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HomeMy WebLinkAboutD-4 Staff Report - Changes to Civil Cervice RulesSCHEDULED ITEM D-4 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: SERGIO GONZALEZ, CITY MANAGER FROM: TALIKA M. JOHNSON, DIRECTOR OF ADMINISTRATIVE SERVICES DATE: DECEMBER 13, 2021 SUBJECT: CHANGES TO CIVIL SERVICE RULES FOR ACTING PAY, PROVISIONAL APPOINTMENTS AND CERTIFICATION OF ELIGIBILITY LISTS BACKGROUND: Civil services rules and related resolutions require revisions to be current with applicable laws and improve operational efficiencies. Amendments or revisions of these rules must be approved by the Personnel Board as recommendations to the City Council and shall be effective when adopted by the City Council. These proposed changes were reviewed by the Personnel Board at it special meeting on December 7, 2021 and are being recommended to the City Council for adoption. RECOMMENDATIONS: Staff recommends the City Council take the following actions: 1)Adopt the attached resolution amending the Civil Service Rules for acting pay and provisional appointments; and 2)Adopt the attached resolution amending the Civil Service Rules for certifying eligibility lists. ANALYSIS: Civil Service Rule 4.2.9 Acting Pay and Rule 5.7.6 Provisional Appointments limits such assignments to a maximum of 90 working days in any fiscal year. In order to align with current government codes and to better meet business needs, the 90 working days should be revised to 960 hours per fiscal year (which provides a clearer definition). Upon approval by the City Council, any additional Civil Service Rule sections that refer to the 90 working day limitation as it pertains to Acting Pay and Provisional Appointments shall also be revised to 960 hours per fiscal year. APPROVED CITY COUNCIL 12/13/2021 Civil Service Rule 5.6 Employment Lists states all employment lists should be certified by the Personnel Board Chairman. Permitting the Director of Administrative Services or Human Resources Manager, or their designee(s), to certify all eligibility lists instead, will allow hiring departments to advance sooner in filling their vacancies, thereby improving the recruitment process. The Azusa Personnel Board reviewed the attached resolution and recommends adoption by the City Council. FISCAL IMPACT: There is no impact to the Fiscal Year 2021/2022 budget. Prepared by: Reviewed and Approved: Shivali Mohan Talika M. Johnson Human Resources Manager Director of Administrative Services Reviewed and Approved: Sergio Gonzalez City Manager Attachments: (1) Resolution No. 2021-C58 Amending Acting Pay and Provisional Appointment (2) Resolution No. 2021-C59 Amending Rules to Certify Eligibility List (3) Civil Service Rule 4.2.9 Acting Pay (4) Civil Service Rule 5.7.6 Provisional Appointments (5) Civil Service Rule 5.6 Employment Lists RESOLUTION NO. 2021-C58 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AZUSA AMENDING THE CIVIL SERVICE RULES FOR ACTING PAY AND PROVISIONAL APPOINTMENT WHEREAS, the Municipal Code and Civil Services Rules of the City of Azusa require that amendments or revisions to the Position Classification Plan be approved by Resolution of the City Council; and WHEREAS, on December 7, 2021, the Personnel Board reviewed Civil Service Rule 4.2.9 Acting Pay and Rule 5.7.6 Provisional Appointments; and WHEREAS, the Personnel Board recommends the Acting Pay rule be changed from a limitation of 90 working days per fiscal year in the temporary assignment to 960 hours per fiscal year to align with Government Code §20480; and WHEREAS, the Personnel Board recommends the Provisional Appointment rule be changed from a limitation of 90 working days per fiscal year in the temporary assignment to 960 hours per fiscal year to align with Government Code §20480.; and WHEREAS, the Personnel Board recommends any additional Civil Service Rule sections that refer to the 90 working day limitation as it pertains to Acting Pay and Provisional Appointments also be revised to 960 hours per fiscal year to align with Government Code §20480. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Azusa does hereby adopt the following revisions in the City’s Civil Service System Rules: Section 1. Section 4.2.9 Acting Pay shall read as follows “An employee who is temporarily assigned with prior approval of the department head the duties of a position in a higher class for a period of more than five (5) consecutive working days shall be paid at the lowest range for the higher level class which provides at least a 5% increase but which does not exceed the top step of the range for the higher class. An employee who meets the five day requirement shall be paid at the higher rate from the first day of the temporary assignment. An employee shall not continue acting in a temporary assignment for more than 960 working hours in any fiscal year.” Section 2. Section 5.7.6 Provisional Appointments shall read as follows “In the absence of there being names of individuals willing to accept appointment pursuant to Rule 5.7.5, a provisional appointment may be made by the department head, with the concurrence of the Human Resources Office, of a person meeting the training and experience qualifications for the position. Provisional employees may be removed at any time without the right of appeal. No persons shall be Attachment 1 employed by the City under provisional appointment for a total of more than 960 working hours in any fiscal year.” Section 3. Any additional Civil Service Rule sections that refer to the 90 working day limitation as it pertains to Acting Pay and Provisional Appointments shall also be revised to 960 hours per fiscal year to align with Government Code §20480. The City Clerk shall certify the passage of this Resolution. APPROVED AND PASSED this 13th day of December, 2021. MAYOR OF THE CITY OF AZUSA I HEREBY CERTIFY that the foregoing Resolution was duly passed by the City Council of the City of Azusa at a regular meeting thereof held on the 13th day of December, 2021 AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: CITY CLERK OF THE CITY OF AZUSA RESOLUTION NO. 2021-C59 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AZUSA AMENDING THE CIVIL SERVICE RULES FOR CERTIFYING ELIGIBILITY LISTS WHEREAS, the Municipal Code and Civil Services Rules of the City of Azusa require that amendments or revisions to the rules be approved by Resolution of the City Council; and WHEREAS, on December 7, 2021, the Azusa Personnel Board reviewed Civil Service Rule 5.6 Employment Lists which states all lists must be certified by the Personnel Board Chairman; and WHEREAS, the Personnel Board recommends the rules be revised to allow all eligibility lists to be certified by the Director of Administrative Services or Human Resources Manager, or their designee(s). NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Azusa does hereby adopt the following revision to the Employment List rule in the City’s Civil Service System: Section 1. Section 5.6.1 Employment Lists shall read as “As soon as possible after the completion of an examination, the Human Resources Office shall prepare an employment list consisting of the names of candidates who qualified in the examination, arranged in order of final scores from the highest to the lowest qualifying score. All employment lists should be certified by the Director of Administrative Services or Human Resources Manager, or their designee(s)”. The City Clerk shall certify the passage of this Resolution. APPROVED AND PASSED this 13th day of December, 2021. MAYOR OF THE CITY OF AZUSA I HEREBY CERTIFY that the foregoing Resolution was duly passed by the City Council of the City of Azusa at a regular meeting thereof held on the 13th day of December, 2021. AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: Attachment 2 ABSENT: COUNCILMEMBERS: CITY CLERK OF THE CITY OF AZUSA Attachment 3 Attachment 4 Attachment 5