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HomeMy WebLinkAboutAgenda Packet - September 24, 2002 - PB 1--- . -otioaro 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 concerning any agenda item may call the Director of Human Resources/Personnel Officer Victoria Cross,Extension 5241 to make inquiry concerning the nature of the item described on the agenda. DATE: September 24, 2002 TIME: 7:00 p.m. LOCATION: WEST WING CONFERENCE ROOM, 213 EAST FOOTHILL BOULEVARD, AZUSA„ CA 1. CALL TO ORDER: Chair Jake Bushey 2. ROLL CALL: Personnel Board Members 0 Jake Bushey, Chair 0 Inez Gutierrez 0 Lee Ann Mickey 0 Lori Kloster, Vice Chair Q Leslie Dierking Others Present 0 Victoria Cross, Director of Human Resources/Personnel Officer p Others 3. APPROVAL OF MINUTES: September 10, 2002 4. CLOSED SESSION: A. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code, '54957): Title: Community Improvement Inspector B. Public Employee Discipline/Dismissal/Release (Pursuant to Cal.Gov.Code,'54957): Title: Administrative Technician C. Public employee Performance Evaluation (Pursuant to Cal.Gov.Code, '54957): Title: Computer Operator D. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code, '54957): Title: 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) - Director of Recreation B. Class Specification Revision: (pursuant to Section 3.5.1 Adoption of Plan and 4.3 Salary Range Adjustment of the Rules of the Civil Service System) - Recreation Coordinator C. Personnel Action Report - Informational D. Recruitment Progress Report - Informational E. PUBLIC COMMENT: Person/group will be limited to five (5) minute maximum time to orally present their purpose. F. COMMENTS, UPDATES AND/OR REPORTS: PERSONNEL BOARD MEMBERS AND/OR STAFF. G. ADJOURNMENT -AZUS AGENDA ITEM TO: HONORABLE CHAIR AND MEMBERS OF THE PERSONNEL BOARD FROM: VICTORIA CROSS, DIRECTOR OF HUMAN RESOURCES\ �/ DATE: SEPTEMBER 24, 2002 SUBJECT: UPDATE OF CLASS SPECIFICATION RECREATION COORDINATOR RECOMMENDATION The Personnel Board recommend, pursuant to City of Azusa Civil Service Rules Section 3.3 and 3.9, that the City Council adopt the revised classification of Recreation Coordinator. BACKGROUND On September 16, 2002, the Azusa City Council adopted the re-organization of the Recreation and Parks Department. In accordance with this re-organization, a review of the class specification for Recreation Coordinator was appropriate. The class specification for the position of Recreation Coordinator has been updated to more accurately reflect the enhanced level of duties and responsibility under the re-organized and new Department of Recreation. Updates in the Knowledge, Skills and Abilities section of class specification include enhanced responsibility in program evaluation, development and budget management. Participation in long-term planning for recreation needs and attendance at meetings and/or civic gatherings is also now required. Lastly, the Qualification Guidelines have been increased to include three (3) years of experience in the Recreation field and at least one year in a supervisory capacity. This position will remain assigned under the Compensation and Benefits Memorandum covering positions represented by the Azusa City Employee Association. The salary range for this classification is proposed at $2,589.00- $3,146.94 (formerly $2,163.37 - $2,594.15). Exhibits: Recreation Coordinator Class Specification OPEN SESSION AGENDA ITEM • ' DATE G ' °2 '� e Adopted: `.. Inge Number: CITY OF AZUSA RECREATION COORDINATOR DEFINITION Under limited supervision, plans, organizes, directs, and evaluates the division operations including the City's recreation programs designed to satisfy recreational needs of the community; performs related duties as required. ESSENTIAL FUNCTIONS Duties may include, but are not limited to the following: Plans, organizes,and implements goals, objectives,policies and priorities for city-wide recreation services; organizes, directs, and evaluates recreation programs involvingcontract classes, trips, after-school programs, day camps, special events, athletic activities, and aquatics. Assigns, schedules, and supervises the work of part-time, contract, and full-time staff; evaluates current programs, staff, and facilities; develops comprehensive plans to satisfy future needs of department services.. Reviews program and budget expenditures; assist develops division budget; researches and prepares specific justifications. Evaluates program attendance, participant responses and cast, and 3imake r"ecomn endations regarding the continuance or cancellation of programs;create new programs. Schedules, coordinates,and directs assigned City recreation;facilities.'inspects rec eation ureas and facilities to ensure proper and safe use'of equipment. Participates in long term planning to assess future recreation needs; researches new operational � .. ,v, 3' 333 �� GSL ) .: techniques, methods, and equipment; make recommendation for purchase Pr-implementation. Develops and implements marketing strategies; prepares bid specifications for the purchase of recreation equipment and other items; writes requests for proposals. Selects Recreation employees;develops and establishes work methods and standards;conducts or directs staff training and development;reviews and evaluates employee performance;initiates disciplinary actions. Works with organized community groups and committees to promote and organize programs; acts as a Recreation Department representative with school district officials. Attends meetings,conferences,and workshops to keep informed on progressive ideas and trends in recreation programs and management techniques. Conducts special studies as assigned by the associate director and submits related rcorts. Responsible for upkeep, maintenance and scheduling of department vehicle fleet. Represents the,k y at'business and/oor 7other antic gatherings attender meetings In Director's absence and/or- to represent the Deaprtrr ent,"'rn ct a lead'i`n the Di ector's;absence. Page 1 of 2 RECREATION COORDINA•FOR Class Specification Page 2 of 2 MARGINAL FUNCTIONS These are position functions which may be changed, deleted or reassigned to accommodate an individual with a disability. 