Agenda packet, regular meeting — West Covina City Council, December 19, 2023 (part 2 of 2)

MINIMUM QUALIFICATIONS
Education, Training, and Experience
High School Diploma or GED; supplemented by (7) years progressively responsible experience in maintenance and operations of City facilities, to include four (4) years within a lead capacity; or an equivalent combination of education, training, and experience.

Or
bachelor’s degree in public or business administration, engineering, or related field with three (3) years progressively responsible experience in maintenance and operations of city facilities; or an equivalent combination of education, training, and experience.

Licenses and Certifications
• Must possess a valid Class C driver's license.

PHYSICAL REQUIREMENTS
This position requires extensive and repetitive physical activity involving the arms, wrists, and hands, including writing and using a keyboard. It also requires physical abilities associated with the ability to read, write and communicate in a work environment requiring no extraordinary physical strength or other special physical qualifications.

SUPPLEMENTAL INFORMATION
The City of West Covina is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the city will provide reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

ATTACHMENT NO. 6A
RESOLUTION NO. 2023-101
RESOLUTION NO. 2023-101 - A RESOLUTION OF THE

CITY COUNCIL OF THE CITY OF WEST COVINA,

CALIFORNIA, APPROVING THE REMOVAL OF THE

PUBLIC SERVICES SUPERINTENDENT CLASSIFICATION

AND THE ESTABLISHMENT OF THE PUBLIC WORKS

SUPERINTENDENT CLASSIFICATION

THE CITY COUNCIL OF THE CITY OF WEST COVINA HEREBY FINDS, DETERMINES, AND DECLARES AS FOLLOWS:

WHEREAS, the Human Resources Department, as needed, reviews class specifications and/or pay grades to ensure position specifications and compensation are in alignment with current demands and comparable with similar classifications within the public sector labor market; and
WHEREAS, on October 3, 2023, the City Council approved the reorganization of City departments; and
WHEREAS, the Human Resources Department reviewed the job classifications impacted by the reorganization and proposed to remove the Public Services Superintendent classification and establish the Public Works Superintendent classification; and
WHEREAS, on November 8, 2023, the Human Resources Commission reviewed and approved the class specifications for the Maintenance Superintendent classification, attached hereto as Exhibit A and incorporated herein; and WHEREAS, at the time the specifications were presented to the Human Resources Commission, the class title was Maintenance Superintendent; and WHEREAS, based upon subsequent discussions with the Middle Management Unit, the City and the Unit agreed that the class title would be Public Works Superintendent instead of Maintenance Superintendent; and WHEREAS, all specifications for the classification are as presented to the Human Resources Commission; and
WHEREAS, the City Council desires to approve the removal of the Public Services Superintendent classification and the establishment of the Public Works Superintendent classification; and
WHEREAS, the City Council also desires to approve the class specifications and salary grade for the Public Works Superintendent classification.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA HEREBY RESOLVES AS FOLLOWS:

SECTION 1. The City Council hereby approves the removal of the Public Services Superintendent classification and the establishment of the Public Works Superintendent classification.

SECTION 2. The City Council hereby approves the specifications for the Public Works Superintendent classification attached hereto as Exhibit A.

SECTION 3. The City Council hereby approves the following salary grade for the Public Works Superintendent classification:

CLASSIFICATION MONTHLY PAY RANGE
STEP 1 STEP 2 STEP 3 STEP 4 STEP 5
Public Works
Superintendent
$8,700.00 $11,744.00
SECTION 4. The Full-Time Salary Schedule and Schedule of Positions shall be amended to reflect the removal of the Public Services Superintendent classification and the addition of the Public Works Superintendent classification as set forth herein.

SECTION 5. The City Clerk shall certify to the adoption of this resolution and shall enter the same in the book of original resolutions and it shall become effective immediately.

APPROVED AND ADOPTED this 19th day of December, 2023.

Brian Calderón Tabatabai
Mayor

APPROVED AS TO FORM ATTEST
Thomas P. Duarte Lisa Sherrick
City Attorney Assistant City Clerk
I, LISA SHERRICK, ASSISTANT CITY CLERK of the City of West Covina, California, do hereby certify that the foregoing Resolution No. 2023-101 was duly adopted by the City Council of the City of West Covina, California, at a regular meeting thereof held on the 19th day of December, 2023, by the following vote of the City Council:

AYES:

NOES:

ABSENT:

ABSTAIN:

Lisa Sherrick
Assistant City Clerk

EXHIBIT A

CLASS SPECIFICATIONS

PUBLIC WORKS SUPERINTENDENT
ATTACHMENT NO. 6b

CITY OF WEST COVINA

CLASSIFICATION SPECIFICATION
Class Title: PUBLIC WORKS SUPERINTENDENT
Bargaining Unit: MIDDLE MANAGEMENT
Class Code: PW SUP
Salary Grade: MM302
Salary: $104,400.00 - $140,928.00 Annually
FLSA: EXEMPT
Date Updated:

JOB SUMMARY
Under administrative direction, coordinates and supervises day-to-day maintenance of the City's facilities (Community Centers, City Hall, City Yard, Parks, Maintenance Districts, etc.); Maintenance Division of Public Services (Streets, Sewers, Graffiti, Fleet, etc.); directs assigned staff through subordinate supervisors; and performs related work as required.

