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HomeMy Public PortalAbout02-17-94 PERSONNEL COMMISSION1� CITY OF LYNWOOD REGULAR MEETING OF THE PERSONNEL BOA R E C E I V E D I i CITY OF LYNWOOD FEBRUARY 17, 1994 CITY CLERKS OFFICE I CALL TO ORDER FEB 14 1994 AM PM 718191101ll 11211121314 A 6 ROLL CALL Kent Swift, Chairperson / Patrice Bell Nancy Gilpen v � - George Lewis �+ Arnold Litke 5 PM 11 PLEDGE OF ALLEGIANCE III APPROVAL OF MINUTES IV STUDIES & REPORTS Regular meeting of January 20, 1994 1) Certification of eligibility list *a. Sr. Street Maintenance Worker (Closed Promotional) 2) Request for closed promotional examination: Civil Engineering Assistant 3) Ordinance No. 1356 Absences from Commission V ORAL COMMUNICATIONS VI ADJOURNMENT Regular Meeting - March 17, 1994 *will be handed out at the meeting 0 REGULAR MEETING OF THE PERSONNEL BOARD CITY OF LYNWOOD JANUARY 20, 1994 The regular meeting of the Personnel Board of the City of Lynwood, California was held on Thursday, January 20, 1994, at 5 p.m. in the Council Chambers of the Lynwood City Hall, 11330 Bullis Road, Lynwood, California The agenda was duly posted as prescribed by the Brown Act. CALL TO ORDER Vice - Chairperson Bell called the meeting to order at 5:06 p m. Roll call was taken by Gail Black, Director of Human Resources. Commissioners Gilpen, Bell, and Lewis were present. Commissioner Swift and Commissioner Litke were absent. PLEDGE OF ALLEGIANCE Led by Commissioner Lewis APPROVAL OF MINUTES The motion was made by Commissioner Gilpen and seconded by Commissioner Lewis to approve the minutes of the meeting of December 16, 1993. All in favor. Motion carried. STUDIES & REPORTS The motion was made by Commissioner Lewis and seconded by Commissioner Gilpen to approve the certification of the Civil Engineering Associate eligibility list. All in favor Motion carried The motion was made by Commissioner Gilpen and seconded by Commissioner Lewis to approve the request for closed promotional examination for Sr Street Maintenance Worker. All in favor Motion carried. ORAL COMMUNICATIONS NONE ADJOURNMENT Commissioner Lewis made the motion and Commissioner Gilpen seconded to adjourn to the next regularly scheduled meeting, February 17, 1994 5 00 p.m All in favor Motion carried 0 0 City of LYNW � City .�lseting ChnQQenges ALL A IPI'Ti 11330 BULLIS ROAD LYNWOOD, CALIFORNIA 90262 (310) 603 -0220 Date To From. Subject: FACT February 17, 1994 Honorable Chairperson and Personnel Board Members Gail L Black, Director of Human Resources 4�6 REQUEST FOR CLOSED PROMOTIONAL EXAMINATION CIVIL ENGINEERING ASSISTANT The Lynwood City Code 12 -7 4 Open Examination states "All examinations, except those specified in subsection 18 -7 3, shall be open unless it is determined by the Personnel Board that such examinations will be promotional." BACKGROUND 11 It is the policy of the City of Lynwood to encourage employees to advance and grow within the organization by allowing promotional examinations whenever appropriate 2) Mr Emilio Murga, Director of Public Works, has identified several in -house candidates who would qualify to apply for this position on a promotional basis RECOMMENDATION Based on the above information, it is requested that the Board approve a "Closed Promotional" examination for the position of Civil Engineering Assistant. E CITY OF LYNWOOD 0 CIVIL ENGINEERING ASSISTANT DEFINITION Under the direction of an Associate Civil Engineer or Manager, to perform responsible civil engineering assignments of average difficulty on assigned projects, including the planning and design of street, water, sewer and other public works projects; to provide some training and work direction for subprofessional engineering staff; and to do related work as required. EXAMPLES,OF DUTIES Prepares engineering design, drawings, specifications and 'cost estimates in connection with the construction and maintenance of a variety of public works projects, including storm drains, sewers and water distribution systems; assists with the review and evaluation of project proposals and engineering specifications submitted by private engineering firms; makes preliminary design studies and confers with supervisors during preliminary and design phases of projects to discuss technical and policy problems; coordinates design proposals with utility companies and other public agencies; reviews and critiques subdivision and parcel maps for design, accuracy, completeness and conformance with applicable ordinances; makes recommendations for revision and improvement of subdivision maps and plans; prepares plan lay -outs and drawings; makes engineering calculations; oversees and assists with the preparation of reports, official maps, legal property descriptions and deeds; inspects