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HomeMy WebLinkAboutHR Agenda: 09/08/2022CITY OF ARCADIA Human Resources Commission Regular Meeting Agenda Wr E�1,60 Thursday, September 8, 2022, 5:30 p.m. Location: Arcadia City Council Chambers 240 West Huntington Drive, Arcadia CA 91066 Pursuant to the Americans with Disabilities Act, persons with a disability who require a disability related modification or accommodation in order to participate in a meeting, including auxiliary aids or services, may request such modification or accommodation from the Administrative Services Department at (626) 574-5405. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to assure accessibility to the meeting. 7 a 7�AVAU?i'Ailo:t3 f kr P1 7i1 liSCh *166� -°i (626) 574-5405 i ff=-ti7 48 +A;fAWTnAV3TAK*%w 6�1�1'f�4�sc#dJ, sA11�UI���1�hAyiX, Pursuant to the City of Arcadia's Language Access Services Policy, limited -English proficient speakers who require translation services in order to participate in a meeting may request the use of a volunteer or professional translator by contacting the City Clerk's Office at (626) 574-5455 at least 72 hours prior to the meeting. Ji�1�R7�J1.�7ErYi9hiaR1��9A&#�Scl fiiP$��7�G�#��ifi�AEi��t�G�hA�tiXA5h75fi#�tiZP�T4`�&7€f'r. c�,�: 626-574-5455) 72/JNn1%ffio*. CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL: Tina Lee Rodriguez, Chairperson/Commission Member Lula Eskander, Chairperson Pro Tem/Commission Member Kaitlyn Jeong, Commission Member Michael Rock, Commission Member H. Sueyen McMahon, Commission Member SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS PUBLIC COMMENTS (5 minute time limit per person) Any individual wishing to speak before the Human Resources Commission is limited to five (5) minutes per person, unless waived by the Human Resources Commission. Under the Brown Act, the Human Resources Commission is prohibited from discussing or taking Any writings or documents provided to a majority of the Human Resources Commission regarding any item on this agenda will be made available for public inspection at the Administrative Services office located at 240 W. Huntington Drive, Arcadia, California, during normal business hours. action on any item not listed on the posted agenda. The matter may automatically be referred to staff for appropriate response or action or may be placed on the agenda of a future meeting. REPORTS FROM HUMAN RESOURCES COMMISSION MEMBERS REPORTS FROM CITY COUNCIL LIAISON 1. CONSENT CALENDAR All matters listed under the Consent Calendar are considered to be routine and can be acted on by one roll call vote. There will be no separate discussion of these items unless members of the Commission, staff, or the public request that a specific item be removed from the Consent Calendar for separate discussion and action. a. Approve the Regular Meeting Minutes from August 11 2022 Recommended Action: Approve 2. REGULAR ITEMS a. Establishment of New Senior Fire Prevention Specialist Classification Specification and Flexible Staffing Series Recommended Action: Approve ADJOURNMENT The Human Resources Commission will adjourn this meeting to October 13, 2022, 5:30 p.m. in the City Council Chambers located at 240 W. Huntington Drive, Arcadia. HUMAN RESOURCES COMMISSION REGULAR MEETING MINUTES THURSDAY, AUGUST 11, 2022 CALL TO ORDER — Chairperson Jeong called the Regular Meeting to order at 5:30 p.m. in the City Council Chambers. PLEDGE OF ALLEGIANCE — Chairperson Kaitlyn Jeong ROLL CALL OF HUMAN RESOURCES COMMISSION MEMBERS PRESENT: Commissioners Jeong, Rodriguez, Eskander, Rock, and McMahon ABSENT: None SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS — None PUBLIC COMMENTS — None REPORTS FROM HUMAN RESOURCES COMMISSION MEMBERS — None REPORTS FROM CITY COUNCIL LIAISON — Council Member Michael Danielson thanked the Human Resources Commission Members for their valued service to the community. CONSENT CALENDAR a. Approve the Special Meeting Minutes from June 15 2022. Recommended Action: Approve AYES: Commissioners Jeong, Rodriguez, Eskander, Rock, and McMahon NOES: None ABSENT: None 2. REGULAR ITEMS a. Selection of Chairperson and Chairperson Pro Tern for Fiscal Year 2022-23 Recommended Action: Appoint Chairperson Jeong asked whether there were any nominations for Chairperson. Commissioner Rock nominated Commissioner Rodriguez. It was seconded by Commissioner McMahon. Chairperson Jeong asked whether there were any nominations for Chairperson. Commissioner Rock nominated Commissioner Eskander. It was seconded by Commissioner Rodriguez. The selection of Chairperson Rodriguez and Chairperson Pro Tern Eskander for Fiscal