ESSENTIAL FUNCTIONS
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.  Manages, through subordinate supervisors, operations and maintenance of City's parks, streets, sewers, vehicles, warehouse and infrastructure related projects.  Makes policy and procedures, recommends change ensuring efficient and effective operations to the Director/Deputy Director.
 Assists Director/Deputy Director with preparation, execution, and evaluation of contract agreements.
 Oversees and participates in the development of the department workplan; develops and implements departmental goals, objectives, work plans, reports, policies and procedures; assigns work activities, projects and programs; reviews and evaluates work products, methods and procedures; monitors work flow and conducts organizational and operational reviews and makes modifications, as needed.
 Prepares budgets for the areas of responsibility; assists in budget implementation; participates in forecast of additional funds needed for staffing, equipment, materials, and supplies.
 Plans, organizes and schedules activities related to maintenance; establishes work priorities involving maintenance, repair, and purchases/replacements; plans and schedules maintenance/repair activities; develops programs for routine and preventive maintenance of all assets.
 Handles the more complex employee problems including disciplinary, complaints and grievances.
 Supervises a subordinate management and supervisory staff; assigns special projects.  Interfaces with outside public and private agencies to facilitate projects and gain support for activities.
 Serves as a resource in the meet and confer process with represented department employees.
 Prepares RFPs, coordinates selection of proposal, prepares reports for City Council approval, and monitors consultant contracts.

PUBLIC WORKS SUPERINTENDENT - PROPOSED

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 Meets with contractors, business people, homeowners, and others concerned with specific projects to discuss and address problems and complaints.  May assist with planning and implementation of special events as it relates to maintenance.
 Reviews, analyzes and coordinates related activities with other City functions and outside agencies; consults with relevant parties and prepares reports; meets and negotiates with contractors, property owners and general public to resolve maintenance issues and create understanding of policies and procedures.
 Represents the City, as assigned, in relations with community, committees, local, state and Federal agencies, and other agencies.
 Attends various meetings that relate to activities, priorities, and operating problems of the Department.
 Assists in the preparation of the annual budget and the control of expenditures that relate to Maintenance activities and develops appropriate justification for requested changes in personnel, materials and equipment.
 Serves as Acting Director as assigned.
 Perform related duties as needed.

Knowledge of:
 Knowledge of street, park, and related public maintenance and construction projects.  Methods, practices, and techniques related to street, sewer, storm drain, and park construction and maintenance.
 Working knowledge of plans and specifications; the principles of supervision, training, budgeting, and project recordkeeping.
 Ability to plan and coordinate the work of personnel engaged in office and field work.  To prepare, review, and/or approve comprehensive reports, plans, contract documents, and estimates.
 To plan and schedule an overall preventative maintenance program.  To establish and maintain cooperative working relationships.  To communicate effectively verbally and in writing.

Ability to:
 Effectively manage and supervise subordinate personnel.  Develop and maintain positive working relationships.
 Communicate effectively both orally and in writing.
 Facilitate quality customer service.
 Effectively resolve conflicts.
 Anticipate changing circumstances and operational needs.  Make critical decisions.
 Provide effective assistance and recommendations to the Department Head.

PUBLIC WORKS SUPERINTENDENT - PROPOSED

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bachelor’s degree in public or business administration, engineering, or related field with three (3) years progressively responsible experience in maintenance and operations of city facilities; or an equivalent combination of education, training, and experience.

Licenses and Certifications
 Must possess a valid Class C driver's license.

ATTACHMENT NO. 7A
RESOLUTION NO. 2023-102

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

WEST COVINA, CALIFORNIA, APPROVING THE

ESTABLISHMENT OF THE PROJECT MANAGER

CLASSIFICATION

THE CITY COUNCIL OF THE CITY OF WEST COVINA HEREBY FINDS, DETERMINES, AND DECLARES AS FOLLOWS:

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA HEREBY RESOLVES AS FOLLOWS:

SECTION 1. The City Council hereby approves the establishment of the Project Manager classification.

SECTION 2. The City Council hereby approves the class specifications for the Project Manager classification attached hereto as Exhibit A.

SECTION 3. The City Council hereby approves the following salary grade for the Project Manager classification:

CLASSIFICATION MONTHLY PAY RANGE
STEP 1 STEP 2 STEP 3 STEP 4 STEP 5
Project Manager $8,960.00 $10,890.92
SECTION 4. The Full-Time Salary Schedule and Schedule of Positions shall be amended to reflect the addition of the Project Manager classification as set forth herein.

SECTION 5. The City Clerk shall certify to the adoption of this resolution and shall enter the same in the book of original resolutions and it shall become effective immediately.

APPROVED AND ADOPTED this 19th day of December, 2023.

Brian Calderón Tabatabai
Mayor

APPROVED AS TO FORM ATTEST
Thomas P. Duarte Lisa Sherrick
City Attorney Assistant City Clerk
I, LISA SHERRICK, ASSISTANT CITY CLERK of the City of West Covina, California, do hereby certify that the foregoing Resolution No. 2023-102 was duly adopted by the City Council of the City of West Covina, California, at a regular meeting thereof held on the 19th day of December, 2023, by the following vote of the City Council:

AYES:

NOES:

ABSENT:

ABSTAIN:

Lisa Sherrick
Assistant City Clerk

EXHIBIT A

CLASS SPECIFICATIONS

PROJECT MANAGER
ATTACHMENT NO. 7b

PROPOSED

CITY OF WEST COVINA

CLASSIFICATION SPECIFICATION
Class Title: PROJECT MANAGER
Bargaining Unit: MID MANAGMENT
Class Code: PROJ MGR
Salary Grade: MMXXX
Salary: $107,520.00 - $130,691.00 Annually
FLSA: EXEMPT
Date Updated:

JOB SUMMARY
Under general direction, the Project Manager performs the more complex, advanced, and senior level coordination, maintenance, management, and oversight of the engineering review and inspection process for assigned projects. The purpose of the position is to monitor the progress and assist in the execution of public works capital projects including planning, scheduling, coordinating, tracking, and administration; administer project from inception to completion including design, review, public input and meetings, bidding, contract management and project completion; NPDES II compliance coordinator and administration of the capital improvement plan (CIP).

