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CITY COUNCIL AGENDA ITEM NO. 9

Meeting Date: March 13, 2007

Subject/Title: Adopt a Resolution approving the classification description and salary range for Regulatory Compliance Supervisor.

Prepared by: Patti Standley, Human Resources Manager / Chris Ehlers, Deputy Director of Public Works/Operations

Submitted by: Karen L. Chew, Assistant City Manager / Bailey Grewal, Director of Public Works/City Engineer

RECOMMENDATION
Adopt a Resolution approving the classification description and salary range for Regulatory Compliance Supervisor.

PREVIOUS ACTION
The City Council adopted Resolution 2006-156 approving the amended 2006/07 Operating Budget.

BACKGROUND
The City currently has a water quality laboratory at the Wastewater Treatment Plant. The lab is staffed by one Wastewater Laboratory Technician who is responsible for running various lab samples for both the Wastewater and Water Divisions of the Public Works Department.

The amendments to the 2006/07 Operating Budget included funds for a new classification: Regulatory Compliance Supervisor, attached as Exhibit A. This position will be responsible for ensuring all current and future regulatory compliance samples are scheduled, completed, and reported to regulatory agencies in a timely manner. Additionally, this position will track future regulations and compliance sampling with state and federal agencies to meet monitoring and reporting standards as required.

The Regulatory Compliance Supervisor will work toward eliminating the current outsourcing of numerous routine weekly compliance samples. These samples are currently sent out to private labs at a cost that can be reduced by performing a majority of the work in house. There exists a potential for additional revenue opportunities that may be realized by offering Brentwood laboratory services to neighboring cities and water districts. These agencies currently outsource some or all of their lab work to private labs that are out of the area. The Regulatory Compliance Supervisor will explore the viability of offering Brentwood’s laboratory analysis services to these agencies.

The City of Brentwood has grown rapidly in the past few years and the water system is now classified as a “large system.” A large water system is one that has over 10,000 service connections. Brentwood currently has over 15,600 service connections. The total number of regulatory compliance samples and additional monitoring is greatly increased when a system becomes classified as a large system. Therefore, the addition of the Regulatory Compliance Supervisor will have a positive impact to the City by reducing the additional costs for the extra sampling that is required. As the system continues to grow, the City will experience additional savings over time by performing testing of the samples in-house.

To date, the City’s potable water regulatory compliance sampling and reporting has been the responsibility of the Water Operations Manager and the Water Production Supervisor. The Regulatory Compliance Supervisor will provide high-level expertise and will greatly assist the manager and supervisor by taking on the responsibility for coordination and preparation of the regulatory compliance issues, which will in turn allow them to spend more time monitoring their budgets, optimizing daily operations, staff training and scheduling of preventative maintenance. By having a position dedicated to regulatory compliance monitoring and sampling, we will greatly reduce the risk of a missed sample; therefore, ensuring the safest quality drinking water for the City’s customers.

Specifically, the Regulatory Compliance Supervisor will perform under general direction of the Water Operations Manager, and will supervise, assign, review, and participate in the day-to-day operations of the City’s Water Quality Laboratory (WQL) to include water sample collection, laboratory testing and analysis; water quality investigations; regulatory impact analysis; laboratory research; ensure the laboratory is in compliance with state and federal requirements; represent laboratory operations with government control agencies; ensure work quality and adherence to established policies and procedures; coordinate assigned activities with other divisions and outside agencies; and perform the more technical and complex tasks relative to the laboratory.

The Regulatory Compliance Supervisor is considered a supervisory level with responsibility for assigning and supervising the work of staff engaged in field and laboratory activities in support of the operation of the City’s water quality monitoring and control program. Positions in this class contribute to the overall management of the Water and Wastewater Treatment Plant/Operations Divisions by participating in the development of policies and procedures, developing and implementing program goals and objectives while providing conformance to overall departmental goals and objectives, and participating in the development and monitoring of budgets. Positions in this class exercise considerable discretion and independence in coordinating field and laboratory activities in support of the City’s water quality and wastewater treatment plant programs. The Regulatory Compliance Supervisor is distinguished from the Water Operations Manager in that the latter has responsibility for all water quality and operations support activities.

FISCAL IMPACT
The Water Division currently contracts $75,000 per year with private laboratories. It is estimated this number can be reduced to $20,000 or more in future years by completing laboratory analysis in-house. Funds have already been provided through the City Council’s approval of the amended 2006/07 Operating Budget.

