HomeMy WebLinkAboutAgenda Packet - January 25, 2005 - PB - -
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 Cathy Hanson,Extension 5183, to make inquiry concerning the
nature of the item described on the agenda.
DATE: January 25, 2005
TIME: 7:00 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
['Jake Bushey, Chair [' Frank Allen, Vice Chair ['Joseph Guarrera ['Leslie Dierking
Others Present
[' Cathy Hanson, Director of Human Resources/Personnel Officer
[' Others
3. APPROVAL OF MINUTES: January 11, 2005
4. CLOSED SESSION:
A. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code, '54957):
Title: Library Assistant III
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B. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code,'54957):
Title: Librarian
C. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code;54957):
Title: Apprentice Line Mechanic
D. Public Employee Performance Evaluation : Flexible Staffing Promotion(Pursuant to Cal. Gov.
Code, '54957)
Title: Facility Maintenance II
5. OPEN SESSION:
A. Salary Adjustment Request: (pursuant to the Azusa Municipal Code, Chapter 2-
Administratiaon, 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 Section 4.3 Salary Adjustments of the Rules of
the Civil Service System} ASSISTANT CITY MANAGER SALARY SCHEDULE
B. 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)- DIRECTOR OF INFORMATION
TECHNOLOGY
C. Reclassification Request: (pursuant to Sections 3.8 Reclassification and 3.9 Request for
Reclassification of the Rules of the Civil Service System) - DIRECTOR OF INFORMATION
TECHNOLOGY
D. Personnel Action Report- Informational
E. Recruitment Progress Report- Informational
F. PUBLIC COMMENT: Person/group will be limited to five (5) minute maximumtime to orally
present their purpose.
G. COMMENTS,UPDATES AND/OR REPORTS:PERSONNEL BOARD MEMBERS AND/OR STAFF.
H. ADJOURNMENT
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AZUSAI
CITY OF AZUSA
MINUTES OF THE PERSONNEL BOARD
January 11, 2005
A regular meeting of the Personnel Board was called to order at 7:16 p.m. in the West Wing Conference Room by Jake
Bushey, Chair.
ATTENDANCE Personnel Board Members: Jake Bushey (Chair), Frank Allen (Vice Chair), Leslie Dierking,
Joseph Guarrera
Staff Liaison: Director of Human Resources
Also Present: Director of Utilities Joseph Hsu, Director of Public Works William Nakasone
APPROVAL OF MINUTES Allen/Guarrera-to approve the minutes
December 14, 2004
Merit Increases, Regular Guarrera/Dierking-to recommend approval of merit increases, regular appointment and/or
appointment and/or flexible staffing promotional appointments for the following employees. Pursuant to the
Flexible Staffing Promotion Performance Appraisal Procedures, Board members further directed the Personnel Officer to
Appointment request further documentation for Agenda Items 4.B. They requested the supplemental
Recommendations documentation by January 25, 2005.
4.a. Merit Increase and/or Regular Appointment Recommendations
Name Class Dept Type of Range/Step
Action/Effective Base
Date Monthly
Dewayne Eldridge Police Corporal PD Reg Appt. 6106/5
12-16-04 $5,900.00
Marc Gonzales Recreation RFS Merit Inc 4151/4
Coordinator 12-22-04 $3,113.98
4.b. Request for Supplemental Documentation:
Name Class Dept.
Edic Alaverdian Building Inspector CD
4.c. Request for Corrected Flexible Staffing Promotional Appointment Recommendations
Name From Classification/ Dept Effective Range/Step
To Classification Date Base Monthly
Jason Tingley Facility Maintenance Worker I to PW 01-02-05 4163/5
Facility Maintenance Worker II $3,573.41
SALARY ADJUSTMENT Guarrera/Dierking-pursuant to Section 4.3 Salary Range Adjustments of the Rules of the
Director of Finance Civil Service System
NEW CLASSIFICATION Guarrera/Dierking-pursuant to Section 3.3 Preparation and Content of Class
Transportation Supervisor Specifications and Section 3.5 Adoption of Plan of the Rules of the Civil Service System
RECRUITMENT REQUEST- Dierking/Allen-pursuant to Section 5.5.2. Open Competitive Examinations, of the Rules
OPEN of the Civil Service System
Accountant
RECRUITMENT REQUEST- Guarrera/Dierking-pursuant to Section 5.5.2. Open Competitive Examinations, of the
OPEN Rules of the Civil Service System
Director of Finance
RECLASSIFICATION Guarrera/Dierking-pursuant to Section 3.8. Reclassification, of the Rules of the Civil
REQUEST Service System,
Transportation Supervisor
SALARY REQUEST: Allen/Guarrera-(pursuant to the Azusa Municipal Code, Chapter 2-Administration,Article
Special Project Compensation V-Board 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)
ADJOURNMENT Allen/Dierking-to adjourn the meeting at 7:44 p.m.
