HomeMy WebLinkAboutAgenda Packet - October 14, 2003 - PB tt e -
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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: October 14, 2003
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 Frank Allen O Lee Ann Mickey
OLeslie Dierking
Others Present
O Merle Wynn, Acting Human Resources Manager
O Robert Person, Assistant City Manager
3. APPROVAL OF MINUTES: September 23, 2003
4. CLOSED SESSION:
A. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code',54957):
Title: Network Administrator
B. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code;54957):
Title: Community Improvement Inspector
C. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code, '54957):
Title: Street Maintenance Worker I
D. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code,'54957):
Title: Street Maintenance Worker II
E. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code',54957):
Title: Street Maintenance Worker II
5. OPEN SESSION:
A. Presentation by Assistant City Manager Robert Person - Proposed Management Level
Performance Evaluation
B. Class Specification Revision: (pursuant to Civil Service Rules,Sections 3.51/Adoption of Plan
and 4.3)-WATER UTILITY EQUIPMENT OPERATOR
C. Reclassification Request: (pursuant to Civil Service Rules, Sections 3.8/Reclassification and
3.9/Request for Reclassification 4.2.5/Movement to Higher Classification) - ASSOCIATE
DIRECTOR OF FINANCE
D. Recruitment Request:PROMOTIONAL Examination(pursuant to Civil Service Rules,Section
5.5.3/Promotional Examinations) -WATER UTILITY EQUIPMENT OPERATOR
E. Personnel Action Report- Informational
F. Recruitment Progress Report- Informational
6. PUBLIC COMMENT: Person/group will be limited to five (5) minute maximum tme to orally
present their purpose.
7. COMMENTS, UPDATES AND/OR REPORTS PERSONNEL BOARD MEMBERS AND/OR STAFF.
8. ADIOURNMENT:
AZUSA,
CITY OF AZUSA
MINUTES OF THE PERSONNEL BOARD
September 23, 2003
A regular meeting of the Personnel Board was called to order at 6:40 p.m. in the West Wing Conference Room by Jake
Bushey, Chair.
ATTENDANCE Personnel Board Members: Jake Bushey (Chair), Lori Kloster (Vice-Chair), Frank Allen (Co-
Vice Chair) Lee Ann Mickey, and Leslie Dierking.
Staff Liaison: Merle Wynn, Acting Human Resources Manager
ABSENCE None
APPROVAL OF MINUTES Mickey/Allen-to approve the minutes.
September 9, 2003
Merit Increases, Regular Allen/Kloster-to recommend approval of merit increases,regular appointment and/or flexible
appointment and/or staffing promotional appointments for the following employees
Flexible Staffing Promotion
Appointment
Recommendations
4.a. Merit Increase and/or Regular Appointment Recommendations:
Name Classification Dept. Type of Action/Eff. Range/Step
Date Base Mo.
Fabiola Wong Associate Planner CD Reg Appt 4201/3
8-14-03 $4,499.75
Ericka Ceccia Police Administrative Technician PD Merit Inc 4174/3
9-18-03 $3,478.68
Steve Sandoval Street Maintenance Crew Supervisor PW Reg Appt 4184/5
9-4-03 $4,200.29
Sallie Acero Customer Care Operations Supervisor UTL Merit Inc 5203/5
9-24-03 $5,268.90
Santiago Cabral Meter Reader UTL Merit Inc 5179/3
9-18-03 $3.841.42
Warren Mandigo Meter Reader UTL Merit Inc 5179/3
9-25-03 $3,841.42
4.c. Flexible Staffing Promotional Appointment Recommendations:
Name From Classification/To Classification Dept. Effective Range/Step
Date Base Mo.
Cristina Gomez-Morales Computer Operator to Information Technology Analyst IT 10-7-03 4188/3
$4,155.95
CLASS SPECIFICATION Mickey/Dierking- pursuant to Civil Service Rules, Section 3.5 Adoption of Plan.
