PREPARED BY: ALICIA PLATT DATE OF MEETING: 06/16/2025
SUBJECT:
TITLE
CONSIDER ADOPTING RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO AMENDING AND ADOPTING THE CITY’S CLASSIFICATION AND COMPENSATION PLAN AND ORGANIZATIONAL CHART FOR FY 2025-26 BY: (1) CREATING AND ADDING ONE NEW FULL-TIME DIVISION MANAGER CLASSIFICATION OF MANAGER OF COUNCIL SERVICES, ELECTIONS, AND RECORDS AND ADDING ONE FULL-TIME POSITION, REPLACING THE ONE FULL-TIME ASSISTANT CITY CLERK CLASSIFICATION; (2) RE-ESTABLISHING ONE FULL-TIME DIVISION MANAGER CLASSIFICATION OF PLANNING MANAGER AND ADDING ONE FULL-TIME POSITION; (3) FUNDING/UNFREEZING ONE FULL-TIME VACANT POLICE CAPTAIN POSITION; (4) AMENDING THE SALARY SCHEDULE FOR THE ACCOUNTING MANAGER BY PROVIDING ONE-TIME LABOR MARKET EQUITY SALARY ADJUSTMENT; AND (5) AMENDING THE PART-TIME SALARY SCHEDULE BY PROVIDING A TWO PERCENT (2%) COLA INCREASE FOR ALL CLASSIFICATIONS AND A ONE-TIME LABOR MARKET EQUITY SALARY ADJUSTMENT FOR FIVE CLASSIFICATIONS (ADMINISTRATIVE INTERN; BUILDING ATTENDANT; RECREATION SPECIALIST; SENIOR RECREATION SPECIALIST; AND STUDENT INTERN) FOUND TO BE BELOW NEGATIVE FIVE PERCENT (-5%) OF THE COMPARABLE LABOR MARKET MEDIAN SALARIES
CEQA: This proposed action is not a project as defined by CEQA.
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
FY 2025-2027 Council Priority Workplan Compliance Statement:
FY 2025-27 Council Priority Workplan Compliance Statement: Continue to be an “Employer of Choice” to attract and retain talent and to continue to provide the community with exceptional services is in the FY 2025-27 City Council Priority Workplan, effective April 7, 2025.
CEQA Compliance Statement
This proposed action is not a project as defined by CEQA.
BACKGROUND
Under the City of San Pablo’s Personnel Rules adopted by Resolution 2014-031, the City Manager serves as the City’s Personnel Officer and is responsible for the preparation of a Classification Plan (“the Plan”) which includes an Employee Allocation List, Salary Range Schedules and Class Specifications, and City Organizational Chart.
Prior to commencement of each Fiscal Year, the City Manager shall provide the City Council with a review and report on the Plan. Amendments to the Plan shall be considered at that time. The Plan should be reevaluated on a yearly basis and maintained in such a manner so as not to cause inefficiencies in the operation of City business.
FY 2025-26 Proposed Plan Amendments
I. CREATE A NEW FULL-TIME CLASSIFICATION OF MANAGER OF COUNCIL SERVICES, ELECTIONS AND RECORDS, and ADD ONE FULL-TIME POSITION REPLACING THE ONE FULL-TIME ASSISTANT CITY CLERK CLASSIFICATION
Employee Group: Division Managers (Non-represented)
This proposed amendment is necessary due to the recent resignation of the Assistant City Clerk during FY 2024-25, and to meet the operational needs of the City Clerk function of the City Manager’s Office (CMO). The Manager of Council Services, Elections and Records (MCSER) would be assigned to the Division Managers Employee Group due to the City’s Elective City Clerk structure (3 of 19 cities in Contra Costa County), this new classification is operationally required to possess a management level skill set due to professional certifications, experience, working knowledge and qualifications required for operational necessity (i.e. State Brown Act, Elections Code, FPPC regulations, Political Reform Act). This new position, under broad policy guidance from the City Manager and Assistant City Manager, is responsible for day-to-day oversight of City Council support services and public records management and performs the duties of elections officer on behalf of the elected City Clerk. The proposed salary range for this newly proposed classification is $12,157 - $14,926 per month. The top salary rate (Step E) is set to the median of the City Clerk position for cities in Contra Costa County
Once the new Division Manager classification is established, a competitive recruitment process will be conducted with an anticipated three-month recruitment process to be initiated immediately to fill this critical position during FY 2025-26. The current Assistant City Clerk classification will be replaced under the proposed Plan amendment for the remainder of FY 2025-26 period. Given the resignation of the Assistant City Clerk in March 2024, and the subsequent recruitment period conducted during FY 2025-26, this proposed amendment should be budget cost neutral (or nominal net increase) expense for all existing salary and benefit costs for the remainder of the FY 2025-26 period. The proposed MCSER job description is attached as Exhibit C (See Attachment).
II. RE-Establish OF THE planning manager CLASSIFICATION AND ADD ONE FULL-TIME POSITION
Employee Group: Division Managers (Non-represented)
All City Departments are staffed with non-represented, FLSA exempt, Division-manager level position under each Department Director (with the exception to Police) for operational coverage and proper management oversight. Re-establishing the Planning Manager classification will bring the Planning Services Division in the Community Development Department in alignment with current city organizational structure and help support succession planning. No labor market adjustment is needed as Planning Manager salary was found to be slightly above the Labor Market Median Point for comparable positions. An internal promotional opportunity may result once the Planning Manager classification is formally established resulting in a potential budget cost neutral (or nominal net increase) expense for all existing salary and benefit costs for the remainder of the FY 2025-26 period.
