HomeMy WebLinkAboutAgenda Packet - August 13, 2002 - PB T
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: August 13, 2002
TIME: 7:30 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
0 Jake Bushey, Chair 0 Inez Gutierrez 0 Lee Ann Mickey
0 Lori Kloster, Vice Chair LI Leslie Dierking
Others Present
0 Victoria Cross, Director of Human Resources/Personnel Officer
0 Others
3. APPROVAL OF MINUTES: July 23, 2002
4. CLOSED SESSION
A. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code, '54957):
Title: Accountant
B. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code, '54957):
Title: Accountant
C. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code, '54957):
Title: Police Sergeant
D. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code, '54957):
Title: Police Sergeant
E. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code, '54957):
Title: Customer Service Representative I
F. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code, '54957):
Title: Customer Service Representative I
G. Public Employee Flexible Staffing Promotion (Pursuant to Cal.Gov.Code, '54957):
Title: Line Mechanic
H. Public Employee Flexible Staffing Promotion (Pursuant to Cal.Gov.Code, '54957):
Title: Senior Programmer Analyst
5. OPEN SESSION:
A. New Position: (pursuant to the Azusa Municipal Code, Chapter 2-Administration, Article V-
Boards and Commissions,Division 4-Personnel Board,Section 2-41 1-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) -Chief Information Officer (CIO)
B. Personnel Action
C. Recruitment Progress Report
6. PUBLIC COMMENT: Person/group will be limited to five (5) minute maximum time to orally present their
purpose.
7. COMMENTS, UPDATES AND/OR REPORTS FROM PERSONNEL BOARD MEMBERS AND/OR STAFF.
8. ADJOURNMENT
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AZUSA
CITY OF AZUSA
MINUTES OF THE PERSONNEL BOARD
July 23, 2002
A regular meeting of the Personnel Board was called to order at 7:54 p.m. in the West Wing Conference Room by Jake
Bushey, Chair.
ATTENDANCE Personnel Board Members: Jake Bushey (Chair), Lori Kloster(Vice Chair), Lee Ann Mickey,
Inez Gutierrez, Leslie Dierking.
Staff Liaison: Victoria Cross, Director of Human Resources/Personnel Officer
Also Present: None
APPROVAL OF MINUTES Gutierrez/Dierking- to approve the minutes.
July 9, 2002
Merit Increases, Regular Kloster/Direking- 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
Name Class Dept Type of Action Range/Step
Effective Date Base Monthly
Jaime Prado GIS Technician Admin Merit Inc/3 4181/3
4-3-02 $3,697.23
Merle Wynn Human Resources/Risk Human Reg Appt/Merit Inc 4192/5
Mgmt Analyst Resources 7-22-02 $4,534.68
CLASS REVISION Dierking/Kloster-pursuant to Section 3.5. Adoption of Plan of the Rules of the Civil
Adult Education and Service System
Literacy Services Coord.
NEW CLASS Mickey/Kloster - Moved item be continued to the next regular meeting of the Personnel
Chief Information Officer Board on August 13, 2002 and request that Assistant City Manager Robert Person attend to
field Personnel Board Member's questions.
RECRUITMENT Kloster/Gutierrez- pursuant to Section 5.5.2. Open Competitive Examinations, of the
REQUEST-OPEN Rules of the Civil Service System
Library Assist. Ill and Adult
Education and Literacy
Services Coord.
RECRUITMENT Mickey/Kloster - Moved item be continued to the next regular meeting of the Personnel
REQUEST-PROMOTIONAL Board on August 13, 2002 in conjunction with motion to continue New Class Specification.
Chief Information Officer
ADJOURNMENT Gutierrez/Kloster - to adjourn the meeting at 9:12 p.m.
OPEN SESSION AGENDA ITEM NO: 3
DATE APPROVED: 8-13-02
Page 1
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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 13, 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:
Range/Step
Type of Action/ Base
Name Classification Dept Effective Date Monthly
A Sal Giambruno Accountant Finance Reg Appt/Merit Inc 4189/2
5-13-02 $3,724.32
B Henry Quintero Accountant Finance Merit Inc 4189/4
4-17-02 $4,089.66
C Stephan Hunt Police Sergeant Police Merit Inc 6501/4
7-20-02 $5,539.48
D John Momot Police Sergeant Police Merit Inc 6501/5
7-20-02 $5,808.13
E Robin Hart Customer Service Representative I UTL Merit Inc 5154/4
7-24-02 $3,046.65
F Joan Knowlton Customer Service Representative I UTL Merit Inc 5154/4
7-10-02 $3,046.65
CLOSED SESSION AGENDA ITEM: 4.A - F
DATE: 8-13-02
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AZUSA
TO: Honorable Chair and Members of the Personnel Board
FROM: Victoria Cross, Director of Human Resources
DATE: August 13, 2002
SUBJECT: Flexible Staffing Promotion Recommendations
Pursuant to the rules of the Civil Service System the Director of Utilities Joseph Hsu has submitted performance
appraisal(s) for the following employee(s) and recommends Promotion within the Flexible Staffing Provisions.
