HomeMy Public PortalAboutA 2012-07-19 - PERSONNEL BOARDREGULAR MEETING OF THE PERSONNEL BOARD
THURSDAY, JULY 19, 2012
5:00 PM
IV
IVA
VI
VII
CALL TO ORDER
ROLL CALL
Hilario Esparza, Chairperson
Barbara Battle, Vice -Chair
Robert Robinson
Jacqueline Espinoza
Paulette Bradley
PLEDGE OF ALLEGIANCE
Led by
APPROVAL OF MINUTES
Regular meeting of June 21, 2012
Motion Second
PUBLIC ORALS
INFORMATIONAL ITEMS
a. At -Will Director of Finance
b. At -Will Public Information Officer
COMMISSIONER & STAFF ORALS
VIII. ITEMS TO BE AGENDIZED
IX. ADJOURNMENT
Regular Meeting — August 16, 2012
Motion Second
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CITY OF LYNWOOD
REGULAR MEETING OF THE PERSONNEL BOARD
JUNE 21, 2012
The regular meeting of the Personnel Boar d
Thursday, June 21, 2012 at 5:00 p.m. in
11330 Bullis Road, Lynwood, California.
prescribed by the Brown Act.
of the City of Lynwood was held on
the Council Chambers of City Hall,
The agenda was duly posted as
CALL TO ORDER
The meeting was called to order at 5:04 p.m. by Chairperson Robinson. Roll call
was taken by Diane Strickfaden, Senior Human Resources Analyst.
Commissioner Attendance:
Present — Robinson; Espinoza, Esparza; Bradley and Battle
Staff Present:
Diane Strickfaden, Sr. Human Resources Analyst
PLEDGE OF ALLEGIANCE
Led by Commissioner Esparza.
APPROVAL OF MINUTES
The motion was made by Vice -Chair Espinoza and seconded by Commissioner
Esparza to approve the minutes of the regular meeting of March 22, 2012. All in
favor. Motion carried.
STUDIES AND REPORTS
Commissioner Esparza nominated Vice -Chair Espinoza for Chairperson. She
declined.
Vice - Chairperson Espinoza nominated Esparza for Chairperson and Commissioner
Battle seconded. All in favor motion carried.
Commissioner Bradley nominated Commissioner Battle for Vice -Chair and
Commissioner Esparza seconded. All in favor. Motion carried.
Ms. Strickfaden informed the Board that on Tuesday June 19 the City Council met
to vote on the 2012 -2013 Budget. She then provided a brief overview of the
proposed 2012 -2013 Budget. In addition to the proposed budget cuts ($2.3 million)
and the position eliminations ($900,000), Council is requesting a couple of changes
to some the current job descriptions and titles. HR will be preparing revised job
specifications and will present them to the Board at an upcoming meeting. She
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also informed the Board that the City is currently under an official hiring freeze,
except for seasonal positions.
The Board briefly discussed the Lynwood Municipal Code 18 -5.3, Annual Election
of Chairman.
PUBLIC ORALS - None
INFORMATIONAL ITEMS - None
COMMISSIONER & STAFF ORALS - None
ITEMS TO BE AGENDIZED
Commissioner Bradley stated that the Board is still waiting for a copy of the
departmental organization charts they previously requested. Ms. Strickfaden stated
that the charts are a part of the annual budget which is located on the City's
website, but one has to select each department separately to get individual
departmental charts.
Commissioner Bradley then inquired about the printed phone directory. Ms.
Bradley stated that the one that she has is outdated and she would like to obtain a
new one. Ms. Strickfaden responded that she is not sure if the Marketing Division
is still printing them but will inquire and will let the Board know.
ADJOURNMENT
Commissioner Esparza made the motion to adjourn and Commissioner Espinoza
seconded. The meeting adjourned at 5:30 p.m. All in favor. Motion carried.
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40 PERSONNEL BOARD
AGENDA STAFF REPORT
DATE: July 19, 2012
TO: Personnel Board
FROM: A.J. Lopez III, Director of Human Resources 7 _
SUBJECT: Information Only — Director of Finance Class Specification ( "At- Will ")
Recommendation:
The Personnel Board to receive and file this report as information only.
Background:
As part of the FY 13 adopted budget process, the Council directed that the former
Assistant City Manager /Finance Director position be reduced to a sole Finance Director.
The position is to remain At -Will, which means that the position serves at the discretion
of the City Manager and is subject to dismissal without any right of notice or hearing,
including any so- called Skelly hearing. The at -will position is not subject to the City's
Personnel Rules. However, staff is providing the Personnel Board with this report as
information only prior to initiating the FY 13 executive recruitment.
Discussion $ Analysis:
The former Assistant City Manager /Finance Director position oversaw multiple City
departments including Finance. The updated sole Finance Director is narrower in scope
along the areas of financial planning, budgeting, investments, accounting, accounts
receivable and payable, information technology and payroll. Please see the updated
class specification for more information.
