City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION
Staff recommends the City Council approve the revised classification specification
for Code Enforcement Officer.
BACKGROUND
Prior to FY 2007-2008, Code Enforcement Officers and Code Enforcement Analysts
were assigned to the City Attorney’s Office. However, as part of the City Manager’s
reorganization plan, these positions were reassigned to the Community
Development Department and became part of the newly created Enforcement
Services Division. The Code Enforcement Officer vacancy prompted Human
Resources staff to evaluate the manner in which this position was filled. A review of
the existing classification specification for Code Enforcement Officer was conducted
by Human Resources staff, the Code Enforcement Services Manager, and the
Community Development Director. As a result, a revised Code Enforcement Officer
classification specification (Attachment 1) is attached for your approval.
The revised classification specification has been reviewed by the Culver City
Employees’ Association (CCEA) and approved by the Civil Service Commission at
the April 1, 2009 meeting. A copy of the draft minutes from the Civil Service
Commission Meeting is attached for the Council’s information.
DISCUSSION
In preparing for the recruitment process for the Code Enforcement Officer, one of the
concerns raised was the likelihood of recruiting candidates that possessed the
Meeting Date: 04/20/09 Item Number: C-4
AGENDA ITEM: Approval of the Revised Classification Specification for Code
Enforcement Officer.
Contact Person/Dept.: Mary Ortiz Phone Number: 310-253-5650
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No []
Public Hearing: [] Action Item: [] Attachments: [x]
Public Notification: Master E-Mail Notification List (04/15/09), Culver City Employees’
Association on 04/15/09
Department Approval:
Serena Wright (04/13/09)
City Attorney Approval:
Carol Schwab (by H. Baker) (04/15/09)
Chief Financial Officer Approval:
Jeff Muir (04/15/09)
City Manager Approval:
Jerry B. Fulwood (04/16/09) City of Culver City, California
City Council Agenda Item Report
knowledge, skills and abilities that would be necessary to perform the duties of the
job successfully based on the existing language contained in the classification
specification. The rationale for the revisions is listed below.
Essential Job Duties
This section was revised for clarity and to elaborate on some of the duties and
responsibilities associated with this position (e.g. testifies in court and at
nuisance abatement hearings, provides general zoning, housing, and property
maintenance information to local and government agencies).
Minimum Knowledge, Skills and Ability
As a subject matter expert with over fifteen (15) years of experience in code
enforcement, the Enforcement Services Manager recommended additional
items be included in the Knowledge section. A review of similar Code
Enforcement Officer classification specifications in other cities revealed that the
ability to “learn” basic land use, zoning, sign, nuisance and related codes and
ordinances is not appropriate for this level of position. For a candidate to be
effective as a Code Enforcement Officer, they would already need to possess
knowledge of these areas upon hire. Therefore, the reference to “learning” was
eliminated from the sections on Knowledge and Skill and Ability.
License and Certificates
Language requiring the possession of a valid Penal Code Section 832 Peace
Officers Standards and Training certificate within one year of hire into the
classification was added, given the enforcement services responsibilities
associated with this classification. Because this classification issues citations,
incumbents are legally required to obtain this certificate within one (1) year of
hire into the classification. Therefore, language that reflects this requirement
has been added. Incumbents will only be required to complete Module 1 (Laws
of Arrest) and Module 3 (Officer Safety).
Training and Experience
This section was revised to clarify the type of experience that a candidate
would need to be successful in the job. Candidates with more closely related
experience will be identified by including language that specifies experience
“performing code enforcement or public inspection services.” This would lead
to greater candidate success in the performance of their duties and result in
cost savings to the department as it would reduce the amount of training that
the candidates would need.
City of Culver City, California
City Council Agenda Item Report
Physical Requirements and Working Conditions
This section was revised to specify that candidates may be required to work
evenings and weekends and travel within and out of city boundaries to attend
periodic meetings.
FISCAL ANALYSIS
There is no fiscal impact for this item.
