TOWN OF PORTOLA VALLEY
Regular Meeting of the Town Council
Wednesday, August 23, 2023.
7:00 P.M.
Jeff Aalfs, Mayor
Sarah Wernikoff, Vice Mayor
Judith Hasko, Councilmember
Mary Hufty, Councilmember
Craig Taylor, Councilmember
HYBRID MEETING
HISTORIC SCHOOLHOUSE- 765 Portola Road, Portola Valley, CA 94028 Remote Public Comments: Meeting participants are encouraged to submit public comments in writing in advance of the meeting. Please submit your comments using this online form by 1:00 PM on the day of the meeting. Time permitting, your correspondence will be uploaded to the website. All received questions will be forwarded to Council, Commission, or Committee members for consideration during the meeting and included in the public record. Additionally, technology permitting, the public body will take questions using the Raise Hand button for those who attend the meeting online or by phone. Phone callers may provide comments by pressing *9 on their phone to "raise your hand" and *6 to mute/unmute themselves. The meeting Chair will call on people to speak by the phone number calling in. Remote participation is provided as a supplemental way to provide public comment, but this method does not always work. The public is encouraged to attend in person to ensure full participation.
Assistance for People with Disabilities: In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Town Clerk at (650) 851- 1700 or by email at [email protected]. Notification 48 hours prior to the meeting will enable the Town to make reasonable arrangements to ensure accessibility to this meeting.
1. CALL TO ORDER- REGULAR SESSION
2. ORAL COMMUNICATIONS
Persons wishing to address the Town Council on any subject may do so now. Please note, however, that the Council is not able to undertake extended discussion or action tonight on items not on the agenda. Each speaker’s time is limited to three minutes.
3. CONSENT AGENDA
a. Approval of Minutes for Regular Meeting of August 9, 2023 b. Approval of Reclassification of Assistant to the Town Manager to Senior Management Analyst
4. REGULAR AGENDA
a. Approval of Town Manager Appointment and Employment Agreement
5. COUNCIL LIAISON COMMITTEE AND REGIONAL AGENCIES REPORTS Oral and written reports arising out of liaison appointments to both in-town and regional
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Town of Portola Valley – Council Agenda
August 23, 2023
committees and initiatives. The Town Council does not take action under this agenda item.
6. INTERIM TOWN MANAGER REPORT
There are no written materials, and the Town Council does not take action under this agenda item.
7. ADJOURNMENT
The next Regular Town Council meeting will be held on September 13, 2023, at 7:00 p.m. ***************************************************************************************************************** Land Acknowledgement: The Town of Portola Valley acknowledges the colonial history of this land we dwell upon the unceded territory of the Ramaytush (rah-my-toosh) Ohlone, Tamien Nation, and Muwekma (mah-WEK-mah) Ohlone, who endured a human and cultural genocide that included removal from their lands and their sacred relationship to the land. Portola Valley recognizes that we profit from the commodification of land seized from indigenous peoples and now bear the ecological consequences. We seek to understand the impact of these legacies on all beings and to find ways to make repair.