Year 2022-23 was carried on roll call. Roll Call: AYES: Commissioners Jeong, Rodriguez, Eskander, Rock, and McMahon NOES: None 08/11 /2022 ABSENT: None b. Revised Classification Specification for Library Services Manager. Recommended Action: Approve Library & Museum Services Director Darlene Bradley presented this item. The Library Services Manager position has not been updated since 2003. Over the last 10 years, the classification duties have drastically changed by doing more personnel recruitments, hiring, training, contracts, licensing, and following public sector procedures, all while managing different sections within the Library. There are two people who fill the position in the Library and they run the day to day activities of the Library since the Director position is split between running the Museum and also running the Library, so the position is also important for succession planning. One of the revisions to the specification includes a desired background in business or public administration, as this background is very important for the business part of the job. Commissioner Rock asked what is meant by the language in the staff report which states this position will replace furnishings to better serve the community. Library & Museum Services Director Darlene Bradley stated there was a community needs assessment in 2015 and the community wanted more seating in the Library. After school, the Library has 300 or more people, so the Department had to figure out how to reconfigure the Library with the same space but with more seating. Commissioner McMahon mentioned the staff report states the incumbent would perform any one or all of the duties, as assigned, and wanted to know if this means that if the incumbent performs only one function, they can fill the position. Library & Museum Services Director Darlene Bradley stated the Library Services Manager should have the ability to fill marketing/outreach and Library technology. It is not that the Manager would be doing all job duties at all times, but they should have some understanding of the innerworkings of the Library as a whole. Human Resources Administrator Anely Williams clarified that the job classification itself states the Library Services Manager would be assigned to oversee one or more service/program areas, as needed. What the Department is hoping to accomplish is to show that, generally, each Library Services Manager would be overseeing one large Division in the Department, but where there is opportunity to cross -train or fill-in other areas, the flexibility was added to the job specification. Commissioner McMahon stated the Minimum Qualifications section of the job specification includes language about desirable education or experience and wondered if it should go somewhere else in the job specification. Human Resources Administrator Anely Williams clarified that, generally, our job specifications include desired qualifications in this section so that it does not get lost somewhere else in the specification. We want to ensure that when people are looking at the job specification, and their attention is drawn to the minimum qualifications, they will know what is also desired. Commissioner McMahon mentioned the specification also includes language about highly desirable experience working with people with addiction, mental illness, or homelessness but not many people have that kind of qualification, so by putting this desired qualification under Minimum Qualifications, it may discourage someone from 08/11/2022 applying. Library & Museum Services Director Darlene Bradley stated that public libraries have experienced these areas for over 30 years. Librarians do not traditionally think about these areas, but in public libraries, this is something we are all well aware of. It was moved by Commissioner Rock, seconded by Commissioner Jeong, and carried on roll call to approve the revisions to the Library Services Manager classification specification. Roll Call: AYES: Commissioners Jeong, Rodriguez, Eskander, Rock, and McMahon NOES: None ABSENT: None ADJOURNMENT Chairperson Rodriguez adjourned the meeting at 5:52 p.m. to Thursday, September 8, 2022, at 5:30 p.m. in the City Council Chambers located at 240 W. Huntington Drive, Arcadia. 