HomeMy WebLinkAboutAgenda Packet - July 23, 2002 - PB 39;‘
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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: July 23, 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 0 Leslie Dierking
Others Present
0 Victoria Cross, Director of Human Resources/Personnel Officer
0 Others
3. APPROVAL OF MINUTES: July 9, 2002
4. CLOSED SESSION:
A. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code, '54957):
Title: GIS Technician
B. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code, '54957):
Title: Human Resources/Risk Management Analyst
5. OPEN SESSION:
A. Class Specification Revision (pursuant to Section 3.5.1 Adoption of Plan)-Adult Education and Literacy
Services Coordinator.
B. New Position: (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 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.
C. Recruitment Request:Open Competitive (pursuant to Section 5.5.2 Open Competitive Examinations of
the Rules of the Civil Service System) -Library Assistant III and Adult Education and Literacy Services
Coordinator.
D. Recruitment Request: Promotional Competitive (pursuant to Section 5.5.3 Promotional Examinations of
the Rules of the Civil Service System) -Chief Information Officer (CIO)
E. Personnel Board Term Expiration: (pursuant to provisions of the Preface to the Rules of the CMI Service
System)
F. Personnel Action Report
G. Recruitment Progress Report
H. PUBLIC COMMENT: Person/group will be limited to five (5) minute maximum time to orally present
their purpose.
I. COMMENTS, UPDATES AND/OR REPORTS FROM PERSONNEL BOARD MEMBERS AND/OR STAFF.
J. ADJOURNMENT
L
AZUS
CITY OF AZUSA
MINUTES OF THE PERSONNEL BOARD
July 9, 2002
A regular meeting of the Personnel Board was called to order at 7:35 p.m. in the West Wing Conference Room by Jake
Bushey, Chair.
ATTENDANCE Personnel Board Members: Jake Bushey (Chair), Inez Gutierrez, Leslie Dierking.
Staff Liaison: Victoria Cross, Director of Human Resources/Personnel Officer
Also Present: None
ABSENCE Gutierrez/Dierking - to excuse Lori Kloster and Lee Ann Mickey
APPROVAL OF MINUTES Dierking/Guiterrez-to approve the minutes.
June 25, 2002
Merit Increases, Regular Gutierrez/Dierking -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
Susan Cole Associate Planner Comm Development Reg Appt/Merit 4201/4
Inc $4,588.02
6-13-02
CLASS REVISION Dierking/Gutierrez- pursuant to Section 3.5. Adoption of Plan of the Rules of the Civil
Administrative Technician Service System. Administrative Technician as amended.
and Power Resources
Scheduler
NEW CLASS Gutierrez/Dierking-pursuant to Section 3.3 Preparation and Content of Class Specifications
Human Relations and Section 3.5 Adoption of Plan of the Rules of the Civil Service System and Section 2-411
Commission (HRC) Staff Duties.
Coordinator
RECRUITMENT Dierking/Gutierrez- pursuant to Section 5.5.2. Open Competitive Examinations, of the
REQUEST-OPEN Rules of the Civil Service System
Administrative Technician,
Power Resources Scheduler
and HRC Staff Coordinator
ADJOURNMENT Gutierrez/Dierking- to adjourn the meeting at 7:52 p.m.
OPEN SESSION AGENDA ITEM NO:3
DATE: PB Date 112.
APPROVED:
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AGENDA ITEM
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: UPDATE OF THE CLASS SPECIFICATION FOR ADULT EDUCATION AND
LITERACY SERVICES COORDINATOR
RECOMMENDATION
The Personnel Board recommends, pursuant to City of Azusa Civil Service Rules
Section 3.3 and 3.9, that the City Council of the City of Azusa adopt the updated
classification of Adult Education and Literacy Services Coordinator.
BACKGROUND
A recent review of the existing Adult Education and Literacy Services Coordinator class
specification indicated a need to update the essential functions to include the section
"on matters relating to literacy programs, computer literacy, or technology, may act
as one of two Joint Venture Collaborative Agreement liaisons with Azusa Unified
School District."
This position serves as the liaison to the school district and will help in accomplishing
the goal of providing the citizens of Azusa as well as students with the opportunity to
participate in cooperative literacy programs.