ATTACHMENT
1. Revised Classification Specification for Code Enforcement Officer
2. Draft Minutes from the April 1, 2009 Civil Service Commission Meeting
MOTION
That the City Council:
Approve the revised classification specification for Code Enforcement Officer.
MEETING DATE: 04/20/09
AGENDA ITEM: Approval of the Revised Classification Specification for Code
Enforcement Officer.
ATTACHMENTS
Pages
I. Revised Classification Specification for Code Enforcement 1 — 3
Officer
I. Revised Classification Specification for Code Enforcement 4 — 11ATTACHMENT 1
HUMAN RESOURCES DEPARTMENT
CODaENFORCEMENTOFFIOER2
Occupants of this classification are in the classified service. The positions assigned to this
classification are responsible for enforcing housing, zoning, land use and public nuisance
provisions of the Municipal Code and other regulatory .-caqe.: to arzurc residential, commercial,
and industrial buildings arc safe to uce.
SUPERVISION RECEIVED AND EXERCISED
The positions assigned to this classification report to the Enforcement Services Manager.
The following tasks are essential for this position. Incumbents in this classification may not
perform all of these tasks, or may perform similar related tasks not listed here.
1. Inspects residential, commercial, and industrial buildings to assure compliance with zoning,
land use, 00fitifting, and public nuisance, aciel provisions of the Municipal Code.
2. Records accurately the findings of the inspection, the corrections needed, and issues
orders to comply to achieve compliance with the Mi.).N.0100j Code.
3. Prepares and serves notices of 'Violations, abatenient orderS, correctlehs and stop Wed<
Oftief$ . relate0:41:.laqd.p§e,:fegplationtlgpOngqiialityprickprqpty
4. Assures corrections are made to violations of the zoning, land use and public nuisance
provisions of the Municipal Code in a timely manner.
5. Issues citations, confers with, and recommends action to the City Attorney if corrections are
not made,a4q4 Prepares r4 .64rts, graphic -00iantafiens, and case records for presentation
to the City Attorney's Office when prosecution becomes necessary. .T4litiee.' :in court and at
nuisance abatement bearing
6. Prepares and keeps accurate logs, reports, and records regarding code enforcement
inspections, violation notices and investigations which are legible, complete, up to date, and
descriptive of problems encountered.
7. Works cooperatively and effectively with residents and property owners to achieve housing
conditions which comply with zoning, land use and public nuisance, acid provisions of the
Municipal Code. Interprets codes and regulations and explains the code enforcement
program.
8. Responds to public inquiries and complaints regarding possible violations of the zoning,
land use, and public nuisance provisions of the Municipal Code in a timely manner.
Revised April 2009
Revised July 2007
November 1998
1MINIMUM KNOWLEDGE,
SKILLS AND ABILITY
violations, pteparing
PSPS:; - , Or
Code Enforcement Officer
Page 2
Thoroughly investigates possible violations gathering evidence, photographing the violation,
contacting the responsible person, and assuring the correction of the violation. Keeps
complainants aware of the status of their complaint.
Provides general zonrng hQusing and praiiertsimaintenance . -:infOrniation to local and
governmental agencies.
10. Makes efficient use of his/her time by keeping up with assigned inspection workloads.
Promptly responds to inspection appointments; completes a reasonable number of
inspections given work time available.
11. Assures compliance with the sign ordinance regarding size and placement. Removes
signs placed illegally in the public right of way. Conducts thorough field inspections to
identify possible violations of the sign ordinance.
12. Assures compliance with codes for signs, land use, zoning, required landscaping, fences
and hedges, barbed wire, and razor ribbon.
13. Maintains a current and thorough working knowledge of zoning, land use and Public
nuisance provisions of the Municipal Code, and is able to correctly interpret and apply
them.
Knowledge of:
• -Learn Basic land use zoning, signs, nuisance, and related codes and ordinances.
• Land use prindfPlekand,practides,
• Basic legal issues related to -arrest, i.inspection • and. iabateMent warrants: summary and
nuisance 'iabeternent ,;method8; , Tight-ort:eritry; and procedural and substantive Ile .pro cess
law.
