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Home My WebLink About41-Personnel city OF SAN BERQRDINO - REQUEST R... COUNCIL ACTION From: Barbara Dillon Subject: Authorize transfer of recruitment & testing functions and attendant personnel from Civil Service to Personnel Dept: Personnel D~: March 21, 1991 Synopsis of Pnvious Council ection: March 14, 1991 -- Council Personnel Committee recommended combining Civil Service and Personnel Department staff. Recommended motion: Authorize the transfer of recruitment and testing functions from Civil Service to Personnel, effective May 1, 1991, and the transfer of the positions of Personnel Clerk I (2) and Personnel Analyst (1) to Personnel, and instruct the Director of Personnel to prepare the necessary amendments to Resolution No. 6433. ~~.k~,.,) VJ///An) Signature Contact person: Barbara Dillon Phone: 5493 Supporting data .tlloo.hed: Yes Ward: FUNDING REQUIREMENTS: Amount: Source: (Acct. No.1 (Acct. OescriDtionl Finance: Council Notlll: 75.0262 Agenda Item No ~I CITY OF SAN BERNClDINO - REQUEST FCR COUNCIL ACTION STAFF REPORT Recruitment is a critical issue for all city Departments, especially for safety positions. The way the recruitment process is implemented determines whether the City is competitive in attracting a pool of qualified applicants. This report recommends consolidating recruitment for all City positions under the Personnel Department. This will have the following advantages: . Better customer service; Single point of response on recruitments for City departments and the public; One-stop process for different types of recruitments; . Greater efficiency by eliminating dual staffing for the same function; and . Cost savings for the City. Personnel cost savings total $86,055 based on the following actions: delete a Personnel Clerk II; underfill the remaining Personnel Clerk II at a I level; have the existing Personnel Assistant work with the Chief Examiner vs. hiring a new Secretary; and, leave a Personnel Analyst position vacant for six (6) months. This will be accomplished by taking the following steps: Continue with an independent Civil Service . Board. Staff it with the Chief Examiner and a Personnel Assistant. . Transfer two (2) Personnel Clerk l's and one vacant Personnel Analyst from Civil Service to Personnel. Have Personnel assume responsibility for combined counter functions, inclUding job information, applications, benefits, in-processing, employee separations, and jOb descriptions. Attached are organizational charts comparing the current and the proposed organizational structure. 75-0264 ~ o > ~e ~3 t)I ~ Z L&J ~ :E 0:: ~ <( et:: J: ~ U ... Q.....J . L&J <( III 0 Z III 0 III - = ...J ~ u L&J <( z ~ z Z o <( (/) C) et:: 0:: L&J 0 Q.. IL O.J a:~ oz 1-0 ~~ a:LaJ -0. o t- .; r ffi CL o [; a - - , - - ~-=- ~. ti 5 .... )- ~ ~; - tJI .... . ~ I- Z u LLI .... ~ a:: I- ~ :x: 0: 0 ~ ~ CL ..J 1&.-1 ml Q LLI ~ ~i .. 0 Z lIS 0 . ;1 - ~o 0 .... ... ..J ~ u~ 0 LLI N ~te III z - ... Z Z Q 0 ~ C) (/) n:: i." s .. 0:: 0 : . LLI ..... .... CL .... t; I" .. ~ . - .. u I .... .=-t ,. .f J" .. ..... i~ .... :: ! ... . .e... I "1 u : It. .J ... ~ ... .. .. sel .... ..... .... ... .... . . o o . I I j 1 I , . ~ ~ c S I~ =r4evn # 4( OS / to f9! HISTORY AND STATISTICS The Civil service Department has been performing the func- tions of Recruitment and Testing for many years effectively. History reveals that except for the period March 1984 until April 1989 these functions have always been with Civil Service, so it was only natural that these functions remain- ed with civil Service when the illegal merger was recognized in April 1989. Up to this point (April 1989) civil Service conducted all recruiting for both CLASSIFIED and UNCLASSIFIED positions. The recruitment for both classes caused no undo hardships for civil Service in the past and would not cause any now. The assigning of unclassified recruitment to the Personnel De- partment caused confusion for the general public and employ- ees because they were use to going to Civil Service for any and all recruitments. In addition, the switch caused the Personnel budget to increase, whereas civil Service had already budgeted for anticipated recruitments. An additional expense was created by Personnel when they had printed a se- parate application for unclassified recruitments when the use of the existing application would have sufficed. On Wednesday, March 13, 1991, the Chief Examiner received a copy of the Personnel Committee Agenda for the meeting to be held at 10:00 A.M., Thursday, March 14, 1991. This was the first time the civil Service Department or the civil Service Board Commissioners had any knowledge of the recommendation for combining Civil Service and Personnel Department Staff and the transferring of the recruitment and testing func- tions. During this meeting the City Attorney, City Adminis- trator and Personnel Director presented the proposal to the Personnel Committe. The