OPEN SESSION AGENDA ITEM NO: 3
DATE APPROVED: 1-25-05
Page 1 of 1
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HUMAN RESOURCES
INTEROFFICE MEMORANDUM
To: Honorable Chair and Members of the Personnel Board
From: Cathy Hanson, Director of Human Resources
Date: January 11, 2005
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 Amparo Vazquez Library Assistant III LB Merit Inc 4150/5
06-09-04 $3,160.56
B Felicia Miller Librarian LB Merit Inc 4175/4
09-05-04 $3,822.36
C Armando Solis Apprentice Line Mechanic UTL Reg Appt/Merit Inc 5204/2
1-19-05 $4,667.07
CLOSED SESSION AGENDA ITEM: 4. A - C
DATE: 1-25-2005
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TO: Honorable Chair and Members of the Personnel Board
FROM: Cathy Hanson, Director of Human Resources
DATE: January 11, 2005
SUBJECT: Flexible Staffing Promotion Recommendations
Pursuant to the rules of the Civil Service System the Director of Public Works Bill Nakasone 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
D Jason Tingley Facility Maintenance Worker I Facility Maintenance Worker 11 PW 1-2-05 4163/5
$3,573.41
CLOSED SESSION ITEM: 4. D.
DATE: 1-25-2005
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AGENDA ITEM
TO: PERSONNEL BOARD
FROM: JOSEPH F. HSU, INTERIM CITY MANAGER
VIA: CATHY A. HANSON, DIRECTOR OF HUMAN RESOURCES
DATE: JANUARY 24, 2005
SUBJECT: REQUEST FOR SALARY ADJUSTMENT FOR ASSISTANT CITY MANAGER
RECOMMENDATION
It is recommended that the Personnel Board approve a salary adjustment for Assistant City
Manager from $8,653.60 per month to $10,834.00 per month effective January 26, 2005.
BACKGROUND
The responsibility and the span of supervision for the current position have greatly increased
over the recent past. The most significant change in the scope of responsibility for this
position has been the leading role this position plays in the economic development and
redevelopment projects, due partly to organizational down sizing, and partly due to more
than usual amount of development projects currently in progress. Another justification is
from recent job market survey which clearly indicates the current salary for this position in
Azusa is way below the market. A copy of the survey is attached for your reference.
FISCAL IMPACT
The monthly increase of$2,180.40 will be absorbed through the Redevelopment Agency's
current and future budgets. The new top step for the ACM salary range will be $10,834.00.
OPEN SEv iQN AGENDA ITEM 3.
DATE-' 2S-
ri--;:',-,--, ...11,1 Sud sPQPUI.A ASSC � ACM DIR. OF REDEV./COMM.DEV.
HI � _ e
Average Average
Alhambra Dec-04 91,600 119,388 126,660
$123,480.00 $110,355.00
Azusa Dec-04 47,500 103,843 97,247
Baldwin Park Dec-04 75,837 New Position Dir. Comm 99,600 vacant
Claremont Dec-04 34,000 127,188 City Mgr is Exec. Dir. (
Covina Dec-04 49,000 123,924 101,844
Duarte Dec-04 21,000 122,316 117,160
El Monte Dec-04 121,000 N/A 88,932
Glendora Dec-04 51,500 114,844 106,239 Redev Mgr
Irwindale Dec-04 1,500 117,492 96,432 Dir. of Plan
LaVerne Dec-04 32,483 112,498 City Manager
Monrovia Dec-04 37,000 127,128 118,260
San Dimas Dec-04 36,728 110,784 110,784
San Gabriel Dec-04 40,053 140,532 Deputy/ACM
West Covina Dec-04 106,379 142,188 137,640
TOTAL $1,358,282/11 $1,103,551/10
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AGENDA ITEM
TO: PERSONNEL BOARD
FROM: ROBERT PERSON, ASSISTANT CITY MANAGER
VIA: CATHY A. HANSON, DIRECTOR OF HUMAN RESOURCES
DATE: JANUARY 20, 2005
SUBJECT: NEW CLASS SPECIFICATION OF DIRECTOR OF INFORMATION
TECHNOLOGY
RECOMMENDATION
It is recommended that the Personnel Board adopt the new classification of Director
of Information Technology.
BACKGROUND
After a recent in depth Information Services Review done by an outside consultant,
and the departure of a highly skilled staff member it became clear a review of the IT
organizational structure was needed. The recommendation from this review is the
creation of a centralized IT Department, with appropriate classifications added to
support the Department. One of these classifications is the creation of the Director
of Information Technology.
Based on that recommendation, a job specification has been developed (attached).
This position will provide leadership to the IT Department, report to the City
Manager's Office and will be part of the City's Executive Class.
Additional changes to the IT Department's classifications were approved by the
Personnel Board at their December 14, 2004 meeting.
FISCAL IMPACT
The proposed monthly Salary range for this position will be determined by the City
wide Salary Survey that will be conducted by a consultant. The expected completion
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date of this survey is no later than July 1, 2005. The Personnel Board will be apprised
of the salary at the completion of the survey and prior to the reclassification of the
current Information Systems Manager is implemented.
I ' s Adopted:
R4.ge Number:
CITY OF AZUSA
Director of Information Technology
DEFINITION
Under direction, plans, organizes and manages the budget and staff activities of the Information Systems
Department. 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. Performs related duties as required.