REVISION
Police Dispatcher/Police
Dispatcher (Lateral)
Reclassification Request Kecilass`iTica°tioeMRePquestarortKeciass►ei at on ules, Sections 3.8; 3.9
Page 1 of 2
RECRUITMENT REQUEST Kloster/Dierking - pursuant to Civil Service Rules, Section 5.5.2. Open Competitive
OPEN Examinations.
Police Corporal
COMMENTS, UPDATES Ms. Kloster announced this is her last meeting.
AND/OR REPORTS
ADJOURNMENT Dierking/Kioster-to adjourn the meeting at 6:50 p.m.
OPEN SESSION AGENDA ITEM NO: 3
DATE APPRVOED: 10-14-03
Page 2 of 2
AZUS
HUMAN RESOURCES
INTEROFFICE MEMORANDUM
To: Honorable Chair and Members of the Personnel Board
From: Merle Wynn, Acting Human Resources Manager
Date: October 14, 2003
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 Michael Guadagnino Network Administrator ADM Merit Inc 4220/5
8-12-03 $6,166.99
B Rick McMinn Community Improvement Inspector CD Merit Inc 4171/4
9-4-2003 $3,741.21
C Rick Montague Street Maintenance Worker I PW Merit Inc 4153/4
10-3-03 $3,104.48
D Richard Gardea, Jr. Street Maintenance Worker II PW Reg Appt/Merit Inc 4163/3
9-24-03 $3,257.08
E Jesus Sanchez Street Maintenance Worker II PW Reg Appt/Merit Inc 4163/2
9-10-03 $3,110.12
CLOSED SESSION AGENDA ITEM: 4.A - E
DATE: 10-14-03
411'
TO: HONORABLE CHAIR AND MEMBERS OF THE PERSONNEL BOARD
FROM: ROBERT PERSON, ASSISTANT CITY MANAGER
DATE: OCTOBER 14, 2003
SUBJECT: PRESENTATION-PROPOSED MANAGEMENT-LEVEL PERFORMANCE EVALUATION
Attached for your review and consideration is the proposed management-level performance
evaluation the City is considering moving toward. This format would replace the document
currently in use.
I look forward to meeting with you on October 14, 2003 to discuss further.
OPEN SESSION AGENDA I i EM G'.
DATE - d' = _ z
CITY OF AZUSA—ANNUAL MANAGEMENT EVALUATION FORM
NAME: TITLE: DEPARTMENT: DIVISION: APPRAISAL PERIOD:
LENGTH OF EMPLOYMENT WITH THE CITY: LENGTH OF EMPLOYMENT WITH CURRENT TITLE: CURRENT STEP: RECOMMENDED STEP:
The purpose of the annual management evaluation is to communicate and document information concerning the manager's performance for the time period since the last review. Please evaluate each of the applicable rating factors below
on a quarterly basis.
