AMENDED AGENDA
Pismo Beach City Council
Tuesday, April 25, 2023
Time Meeting Type Physical Location Virtual Participation Option 10:00 a.m. Special Meeting 1 Council Chamber, City Hall https://us02web.zoom.us/j/84823715585 1 Live virtual participation is offered via Zoom.
0.HYBRID MEETING INSTRUCTIONS:
This meeting is being conducted in a hybrid format with both in-person and virtual public participation. Ways to watch this meetings and submit public comment are provided below.
Watch and participate in person:
•Visit the Council Chamber at City Hall, 760 Mattie Road, Pismo Beach, CA 93449. •To make public comment, please submit an optional blue “speaker slip” to staff; the Mayor will ask you to approach the lectern to speak during the public comment period on your item of interest.
Watch and participate via Zoom:
•Click this link on any computer or mobile device: https://us02web.zoom.us/j/84823715585 . This URL may also be typed into a web browser.
•To make public comment, press the “raise your hand” button when the comment period for your item of interest begins. You will be notified when you’ve been unmuted and it’s your turn to speak.
Listen and participate via telephone:
•Call 1-669-900-6833 to join by telephone audio only. Enter Meeting ID 848 2371 5585 when prompted. •To make public comment, press *9 to “raise your hand” when the comment period on your item of interest begins. You will be notified when you’ve been unmuted and it’s your turn to speak.
Submit written comment:
•In advance of the meeting, written comments may be emailed to [email protected] or mailed or delivered to the City Clerk’s Office, 760 Mattie Road, Pismo Beach, CA 93449. During the meeting no later than the start of the comment period for your item of interest, written comment may be hand-delivered to staff in the Council Chamber. Emails submitted after the start of the meeting may not be fully considered prior to any action taken on the item.
Submit voicemail comment:
•Call 805-773-7005 and leave a voicemail before the meeting. Voicemails submitted after the start of the meeting may not be fully considered prior to any action taken on the item. This automated voicemail line will not be answered or monitored for other purposes.
Please note:
•Meetings may begin a few minutes after the scheduled start time. •Meetings will be recorded; these recordings are public record. •Phone numbers of call-in participants may be visible to other meeting participants, or in meeting recordings. •Phone numbers of voicemail commenters may be visible in the public record along with transcripts.
Please contact City Clerk Erica Inderlied at [email protected] with questions.
Council Agenda 4-25-2023
Pismo Beach City Council Agenda April 25, 2023
Special Meeting—10:00 a.m.
Council Chamber, City Hall, 760 Mattie Road, Pismo Beach, CA 93449 CALL TO ORDER: Mayor Waage
1.ROLL CALL:
Mayor: Waage
Mayor Pro Tem: Reiss
Council Members: Guthrie, Inman, Newton
2.PUBLIC COMMENT PERIOD
At this time, members of the public may comment on any item appearing on the agenda.
Please adhere to the following procedures when addressing the Council:
•Please limit your comments to 3 minutes or less.
•Unduly disruptive behavior will not be permitted.
Documents submitted to the Council become public record unless otherwise exempt from disclosure.
3.AGENDA ITEMS
Item 3.A: Initial Overview of Fiscal Year 2024 & 2025 Budget (Feeser/All) Recommendation:
1.Receive a presentation from staff regarding the Fiscal Year 2024 & 2025 Budget overview, including Department Work Plans;
2.Provide direction to staff on fiscal policies, City Goals, Department Work Plans and Priorities, position changes, and other items. (No packet materials.)
Item 3.B: Amendment of the City’s Classification Plan to Update an Existing Job Classification; Authorize Two Full-Time Positions (Garcia) Recommendation:
Adopt a Resolution amending the City’s Classification Plan to update the existing classification for Accountant/Senior Accountant, and authorizing adding one Accountant/Senior Accountant and one Engineer to the City’s authorized employee list.
The following item was added to the agenda on April 24, 2023. Materials will be distributed at the meeting.