Contract and CIP Administration
 Oversee the services of professional consultants and contractors; determine project scope; prepare request for proposal and project scope of work; review, evaluate and recommend consultant; negotiate contracts; monitor consultant services to ensure compliance with professional engineering standards, mandated rules and regulations, contractual obligations, and approved budgets.
 Manage public bid process and contract signing procedures; prepare bid tabulations and conduct pre-construction meetings, as necessary.
 This position will manage contracts that originate in both the Engineering and Public Works Departments.

Project Administration/Management
 Set up and update project schedule charts. Monitor and coordinate activities of contractors, consultants, committees, community organizations and users to keep project on planned schedule. Use project management scheduling software on larger projects.

PROJECT MANAGER - PROPOSED

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 Manage the development of plans, schedules, and consultants for the timely coordination with outside parties ensuring project milestones are met and projects are delivered on time.
 Manage and track the close-out phase of construction contracts and the documentation required for final project approval.
 Provide information to the public regarding construction projects; respond to questions and resolve complaints; prepare project notification correspondence to residents, businesses, and organizations impacted by projects.
 Coordinate project development and implementation activities with City staff, local and regional government public agencies, e.g., WSDOT, and private business organizations with a mutual or cooperative interest in assigned projects; prepare correspondence to present the City’s capital improvement program objectives.  Review engineering and architectural design and construction plans, drawings, specifications, contract documents, cost estimates and related documents prepared by consulting engineers, architects, and contractors for compliance with professional and City standards and practices, coordinate reviews with other departments and agencies.  Grant application submittals and processing.

Financial Coordination
 Monitor and track local, state, and federal grants and loans for capital improvement projects for compliance purposes; work with granting agencies to prepare project agreements and submit timely reimbursement requests.
 Ensure proper documentation of compliance with funding requirements, including environmental, prevailing wage, material testing and approval, ad, and award procedures, right of way acquisition, and eligible project costs.

Environmental Programs Management
 Ensures that the City is complying with the Department of Ecology NPDES permit; implementation of the City’s NPDES Phase II Municipal Stormwater Permit and associated record keeping.
 Develop and maintain plans, policies, and procedures for storm water activities regarding regulatory agencies and changes in technology, including detention standards, water quality requirements, construction materials and design modifications.  Coordinate spill response, spill investigation, spill clean-up and any enforcement actions with public works personnel as necessary; develop and implement an Illicit Discharge program.
 Plan and organize water quality activities of the Storm Water Program; assist the Public Works staff in the operation and maintenance of the City’s storm water conveyance system; assist with private development design review, perform site inspections, and implement water quality programs related to public and private ponds, storm water storage facilities and right-of-way systems.

PROJECT MANAGER - PROPOSED

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 Develop specifications for contracted services; coordinate service contracts for design, construction, and maintenance of surface water facilities; assure compliance with cost and timelines and appropriate federal, state, and local laws, codes, and regulations.  Respond to citizen’s questions and complaints about storm water programs/utility.  Assist in developing and monitoring surface water utility budget, assure proper resources are available to fund capital improvement projects, maintenance, inspection, water quality and contracted services.
 Identify necessary storm water improvements and assist in the development of projects to correct identified deficiencies and the development of the 6-year CIP.  Other duties as assigned.
 Represents the City and/or serves on Boards, Committees, as assigned by the Director and/or City Manager.

Knowledge of:
 Administrate principles and practices, including goal setting, program development, implementation, and evaluation, and supervision of staff, either directly or through subordinate levels of supervision.
 Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
 Principles and practices of strategic plan development.  Principles and practices of budget administration and purchasing policy.  Principles and practices of contract management.
 Methods and techniques for the development of presentations, contract negotiations, business correspondence, and information distribution; research and reporting methods, techniques, and procedures.
 Methods and techniques of developing technical and administrative reports, and business correspondence
 Research methods and techniques.
 Federal, state, and local laws, codes, and regulations relevant to assigned areas of responsibility.
 City and mandated safety rules, regulations, and protocols.  Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
 The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
 Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
 Municipal public works administration.
 Engineering, planning, design, construction, inspection, and maintenance.  The principles and practices of civil engineering.

PROJECT MANAGER - PROPOSED

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 General knowledge of the field of traffic and sanitary engineering on the municipal level.

Ability to:
 Implement strategic plans, policies, and objectives.
 Using a computer and related software applications.
 Define problems, collect data, establish facts, and draw valid conclusions.  Prepare reports; read, analyze, and interpret technical procedures, and governmental regulations, statutes, and policies.
 Write reports and correspondence.
 Provide public relations.
 Develop and edit marketing, fundraising, and promotional materials.  Manage projects and programs.
 Evaluate programs, services, and customer service efforts.  Prepare and administer budgets, including setting and attaining revenue targets if applicable; operate in accordance with an approved budget.  Prepare and give presentations, including presentations at community or inter-agency meetings and presentations at public hearings of the City Council, City Boards and Commissions, and other external audiences.
 Facilitate meetings.
 Highly effective communication, interpersonal and collaboration skills.  Exercise sound judgment and decision making.

MINIMUM QUALIFICATIONS
Education, Training, and Experience
A bachelor’s degree from an accredited college or university with a major in construction management, civil engineering, or related field.

Three (3) years’ experience managing contracts/projects. Public sector experience is preferred.