III. fund/unfreeze one full-time vacant police captain
Employee Group: San Pablo Police Employees’ Association (Management Unit) (Represented)
This proposed amendment is critical to meet the operational needs, and workload demands in the Police Department. For FY 2025-26 Class and Comp Plan, fund/unfreeze and fill one, vacant (non-budgeted) FTE Police Captain position due to current operational requirements. The current Police Captain position has been vacant and unbudgeted since the promotion of Chief Bubar in May 2024. This vacant FTE position will be filled through an internal promotional recruitment of existing PD management staff, effective July 1, 2025. The Police Captain position, once authorized under the FY 2025-26 Class and Comp Plan, will be budget cost neutral for FY 2025-26 period using existing Police Department budgeted funds from two (2) vacant FTE Police Officer positions to be reallocated to cover all salary and benefit costs for the unfrozen, vacant FTE Police Captain position, effective July 1, 2025.
IV. AMEND THE SALARY SCHEDULE FOR THE ACCOUNTING MANAGER BY PROVIDING ONE-TIME LABOR MARKET EQUITY SALARY EQUITY ADJUSTMENT
Employee Group: Division Managers (Non-represented)
Routinely, City HR staff conducts a labor market salary study every two year period on all non-represented, FLSA-exempt management classifications every two-year budget cycle to reduce the potential for employee attrition, and to remain competitive with comparable positions in surrounding cities. For FY 2025-26 period, the existing Accounting Manager classification was the only management position found to be below (-5%) of the labor market median for comparable cities in Contra Costa County. An increase in top salary rate from $12,811 to $14,055 is recommended to bring the position to within (-5%) of the labor market median point, with all existing salary costs to be absorbed in the adopted FY 2025-26 Finance Department Budget, effective July 1, 2025.
V. AMENd THE PART-TIME SALARY SCHEDULE BY PROVIDING A TWO PERCENT COLA INCREASE FOR ALL CLASSIFICATIONS AND A ONE-TIME LABOR MARKET EQUITY SALARY ADJUSTMENT FOR FIVE CLASSIFICATIONS (ADMINISTRATIVE INTERN; BUILDING ATTENDANT, RECREATION SPECIALIST; SENIOR RECREATION SPECIALIST, AND STUDENT INTERN) FOUND TO BE BELOW NEGATIVE FIVE PERCENT OF THE COMPARABLE LABOR MARKET MEDIAN SALARIES
Employee Group: At-Will (Non-represented)
Routinely, every two-year period, a salary study was conducted for non-represented, part-time staff classifications with surrounding agencies with similar part-time positions. P/T positions serve at the pleasure of the City with work hours not to exceed annual CalPERS thresholds, with no benefit or retirement costs provided. The study showed that these 5 similar P/T positions were outside +/- 5% of the labor market median salary range. An additional $64,250 would need to be added to the Community Services Part-time Salaries Expense line item annually. These salaries include a COLA effective July 1, 2025, which is in-line with the COLA full-time regular employees are scheduled to receive on July 1, 2025. These proposed amendments will be absorbed by a one-time appropriation by the FY 2025-26 City Manager Operating Contingency Reserve (Fund 190)
Employee Labor Groups
In summary, all proposed FY 2025-26 Plan amendments include: (1) creation and authorization of the Manager of Council Services, Elections, and Records classification; (2) re-establishment of the Planning Manager classification; (3) salary adjustments for the Accounting Manager; and (4) salary adjustments to the Part-Time Salary Schedule which fall within the non-represented groups. Also, the funding/unfreezing of one (1) vacant, full-time Police Captain position is not subject of mandatory bargaining; therefore, no meet and confer obligations are triggered by the proposed amendments for the FY 2025-26 period, effective July 1, 2025.
Revised FY 2025-26 City Organizational Chart
Following all Plan amendments incorporated herein, a new Revised City Organizational Chart will be authorized and adopted for the FY 2025-26 period, effective July 1, 2025 (See Attachment)
Budget, Fiscal & Legislative Standing Committee Review
On May 28, 2025, the BFLSC members (Pabon-Alvarado; Ponce) reviewed all Plan Amendments as proposed by the City Manager and City HR Staff for the FY 2025-26 period, effective July 1, 2025, and recommended its formal consideration and approval to the City Council.
FISCAL IMPACT
The fiscal impact of the proposed amendments regarding the salary adjustments for the Accounting Manager and the part-time classifications will be absorbed by the adopted FY 2025-26 Finance and Community Services Department Budgets, and through a one-time appropriation from the FY 2025-26 City Manager Operating Contingency Reserve (Fund 190) respectively. All other proposed amendments are budget cost neutral (or nominal net increase) for FY 2025-26 period, effective July 1, 2025.
ATTACHMENTS:
Att. A - FY 2025-26 Class and Comp Plan Amendment Resolution 2025-###
Att. B - Proposed FY 2025-26 Class and Comp Plan, Including Salary Schedules and Organizational Chart
Att. C - Proposed Manager of Council Services, Elections and Records Job Description