AGENDA ITEM NO.8
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
DATE: September 6, 2022
TO: Mayor and City Council
FROM: David Carmany
City Manager
SUBJECT: CONSIDERATION OF SUMMARY OF ACTIONS FOR DECEMBER 15, 2021 HUMAN
RESOURCES COMMISSION SPECIAL MEETING
RECOMMENDATION:
Staff and the Human Resources Commission recommend that the City Council approve the Summary of Actions for the Special Meeting on December 15, 2021.
Prepared by: Helen Tran, Director of Human Resources/Risk Management Department Attachments
Attachment No. 1 - HRCM 12-15-21
ATTACHMENT NO. 1
City of West Covina
Human Resources Commission
CITY OF WEST COVINA
HUMAN RESOURCES COMMISSION MEETING
SUMMARY OF ACTIONS OF THE SPECIAL MEETING
OF THE HUMAN RESOURCES COMMISSION DECEMBER 15, 2021
MEETING CALLED TO ORDER
INVOCATION
PLEDGE OF ALLEGIANCE
ROLL CALL
Commissioners Present:
Commissioners Absent:
6:35 p.m.
Commissioner Torres
Commissioner Torres
Torres, Franco, Garcia
Villaloboz, Vieyra
Staff Present: Helen Tran, Director of HR/Risk Management Blanca Arambula, HR Manager
Yvonne Ivey, HR/Risk Admin. Assistant
Travis Tibbetts, Lieutenant
Roxane Lerma, Assistant City Manager
Stephanie Sikkema, Assistant Finance Director
Robbeyn Bird, Director of Finance
ORAL COMMUNICATIONS - Three (3) minutes per speaker
Please state your name and city of residence for the record when recognized by the Committee Chair
None
ATTACHMENT NO. 1
CHANGES TO THE AGENDA
I01
re Me -
APPROVAL OF SUMMARY ACTIONS
1) HUMAN RESOURCES COMMISSION SPECIAL MEETING OF AUGUST 18, 2021 SUMMARY OF ACTIONS
It is recommended that the Commission approve the Summary of Actions for the Special Meeting of August 18, 2021 with the recommendation correction.
Motion by Franco seconded by Garcia to Approve the
Summary of Actions of the Special Meeting of August 18, 2021 Motion carried 3-0
ACTION ITEMS TO CITY MANAGER/CITY COUNCIL
2) APPROVAL OF JOB DESCRIPTIONS AND SALARY GRADES FOR
HUMAN RESOURCES SERIES.
The following Job Descriptions were presented to the Commissioners for review:
1. Human Resources Technician
2. Senior Human Resources Technician
3. Human Resources Analyst I & II
4. Human Resources Analyst
5. Senior Human Resources Analyst
6. Human Resources Manager
7. Human Resources/Risk Management Director
Helen Tran, Director of Human Resources/Risk management presented the staff report, proposed and current job descriptions of the Human Resources Series for the Commissioners to review. The updated Human Resources Series structure and job descriptions are being presented to establish a career ladder for departmental growth and to ensure they meet industry standards. There was no request to increase the pay grades.
It is recommended that the Commissioners approve the Human Resources Series job descriptions.
Motion by Franco seconded by Garcia to Approve the
Human Resources Series updated Job Descriptions. Motion carried 3-0
ATTACHMENT NO. 1
3) APPROVAL OF JOB DESCRIPTIONS AND SALARY GRADES FOR
FORENSIC SPECIALIST SERIES.
The following Job Descriptions were presented to the Commissioners for review:
1. Forensic Specialist
2. Senior Forensic Specialist
3. Forensic Specialist Supervisor
Travis Tibbetts, Lieutenant for the Police Department presented the staff report, current and proposed job descriptions of the Forensic Specialist Series for the Commissioners to review. The newly established Forensic Specialist Series is being presented to create a career ladder, ensure the department is fully staffed and to be in line with industry standards of using civilians instead of sworn officers to do this job. The department represents twelve cities and needs an adequate number of staff to serve their needs.
It is recommended that the Commissioners approve the Forensic Specialist Series job descriptions.
Motion by Garcia seconded by Franco to Approve the
Forensic Specialist Series updated Job Descriptions. Motion carried 3-0
4) APPROVAL OF JOB DESCRITPION AND SALARY RANGE FOR
PAYROLL SPECIALIST
The following Job Description was presented to the Commissioners for review:
1. Payroll Specialist
Stephanie Sikkema, Assistant Director of Finance staff report and proposed job description for the Payroll Specialist to the Commissioners to review.