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 Example combinations include high school supplemented by course work in recreation, public/bus nesadministrationor.other related fields and three years"''of responsible recreation experience including 'o ,year of supervisory experience. Knowledge, Skill and Abilities Ability to understand community needs in a variety of recreation areas and evaluate activities according to those needs; supervise ar xnize, and review the',work of technical and administrative rt personnelw e •rofessional level recreation r© amlannin , scheduling, ,and implementation in « - ormore'specialized areas. Knowledge of the activities, facilities, arrangements,resources,and equipment common to modern leisure time programs; principles of supervision; office management; facility maintenance; and city budgetary processes. Considerable knowledge of management theories, principles, and techniques; publicity mediums and promotional materials and training programs dealing with recreation. Working knowledge of programs for maintaining security and enforcing regulations at parks and recreational facilities. The ability to prepare staff reports, including reports for City Council, and City Manager; establish and maintain cooperative working relationships with those contacted n the course of work; work weekend and/or overtime hours as needed; ability to perform other related duties as required. SPECIAL REQUIREMENTS Possession of and ability to maintain a valid Class C California driver's license and a satisfactory driving record. Ability to work in a standard office environment; ability to travel to different sitesand locations. Page 2 of 2 Date Adopted: Range: CITY OF AZUSA DIRECTOR OF RECREATION AND SENIOR SERVICES DEFINITION Under general administrative direction, plans, directs, manages, coordinates and oversees the activities and operations of the Recreation and Senior Services Department including recreation programs, senior services and related facilities; implements City policies and establishes procedures related to recreational programming, senior citizen services,and related services;develops and administers the department budget; establishes and maintains liaison to the public; serves as staff person to the City Council, Commissions and related committees; performs other related duties as required. CLASS CHARACTERISTICS This position reports to the City Manager and provides leadership to the Recreation and Senior Services Department. The incumbent is expected to exercise independent judgment common sense and initiative in establishing efficient and effective departmental operations consistent with City Council policies and administrative guidelines established by the City Manager. The incumbent must also function as a member of the City management team and participate actively in addressing issues of concern to the City which at times may not have a direct impact on area of specialization. ESSENTIAL FUNCTIONS Duties may include, but are not limited to the following: Assume full management responsibility for all Recreation and Senior Services Department services and activities including recreation, senior citizen services, and related facilities. Manage the development and implementation of Recreation and Senior Services Department goals, objectives, policies, and priorities for each assigned service area; establish, within City policy, appropriate service and staffing levels within allocate resources. Continuously monitor and evaluate the efficiency and effectiveness of service delivery methods and/or procedures; assess and monitor workload, administrative and support systems, and internal reporting relationships; identify opportunities for improvement; direct the implementation of changes. Represent the Recreation and Senior Services Department to other City departments,elected officials, outside agencies and/or commissions and boards; explain and interpret Recreation, and Senior Services Department programs, policies, and activities; negotiate and resolve sensitive, significant, and controversial issues with confidentiality and tact. Select, train, motivate, and evaluate Recreation, and Senior Services Department personnel; provide or coordinate staff training; work with employees to correct deficiencies. Plan, direct, and coordinate the Recreation, and Senior Services Department's work plan, meet with management staff to identify and resolve problems; assign projects and programmatic areas of responsibility; review and evaluate work methods and procedures. Manage and participate in the development and administration of the Recreation, and Senior Services Department budget, direct the forecast of additional funds needed for staffing, equipment, materials, and supplies; direct the monitoring of and approve expenditures; direct the preparation of and implement budgetary adjustments as necessary. Page 1 of 3 DIRECTOR OF RECREATION AND SENIOR SERVICES Class Specification Page 2 of 3 ESSENTIAL FUNCTIONS (continued) Coordinate Recreation and Senior Services Department activities with those of other departments and outside agencies, related organizations and the community. Conduct a variety of organizational studies,investigations and operational studies; recommend modifications to Recreation and Senior Services programs, policies and procedures as appropriate. Serve as advisor/liaison to the Recreation Commission and the City Council. Supervise and coordinate the administration of the Senior Citizen's Recreation and Nutrition Program. Administer the preparation and construction of a master plan for Recreation and Senior Services. Participate on a variety of boards and commissions;attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of recreation and senior services. Manage the preparation and administration of grants and other proposals which provide funding on an annual basis. MARGINAL FUNCTIONS These are position functions which may be changed, deleted or reassigned to accommodate an individual with a disability. 