Engineering, Business or Public Administration, construction management or related field is required” and also changing the license requirement from requiring a valid registration as a Professional Civil Engineer in the State of California as a highly desirable” requirement.
The master’s degree requirement would help the City attract applicants with a higher educational background in leiu of the professional civil engineering certification requirement. All other language in the job specification remains the same. The modifications of this recommendation are included in the redlined job specification attached.
Option 4: Reopen the recruitment with an Executive Search Firm and leave the job specification as is, requiring a valid registration as a Professional Civil Engineer in the State of California. All other language in the job specification remains the same.
Option 5: Reopen the recruitment with an Executive Search Firm and amend the job specification by changing the license requirement from a valid registration as a Professional Civil Engineer in the State of California from “required” to “highly desirable”. All other language in the job specification remains the same.
Option 6: Reopen the recruitment again with an Executive Search Firm and amend the job specification by modifying the Education Requirement section to requiring a master’s degree and changing the language to “a Master’s degree with major course work in public administration, business administration, construction management, engineering, or a related field is required” and also changing the License Requirement section from requiring a valid registration as a Professional Civil Engineer in the State of California to a “highly desirable” requirement that can substitute for the Master’s Degree. All other language in the job specification remains the same.
FISCAL IMPACT:
Options 1-3: Very minimal fiscal impact since the recruitment would be managed with staff, but since the position would need to be posted again on various job sites, $3,000 will be required to advertise. This amount will be included in the 2022-2023 fiscal budget review. There are no salary changes contemplated or recommended for the Director of Public Works at this time.
Options 4-6: Since these options include engagement of a professional agreement with an Executive Search Firm to recruit for this position, Staff would request City Council to approve for not-to-exceed $30,000 for a professional services agreement with a qualified Executive Search Firm.
ALTERNATIVES:
Approve staff recommendation (Approve one of the options provided) Reject staff recommendation
Provide staff with further direction
RELATIONSHIP TO STRATEGIC GOALS:
This agenda report relates to the 2016 City of Commerce Strategic Guiding Principle – City Organization, as follows: Establish clear expectations, roles and responsibilities for all employees, elected officials, appointed commissioners and committee members, and volunteers.
ATTACHMENTS:
Director of Public Works Job Specification
Public Works Director Benchmark Information
Public Works 2022 Brochure Flyer
Resolution
Respectfully submitted by: Edgar P. Cisneros, City Manager Recommended by: Ela Pappo, Director of Human Resources