Agenda Report
Fullerton City Council
MEETING DATE: JULY 19, 2022
TO: CITY COUNCIL / SUCCESSOR AGENCY
SUBMITTED BY: ERIC J. LEVITT, City Manager
PREPARED BY: EDDIE MANFRO, DIRECTOR OF HUMAN RESOURCES
Laura Giannetti-Mercer, Human resources manager II
SUBJECT: PERSONNEL CLASSIFICATION PLAN UPDATE RELATING TO OF EMERGENCY PREPAREDNESS COORDINATOR AND HUMAN RESOURCES / RISK MANAGEMENT ANALYST POSITIONS
SUMMARY
Proposed amendments to the City of Fullerton personnel classification plan establishing the classification of Emergency Preparedness Coordinator and revising the class specification of Human Resources / Risk Management Analyst (HR / RM Analyst).
RECOMMENDATION
Adopt Resolution No. 2022-XXX.
RESOLUTION NO. 2022-XXX - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FULLERTON, CALIFORNIA, ADOPTING, UPDATING AND DELETING CERTAIN CLASS SPECIFICATIONS IN THE PERSONNEL CLASSIFICATION PLAN AND AMENDING RESOLUTION NO. 2022-30 (FULLERTON MUNICPAL EMPLOYEES FEDERATION) APPENDIX A AND RESOLUTION NO. 2022-39 RELATING TO COMPENSATION FOR CONFIDENTIAL / NONREPRESENTED EMPLOYEES
PRIORITY POLICY STATEMENT
This item matches the following Priority Policy Statements:
Fiscal and Organizational Stability
Public Safety.
FISCAL IMPACT
Fire Department
The Fiscal Year (FY) 2022-23 budget includes a new position titled Emergency Manager (title used as place holder). The fully burdened annual cost for the proposed retitled position of Emergency Preparedness Coordinator equals approximately $152,000. The proposed salary range for this position is slightly above the FY 2022-23 position budget of $119,000. Staff does not request a budget adjustment for FY 2022-23 at this time. Should staff require a budget adjustment, staff will make request at or after mid-fiscal year.
Human Resources
The Human Resources Department looks to restructure its operation which will result in overall savings. The following provides a breakdown of the proposed restructure:
Budgeted Position
Fully Burdened Cost
Replaced by
Fully Burdened Cost
Difference
Risk Manager
$167,666
Sr. HR / RM Analyst
$143,566
-$24,100
HR / RM Analyst
$113,487
HR / RM Analyst I
$111,008
-$2,479
Risk Management Specialist
$117,910
HR / RM Analyst I
$133,649
$15,739
-$10,840
The proposed change would result in an $10,840 overall savings. Therefore staff does not require a budget adjustment for FY 2022-23.
DISCUSSION
Fire Department
With the complexities throughout the City of its demographics, structures (residential, commercial, industrial), airport, major railroad hub, educational facilities, regional hospital and aging infrastructure, the City needs to have a position specifically designated to develop, coordinate and maintain the City’s emergency services and disaster preparedness, response and recovery programs. The FY 2022-23 budget includes the Emergency Manager position to oversee such programs. As no class specification existed at the time the City approved the budget, the budget included this title as a “place holder” pending approval of a class specification.
Staff recommends retitling the position to Emergency Preparedness Coordinator. The incumbent will:
Update and oversee the City’s Emergency Operations Plan, Local Hazard Mitigation Plan and Continuity of Operations Plan.
Train and/or facilitate the training of all city employees in all applicable Incident Command System (ICS)/Federal Emergency Management Association (FEMA) courses.
Coordinate with Human Resources and oversee certification compliance for all City employees as applicable for grant applications and reimbursements.
Facilitate communications and support the City’s Emergency Operation Center (EOC) and mobile EOC.
Create, facilitate and evaluate quarterly drills within the City to keep City staff engaged and prepared in the event of a disaster.
Attend all larger scale City events with Public Works, Police Department and Fire Department to exercise the skills taught.
Oversee the City’s Community Emergency Response Team (CERT) and Radio Amateur Civil Emergency Services (RACES) Program.
Identify and apply for any applicable grants to compensate for equipment and additional training.
Attend monthly Operational Area meetings.