CLASS CHARACTERISTICS
Reporting to the City Managers Office and part of the city's Executive Class,this position gives leadership to
the Information Technology Department; also a key member of the City's management team with the
primary responsibility for fostering an organization and work environment emphasizing the value of
technology.
ESSENTIAL FUNCTIONS
Plans and manages the City's centralized automated systems and related services, including personnel and
equipment ; 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,financial systems,
library systems, network and all other distributed systems.
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 wr' i policies and procedures for acquisition, velopment, implementation,
modification, and use of systt!'lSs and services. \r
Oversees the operations of computer, network and telecommunication systems, ensuring adequate
security, performance and reliability.
Class Specification
Director of Information Technology
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 department 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 department 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 six
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 drivers license and a satisfactory driving
record. Ability to work in a standard office environment; ability to travel to different sites and locations.
L.
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AGENDA ITEM
TO: PERSONNEL BOARD
FROM: ROBERT PERSON, ASSISTANT CITY MANAGER
VIA: CATHY A. HANSON, DIRECTOR OF HUMAN RESOURCES
DATE: JANUARY 20, 2005
SUBJECT: RECLASSIFICAITON
RECOMMENDATION
It is recommended that the Personnel Board approve the reclassification of Ann Graf-
Gaynor from the position of Information Systems Manager to Director of Information
Services.
BACKGROUND
After a recent in depth Information Services Review done by an outside consultant,
and the departure of a highly skilled staff member it became clear a review of the IT
organizational structure was needed. The recommendation from this review is the
creation of a centralized IT Department, with appropriate classifications added to
support the Department. One of these classifications is the creation of the Director
of Information Technology.
Based on that recommendation, a job specification has been developed. This
position will provide leadership to the IT Department, report to the City Manager's
Office and will be part of the City's Executive Class.
Prior to this review and the establishment of a stand alone IT Department, centralized
leadership for the IT Department has been provided by the Information Systems
Manager who has been acting or assigned an interim position as the Chief Information
Officer since March 31, 2003.
The in depth review recommended the permanent creation of a leadership position
with the title of Director of Information Technology. Since Ms. Ann Graf-Gaynor has
OPEN SESSION AGENDA ITEM-6,2C
been successfully providing leadership to the IT Department including assisting the
consultant with a recommendation for the newly created department, I am
recommending she be reclassified to the new position of Director of Information
Technology. Her compensation in the new classification will be determined and sent
to the Personnel Board for review at the completion of the City wide salary survey.
FISCAL IMPACT
The additional salary and benefits cost for this position will be absorbed in the current
IT Department budget.
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PERSONNEL ACTION REPORT
NEW HIRE/SEPARATION/RETIREMENT
NAME DEPT PROB* HIRE SEPARATION
REG* DATE DATE
Elizabeth Lorusso Account Specialist I (Job Share)-Business Lic. CD PROB 1-24-05
PROMOTION/FLEX PROMOTION/DEMOTION/TRANSFER
NAME CLASSIFICATION FROM/TO DEPT PROB*
REG*
None to Report
*PROB. =Probationary Status
*REG =Regular Appointment
CC =City Clerk
CD =Community Development
CS =Community Services
FN =Finance
HR =Human Resources
LB =Library
PD =Police
PW =Public Works
RD =Redevelopment
UTL =Utilities
OPEN SESSION AGENDA ITEM: 53>
DATE: 1-25-04
RECRUITMENT PROGRESS REPORT11611
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11.
NO. CLASSIFCATION TYPE OPEN CLOSE CURRENT STATUS #Apps #Accept Written/ Part-W Pass-W Pass-P Oral Part- EL L
Practical Interview OB 2
1 Police Dispatcher- Entry level Open 5/16/04 Cont. Trib Ad-5/16/04 8 0
2 Police Dispatcher - Lateral Open 5/16/04 Cont. Trib Ad-5/16/04 9 2 NA NA NA NA Pending Z
Co
3 Police Officer - Lateral Open 5/16/04 Cont. Trib Ad-5/16/04 5 2 NA NA NA NA Pending w
co
4 Senior Librarian Open 8/16/04 Pending Trib Ad-8/15/04 7 3 NA NA NA NA Pending Zto
5 Line Mechanic Open 8/19/04 Open Times-8/22/04 9 2 NA NA NA Pending Pending 0 c
6 Assistant Director of PW/City Open 11/1/04 Open JA, Times 18 18 NA NA NA NA Jan 6 & 18 12
Engineer 10, 2005
7 Police Officer Academy removed Open On hold Cont./hold NA NA NA NA
temporarily
8 Customer Care Operations Open Pending NA NA NA NA
Supervisor
9 Director of Finance- No longer Open 9/21/04 11/24/04 West Cities, JA 10 10 NA NA NA NA 1/24/05
Contract (Civil Service)
11 Street Maintenance Worker I Open 1/10/05 Open Trib Ad-1/9/05 11
12 Water Production Maint Mechanic Open Pending
**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.
January 15, 2005