Fiscal Impact:
HR is presently conducting a salary study to determine the compensation range of the
sole Finance Director position. However, as the administrative functions of the Assistant
City Manager were removed from this position the overall result of this sole Finance
Director will be significant salary savings in personnel costs.
Attachments:
Finance Director Class Specification
City of Lynwood
Director of Finance
"At -Will" Class Specification
AT -WILL DESIGNATION
July 19, 2012
The Director of Finance is an at -will position that serves at the discretion of the
City Manager and is subject to summary dismissal without any right of notice or
hearing, including any so- called Skellv hearing. The City Manager acting jointly
with the Council may terminate the employment of the Director of Finance at any
time, with or without cause.
DEFINITION
Under administrative direction of the City Manager, , plans, organizes, and
directs all financial planning, budgeting, accounting, payroll and related functions,
including , revenue forecasting and impact, financial transaction processing,
record keeping and reporting, payroll and billing; oversight of water utility
accounting and function; coordinates the production and the administration of the
City's operating and capital budget; coordinates the annual financial audit;;
provides expert professional assistance in areas of expertise; and performs
related work as required.
SUPERVISION RECEIVED AND EXERCISED
Administrative direction is given by the City Manager. Provides general direction
and supervision to finance, accounting, budgeting, payroll, water billing and other
subordinate staff. Provides general direction to other professional and technical
staff on an as- needed or special - project basis.
CLASS CHARACTERISTICS
This classification functions by overseeing, leading, directing and managing all
activities of the Finance, Administration, Information Technology and Water
Billing Divisions, including the budget functions, Successful performance of the
work requires knowledge of public policy, municipal functions and activities,
including the role of implementing elected City Council financial policies, and the
ability to develop, oversee and accomplish projects and programs in a variety of
areas. The candidate is responsible for accomplishing departmental planning,
City -wide budget, and operational goals and objectives for furthering City
financial policies.
Director of Finance
Page 2
ESSENTIAL JOB FUNCTIONS (Illustrative)
r Develops, directs and coordinates the implementation of goals, objectives,
policies, procedures and work standards for the Finance Department;
prepares and administers the department's budget.
% Conducts organizational, operational, financial and analytical studies on
revenues, expenditures and investments; evaluates alternatives; prepares
recommendations and narrative and statistical reports; and implements policy
and procedural changes following approval.
r Coordinates the production of the annual budget for the City; calculates cost
distribution, incorporates departmental projected budgets and provides for the
production and distribution of preliminary and final budget documents;
provides for financial forecasting and planning.
Assists in the coordination and preparation of the City's annual operating and
capital improvement program budgets and oversees budget control activities.
Coordinates the City -wide annual audit as well as internal audits of various
departments.
Makes presentations to the City Council, Finance Committee and other City
commissions and committees; represents the City in meetings with members
Of community, business, professional and governmental organizations.
y Analyzes, interprets and applies policies and procedures; provides City
financial, budget, accounting and audit advice and consultation to
management and mid - management employees for various City departments.
v Monitors changes in Federal and State law, and regulations and technology
that may affect City and departmental activities and functions; implements
policies and procedures as required.
r Receives, investigates and responds to residents' service requests.
y Plans, organizes, administers, reviews and evaluates the work of
professional, technical and office support staff, directly or through subordinate
levels of supervision.
y Provides for the selection, training, professional development and work
evaluation of department staff; authorizes discipline as required; provides
Policy guidance and interpretation to staff.
v Contributes to the overall quality of the department's service by developing,
reviewing and implementing policies and procedures to meet legal
requirements and City needs.
r Monitors the adopted budget and prepares periodic budget reviews for
submission to the City Council.
y Prepares and directs the preparation of Comprehensive Annual Financial
Report, including narrative, financial and statistical data.
r Oversees, coordinates and provides information required for the annual City
financial audit; responds to and implements auditor's recommendations.
Prepares or directs the preparation and reconciliation of journals, ledgers and
other accounting records; prepares or directs the preparation of records and
Director of Finance
Page 3
reports for submission to various regulatory and other governmental
agencies.
r Through subordinate levels of supervision, administers accounts receivable,
accounts payable, payroll and other financial functions of the City.
Oversees Finance internal controls.
Prepares and directs the preparation of a variety of written correspondence,
reports, procedures, ordinances and other written materials.
Maintains and directs the maintenance of working and official departmental
files.
r Provides technical advice to City management, City Council and the Finance
Committee in City financial and accounting matters.
Coordinates finance activities with other City departments and other
agencies.
y Performs other duties as assigned.