Licenses/ Certifications
Valid California State Driver's License with driving record acceptable to City. Successful grant writing experience desirable.

PHYSICAL REQUIREMENTS
Work will be performed in both the office and the field. Fieldwork requires the ability to safely move about construction sites, and exposure to heavy equipment, vehicular traffic areas and inclement weather. The position also requires sufficient time flexibility to allow for evening meetings.

ATTACHMENT NO. 8

PROPOSED

CITY OF WEST COVINA

JOB CLASSIFICATION
Class Title: PUBLIC SERVICES WORKS DIRECTOR
Bargaining Unit: DEPARTMENT HEADN/A
Class Code: PS PW DIR
Salary Grade: DH060 DHXXX
Salary: $138,828.00 - $187,428.00 Annually
FLSA: EXEMPT
Date Updated:

JOB SUMMARY
Under general administrative direction, plans, directs, manages, and oversees the operation and activities of the Community Services, and Maintenance Divisions including the development, maintenance, and operations of the City’s community parks/open space, fleet management planning, development and delivery of recreation and leisure programs, maintenance and operation of City facilities, sewer lines, and streets. The Director ensures all resources within each division are properly allocated and managed; provides long-range planning for department programs, projects and needs; coordinates assigned activities with other departments and outside agencies; provides highly responsible and complex administrative support to the City Manager; and does related work as required.

ESSENTIAL FUNCTIONS
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to this class.  Assumes full management responsibility for all the Public Services Works Department divisions including Community Services, and Maintenance Divisions.  Develops, implements and monitors long-term plans, goals and objectives focused on achieving maintenance.
 Develops and submits appropriate application and documentation necessary to secure funding sources. Maintains appropriate records for compliance with these funding sources.
 Reviews work in progress, specifications, estimates, and contract documents for street, sewer, storm drain, bridge, and other projects.
 Provides direction for the department staff; approves a variety of policy and procedure changes and revisions; participates in special projects of department; reviews actions and effectiveness of the respective divisions.
 Directs the preparation and maintenance of records, field notes, reports, maps, plots, deeds, benchmarks, monuments, and similar information and records.  Manages and participates in the development and administration of the department’s budget; directs the forecast of additional funds needed for staffing, equipment, and supplies; directors the monitoring of and approves expenditures; directs and implements budgetary adjustments as necessary.

Public Services Works Director – PROPOSED

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 Selects, trains, motivates, and directs department personnel; evaluates and reviews work for acceptability and conformance with department standards, including program and project priorities and performance evaluations; works with employees to correct deficiencies; implements discipline and termination procedures; responds to staff questions and concerns.
 Confers with engineers, developers, architects, and a variety of outside agencies and the general public in acquiring information and coordination of engineering, public works, utilities, streets, and related matters; provides information regarding these matters.  Performs site inspections during construction to ensure methods and materials are in compliance with regulations for system safety or design.  Represents the department to other City departments, elected officials, and outside agencies; explains and interprets departmental programs, policies, and activities; negotiates and resolves significant and controversial issues.  Manages the inspection of development projects and City capital and maintenance projects to ensure compliance with codes, ordinances, approved plans, specifications, and conditions.
 Manages Public Works contracts; conducts negotiation and administration of contracts.  Oversees the Landscaping Maintenance Districts as well as the Citywide Assessment Districts.
 Ensures overall quality of the department's service by developing, reviewing, and implementing policies and procedures to meet legal requirements and City needs; continuously monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; assesses and monitors the distribution of work, support systems and internal reporting relationships; identifies opportunities for improvement; and directs the implementation of change.
 Prepares, reviews, and presents staff reports, various management and information updates, as well as reports on special projects as assigned by the City Manager.  Responds to and resolves difficult situations and sensitive citizen inquires and complaints.  Oversees the development of specifications and bid documents for a variety of public works and public utilities-related designs, construction and maintenance projects, recommends contract awards, negotiates contract provisions and coordinates, reviews, inspects and monitors and approves contractor’s performance.  Reviews and advises for completeness and accuracy on developments plans, permits for work in City rights-of-way, project construction plans and specifications.  Manages the application process for acquiring and administering County, State and Federal Grants.
 Performs related duties as assigned.
 Directs the development, maintenance, and operations of the City’s community parks/open space, planning, development, and delivery of the recreation and leisure programs, maintenance and operation of City facilities and streets.  Assigns the design and execution of projects to subordinate staff, contractors, and consultants.
 Reviews work in progress and approves final designs, specifications, estimates, and contract documents for the Public Services Department.
 Prepares and administers the annual budget for the Public Services Department, approves the forecast of funds needed for staffing, equipment, materials, and supplies, approves expenditures, and implements budgetary adjustments as appropriate and necessary.

Public Services Works Director – PROPOSED

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 Oversees the planning, development, and delivery of a comprehensive recreation and leisure programs; identifies community needs and directs staff in delivery of programs; creates fee structures.
 Oversees the maintenance and repair of City facilities; creates maintenance programs and directs staff in maintenance programs including preventative maintenance programs; plans for building repairs and renovations; coordinates with consultants and provides appropriate recommendations.
 Identifies grant and other funding opportunities; oversees the preparation of grant applications and administers grant programs.
 Prepare and present verbal and written reports to the City Council, County Board of Supervisors, Commission, governmental agencies, and community groups.  Formulate and recommend a variety of policy and procedure changes and revisions; participates in special projects of the department; reviews actions and effectiveness of the respective divisions.
 Reviews and approves the work of consultants engaged by the city.  Continuously monitor and evaluate the efficiency and effectiveness of programs and services delivery methods, based on desired outcomes. Assess workloads, administrative support systems, and internal working relationships to identify opportunities for improvement.
 Plans, directs, and coordinates, through subordinate level staff, the Public Services Department’s work plan; assigns projects and programmatic areas of responsibility; reviews and evaluates work methods and procedures; meets with key staff to identify and resolve problems.