Pro P:dures and nwtilocis y •involved . in investigating
prosecution and
Off .i .Ca ; ipraeedUres, peaCticeS' and eruiprw2nt including complaint tracking
pbPtograpny•ancpresentation'SOftWar4.
Skill and Ability to:
• Communicate and deal tactfully and effectively with the public and fellow employees.
• Interpret codes and ordinances related to housing, nuisances, zoning, signs, and land use.
• Follow through on assignments undertaken.
- - e .ee- -• .•••••
• Make logical interpretations and coming to conclusions 40414 after studying facts.
• Apply investigative techniques to assess compliance with appropriate codes and
ordinances.
• Provide effective customer service.
• Use a personal computer and applicable software applications,- including complaint tracking . .
software, Graphic inforrnation. :...SYSterns --(G.15)i digital photography and '-presentation
. .
software.
RevisedApril 2009
Revised July 2007
November 1998
G1S, digital
2TRAINING AND EXPERIENCE
PHYSICAL REQUIREMENTS AND WORKING CONDITIONS.
Code Enforcement Officer
Page 3
Possession of a valid California driver's license. Possession of valid P.C. 832 POST
certificate Within one year of date of hire into classification.
Any combination equivalent to training and experience that could likely provide the required
knowledge, skills and abilities would be qualifying. A typical way to obtain the knowledge, skills
and abilities would be: high school graduation, or equivalent, and two (2) years of experience in
rforming code enforcement or public
inspection services,
•
Require vision (which may be corrected) to read small print.
• Require the mobility to stand, stoop, reach, and bend.
•
Require the ability to stand for long periods.
• Require the ability to walk long distances.
• Perform lifting, pushing and/or pulling which does not exceed 50 pounds and is an
infrequent aspect of the job.
• May be required to work in inclement weather without effective protection from sun, cold and
rain.
required.ito attencligprOdi gi'evening meetings -and/or to .4pvel . within an.d . :,:opt Of 'qty.
boundaries to
May be required to work eii6 :iiingA.,,a .ndior weekends.
Revised April 2009
Revised July 2007
November 1998
3ATTACHMENT 2
***UNOFFICIAL MINUTES EXCERPT***
REGULAR MEETING OF THE
CIVIL SERVICE COMMISSION,
CITY OF CULVER CITY,
CALIFORNIA
Call to Order & Roll Call
April 1, 2009
7:00 P.M.
The meeting of the Civil Service Commission was called to order
at 7:03 P.M.
Present: Chair Michael Whitaker
Vice Chair Sharon Zeitlin
Commissioner Sandy Stivers
Commissioner Richard Ochoa
Commissioner Dan Gallagher
o0o
Action Items Item A-2
Revised Classification Specification and Revised Open &
Competitive Recruitment Bulletin: Code Enforcement Officer
Mary Ortiz gave an overview of the staff report:
*Significant changes were made to the Training and
Experience section of the classification specification, to
clarify the specific type of experience, code enforcement
or public inspection services, that would be required for
a candidate to be successful in the position. It should
be noted that this language had already been used
previously in a recruitment, and had generated a pool of
strongly qualified candidates.
•Minor revisions were made to both the classification
specification and recruitment bulletin to provide clarity
and elaborate on some of the essential duties and working
conditions associated with the classification.
At the Chair's request and after conferring with the Enforcement
Services Manager, I'd like to draw your attention to two
additional revisions to the classification specification. These
-1 - 4 s these -re highlighte- I in
yellow:
4• The first revision is to the last line of the section
titled "Definition" - this clarifies the scope of the
classification. Everything after the words "Municipal
Code" has been stricken and replaced with the words "and
other regulatory codes."
• The other revision includes the addition of the word
"basic" to the third bullet point under Knowledge, Skills
and Abilities, for clarification purposes.
The Enforcement Services Manager and I are available here to
answer any questions you may have.
