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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: February 26, 2002
TIME: 6:30 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
O Jake Bushey, Chair O Inez Gutierrez O Lee Ann Mickey
O Lori Kloster, Vice Chair OLeslie Dierking
Others Present
O Victoria Cross, Director of Human Resources/Personnel Officer
O Others
3. APPROVAL OF MINUTES: February 12, 2002
4. CLOSED SESSION:
A. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code, §54957):
Title: Assistant Planner
B. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code,§54957):
Title: Police Dispatcher
C. Public Employee Discipline/Dismissal/Release (Pursuant to Cal.Gov.Code,§54957):
Title: Tree Trimmer
5. OPEN SESSION
A. Class Specification Revision (pursuant to Sections 3.51 Adoption of Plan and 4.3 Salary Range
Adjustment of the Rules of the Civil Service System) -Assistant Director of Public Works/City
Engineer
B. Recruitment Request - Promotional Competitive (pursuant to Section 5.5.3 Promotional
Examinations of the Rules of the Civil Service System) - Information Technology Analyst,
Human Resources Technician and Senior Office Specialist
C. New Position(pursuant to(pursuant to the Azusa Municipal Code,Chapter 2-Administration,Article
V-Boards and Commissions, Division 4-Personnel Board,Section 2-411-Duties(which states that
"The Power and the Functions of the Board shall be to . . . recommend all salaries to the Council);
and Sections 3.3 Preparation and Content of Class Specification and 3.7New Position of the Rules
of the Civil Service System) - Human Resources Technician
D. Personnel Action Report
E. Recruitment Progress Report
6. PUBLIC COMMENT— Person/group will be limited to five minute maximum time to orally present their
purpose.
7. COMMENTS, UPDATES AND/OR REPORTS FROM PERSONNEL BOARD MEMBERS AND STAFF.
8. ADJOURNMENT
•
111187-11111.4
DECLARATION OF DEBRA MORTENSEN
iciFORS
'AZUSA
1, Debra Mortensen declare that:
1. I am an employee of the City of Azusa.
2. On 2-21-02 I posted copies of the 2-26-02 agenda of the Personnel Board of the City
of Azusa at the following locations:
• City Clerk's Office, 213 East Foothill Boulevard;
• West Wing Outside Bulletin Board, 213 East Foothill Boulevard;
• City Library 725 North Dalton;
• Police Department, 725 North Alameda.
A true, correct and complete copy of the agenda which I posted is attached hereto.
3. 1 completed posting of the agendas as described in Paragraph 2 by 5:30 p.m. on
February 21, 2002.
4. The foregoing is within my personal knowledge and if called as a witness in a court of
law, I could testify competently thereto.
I declare under penalty of perjury that the foregoing is true and correct.
EXECUTED ON 2-21-02 at Azusa, California.
421j/z‘i
DEBRA MORTENSEN, Senior Office Specialist
x <
'AZUSA
CITY OF AZUSA
MINUTES OF THE PERSONNEL BOARD
February 12, 2002
A regular meeting of the Personnel Board was called to order at 6:35 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 Mickey/Gutierrez- to approve the minutes.
January 22, 2002
CLOSED SESSION Guiterrez/Dierking- to move to closed session at 6:45 p.m.
(Govt. Code Section
54957-Public Employee Kloster/Dierking- to reconvene at 6:55 p.m.