0 Anely Williams Human Resources Administrator Tina Lee Rodriguez Chairperson 08/11 /2022 STAFF REPORT Fire Department DATE: September 8, 2022 TO: Members of the Human Resources Commission FROM: Barry Spriggs, Fire Chief SUBJECT: ESTABLISHMENT OF NEW SENIOR FIRE PREVENTION SPECIALIST CLASSIFICATION SPECIFICATION AND FLEXIBLE STAFFING SERIES Recommendation: Approve SUMMARY The Community Risk Reduction Division (CCR) has seen its scope of services evolve and expand throughout the years. This is due to an unprecedented level of activity in development and construction within the City of Arcadia. To maintain adequate service levels, the Fire Department is proposing the creation of a new Senior Fire Prevention Specialist position that would be part of a flexible staffing series to better fit the Department's needs. It is recommended that the Human Resources Commission approve the new classification specification for the aforementioned position to enhance departmental functions and efficiency and promote staff growth and development. DISCUSSION Since 2004, the CCR has seen an increase in both the quantity and complexity of new construction and fire inspection requirements. The staffing level, however, has not increased since that period. Additionally, the current staffing structure of the CRR provides limited opportunities for succession planning and employee development. The establishment of a Flexible Staffing series to include the existing Fire Prevention Specialist and the newly proposed Senior Fire Prevention Specialist classification will address these vital elements within the division. This Flexible Staffing structure will provide opportunities for growth with the possibility of moving into the higher level position within the series within one to two years, depending upon their success in the position. Further, the establishment of the Senior Fire Prevention Specialist is being proposed as an upgrade to the current Fire Prevention Specialist to aid in supervisory responsibilities, staff development, and succession planning. Accordingly, the incumbent Fire Prevention Specialist is expected to assume the new Senior Fire Prevention Specialist position. This position will possess enhanced qualifications with respect to experience and certification requirements and will be managed by the Fire Marshal and provide supervision existing Fire Prevention ESTABLISHMENT OF NEW SENIOR FIRE PREVENTION SPECIALIST CLASSIFICATION SPECIFICATION AND FLEXIBLE STAFFING SERIES Page 2 of 2 Aide positions. For job requirements, the Senior Fire Prevention Specialist position will require a minimum of five years of experience in the field of fire prevention. Certifications for International Code Council Fire Inspector I, Fire Inspector II, and Fire Plans Examiner will also be required. Finally, the recommended changes have been discussed with the Arcadia City Employees' Association, and they have agreed to the proposed changes. FISCAL IMPACT The Senior Fire Prevention Specialist position would be placed at salary range number 71 which starts at $7,048/month to $8,805/month and would result in an increase of approximately $6,117.54 in Fiscal Year 2022-23. However, the additional cost was addressed and incorporated into the adopted City of Arcadia's Fiscal Year 2022-23 Operations Budget. RECOMMENDATION It is recommended that the Human Resources Commission approve the Fire Department's new classification specification for a Senior Fire Prevention Specialist position and establish a Flexible Staffing series to include the existing Fire Prevention Specialist and new Senior Fire Prevention Specialist. Concur: Dominic Lazzaretto, City Manager Attachment: New Class Specification - Senior Fire Prevention Specialist CITY OF ARCADIA SENIOR FIRE PREVENTION SPECIALIST Under general supervision, to perform a variety of community risk reduction tasks including fire code enforcement and fire safety education program administration; to inspect construction projects for compliance with applicable fire and life safety codes and standards; and to train fire suppression personnel to conduct inspections. May serve as a lead to lower level employees including: Prioritizing and assigning work, and training employees on work methods and procedures. EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES Coordinate and participate in the Community Risk Reduction's safety education activities; provide training on general safety and risk reductions programs, fire and life safety codes, and inspection practices. Develop and deliver community risk reduction educational programs to local schools, community groups, and members of the general public. Respond to requests from schools, businesses, organizations and the general public for fire safety, injury prevention and community preparedness information, literature and materials. Conduct inspections of buildings and property for fire hazards, efficiency of fire protective equipment, adequacy of fire exits, and general compliance with fire