TOWN OF PORTOLA VALLEY
Historic Schoolhouse
765 Portola Road
Portola Valley, CA 94028
Jeff Aalfs, Mayor
Sarah Wernikoff, Vice Mayor
Judith Hasko, Councilmember
Mary Hufty, Councilmember
Craig Taylor, Councilmember
1. CALL TO ORDER 7:07 PM
Present: Mayor Aalfs, Vice Mayor Wernikoff, Councilmembers Hasko, Hufty, and Taylor
Absent: None
Mayor Aalfs reported out on the last closed session meeting on August 3, 2023
2. ORAL COMMUNICATIONS
The following spoke during oral communications:
• Ellen Vernazza
• Dale Pfau
• Robert
• Rita Comes
• Randy True
• Caroline Vertongen
• Rusty Day
• Leslie Kriese
• Gene Chaput
• Betsy Morgenthaler
• Danna B
• Edith Collin
• Kristi Corley
• Linda Brothers
3. CONSENT AGENDA
a. Approval of Minutes for Closed Session and Regular Meeting of July 12, 2023 b. Approval of Warrant Lists- 07/26/2023 and 08/03/2023 c. Approval of Grand Jury ADU Report and Response
d. Adoption of a Resolution Authorizing the Town Manager to Enter into Master Agreements with California Department of Transportation for Federal-Aid Projects - Resolution No. 2933-2023 a Resolution Authorizing the Town Manager to Enter into Master Agreements with California Department of Transportation for Federal-Aid Projects Councilmember Taylor pulled item 3 c. from the Consent Agenda for further discussion Vice Mayor Wernikoff made a motion, seconded by Councilmember Taylor, to approve the remaining items (3 a., b., and d.) on the Consent Agenda. The motion carried by the following vote:
Ayes: Mayor Aalfs, Vice Mayor Wernikoff, Councilmembers Hasko, Hufty, and Taylor Nays: None
Councilmember Hasko made a motion to approve consent item 3 c. with Councilmember Hufty’s suggested edits, seconded by Councilmember Taylor. The motion carried by the following vote:
Minutes of the August 9, 2023, Regular Town Council Meeting
Ayes: Mayor Aalfs, Vice Mayor Wernikoff, Councilmembers Hasko, Hufty, and Taylor Nays: None
The following spoke during public comment:
• Karen Askey
4. REGULAR AGENDA
a. Update on Housing Element Status and Next Steps
The following spoke during public comment:
• Rita Comes
• Caroline Vertongen
• Linda Brothers
• Bob Adams
• Betsy Morgenthaler
• Karen Askey
• Randy True
• Rusty Day
• Helen Walter
• Krisi Corley
Council decided by majority vote to approve $15,000 instead of the requested $30,000 to continue working with the HCD reviewer
Councilmember Taylor motioned to approve the funding, seconded by Councilmember Hufty. The motion carried by the following vote:
Ayes: Mayor Aalfs, Vice Mayor Wernikoff, Councilmembers Hasko, Hufty, and Taylor Nays: None
Public comments on item 4 a.
• Caroline Vertongen
• Nicholas Targ
b. Discuss and Review Colleagues Memo from Councilmembers Hasko and Taylor entitled “Post-Adoption Plan Subcommittee Update”
Judith gave a presentation on the Housing Element
The following spoke during public comment:
• Randy True
• Nan Shostak
• Rusty Day
• Caroline Vertongen ceded her time to Randy True
c. Discuss Council Subcommittee to Review Draft Emergency Evacuation Plan Taylor reported on the Emergency Evacuation Plan and requested consideration of a subcommittee to evaluate the EPC evacuation plan.
Councilmember Taylor and Mayor Aalfs volunteered to work as the Emergency Evacuation Subcommittee
Minutes of the August 9, 2023, Regular Town Council Meeting
Vice Mayor Wernikoff motioned to approve the formation of the subcommittee, seconded by Councilmember Hasko. The motion carried by the following vote:
Ayes: Mayor Aalfs, Vice Mayor Wernikoff, Councilmembers Hasko, Hufty, and Taylor Nays: None
5. COUNCIL LIAISON COMMITTEE AND REGIONAL AGENCIES REPORTS Councilmember Taylor reported on the Emergency Evacuation Plan and requested consideration of a subcommittee to evaluate the Evacuation Plan.
The following spoke during public comment:
• Caroline Vertongen
6. INTERIM TOWN MANAGER REPORT
There are no written materials, and the Town Council does not take action under this agenda item.
7. ADJOURNMENT
At 11:05 PM, the Mayor adjourned the August 9, 2023 meeting. The next regular Town Council meeting will be held on August 23, 2023, at 7:00 p.m.
***************************************************************************************************************** Land Acknowledgement: The Town of Portola Valley acknowledges the colonial history of this land we dwell upon the unceded territory of the Ramaytush (rah-my-toosh) Ohlone, Tamien Nation, and Muwekma (mah-WEK-mah) Ohlone, who endured a human and cultural genocide that included removal from their lands and their sacred relationship to the land. Portola Valley recognizes that we profit from the commodification of land seized from indigenous peoples and now bear the ecological consequences. We seek to understand the impact of these legacies on all beings and to find ways to make repair.
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Corie Stocker, Assistant Town Manager
DATE: August 23, 2023
RE: Reclassification of Assistant to the Town Manager to Senior Management Analyst
RECOMMENDATION
Approve a reclassification of the Assistant to the Town Manager to a Senior Management Analyst position, in turn amending the Salary Schedule, assigning the position to be 1 FTE, and approving the proposed Senior Management Analyst job description/classification.