Performance Evaluation)
Merit Increases, Regular Guiterrez/Dierking - to recommend approval of merit increases, regular appointment
appointment and/or 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 Range/Step
Name Class Dept Action/ Base
Effective Monthly
Date
1 Ann Graf-Gaynor Information Systems Admin Merit Inc 3345/5
Manager 8-17-01 $6,616.85
2 Maricela Medina Director of Finance Finance Merit Inc 2539/3
5-2-01 $7,337.01
3 Jose Toledo Street Maintenance Public Merit Inc/5 4163/5
Worker l Works 01-07-01 $3,241.86
4 Rick Montague Street Maintenance Public Merit Inc/2 4153/2
Worker I Works 1-1-02 $2,651.23
PEN SESSION AGENDA ITEM NO: 3
PALE:., 2-26-02
APPROVED:
5 Janette Padilla Customer Service Utilities Merit Inc/5 5174/5
Representative III 1-18-02 $3,767.60
6 Mark Bowman Water Utility Worker I Utilities RegAppt/ 5167/5
Merit Inc $3,521.07
1-23-02
7 Edward Cazares Water Utility Worker I Utilities RegAppt/ 5167/5
Merit Inc $3,521.07
2-6-02
ADJOURNMENT Gutierrez/Dierking- to adjourn the meeting at 7:08 p.m.
Page 2 of 2
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..._.__,
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HUMAN RESOURCES
INTEROFFICE MEMORANDUM
To: Honorable Chair and Members of the Personnel Board
From: Victoria Cross, Director of Human Resources/Personnel Officer
Date: February 26, 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 Department Effective Date Monthly
A Fabiola Wong Assistant Planner Community Development Merit Inc/4 4190/4
2-14-02 $4,128.96
B Esther Gutierrez Police Dispatcher Police Merit Inc/5 9164/5
8-2-01 $3,374.72
CLOSED SESSION AGENDA ITEM: 4. A - B
DATE: 2-26-02
I
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AGENDA ITEM
TO: Honorable Chair and Members of the Personnel Board
FROM: Victoria Cross, Director of Human Resources, fv,+./'
DATE: February 26, 2002 V
SUBJECT: UPDATE OF CLASS SPECIFICATION FOR ASSISTANT PUBLIC WORKS
DIRECTOR/CITY ENGINEER
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 Assistant Public Works Director/City
Engineer (formerly "City Engineer").
BACKGROUND
On May 21, 2001, the City Council approved a Management Agreement establishing general
operating principles for the management services provided by the Azusa Light and Water to
manage General Fund operations referred to as Public Works. In January 2002 a Director of
Public Works was hired to head this emerging department.
A structural review of the Public Works Department revealed the need to update the class
specification for the classification of Assistant Public Works Director/City Engineer (formerly"City
Engineer"), to more accurately reflect the actual duties and level of responsibility performed by
this position.
Substantive changes in the duties of the Assistant Public Works Director/City Engineer include
additional responsibilities assisting in the overall management of the Public Works Department.
Additionally, this classification has an increased level of responsibility which includes directing,
coordinating and planning field operations activities for the Public Works Department and
management of divisional supervisors and related operations. The Assistant Public Works
Director also assists the Director of Public Works on various administrative projects and may act
in the Director's absence.
This position will remain assigned under the Compensation and Benefits Memorandum covering
Mid-Management Positions.
Exhibits: Assistant Public Works Director/City Engineer Class Specification
OPEN SESSION AGENDA ITEM_ __ ____
DATE a ` 00-N
Date Adopted: 11/2/92
Date Revised:
Range Number: 2210
CITY OF AZUSA
ASSISTANT DIRECTOR OF PUBLIC WORKS/ CITY ENGINEER
DEFINITION
Under administrative direction,plans,directs,coordinates, manages and supervises engineering
activities relating to City public works engineering projects; plans, directs, coordinates, manages
and supervises field operations activities for the Department of Public Works; takes a leadership
role in implementation of the goals and objectives of the Public Works Department; and performs
related duties as required.
ESSENTIAL FUNCTIONS
Duties may include, but are not limited to the following:
Supervises and participates in a variety of professional and sub-professional engineering work,
including the preparation of plans and project specifications; directs and/or coordinates project
inspections; drafts ordinances according to general instruction.
Supervises and participates in the review of plans; evaluates compliance with laws, ordinances,
and acceptable engineering standards,and recommends corrections or improvements;supervises
the preparation of legal descriptions and deeds for easements and rights-of-way.
