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Home My WebLink AboutAgenda Packet - August 14, 2001 - PB M Jr ;AZUSA AGENDA PERSONNEL BOARD REGULAR MEETING NOTICE TO THE PUBLIC -All written documentation relating to each item of business referred to on the agenda, which is not confidential,is available in the Human Resources Office for public inspection. Any person who has a question conceming any agenda item may call the Director of Human Resources/Personnel Officer Victoria Cross,Extension 5183, to make inquiry conceming the nature of the item described on the agenda. DATE: August 14, 2001 TIME: 7:00 p.m. LOCATION: WEST WING CONFERENCE ROOM 213 EAST FOOTHILL BOULEVARD, AZUSA, CALIFORNIA 1. CALL TO ORDER —Chair Jake Bushey 2. ROLL CALL—Personnel Board Members O Jake Bushey, Chair O Inez Gutierrez O Lee Ann Mickey O Lori Kloster, Vice Chair O Robert Dunn Others Present O Victoria Cross, Director of Human Resources/Personnel Officer O Others 3. APPROVAL OF MINUTES: July 24, 2001 4. CLOSED SESSION: Pursuant to Section 54957 of the Government Code to Consider A. Public Employee Evaluation of Performance: Merit Increase and/or Regular Appointment Recommendations (1) Administrative Secretary (2) Senior Management Analyst/Integrated Waste Management Coordinator (3) Meter Reader 5. OPEN SESSION A. Reclassification Request (pursuant to Sections 3.8 Reclassification and 3.9 Request for Reclassification of the Rules of the Civil Service System) - Senior Policy Analyst/Assistant to the Director of Utilities & Customer Care Operations Supervisor. B. New Position (pursuant to (pursuant to the Azusa Municipal Code, Chapter 2- Administration, Article V-Boards and Commissions, Division 4-Personnel Board, Section 2- 411-Duties (which states that"The Power and the Functions of the Board shall be to . . . recommend all salaries to the Council); and Sections 3.3 Preparation and Content of Class Specification and 3.7 New Position of the Rules of the Civil Service System) -Power Resources Scheduler C. Recruitment Progress Report 6. PUBLIC COMMENT— Person/group will be limited to five minute maximum time to orally present their purpose. 7. COMMENTS, UPDATES AND/OR REPORTS FROM PERSONNEL BOARD MEMBERS AND STAFF. 8. ADJOURNMENT zE • AZUSA HUMAN RESOURCES INTEROFFICE MEMORANDUM To: Honorable Chair and Members of the Personnel Board From: Victoria Cross, Director of Human Resources/Personnel Officer Date: August 14, 2001 Subject: Merit Increase and/or Regular Appointment Recommendations Pursuant to Rules 4.2.4 Merit Salary Adjustments and 5.8 Probationary Period, department head(s) have submitted performance appraisal(s)for the following employee(s and recommend merit increase(s)and/or regular appointment status as noted: Range/Step Type of Action/ Base Name Classification Department Effective Date Monthly 1 Donna Ramirez Administrative Secretary Library Merit Inc 4169/3 7-4-01 $3,227.20 2 Cary Kalscheuer Sr. Management Analyst/ Utilities Merit Inc 3213/5 Integrated Waste Management 7-24-01 $5,504.29 Coordinator 3 Stuart Goggins Meter Reader Utilities Merit Inc 5179/5 7-1-01 $3,954.47 /CLOSED SESSION AGENDA ITEM: 4. A. DATE: 8-14-01 rr er:;;;) 'iii^:^:i•i:•:iii^:4:•iii•i'•i: iiiiii:i•i:•isa:iia:a:ii•::ay;{{+,tir•i:iii^:•:�i:•i:^:•ii:-0:•i:L:•i:Mi:J+•�•:::::•:::::::::::::::::::::::::::••ii!!iii:?i•ii:4:4:^:•i:4:hviii::4':•^i'+:r•:is9:9:^:^:•i:iiit4ii:4:•i:L:L:L:•i::^ :............................... :rix::::::::::::::::::::::::.w:r::::;;.............•.;....:.::•:::::::.�.�:::::::::::i.:.:• :::::::::::::::::::. ::::::::::.::':::m::::::::::::::::::::•::.i::::::::::•:ii::tiff:;:':i'•i':ryi:'i4;wv::•i:•i:•i:4;•iiiii:3::v:•:v:v'v;:•};;:+;;, .................................... ::.iv::::r............::::x....w:::•.......:•.:.: .... .::::........:::::::......::::v;...:. ......::::::...::::::..............:::4i:4iii;}::•.:::•.::•.........................:::::::::: •i:iiiiiii'riiiiiiiii: zus AGENDA ITEM MEMORANDUM TO: Honorable Chair and Members of the Personnel Board FROM: Victoria Cross, Director of Human Resources DATE: August 14, 2001 SUBJECT: UPDATED CLASS SPECIFICATIONS: SENIOR POLICYANALYST/ASSISTANT TO THE DIRECTOR OF UTILITIES CUSTOMER CARE OPERATIONS SUPERVISOR