 Selects, trains, motivates, and evaluates assigned personnel; provides or coordinates staff training; works with employees to correct deficiencies; implements

TYPICAL QUALIFICATIONS
Any combination of education and experience that has provided the knowledge, skills, and abilities necessary for an executive level finance position. A typical way of obtaining the required qualifications is to possess the equivalent of:
 discipline and termination procedures.
 GENERAL QUALIFICATIONS
Knowledge of:
 Operations, services, and activities of a comprehensive recreation, parks/open space, and facilities maintenance program.
 General knowledge of the field of traffic and sanitary engineering on the municipal level.  Philosophy, principles, and techniques of providing and assessing the recreational, parks, and facility needs of a community.
 Practices and methods of parks, facilities maintenance.  Occupational hazards and standard safety practices.
 Skills in resource development to garner grants, legislative appropriations, donations, sponsorships, and in-kind services for programs.

Public Services Works Director – PROPOSED

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 Principles and practices of public administration, including long-range planning, budgeting, purchasing, and maintaining public records.
 Applicable federal, state, and local laws, regulations, and standards.  Standard office equipment, including personal computers and computerized applications and programs including Microsoft office suite.
 Research methods and report preparation and presentation.  Business arithmetic.
 Principles and practices of sound business communication; correct English usage, including spelling and grammar.
 The principles of administration, budgeting, supervision, personnel, and training.  Municipal organization operation and applicable state and federal laws.  dDiscipline and termination procedures.

Ability to:
 Plan and coordinate the work of engineering and technical personnel engaged in office and field work.
 Prepare, review, and approve comprehensive reports, plans, and estimates in a professional manner.
 Maintain effective working relationships with administrative personnel, public officials, contractors, and members of the public.
 Prepare contract documents and supervise and coordinate the administration of such contracts.
 Prepare and operate in accordance with an approved budget.  Develop and administer effective department and program goals, objectives, policies, and methods for evaluating achievement and performance levels.  Organize, set priorities, and exercise expert independent judgment within areas of responsibility.
 Develop and implement appropriate procedures and controls.  Communicate effectively, both orally and in writing.
 Present proposals and recommendations clearly, logically, and persuasively.  Operate a computer and standard business software.
 Use tact and diplomacy in dealing with sensitive and complex issues, situations and concerned people.
 Make accurate mathematical calculations.
 Understand and follow written and oral instructions.
 Operate a computer and standard business software and other standard office equipment.  Exercise tact and diplomacy in dealing with sensitive, complex, and confidential personnel issues and employee situations.
 Establish and maintain effective working relationships with all those encountered in the course of work.

MINIMUM QUALIFICATIONS
Education, Training, and Experience
Any combination of education and experience that provides the required knowledge, skills, and abilities to perform the essential job duties of the position is qualifying. Incumbents will possess Public Services Works Director – PROPOSED

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the most desirable combination of training, skills, and experience as demonstrated by past and current employment.

Bachelor’s degree in parks and recreation administration, public administration, or related field.; and
siSevenx (76) years of increasingly responsible experience in progressively responsible experience in the development, implementation, operation, and maintenance of parks, recreation, and facilities programs including three (3) years of in a management supervisory capacity.responsibility.

A Master's Degree in public administration ora related fields is desirable.

Licenses/ Certificates/ Special Requirements
A valid California Class C Driver’s License with a satisfactory driving record is required.

PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions Work is performed in a variety of environmental conditions. There is exposure to temperature variations, noise, vibrations, fumes, odors, and dust. Physical demands require bending, stooping, standing, and walking. Mental demands require the use of written and oral communication skills; reading and interpretation of data, information, and documents; analysis and solving of problems; use of math and logical reasoning; observation and interpretation of situations; learning and applying new information or new skills; working under deadlines with constant interruptions; interacting with City staff and other organizations; and may involve dealing with dissatisfied or quarrelsome individuals.

ATTACHMENT NO. 8A
RESOLUTION NO. 2023-103

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

WEST COVINA, CALIFORNIA, APPROVING THE REPEAL

AND REPLACEMENT OF THE PUBLIC WORKS

DIRECTOR CLASSIFICATION SPECIFICATIONS

THE CITY COUNCIL OF THE CITY OF WEST COVINA HEREBY FINDS, DETERMINES, AND DECLARES AS FOLLOWS:

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA HEREBY RESOLVES AS FOLLOWS:

SECTION 1. The City Council hereby approves the repeal of the existing class specifications for the Public Works Director classification.

SECTION 2. The City Council hereby approves replacing the repealed specifications with the specifications attached hereto as Exhibit A.

SECTION 3. The City Clerk shall certify to the adoption of this resolution and shall enter the same in the book of original resolutions and it shall become effective immediately.

APPROVED AND ADOPTED this 19th day of December, 2023.