Prepares and evaluates requests for proposals relating to projects requiring contract engineering
work; directs the preparation of project cost estimates for competitive bidding purposes; reviews
plans of consulting/engineering firms performing work forthe City and evaluates their performance;
performs construction contract modifications and negotiates contract changes and change order
costs.
Compiles and analyzes statistical data and prepares technical reports relating to public works
projects and programs; assists in the preparation of cost projects for the department budget and
monitors expenditures.
Coordinates engineering activities with other department staff, City personnel, and agencies;
provides technical assistance to other departments and City personnel; attends and makes
presentations to City committees, commissions, and City Council.
Supervises and participates in office operations, record-keeping, and City Maps and Atlases.
Investigates, analyzes, and applies for various grants, fees, and taxes.
Supervises division staff; trains and evaluates employees; initiate and carries out appropriate
disciplinary actions.
Assists the Director of Public Works on various administrative projects.
Page 1 of 2
Assistant Public Work, irector/City Engineer
Class Specification
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 in Civil Engineering or closely related field, AND five (5) years of
progressively responsible, diversified professional civil engineering experience, including or
supplemented by experience in supervision/management.
Knowledge, Skill and Abilities
Extensive knowledge of engineering principles, methods, and practices as applied to public
works, traffic, and utilities, including planning and development, design and construction;
thorough working knowledge of techniques for reviewing designs, plans, specifications,
estimates, reports, and recommendations related to public works projects; related laws,
ordinances, rules and regulations; principles of research and effective report preparation;
administration,budgeting and personnel management; progressive discipline and methods and
techniques of management and supervision.
Ability to communicate clearly and concisely, both orally and in writing; research and prepare
complex engineering reports; review and check complex engineering designs, computations,
plans and studies; plan,direct and coordinate engineering and capital improvement programs
and manage the Engineering and Facilities Maintenance Divisions within the Public Works
Department,as well as other related divisions;select,train,supervise and evaluate employees;
represent the City, Department and or Director in a variety of meetings; make sound and
effective decisions regarding operational and personnel functions; operate programs within
allocated amounts; respond to emergency and problem situations in an effective manner;
understand,explain and apply policies and procedures;analyze unusual situations and resolve
them through application of management and engineering principles and practices; develop
comprehensive plans to meet future City needs/services; deal constructively with conflict and
develop effective resolutions; plan and enforce a balanced budget; develop new policies
impacting divisional operations/procedures;attend meetings and/or events on evenings and/or
weekends; ability to perform other relate duties as required.
SPECIAL REQUIREMENTS
Possession of and ability to maintain a valid Class C California driver's license and a satisfactory
driving record.
Registration as a civil engineer issued by the California State Board of Registration for professional
engineers.
Page 2 of 2
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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: February 26, 2002
SUBJECT: REQUEST FOR RECRUITMENT - SENIOR OFFICE SPECIALIST
The Administration Department has the need to fill the position of Senior Office Specialist. This
is a newly added position to the department's complement and will provide critical support
services to the City Manager and the administration staff, which includes Information
Technology Division.
It is requested that the recruitment process for the immediate vacancy of Senior Office Specialist
be an 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 SESSru1y l,ttidi;UA Iig•�_
DATE Q. -
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...� ZUS
AGENDA ITEM
TO: Honorable Chair and Members of the Personnel Board
FROM: Victoria Cross, Director of Human Resources
DATE: February 26, 2002
SUBJECT: REQUEST FOR RECRUITMENT - HUMAN RESOURCES TECHNICIAN
The Human Resources Department respectfully requests that the recruitment process for the
Human Resources Technician to 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.
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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: February 26, 2002
SUBJECT: REQUEST FOR RECRUITMENT -INFORMATION TECHNOLOGY ANALYST
The Administration Department has the need to fill the position of Information Technology
Analyst. This is a newly added position to the department's complement and will provide critical
citywide information technology support services.
It is requested that the recruitment process for the Information Technology Analyst be an
PROMOTIONAL recruitment. A promotional process would allow movement within Azusa's
team and the existing internal candidate pool is well qualified for this opportunity.