public work construction projects and private developments for conformance to design standards, specifications, proper quality of construction and sound engineering practice; coordinates engineering assignments with other City departments; collects and develops data for the formation of assessment and improvement districts; provides training to nonprofessional engineering staff; acts as an engineering contact with the general public, contractors and developers, explaining technical information, Public Works Department policies and permit regulations. SPECIAL REQUIREMENT Possession of an appropriate California driver's license issued by the State Department of Motor Vehicles. E DESIRABLE QUALIFICATIONS Knowledge of Civil engineering principles, practices and methods applicable to planning, design and construction of a variety of municipal public works projects; Design principles, strengths of materials and stress analysis required in planning and constructing public work projects; Engineering office procedures; Specification writing and estimate preparations; Technical report writing; Safe work practices. and Ability to: Prepare accurate plans, specifications, cost estimates and engineering reports; Make accurate engineering computations and drawings; Prepare and review engineering designs; Review subdivision maps and plans for conformance with legal requirements and design standards; Perform construction and project inspection; Perform technical field surveying work; Provide training to engineering assistance staff; Deal tactfully and courteously with the public, contractors and representatives of other agencies in providing technical engineering assistance and information about Public Works Department policies and projects; Establish and maintain cooperative working relationships. and Training and Experience: Any combination of training and experience which would provide the required knowledges and abilities is qualifying. A typical way to obtain these knowledges and abilities would be: One year of professional civil engineering work experience, including experience in the design and construction of municipal public works projects. 0 0 Education Graduation from an accredited four year college or university with a degree in Civil Engineering or a closely related field is desirable. City of LYNWOOD City Uleeting (' dcrngos I III i 11330 BULLIS ROAD LYNWOOD, CALIFORNIA 90262 (310) 6030220 DATE: February 17, 1994 TO: Honorable Chairperson and Personnel Board Members FROM: Gail L. Black, Director of Human Resources 4i6 SUBJECT: ORDINANCE NO. 1356: ABSENCES FROM COMMISSION The City Clerk has requested that all commissioners be reminded of Ordinance No. 1356 relating to absences from commissions, boards and committee meetings. Enclosed is a copy of the information given to new board members which outlines commissioners' responsiblities as well as a copy of Ordinance No. 1356 which established the City's policy concerning absences in 1991. Please retain both documents with your other related Personnel Board files. i t s• i • Cit of LYNWOOD v4 City 'Ueeting Naffenges 11330 BULLIS ROAD LYNWOOD, CALIFORNIA 90262 (310) 603 -0220 Dear Commissioner: ALL I'll I, It gives us great pleasure to welcome you as a new Commissioner for the City of Lynwood. Your appointment to the Commission is an honor, for it signifies the City Council's confidence in your ability and judgment to serve your community well in this important role. We believe you will find your new responsibilities particularly satisfying and challenging because we are all serving a community that requires complex problem solving to achieve goals which will make Lynwood an even greater city. Commission members are responsible for regular attendance at meetings, understanding the duties of their role, and consistently working and voting in a manner which will contribute to the betterment of our community. To assist each new Commissioner and to serve as a reference guideline for Commission procedures, the duties specified by the City Code and State statutes are attached. Our congratulation on your appointment and best wishes for your success as a Lynwood Commissioner. Paul H. Richards Mayor Louis Byrd Mayor Pro -Tem Robert Henning Councilman Louis J. Heine Councilman Armando Rea Councilman POLICIES 0 The City Council is responsible for establishing the policies and therefore the direction of the City government. However, there are several areas in which the advice and counsel of qualified citizens is highly desirable. It is in these areas that the City Council has established Commissions. Citizens are appointed to City Commissions on the basis of their known integrity and previously displayed civic interest. Each Commissioner shall be concerned