DISCUSSION
With the recent resignation of the Town’s Assistant to the Town Manager, Brandi de Garmeaux, a 15-year employee, the Town staff needs to address continuity of operations.
The Assistant to the Town Manager position was budgeted as a .75 FTE (full time equivalent), which was possible with Ms. de Garmeaux’s extensive experience in the Town and internal functions. This position works under the Assistant Town Manager as a generalist for all Town projects, a sustainability leader, information technology (IT) coordinator, software implementor and serves many other roles to support the Town.
The staff is requesting a Senior Management Analyst job description be approved. It is standard in other Cities/Towns to have an advanced journey level analyst that can support a department head and lead many Town projects independently with little support. This position would fall one level below that of an Assistant to the Town Manager, but since this position will be without Ms. de Garmeaux’s specific Town knowledge and experience, it would still provide the support Administration requires.
The position would also require a budget adjustment from .75 FTE to 1 FTE. Given the transition, knowledge gap, and current competitive market, the Town would be best served by a full-time equivalent employee.
TOWN OF PORTOLA VALLEY
STAFF REPORT
TOWN OF PORTOLA VALLEY
Assistant to the Town Manager Reclassification to Senior Management Analyst August 23, 2023
The current full time equivalent salary range for the position and proposed position are as follows:
Assistant to the Town Manager: $127,392 - $166,163
Senior Management Analyst (proposed): $113,224 - $148,044.
The intention is to make this an equivalent level mid-manager position, below a department head but of equivalent support of a position such as the Town Clerk. Due to the many responsibilities of the current position, filling the job immediately is necessary.
FISCAL IMPACT
The current 2023-2024 salary range (listed above) for the Assistant to the Town Manager is $127,392 to $166,163.
The proposed Senior Management Analyst range is from $113,224 to $148,044, substantially lower, but competitive with local jurisdictions that are used for comparisons.
Since the current Assistant to the Town Manager is a .75 FTE the highest salary point is $124,622.25. As the hope is to make this position a 1 FTE position, there would be a fiscal impact of $23,421.75 at the highest point, however there is typically no intention to hire at the highest point in the range.
With long-term savings in mind, if the Assistant to the Town Manager would ever be made a 1 FTE, it would cost more than the Senior Management Analyst at 1 FTE, which is also the purpose of this reclassification. It would provide long term budget savings due to the lower salary range.
ATTACHMENT
1. Assistant to the Town Manager Job Description
2. Senior Management Analyst Proposed Job Description
TOWN OF PORTOLA VALLEY
ASSISTANT TO THE TOWN MANAGER
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
SUMMARY DESCRIPTION
The Assistant to the Town Manager performs a wide variety of highly responsible, complex, diverse and confidential advanced level professional duties involved in providing administrative, analytical, and technical support to the Town; plans, coordinates, and participates in various program and administrative operations and activities including those having a community impact; and provides information and assistance to Town staff, Town Council members, and committee members. Fosters cooperative working relationships with Town committees, inter-governmental agencies and Town staff; represents the Town in the community and at professional meetings.
REPRESENTATIVE DUTIES
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. Support the Assistant Town Manager in their responsibilities, duties and activities. Analyze Town operations, organizational structures, functions, services, procedures, policies and practices; develop strategic plans, identify opportunities and make recommendations to improve quality and efficiency, and create implementation plans. Analyze and develop solutions for special problems and projects as assigned; assist in planning and implementation of special programs and events and complex research of new programs and services.
Serve as the lead for IT issues, and work closely with the Town’s IT consultant on matters related to the efficient operations of the Town’s IT infrastructure and cybersecurity. Serve as the lead for Sustainability issues; take proactive measures to ensure the Town remains a leader in sustainability efforts. Coordinate with the Sustainability Committee. Complete all environmental reporting.
Serve as the resident expert on the Town’s software and provide training assistance to staff as needed. Oversee, assess, plan and implement operations and activities in the following areas: Town website, Town events, Communications & Outreach, Parks and Recreation, and emergency operations and preparedness; develop and/or track relevant department and committee budgets. Participate in the development and implementation of goals, objectives, and priorities for assigned functions and programs; recommend and implement resulting policies and procedures. Conduct complex and sensitive administrative, operational, and management analyses, studies, and research projects; select, adapt, and apply appropriate research and analytical techniques; gather and analyze data and information from various sources on a variety of topics. Research and prepare technical and administrative reports and prepare presentations of issues to the Town Council, committees, and community groups.