1. IMPLEMENT MAP MANAGEMENT SYSTEM AND VITAL FACTOR TEAMS N/A UNSATSIFACTORY REQUIRES IMPROVEMENT SUCCESSFUL EXCEPTIONAL
First Quarter Objective:
First Quarter Results:
Second Quarter Objective:
Second Quarter Results
Third Quarter Objective:
Third Quarter Results:
Fourth Quarter Objective:
Fourth Quarter Results:
Annual Evaluation:
2. IMPLEMENT RESULTS-BASED BUDETING N/A UNSATSIFACTORY REQUIRES IMPROVEMENT SUCCESSFUL EXCEPTIONAL
First Quarter Objective:
First Quarter Results:
Second Quarter Objective:
Second Quarter Results
Third Quarter Objective:
Third Quarter Results:
Fourth Quarter Objective:
Fourth Quarter Results:
Annual Evaluation:
3. LONG TERM BUSINESS GOAL #1 N/A UNSATSIFACTORY REQUIRES IMPROVEMENT SUCCESSFUL EXCEPTIONAL
First Quarter Objective:
First Quarter Results:
Second Quarter Objective:
Second Quarter Results
) Third Quarter Objective:
Third Quarter Results:
Fourth Quarter Objective:
Fourth Quarter Results:
Annual Evaluation:
4. LONG TERM BUSINESS GOAL #2 N/A UNSATSIFACTORY REQUIRES IMPROVEMENT SUCCESSFUL EXCEPTIONAL
First Quarter Objective:
First Quarter Results:
Second Quarter Objective:
Second Quarter Results
Third Quarter Objective:
Third Quarter Results:
Fourth Quarter Objective:
Fourth Quarter Results:
Annual Evaluation:
5. SHORT TERM BUSINESS GOAL #1 N/A UNSATSIFACTORY REQUIRES IMPROVEMENT SUCCESSFUL EXCEPTIONAL
First Quarter Objective:
First Quarter Results:
Second Quarter Objective:
Second Quarter Results
Third Quarter Objective:
Third Quarter Results:
Fourth Quarter Objective:
Fourth Quarter Results:
Annual Evaluation:
6. SHORT TERM BUSINESS GOAL #2 N/A UNSATSIFACTORY REQUIRES IMPROVEMENT SUCCESSFUL EXCEPTIONAL
First Quarter Objective:
First Quarter Results:
Second Quarter Objective:
Second Quarter Results
Third Quarter Objective:
Third Quarter Results:
Fourth Quarter Objective:
Fourth Quarter Results:
Annual Evaluation:
7. EDUCATION AND TRAINING N/A UNSATSIFACTORY REQUIRES IMPROVEMENT SUCCESSFUL EXCEPTIONAL
First Quarter Objective:
First Quarter Results:
Second Quarter Objective:
Second Quarter Results
} Third Quarter Objective:
Third Quarter Results:
Fourth Quarter Objective:
Fourth Quarter Results:
Annual Evaluation:
)
8. SUPERVISION, EVALUATION, RETENTION &TRAINING OF STAFF N/A UNSATSIFACTORY REQUIRES IMPROVEMENT SUCCESSFUL EXCEPTIONAL
First Quarter Objective:
First Quarter Results:
Second Quarter Objective:
Second Quarter Results
) Third Quarter Objective:
Third Quarter Results:
Fourth Quarter Objective:
Fourth Quarter Results:
Annual Evaluation:
)
9. I WILL BECOME EXCELLENT AT N/A UNSATSIFACTORY REQUIRES IMPROVEMENT SUCCESSFUL EXCEPTIONAL
First Quarter Objective:
First Quarter Results:
Second Quarter Objective:
Second Quarter Results
Third Quarter Objective:
Third Quarter Results:
Fourth Quarter Objective:
Fourth Quarter Results:
Annual Evaluation:
10. BUDGET CONTROL N/A UNSATSIFACTORY REQUIRES IMPROVEMENT SUCCESSFUL EXCEPTIONAL
First Quarter Status:
Second Quarter Status:
Third Quarter Status:
Year End Status
Annual Evaluation:
Use the following category to address miscellaneous management issues such as judgement, decision making, communication, amount of work performed, accuracy, neatness,planning,
organization, deadlines,performing under stress, customer service, inter-personal relationships, appearance,punctuality, attendance, flexibility, adaptability, following rules and regulations,
accepting direction, accepting responsibility, demonstrating initiative, caring for equipment and materials, safety practices, delegation, etc.