Item 3.C: Authorization for North Shell Beach Road Storm Drain Repair Change Order (Fine)
Recommendation:
Adopt a Resolution Authorizing the City Manager to Execute a Change Order not to exceed $196,800 for the North Shell Beach Road Storm Drain Repair Project.
Council Agenda 4-25-2023
Pismo Beach City Council Agenda April 25, 2023
4.CITY COUNCIL COMMENTS AND REQUESTS - No action to be taken
5.ADJOURNMENT
To the following meeting(s). Special and Closed Session times may be subject to change, as noticed. Meetings will be held in a hybrid in-person / virtual format unless otherwise noted:
Meeting Time Date Location
Special Joint Meeting 3:00 p.m. Thursday, April 27, 2023 Council Chamber, City Hall Regular Meeting 5:30 p.m. Tuesday, May 2, 2023 Council Chamber, City Hall Regular Council meetings will adjourn by 11:00 p.m. unless four-fifths of the Council votes to continue past that time. If the meeting is adjourned at 11:00 p.m., any remaining agenda items will be continued to the next regular meeting (R-97-04).
AFFIDAVIT OF POSTING
I, Erica Inderlied, City Clerk for the City of Pismo Beach, declare under penalty of perjury that the foregoing agenda for the April 25, 2023 meeting(s) of the Pismo Beach City Council was posted on April 21, 2023, and revised and re-posted on April 24, 2023, at City Hall, located at 760 Mattie Road, Pismo Beach, CA, as well as on the City’s website.
Erica Inderlied, City Clerk
Meeting Schedule: The City Council of Pismo Beach regularly meets on the first and third Tuesdays of each month at 5:30 p.m., unless otherwise noticed. Closed and Special sessions will be duly noticed as needed.
Council Agendas: Agendas for Regular Meetings are available for public review on the City’s website at pismobeach.org/agenda and upon request from the City Clerk’s Office, typically by 4:00 p.m. on the Thursday prior to the meeting, but no later than 72 hours prior to the meeting. Agendas for Closed Sessions and other Special meetings are made available at least 72 hours prior to the meeting when possible, but no later than 24 hours prior to the meeting.
Related Materials: All materials submitted to the Council relating to items on this agenda are open for public inspection unless otherwise exempt by law. Staff reports and attachments published as part of this agenda packet, as well as copies of correspondence received relating to these agenda items and materials distributed at the meeting, may be obtained 1) in the consolidated online Agenda Center at pismobeach.org/agenda, 2) in the Access Pismo public records portal at pismobeach.org/accesspismo, 3) by request from the City Clerk at [email protected], or 4) in person at the City Clerk's Office, City Hall, 760 Mattie Road, Pismo Beach, Mon–-Fri 8:00 a.m.–-5:00 p.m. Please call (805) 773-7003 with any questions.
Broadcasting: Regular (televised) City Council meetings are available for viewing 24/7 at pismobeach.org/agenda, broadcast live on Channel 20, and re-broadcast during the week following the meeting on Channel 20 at 9:00 a.m., 6:00 p.m., and 1:00 a.m. each day.
Use of Equipment: Please contact the City Clerk’s Office if requesting to use the chamber equipment during public comment or as part of a scheduled presentation, 24 hours prior to the meeting at (805) 773-7003.
Notice Regarding Americans with Disabilities Act
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting or if you need agenda documents provided in an alternative format, please contact the City Clerk’s Office at 773-7003 as soon as possible prior to the meeting to ensure that reasonable arrangements can be made (28CFR 35.102-
35.104 ADA Title II).
Council Agenda 4-25-2023
PISMO BEACH COUNCIL AGENDA REPORT
Agenda Item #3.B
SUBJECT/TITLE:
AMENDMENT OF THE CITY’S CLASSIFICATION PLAN TO UPDATE AN EXISTING JOB CLASSIFICATION; AUTHORIZE TWO FULL-TIME POSITIONS
RECOMMENDATION:
Adopt a Resolution amending the City’s Classification Plan to update the existing classification for Accountant/Senior Accountant, and authorizing adding one Accountant/Senior Accountant and one Engineer to the City’s authorized employee list.