Represent the Town at inter-governmental and community activities and meetings; serve on interview panels both in-house and for other public agencies. Act as liaison to relevant county and regional agencies and organizations; develop productive relationships with these entities and peers to identify program and funding opportunities that will assist the Town in reaching its goals.
Town of Portola Valley
Assistant to the Town Manager Job Class Specification
Adopted by Town Council June 28, 2017
Act as staff liaison to relevant committees; attend and participates in group meetings as required; stay abreast of new developments within assigned area of responsibility. Manage garbage franchise agreement; act as resource to residents and waste hauler in resolving garbage/recycling issues.
Keep abreast of current developments, trends, and legislative actions in the field of emergency management, communications, waste management, water and energy; monitor and review legislation relevant to the Town.
Supervise assigned seasonal interns.
QUALIFICATIONS
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.
Knowledge of:
Operational characteristics, services, and activities of a California municipal government. Principles of municipal government administration, organization, budget, and personnel management.
Principles and practices of program, policy, and procedure evaluation and development. Principles of public administration.
Principles of project management.
Advanced methods and techniques of data collection, research, and report preparation. Principles of business letter writing and report preparation. Principles and practices of state and local legislative process. Basic principles of supervision and training.
Principles and practices of record keeping.
Public relations and customer service techniques.
Public speaking techniques.
Office procedures, methods, and equipment including computers and applicable software applications.
Pertinent federal, state and local laws, codes and regulations. Principles and practices of designing effective environmental programs and policies including principles of sustainability related to water conservation, energy efficiency, waste management, recycling and transportation.
Ability to:
Perform a wide variety of highly responsible, complex, and diverse advanced level professional duties involved in providing administrative, analytical, and technical support to the Town Manager involving the use of independent judgment and personal initiative. Understand the organization and operation of the Town as a whole and outside agencies as necessary to assume assigned responsibilities.
Interpret and apply pertinent federal, state, and local laws, codes, and regulations as well as Town policies and procedures.
Conduct various administrative and organizational studies and analyses on a wide variety of complex issues.
Identify, evaluate and implement software, programs and tools Analyze problems and processes, identify alternative and/or more efficient solutions, project consequences of proposed actions, and implement recommendations in support of goals.
Town of Portola Valley
Assistant to the Town Manager Job Class Specification
Adopted by Town Council June 28, 2017
Basic understanding of risk management principles.
Develop, implement, and interpret Town policies, procedures, regulations, and codes. Research, analyze and evaluate Town-wide programs, policies, and procedures. Collect, evaluate, and interpret complex information and data. Coordinate a variety of complex tasks and assignments simultaneously. Prepare clear and concise technical, administrative, and/or financial reports. Assist with budget preparation and administration.
Plan and organize work to meet changing priorities and deadlines. Operate office equipment including computers and supporting applications. Build and maintain positive working relationships with co-workers, other Town employees and the public using principles of good customer service.
Independently prepare correspondence and memoranda.
Effectively present information and respond to questions from internal and external customers including council members, committee and commission members, and the general public. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Develop and maintain cooperative relationships with local schools, businesses, outside agencies and the public that enable the implementation of projects and programs that further the Town’s goals. Prepare for and facilitate meetings for a wide-variety of groups, including Town committees. Operate computer systems and applications, including office software (i.e., Microsoft Word, Excel, PowerPoint, etc.).
Utilize database programs and spreadsheets to perform data analysis.
Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education/Training: A Bachelor’s degree from an accredited college or university with major course work in public administration, business administration, economics, planning, or a related field; Masters’ degree preferred.
Experience: Three years of increasingly responsible administrative and analytical experience that demonstrates a strong understanding of operations in a hands-on environment and the role of local government.
License or Certificate: Possession of, or ability to obtain, valid California Driver’s License; ICS 100, 200, and 700 certifications; AB1234 certification.