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AGENDA ITEM
MEMORANDUM
TO: Honorable Chair and Members of the Personnel Board
FROM: Victoria Cross, Director of Human Resources
DATE: February 26, 2002
SUBJECT: NEW CLASS SPECIFICATION OF HUMAN RESOURCES TECHNICIAN
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 newly created class specification of Human Resources
Technician.
BACKGROUND
A recent structural review of the Human Resources Department revealed the need to create the
classification of Human Resources Technician.
The classification of Human Resources Technician has evolved in the role of providing quality,
efficient,and effective support services to internal staff. These critical support services include
benefits administration (medical, dental and other related insurances), assistance in policy and
procedure interpretation, pre-employment processing (pre-employment physicals and
fingerprinting),new staff orientation,and direct technical and paraprofessional assistance to the
Director.
A recent review of the classification series in the Human Resources Department revealed the
need to create this position to more accurately reflect the depth of support provided and
required. This title of Human Resources Technician is also in line with the existing Departmental
structure as well as Citywide structure of classifications at the advanced clerical and
paraprofessional/technical level.
This position will be assigned under the Compensation and Benefits Memorandum covering
Non-Represented Classified Positions.
Exhibits: Human Resources Technician Class Specification
OPEN SESSION AGENDA REM
DATE (9 - a to tea'
Date Adopted:
�.. Class Code:
CITY OF AZUSA
HUMAN RESOURCES TECHNICIAN
DEFINITION
Under general supervision, performs a variety of responsible administrative,and technical duties related to the
City's personnel management system; provides administrative, technical and advanced clerical assistance in
the Human Resources Department; and performs related duties as required.
CLASS CHARACTERISTICS
This single position classification is distinguished as a technical and advanced clerical classification requiring
the exercise of judgement with a relatively high level of independence. Incumbent regularly handles Human
Resources office support and assists with staff work for the Personnel Board. This class is differentiated by the
varied responsibilities in handling highly sensitive and confidential information.
ESSENTIAL FUNCTIONS
Duties may include, but are not limited to the following:
Provides administrative and advance clerical assistance to the Human Resources Department and Director.
Provides general employment information to the public as required.
Processes departmental mail, payment of bills, and monitors departmental budget.
Maintains office supplies and equipment.
Maintains confidential and sensitive employee information, files and recordkeeping systems.
May assist in the recruitment and selection process.
Provides accurate technical assistance on a variety of projects.
May compile information,conduct surveys and/or other studies/gathering of information concerning classification,
salary, benefits and/or policies and practices of other agencies.
Composes and prepares routine correspondence and/or memoranda relative to various Human Resource
matters.
Assists and provides information to Department management and supervisory staff and other interested parties
regarding Human Resources policies and procedures.
Handles personnel matters in the area of employee benefits administration and medical leaves.
Responsible for daily administration, coordination and implementation of the employee benefits program,
including open enrollment procedures/processing, employee eligibility, distribution and/or communication of
medical, dental and other insurance enrollment and COBRA procedures.
Handles daily administration of life and short-term/long-term disability programs,administration of the California
Public Employees'Retirement System(PERS)retirement benefits,processing of benefit enrollment and change
forms and other related processing.
Page 1 of 2
HUMAN RESOURCES TECHNICIAN
CLASS SPECIFICATION
Assists in the processing of unemployment insurance claims.
Coordinates employee evaluation schedule with departments.
Assists in the development and implementation of new Human Resources policies and procedures.
Recommends changes to various Human Resources forms and manuals.
Maintains awareness in changes and developments in the public personnel management benefits administration
field.
Assists in the preparation and implementation of Memorandums of Understanding, including preparation and
processing of forms implementing various provisions.
Performs other related duties as required.
MARGINAL FUNCTIONS
These are position functions which may be changed, deleted or reassigned to accommodate an individual with
a disability.