RECOMMENDATION The Personnel Board recommend, pursuant to City of Azusa Civil Service Rules Section 3.3, that the City Council adopt the updated and re-titled and revised class specifications of Senior Policy Analyst/Assistant to the Director of Utilities (formerly "Senior Management Analyst/Integrated Solid Waste Coordinator") and Customer Care Operations Supervisor (formerly "Customer Services Supervisor"). BACKGROUND A recent review of the existing class specifications for the above listed positions revealed the need for an update to the current description of job duties to reflect the actual duties performed by each position. Substantive changes in the duties of the Senior Policy Analyst/Assistant to the Director of Utilities classification include additional responsibilities in the monitoring and response to legislative bills and policies pertaining to the Utilities Department. Additionally, the position has evolved to handle energy related issues and analysis of recent changes in utilities administration. The qualification guidelines for this position were also revised to include the preferred education level. This position remains assigned under the Compensation and Benefits Memorandum covering the Middle Management Classified Positions. The classification of Customer Care Operations Supervisor has also evolved in function as the Utilities Department has placed great emphasis on the "customer service" operations. A recent review of the classification title for the supervisory position assigned revealed the need to update the class specification title to better reflect the"care in operations"philosophy. This title revision is in line with the management level position of Assistant Director of Customer Care and Solutions. Exhibits: "A" Senior Policy Analyst/Assistant to the Director of Utilities Class Specification "B" Customer Care Operations Supervisor Class Specification OPEN SESSION AGENDA ITEM-I.:L. DATE 2.' 14 ' o t EXHIBIT A Date Adopted: Class Code: CITY OF AZUSA SENIOR POLICY ANALYST/ASSISTANT TO THE DIRECTOR OF UTILITIES DEFINITION Under general direction, provides professional administrative assistance and manages and/or coordinates administrative activities for the Director of Utilities; administers the City's Refuse Collection Franchise Agreement; plans and directs functional areas as assigned; performs other related duties as assigned. CLASS CHARACTERISTICS This single position classification is a professional level administrative assistant requiring independent judgement in the execution of duties,typically sensitive and impact Utility operations. This position is FLSA exempt and considered an administrative generalist and may be assigned specific administrative duties within a broad range of administrative operations. ESSENTIAL FUNCTIONS Develops, implements and monitors integrated waste management and recycling programs for residential and commercial customers in order to reduce waste to comply with AB 939; develops and implements procedures and recommends related policies in compliance with existing laws and regulations. Coordinates City-wide household hazardous waste collection program in conjunction with other public and private agencies. Represents the City to Federal, State, County agencies, community associations, committees, boards and organizations on issues related to integrated waste management and recycling programs and utilities. Develops,writes and maintains information and materials related to integrated waste management and recycling programs for public information; assists the Public Information Officer with the dissemination of information regarding these programs;presents information and programs related to integrated waste management and recycling programs to City Council, business associations, homeowners associations, school groups, and other organizations. Prepares grant proposals and monitors grants;develops contracts;prepares bids and agreements for recycling services; works with contractors to ensure compliance with the terms and conditions of contracts; calculates and negotiates refuse rate adjustments. Monitors environmental rules, regulations and legislation to determine the impact on City operations. Prepares