Attachment:
Resolution
Exhibit A – Regulatory Compliance Supervisor

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING THE CLASSIFICATION DESCRIPTION AND SALARY RANGE FOR REGULATORY COMPLIANCE SUPERVISOR

WHEREAS, the City operates a water quality laboratory at the Wastewater Treatment Plant where various lab samples are run for both Water and Wastewater Divisions of the Public Works Department, and

WHEREAS, due to the City’s growth and based on the City’s 15,600+ service connections, the water system is now classified as a “large system”, which requires increased regulatory compliance samples and additional monitoring, and

WHEREAS, the Regulatory Compliance Supervisor will possess high-level expertise as a chemist, will personally perform and oversee laboratory testing and analysis of water and wastewater sampling, will track future regulations and compliance sampling with state and federal agencies to meet monitoring and reporting standards as required, and

WHEREAS, the addition of the Regulatory Compliance Supervisor will have a positive impact to the City by reducing the additional costs for the extra sampling that is required, and

WHEREAS, a major goal of the Regulatory Compliance Supervisor will be to work toward eliminating the current outsourcing of numerous routine weekly compliance samples, and

WHEREAS, as the system continues to grow, the City will experience additional savings over time by performing testing of the samples in-house, and

WHEREAS, completing laboratory analysis in-house will save the City an initial, estimated minimum of $55,000 annually for outside laboratory analysis, and

WHEREAS, the new classification description is attached as Exhibit A (Regulatory Compliance Supervisor), and

WHEREAS, staff recommends approval of the new classification description as defined and based upon internal equity with existing Water Distribution and Production Supervisors, staff recommends the annual salary range as follows:

Regulatory Compliance Supervisor $71,117.88 - $86,448.12

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood approves the classification description and salary range provided above and in Exhibit A hereto.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the March 13, 2007 by the following vote:

Attachment:
Exhibit A (Regulatory Compliance Supervisor)

EXHIBIT A
CITY OF BRENTWOOD
REGULATORY COMPLIANCE SUPERVISOR
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
Under general direction of the Water Operations Manager, supervises, assigns, reviews, and participates in the day-to-day operations of the City’s Water Quality Laboratory (WQL) to include water sample collection, laboratory testing and analysis; water quality investigations; regulatory impact analysis; laboratory research; ensures the laboratory is in compliance with state and federal requirements; represents laboratory operations with government control agencies; ensures work quality and adherence to established policies and procedures; coordinates assigned activities with other divisions and outside agencies; and performs the more technical and complex tasks relative to assigned area of responsibility as required.
IDENTIFYING CHARACTERISTICS
The Regulatory Compliance Supervisor is considered a supervisory level with responsibility for assigning and supervising the work of staff engaged in field and laboratory activities in support of the operation of the City’s water quality monitoring and control program. Positions in this class contribute to the overall management of the Water and Wastewater Treatment Plant/Operations Divisions by participating in the development of policies and procedures, developing and implementing program goals and objectives while providing conformance to overall departmental goals and objectives, and participating in the development and monitoring of budgets. Positions in this class exercise considerable discretion and independence in coordinating field and laboratory activities in support of the City’s water quality and wastewater treatment plant programs. The Regulatory Compliance Supervisor is distinguished from the Water Operations Manager in that the latter has responsibility for all water quality and operations support activities.
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.
1. Plans, prioritizes, assigns, supervises, reviews, and participates in the work of staff responsible for the operation of field and laboratory testing and analyses related to the City’s water quality monitoring and control program; ensures source water, treatment and distribution system water sampling activities are completed in compliance with state, federal and local mandates for water quality; reviews test reports; oversees work of outside laboratories contracted to perform specialized testing; maintains quality assurance/quality control (QA/QC) program; and directs efforts to maintain WQL certification under the Environmental Laboratory Accreditation Program (ELAP).
2. Establishes schedules and methods for providing laboratory testing and analysis services; identifies resource needs; reviews needs with appropriate management staff; allocates resources accordingly.
3. Participates in the development of goals and objectives as well as policies and procedures; makes
CITY OF BRENTWOOD
Regulatory Compliance Supervisor (Continued)
recommendations for changes and improvements to existing standards, policies, and procedures; participates in the implementation of approved policies and procedures; monitors work activities to ensure compliance with established policies and procedures.
4. Participates in the selection of assigned laboratory staff; provides or coordinates staff training; works with employees to correct deficiencies; implements discipline procedures.
5. Participates in the preparation and administration of assigned program budget; submits budget recommendations; monitors expenditures.
6. Supervises and performs tasks related to the operation of the laboratory, equipment and related systems.
7. Participates in water treatment studies and pilot programs by helping design special sampling or testing methods; oversees research in water analyses and recommends changes in methods based on findings.
8. Provides ongoing support and technical assistance to City staff regarding water quality, water sampling, and testing methods; confers with governmental and water industry representatives about water quality matters; participates in federal, state and local committees on drinking water issues; helps determine necessary procedures to protect water quality in an emergency.
9. Assists in inspections by the Department of Health Services, the Regional Water Quality Control Board and other state and local agencies as necessary.
10. Assists in the annual renewal of permits for various agencies; gathers data and fills out necessary forms.
11. Oversees and participates in ordering and storing chemicals and other materials and supplies used in the laboratory and throughout the distribution system.
12. Prepares a variety of reports related to area of responsibility; supervises usage of the Laboratory Information system (LIMS) and related data management systems; determines need for special reports; reviews and analyzes regular and special reports, sheets, logs, and data generated by LIMS for compliance and accuracy; reviews and retrieves data from laboratory’s operating computer; inputs information as necessary.
13. Compiles and prepares regular/special reports covering the details of WQL operations for senior management such as monthly sampling and testing statistics; prepares and submits required reports to State regulatory agencies.
14. Assists the Water Operations Manager, Deputy Director of Public Works and the Director of Public Works/City Engineer with operating and capital improvement budgets; monitors budget expenditures; prepares project cost estimates and analysis.
15. Serves on committees as necessary; represents the City’s laboratory analysis functions in public relations activities; addresses, investigates and responds to inquires and complaints.
CITY OF BRENTWOOD
Regulatory Compliance Supervisor (Continued)
16. Responds to and resolves difficult and sensitive citizen inquiries and complaints in an efficient and timely manner; informs Manager and Director about unusual patterns of complaints and helps determine appropriate corrective action; responds to emergency situations as necessary.
17. Coordinates assigned activities with those of other divisions and outside agencies and organizations.
18. Attends and participates in professional group meetings; maintains awareness of new trends and developments in the field of water quality sampling and analysis; incorporates new developments as appropriate into programs.
19. Performs after-hours emergency work as necessary.
20. Performs related duties as required.
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:
Operations, services, and activities of a water quality laboratory.
Advanced principles, practices and techniques of water quality laboratory operations quality assurance and operation functions.
The chemical and bacteriological characteristics of water.
General quantitative and qualitative analysis.
Microorganisms common to fresh water
Modern laboratory instruments and their usage
Sources of information related to water analysis and water quality
Sampling techniques and methods of statistical analysis
General principles of water treatment and disinfection.
Principles and practices of bacteriological and sampling techniques and mathematical analysis.
Principles of supervision, training, and performance evaluation.
Basic principles and practices of municipal budget preparation and administration.
Principles and procedures of record keeping.
Principles of business letter writing and basic report preparation.
Occupational hazards and standard safety practices.
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Federal and state laws and regulations governing water purification.
Pertinent federal, state, and local laws, codes, and regulations.
Ability to:
Coordinate and direct Water Quality Laboratory programs.
Supervise, organize, and review the work of assigned staff involved in the maintenance and operation of a Water Quality Laboratory.
Select, train, and evaluate staff.
Recommend and implement goals, objectives, policies and procedures for assigned programs.
Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
CITY OF BRENTWOOD
Regulatory Compliance Supervisor (Continued)