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. Example combinations include equivalent to a Bachelor's degree from an accredited college or university with major course work in recreation, public administration, business administration,sociology,gerontology or a related field; and five years of increasingly responsible professional experience in public recreation and community services which would have included experience in administration of a variety of recreation, and community services programs. AMaster's degree is desirable. Knowledge, Skills and Abilities Knowledge of operational characteristics, services, and activities of comprehensive recreation programs; organization and management practices as applied to the analysis and evaluation of recreation and senior services programs,policies,and operational needs; modern and complex principles and practices of recreation and senior service program development and administration; advanced principles and practices of municipal budget preparation and administration; federal and state regulations related to funding and grants proposals; transportation management; program content for specialized senior citizen activities; laws and regulations governing the conduct of social services programs; principles of supervision, training, and performance evaluation; pertinent Federal,State and local laws, codes and regulations;safe driving principles and practices; community organization and methods for assessing and stimulating meaningful public interest and participation. Page 2 of 3 DIRECTOR OF RECREATION AND SENIOR SERVICES Class Specification Page 3 of 3 Knowledge, Skills and Abilities (continued) Ability to provide administrative and professional leadership and direction for the Recreation and Senior Services Department;develop,implement,and administer goals, objectives,and procedures for providing effective and efficient recreation and senior services; plan, organize, direct, and coordinate the work of management, supervisory, professional, technical, administrative support and clerical personnel; delegate authority and responsibility;select, supervise,train, and effectively evaluate staff; identify and respond to Recreation,Senior Services, City Council issues and City Manager concerns and needs; prepare clear and concise administrative reports; analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of recreation goals; research, analyze, and evaluate new recreation service delivery methods, procedures and techniques; allocate limited resources in a cost effective manner; communicate clearly and concisely, both orally and in writing; establish; maintain and foster positive and harmonious working relationships with those contacted in the course of work;serve as liaison to the Recreation Commission and/or related commission/boards; serve as staff to the City Council and City Manager; attend meetings and events on evenings and/or weekends/holidays;operate a compute and utilize a variety of software programs; deal constructively with conflict and develop effective resolutions; handle confidential matters with discretion and tact; perform other related duties as required. SPECIAL REQUIREMENTS Possession of and the ability to successfully maintain an appropriate, valid driver's license. Ability to work in a standard office environment and the ability to travel to different sites and locations. Page 3 of 3 i \ AZUSA PERSONNEL ACTION REPORT NEW HIRE/SEPARATION/RETIREMENT �M, NAME CLASSIFICATION DEPT PROB* HIRE'' SEPARATION REG* DATE DATE Leonard Gallegos Police Officer PD PROB 9-16-02 PROMOTION/FLEX PROMOTION/DEMOTION/TRANSFER NAME CLASSIFICATION FROM/TO DEPT PROB* REG' None to Report *PROB. =Probationary Status *REG =Regular Appointment CC =City Clerk CD =Community Development CS =Community Services FN =Finance HR =Human Resources LB =Library PD =Police PW =Public Works RD =Redevelopment UTL =Utilities OPEN SESSION AGENDA ITEM: 5.C. DATE: 9-24-02 Soy '5;3411,4012f4) AZUSA' HUMAN RESOURCES INTEROFFICE MEMORANDUM To: Honorable Chair and Members of the Personnel Board From: Victoria Cross, Director of Human Resources/Personnel Officer Date: September 24, 2002 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: Type of Action/ Range/Step Name Classification Dept Effective Date Base Mo A Rick McMinn Community Improvement Inspector CD Reg Appt./Merit Inc 4171/3 9-4-02 $3,437.52 B Ericka Ceccia Administrative Technician PD Merit Inc 4169/2 9-18-02 $3,167.39 C Ana Cristina Gomez-Morales Computer Operator PD Merit Inc 4174/4 3-8-02 $3,644.09 D Warren Mandigo Meter Reader UTL Reg Appt./Merit Inc 5179/2 9-25-02 $3,526.31 CLOSED SESSION AGENDA ITEM: 4. A - D DATE: 9-18-02 �fc ^qtr � � �, • le Zus ' AGENDA ITEM TO: HONORABLE CHAIR AND MEMBERS OF THE PERSONNEL BOARD FROM: VICTORIA CROSS, DIRECTOR OF HUMAN RESOURCES V V DATE: SEPTEMBER 24, 2002 SUBJECT: DIRECTOR OF RECREATION- RECLASSIFICATION RECOMMENDATION The Personnel Board recommend, pursuant to City of Azusa