BACKGROUND:
Updated Job Classification
As a best practice, Human Resources staff periodically reviews job specifications for all positions to ensure essential functions, education, licensing, and certification requirements are accurately reflecting the current and anticipated future needs of each position. Human Resources also relies on department managers to provide recommendations for position modifications due to changes in City processes that affect the position, recruitment efforts for casting a wider net, or evolution of the position.
The Administrative Services Department is requesting modifications to the Accountant classification to be consistent with changes in terminology for the position as well as modification to include a journey-level position of Senior Accountant. The addition of Senior Accountant to the classification provides for increased flexibility in the recruitment and retention of staff.
The distinguishing characteristics of Senior Accountant are consistent with other similar journey-level classifications approved by the City Council. Changes to the City’s Classification Plan are separate from budgetary and position control. Additional details and justification for a recommended new position within the updated classification are below.
New Full-Time Positions
Pismo Beach has seen significant growth in development and capital improvement projects over the past 10 years. Major projects have included construction of two hotels in the downtown, refurbishment of the Pier, reconstruction of the Pier Plaza and Promenade, and the Shell Beach Streetscape. The City continues to flourish, making Pismo Beach an ultimate tourist destination. For the City to continue the forecasted trajectory of current and projected priorities, staff is recommending two positions: one position to be filled as either Accountant or Senior Accountant, and one position for Engineer. These recommended position changes will help meet goals established by the City Council, to meet and exceed community needs.
Council Agenda 4-25-2023 3.B-1
Packet Page 1
Council Agenda 4-25-2023
Below are the proposed positions staff is recommending:
Accountant/Senior Accountant (one position only):
o Salary Range 31 and 34 (respectively*):
Accountant: $6,425 to $7,810 monthly
Senior Accountant: $6,919 to $8,410 monthly
o The increased volume of work required by additional accounting requirements (GASB); new accounts that departments Citywide have added that all require additional reconciliations; grants; capital projects; and transparency requirements, necessitates a new position recommendation. o Without this position, the department is susceptible to failing to comply with California Government Code requirements for Treasury reporting; potential Annual Audit observations regarding financial internal controls; lack of separation of duties; lost opportunities for improved investment earnings; and increased burden on the Finance Manager and Administrative Services Director.
Engineer (one position):
o Salary Range 42*:
Engineer: $8,430 to $10,247 monthly
o Due to increased regulatory requirements from the California State Water Resources Control Board; increased demand from project management; increased time demands from water conservation; and growing capital improvement projects, there is a need to modify the organization of the department.
o This position will keep multiple larger projects moving forward and allow the department to better meet regulatory requirements.
o This position will help meet deadlines, and keep up with the ever-increasing project delivery demands.
o Management of the following priority Capital Improvement Projects: James Way Beautification Project; the Ventana Sports Courts Project; and the Spyglass Dog Park.
*Effective July 2023
Conclusion and Recommendation
Staff recommends that the City Council adopt a Resolution (Attachment 1) amending the City’s classification plan updating an existing classification, and authorize two full-time positions. If approved, Management Services staff would begin the recruitment process, which is anticipated to take approximately two months, with a start date beginning in July, after the new Fiscal Year.
FISCAL IMPACT:
The fiscal impact of approving the attached Resolution is estimated to have an annual cost of $276,011 starting in FY 2024, assuming the positions are filled by July 1, 2024.
This cost will be included in the City’s two-year budget if approved by Council.