and monitors the budget for integrated waste management and recycling programs; assists with rate restructuring studies. Prepares reports,agenda items and informational items for the City Council and Federal and State agencies;briefs the City Council,City manager and other City staff on matters relating to integrated waste management and recycling programs and utilities. Page 1 of 2 SENIOR POLICY ANALYST/ASSISTANT TO THE DIRECTOR OF UTILITIES Class Specification ESSENTIAL FUNCTIONS (Continued) Responds to inquiries and handles complaints related to integrated waste management and recycling programs; initiates appropriate actions to resolve problems QUALIFICATION GUIDELINES Education and/or Experience Any combination of education and/or experience that has provided the knowledge, skills, and abilities necessary for satisfactory job performance. Ideal combination includes a Bachelor's Degree from an accredited college/university in Business or Public Administration, Environmental Studies or a related field and three (3) years of progressively responsible experience in the development, coordination and implementation of integrated waste management and recycling programs. A Master's Degree in a related field is desirable. Knowledge, Skills and Abilities Considerable knowledge of practices, techniques, and equipment used in integrated waste management and recycling operations; AB 939, local, State and Federal legislation pertaining to integrated waste management and recycling programs; promotional and marketing techniques; State reporting requirements;grant preparation and contract administration techniques; research methods; principles and practices of public administration, budgeting and public relations. Some knowledge of the principles and practices of supervision; computer operations and a variety of software applications; recent developments, current literature and sources of information related to resource efficiency such as waste management and recycling; communicate clearly and concisely,both orally and in writing; research and prepare reports on a variety of subjects establish and maintain effective relationships with the community, business and City staff; prepare public information materials and make presentations to residential and business customers; deal effectively with conflict and develop effective resolutions; make presentations and develop marketing materials; prepare and administer the budget for the department; analyze unusual situations and resolve them through application of management principles and practices; prepare public information materials and make presentations to residential and business customers; prepare and effectively present oral and written reports, recommendations and agenda items for staff and City Council; respond to inquiries; plan, direct and coordinate a variety of programs and projects;establish and maintain effective working relationships with the community,businesses and city staff; perform other related duties as required. Special Requirements Possession of or ability to obtain a Class C California driver's license and a satisfactory driving record. • Page 2 of 2 EXHIBIT B Date Adopted: Class Code: CITY OF AZUSA CUSTOMER CARE OPERATIONS SUPERVISOR DEFINITION Under administrative direction , plans, directs,and supervises, customer care services operations including financial record keeping and reporting, computerized billing, collection, call center and; develops and implements billing procedures and work systems for the Customer Care Customer Services Division; acts as general administrative assistant to the Assistant Director of Customer Care and Solutions; performs related duties as required. CLASS CHARACTERISTICS This single position class reports directly to the Assistant Director of Customer Care and Solutions and the incumbent is responsible for supervising the Customer Care Services Division. ESSENTIAL FUNCTIONS Plans, directs, and supervises, computerized billing, maintenance of customer records, utility call center,financial record keeping and reporting activities of the CustomerCare Services Operations. Supervises Customer Service Representatives performing the billing processes in