Name From Classification To Classification Dept Effective Range/Step
Date Base Monthly
Rick Cortez Apprentice Line Mechanic Line Mechanic UTL 7-29-02 5218/4
$5,663.78
Margaret Delano Programmer Analyst Senior Programmer UTL 6-1-02 4204/4
$4,683.61
CLOSED SESSION ITEM: 4. G &H
DATE: 8-13-02
4.46 —
ZUS
AGENDA ITEM
MEMORANDUM
TO: Honorable Chair and Members of the Personnel Board
FROM: Merle Wynn, Human Resources/Risk Management Analyst
VIA: Victoria Cross, Director of Human Resources
DATE: July 23, 2002
SUBJECT: NEW CLASS SPECIFICATION OF CHIEF NFORMATION OFFICER
RECOMMENDATION
The Personnel Board recommends the new classification of Chief Information Officer for adoption
by the City Council, pursuant to the City of Azusa Civil Service Rules Section 3.3.
BACKGROUND
A review of the organizational structure with the Management Information Systems Division
revealed three separate functioning units: Information Technology servicing "City Hall" staff
members, Information Systems in the Utilities Division servicing the needs of staff in that division
and an Information Systems Division with the Police Department,servicing the needs of the staff
in that division. Each division operates and functions separately from one another.
Further review also revealed a need to establish one position to oversee the three separate units.
This position would be responsible for the development of the City's overall information systems
strategy;managing citywide information system planning and ensuring mid-to-long-term plans are
prioritized and consistent with resource allocations. The Chief Information Officer position will
also be responsible for developing new automated systems and programs to include modification
and enhancement of existing systems to meet the business needs of the City.
The proposed monthly salary range for the position of Chief Information Officer is $6,477 -
$7,873. Salary and benefits for this classification would be assigned under the Compensation and
Benefits Memorandum covering Non-Represented positions.
Exhibits: Chief Information Officer Class Specification
OPEN SESSION AGENDA ITEM 5
DATE
s,,tte Adopted:
4 Range Number:
CITY OF AZUSA
CHIEF INFORMATION OFFICER
DEFINITION
Under general direction, plans, organizes and manages the budget and staff activities of the Information
Systems Division. Responsible for the development of the City's overall information systems strategy.
Manages citywide information systems planning, and ensures mid-to long-term plans are prioritized and
consistent with resource allocations. Develops new automated systems and programs as well as the
modification and enhancement of existing systems to meet the business needs of the City. Manages the
City's acquisition of new and replacement software and hardware.
ESSENTIAL FUNCTIONS
Duties may include, but are not limited to the following:
Plans and manages the City's centralized automated systems and related services, including personnel and
equipment and provides strategic development and use of information technologies; oversees design and
implementation of new systems; coordinates citywide acquisition of software and hardware, including
development and implementation of a long-range funding plan for maintenance and replacement of hardware;
and manages operations and customer support functions for software applications, telecommunications
systems and network systems and services.
Establishes goals and policies in accordance with the division's mission and service level objectives;prioritizes
and supervises the implementation of these goals and objectives.
Manages the preparation and administration of division operating and capital improvement budgets and
recommends and approves technology budgets and expenditures for all departments.
Works closely with department and division heads to coordinate automated systems implementation and
operations for the City.
Develops and implements citywide long-range information systems strategies, which involve facilitating
discussions with City management regarding current and anticipated information services requirements,
applications development,enhancement requests and alternative approaches. Prioritizes the implementation
of new systems and enhancements to existing systems.
Manages design, development, implementation, training and customer support for client server software
applications;geographic information systems(GIS);electronic document management systems(EDM);word
wide web (WWW) Internet/Intranet/Extranet systems; telecommunication systems including telephone
switches, key systems, call accounting systems, voicemail systems, interactive voice response systems,
cabling systems and automated call distribution systems;and network systems and services including servers,
desktop computers, printers, data switches, routers, hubs, firewalls and gateways.
Manages preparation of request for proposals, evaluation of systems and services and administration of
equipment and software contracts and service level agreements.
Reviews departments' requests for hardware and software and makes recommendations, as appropriate,on
alternative system or service options.
Coordinates citywide acquisition of software and hardware, including development and implementation of a
long-range funding plan for maintenance and replacements.
Manages systems design,development and implementation of new or enhanced systems with a focus on web
browser enabled interfaces and electronic commerce strategies.
Establishes and maintains written policies and procedures for acquisition, development, implementation,
modification, and use of systems and services.