Council Agenda 4-25-2023 3.B-2
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Council Agenda 4-25-2023
ALTERNATIVES:
1. Provide staff with other direction.
ATTACHMENTS:
1. Resolution
1.A. Exhibit A to Resolution: Updated Accountant/Senior Accountant Job Description
Meeting Date: April 25, 2023 Submitted by: Jorge Garcia, Assistant City Manager City Manager Approval:
Council Agenda 4-25-2023 3.B-3
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Council Agenda 4-25-2023
RESOLUTION NO. R-2023-XXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PISMO BEACH, CALIFORNIA AMENDING THE CITY’S CLASSIFICATION PLAN TO UPDATE THE
EXISTING CLASSIFICATION FOR ACCOUNTANT/SENIOR ACCOUNTANT, AND
AUTHORIZING ADDING ONE ACCOUNTANT/SENIOR ACCOUNTANT AND ONE ENGINEER TO THE CITY’S AUTHORIZED EMPLOYEE LIST
WHEREAS, the City of Pismo Beach seeks to provide the highest quality of service to its residents, visitors, and staff, and seeks opportunities to evaluate best practices for job specifications to ensure the positions are reflective of current and future needs; and WHEREAS, approval of an updated job description for Accountant/Senior Accountant (Exhibit A) will adjust the requirements to be in line with current processes and updated regulations; and
WHEREAS, with the addition of the Accountant/Senior Accountant and Engineer positions, the extra staffing will aid in implementing many of the priorities the City Council has directed that will bring great value to the City.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Pismo Beach hereby approves and adopts the amended classification for Accountant/Senior Accountant (Exhibit A), and by doing so amends the City’s classification plan.
BE IT FURTHER RESOLVED that the City Council of the City of Pismo Beach hereby authorizes the creation of two new full-time positions: Accountant/Senior Accountant and Engineer.
UPON MOTION OF Council Member , seconded by Council Member , the foregoing resolution was adopted by the City Council of the City of Pismo Beach this 25th day of April 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
RECUSED:
Approved: Attest:
________________________ ________________________
Ed Waage, Mayor Erica Inderlied, City Clerk
Council Agenda 4-25-2023 3.B-4
Attachment 1
Packet Page 4
Council Agenda 4-25-2023
FLSA: NON-EXEMPT
ACCOUNTANT
SENIOR ACCOUNTANT
DEFINITION
Under general supervision, performs professional accounting work, including auditing, analyzing, and verifying fiscal records and reports, preparing financial and statistical reports, providing information to City staff regarding accounting practices and procedures, and reconciling general ledger accounts; assists in preparing the City’s annual budgets; prepares year-end audit reports and schedules; provides highly responsible staff assistance to the Finance Manager; and performs related work as required.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from the Finance Manager. May exercise technical or functional direction to other staff members.
CLASS CHARACTERISTICS
This is a journey-level professional accounting class. Incumbents perform the full range of routine and complex departmental accounting and record-keeping programs under general supervision. Responsibilities require the use of tact, discretion, and independent judgment. Successful performance of the work requires thorough knowledge of governmental accounting practices and procedures, fund accounting, and fiscal management. A distinguishing characteristic between the Accountant and the Senior Accountant is a combination of the scope, significance, and independence of the work performed and the level at which they are performing. This class is distinguished from the Finance Manager in that the latter has full management and supervisory authority in planning, organizing, and directing all professional finance and accounting activities within the department.
The Accountant is an entry-level mid-management classification. Incumbents are required to be resourceful, work independently with minimal instruction, while learning and performing the functions of the position. Final work product is expected to be at a professional level.
The Senior Accountant is the journey-level classification in this mid-management series. Incumbents in the Senior Accountant classification are given a great deal of latitude for independent decision making.
EXAMPLES OF ESSENTIAL FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
Provides responsible professional and technical assistance in the administration and implementation of the City’s financial, auditing, and accounting programs.
Council Agenda 4-25-2023 3.B-5
Attachment 1.A
Packet Page 5
Council Agenda 4-25-2023
Accountant
Prepares a wide variety of financial and statistical reports, including year-end reporting, budgetary reports, assisting in the preparation of the Annual Comprehensive Finance Report (ACFR), and preparing other legal documents and management analysis. Monitors expenditures, revenues, and budget allocations to determine the City’s financial status and prepares custom reports, graphs, and schedules as needed. Prepares journal entries and reconciles general ledger and subsidiary accounts related to postings from payroll, accounts payable, cash receipts, and accounts receivable; prepares monthly financial statements, including distributing monthly revenue and expenditure reports to departments; prepares numerous monthly financial reports.