FLSA STATUS
This classification is exempt from the Fair Labor Standards Act (FLSA) as an administrative employee whose primary duty is to the performance of office or non-manual work directly related to the management or general business operations of the Town. The incumbent will exercise discretion and independent judgment with respect to matters of significance. The incumbent will supervise personnel. If the incumbent supervises two FTE personnel, he or she will also be exempt from the FLSA as an executive employee.
Town of Portola Valley
Assistant to the Town Manager Job Class Specification
Adopted by Town Council June 28, 2017
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Environment: Standard office setting. CONTINUOUS work indoors in close proximity to co-workers and members of the public. Work schedule is either a standard 40-hour work week during core business hours (8:00 am to 5:00 pm) or a 9/80 schedule. For the 9/80 schedule employees are required to work nine hours (for example from 7:30 a.m. to 5:30 p.m.) for eight work days, eight hours on a ninth work day, with the tenth day off (alternate Fridays off). Work schedule also includes frequent after-hours meetings. Work environment is both formal and informal, team oriented, having variable tasks, pace, and pressure. Work is performed indoors in office and in meeting rooms, occasional assignments outside and field visits in hilly terrain.
Physical: Primary functions require sufficient physical ability to work in an office setting and operate office equipment. CONTINUOUS sitting and upward and downward flexion of neck; fine finger dexterity; light to moderate finger pressure to manipulate keyboard, equipment controls, and office equipment; pinch grasp to manipulate writing utensils. FREQUENT sideto-side turning of neck, walking, standing, bending, stooping, pushing/pulling, and twisting at waist; moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 20 lbs. OCCASIONAL squatting, kneeling, and reaching above and at shoulder height; moderate grasp to manipulate reference books and manuals.
Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment.
Hearing: Hear in the normal audio range with or without correction.
EMERGENCY/DISASTER SERVICE
All Town employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the Town requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.
TOWN OF PORTOLA VALLEY
Job Description
Classification Title: Senior Management Analyst
FLSA Status: Exempt
Department: Administration
Reports To: Assistant Town Manager
Adopted by Town Council:
Job descriptions are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
Staff retains the right, with Town Manager approval, to make minor edits without changing the intention of the position as it affects the Town.
SUMMARY DESCRIPTION
The Senior Management Analyst performs a wide variety of highly responsible, complex, diverse, and confidential advanced level duties involved in providing administrative, analytical, and technical support to the Town; plans, coordinates, and participates in various program and administrative operations and activities including those having a community impact; and provides information and assistance to Town staff, and committee members. Fosters cooperative working relationships with Town committees, inter-governmental agencies, and Town staff; represents the Town in the community and at professional meetings. This position requires both breadth and depth of use and application of theories, concepts, and techniques used, and a thorough understanding of policies and procedures. Incumbents are expected to be capable of performing a variety of management analysis techniques and procedures. The Senior Management Analyst is reserved for the most significantly responsible assignments requiring complex analysis, independent judgement, and formulation of important recommendations.
DISTINGUISHING CHARACTERISTICS
This is an advanced journey-level classification. Incumbents work under general/minimal direction and exercise a high level of discretion and independent judgment in performing the full range of duties assigned. This classification is distinguished by the high degree of independence and level of responsibility, the greater complexity of work assigned, management of large programs and/or the possibility of supervisory responsibility for one or more professional, technical, and/or support staff.
SUPERVISION RECEIVED/EXERCISED
The Senior Management Analyst reports to the Assistant Town Manager. Responsibilities may include direct and indirect supervision of technical staff, clerical staff or consultants as assigned.
REPRESENTATIVE DUTIES
The Senior Management Analyst is responsible for, but not limited to the following duties:
Project Manage assigned projects and programs, from start to completion. Serve as the lead for Sustainability issues; take proactive measures to ensure the Town remains a leader in sustainability efforts. Coordinate with the Sustainability Committee and help guide and support their priorities.
Town of Portola Valley
Senior Management Analyst Job Description
Adopted by Town Council:
Serve as the lead for IT issues, and work closely with the Town’s IT consultant on matters related to the efficient operations of the Town’s IT infrastructure and cybersecurity. Serve as the resident expert on the Town’s software and provide training assistance to staff as needed. Research, recommendation, and implementation of said of software. Analyze and develop solutions for special problems and projects as assigned by the Assistant Town Manager; assist in planning and implementation of special programs and events and complex research of new programs and services.