Oversees the operations of computer, network and telecommunication systems,ensuring adequate security,
performance and reliability.
Page 1 of 2
Chief Information Officer
Class Specification
Establishes citywide standards for hardware, software and local wide area networks.
Evaluates software for computer, network and telecommunication systems and makes recommendations to
ensure compatibility and effectiveness.
Works with division administrative and supervisory staff to establish positive performance management
process and techniques to create and maintain a challenging, customer focused work environment that
encourages employee development, teamwork and continuous improvement.
Establishes and ensures adherence to performance standards for major computer, network and
telecommunications systems.
Makes presentations to City Council and/or represents the division at City Council and/or civic or professional
group meetings.
Performs related duties and responsibilities as required.
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 graduation from an accredited
college or university with a Bachelor's degree in management information systems, computer science,
business administration or closely related field with a concentration in MIS. A Master's degree is highly
desirable. Eight years of progressively responsible administrative and supervisory experience in the
analysis,design, implementation and support of computer, network and telecommunication systems with
at least three years in a supervisory or managerial capacity.
Knowledge, Skill and Abilities
Knowledge of principles and practices of information systems management including computer, network
and telecommunication systems and services; principles and practices of supervision, organization and
employee development, administration and management; state of the art development in the computer,
network and telecommunications fields; principles and practices of training, customer service, service
delivery and service evaluation related to information systems and services; principles and practices of
budget and contract preparation and administration.
Ability to manage multiple projects,tasks and priorities to achieve desired goals;plan,organize and direct
the work of technical staff; communicate technical information effectively, both orally and in writing; use
independent judgment and make sound decision consistent with policies, procedures and organizational
standards; provide effective customer service; establish and maintain effective and cooperative working
relationships with City employees and the public.
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 sites and locations.
Page 2 of 2
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.AZUSAS
AGENDA ITEM
TO: Honorable Chair and Members of the Personnel Board
FROM: Robert Person, Assistant City Manager
VIA: Victoria Cross, Director of Human Resources
DATE: July 23, 2002
SUBJECT: REQUEST FOR RECRUITMENT- CHIEF INFORMATION OFFICER (GO)
The Administration Department has the need to fill the newly created position of Chief
Information Officer (CIO). This is a new position which will oversee citywide coordination of
Information Technology services.
It is requested that the recruitment process for the CIO be a PROMOTIONAL recruitment. A
promotional process would allow movement within Azusa's team and the existing internal
candidate pool is well qualified for this opportunity.
AZUSA
PERSONNEL ACTION REPORT
NEW HIRE/SEPARATION/RETIREMENT
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None to Report
PROMOTION/FLEX PROMOTION/DEMOTION/TRANSFER
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Iv � IC TIONCI M O DEPS,'d"MOB.'�h" # i M„O SEll ON
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John Madaloni Police Officer to Police Corporal PD PROB 7-29-02
Enrique Sanchez Police Officer to Police Corporal PD PROB 7-29-02
Edward Cazares Water Utility Worker I to Water Utility Operator I UTL PROB 8-12-02
Anthony Silva Street Maintenance Worker III to Water Utility Worker I UTL PROB 8-6-02
*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.B.
DATE: 8-13-02
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TO: HONORABLE CHAIR AND MEMBERS OF THE PERSONNEL BOARD
FROM: VICTORIA CROSS, DIRECTOR OF HUMAN RESOURCESVfw/
DATE: AUGUST 13, 2002
SUBJECT: PERSONNEL ACTION REPORT AND MERIT INCREASE AND/OR APPOINTMENT
RECOMMENDATIONS MEMORANDUM
Pursuant to the Personnel Board's request, please find the above listed documents attached for
your information. Each of these documents were omitted in error from your agenda packets for
the July 23, 2002 regular meeting of the Personnel Board.
The Personnel Action Report is an informational item and shows no activity as there were no
actions to report.
The memorandum regarding "Merit Increases and/or Regular Appointment Recommendations"
cites staff eligible for merit increase or appointment action and serves as the cover document
from staff to the Personnel Board for recommendation to City Council.
As always, staff is available to answer any questions or provide additional information. I may be
reached directly at (626) 812-5183.
Attachments: Personnel Action Report dated July 23, 2002
Memorandum-Merit Increases and/or Regular Appointment Recommendations
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PERSONNEL ACTION REPORT
NEW HIRE/SEPARATION/RETIREMENT
None to Report
PROMOTION/FLEX PROMOTION/DEMOTION/[RANSFER
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None to Resort
*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: S.F.