11. MISCELLANEOUS N/A UNSATSIFACTORY REQUIRES IMPROVEMENT SUCCESSFUL EXCEPTIONAL
First Quarter Objective:
First Quarter Results:
Second Quarter Objective:
Second Quarter Results
Third Quarter Objective:
Third Quarter Results:
Fourth Quarter Objective:
Fourth Quarter Results:
Annual Evaluation:
zus
AGENDA ITEM
TO: \ Honorable Chair and Members of the Personnel Board
FROM: le Wynn, Acting Human Resources Manager
DATE: October 14, 2003
SUBJECT: UPDATED CLASS SPECIFICATION FOR WATER UTILITY EQUIPMENT OPERATOR
RECOMMENDATION
The Personnel Board recommend, pursuant to City of Azusa Civil Service Rules Section 3.3, that
the City Council adopt the updated, class specification of Water Utility Equipment Operator.
BACKGROUND
Recent changes in the existing law for vehicles which pull trailers, require the need to update the
driver's license requirement to a Class A level, to include a Hazardous Materials Endorsement.
Exhibits: Water Utility Equipment Operator Class Specification
OPEN SESSION AGENDA ITEM
DATE �� 1 _
Date Adopted: 11-18-96
Class Code: 6335
CITY OF AZUSA
WATER UTILITY EQUIPMENT OPERATOR
DEFINITION
Under limited supervision, operates heavy construction and maintenance equipment in performing
utility excavating,grading,trenching,loading and related operations according to required standards;
performs semi-skilled and skilled maintenance tasks; performs related duties as required.
CLASS CHARACTERISTICS
This is a specialized class and incumbents are required to operate a variety of heavy equipment in the
construction and maintenance of water systems and facilities. In addition, incumbents train
new/subordinate personnel,as assigned,on equipment operation and maintenance/construction tasks.
ESSENTIAL FUNCTIONS
These functions may not be presert in all positions in this class. When a position is to be filled,the
essential functions will be noted in the announcement of position availability.
Operates heavy construction equipment such as backhoe, roller, bulldozer,scraper,grader,gradeall
and front-end loaders for a variety of construction and maintenance operations involving streets,
sidewalks, street trees, curbs, gutters, water and sewer lines.
May assist in directing the work of employees operating equipment on a training basis.
Identify equipment needs for assigned projects; performs minor repairs on equipment and reports
need for major repairs.
Performs construction and maintenance tasks such as concrete work,truck driving,asphalt rolling,and
a variety of maintenance and repair activities.
Assists in locating utility lines and appurtenances.
Responds to emergency situations; may perform standby watch.
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 high school or equivalent and three (3) years of experience in the construction and
maintenance of water distribution systems.
•
Water Utiiity Equipment Operator
Class Specification
Knowledge, Skills and Abilities
Considerable knowledge of equipment operation, techniques, and methods used in the
construction and maintenance water systems;safe work practices; uses and purposes of general
construction tools and equipment;traffic laws, ordinances and rules involved in truck and heavy
equipment operation;standards relating to the installation,location and required maintenance of
traffic signs and pavement markings; principles and methods of plumbing and hydraulics. Skill in
operating equipment used in work performed;reading and interpreting blueprints,work sketches
and specialized maps;performing journey level skilled tasks in the construction and maintenance
of public works facilities. Ability to operate a variety of heavy construction equipment; keep
accurate records; perform skilled maintenance,construction and repair work; use hand tools and
power tools safely; read and interpret maps and blueprints; assist in training personnel on unit
activities, procedure and regulations; perform heavy manual work; respond to emergency and
problem situations in an effective manner;communicate effectively with a variety of personnel and
establish/maintain effective working relationships; understand, explain and apply policies and
procedures;work safely;understand and follow verbal and written directions;work independently.
Special Requirements
Possession of or ability to obtain during probationary period a Class A California drivers license
with a Hazardous Materials Endorsement and a satisfactory driv 4record.
7li
-777
ZUSA
AGENDA ITEM
TO: onorable Chair and Members of the Personnel Board
FROM: erie Wynn, Acting Human Resources Manager
DATE: October 14, 2003
SUBJECT: ASSOCIATE DIRECTOR OF FINANCE- 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 Associate Director of Finance (formerly
Assistant Director of Finance).