Civil Service Rules Section 3.8 and 3.9, that the City Council adopt the reclassification of the Director of Recreation. BACKGROUND On September 16, 2002, the Azusa City Council adopted the re-organization of the Recreation and Parks Department. In accordance with the attached City Council agenda item (staff report), the recommendations adopted include the following, which are addressed by this report: • Re-organization of the Recreation and Parks Department (incorporating the Senior Services Division) • Reclassification of Associate Director Joe Jacobs as the new department Director. The attached class specification reflects the enhanced duties, responsibilities and accountability required at the Director/executive management level. Additionally, the class specification was updated to include oversight of the Senior Services division and enhancement of recreation programs as a result of formation of the new department. This position and benefits will remain assigned under the Compensation and Benefits Memorandum covering Executive Management Positions. The monthly salary range for this position is recommended at $6,475.00- $7,870.40. Exhibits: September 16 , 2002 City Council Report "Re-Organization of Recreation and Parks Department" (dated in error as September 23, 2002) Director of Recreation Class Specification OPEN SESSION AGENDA ITEM ' DATE q (Q`4" D)-- 12' RECRUITMENT PROGRESS REPORT w Q Recruitment No. CLASSIFCATION TYPE OPEN CLOSE CURRENT STATUS #Apps #Accept WRITTEN Part-W Pass-W ORAL INTV Part-OB EL List Z t 1 Police Officer Trainee Open _ 04-02-02 Cont. _ Written Test/Acpt Apps_ 55 _ 49 09/04/02 09/19/02 ID 2 Police Dispatcher Cont 11-01-00 Cont. Accepting Applications 139 99 51 43 26 _ 09/24/02 ,t( 3 Police Officer—Lateral(updated) Cont 09-18-00 Cont. Accepting applications 8 7 NA NA NA 09/30/02 U ' 4 Police Dispatcher—Lateral(updated) Cont 03-14-02 Cont. Accepting applications 1 1 N/A N/A N/A N 5 Adult Edu.&Literacy Svcs Coord. _ Open 08/08/02 09/05/02 Scheduling Oral Board 10 _ 4 09/23/02 6 Library Assistant III Open 08/08/02 09/05/02 Scheduling Oral Board 38 10 10/03/02 JJ 7 Power Resources Scheduler Open 07-18-02 Until Filled Scheduling Oral Board 6 4 N/A N/A N/A 09/18/02 'Z w 8 Administrative Technician Open 07-18-02 08-15-02 Scheduling Oral Board 119 107 52 10/08/02 _ T Q 9 Chief Information Officer Open TBD 0 Cl **Rio Hondo College,Fullerton,Orange County Sheriff's Dept.,&Golden West. 24-hour jobline;and U.S.Mail 250 agencies. All announcements sent via:City e-mail;posted throughout the City;City Website. September 24, 2002 qq. 3i 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 concerning any agenda Item may call the Director of Human Resources/Personnel Officer Victoria Cross,Extension 5241 to make inquiry concerning the nature of the Item described on the agenda. DATE: September 24, 2002 TIME: 7:00 p.m. LOCATION: WEST WING CONFERENCE ROOM, 213 EAST FOOTHILL BOULEVARD, AZUSA„ CA 1. CALL TO ORDER: Chair Jake Bushey 2. ROLL CALL: Personnel Board Members 0 Jake Bushey, Chair 0 Inez Gutierrez 0 Lee Ann Mickey 0 Lori Kloster, Vice Chair 0 Leslie Dierking Others Present 0 Victoria Cross, Director of Human Resources/Personnel Officer 0 Others 3. APPROVAL OF MINUTES: September 10, 2002 4. CLOSED SESSION: A. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code, '54957): Title: Community Improvement Inspector B. Public Employee Discipline/Dismissal/Release (Pursuant to Cal.Gov.Code,'54957): Title: Administrative Technician C. Public employee Performance Evaluation (Pursuant to Cal.Gov.Code, '54957): Title: Computer Operator D. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code, '54957): Title: 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) - Director of Recreation B. Class Specification Revision: (pursuant to Section 3.5.1 Adoption of Plan and 4.3 Salary Range Adjustment of the Rules of the Civil Service System) - Recreation Coordinator C. Personnel Action Report - Informational D. Recruitment Progress Report - Informational E. PUBLIC COMMENT: Person/group will be limited to five (5) minute maximum time to orally present their purpose. F. COMMENTS, UPDATES AND/OR REPORTS: PERSONNEL BOARD MEMBERS AND/OR STAFF. G. ADJOURNMENT mow` • mm �; .. ZUS TO: HONORABLE CHAIR AND MEMBERS OF THE PERSONNEL BOARD FROM: VICTORIA CROSS, DIRECTOR OF HUMAN RESOURCES DATE: . SEPTEMBER 19, 2002 SUBJECT: REMINDER-7:00 PM PERSONNEL BOARD MEETING As requested by the Personnel Board, this correspondence serves as a "REMINDER". The next regular meeting of the Personnel Board will be held at: 7:00 p.m. on Tuesday, September 24, 2002. As determined by the Personnel Board at their last regular meeting,regular Board business will be held at 7:00 p.m. and interviews to fill the upcoming Personnel Board vacancy will follow beginning at 7:30 p.m. I look forward to seeing you Tuesday. As always,staff is available to answer any questions. I may be reached at (626) 812-5183. AZUSA CITY OF AZUSA MINUTES OF TI-IE PERSONNEL BOARD September 10, 2002 A regular meeting of the Personnel Board was called to order at 7:45 p.m. in the West Wing Conference Room by Jake Bushey, Chair. ATTENDANCE Personnel Board Members: Jake Bushey (Chair), Lee Ann Mickey, Inez Gutierrez, Leslie Dierking. Staff Liaison: Victoria Cross, Director of Human Resources/Personnel Officer Also Present: Rick Cole, City Manager ABSENCE Gutierrez/Mickey - to excuse Lori Kloster (Vice-Chair) APPROVAL OF MINUTES Mickey/Dierking-to approve the minutes. August 27, 2002 Merit Increases, Regular Gutierrez/Mickey -to recommend approval of merit increases, regular appointment and/or appointment and/or flexible staffing promotional appointments for the following employees Flexible Staffing Promotion Appointment