Commissioner Stivers stated she had a couple of general
comments. On Attachment A, Essential Job Duties, starting with
#4, "assures corrections are made to violations of the zoning
and land use (etc.)." Is "timely manner" identified by the
supervisor, or as identified by the Municipal Code?
Sol Blumenfled, Community Development Director, replied by
stating: the Municipal Code doesn't generally contain that
level of details, so it's really as defined by the supervisor;
and the supervisor's direction is taken from the operating
manual that we put together when we organized the Division,
which was reviewed and approved by the City Council. So, the
short answer is, it's the supervisor.
Commissioner Stivers replied, okay. The other comments I have,
are on parts of #6 and part of #10. One of the things I've
noticed lately is that some of the essential job duties are
things that I would expect that one would do in any job - "make
efficient use of their time", and "complete a reasonable number
of inspections given work time available", "keep up with work
loads", "have legible writing and be complete", and it has the
feel to me as a reader, as if there were some kind of problems
with a City employee where they said "I didn't know I had to
write legibly", or "I didn't know I had to be on time", or the
statement: "follows through on assignments, makes logical
interpretations" - we would hope that all our employees would do
those kinds of things. Just a comment. Is that coming from
somewhere, or a problem?
Mary Ortiz replied, in regards to 44, these were items that were
already listed (the timely manner, etc.) and that goes to the
importance of getting these things accomplished because
depending on the violation, it could pose a safety hazard. We do
want to have that in the classification specification to stress
the urgency and importance of doing so in a timely manner. As
5far as #10 is concerned, this is again just to stress the
importance of it. But you did hit on a very important point,
that in the past these were issues. This is not something that
was discussed in this revision, but previously when this
classification specification was first generated back in 1998
through a Class Study, these were items that were identified as
been very, very critical to the success of the not only the
incumbent performing these duties, but also to the success of
the particular organization or unit that this position reports
to. So when you see these type of items, it is because there
have been issues and we do want to make sure that the incumbents
are aware of the importance of these particular essential
duties.
Commissioner Stivers responded, I would assume that once the
person is chosen and starts, that those are really supervisory
issues that if they're not doing those things that are required,
just like any employee, that they would be counseled.
Mary Ortiz responded, absolutely.
Commissioner Ochoa stated, I have two questions. One is, on
page two, #12, just for my own edification, what is "razor
ribbon"?
Sol Blumenfeld responded, razor wire and barbed wire are just
security measures that are sometimes used and "razor ribbon" is
basically like barbed wire but it has a serrated edge.
Commissioner Ochoa continued, following down on the Minimum
Knowledge, Skills and Abilities, #3, where you have the one
change that's noted, "basic legal issues related to arrest" -
what would be the involvement of the Code Enforcement Officers
on an arrest? I can understand the inspection, the abatement
warrants, but arrest?
Sharon Guidry, Enforcement Services Manager, responded -
previously in the Code Enforcement Division when it was in the
City Attorney's Office, Notices to Appear were issued. Notices
to Appear haven't been issued in quite some time, but
considering the progress of the Department, we may find it
necessary in the future to issue Notices to Appear again, and
because these notices are actually arrest and release on your
own recognizance, that's what that section relates to.
Commissioner Ochoa responded, okay and thank you, that's it.
6Vice Chair Zeitlin stated, I have a few questions. Starting
with Essential Job Duties, #5 indicates that the individual
issues citations - and I'm just wondering how that's actually
done, is it done in person, do you mail citations to an
individual or business, what's the process?
Sol Blumenfeld responded, recently the City adopted a new
Administrative Penalties Ordinance that will allow us to use
administrative citations as a way to help deal with Code
Enforcement violations, and through that new law, we're able to
issue citations, and we gearing up actually to do that in the
very near future. So the citations are generally issued in
person to the violator. Generally they're land use related
violations. A citation is presented, the City Attorney's Office
works with Code Enforcement staff in putting together the actual
citation process and we would issue the citation directly to the
violator. Then there would be a notice to appear and be
present; if the violation was contested it would appear before a
hearing officer who would review the matter and make a judgment
about it.