BACKGROUND
A review of the organizational structure within the Finance Department revealed the need to shift
the daily operational and supervisory oversight directly to the position of Associate Director of
Finance. This position will report to the Deputy City Manager whose expansive duties include long
range fiscal planning and overall financial leadership for the City.
The attached class specification reflects the enhanced duties, responsibilities and accountability
required at the Associate/middle-management level. Additionally, the class specification was
retooled to describe the actual functions and responsibilities related to City compliance of fiscal
affairs and daily operational oversight.
This position and benefits will remain assigned under the Compensation and Benefits
Memorandum covering Middle Management Positions. The monthly salary range for this position
is recommended at 26 S$6,8 8 52 (formerly $5,386.91 - $6,570.02).
Exhibits: Associate Director of Finance Class Specification
OPEN SESSION AGE ITEMS
o . � - 03
DATE
Date adopted:
Range Number:
CITY OF AZUSA
ASSOCIATE DIRECTOR OF FINANCE
DEFINITION
Under general direction, organizes, manages and supervises City accounting, auditing, accounts
payable/ receivable, cash collection, general ledger, payroll, purchasing/stores and financial
reporting; assists in the planning, development,and control of the City budget; performs related
duties as required.
CLASS CHARACTERISTICS
The Associate Director of Finance is a single FLSA exempt position class reporting to the Deputy
City Manager and serves in the leadership role in his/her absence. Along with the Deputy City
Manager, assists the overall city organization to improve business and financial practices and to
be more entrepreneurial and cost-effective. Seeks out ways to maximize the city's assets,
minimize costs and augment revenues.
ESSENTIAL FUNCTIONS
These functions may not be present in all positions in this class. When a position is to be filled,
the essential functions will be noted in the announcement ofposition availability.
e eade s par r do e� +ce?epa ent
Organizes,manages and supervises City accounting, auditing, accounts payable/receivable,cash
collection,general ledger, payroll, purchase order and financial reporting functions; coordinates
financial matters with departments for the Deputy City Manager.
Direct the coor nattn , planning, and developing of accounting and auditing operations and
related office procedures; directs the auditing of systems and internal controls; coordinates and
prepares work papers for required audits with Federal, State, County and City auditors.
Assists in the administration of the City annual budget;assists in coordinating the budgeting
activities of other departments; develops and administers the Finance Department budget.
Deveto s',departmental goals and objectives; recommends policies and implements procedures to
conduct activities;ensures that departmental functions are conducted in accordance with related
laws, ordinances, rules and regulations; assists in the development of comprehensive plans to
satisfy future needs for departmental services.
Prepares the City's annual reports of financial transactions; prepares other departmental and City
reports; maintains the General Ledger; ensures compliance with generally accepted accounting
principles; prepares Federal, State, County and City mandated reports.
5("�ICtPA1�S i�B �,, °�,2-R1111,!, �,w� ,.�„®, �,� W$C,y6 L
Class Specification
Associate Director of Finance
O-itors it pl with aPit& n.: g , ion e vrii to wir ``of '941
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inartc� " in v .H::, 14s
Keeps abreast of developments in the field of finance administration.
se et* department employees; plans and organizes work; develops and establishes work
methods and standards; conducts or directs the conduct of staff training and development;
reviews and evaluates employee performance; and recommends disciplinary action.
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 four-year college or university with major course work in accounting,
economics,business,or a closely related field; any combination of recent experience and training
equivalent to five years of progressively responsible professional experience in local governmental
accounting and finance, including at least one year in a supervisory capacity. A master's degree in
a related field or a CPA is desirable.