Brian Calderón Tabatabai
Mayor

APPROVED AS TO FORM ATTEST
Thomas P. Duarte Lisa Sherrick
City Attorney Assistant City Clerk
I, LISA SHERRICK, ASSISTANT CITY CLERK of the City of West Covina, California, do hereby certify that the foregoing Resolution No. 2023-103 was duly adopted by the City Council of the City of West Covina, California, at a regular meeting thereof held on the 19th day of December, 2023, by the following vote of the City Council:

AYES:

NOES:

ABSENT:

ABSTAIN:

Lisa Sherrick
Assistant City Clerk

EXHIBIT A

CLASS SPECIFICATIONS

PUBLIC WORKS DIRECTOR
ATTACHMENT NO. 8b

PROPOSED

CITY OF WEST COVINA

JOB CLASSIFICATION
Class Title: PUBLIC WORKS DIRECTOR
Bargaining Unit: N/A
Class Code: PW DIR
Salary Grade: DH060
Salary: $138,828.00 - $187,428.00 Annually
FLSA: EXEMPT
Date Updated:

JOB SUMMARY
Under general administrative direction, plans, directs, manages, and oversees the operation and activities of the Maintenance Division including the development, maintenance, of the City’s community parks/open space, fleet management , maintenance and operation of City facilities, sewer lines, and streets. The Director ensures all resources are properly allocated and managed; provides long-range planning for department programs, projects and needs; coordinates assigned activities with other departments and outside agencies; provides highly responsible and complex administrative support to the City Manager; and does related work as required.

ESSENTIAL FUNCTIONS
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to this class.  Assumes full management responsibility for the Public Works Department.  Develops, implements and monitors long-term plans, goals and objectives focused on achieving maintenance.
 Develops and submits appropriate application and documentation necessary to secure funding sources. Maintains appropriate records for compliance with these funding sources.
 Reviews work in progress, specifications, estimates, and contract documents for street, sewer, storm drain, bridge, and other projects.
 Provides direction for the department staff; approves a variety of policy and procedure changes and revisions; participates in special projects of department; reviews actions and effectiveness of the respective divisions.
 Directs the preparation and maintenance of records, field notes, reports, maps, plots, deeds, benchmarks, monuments, and similar information and records.  Manages and participates in the development and administration of the department’s budget; directs the forecast of additional funds needed for staffing, equipment, and supplies; directors the monitoring of and approves expenditures; directs and implements budgetary adjustments as necessary.
 Selects, trains, motivates, and directs department personnel; evaluates and reviews work for acceptability and conformance with department standards, including program and project priorities and performance evaluations; works with employees to correct Public Works Director – PROPOSED

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deficiencies; implements discipline and termination procedures; responds to staff questions and concerns.
 Confers with engineers, developers, architects, and a variety of outside agencies and the general public in acquiring information and coordination of engineering, public works, utilities, streets, and related matters; provides information regarding these matters.  Performs site inspections during construction to ensure methods and materials are in compliance with regulations for system safety or design.  Represents the department to other City departments, elected officials, and outside agencies; explains and interprets departmental programs, policies, and activities; negotiates and resolves significant and controversial issues.  Manages the inspection of development projects and City capital and maintenance projects to ensure compliance with codes, ordinances, approved plans, specifications, and conditions.
 Manages Public Works contracts; conducts negotiation and administration of contracts.  Oversees the Landscaping Maintenance Districts as well as the Citywide Assessment Districts.
 Ensures overall quality of the department's service by developing, reviewing, and implementing policies and procedures to meet legal requirements and City needs; continuously monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; assesses and monitors the distribution of work, support systems and internal reporting relationships; identifies opportunities for improvement; and directs the implementation of change.
 Prepares, reviews, and presents staff reports, various management and information updates, as well as reports on special projects as assigned by the City Manager.  Responds to and resolves difficult situations and sensitive citizen inquires and complaints.  Oversees the development of specifications and bid documents for a variety of public works and public utilities-related designs, construction and maintenance projects, recommends contract awards, negotiates contract provisions and coordinates, reviews, inspects and monitors and approves contractor’s performance.  Reviews and advises for completeness and accuracy on developments plans, permits for work in City rights-of-way, project construction plans and specifications.  Manages the application process for acquiring and administering County, State and Federal Grants.
 Performs related duties as assigned.
 Assigns the design and execution of projects to subordinate staff, contractors, and consultants.
 Reviews work in progress and approves final designs, specifications, estimates, and contract documents for the Public Services Department.
 Prepares and administers the annual budget for the Public Services Department, approves the forecast of funds needed for staffing, equipment, materials, and supplies, approves expenditures, and implements budgetary adjustments as appropriate and necessary.
 Oversees the planning, development, and delivery of a comprehensive recreation and leisure programs; identifies community needs and directs staff in delivery of programs; creates fee structures.
 Oversees the maintenance and repair of City facilities; creates maintenance programs and directs staff in maintenance programs including preventative maintenance programs; plans for building repairs and renovations; coordinates with consultants and provides appropriate recommendations.

Public Works Director – PROPOSED

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 Identifies grant and other funding opportunities; oversees the preparation of grant applications and administers grant programs.
 Prepare and present verbal and written reports to the City Council, County Board of Supervisors, Commission, governmental agencies, and community groups.  Formulate and recommend a variety of policy and procedure changes and revisions; participates in special projects of the department; reviews actions and effectiveness of the respective divisions.
 Reviews and approves the work of consultants engaged by the city.  Continuously monitor and evaluate the efficiency and effectiveness of programs and services delivery methods, based on desired outcomes. Assess workloads, administrative support systems, and internal working relationships to identify opportunities for improvement.
 Plans, directs, and coordinates, through subordinate level staff, the Public Services Department’s work plan; assigns projects and programmatic areas of responsibility; reviews and evaluates work methods and procedures; meets with key staff to identify and resolve problems.
 Selects, trains, motivates, and evaluates assigned personnel; provides or coordinates staff training; works with employees to correct deficiencies; implements