Exhibits: Adult Education and Literacy Services Coordinator Class Specification
OPEN SESSION AGENDA ITEM «
DATE 1/2014°2'
Date Adopted:November 20,2000
Range Number:4321
CITY OF AZUSA
ADULT EDUCATION AND LITERACY SERVICES COORDINATOR
DEFINTION
Under limited supervision, plans, organizes and administers the Literacy Program established
by the California Library Literacy Services Program responsive to the needs of adult new
readers; performs related duties as required.
CLASS CHARACTERISTICS
This single position class reports directly to the Library Director and is responsible for
administering the Literacy Program.
ESSENTIAL FUNCTIONS
Plans, organizes, and supervises the Literacy Program.
Monitors and evaluates program effectiveness; prepares the annual budget for the program;
prepares grant applications and administers grant reporting requirements.
Establishes and evaluates procedures to carry out program objective; plans ongoing
development of program.
Represents and promotes the program to community organizations, city government, and
other associations; coordinates or supports fund raising and public relations events.
Coordinates promotional materials to recruit both tutors and students for the program;
arranges and coordinates tutor training classes; coordinates tutor support meetings.
Selects and purchases books and materials for tutor training classes and resource collection
for tutors and students.
Communicates regularly with the State Library representatives, other literacy providers and
networks and literacy volunteers, as well as City and library staff.
On matters relating to literacy programs, computer literacy, or technology, may act as one of
two Joint Venture Collaborative Agreement liaisons with Azusa Unified School District; provide
Technology instruction to the community and Literacy Program participants.
MARGINAL FUNCTIONS
These are position functions which may be changed, deleted or reassigned to accommodate
an individual with a disability.
QUALIFICATION GUIDELINES
Education and/or Experience
Any combination equivalent to experience and education that could likely provide the
required knowledge and abilities would be qualifying. A typical way to obtain the
knowledge and abilities would be: Master's Degree in Library Science, Education,
Human Services or related field and three years of professional experience in teaching,
librarianship. Public relations, community outreach, grant writing and/or fund raising or
related field at least one (1) year of which shall be in a supervisory capacity. Previous
experience with the literacy program is highly desirable.
Knowledge, Skills and Abilities
Thorough knowledge of principle and practices of administration and management of
a volunteer based program; principle and practices of librarianship; principles and
practices of budget preparation; principles and practices of establishing and
maintaining community programs; communicate clearly, `concisely and effectively both
orally and in writing; establish and maintain effective relationships with co-workers, the
public, and related contacts; respond to problem situations in an effective and tactful
manner; understand, explain and,apply policies and procedures work independently.
AGENDA ITEM
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 INFORMATION OFFICER
RECOMMENDATION
The Personnel Board recommends the new class specification 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.
Exhibit: Chief Information Officer Class Specification
68
OPEN SESSION AG DA RE
DATE 7/23/62-
Da•*Adopted:
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.
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AGENDA ITEM
TO: Honorable Chair and Members of the Personnel Board
FROM: Victoria Cross, Director of Human Resources
DATE: July 23, 2002
SUBJECT: REQUEST FOR RECRUITMENTS—ADULT EDUCATION AND LITERACY SERVICES
COORDINATOR AND LIBRARY ASSISTANT III
A recruitment request is submitted for the position of Adult Education and Literacy Services
Coordinator in the Library. This recruitment is requested to be an OPEN, as this specialized
position requires unique experience and education levels.
Additionally, a recruitment request is submitted for the position of Library Assistant III. This
recruitment is requested to be an OPEN recruitment as well. An open recruitment is requested to
establish an eligibility list of the most qualified candidates.
OPEN SESS
DATE
F ,
.
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 (CIO)
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.
OPEN SESSION AG A REM
-512...
DATE
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TO: Honorable Chair and Members of the Personnel Board
FROM: Victoria Cross, Director of Human Resources
DATE: July 23, 2002
SUBJECT: SEPTEMBER 30, 2002, EXPIRATION OF TERM- PB MEMBER INEZ GUTIERREZ
In accordance with the Preface to the Rules of the Civil Service System, this correspondence is to
advise the Personnel Board of the September 30, 2003 expiration of term for Personnel Board
Member Inez Gutierrez(appointed by Board members).