civil, Service Department was repre- sented by Commissioner Waelder and the Chief Examiner Doug Chandler. The vote of the comm~ttee was 2-1 to send the pro- posal to the full Council. The Civil Service Board Commissioners were at a lost as to why this proposal was made and why they were not consulted prior to it being made. The Board was told that many depart- ments had complained to the City Administrator that civil Service was taking too long to recruit, test and provide them with a list for them to hire from. The Board disputes this, because a review of the recruitment files indicates that all recruitments were accomplished in a timely manner and further that no department has complained to the Chief Examiner or any of the Commissioners that a problem existed. Recruitment statistics for the two departments indicate that if a change is to be made it should be that Personnel should transfer the UNCLASSIFIED recruitments to civil Service. ~ C Civil Service has the ef-fective recruiting UNCLASSIFIED. experience and whether it ~ knowledge to perform be CLASSIFIED or Prior Year Actual Current Year Estimate Next Year PrODosal Civil Service 173 230 260 Personnel 15 20 15 The retention of unclassified recruitment by Personnel after the separation of the departments in April 1989, was a bad decision and a waste of money. Civil Service was already do- ing the recruitment and there would have been no additional costs involved and the one contact office for recruitments would have been perserved. The Civil Service Department could still absorb the unclassified recruitments with little or no impact on its current operation and was so stated in the De- partment's FY 91-92 budget transmittal memo. In the proposal submitted it was stated: (a) this proposal would promote uniform policies and procedures in the area of position allocation and control and (b) provide one set of files and one control point over personnel files. In answer to the above: (a) Civil Service has nothing to do with position allocation and control, this is strictly a Personnel function and departments must obtain approval from the City Administrator prior to requesting a recruitment. There has been one department that has bypassed the procedures currently in place that have been working effectively. (b) Civil Service does not maintain personnel files, this is a Personnel function and their is no dupli- cation of Personnel Files. out of all of this it became apparent the Police Department was the department complaining and was rightly concerned about the available applicant pool it needed to fill the additional Police Officer positions created by the assessment district. The Chairman of the Civil Service Board in a discussion with the Chief of Police prior to the proposal being submitted had addressed this matter at the Civil Service Board's regular meeting on March 26, 1991, and had formed a Police Recruitment Committee to look into the pre- sent testing process and determine what the delays were, if any. As a result of the formation of the Committee many ideas have surfaced which are being used to improve the system. An acce- lerated testing process has been tested as a pilot program on a small group of out-of-state and out-of-local-area appli- cants. This test was conducted during the normal testing cycle for LaW~fOrcement Trainees WhiCh<:) conducted on the last Tuesday of every month. During this test with the help of the Police Department, twenty-nine (29) applicants were identified as being in the above categories. The exam was given at 9:00 A.M. on April 30, 1991, and was completed at approximately 11:00 A.M. The twenty-nine applicants were instructed to return to the Civil Service Department at 1:00 P.M. for the results of their written exam. Those who were successful, seventeen (17), were given a psychological writ- ten exam, and a appointment for a oral interview by the Po- lice Department later the same day. If the applicant passed the oral interview he was then scheduled for the polygraph test the next day. As a result of this accelerated process the following statis- tics were derived: 'Given Written Exam 29 'Passed Written Exam 17 'Given Psvch Exam *17 'Passed Oral Exam 15 'Passed Polvqraph 7 *Written exam, no pass or fail, informational for Psycholo- cial Evaluation by Doctor. The next step is the psychological evaluation, audio/visual exam, Background Check and the Physical Exam. These are the areas which consume quite a bit of time, because of the scheduling with the medical facilities and the Background Check. These areas have been identified as problem areas and the Committee is working on these items. The accelerated process has been plans are in the works to expand cycle at the end of May. Since January 1991, Civil Service has accomplished the fol- lowing for Law Enforcement Recruitment: determined a success and it during the next testing Applicants No Shows Tested Passed Failed 812 272 451 226 225 Unqual 89