Serve as staff lead to CalRecycle; manage all recordkeeping, reporting, grant administration and applications for Electronic Annual Report, SB 1383, and related laws. Serve as staff contact for Garbage Franchise Agreement and associated activities. Stay apprised of any regulations impacting Town’s Sustainability related Ordinances and/or policies and update as necessary, including C&D Ordinance, SB 1383, Reach Codes, Disposable Foodware and Environmentally Preferable Purchasing and Practices. Serve as staff liaison to CalWater and work with Sustainability Committee to promote any water efficiency programs.
Continue and take forward Town’s Climate Action Plan efforts. Support coordination of operation of Virtual and Physical EOC including emergency operations and preparedness.
Support the Assistant Town Manager in their responsibilities, duties, and activities. Develop and/or track relevant department and committee budgets. Analyze Town operations, organizational structures, functions, services, procedures, policies, and practices; develop strategic plans, identify opportunities, and make recommendations to improve quality and efficiency, and create implementation plans. Participate in the development and implementation of goals, objectives, and priorities for assigned functions and programs; recommend and implement resulting policies and procedures.
Conduct complex and sensitive administrative, operational, and management analyses, studies, and research projects; select, adapt, and apply appropriate research and analytical techniques; gather and analyze data and information from various sources on a variety of topics.
Research and prepare technical and administrative reports and prepare presentations of issues to the Town Council, committees, and community groups. Represent the Town at inter-governmental and community activities and meetings; serve on interview panels both in-house and for other public agencies. Maintain effective working relationships with all levels of staff and with the public. Other duties as assigned.
QUALIFICATIONS
The following generally describes the knowledge, skills and ability required to enter the job and/or be learned within a short period of time to successfully perform the assigned duties.
Knowledge:
Operational characteristics, services, and activities of a California municipal government. Principles of municipal government administration, organization, budget, and personnel management.
Principles and practices of program, policy, and procedure evaluation and development. Principles of public administration.
Town of Portola Valley
Senior Management Analyst Job Description
Adopted by Town Council:
Principles of project management.
Advanced methods and techniques of data collection, research, and report preparation. Principles of business letter writing and report preparation. Principles and practices of state and local legislative process. Basic principles of supervision and training.
Principles and practices of record keeping.
Public relations and customer service techniques.
Public speaking techniques.
Office procedures, methods, and equipment including computers and applicable software applications.
Pertinent federal, state, and local laws, codes and regulations. Principles and practices of designing effective environmental programs and policies including principles of sustainability related to water conservation, energy efficiency, waste management, recycling, and transportation.
Skills:
Plan and organize work assignments.
Use tact, discretion, initiative, and independent judgement. Set priorities, meet critical deadlines, and follow up on assignments with minimum direction. Apply logical thinking to solve problems or accomplish tasks; to understand, interpret and communicate policies, procedures, and protocols.
Communicate clearly and effectively, both orally and in writing. Prepare clear and concise reports, correspondence, and other written materials.
Abilities:
Manage a project from conception to completion utilizing best practices of project management, independently and collaborating with other departments and stakeholders as needed.
Perform a wide variety of highly responsible, complex, and diverse advanced level professional duties involved in providing administrative, analytical, and technical support involving the use of independent judgment and personal initiative. Understand the organization and operation of the Town as a whole and outside agencies as necessary to assume assigned responsibilities.
Conduct various administrative and organizational studies and analyses on a wide variety of complex issues.
Identify, evaluate, and implement software, programs, and tools. Analyze problems and processes, identify alternative and/or more efficient solutions, project consequences of proposed actions, and implement recommendations in support of goals. Develop, implement, and interpret Town policies, procedures, regulations, and codes. Research, analyze and evaluate Town-wide programs, policies, and procedures. Collect, evaluate, and interpret complex information and data. Coordinate a variety of complex tasks and assignments simultaneously. Assist with budget preparation and administration.
Plan and organize work to meet changing priorities and deadlines. Operate office equipment including computers and supporting applications. Independently prepare correspondence and memoranda.
Effectively present information and respond to questions from internal and external customers including council members, committee and commission members, and the public.
Town of Portola Valley
Senior Management Analyst Job Description
Adopted by Town Council:
Prepare for and facilitate meetings for a wide variety of groups, including Town committees. Operate computer systems and applications, including office software (i.e., Microsoft Word, Excel, PowerPoint, etc.).