Knowledge of:
 Operations, services, and activities of a comprehensive recreation, parks/open space, and facilities maintenance program.
 General knowledge of the field of traffic and sanitary engineering on the municipal level.  Philosophy, principles, and techniques of providing and assessing the recreational, parks, and facility needs of a community.
 Practices and methods of parks, facilities maintenance.  Occupational hazards and standard safety practices.
 Skills in resource development to garner grants, legislative appropriations, donations, sponsorships, and in-kind services for programs.
 Principles and practices of public administration, including long-range planning, budgeting, purchasing, and maintaining public records.
 Applicable federal, state, and local laws, regulations, and standards.  Standard office equipment, including personal computers and computerized applications and programs including Microsoft office suite.
 Research methods and report preparation and presentation.  Business arithmetic.
 Principles and practices of sound business communication; correct English usage, including spelling and grammar.
 The principles of administration, budgeting, supervision, personnel, and training.  Municipal organization operation and applicable state and federal laws.  Discipline and termination procedures.

Public Works Director – PROPOSED

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MINIMUM QUALIFICATIONS
Education, Training, and Experience
Bachelor’s degree in parks and recreation administration, public administration, or related field.

Seven (7) years of increasingly responsible experience in progressively responsible experience in the development, implementation, operation, of parks, recreation, and facilities programs including three (3) years in a supervisory capacity.

Master's Degree in a related field is desirable.

Licenses/ Certificates/ Special Requirements
A valid California Class C Driver’s License with a satisfactory driving record is required.

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temperature variations, noise, vibrations, fumes, odors, and dust. Physical demands require bending, stooping, standing, and walking. Mental demands require the use of written and oral communication skills; reading and interpretation of data, information, and documents; analysis and solving of problems; use of math and logical reasoning; observation and interpretation of situations; learning and applying new information or new skills; working under deadlines with constant interruptions; interacting with City staff and other organizations; and may involve dealing with dissatisfied or quarrelsome individuals.

AGENDA ITEM NO. 9

AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE: December 19, 2023
TO: Mayor and City Council
FROM: Paulina Morales
Acting City Manager
SUBJECT: 2023 PAVEMENT MANAGEMENT PROGRAM UPDATE
RECOMMENDATION:

It is recommended that the City Council receive and file the report.

BACKGROUND:

A Pavement Management Program (PMP) is a planning and budgeting tool used to prioritize street paving and maintenance projects over a five-year period. In order to receive Federal funding for street rehabilitation projects, it is mandated that every mile of eligible Federal-Aid highway within the City (major arterials) be managed with a PMP. Eligibility for State Proposition C funding also requires that a PMP be implemented and updated every three years. A PMP provides a formal systematic approach to assessing, monitoring, and managing the condition of highway pavements in the most cost-effective manner. The results of the study help determine the most appropriate locations and the optimum approach to pavement rehabilitation.

A basic PMP involves dividing the City's street network into segments of approximately one-block lengths. The segments are evaluated by counting the number of cracks, measuring the size and type of cracking and collecting other pavement surface information. The measurements are analyzed mathematically and each segment is given a condition rating number (between 0 and 100) that is used to rank the streets in the order of their conditions. Combined with data on traffic volumes and pavement thicknesses, the program processes the condition data and produces recommendations for which streets to repair, in what order, the optimum method of repair, and the estimated costs. This information is used to prioritize and schedule street rehabilitation through the long-range Capital Improvement Program (CIP) and budget process. The local street system is also monitored and managed by the PMP.

In February 2023, the City awarded a professional services agreement to Bucknam Infrastructure Group to prepare and update the City’s Pavement Management Program. Bucknam substantially completed the city-wide PMP Report. The report presents the findings and recommendations from the development of the system data associated with the pavement condition survey of the City’s Street network, including:

Pavement Condition Summaries
Preservation and Repair Activities
Projected Budgets for Projects based on those Activities DISCUSSION:

Bucknam Infrastructure Group completed the field survey and prepared the draft PMP for the City’s review. The draft report includes the following program details and recommendations:

PMP is a Planning Tool, and is updated based on ongoing Engineering Evaluations:

The recommendations generated by the PMP are for planning purposes only, and are not intended to replace sound engineering judgment for actual construction. The PMP is used as the basis for making strategic decisions to plan future work effectively and cost efficiently. The City Engineer conducts field observations to update and supplement the information in the PMP report to develop cost-effective projects with an efficient cost/benefit ratio based on field conditions, other relevant projects, budget availability, and various other factors that may exist at the time.

Pavement Condition Index (PCI):

The PCI system is a rating mechanism used to describe the condition of the City’s pavement and has been adopted as the nation’s standard rating system by AASHTO and ASTM. Ranging between "0" and"100," a PCI of "0" would correspond to a badly deteriorated pavement with virtually no remaining life, while a PCI of"100" would correspond to a pavement with proper engineering design and construction at the beginning of its life cycle.

Effective Preventative Maintenance Approach:

Preventative maintenance on streets with better than average PCI ratings must be considered in combination with the more extensive rehabilitation of failing streets to realize the maximum net benefit and reduce the long term costs. As a pavement ages, the system predicts the PCI of the pavement based on the deterioration curves. Once a street segment reaches a PCI of 40, the street segment deteriorates at a faster rate per the standard deterioration curve for asphalt pavement.

Condition of City’s pavement:

Per the PMP Report, the overall condition of the City of West Covina’s road network is “Fair”, with an average weighted Pavement Condition Index of 71.3. Arterial streets are “Fair” with a PCI of

65.6, local streets are “Good” with a PCI of 75.1 and alleys are “Fair” with a PCI of 64.4, with 100 being a brand-new street and 0 being a badly deteriorated street with virtually no remaining life.