the preparation of electric, water, and special billings; and supervises control systems between Customer Care Services Division and Finance Department; recommends appropriate accounting and record processing. Supervises and prepares a variety of financial reports consisting of the month end billing related reports and operational statistics. Supervises the Customer Service Representatives responsible for handling: changes in Light and Water rates, preparation of bank deposits, processing of payments, shut-offs for delinquent accounts, preparation of payroll, maintenance of reading routes, reviewing of reads for potential errors or damaged meters, writing work orders for field checks on possible problem readings/accounts. Confers with supervisors and managers regarding policies and problems of commercial activities; provides assistance to the public and resolves the most difficult costumer service complaints in a tactful and appropriate manner. Assists in the selection of Customer Care Services Operations staff; directly supervising,training, scheduling and assisting the work of divisional staff. Develops and establishes work methods and standards; conducts or directs staff training and development; reviews and evaluates employee performance; initiates appropriate disciplinary actions. Oversees and directs Customer Service Representatives processing mail payments, closed bill refunds, write-off accounts for turnover to collection. Page 1 of 2 CUSTOMER CARE OPERATIONS SUPERVISOR Class Specfication QUALIFICATION GUIDELINES Education and/or Experience Any combination of education and/or experience that has provided the knowledge, skills, and abilities necessary for satisfactory job performance. The ideal candidate will have a Bachelor's Degree from an accredited college/university in Public or Business Administration,Accounting, or closely related field; and three (3) years of progressively responsible professional experience in accounting or collection, including at least two(2) years in a supervisory capacity in a related field. Knowledge and Skill Levels Thorough knowledge of municipal billing & collection process, practices, and systems; reporting requirements pertaining to municipal billing&collections;data processing and computerized billing and record keeping techniques; principles and practices of municipal budgeting, and office administration;principles and practices of supervision;ability to communicate clearly and concisely, both orally and in writing; research and prepare complex reports on a variety of subjects; establish and maintain effective relationships with personnel of various departments and the general public; plan, direct, and coordinate customer services, collections, cashiering and billing activities and manage a division of the Utility Department; select, train, supervise and evaluate staff; represent the City in a variety of meetings during and after normal working hours; make decisions regarding operational and personnel functions; operate programs within allocated amounts; respond to emergency and problem situations in an effective manner; understand, explain and apply policies and procedures; analyze customer service situations and resolve them through application of management principles and practices; analyze and prepare schedules, reports and statements related to utility billings;deal constructively with conflict and develop effective resolutions;oversee staff to determine that they accurately count, record and balance cash transactions; assist development of new policies impacting department operations/procedures;design and install new and improved accounting and record keeping systems; perform other related duties as required. MARGINAL FUNCTIONS These are position functions which may be changed, deleted or reassigned to accommodate an individual with a disability. SPECIAL REQUIREMENTS Possession of and ability to maintain a valid Class C California Driver's License and a satisfactory driving record. Page 2 of 2 r4.:::;;::::::;. ,),) . &: ............. ii!iiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiii Piiiii:iiiii:iiiiiiiiiiiiiiiiiiiiiiiiiiiii:iiiiiiiiiiiii:i:i:ii:iiiiiiiiiiiiiiimiiiiiiiiii:iiiiimi:iiimiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiii:iiiii„iiiiiiiiimmii:imimiinimiiiiiiiiiiiiii:iiiimiiniiiiimiiiiiiiiiiiiiiii:iiiiiiiii:iiiiiiiiiiimii:iiiii:iiiiiiiiimiiiuni ....4i,b.