Utilize database programs and spreadsheets to perform data analysis.
Education and Experience:
Sufficient education and experience to satisfactorily perform the duties of this classification are required. Any combination of experience and training that would likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be:
Bachelor’s degree from an accredited college or university with major course work in Public Administration, Urban Planning, Sustainability, Business, Political Science, or a related field. Minimum of four (4) years of increasingly responsible analytical or project management experience, two years of which is at the journey level including some lead or supervisory experience.
Possession of, or ability to obtain, a valid California Driver’s License; ICS 100, 200, and 700 certifications.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Environment: Standard office setting. CONTINUOUS work indoors in close proximity to co-workers and members of the public; Work schedule is either a standard 40-hour work week during core business hours (8:00 am to 5:00 pm) or a 9/80 schedule. For the 9/80 schedule employees are required to work nine hours (for example from 7:30 a.m. to 5:30 p.m.) for eight work days, eight hours on a ninth work day, with the tenth day off (alternate Fridays off). Work schedule also includes frequent after-hours meetings and occasional weekend meetings/events. Work environment is both formal and informal, team oriented, having variable tasks, pace, and pressure.
Work is performed indoors in office and in meeting rooms.
Physical: Primary functions require sufficient physical ability to work in an office setting and operate office equipment. Continuous sitting and upward and downward flexion of neck; fine finger dexterity; light to moderate finger pressure to manipulate keyboard, equipment controls, and office equipment; pinch grasp to manipulate writing utensils. Frequent side-to-side turning of neck, walking, standing, bending, stooping, pushing/pulling, and twisting at waist; moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 20 lbs. Occasional squatting, kneeling, and reaching above and at shoulder height; moderate grasp to manipulate reference books and manuals.
Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment.
Hearing: Hear in the normal audio range with or without correction.
EMERGENCY DISASTER SERVICE
All Town employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the Town requires the affirmation of a Town of Portola Valley
Senior Management Analyst Job Description
Adopted by Town Council:
loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency. ______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Catherine Engberg, Interim Town Attorney
Corie Stocker, Assistant Town Manager
DATE: August 23, 2023
RE: Appointment of Sharif Etman as Town Manager and Approval of Employment Agreement
RECOMMENDED ACTION:
Appoint Sharif Etman as Town Manager and approve the employment agreement with Sharif Etman.
FISCAL IMPACT:
Mr. Etman would be paid a base salary of $255,818 per year and would also receive an auto allowance of $250 per month, an annual contribution from the Town to a deferred compensation plan equal to 5% of Mr. Etman’s base salary, regular Town health benefits, and contributions from the Town to cover the employee and employer shares of contributions to CalPERS.
BACKGROUND:
In February 2023, Town Manager Jeremy Dennis announced that he would be resigning from the position of Town Manager after serving as Town Manager for seven years. Mr.
Dennis’s last day of service in the role of Town Manager was in March 2023. Public Works Director Howard Young has been serving as the Interim Town Manager. The Town requires the appointment of a permanent Town Manager as specified by the Municipal Code to oversee and manage the effective operations of the organization under the policy direction of the Town Council.
DISCUSSION:
The Town conducted a recruitment for the Town Manager position during Spring 2023 with assistance from Maria Hurtado from Peckham & McKenney, an executive search firm. The Town Council met in closed session on July 12 and 18 and on August 2, 2023, to consider the appointment of the Town’s next Town Manager and interview potential candidates.
TOWN OF PORTOLA VALLEY
STAFF REPORT
TOWN OF PORTOLA VALLEY
Town Manager Appointment Town Council 8/23/23
The Town has identified Sharif Etman as being the best qualified candidate to serve as Town Manager. Mr. Etman has most recently served as the Interim Assistant Administrative Services Director for the City of Redwood City. Prior to this employment with the City of Redwood City, Mr. Etman held a number of leadership roles in public agencies and nonprofit organizations, including serving as the Administrative Services Director for the City of Los Altos, the Finance Manager for the City of Campbell, the Director of Finance for the San Mateo County Human Services Agency, and Executive Director and Chief Financial Officer for Rebekah Children’s Services. In those roles, Mr.