with the general public good. When personal interest conflicts with the general welfare of the City, the latter must prevail. ' When the Council establishes a Commission, the duties of that body are_specified in an Ordinance which creates it as in the general law of the State. As a matter of implied understanding, the advisory Commission is limited to consideration of those matters which are specifically assigned to its jurisdiction. COUNCIL RELATIONS Under normal procedures, business transacted by the Commission is communicated to the City Council through the designated staff person for the Commission and the City Manager. The role of the Commission is to assist the City Council in the formation of policy, and the Commission serves by providing advice, serving as a guide to public opinion, and promoting specific 1 0 projects in the community at large. Decisions rendered by the Commission are appealable to the City Council in as much as the Council is the duly constituted legislative body responsible to the electorate for ultimate policy decisions. STAFF RELATIONS Staff personnel are assigned to Commissions by the City Manager to provide clerical, technical and management support for the preparation of studies required by Commissions. The staff members serve the Commission in the same relationship as the Commission serves the City Council. Based upon the technical knowledge of staff members, consideration should be given their recommendations. It is not expected that every staff recommendation will be followed by the Commission. Staff members are to make their recommendations without personal or political considerations, and in the best interest of the entire community. INTER - COMMISSION RELATIONS All Commissions serve for the same general purpose, i.e., to assure citizen participation in the affairs of government and to provide assistance to the official governing body. Therefore, from time to time, any two Commissions may be involved in a program or project of mutual interest, and on such occasion, it may be appropriate to call a joint meeting to assure proper coordination and cooperation. 2 • • OFFICERS The Officers of the Commissions shall be a Chairman and a Vice - Chairman and the Vice - Chairman shall serve in the absence of the Chairman. In the absence of both the Chairman and the Vice - Chairman, the members present at such a meeting may elect a Chair Pro -Tem. The Chairman and Vice - Chairman shall be elected to office and may serve a maximum of two concurrent sessions of one year each if each is willing to serve, and the Commission so desires. The Vice - Chairman shall succeed the Chairman in the event of death, disability, removal or resignation and in that event a new Vice - Chairman shall be elected by the Commission for the remainder of the term. In the event of death, disability, removal or resignation of the Vice - Chairman, that office shall be filled at the next meeting by an election held by the Commission. The Chairman and Vice - Chairman may be removed from office by a majority vote of the entire Commission. A staff person shall be appointed by the City Manager to provide staff assistance to the Commissions, as authorized by the City 3 0 Council. When staff assistance is not provided in the person of a secretary, the Commission shall elect one of its members as secretary to record the action taken, and such member shall serve at the pleasure of the Commission. MEETINGS If at'any time any regular meeting falls on a holiday, such regular meeting shall be held on the next business day. A Quorum of the Commission at any such regular meeting may, by formal action, substitute another day for the regular meeting for the ensuing month. If, for any reason, the business to be considered at a regular meeting cannot then be completed, the Commission may at such meeting designate the time for an adjourned meeting to consider any matter that can properly be considered at a regular meeting provided such action shall serve as adequate notice to members present at such meeting. With respect to members not present, it shall be the standing order that the Secretary shall endeavor to advise absentee members of the determination to hold such adjourned meeting. In the event of the lack of a quorum at a regular meeting, the 4 i • Chairman or Vice - Chairman Pro Tem, in that order, shall adjourn the meeting to another date in the same calendar month, and such declaration of adjournment shall serve as sufficient notice thereof to all members present and it shall be the duty of the Secretary to employ such reasonable means as may be necessary to notify the absentee. Special meetings may be called: a. By action of the Commission at a regular or adjourned meeting. b. By order of the Chairman