Interprets, explains, and applies general and governmental accounting/auditing principles and procedures, laws, and regulations affecting the financial operations of municipal government. Analyzes and reconciles expenditure and revenue accounts, including bond accounts; reviews and processes appropriation transfer requests between accounts; reconciles bond statements and bank statements to the general ledger.
Participates in and assumes responsibility for various departmental programs including financial statements, general ledger, monthly statements, and special projects accounting; conducts and prepares special studies and reports.
Records and maintains appropriate controls for fixed assets, including City-owned vehicles and land; assists in the City's purchase orders and accounts payable system, auditing and financial analysis, grant accounting, and special reports.
Maintains and monitors the City’s grant funds and ensures compliance with rules and regulations governing the use of each grant.
Receives and tracks property tax payments; ensures that property tax bills are remitted to the proper City departments for payment authorization.
Tracks Capital Improvement Program expenditures and allocates funds to the appropriate Capital Improvement Project account.
Assists in the coordination of the annual audits.
Assists with investments, portfolio management, cash management, debt management, new financing, annexations and subdivisions, and revenue and expense projections. Participates in the compilation and preparation of the annual budget, including assisting other departments with budget preparation, providing personnel cost projections and estimated grant revenues and expenditures, monitoring expenditures to ensure compliance with adopted budget, and assisting in publication of the budget.
Attends meetings, conferences, workshops, and training sessions, and reviews publications to remain current on principles, practices, and new developments in the field of accounting. Performs other duties as assigned.
QUALIFICATIONS
Knowledge of:
Modern principles, practices, and methods of public and governmental accounting and financing, including program budgeting and auditing and their application to municipal operations. General principles and practices of data processing and its applicability to accounting and municipal operations.
Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to municipal accounting functions.
Principles and practices of business organization and public administration. Record keeping principles and procedures.
Modern office practices, methods, and computer equipment and applications related to work, including word processing and spreadsheet software.
English usage, grammar, spelling, vocabulary, and punctuation.
Council Agenda 4-25-2023 3.B-6
Attachment 1.A
Packet Page 6
Council Agenda 4-25-2023
Accountant
Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
Ability to:
Analyze financial data and draw sound conclusions.
Prepare clear, complete, and concise financial statements and reports. Interpret, apply, explain, and ensure compliance with Federal, State, and local policies, procedures, laws, and regulations.
Make accurate arithmetic, financial, and statistical computations. Enter and retrieve data from a computer with sufficient speed and accuracy. Prepare clear, complete, and concise financial statements and reports. Establish and maintain a variety of filing, record-keeping, and tracking systems. Understand and carry out a variety of complex instructions in a responsible and independent manner. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines. Operate modern office equipment including computer equipment and specialized software applications programs.
Use English effectively to communicate in person, over the telephone, and in writing. Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Accountant: Graduation from an accredited four-year college or university with major coursework in accounting, finance, business administration, or a related field and two (2) years of increasingly responsible professional accounting experience.
Senior Accountant: Graduation from an accredited four-year college or university with major coursework in accounting, finance, business administration, or a related field; possession of a current, Certified Public Accountant license highly desirable; and at least five (5) years of increasingly responsible professional accounting experience.
Licenses and Certifications:
Possession of, or ability to obtain, a valid California Driver’s License by time of appointment.
PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing in and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.
Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.
Council Agenda 4-25-2023 3.B-7
Attachment 1.A
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Council Agenda 4-25-2023
Accountant
ENVIRONMENTAL ELEMENTS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
Prepared by: Management Services Department
Council Approved:
Council Agenda 4-25-2023 3.B-8
Attachment 1.A
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Council Agenda 4-25-2023