Staff recommends assigning Emergency Preparedness Coordinator to salary range 495 ($78,557 - $100,261) which totals approximately 2.6% above the salary for Environmental Compliance Specialist and Fire Protection Analyst.
Human Resources
Revised classification specification – Human Resources / Risk Management Analyst The City last revised the Human Resources / Risk Management Analyst in October 2015, assigning incumbents in this classification to the Human Resources Department to perform professional level Human Resources and/or Risk Management administration functions.
The Human Resources department current staffing consists of an executive, two managers, one analyst and five paraprofessional / administrative support personnel. This organizational structure has evolved through attrition to become overly reliant on unique and specialized job functions. As currently configured, the department lacks appropriate professional level support and has limited ability for paraprofessional employees to advance to professional level positions.
To provide for succession planning and a greater depth and breadth of knowledge of human resources administration to current personnel and to address the limited professional support within the Human Resources Department, staff recommends revising the current class specification of Human Resources / Risk Management Analyst to create a series to include Human Resources / Risk Management Analyst I / II and Senior Human Resources / Risk Management Analyst. This series classification provides additional career ladder options for City employees with Human Resource / Risk Management Analyst I considered the appropriate entry level professional position for an individual with basic human resources related knowledge and experience without necessarily understanding the full complexities of the City and its human resources systems. The Human Resources / Risk Management Analyst II level recognizes the more experienced employee who can perform the more complex duties as they relate to human resources administration. The Senior Human Resources / Risk Management Analyst is the advanced journey level class within the series and has full training and familiarity with municipal Human Resources and/or Risk Management policies and procedures and can oversee an assigned program.
Staff recommends assigning Human Resources / Risk Management Analyst I to salary range 863 ($63,377 - $80,887) which is approximately 7.2% below the proposed range for Human Resources / Risk Management Analyst II. Staff recommends assigning Human Resources / Risk Management Analyst II for placement on salary range 870 ($68,277 - $87,140) which is the same range for the current Human Resources / Risk Management Analyst. Staff proposes assigning Senior Human Resources / Risk Management Analyst to on range 877 ($76,497 - $97,632) which reflects an approximate 12% increase in base salary above Human Resources / Risk Management Analyst II.
The creation of the Human Resources / Risk Management Series, in conjunction with the restructuring proposed below of Risk Management personnel, will result in one executive, two managers, four analysts and four paraprofessional / administrative support positions, which creates a more stable and sustainable organizational structure within the department while ensuring the desired flexibility to respond to the needs of the organization.
Reclassification of Staff Assigned to Risk Management
The Human Resources Department has four divisions – Personnel Services, Group Insurance, Workers’ Compensation and Liability.
The Risk Management Division oversees the City’s self-insured liability claims program, property casualty insurance program and self-insured workers’ compensation program. In the past, a Risk Manager managed the division. However, due to the previous Human Resources Director’s background in liability management and administration, as well as ongoing fiscal challenges, the City removed the position the budget in 2015. The Human Resources Director oversaw the division with support from Human Resources staff members including a Human Resources / Risk Management Analyst and Risk Management Specialist.
As the challenges of overseeing a full-service human resources department grew, the roles of the risk management staff expanded, requiring greater involvement in the administration of the workers’ compensation and liability programs. Staff involvement became most notable in February 2020, upon the separation of the previous Human Resources Director, requiring remaining staff to take on greater responsibility in administering the risk management program. Due to staffing uncertainties, the City added the Risk Manager position back into the budget FY 2021-22.
With the appointment of a new full-time Human Resources Director, staff recommends underfilling the Risk Manager position with a Senior Human Resources / Risk Management Analyst and promoting the current Human Resources / Risk Management Analyst to Senior Human Resources / Risk Management Analyst. Staff also recommends reclassifying the Risk Management Specialist to Human Resources / Risk Management Analyst I. As reflected above, this recommendation will result in a $10,840 net savings for FY 2022-23 while creating a more balanced structure within the Human Resources Department.
Attachments:
Attachment 1 – Emergency Preparedness Coordinator Class Specification Attachment 2 – Human Resources / Risk Management Class Specification (redline) Attachment 3 – Draft Resolution 2022-XXX
Proposed Classification Plan Update
July 19, 2022 - Page 5