or, in his absence, by the Vice Chairman. C. By the written consent of three or more members of the Commission. Written notice for special meetings shall be provided to members of the Commission by the Secretary. Under Government Code Section 54956, written notice must be given to each member of the Commission and can be dispensed with only if members, at or prior to the time of the meeting, file a written waiver of notice or who are actually present at the meeting at the time it convenes. All notices under Section 54956 must be given at least 24 hours before the time of the special meeting. Action on matters at special meetings shall be limited to subjects presented on the agenda for such special meeting. The Chairman shall have the right to appoint special Committees (comprised of less than a quorum of the entire Commission) to work 61 • • on a specific item. It shall be the duty of the Chairman to report any three consecutive unexcused absences of any member of the Commission to the City Council in the form of a letter. BROWN ACT The Legislature of the State of California, in adopting the Brown Act, found and declared that "the public commissions, boards, councils and other public agencies in this State exist to aid in the conduct of the people's business. It is the intent of the law that their actions be taken openly and that their deliberations be conducted openly ". In compliance with legislative intent, and the spirit of the law, all meetings of the Commission shall be open and public, and all persons shall be permitted to attend any meetings of the Commission, except as otherwise provided by law. Exceptions to open and public meetings include the discussion of personnel matters and to discuss pending, proposed or anticipated litigation where open discussion would be detrimental to the city's interest. The provisions of this Act are not construed to apply to meetings of less than quorum committees of the Commission and to social 0 gatherings where no action is taken or commitment made related to the affairs of the City. AGENDA FOR REGULAR MEETINGS A copy of the agenda for every regular meeting of the Commission shall be provided each member not less than two (2) days prior to the date of the meeting at which such agenda is to be considered. An agenda should be posted for public view not less than 48 hours prior to the meeting. This provision is to assure that each Commissioner has adequate time to study agenda matters and make necessary field inspections. MINUTES AND RECORDS It shall be the duty of the Secretary of the Commission to keep the minutes of all official meetings of the Commission, including public hearings whether presided over by the Commission as a whole or by a designated member or members. It shall also be the duty of the Secretary to maintain all other records of the Commission, including all applications made under provisions of law, and the complete files of proceedings and actions taken in connection therewith. The Secretary shall transmit to each member of the Commission a full and complete copy of the minutes of such meeting, including copies of any resolutions referred to therein. 7 0 0 Formal resolutions considered by the Commission shall constitute a part of the minutes of the meeting at which such resolution was considered, provided that the context of any such resolution was considered, may be considered as being contained in the minutes, when such minutes make proper reference to such resolutions. All resolutions shall be clearly identified by number, nature of subject matter and by date, so as to be clearly identified by reference, and each such resolution shall contain as a part thereof a record of the names of Commissioners voting aye, the names of the Commissioners voting no, and the names of the Commissioners absent. Where action by the Commission is required to be by resolution, the motion with respect thereto may be made. When made, seconded and passed, such action shall be deemed to constitute conclusive determination as to the import of the action, such as to approve, conditionally approve, disapprove other conclusive action, and such resolution shall, by reference, be incorporated as a part of the minutes as provided below. All actions of the Commission, whether by motion or by resolution, shall be considered conclusive as to the general import as of the date of such action provided that such action, as to details of phraseology, conditions, etc., shall be subject to correction at the time of considering and approving the minutes of the meetings at which such actions are taken and such correction and conclusive 0 approval shall apply also to the context of resolutions incorporated by reference in such minutes. HEARINGS Hearings conducted by