The newly established Payroll Specialist is being presented to create a position that solely performs the duties for payroll. Sikkema said the current employee has accepted another position and the department has been unsuccessful in filling the position. They are currently using a staff agency personnel to take over the duties. The union has reviewed and submitted changes to the job description, and they have been submitted for review.
There is no fiscal impact.
It is recommended that the Commissioners approve the Payroll Specialist job descriptions.
Motion by Franco seconded by Garcia to Approve the Payroll Specialist Job Description. Motion carried 3-0
ATTACHMENT NO. 1
5) APPROVAL OF JOB DESCRITIONS AND SALARY GRADES FOR
PUBLIC SERVICES DIRECTOR AND DEPUTY DIRECTOR OF PUBLIC
SERVICES
The following Job Descriptions were presented to the Commissioners for review:
1. Public Works Director
2. Public Services Director
3. Deputy Director of Public Services
Roxanne Lerma, Assistant City Manager of Public Services presented the staff report, current Public Works Director and proposed job descriptions for the Public Services Director and Deputy Director of Public Services to the Commissioners for review. Assistant City Manager Lerma said that Public Services is being updated to include responsibilities in the areas of community staffing oversight and policy recommendation. Replacing the Public Works Director with the Public Services Director aligns with the City's current structure. The Deputy Director of Public Services position is being established to keep up with current demands and enhance the delivery of services in the areas of facility maintenance, parks, and streets.
It is recommended that the Commissioners approve the Public Services Director and Deputy Director of Public Services job descriptions.
Motion by Torres seconded by _Garcia_ to Approve the
Public Services Director and Deputy Director of Public Services Job Descriptions. Motion carried
3-0
6) APPROVAL OF JOB DESCRITPTIONS AND SALARY GRADES FOR
POLICE RECORDS SUPERVISOR AND POLICE RECORDS MANAGER
The following Job Descriptions were presented to the Commissioners for review:
1. Police Records Supervisor
2. Police Records Manager
Travis Tibbetts, Lieutenant for the Police Department presented the staff report, current and proposed job descriptions for the Police Records Supervisor and the proposed job description for Police Records Manager.
Lieutenant Tibbetts is requesting the creation of the Police Records Manager position in an attempt to become current with industry standards and provide proper management and oversight to the Police Departments Record Bureau. Lieutenant Tibbetts said that these positions will also increase efficiency for the department's Property and Evidence section.
ATTACHMENT NO. 1
It is recommended that the Commissioners approve the Police Records Supervisor and Police Records Manager job descriptions.
Motion by Franco seconded by Torres to Approve the
Police Records Supervisor and Police Records Manager Job Descriptions.
Motion carried 3-0
NEW BUSINESS
DIRECTOR'S REPORT:
Director Tran stated that the Human Resources department is going through transition with the loss of two employees but through a strong network has been able to find two capable replacements. The Human Resources Series will help strengthen the department and provide a career path for the Human Resources employees. Director Tran informed the Commissioners that through unified negotiations, they have reached a 3-year deal with five of the bargaining units. Negotiations are still ongoing with the remaining groups. The Personnel Rules are in the process of being revised and the Memorandum of Understanding have been consolidated into one document.
Director Tran provided a COVID-19 update. The city has no COVID-19 reported for the month of December. There was a total of 83 employees that tested positive with the last 12 months, which represents 22% of our workforce. The Fire Chief is in the process of acquiring booster vaccinations and should be available to employees by January 2022.
There is COVID testing available to employees and the public at the City's Cortez Park Community and Senior Center.
COMMISSIONER REPORTS
Director Tran updated Commissioner Garcia regarding the Human Resources Commission meetings being accessible to those who want to call in or watch by video.
Director Tran stated that at this time, we do not have the audio or visual capability to provide access to the public. The city recently lost their IT Manager, and staff is having to work over and above to ensure the needs of the current staff are met.
ADJOURNMENT - 7:40 p.m.
Next Regular Meeting is scheduled for Wednesday, February 09, 2022 at 6:00 p.m.
Minutes were taken by Yvonne Ivey — Human Resources/Risk Management Administrative Assistant