Replacement value and quantity of pavement:

The pavement network within the City of West Covina has approximately 286.9 miles of paved surfaces, comprised of approximately 114.2 miles of arterial/collector streets, 166.8 miles of local streets, and 5.9 miles of alleys. This equates to approximately 47.3 million square feet of pavement.

The estimated replacement value of this pavement is approximately $600 million.

Preservation program and costs:

A strategy was developed based on a 5-year funding cycle. This strategy involves two traditional pavement rehabilitation treatments, including both slurry seal and asphalt concrete overlays as preservation components. The strategy also uses a 5% annual inflation factor for all maintenance costs. The following scenarios will be presented in the final report: Scenario 1: Maintaining current funding level; Scenario 2: Maintain current PCI level; Scenario 3: Increase PCI level.

Prepared by: Michael Ackerman PE
Fiscal Impact
FISCAL IMPACT:

This agenda item is to receive and file. Therefore; there is no fiscal impact associated with this action.

Attachments
Attachment No. 1 - PMP Report Presentation
CITY COUNCIL GOALS & OBJECTIVES: A Well-Planned Community Enhance City Image and Effectiveness
Pav e m e n t M a n a g e m e n t P ro g ra m
2 0 2 3 U p d a t e
Presented To
The City Council of West Covina
December 19, 2023
Pavement Management Program 2023 Update
What is Pavement Management Program (PMP)?
A PMP is a decision-making tool that assists the City in making cost-effective decisions related to the maintenance and rehabilitation of roadway pavements.

It provides a process or system for rating pavement condition, establishing a consistent maintenance and repair schedule, and evaluating the effectiveness of maintenance treatment strategies.

Pavement Management Program 2023 Update
PMP is designed to assist answer typical questions such as • What is the existing condition of the City’s maintained streets? Is this an acceptable level for the City? If not, what is an acceptable level? How much additional funding is needed to achieve an acceptable level? • How will the condition of the City’s maintained streets respond over time under existing funding levels?
• What maintenance and rehabilitation strategies exist to improve current street conditions?
• Under different funding levels, what is the most cost-effective way to implement a multi-year capital improvement program? Maintenance work program? Pavement Management Program 2023 Update
PMP is a Planning Tool
• Recommendations generated by the PMP are for planning purposes only, and are not intended to replace engineering design and judgement.
• Before making decisions for final rehab/construction approach to be used, existing conditions should be checked by the design engineer in the field, and final rehab approach should be established, and plans and specifications should be prepared accordingly.
• Final project recommendations should be weighed against the actual approach the City wishes to utilize in scheduling the workloads for contracting purposes. • Pavement condition may indicate that a particular pavement section needs attention earlier than the rest of the roads in its localized area.

Pavement Management Program 2023 Update
What is Pavement Condition Index?
• PCI is developed by Army Corp of Engineers,
ASTM standard.
• It is based on a visual survey of the number
and types of distresses in a pavement.
• Results of the analysis are numerical values
between 0 and 100, with 100 representing
the best possible condition and 0
representing the worst possible condition.
0 100
75 60
41 Very Poor
Poor
Good
Fair
Condition Category
Pavement Condition Index (PCI)
Very Good
86 Pavement Management Program 2023 Update
What condition are the City streets in?
Network PCI = 71
Arterials PCI = 65.6
Locals PCI = 75.1
Alleys PCI = 64.4
Pavement Management Program 2023 Update
PCI Comparison with Other Agencies
0 10
20 30
40 50
60 70
80 90
PCI

55.5 58.0

63.8 65.5 65.7

71.3 71.6 73.4 74.4

76.5 77.3 79.7 81.2 81.9

76.9 PCI = 100
PCI = 60
9 PCI = 41 10
PCI = 5 11
Pavement Management Program 2023 Update
How Do We Fix The Streets?
Preventive maintenance
✓ Slurry seal/Crack seal
Rehabilitation/Restoration
✓ Grind and overlay
✓ Rubberized hot mix
Reconstruction
✓ Full depth reclamation
Pavement Management Program 2023 Update
Why Preventive Maintenance?
✓ Preservation policy
✓ Keep good streets good!
✓ Should not fix the worst streets
first
✓ Follow PMP recommendations
as much as possible
Pavement Management Program 2023 Update
What Repairs Are Needed and When?
PCI = 65
PCI = 40
PCI = 20
PCI = 100
PCI = 0
40% 75% 90%
Crack Seal or Crack & Slurry Seal
$0.50-1.50/SF
Crack & Slurry Seal, Micro-surfacing or Mill and Overlay $0.75-3.00/SF
Mill and Overlay w/ Digouts
$2.50-4.50/SF
Reconstruction
$8.00-15.00/SF
% of Pavement Life
Pavement Condition
Good Fair Poor Very Poor
Pavement Management Program 2023 Update
Capital Improvement Program (CIP)
✓ Divide the City into 12 maintenance zones
✓ Prioritize each zone based on their centerline miles, current condition, and historical maintenance activities
✓ Arterial streets will be considered separately (eg. Azusa Ave, Lark Ellen Ave, Merced Ave)
✓ Allows a more cost-effective strategy by minimizing
mobilization cost
✓ Fixing the worst streets first is not cost-effective
Pavement Management Program 2023 Update
Maintenance Zones for Residential and Collector Streets

QUESTIONS & ANSWERS
Pav e m e n t M a n a g e m e n t P ro g ra m
2 0 2 3 U p d a t e

West Covina City CouncilDecember 19, 2023

West Covina City Council
December 19, 2023