DATE: 7-23-02
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'AZUSA"
HUMAN RESOURCES
INTEROFFICE MEMORANDUM
To: Honorable Chair and Members of the Personnel Board
From: Victoria Cross, Director of Human Resources/Personnel Officer
Date: July 23, 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:
Range/Step
Type of Action/ Base
Name Classification Dept Effective Date Monthly
A Jaime Prado GIS Technician ADM Merit Inc/3 4181/3
4-3-02 $3,697
B Merle Wynn Human Resources/Risk Mgmt Analyst HR Reg Appt/Merit Inc 4192/5
7-22-02 $4,534.68
CLOSED SESSION AGENDA ITEM: 4.A
DATE: 7-23-02
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ZUS
TO: HONORABLE CHAIR AND MEMBERS OF THE PERSONNEL BOARD
FROM: ERLE WYNN, HUMAN RESOURCES/RISK MANAGEMENT ANALYST
VIA: ICTORIA CROSS, DIRECTOR OF HUMAN RESOURCES\k--
DATE: AUGUST 13, 2002
SUBJECT: NOTICE TO THE PUBLIC- PERSONNEL BOARD VACANCY
Please find the following information in response to the Personnel Board's request. At the July 23,
2002 regular meeting of the Personnel Board, a request was made to advertise the upcoming
Board vacancy.
The attached "Notice to the Public" was posted on the City's cable network (Channel 55). The
Notice was placed to run beginning July 31 through August 30, 2002.
As always, staff is available to answer any questions or provide additional information.
Attachment: Notice to the Public (dated July 30, 2002)
NOTICE TO THE PUBLIC
The Personnel Board has a wonderful opportunity for a
dynamic Azusan to serve the community.
Board/Commission Applications are available at the City of
Azusa, Human Resources Department, 213 East Foothill
Boulevard, West Wing. Final filing date is August 29,
2002.
Criteria requirements:
• resident of City of Azusa for one year prior to appointment and
remain a resident of the City while serving on Board/Commission.
• must be a qualified elector of the City of Azusa. Must have
adequate time to serve.
• member of the Board/Commission shall be paid for his/her
services $25.00 for each meeting attended, not to exceed
$50.00/Mo.
For further information, please call (626) 812-5027.
Victoria Cross
Director of Human Resources
Dated: July 30, 2002
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TO: HONORABLE CHAIR AND MEMBERS OF THE PERSONNEL BOARD
FROM: VICTORIA CROSS, DIRECTOR OF HUMAN RESOURCES ‘hit-/""---)
DATE: AUGUST 13, 2002
SUBJECT: ECO-AGENDA
On numerous occasions Personnel Board Members have mentioned their concern for waste of
paper utilized in the agenda process and cost of mailing(based upon package weight).
As the City of Azusa is mindful about its energy consumption and staff are very conscious about
fiscal stability, the Human Resources Department joins the City Clerk's Office in producing
agendas utilizing two-sided photocopies.
Thank you for your support of this endeavor and contribution tostaff efforts to conserve.
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TO: HONORABLE CHAIR AND MEMBERS OF THE PERSONNEL BOARD
FROM: VICTORIA CROSS, DIRECTOR OF HUMAN RESOURCES
DATE: AUGUST 13, 2002
SUBJECT: ECO-AGENDA
On numerous occasions Personnel Board Members have mentioned their concern for waste of
paper utilized in the agenda process and cost of mailing(based upon package weight).
As the City of Azusa is mindful about its energy consumption and staff are very conscious about
fiscal stability, the Human Resources Department joins the City Clerk's Office in producing
agendas utilizing two-sided photocopies.
Thank you for your support of this endeavor and contribution tostaff efforts to conserve.
V
RECRUITMENT PROGRESS REPORT V)
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Recruitment No, CLASSIF'CATION TYPE OPEN CLOSE CURRENT STATUS #Apps #Accept WRITTEN Part-W Pass-W ORAL INTV Part-OB EL List W 0
1 Police Officer Trainee Open 04-02-02 Cont. Agility Test/Acpt Apps 55 49 Cg i
2 Police Dispatcher Cont 11-01-00 Cont. Accepting Applications 139 99 51 43 26 07/18/02 a
3 Police Officer—Lateral(updated) Cont 09-18-00 Cont. Receiving apps 6 5 NA NA NA 06/24/02 0 _,,.
4 Police Dispatcher—Lateral(updated) Cont _ 03-14-02 Cont. Accepting applications 1 1 N/A N/A N/A
5 Adult Edu.&Literacy Svcs Coord. Open TBD W
6 Library Assistant III Open TBD _ Z
7 Power Resources Scheduler Open 07-18-02 Until Filled Accepting Applications 3 1 N/A N/A N/A iiiW
8 Administrative Technician Open 07-18-02 08-15-02 Accepting Applications 39 24 D at
9 Human Relations Commission Staff Coord. Open 07-23-02 08-01-02 Reviewing Applications 8 4 N/A N/A N/A
10 Chief Information Officer Open TBD
**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.
August 13, 2002