the Commission shall conform to the provisions of law in the matter of public notice; time, number and reporting. A formal hearing before the Commission which, for any reason, cannot be completed at the time and place originally advertised, may be adjourned to a later date and the announcement of such adjournment and the time and place of such adjourned meeting shall constitute a sufficient notice to all parties concerned. Any member, or members, designated by the Commission for the .purpose shall be authorized and qualified to preside over and conduct any formal hearing, provided that the purpose of such hearing shall be confined to the taking and recording of all pertinent testimony, and the member, or members, conducting such hearing shall summarize the testimony introduced and render their opinions thereon to the full Commission. Decisions on all matters heard at such hearings before a member, or members, shall be made only at and by a regular or adjourned or special meeting of the Commission. In the absence of the Chairman or Vice - Chairman or a member of the Commission specifically designated to preside at any hearing, any I 0 0 member of the Commission present at such time and ,place of hearing may represent the Commission and conduct the hearing. CONDUCTING THE HEARING The agenda should indicated the schedule and subject of the public hearing. At the appropriate time, the Chairman should state: "Now is the time and place for a public hearing on the application of (name) for a (zone change, variance, conditional use, amendment, etc.) We will appreciate your efforts toward maintaining orderly procedure so that the meeting may proceed in an expeditious and dignified manner. All interested persons may have an opportunity to be heard. (If there are numerous people in the audience who would like to participate on the issue, and it is known that all represent the same opinion, it is advised that a spokesperson be elected to speak for the entire group. Your spokesperson will thus have the opportunity of speaking for a reasonable length of time, and of presenting a complete case. If this arrangement cannot be made, it may be necessary for the Chairman to restrict each speaker to a limited time in order that all may be heard). It is the desire of the Commission to obtain the comments of all interested or affected individuals and organizations, and consideration will be given to all comments or suggestions made. Irrelevant and off - the - subject comments will be ruled "out of 10 E order." "Proponents will be given an opportunity to present their case first. This will be followed by an opportunity for the opponents to present their objections. Proponents will be given a further opportunity for rebuttal. Either side of the issue may ask questions through the chair. When the hearing is closed, audience participation is ended." "The Secretary will now read the substance of the application and staff reports." Following the staff reports, the Chairman will say: "any member of the Commission who has made an inspection of the property or has independent knowledge of the situation under review will be given an opportunity to present his findings at this time." Following applicable remarks by the Commission members, the Chairman will say: "those wishing to be heard in favor of the proposal will now be recognized. Please state your name and address for the record." The same recognition by the Chairman and remarks will apply for those wishing to speak in opposition, rebuttal or questioning. Following audience participation, a motion is made and adopted to close or adjourn the public hearing. 11 • • If the hearing is closed; the board /commission openly discusses the merits of the proposal and announces its findings by resolution or minute motion. The resolution or minute motion shall state the basis and specific reasons for the action taken. QUORUM A majority of the members of the Commission shall constitute a quorum for the conduct of routine business, and a majority of members present at a meeting shall be sufficient to act. Unless otherwise required by law, action on all routine matters may be decided by a majority of the members constituting a quorum at a qualified meeting. When one member of the Commission presides over and conducts in behalf of the Commission, any public hearing called and advertised pursuant to law, the proceedings comprising such hearing shall be limited to the taking of testimony and the recording thereof together with such other records pertaining to such hearing as are required by law, and no action thereon shall be taken at such meeting unless a quorum be present, and in the absence of such quorum at such hearing, the record of such hearing shall be made available to a