Lisa Vidra, Deputy City Attorney, responded, the Ordinance
pertaining to Administrative Citations details the various
methods by which a citation may be served. Serving the violator
personally is the first choice, if that cannot be accomplished
for various reasons, the Code does allow for service via U.S.
Mail and Certified Mail. In some instances, if needed the Code
also provides for service via publication. So, that is all laid
out in the Ordinance.
Vice Chair Zeitlin responded, thank you. And just to follow up
on that, assuming it's done in person and an individual is not
happy about it and perhaps becomes combative or uncooperative,
what training does the Code Enforcement Officer have to protect
themselves in the field when they're alone?
Sol Blumenfeld responded, the Code Enforcement Officers and the
Park Patrol Officers are instructed never to put themselves in
harm's way. So if there is a confrontational situation, they're
instructed not to proceed to issue the citation. And in the
event there is a situation that arises that escalates, they're
instructed to call their Supervisor, and generally we would
involve the Police Department if there was need to in order to
issue the citation. In other words, in order to go forward
through the citation process, we would involve the P.D. and a
Police Officer would assist us in issuing the citation.
7Vice Chair Zeitlin responded, okay and thank you. And just in
reviewing the City of Santa Monica's class spec (and thank you
for providing that, Mary), I see that they require P.C. 832
P.O.S.T. Certification for their Level II Officers. And I'm
just wondering if you feel that something like that would be
helpful, because in my own kind of job experience, things do
escalate and they can escalate quickly, and my concern is for
the safety of this officer •and the City.
Sharon Guidry responded, the Code Enforcement Officers are P.C.
832 certified - we send them upon hire to training through the
Rio Hondo Police Academy. They become certified and they also
receive training for officer safety, verbal judo, and also
training through the State Organization for Code Enforcement
Officers for additional training related to officer safety.
Vice Chair Zeitlin responded, that's very comforting to know.
I'm just wondering if we want to indicate that somewhere on the
class spec or the job bulletin, that the training is required.
Mary Ortiz responded, we will go ahead and make the revision
that the particular type of training will be provided upon hire
in both the classification specification and the job bulletin.
Vice Chair Zeitlin responded, thank you; another general
question - I'm wondering how many Code Enforcement Officers you
intend to hire?
Sol Blumenfeld responded, we have authorized in the budget to
maintain the number of two Code Enforcement Officers.
Vice Chair Zeitlin responded, okay, and do you intend either one
of them to work on the weekends? I know that with respect to
#11, the Sign Ordinance, just driving through the City on the
weekend it really seems to be a problem, and is there someone
who'll be available to address those issues?
Sharon Guidry responded, yes, we do intend to assign an officer
to the weekend and that's one of the additions to the bulletin,
so that they're aware that weekend work will be required.
Vice Chair Zeitlin responded, okay. And it does specify that
they will be taking down the signs, when they see them in public
right-of-way or it's inappropriate. But if they're repetitive
violations, do you cite that individual, or does this Code
Enforcement Officer just take down their signs by the end of the
day?
8Sharon Guidry responded, the way we currently deal with signs in
the public right-of-way, is if it's just one sign, we just
remove it and if it's too high or too difficult to remove then
we request Public Works' assistance. If it's a situation where
a company has placed signs throughout the City, then we take the
information and we send an Order to Comply notifying them of our
sign regulations and the intent to be cited for those
violations.
Sol Blumenfeld responded, in the future, and now that we have
our Administrative Penalty Ordinance in place, we can issue
citations in the manner that Lisa Vidra just reviewed with you.
And we'll look to do that with repeat violators.
Vice Chair Zeitlin responded, thank you. On the job bulletin,
can you just tell us how you came up with the examination
components, and why you chose to weight them 70/30?
