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Home My WebLink AboutHR Minutes: 07/13/17HUMAN RESOURCES COMMISSION REGULAR MEETING MINUTES THURSDAY, JULY 13, 2017 CALL TO ORDER — Chairperson Wong -Dion called the Regular Meeting to order at 5:30p.m. in the Emergency Operations Conference Room. PLEDGE OF ALLEGIANCE — Chairperson Wong -Dion :• _'_ _ _ • ut► :__ • _ •iii •� t ti PRESENT: Commissioners Dolan, Francone, McMahon, Rock, and Wong -Dion ABSENT: None PUBLIC COMMENTS — None present REPORTS FROM HUMAN RESOURCES COMMISSION MEMBERS — None REPORTS FROM CITY COUNCIL LIAISON — Mr. Sho Tay informed the Commission that on August 1, 2017 at 6:OOpm there will be a Sales Tax Study Session in the Council Chambers Conference Room. Administrative Services Director Hue Quach went on to notify the Commission that this presentation will address future challenges that the City will face in the next five years. One of the challenges that the sales tax measure would assist in addressing would be the Capital Improvement Fund. This fund includes the replacement and repair of equipment and infrastructure. It was indicated to Council that in the next five years these funds will significantly deplete. The sales tax study session presentation would further discuss the significant issues facing the City in the next few years. IkqFyA0tIllili7c\4A01#7_1Oki a. Approve the Regular Meeting Minutes of June 8, 2017. Recommended Action: Approve AYES: Commissioners Dolan, McMahon, and Rock, Wong -Dion NOES: None ABSTAIN: Commissioner Francone abstained as she was not at the June 8, 2017 meeting. ABSENT: None a. Revisions to the Existing Classification Specification for Public Works Inspector and New Classification of Senior Public Works Inspector as a Flexible Staffing Position. Recommended Action: Approve 07-13-2017 Tom Tait, Director of Public Works, presented the staff report. Tom Tait informed the Commission that the staff report before them was to propose a clean-up of the Public Works Inspector class specification and flex the position to include a Senior Public Works Inspector position. Tom first discussed cleaning the entry level inspector class specification to remove the certification requirement for the Water Distribution Grade 1 Certificate because this position does not require it under the current scope of duties. Tom further discussed adding a flexible staffing position of Senior Public Works Inspector which will have the requirements of at least five years of service and a Water Distribution Operator Grade 3 Certificate which will comply with current state requirements. When considering flexing the Public Works Inspector to Senior Public Works Inspector, all requirements will need to be met. This position was approved during the City Council budget process study session with a fiscal impact of $7,500 annually. There was a concern about how the choice is made if there were two equally qualified candidates for the position. Tom Tait and Administrative Services Director, Hue Quach discussed the selection process when determining the most qualified candidate for a flexible staffing position. The process of determining the need for the position to be moved into the journey level flexible position through which the department head reviews the candidate and determines if all the criteria are met for the position was discussed. It was also discussed that the flexible staffing of positions is an already established process to which no one has contested the results of the Department Head's determination and City Manager's concurrence. The process is consistently fair and all the bargaining unit representatives were in agreement when this process was first established. It was moved by Commissioner Rock, second by Francone, and carried on roll call vote to approve the revisions to existing classification specification of Public Works Inspector and new classification specification of Senior Public Works Inspector as a flexible staffing position. AYES: Commissioners Dolan, Francone, McMahon, Rock, and Wong -Dion NOES: None ABSENT: b. Revisions to the Existing Classification Specifications for Deputy Director of Development Services/ City Engineer, Community Development Administrator Buildinq Official, Building Technician Series, and Administrative Assistant Series within the Development Services Department Recommended Action: Approve Assistant City Manager/Director of Development Services Jason Kruckeberg presented the staff report. An on-going evaluation of service delivery and work load had allowed the department to bring forth the following recommendations to the Commission. The changes that occurred in recent years such as employees in senior management positions retiring, 07-13-2017 had caused the department to take an in-depth review and align staff better to continue to provide the services needed as well as provide opportunities for growth. The packet of changes represents an $89,000 annual savings in the first year. The first position discussed was the Deputy Director of Development Services/City Engineer. The change is merely a semantics change, with the changes to the class specification reflecting the job duties already undertaken by the incumbent. The next recommended change was to the Community Development Director class specification. This is similar to that of the Deputy Director request in that the position already takes on duties that are not listed in the class specification. Additionally, the changes also modernize the class specification given developments to technology such as GIS and an addition of permit software. Given the changes in the implementation of newer technologies, as well as oversight of the California Environmental Quality Act, it is also recommended that the managerial and supervisorial responsibility of Code Enforcement be removed and placed under the Building Official. The discussion of placing Code Enforcement under the Building Official was discussed. Many cities already have this type of structure, and it provides for a better staffing model. This staffing model allows for better response times and improved service delivery. Given the additional managerial oversight, it was recommended to City Council that the Building Official range be increased by 5%. None of the aforementioned changes will result in an increase to the overall staffing. It was also recommended that that a flexible staffing position of Senior Building Technician is added to the Building Technician series. The Development Services Department has developed a robust process for building permit tracking and issuance. With a lot more interface between the residents and Building technicians, the senior level position will allow for quality control of the new process and tracking system. Additionally, it will allow for another layer of promotion into this series. It was proposed that the Office Assistant classification be added to flexible staffing model for the Administrative Assistants. Currently, Office Assistants have no way to promote into Administrative Assistants unless they move through a recruitment process. Allowing this position to be placed into the flexible staffing model will allow the departments to retain the expertise that employees pick up during their tenure with the departments and promote succession planning. The Commissioners were appreciative of the daunting task of review and changes to the department that would allow for progressive services provided to residents. It was moved by Commissioner McMahon, second by Francone, and carried on roll call vote to approve the classification specification changes as presented for the Development Services Department. AYES: Commissioners Dolan, Francone, McMahon, Rock, and Wong -Dion NOES: None ABSENT: 07-13-2017 I_1#111i111:7N��rl Y Chairperson Pro -Tem Wong -Dion adjourned the meeting at 6:09 p.m. to Thursday, August 10, 2017, at 5:30 p.m. in the City Council Chambers located at 240 W. Huntington Drive, Arcadia. By: _ H u"t4ach Administrative Services Director Patti ong- ion Chairperson 07-13-2017