Recommendations 4.a. Merit Increase and/or Regular Appointment Recommendations Type of Action/ Range/Step Name Class Dept Effective Date Base Monthly Thomas Avila Police Officer PD Merit Inc 6101/4 6-13-02 $4613.81 Felicia Miller Librarian LB Merit Inc 4175/2 9-5-02 $3,352.14 Santiago Cabral Meter Reader UTL Reg Appt/Merit Inc 5179/2 9-18-02 $3,526.31 Personnel Board Term Mickey/Dierking-to conduct Personnel Board interviews at the next regular meeting of the Expiration Personnel Board on September 24, 2002 at 7:30 p.m. and 8:00 p.m. Personnel Board Meeting Mickey/Dierking-to hold the September 24, 2002 regular meeting of the Personnel Board at Time 7:00 p.m. ADJOURNMENT Dierking/Mickey— to adjourn the meeting at 7:55 p.m. OPEN SESSION AGENDA ITEM NO: 3 DATE APPROVED: 9-24-02 Page 1 of 1 .fky LAZUSA` HUMAN RESOURCES INTEROFFICE MEMORANDUM To: Honorable Chair and Members of the Personnel Board From: Victoria Cross, Director of Human Resources/Personnel Officer Date: September 24, 2002 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: Type of Action/ Range/Step Name Classification Dept Effective Date Base Mo A Rick McMinn Community Improvement Inspector CD Reg Appt./Merit Inc 4171/3 9-4-02 $3,437.52 B Ericka Ceccia Administrative Technician PD Merit Inc 4169/2 9-18-02 $3,167.39 C Ma Cristina Gomez-Morales Computer Operator PD Merit Inc 4174/4 3-8-02 $3,644.09 D Warren Mandigo Meter Reader UTL Reg Appt./Merit Inc 5179/2 9-25-02 $3,526.31 CLOSED SESSION AGENDA ITEM: 4.A - D DATE: 9-18-02 • ►zus AGENDA ITEM TO: HONORABLE CHAIR AND MEMBERS OF THE PERSONNEL BOARD FROM: VICTORIA CROSS, DIRECTOR OF HUMAN RESOURCES VV DATE: SEPTEMBER 24, 2002 SUBJECT: DIRECTOR OF RECREATION- RECLASSIFICATION RECOMMENDATION The Personnel Board recommend, pursuant to City of Azusa Civil Service Rules Section 3.8 and 3.9, that the City Council adopt the reclassification of the Director of Recreation. BACKGROUND On September 16, 2002, the Azusa City Council adopted the re-organization of the Recreation and Parks Department. In accordance with the attached City Council agenda item (staff report), the recommendations adopted include the following, which are addressed by this report: • Re-organization of the Recreation and Parks Department (incorporating the Senior Services Division) • Reclassification of Associate Director Joe Jacobs as the new department Director. The attached class specification reflects the enhanced duties, responsibilities and accountability required at the Director/executive management level. Additionally, the class specification was updated to include oversight of the Senior Services division and enhancement of recreation programs as a result of'formation of the new department. This position and benefits will remain assigned under the Compensation and Benefits Memorandum covering Executive Management Positions. The monthly salary range for this position is recommended at $6,475.00- $7,870.40. Exhibits: September 16 , 2002 City Council Report "Re-Organization of Recreation and Parks Department" (dated in error as September 23, 2002) Director of Recreation Class Specification OPEN SESSION AGENDA ITEM 5 •A • DATE q 014 ��- tc'iliokANft; r„ AGENDA ITEM TO: THE HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: RICK COLE, CITY MANAGER frri DATE: SEPTEMBER 23, 2002 SUBJECT: RE-ORGANIZATION OF RECREATION AND PARKS DEPARTMENT RECOMMENDATION It is recommended that City Council approve a re-organization of the Recreation and Parks Department under a single director, incorporating the Senior Services Division (formerly part of Library and Community Services, currently reporting to the City Manager), create a new director of Park Planning and Development, phase-in additional staff as funding becomes available and initiate the re-classification of certain staff members for new and/or additional duties. BACKGROUND The vision that has emerged from the General Plan process for Azusa is of a "quality family community" in which safe streets and public services like schools, recreation, parks and our library create a wholesome and supportive atmosphere for residents. Azusa's recreation programs for youngsters has long been a source of pride and distinction. Since the building of the Senior Center, we have also provided a high- quality, low-cost range of programs and services for our older residents. Along with the Library, Transportation and Park Maintenance, these people-oriented divisions used to be part of a Community Services Department. Four years ago, Recreation and Parks became an independent department, with an unusual management team of two long-time colleagues sharing responsibility for overall administration as well as dividing up particular areas of focus. This approach has resulted in record-setting year-by-year growth in both the range and participation of youth sports activities and a dramatic increase in participation by adolescents in the Department's programs. In addition, the Department successfully: and overcrowded r 'ditions. And the Council has a''" directed staff to actively pursue grant funding for park improvements and acquisition, both in .our neighborhoods and as part of a River protection and enhancement strategy. Finally, the Council has been committed to continuing to offer excellent service to our community's senior community through our Senior Center. To maintain the quality of our programs and achieve these long-term goals, I propose a re-organization of our existing Recreation and Parks Department to create a new Recreation Department, with three divisions: • Recreation overseeing youth and adult programs and special events • Senior Services providing recreational, social and nutrition services though our Senior Center • Park Development