Etman developed and managed a variety of programs, including engaging in strategic planning, budgeting, and employee relations for cities and county agencies. Mr. Etman holds a Bachelor’s of Science degree in Health Care Management and an Executive M.B.A. from St. Mary’s College.
The proposed agreement includes the following key provisions:
• Start date: August 30, 2023
• End date: December 31, 2024 (initial 16-month term, which may be extended as described below)
• Base salary of $255,818 per year, with no automatic compensation increase • Auto allowance of $250 per month
• Contribution of 5% of Mr. Etman’s base salary ($12,791 per year) to an approved deferred compensation plan
• Same IRS Section 125 Cafeteria Plan benefits provided to other Town employees • Contributions from the Town to cover the Public Employees’ Pension Reform Act (“PEPRA”) employer and employee shares of contributions for CalPERS retirement benefits.
• Twenty (20) days of vacation leave per year and twelve (12) days of administrative leave.
• No severance benefits in the event of termination for “cause” • In the event of termination without cause, six months of base salary severance pay.
• Town Manager may resign with 60 days’ notice
The proposed agreement includes an initial term that ends on December 31, 2024, which will automatically be extended for one (1) year unless the Town Council informs Mr. Sharif of its intent not to renew the employment agreement sixty (60) days prior to the end of the term. Notwithstanding the defined term in the agreement, the Town Manager is an at-will employee who serves at the pleasure of the Town Council, and the Town Council may remove the Town Manager at any time, with or without cause.
Government Code section 54953 provides, in relevant part that “Prior to taking final action, the legislative body shall orally report a summary of a recommendation for a final action on the salaries, salary schedules, or compensation paid in the form of fringe benefits of a local agency executive, as defined in subdivision (d) of Section 3511.1, during the open meeting in which the final action is to be taken.” To comply with this paragraph, the Mayor may direct the Interim Town Attorney or other staff to review the items listed above as part of the oral staff report for this item.
Town Manager Appointment Town Council 8/23/23
If the Council approves the proposed agreement, Mr. Etman will be serving as the fulltime Town Manager of Portola Valley available 24/7 as needed to manage the Town organization under the direction of the Town Council.
ATTACHMENTS:
1. Employment Agreement with Sharif Etman for Town Manager 1679651.2
provided to other Town employees.
4.4.5 Adopted Compensation Plan. Manager shall receive any other benefit provided to other Town employees that are specified in the Town of Portola Valley Compensation Plan (adopted May 23, 2018), provided the benefit is not already covered by this Agreement.
4.5 Paid Time Off.
4.5.1 Vacation Leave. Manager shall accrue vacation leave at the rate of twenty (20) paid days per year, in addition to recognized Town holidays. Upon termination or resignation from employment or the non-renewal of this Agreement, Manager shall be paid for all accrued and unused vacation time. However, at no time may Manager accrue more than thirty (30) days of vacation time.
Furthermore, in accordance with the Town's Personnel Policies Manual, once per calendar year, Manager may elect to sell back to the Town accrued, but unused vacation.
4.5.2 Sick Leave. Manager shall receive the same days of sick leave as accorded to other Town employees.
4.5.3 Administrative Leave. Manager shall receive twelve(12) days of administrative leave per year of this Agreement, which leave shall be awarded in a lump sum on the effective date of this Agreement and on January 1st of each year thereafter. Any administrative leave not taken by Manager shall not be accrued from year to year, nor shall the value of such administrative leave be paid to Manager upon termination of his employment. Use of administrative leave is allowed at the discretion of the Mayor or the Vice Mayor in the event the Mayor is unavailable.
4.5.4 Other Leaves. Manager shall receive the same benefit of leaves not specified in this Agreement but provided to other Town employees.
4.5.5 Holidays. Manager shall receive the same paid holidays as accorded to other Town employees.
4.5.6 Professional Growth. Manager is encouraged to attend professional courses and conferences in California during the term of his employment with the Town, including the Progress Seminar. The Town shall pay reasonable expenses of such attendance, including course fees, travel, food and lodging expenses (if reasonably necessary) up to a maximum of Six Thousand Dollars ($6,000) per calendar year. The Town shall also pay Manager's yearly dues for full membership including but not limited to
the International City Management Association (ICMA),
the California City Management Foundation (CCMF), etc.. 3