prevention laws and standards; advise property owners on the removal of fire hazards; enforce compliance to correct hazards. Conduct field inspections of new construction. Provide technical assistance to contractors, architects, engineers, developers and the public. Evaluate existing and proposed fire protection systems. Take appropriate measures to promote and enforce full compliance with fire prevention codes, ordinances, laws, and regulations. Issue warnings, notices, and citations. City of Arcadia Senior Fire Prevention Specialist Continued Pajze 2 of 4 Supervise and assist in the preparation and maintenance of detailed inspections reports, technical reports and statistical data. Provide advice regarding hazardous processes, operations, and hazardous materials requirements. Receive and investigate complaints regarding fire violations; recommend corrective actions. Check and review building plans prior to issuance of permits; review construction and permit documents in relation to fire prevention laws and codes. Maintain a variety of records, files and maps related to fire prevention and safety activities and programs. OTHER JOB RELATED DUTIES Perform related duties and responsibilities as assigned. JOB RELATED AND ESSENTIAL QUALIFICATIONS Knowledge of: Principles and techniques related to fire science particularly in the areas of fire prevention and fire code enforcement. Modern principles and practices of fire prevention and suppression. Principles and techniques used in the development and implementation of community risk reduction programs. Fire hazards and the related prevention and abatement methods. Methods and techniques of building construction. Principles of water hydraulics. Chemistry of hazardous materials. Applicable local, State, and Federal laws, regulations and standards related to community risk reduction education programs and services. Occupational hazards and standard safety practices necessary in the area of fire inspection. Public relations as related to obtaining cooperation and compliance to regulations and statutes. City of Arcadia Senior Fire Prevention Specialist /Continued) Page 3 of Skill to: Operate modern office equipment including computer equipment. Operate a motor vehicle safely. Ability to: Conduct fire inspection and code enforcement work. Enforce regulations firmly, tactfully, and impartially. Attend meetings, trainings and conferences to promote the Department's community safety, injury prevention, wellness, wildfire protection and preparedness programs. Deal effectively with property owners, managers and the general public in difficult work situations. Detect fire hazards and make recommendations on ways to prevent and eliminate fire hazards. Properly interpret and make decisions in accordance with laws, regulations and policies. Use various media, technology, communication and dissemination techniques and methods to communicate. Read and interpret blueprints. Prepare and maintain accurate and complete records. Prepare clear and concise reports. Respond to requests and inquiries from the general public. Observe and record findings during inspections. Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs. Communicate clearly and concisely, both orally and in writing. City of Arcadia Senior Fire Prevention Specialist (Continued) Page 4 of 4 Minimum Oualifications: Experience: Five years of progressively responsible experience related to community risk reduction, fire prevention, plan review, and/or inspections experience. Training: Bachelor's Degree in a related field. License or Certificate: Possession of ICC Fire Inspector I and II, and Fire Plans Examiner certification or equivalent. Possession of or ability to obtain PC 832 certification within probationary period. Possession of CPR Certification issued by the American Red Cross or the American Heart Association within probationary period. Possession of an appropriate, valid driver's license. Obtain National Incident Management System (NIMS) Certifications IS 700 and IS 800 within six months of appointment. Obtain Incident Command System (ICS) Certification in ICS 100 and ICS 200 within six months of appointment. Special Requirements: Essential duties require the following physical skills and work environment: Ability to sit, stand, walk, run, kneel, crouch, stoop, squat, crawl, twist, climb, and lift 501bs.; exposure to cold, heat, noise, outdoors, vibration, confining work space, chemicals, explosive materials, mechanical hazards, and electrical hazards; ability to travel to different sites and locations; availability for shift work, on -call, and stand-by. Effective Date: TBD