QUALIFICATIONS GUIDELINES
Education and/or Experience
Any combination of education and/or experience that has provided the knowledge, skills and abilities
necessary for satisfactory job performance. An example combination includes three (3) years of
progressively responsible administrative and advanced clerical/technical experience in the human resources
field, supplemented by coursework and/or training in the area of benefits administration and the Public
Employee Retirement Systems(PERS). At least two(2)years of progressively responsible advance clerical
experience including public contact.
Knowledge, Skills and Abilities
Considerable knowledge of law related to human resources administration and benefits administration;
general and modern office procedures,practices and techniques;fiscal record keeping;records processing
and maintenance procedures and systems; principles and practices of municipal administration; computer
applications in administrative functions; related laws ordinances and regulations; principles, practices and
procedures for effective data collection and analysis; report preparation; principles and practices of human
resources;correct grammar,spelling and punctuation,and modern English usage;basic math and statistical
practices; and customer services skills.
Ability to maintain confidential and sensitive employee information,files and record keeping systems;handle
various situations requiring a high level of tact,confidentiality and discretion; understand,interpret and apply
rules, regulations, laws and ordinances; communicate effectively both verbally and in writing; effectively
prioritize work and coordinate projects; collect and analyze data; compose and prepare routine reports and
correspondence; establish and maintain effective and cooperative working relationships with those
encountered in the performance of duties; operate a variety of office equipment including a typewriter,word
processor and/or computer at an acceptable rate of speed; and 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 sites and/or locations.
Page 2 of 2
art` ,110
riAZUSIV
PERSONNEL ACTION REPORT
NEW HIRE/SEPARATION/RETIREMENT
NAME CLASSIFICATION DEPT PROS* HIRE- SEPARATION
RECD* DATE DATED
Michael Bires Police Officer PD PROB 2-20-02
PROMOTION/FLEX PROMOTION/DEMOTION/TR NNSFER
^NAME DEPT' FR I CL SS CLASS DATE
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: 5D
DATE: 2-26-02
I
RECRUITMENT PROGRESS REPORT
0/C CLASSIFICATION TYPE OPEN CLOSE CURRENT STATUS #Apps #Accept WRITTEN Part-W Pass-W Performance Part-PA Pass-PA ORAL INTRV Part-OB EL List 1
1 0 Reference Librarian-P/T PT _10-18-01 10-25-01 Accepting apps 5 NA _ NA NA NA
6 0 Business Development/Public Benefit Prog Coord Open 11-30-01 Dpen until fillecAccepting apps 7 NA NA NA NA NA NA LO
7 0 Police Officer Trainee Open Soon 0 .. NA NA NA
8 0 Police Dispatcher Cont 11-1-00 5-01/ContinucOral Board 66 66 3-29-01 44 6 NA NA NA _ 2-12-02 6 6 W
9 0 Police Officer-Lateral Cont 9-18-00 15-01/ContinucOral Board _ 6 6 NA NA NA NA NA NA 8-2-01
10 0 Police Officer Trainee-Academy Cont 9-18-00 Continuous 12 6 NA NA _ NA NA NA NA 1-background 4 4
11 0 Community Improvement Inspector Open 7-2-01 7-26-01 Oral Board 22 15 January 08 9 5 NA NA NA 2-13-02 4 2 0
12 P Assistant Director of Finance Prom 2-4-02 2-14-02 Schedule Oral 1
13 P Facilities Maintenance Worker I Prom 0 0 ,
14 P Police Corporal Prom 0 Z
15 0 Police Dispatcher-Lateral Open 0 0
_ 16 0 Police Officer Trainee Open 0 CO
Senior Office Specialist Prom 0CO
i 0 Economic Development Specialist Open 0 CO
19 P Customer Care Lead Prom 3-4-2002 0 Z W
24
F--
250 CI
26 _ _
27 **Rio Hondo College,Fullerton,Orange County Sheriff's Dept.,&Golden West _ 0
28 24-hour jobline;and U.S.Mail-250 agencies. 0
31 All announcements sent via:City e-mail; posted throughout the City; City Website; 0
)
February 12,2002