Mary Ortiz responded, these components are consistent with what
had been used previously and we found that they were very
effective in identifying the strongly qualified candidates. The
written test evaluates customer service skills and technical
knowledge - this consists of a standardized, multiple-choice
test that is very specific to addressing these issues and it
also includes a writing exercise to assess their abilities in
that manner. So given the fact that it has two different
components within the written test, we felt it was worth more
than just the 50% weight that you typically see associated with
other positions. The technical aspect is very critical for this
position, so when you see this you'll find that the weights are
going to be leaning more towards the written examination
component that evaluates the technical skills.
Vice Chair Zeitlin responded, thank you. In terms of the
appraisal interview, do you use inside or outside raters?
Mary Ortiz responded, outside.
Vice Chair Zeitlin responded, thank you.
Chair Whitaker stated, I have a follow-up on the P.C. 832
Certification. Just for clarification, are we going to be
requiring that the Code Enforcement Officer obtain the P.C. 832
Certification at some point?
9Mary Ortiz responded, they will be required to get it before the
successful completion of their probationary period, but it's not
something that we would require somebody coming in from the
outside to have.
Chair Whitaker responded, correct, so that would not be a
requirement upon hiring, but that would be something that would
be obtained during their probationary period.
Mary Ortiz responded, correct.
Chair Whitaker responded, and the probationary period is how
long
Mary Ortiz responded, up to one year.
Chair Whitaker responded, and would there be sufficient time for
the person who is hired to obtain that certification within that
probationary period, because I'm not sure how often the P.O.S.T.
course are offered at Rio Hondo or any other police academy.
Sharon Guidry responded, yes, we are comfortable with them
obtaining the Certification within the one year probationary
period. California P.O.S.T. does provide the training quite
often; and we anticipate with the candidate meeting the minimum
qualifications they should be able to successfully complete the
P.C. 832 within that time.
Chair Whitaker responded, and you mentioned, I believe, Code
Enforcement training - are there other certificates that you
would require an incumbent to have upon hiring or by completion
of their probationary period?
Sharon Guidry responded, at this time we don't require any
additional training. All training that we believe is necessary
for the officers to be successful we provide and send those
officers to training through the Association of Code Enforcement
Officers.
Chair Whitaker responded, do they obtain certificates or
recognition from attending that training from that organization?
Sharon Guidry responded, yes, they provide basic, intermediate,
advanced, and supervisory level training. It's about five
courses per level. So yes, they would receive certificates and
they also are the only organization that represents code
10enforcement officers that have State certification where you can
actually become a State Certified Code Enforcement Officer.
Chair Whitaker responded, but that's not something we're going
to require the incoming employee to get?
Sharon Guidry responded, no.
Chair Whitaker responded, is there a reason why?
Sol Blumenfeld responded, to be an entry level Code Enforcement
Officer really doesn't require that level of skill. I think if
you want to become a manager, or move into other areas of code
enforcement, you'd want that skill set.
Chair Whitaker responded, so it's more for career advancement,
then.
Sol Blumenfeld responded, correct.
Chair Whitaker stated, I have no further questions or comments.
Anything else from the Commissioners?
Commissioner Ochoa responded, I just want to be clear, so P.C.
832 will be added as a new item #14 under essential job duties
to obtain that certification by the end of the probationary
period?
Mary Ortiz responded, no, that will be added to the section
under Licenses and Certificates, and with the clarification
about the probationary period.
Commissioner Ochoa asked of Lisa Vidra, is the Administrative
Penalty Ordinance a voluminous document, or is it just a few
pages; I'd be interested in looking at it.
Lisa Vidra responded, it's more than a few pages; I can e-mail
you a PDF copy. It should be on our website by now, because
it's been some months since it's been passed through Council.
If all the Commissioners want one T can send them.
Chair Whitaker asked for a motion on this item.
MOVED BY COMMISSIONER OCHOA, SECONDED BY COMMISSIONER
GALLAGHER, AND UNANIMOUSLY CARRIED, TO APPROVE, WITH REVISIONS,
THE REVISED CLASSIFICATION SPECIFICATION AND REVISED OPEN &
COMPETITIVE RECRUITMENT BULLETIN FOR CODE ENFORCEMENT OFFICER.
11