providing planning, grantsmanship and project management for the "Azusa Park Rennaissance" Under this proposal, Joe Jacobs would become the new department Director. Randy Noriega would be Director of Park Development. He would be housed in the new Department, with shared staff support, but report directly to the City Manager's office, while collaborating with both the Recreation and Public Works Department on park planning, management, programming, acquisition and capital project construction. Carolyn Crawford, slated to retire next August, would continue to head the Senior Division, reporting to the Director. Many cities put recreation and senior services in the same department. It would allow the Department the full advantage of opportunities to pool resources with the goal of augmenting recreation and human services to all ages. Examples of pooling of resources would be insuring Senior Services Division had an administrative voice at cabinet and would include the augmenting of staffing in the Senior Center with Recreation personnel as well as looking at the age appropriate, greater use of both Senior Center and Women's Club facilities during currently dark periods. Preliminary discussions have even suggested the renaming of the Senior Center because of the sometimes misleading connotation of "senior" to an aging adult population whose active lifestyles belie "senior" stereotypes. While only a suggestion, Crawford has offered the alternative "The Dalton Community Center" . . . Gateway to Adult Services and Activities". Additional pooling of resources will also be highly visible in the cooperative relationship between the new Recreation and Senior Services Department and the Azusa Unified School District. Both parties have embraced the concept of the expansion of the after school playground program to include all elementary schools as well as the coupling of current AUSD facilities and the possibility of transcending their facilities to parkland acreage during non-school hours. The cumbersome task of securing additional funding combined with the legal tussles of join use are challenging, Date Adopted: Range: CITY OF AZUSA DIRECTOR OF RECREATION AND SENIOR SERVICES DEFINITION Under general administrative direction, plans, directs, manages, coordinates and oversees the activities and operations of the Recreation and Senior Services Department including recreation programs,senior services and related facilities; implements City policies and establishes procedures related to recreational programming, senior citizen services,and related services;develops and administers the department budget;establishes and maintains liaison to the public; serves as staff person to the City Council, Commissions and related committees; performs other related duties as required. CLASS CHARACTERISTICS This position reports to the City Manager and provides leadership to the Recreation and Senior Services Department. The incumbent is expected to exercise independent judgment common sense and initiative in establishing efficient and effective departmental operations consistent with City Council policies and administrative guidelines established by the City Manager. The incumbent must also function as a member of the City management team and participate actively in addressing issues of concern to the City which at times may not have a direct impact on area of specialization. ESSENTIAL FUNCTIONS Duties may include, but are not limited to the following: Assume full management responsibility for all Recreation and Senior Services Department services and activities including recreation, senior citizen seNces, and related facilities. Manage the development and implementation of Recreation and Senior Services Department goals,objectives, policies, and priorities for each assigned service area; establish, within City policy, appropriate service and staffing levels within allocate resources. Continuously monitor and evaluate the efficiency and effectiveness of service delivery methods and/or procedures; assess and monitor workload, administrative and support systems, and internal reporting relationships; identify opportunities for improvement; direct the implementation of changes. Represent the Recreation and Senior Services Department to other City departments,elected officials,outside agencies and/or commissions and boards; explain and interpret Recreation, and Senior Services Department programs, policies, and activities; negotiate and resolve sensitive, significant, and controversial issues with confidentiality and tact. Select, train, motivate, and evaluate Recreation, and Senior Services Department personnel; provide or coordinate staff training; work with employees to correct deficiencies. Plan, direct, and coordinate the Recreation, and Senior Services Department's work plan, meet with management staff to identify and resolve problems; assign projects and programmatic areas of responsibility; review and evaluate work methods and procedures. Manage and participate in the development and administration of the Recreation, and Senior Services Department budget, direct the forecast of additional funds needed for staffing, equipment, materials, and supplies;direct the monitoring of and approve expenditures; direct the preparation of and implement budgetary adjustments as necessary. Page 1 of 3 • DIRECTOR OF RECREATION AND SENIOR SERVICES Class Specification Page 2 of 3 ESSENTIAL FUNCTIONS (continued) Coordinate Recreation and Senior Services Department activities with those of other departments and outside agencies, related organizations and the community. Conduct a variety of organizational studies,investigations and operational studies;recommend modifications to Recreation and Senior Services programs, policies and procedures as appropriate. Serve as advisor/liaison to the Recreation Commission and the City Council. Supervise and coordinate the administration of the Senior Citizen's Recreation and Nutrition Program. Administer the preparation and construction of a master plan for Recreation and Senior Services. Participate on a variety of boards and commissions;attend and participate in professional group meetings;stay abreast of new trends and innovations in the field of recreation and senior services. Manage the preparation and administration of grants and other proposals which provide funding on an annual basis. MARGINAL FUNCTIONS These are position functions which may be changed,deleted or reassigned to accommodate an individual with a disability. 