Knowledge, Skills and Abilities
Thorough knowledge of the principles and practices of municipal accounting, auditing, budgeting,
purchasing, and investments;generally accepted accounting principles; financial administration;
accounting and purchasing systems; principles and practices of supervision; modern electronic
and mechanical equipment and procedures. Ability to communicate clearly and concisely, both
orally and in writing; research and prepare complex reports on a variety of subjects;establish and
maintain effective financial controls;plan, direct,and coordinate a variety of accounting,auditing
and payroll functions; select, train, supervise and evaluate employees; perform professional
accounting level work; make decisions regarding operational and personnel functions; operate
programs within allocated amounts;analyze complex financial records and problems; understand,
explain and apply policies and procedures; analyze unusual situations and resolve them through
application of management principles and practices; assist in developing comprehensive plans to
meet future departmental needs/services; coordinate departmental functions with other
departments and outside agencies and auditors; assist in planning and enforcing a balanced
budget; assist in developing new policies impacting departmental operations/procedures; interpret
financial statements and cost accounting reports;prepare financial reports and meet the physical
requirements established by the City.
ociate Director of Finance
5% Salary Matrix
ice Assoc. Dir of Finance
$5,386.91 $5,656.26
Step II $5,661.05 $5,944.10
Step III $5,949.13 $6,246.59
Step IV $6,251.88 $6,564.47
Step V $6,570.02 $6,898.52
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AGENDA ITEM
TO: Honorable Chair and Members of the Personnel Board
FROM: Chet F. Anderson, Assistant Director-Water Operations
VIA: Merle Wynn, Acting Human Resources Manager
DATE: October 14, 2003
SUBJECT: REQUEST FOR OPEN RECRUITMENT-WATER UTILITY EQUIPMENT OPERATOR
This memorandum is to request a PROMOTIONAL recruitment process for the position of Water
Utility Equipment Operator in Azusa's Light and Water Division.
The current vacancy is in the Water Department and will provide a promotional opportunity for
existing Azusa staff. The candidate pool is strong and therefore the request is for an internal
"promotional' recruitment process.
O SESS1ONAIRIPtM—a.D
-AZUSA,
PERSONNEL ACTION REPORT
NEW HIRE/SEPARATION/RETIREMENT
NAME DEPT PROB* HIRE SEPARATION
REG' DATE DATE
Quinn Burgett Apprentice Line Mechanic UTL PROB 9-22-03
James Anderson Apprentice Line Mechanic UTL PROB 9-22-03
Michelle Starkey Police Dispatcher PD PROB 1-6-03 9-26-03
PROMOTION/FLEX PROMOTION/DEMOTION/TRANSFER
NAME CLASSIFICATION FRONTO DEPT
None
*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.E.
DATE: 10-14-03
1i .
RECRUITMENT PROGRESS REPORTLriCribsjrlam►
wC
Recruitment No CLASSIFCATION ,..' TYPE OPEN: CLOSE CURRENT'.STATUS #Apps #Accept Written1Practical Part-W Pass-W Pass-P Oral Intvw Part-OB, EL Lj
1 Police Dispatcher Cont 11-01-00 Cont. Awaiting interviews 230 176 09/24/03 9 9 Z
2 Police Officer—Lateral(updated) Cont 09-18-00 Cont. Accepting applications 15 13 N/A N/A N/A N/A W
3 Police Dispatcher—Lateral(updated) Cont 03-14-02 Cont. Accepting applications 5 4 N/A N/A N/A N/A Q
4 Information Technology Analyst Open 08-28-03 10-27-03 Accepting applications 55 Z
5 Meter Reader Open 09-08-03 09-25-03 Accepting applications 416 408 10/25/03 v
CO
6 Human Resources Director Open 09-13-03 10-20-03 Accepting applications
CA
7 Police Corporal Promo 09-17-03 10-13-03 Accepting applications 2 w
8 Building Inspector Open Waiting to post w FW-
**Rio Hondo College,Fullerton,Orange County Sheriff's Dept.,&Golden West. 0 C)
24-hour jobline;and U.S.Mail 250 agencies.
All announcements sent via:City e-mail;posted throughout the City;City Website.
October 14,2003
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