„.. .. i,„:„:„iim zus ,.... .,.. AGENDA ITEM MEMORANDUM TO: Honorable Chair and Members of the Personnel Board FROM: Victoria Cross, Director of Human Resources DATE: August 14, 2001 SUBJECT: NEW CLASS SPECIFICATION OF POWER RESOURCES SCHEDULER RECOMMENDATION: That the Personnel Board recommend the new class specification of Power Resources Scheduler for adoption by the City Council, pursuant to the City of Azusa Civil Service Rules Section 3.3. BACKGROUND: Presently, the Utilities Department is not provided with adequate staff to effectively and appropriately handle power management as a result of Deregulation. As the Utilities Department has considered all options to effectively administer power management, the best option at this time is to internally administer power management and not out-source the responsibility. As such, the position of Power Resources Scheduler has been created. Exhibit: "A" Power Resources Scheduler Class Specification 07EN SESSION AGENDA ITEM T E g- 14 -0) . „ EXHIBIT A �r.► Date Adopted: Class Code: CITY OF AZUSA POWER RESOURCES SCHEDULER DEFINITION Under administrative direction, plans, directs, manages and participates in activities which enhance the city's power resources; prepares daily energy schedules and tags, submits energy schedules for validation; provides responsible and complex administrative support including the validation, accounting, and reconciliation of power purchases and sales; performs related duties as required. CLASS CHARACTERISTICS This single position class reports directly to the Power Resources Coordinator. ESSENTIAL FUNCTIONS Proves and updates daily load forecasts, prepares daily energy schedules and NERC tags and confirm schedules with transaction counter parties. Provides administrative support for the demand reduction programs. Accurately maintains and updates the energy cost, market information, and system condition databases. Analyzes unusual situations and resolves themthrough application of management principles and practices. Assists in managing wholesale and retail services and activities within the Utilities Department. Assists in projects related to the city's wholesale power requirements on a daily basis and assists in anticipating the city's load forecast based upon growth trends, weather and other conditions. Assists in performing the necessary scheduling of the city's resources through phone calls, and PC system interfaces. Assists in the monitoring of electricity market conditions and city's load consumption. Page 1 of 2 POWER RESOURCES SCHEDULER Class Specification QUALIFICATIONS GUIDELINES Education and/or Experience Any combination of education and/or experience that has provided the knowledge, skills and abilities necessary for satisfactory job performance. An ideal combination would be graduation from an accredited college/university with a Bachelor's Degree in Marketing, Public or Business Administration, Finance, Engineering, Science or related field. Knowledge, Skills and Abilities Thorough working knowledge of personal computer applications and software programs; knowledge of pertinent federal, state and local policies, procedures, laws and regulations related to power resources; general knowledge of electric and water utility operations;ability to communicate clearly and concisely, both orally and in writing; operate a variety of personal computer and other computer software programs; represent the City in a variety of meetings regarding energy scheduling; prepare and administer accurate energy reporting; analyze unusual situations and resolve them through application of appropriate principles and practices; ability to attend various meetings and related functions during normal working hours and outside working hours; establish and maintain effective working relationships with co-workers and related agencies; ability to obtain and maintain a valid Class C California Driver's License and a satisfactory driving record; perform other related duties as required. Special Requirements Possession or ability to obtain a valid Class C California Driver's License and a satisfactory driving record. Page 2 of 2 er- J OF 'i ,440**% * 0,, . DECLARATION OF DEBRA MORTENSEN '�4roRN' !AZUSA I, Debra Mortensen declare that: 1 . I am an employee of the City of Azusa. 