Pursuant to Azusa Municipal Code Section 2-32 (5), Members of boards and commissions shall
serve no more than two consecutive terms of office. Incumbents whose terms are due to expire
may reapply, provided that if they have already served two consecutive terms, they m ay serve
only after the passage of one full term. In the event that there are no applicants for the position
upon the expiration of the second term of office, the incumbent may be appointed to an
additional term.
As always, staff is available to answer any questions or provide additional information at the
Boards request.
Attachment
OPEN SESSION AGEN ITEM
DATE
DATE: JULY 11, 2002
•
TO: CITY BOARD &COMMISSION LIAISONS
FROM: CANDACE TOSCANO, ASSISTANT CITY CLE'
RE: BOARD AND COMMISSION TERM EXPIRATIONS
The following is a list of members of Boards and Commissions whose terms will expire SEPTEMBER 30, 2002:
CULTURAL AND HISTORICAL LANDMARK COMMISSION
Edith Russek (15C Term) (Appointed by City Council)
Jeffrey L. Cornejo(1"Term) (Appointed by City Council)
Mark W. Ades (15`Term) (Appointed by City Council)
LIBRARY COMMISSION
Robert L. Donnelson (15C Term) (Appointed by City Council)
Vacant position (15`Term) (Appointed by City Council)
PARKS AND RECREATION COMMISSION
Candelario Lopez (2nd Term) (Appointed by City Council)
Davis Santellan (2°d Term) (Appointed by City Council)
Jose Tones (2❑d Term) (Appointed by School District)
PERSONNEL BOARD
Inez Gutierrez (2nd Term) (Appointed by Boardmembers)
PLANNING COMMISSION
Stacey I. Kent (15C Term) (Appointed by City Council)
J. Burke Hamilton (15C Term) (Appointed by City Council)
PLEASE ADVISE ALL BOARDMEMBERS THAT THEIR TERMS WILL BE EXPIRING AND PROVIDE AN
APPLICATION TO THOSE WHO WILL BE RE-APPLYING FOR THE POSITIONS.
Applications are available at the City Manager's Office, Police Department, Light and Water, Library, and Azusa
Chamber of Commerce. Interviews will be scheduled in September. Board members appointed by Council need to
fill out applications and submit them to the City Clerk's or City Manager's Office by August 29th, to be considered.
*Per Azusa Municipal Code Section 2-32 (5), Members of boards and commissions shall serve no more than two
consecutive terms of office. Incumbents whose terms are due to expire may reapply, provided that if they have
already served two consecutive terms, they may serve only after the passage of one full term. In the event that there
are no applicants for the position upon the expiration of the second term of office,the incumbent may be reappointed
to an additional term.
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TO: HONORABLE CHAIR AND MEMBERS OF THE PERSONNEL BOARD
FROM: VICTORIA CROSS, DIRECTOR OF HUMAN RESOURCES
DATE: JULY 23, 2002
SUBJECT: PERSONNEL ACTION REPORT
The completed report was unavailable at the time of agenda distribution. The completed report
will be distributed to the Personnel Board at their regular meeting.
Thank you for your understanding. Should you have any questions, please feel free to contact Deb
Mortensen at (626) 812-5281.
RECRUITMENT PROGRESS REPORT
Recruitment No. CLASSIFCATION TYPE OPEN CLOSE CURRENT STATUS #Apps #Accept WRITTEN Part-W Pass-W ORAL INTV Part-OB EL List
1 Police Officer Trainee Open 04-02-02 Cont. Accepting Applications 26 32 _
2 Police Dispatcher Cont 11-01-00 Cont. Accepting Applications 130 92 51 43 26 07/18/02
3 Police Officer—Lateral(updated) Cont 09-18-00 Cont. Receiving apps 5 4 NA NA NA 06/24/02
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
6 Library Assistant III Open TBD
7 Power Resources Scheduler Open TBD
8 Administrative Technician Open TBD
9 Human Relations Commission Staff Coord. Open TBD
10 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.
July 16, 2002
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