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HomeMy WebLinkAboutHR Meeting Minutes: 03/14/19 HUMAN RESOURCES COMMISSION REGULAR MEETING MINUTES THURSDAY, MARCH 14, 2019 CALL TO ORDER — Chairperson Michael Rock called the Regular Meeting to order at 5:31 p.m. in the Council Chambers. PLEDGE OF ALLEGIANCE — Chairperson Michael Rock ROLL CALL OF HUMAN RESOURCES COMMISSION MEMBERS PRESENT: Commissioners Francone, McMahon, Rock, and Tseng ABSENT: Pro Tem/Commissioner Dolan SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS — None PUBLIC COMMENTS — None REPORTS FROM HUMAN RESOURCES COMMISSION MEMBERS — None REPORTS FROM CITY COUNCIL LIAISON — Mr. Sho Tay informed the Commission that the City Council unanimously voted to put Sales Tax Measure A on the ballot for a June Special Election. The Sales Tax Measure was reviewed and recommended by the Citizens Financial Advisory Committee. 1. CONSENT CALENDAR a. Approve the Regular Meeting Minutes of September 13, 2018. Recommended Action: Approve AYES: Commissioners Francone, McMahon, Rock, and Tseng NOES: None ABSENT: Commissioner Dolan 2. REGULAR ITEMS a. New Job Specification for Tram Driver (Part-Time) Recommended Action: Approve Sara Somogyi, Director of Recreation and Community Services, presented the staff report. Sara Somogyi informed the Commission that the Recreation and Community Services Department currently uses Arcadia Transit and Arcadia Transit bus drivers for the regular programs. Because Development Services Department is getting a new fleet of buses, Recreation and Community Services would like to get two surplus buses to utilize and would need bus drivers for those buses. The buses would improve efficiencies with Recreation and Community Services programs because the Recreation and Community Services Department would not have to pull drivers and buses from the regular route of the Arcadia Transit program. Instead the department would have the flexibility of using their own drivers for their programs and services. 03-14-2019 Chairperson Rock asked how many buses total would be servicing the City including the addition of the two buses to the current fleet. Sara Somogyi replied that she was unsure of the number of new buses that Development Services Department would have, but her department would get two buses for their programs and services. Hue Quach indicated that he believes there are four vehicles currently in rotation that would be separate from Recreation and Community Services Department's two vehicles. Commissioner Tseng asked if there is a set amount of hours per week for the part time position, or if the hours would be as needed. Sara Somogyi responded that the hours would be as needed but she believes two positions for the entire year will be sufficient for the department's needs. It was moved by Chairperson Rock, second by Francone, and carried on roll call vote to approve the new job specification for Tram Driver (Part-Time). AYES: Commissioners Francone, McMahon, Rock, and Tseng NOES: None ABSENT: Commissioner Dolan b. Recommendation to approve the new classification specification for Senior Accountant and Accountant as a flexible position in the Accountant series and Reclassify Accountant as Management Classification. Recommended Action: Approve Hue Quach, Administrative Services Director, presented the staff report. Hue Quach explained to the Commission that the Senior Accountant portion of the job specification is new. Differences include that the Accountant is entry level and the Senior Accountant requires at least 3 years of experience and would assume a supervisory role. The intent in creating the flexible position is for a path of succession planning. Currently, an Accountant with us with 4 or 5 years has no upward path for that position to go into because of the current structure where there is an Accounting Supervisor. The Accountant would never be able to step up to the Supervisor position because the Supervisor position requires managerial experience which the Accountant position never had. This new job specification would allow us to reorganize the division to not fill a Supervisor position but instead make it two Senior Accountant positions where each of the Senior Accountants would supervise current staff. The move as proposed will save the City some money initially. The other request for the Commission is to approve the Reclassification of the current Accountant position to a managerial position, making it exempt because of the after hours work that this position requires. The Associations were notified of the change and have agreed. Commissioner Tseng asked if the position is designed for succession planning and the Accountant would grow into the Senior Accountant because the Senior Accountant requires the supervisory experience, how would the Accountant get the managerial experience in the current work status? Hue Quach responded that based 03-14-2019 on the current job specification, the Accountant does not have that supervision and would not be able to obtain that experience in order to move to that next spot. Commissioner Tseng asked to confirm that the City would still have the ability to hire from the outside. Hue Quach confirmed that this is correct. We would not be adding bodies at this time, this position will add an extra step of Senior Accountant that would allow the Accountant level to gain the managerial experience to then step into a Supervisor role eventually. Commissioner Tseng asked if there was a time urgency to getting the job specification approved and asked if the person in the Supervisor position shown in the organization chart is looking to move on? Hue Quach responded that because of timing with the Financial Manager retiring and budget season, there is an opportunity to reorganize the division. Commissioner Francone referenced the organization chart and asked what the plan is for the positions. Hue Quach replied that the Financial Services Manager position would remain the same. What would change is under the Financial Services Manager, there would be two Senior Accountants. The Accounting Supervisor would not be filled. The Senior Accountants would be supervising the clerical accounting positions. Commissioner Francone commented that based on the organization chart, although the Senior Accountant would be management, who would the position manage in the department? Hue Quach responded that the Senior Accountant level would supervise the clerical accounting positions. Commissioner Rock suggested that in the future the organization charts show as it is now, and as it is proposed to be. Commissioner Francone asked if there was anyone in mind for the position. Hue Quach indicated that the individual would have to test for the position and go through the recruitment process. Commissioner Tseng asked if we are converting the incumbent to a Senior Accountant or keeping one Accountant. Hue Quach replied that we will likely convert the Accountant to a Senior and not fill for an Accountant, but we still have the flexibility to do so in the future. It was moved by Commissioner Tseng, second by McMahon, and carried on roll call vote to approve the new classification specification for Senior Accountant and Accountant as a flexible position in the Accountant series and Reclassify Accountant as Management Classification. AYES: Commissioners McMahon, Rock and Tseng NOES: Commissioner Francone ABSENT: Commissioner Dolan 03-14-2019 ADJOURNMENT Chairperson Rock adjourned the meeting at 6:03 p.m. to Thursday, April 11, 2019, at 5:30 p.m. in the City Council Chambers located at 240 W. Huntington Drive, Arcadia. //J ��'► ` O�� Mihae ' • Chairpz on - 1 - By: _____ 'TM 41111 Human Resources Administrator 03-14-2019