subsequent official meeting of the Commission at which the action on the matter so heard may be taken in the matter prescribed by law. 12 VOTING The Chairman, Vice- Chairman and.each member shall be entitled to cast one vote. The Chairman shall cast his /her vote last. Voting shall be by voice or roll call. The majority vote of the members present shall be necessary for the adoption of any proposed action, resolution or other voting matter, except where otherwise set forth in these rules. Tie votes shall be recorded as a failure of action to pass. A ties vote on a motion defeats the motion. CONDUCT OF BUSINESS Robert's Rules of Order shall govern in the conduct of meetings of the Commission. The Commission may suspend any of these Rules by a two- thirds (2/3) vote of the entire Commission. MEETING Regardless of other stipulations in legislation or guidelines establishing any boards, commissions or committees, the following policy will be adhered to. Section 2- 12.1.a.1 of the Lynwood Municipal Code was amended in its entirety to read as follows: a. Three (3) absences within a twelve (12) month period shall constitute a vacating of the position for boards, commissions or committee meetings once a month. b. Four (4) absences within a twelve (12) month period shall constitute a vacating of the position for boards, commissions or committees meeting twice a month. 13 • c. In order for the boards, commissioners and committees Chairperson to appropriately plan for their meetings, any member who has to be absent should notify the chairperson of the respective board, commission and committee or in his /her absence, the staff representative. d. If any section of the ordinance is found to be in conflict with any other section of the Municipal Code, this section hereby supersedes all other codes. 14 MEETINGS The presently established meeting dates for Lynwood Boards and Commissions are as follows: COMMISSION DATE AND TIME PLACE Planning Commission Second Monday each Council Chambers month at 7:30 p.m. Personnel Board Third Thursday each Council Chambers month at 5:00 p.m. Recreation Commission Fourth Tuesday each Council Chambers month at 7:30 p.m. Traffic & Parking Fourth Thursday each Council Chambers Commission month at 6:00 p.m. Cable TV Advisory Second Monday each Council Chambers Board month at 7:30 p.m. Community Affairs Third Wednesday each Council Chambers Commission month at 5:00 p.m. Community Development First Wednesday each Council Chambers Advisory Board month at 7:00 p.m. Women's Commission Second Wednesday each VIP Room month at 5:30 p.m. Youth Commission First Wednesday each Teen Center month at 6:00 p.m. 11409 Birch St. Ad Hoc Race Relations When Called Committee i Lynwood Local Development When Called Company Project Area Committee When Called r• _ ORDINANCE NO. 1356 19 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF LYNWOOD CALIFORNIA, AMENDING SECTION 2- 12.1.a.1 OF THE LYNWOOD MUNICIPAL CODE RELATING TO ABSENCES FROM COMMISSION, BOARD, AND COMMITTEE MEETINGS; REMOVAL. The City Council of the City of Lynwood California, does ordain as follows: Section 1. Section 2- 12.1.a.1 of the Lynwood Municipal Code is amended in its entirety to read as follows: Section 2- 12.1.a.1 Regardless of other stipulations in legislation or guidelines establishing any boards, commissions or committees, the following policy will be adhered to: a) Three (3) absences within a 12 month period shall constitute a vacating of the position for boards, commissions or committees meeting once a month. b) Four (4) absences within a 12 month period shall constitute a vacating of the position for boards, commissions or committees meeting twice a month. c) In order for the Boards, Comssissioners and Committees' Chairman to appropriately plan for their meetings, any member who has to be absent should notify the chairman of the respective board, commission and committee or in his /her absence, the staff representative. d) If any section of this ordinance is found to be in conflict with any other section of the Municipal Code, this section hereby supersedes all other codes. PASSED, APPROVED AND ADOPTED THIS 19th DAY OF February 1991. A `EST: 6 City Clerk APPROI FORM: kOx Attorney of Lynwood jjjjprr-� / L � /Iii= - APPROVE) AS TO CONTENT: /s/ CHARLES G. 6014EZ City Manager City of Lynwood STATE OF CALIFORNIA ) ss. COUNTY OF LOS ANGELES ) I. the undersigned, City Clerk of the City oZ Lynwood, and ex- officio clerk of the Council of said City, do hereby certify that the above is a true and correct copy of Ordinance No. 1356 adopted by the City Council of the City of Lynwood, and that the same was passed on the date and by the vote therein stated. DATED this 20th day of February , 19 21_ City Clerk City of Lynwood I -.