QUALIFICATIONS
Knowledge of:
Y Principles and practices of public agency finance, including general and
governmental accounting, auditing and financial reporting functions.
y Principles and practices of public agency budget development, administration
and accountability.
y Principles and techniques of conducting analytical studies, evaluating
alternatives and making sound recommendations.
r Applicable laws, codes and regulations.
Techniques for effectively representing the City in contacts with governmental
agencies, community groups and various business, professional, regulatory
and legislative organizations.
y Techniques for dealing effectively with the public, vendors, contractors and
City staff, in person and over the telephone.
r Principles, practices and procedures of public administration in a municipal
setting.
Functions and services of a municipal government.
Skill in:
y Developing and implementing goals, objectives, policies, procedures, work
standards and internal controls for the department and assigned program
areas.
y Conducting complex administrative, operational and financial studies,
evaluating alternatives, making sound recommendations and preparing
effective narrative and statistical reports.
Interpreting, applying and explaining complex laws, codes, regulations and
ordinances.
Director of Finance
Page 4
Planning, organizing, administering, coordinating, reviewing, evaluating and
personally participating in a comprehensive public agency financial
management program.
y- Overseeing the planning, development and implementation of a City -wide
financial plan.
Maintaining accurate financial records and preparing clear and accurate
reports for informational, auditing and operational use.
Administering programs and the work of professional, technical and office
support staff.
r Providing for the selection, motivation, work evaluation, training and
professional development of staff.
Effectively representing the department and the City in meetings with
governmental agencies, contractors, vendors, and various business,
professional, regulatory and legislative organizations.
Preparing clear and concise reports, correspondence, policies, procedures
and other written materials.
Making accurate arithmetic, financial and statistical computations.
Using English effectively to communicate in person, over the telephone and in
writing.
y Using tact, initiative, prudence and independent judgment within general
policy and legal guidelines.
r Establishing and maintaining effective working relationships with those
contacted in the course of the work.
Education and Experience:
Any combination of training and experience which would provide the required
knowledge, skills and abilities may be qualifying. A typical way to obtain the
required qualifications would be:
Possession of Bachelor's Degree from an accredited four -year college or
university with major coursework in business or public administration, public
finance, accounting, economics or a field related to the work and five years of
managerial or administrative experience; including maintaining financial records
and preparing statements. Possession of a Master's Degree in a field noted
above is preferred and may be substituted for one year of the required
experience. Designation as a Certified Public Accountant is also desirable.
License:
Must possess and maintain a valid California class "C" driver's license and have
a satisfactory driving record.
Director of Finance
Page 5
Physical Demands:
Must possess mobility to work in a standard office setting and use standard office
equipment, including a computer; vision to read printed materials and a computer
screen; and hearing and speech to communicate in person, before groups and
over the telephone.
40 PERSONNEL BOARD
AGENDA STAFF REPORT
DATE: July 19, 2012
TO: Personnel Board
FROM: A.J. Lopez III, Director of Human Resources Ikek
SUBJECT: Information Only — Public Information Officer ( "At- Will ")
Recommendation:
The Personnel Board to receive and file this report as information only.
Background:
A Public Information Officer at -will contract opportunity was presented to staff in
alignment with our objectives to perform professional public information and positive
public relations. The City Council will review this item at their regular meeting on July
17, 2012. The class specification is attached in the event Council approves this item.
Discussion & Analysis:
This is part of the Department of Public Relations' reorganization, which will be
discussed in more detail at the meeting.
Fiscal Impact:
If approved the Council will add this position to the FY 13 budget.
Attachments:
Public Information Officer Class Specification
July 17, 2012
CLASS SPECIFICATION
CITY OF LYNWOOD
PUBLIC INFORMATION OFFICER
(At -Will Contract, Exempt from Overtime, MBG Benefits)
DEFINITION
Under general direction, to plan and conduct a public information program for the
Public Relations Department; to perform professional public relations work; and to
perform related work as assigned.
DISTINGUISHING CHARACTERISTCS
This position is assigned to performing professional public information and public
relations work of average difficulty, and to assist in managing the sensitivity and
complexity of programs assigned.
EXAMPLES OF DUTIES
• Writes, edits, prepares, and distributes newspaper and radio releases, bulletins,
newsletters, pamphlets, brochures, speeches, and posters to inform the public and
employees of department services and activities;
• Plans and prepares exhibits and displays;
Attends departmental and community group meetings;
• Arranges for photographic work for departmental and publicity purposes;
• Acts as resource and liaison person with the mass media and other departments;
• Edits prepared copy;
• Serves as back up staff for Service Request Division
• Works with departments on upcoming projects to be advertised and promoted.
MINIMUM QUALIFICATIONS
Bachelor's degree desirable AND one year of professional journalism, public relations,
or media information work. Qualifying experience must include: planning and
coordinating the production and dissemination of a public relations or public
information program involving audio, visual, or print medium; or writing, editing, and
producing public relations or public information materials.