Understand, interpret, and apply general and specific administrative and departmental policies and procedures as well as applicable federal, state, and local policies, laws, and regulations.
Prepare clear and concise reports.
Participate in the preparation and administration of assigned budgets.
Ensure equipment is maintained appropriately.
Ensure water quality laboratory testing and analysis, including chemical and bacteriological laboratory tests are conducted in accordance with mandates.
Analyze and interpret laboratory tests and provide information to appropriate personnel who are responsible to make modifications to wastewater treatment plant operations and take corrective and preventive measures.
Read and interpret laboratory equipment and analysis results.
Perform on-site laboratory tests.
Maintain accurate and updated logs, records and reports.
Prepare and submit comprehensive and mandated reports.
Represent the City’s laboratory program with other governmental agencies and community groups.
Operate office equipment including computers and supporting software applications.
Safely and effectively operate the tools and equipment used in the analysis and testing of water and wastewater samples.

Plan and organize work to meet changing priorities and deadlines.
Effectively represent the City to outside individuals and agencies to accomplish unit goals and objectives.
Work cooperatively with other departments, City officials, and outside agencies.
Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, City staff, or other agencies on sensitive issues in area of responsibility.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
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:
Possession of a Bachelor of Science (B.S.) degree from an accredited college with a major in chemistry, biochemistry, microbiology, bacteriology, environmental science or closely related field.
Experience:
Four years of full time experience in an analytical laboratory performing chemical and bacteriological water or wastewater analyses, including one year of lead supervisory responsibility.
License or Certificate:
Possession of, or ability to obtain and maintain an appropriate driver’s license.
Possession of Grade III Laboratory Analyst Certification issued by the California Water Environment Association (CWEA), is highly desirable.

CITY OF BRENTWOOD
Regulatory Compliance Supervisor (Continued)

Possession of Grade II Water Quality Laboratory Analyst Certification issued by the American Water Works Association (AWWA) California-Nevada Section, is highly desirable.
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: Laboratory and field environment; exposure to noise, dust, grease, fumes, gases, potentially hazardous chemicals, electrical energy, and inclement weather conditions including wet and/or humid conditions; work around water or wastewater; work on slippery surfaces; regularly work near moving mechanical parts; and work around moderately loud noise levels when out in the field; incumbents may be required to work evenings, nights, and weekends.
Physical: Primary functions require sufficient physical ability and mobility to work in a laboratory and field environment; walk, stand, and sit for prolonged periods of time; frequently stoop, bend, kneel, crouch, crawl, climb, reach, and twist; push, pull, lift, and/or carry moderate to heavy amounts of weights; operate assigned equipment and vehicles; ability to verbally communicate to exchange information.
Vision: See in the normal visual range with or without correction.
Hearing: Hear in the normal audio range with or without correction.
FLSA Designation: Exempt
Adopted: March, 2007
City of Brentwood
 

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