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. Example combinations include equivalent to a Bachelor's degree from an accredited college or university with major course work in recreation, public administration, business administration,sociology,gerontology or a related field;and five years of increasingly responsible professional experience in public recreation and community services which would have included experience in administration of a variety of recreation, and community services programs. AMaster's degree is desirable. Knowledge, Skills and Abilities Knowledge of operational characteristics, services, and activities of comprehensive recreation programs; organization and management practices as applied to the analysis and evaluation of recreation and senior services programs, policies,and operational needs;modern and complex principles and practices of recreation and senior service program development and administration; advanced principles and practices of municipal budget preparation and administration; federal and state regulations related to funding and grants proposals; transportation management; program content for specialized senior citizen activities; laws and regulations governing the conduct of social services programs; principles of supervision, training, and performance evaluation;pertinent Federal,State and local laws,codes and regulations;safe driving principles and practices; community organization and methods for assessing and stimulating meaningful public interest and participation. Page 2 of 3 DIRECTOR OF RECREATION AND SENIOR SERVICES Class Specification Page 3 of 3 Knowledge, Skills and Abilities (continued) Ability to provide administrative and professional leadership and direction for the Recreation and Senior Services Department;develop,implement,and administer goals,objectives,and procedures for providing effective and efficient recreation and senior services; plan, organize, direct, and coordinate the work of management, supervisory, professional, technical, administrative support and clerical personnel; delegate authority and responsibility;select,supervise,train, and effectively evaluate staff; identify and respond to Recreation,Senior Services, City Council issues and City Manager concerns and needs; prepare clear and concise administrative reports; analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of recreation goals; research, analyze, and evaluate new recreation service delivery methods, procedures and techniques; allocate limited resources in a cost effective manner; communicate clearly and concisely, both orally and in writing; establish; maintain and foster positive and harmonious working relationships with those contacted in the course of work;serve as liaison to the Recreation Commission and/or related commission/boards; serve as staff to the City Council and City Manager; attend meetings and events on evenings and/or weekends/holidays;operate a compute and utilize a variety of software programs; deal constructively with conflict and develop effective resolutions;handle confidential matters with discretion and tact; perform other related duties as required. SPECIAL REQUIREMENTS Possession of and the ability to successfully maintain an appropriate, valid driver's license. Ability to work in a standard office environment and the ability to travel to different sites and locations. Page 3 of 3 AzUS . AGENDA ITEM TO: HONORABLE CHAIR AND MEMBERS OF THE PERSONNEL BOARD FROM: VICTORIA CROSS, DIRECTOR OF HUMAN RESOURCES V' DATE: SEPTEMBER 24, 2002 v SUBJECT: UPDATE OF CLASS SPECIFICATION RECREATION COORDINATOR RECOMMENDATION The Personnel Board recommend, pursuant to City of Azusa Civil Service Rules Section 3.3 and 3.9, that the City Council adopt the revised classification of Recreation Coordinator. BACKGROUND On September 16, 2002, the Azusa City Council adopted the re-organization of the Recreation and Parks Department. In accordance with this re-organization,a review of the class specification for Recreation Coordinator was appropriate. The class specification for the position of Recreation Coordinator has been updated to more accurately reflect the enhanced level of duties and responsibility under the re-organized and new Department of Recreation. Updates in the Knowledge, Skills and Abilities section of class specification include enhanced responsibility in program evaluation, development and budget management. Participation in long-term planning for recreation needs and attendance at meetings and/or civic gatherings is also now required. Lastly, the Qualification Guidelines have been increased to include three (3)years of experience in the Recreation field and at least one year in a supervisory capacity. This position will remain assigned under the Compensation and Benefits Memorandum covering positions represented by the Azusa City Employee Association. The salary range for this classification is proposed at $2,589.00- $3,146.94 (formerly $2,163.37 - $2,594.15). Exhibits: Recreation Coordinator Class Spedfication OPEN SESSION AGENDA ITEM •6 ` DATE � '.te Adopted: titnge Number: CITY OF AZUSA RECREATION COORDINATOR DEFINITION Under limited supervision, plans, organizes, directs, and evaluates the division operations including the City's recreation programs designed to satisfy recreational needs of the community; performs related duties as required. ESSENTIAL FUNCTIONS Duties may include, but are not limited to the following: Plans,organizes,and implements goals,objectives,policies and priorities for city-wide recreation services; organizes, directs, and evaluates recreation programs involvingcontract classes,trips, after-school programs, day camps, special events, athletic activities, and aquatics. Assigns,schedules,and supervises the work of part-time, contract, and full-time staff; evaluates current programs, staff, and facilities; develops comprehensive plans to satisfy future needs of department services.. Reviews program and budget expenditures; assist develops division budget; researches and prepares specific justifications. o 4rre l sae 0 i; icoca • € 1 ri d� .X�K3 F>^� e` s y q s ". $ y3 Develops and implements marketing strategies; prepares bid specifications for the purchase of recreation equipment and other items; writes requests for proposals. Selects Recreation employees;develops and establishes work methods and standards;conducts or directs staff training and development;reviews and evaluates employee performance;initiates disciplinary actions. Works with organized community groups and committees to promote and organize programs; acts as a Recreation Department representative with school district officials. Attends meetings,conferences,and workshops to keep informed on progressive ideas and trends in recreation programs and management techniques. Conducts special studies as assigned by the associate director and submits related rcorts. 04.•5 1.1ttit k4)et fp -fitatitORatte.aats; -AO I Page 1 of 2 RECREATION COORDINATOR Class Specification Page 2 of 2 MARGINAL FUNCTIONS These are position functions which may be changed, deleted or reassigned to accommodate an individual with a disability. QUALIFICATIONS GUIDELINES Education and/or Experience Any combination of education and/or experience that has •rovided the knowled•e,skills,and abilities necessa for satisfacto ob performance. ,16-mG* (0, C,J1 E4 Taj,p��0�� � X9 4 0) ;s)O ts { ( 41-01141.Z4,101?).' � eas� e gyp � � ' ‘-()11, tI !9f, , C " Knowledge, Skill and Abilities Ability to understand communi needs in a variety of recreation areas and evaluate activities accordin• to those needs; 1 5 y _ a� ,=e - a ° eX a a� ��c � 5 € 7%, e'i t,wk: ewe $k'P k kKs t<) ir �. � ¢Y rr � : 1 .:.f . Knowledge of the activities, facilities,arrangements,resources,and equipment common to modern leisure time programs; principles of supervision; office management; facility maintenance; and city budgetary processes. Considerable knowledge of management theories, principles, and techniques; publicity mediums and promotional materials and training programs dealing with recreation. Working knowledge of programs for maintaining security and enforcing regulations at parks and recreational facilities. The ability to prepare staff reports, including reports for City Council, and City Manager; establish and maintain cooperative working relationships with those contacted n the course of work;work weekend and/or overtime hours as needed;ability to perform other related duties as required. SPECIAL REQUIREMENTS Possession of and ability to maintain a valid Class C California driver's license and a satisfactory driving record. Ability to work in a standard office environment; ability to travel to different sitesand locations. Page 2 of 2 • • V4AVAA IOW zAZUSA! PERSONNEL ACTION REPORT NEW HIRE/SEPARATION/RETIREMENT yi C =spa2` ' tea... 2 ,.'" ,` �`^,"-y ° r d Leonard Galle•os Police Officer PD PROB 9-16-02 PROMOTION/FLEX PROMOTION/DEMOTION/TRANSFER ° � $ -sa- �' �� �' ` • ' i..�� �.? 1$- & o r im s None to Resort *PROB. =Probationary Status *REG =Regular Appointment CC =City Clerk CD =Community Development CS =Community Services FN =Finance FIR =Human Resources LB =Library PD =Police PW =Public Works RD =Redevelopment UTL =Utilities OPEN SESSION AGENDA ITEM: 5.C. DATE: 9-24-02 RECRUITMENT PROGRESS REPORT w C ,. .ACC e �- .,, _.,. �.•..•. � � ,.... ..'„: >. f'. :.. <. ,.,,,.: ,t.,.4. .. .;' °' u..,. < ,:�. ,,�� - ” .3, Vit;',$ ..5.3-•�- ....i..HOCA. ATO :.�:.wa,.M e- .:>.: e . .n ,.+ .. . - h. �` ,: � q .._.. , , .� . _ . ., .�_. � ,..,.� ,�.5..t �3 ��',,��,�"���,������' ����C�Sp�,-� ,.:. ��"�,� Part-W Pass-W ORAL INT'V :P44.-0.j. ( .'t, '“4:,'!0 EL List tZZ] 1 Police Officer Trainee Open 04-02-02 Cont. Written Test/Acpt Apps 55 49 09/04/02 09/19/02 1i 1 2 Police Dispatcher Cont 11-01-00 Cont. Accepting Applications 139 99 51 43 26 09/24/02 d 3 Police Officer—Lateral(updated) _ Cont 09-18-00 Cont. Accepting applications 8 7 NA NA NA 09/30/02 ,Z 1 4 Police Dispatcher—Lateral(updated) Cont 03-14-02 Cont. Accepting applications 1 1 N/A N/A N/A U 5 Adult Edu.&Literacy Svcs Coord. Open 08/08/02 09/05/02 Scheduling Oral Board 10 4 09/23/02 n U 6 Library Assistant III Open 08/08/02 09/05/02 Scheduling Oral Board 38 10 10/03/02 `u ) 7 Power Resources Scheduler Open 07-18-02 Until Filled Scheduling Oral Board 6 4 N/A N/A N/A 09/18/02 8 Administrative Technician Open 07-18-02 08-15-02 Scheduling Oral Board 119 107 52 10/08/02 Q 9 _ Chief Information Officer Open TBD **Rio Hondo College,Fullerton,Orange County Sheriffs Dept.,&Golden West. 24-hour jobline;and U.S.Mail 250 agencies. All announcements sent via:City e-mail;posted throughout the City;City Website. September 24, 2002