2. On 7-19-01 I posted copies of the 7-24-01 agenda of the Personnel Board of the City of Azusa at the following locations: • City Clerk's Office, 213 East Foothill Boulevard; • West Wing Outside Bulletin Board, 213 East Foothill Boulevard; • City Library 725 North Dalton; • Police Department, 725 North Alameda. A true, correct and complete copy of the agenda which I posted is attached hereto. 3. I completed posting of the agendas as described in Paragraph 2 by 5:30 p.m. on July 19, 2001. 4. The foregoing is within my personal knowledge and if called as a witness in a court of law, I could testify competently thereto. I declare under penalty of perjury that the foregoing is true and correct. EXECUTED ON 7-19-01 at Azusa, California. / -o/ DEBRA MORTENSEN, Senior Office Specialist U HUMAN RESOURCES OFFICE * '' �,/ * P.O. BOX 1395, 213 E. FOOTHILL BLVD., AZUSA, CA 91702-1395 c'\q e. Phone: (626) 812-5241 Fax: (626) 334-5464 !AZUSA FAX TRANSMITTAL TO Reuben Espinosa, IBEW FAX# 213-739-6937 FROM Victoria Cross, Director of Human Resources/Personnel Officer DATE July 5, 2001 SUBJECT Personnel Board Agenda MESSAGE Reuben, for your information, the Personnel Board Agenda for the next scheduled regular meeting is being transmitted herewith. # PAGES TRANSMITTED 2 ORIGINALS TO FOLLOW NO If you encounter difficulty in receiving the total number of pages indicated above, please call (626) 812-5281 MESSAGE CONFIRMATION JUL-05-2001 05:52PM THU FAX NUMBER= 6269690664 NAME NAME/NUMBER 12137396937 PAGE 002 START TIME JUL-05-2001 05:50PM THU ELAPSED TIME 00'34" MODE G3 STD ECM RESULTS [ O.K 1 MESSAGE CONFIRMATION JUL-19-2001 06:10PM THU FAX NUMBER: 6269690664 NAME NAME/NUMBER 12137396937 PAGE 002 START TIME JUL-19-2001 06:09PM THU ELAPSED TIME 00'40" MODE G3 STD ECM RESULTS [ 0.K ] U:,`t +A HUMAN RESOURCES OFFICE *} * P.O.BOX 1395,213 E.FOOTHILL BLVD.,AZUSA,CA 91702-1395 1%1'007*I Phone: (626)812-5241 Fax: (626)334-5464 LAZUS J FAX TRANSMITTAL TO Reuben Espinosa,IBEW FAX# 213-739-6937 FROM Victoria Cross,Director of Human Resources/Personnel Officer DATE July 19,2001 SUBJECT Personnel Board Agenda MESSAGE Reuben,for your information,the Personnel Board Agenda for the next scheduled regular meeting is being transmitted herewith, #PAGES TRANSMITTED 2 ORIGINALS TO FOLLOW NO If you encounter difficulty in receiving the total number of pages indicated above,please call (826)812-5281 � t � CITY OF AZUSA MINUTES OF THE PERSONNEL BOARD July 24, 2001 A regular meeting of the Personnel Board was called to order at 7:02 p.m. in the West Wing Conference Room by Jake Bushey, Chair. ATTENDANCE Personnel Board Members: Robert Dunn, Inez Gutierrez, Lee Ann Mickey. Staff Liaison: Victoria Cross, Director of Human Resources/Personnel Officer Also Present: None ABSENCE Dunn/Mickey- to excuse Jake Bushey (Chair) and Lori Kloster (Vice Chair). APPROVAL OF MINUTES Dunn/Mickey—to approve the minutes as amended. July 10, 2001 Merit Increases, Regular appointment and/or Gutierrez/Dunn-to recommend approval of merit increases, regular appointment and/or Flexible Staffing Promotion flexible staffing promotional appointments for the following employees. Appointment Recommendations 4.a. Merit Increase and/or Regular Appointment Recommendations Type of Range/Step Name Class Dept Action/ Base Effective Monthly Date 1 Chet Anderson Assistant Director of Water Utilities Reg Appt. 3557/3 Operations 3-11-01 $7,473.85 2 Ana Cristina Gomez- Computer Operator Police Merit Inc 4174/3 Morales 3-8-01 $3,278.72 3 Robin Hart Customer Service Utilities Merit Inc 5154/3 Representative I 7/24/01 $2,827.54 4 Joan Knowlton Customer Service Utilities Merit Inc 5154/3 Representative I 7/10/01 $2,827.54 5 Jaime Prado Geographic Information Information Reg Appt/Merit 4181/2 Systems Technician Services Inc $3,323.90 7/24/01 ADJOURNMENT Dunn/Mickey—to adjourn the meeting at 7:30 p.m. OPEN SESSION AGENDA ITEM NO: 3 DATE: 8-14-01 `PPROVED: Page 1 of 1