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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 - 1 - Vote D,ty V" S T'e J RECEIVED JUL 16 2T2 CITE' CF LY!\jV' fjOD CITY CLERKS OFFICE M ir ; o- 0' ., % vw.\c -' c,j cl <<�- �j c.d. Vote Time 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 -2- 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. -3- 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.