HomeMy WebLinkAbout05.F- Human Resources 5.F
RESOLUTION (ID#2724) DOC ID: 2724 A
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Personnel
From: Allen Parker M/CC Meeting Date: 10/21/2013
Prepared by: Linda Wynn, (909) 384-5161
Dept: Human Resources Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing the
Addition and Funding for One (1) Human Resources Analyst Within the Civil Service
Department. (#2724)
Current Business Registration Certificate: Not Applicable
Financial Impact:
The salary at top step for the Human Resources Analyst classification, Range 3490, is $74,580.
Benefits and internal service charges add$29,608 for a total annual cost of$104,188. The
effective date of this add to staff will likely be December 1, 2013, resulting in a cost of$60,776
for the balance of fiscal year 2013/14.
The Civil Service Board is actively involved in the selection process to fill the Chief Examiner
position. However, until a candidate is selected and salary is negotiated, it is unknown whether
the new Chief Examiner will be appointed at a salary lower than that of the outgoing Chief
Examiner. If so, there will be salary savings available to help fund this position.
Should workload decrease in the future to the point that the additional full-time position is no
longer justified, the Commission will submit a reduction plan.
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
On October 10, 2013, the Personnel Committee Chairman recommended that the proposed item
be forwarded to the Mayor and Common Council for adoption.
Background:
The Civil Service Chief Examiner recently announced her resignation effective October 31, 2013.
Human Resources began accepting applications to fill the vacancy on September 16,2013.
The loss of Ms. Bruhl's expertise at such a critical point, along with a significant increase in department
workload, creates the need to pursue the addition to staff of a Human Resources Analyst. Current
authorized positions include: one (1) full-time Chief Examiner, one (1) full-time Human Resources
Analyst, and one (1) full-time Human Resources Technician. The process to fill the vacant Human
Resources Technician position is currently underway.
Updated: 10/16/2013 by Georgeann"Gigi"Hanna A Packet Pg.93 -j ;
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2724
The Civil Service Department is responsible for screening, testing, and certifying applicants for classified
positions throughout the City and the Water Department. In addition, the department performs research
into seniority and bumping options related to staff reductions,coordinates and staffs disciplinary hearings,
and serves the administrative needs of the Civil Service Board. All functions must be performed in
compliance with the Charter,the Civil Service Rules,and department and City policies and procedures.
The department has been understaffed since 2008,when budget reductions resulted in the elimination
of a 30-hour position. At that time, duties and responsibilities were reallocated to best utilize staff
strengths, processes were streamlined to improve efficiency, and interns from several work training
programs were used to assist with workload. These measures allowed the department to adequately serve
the City's needs as volume fluctuated over the next several years, depending on whether staff reductions
were underway or the City was in recruitment mode.
During the past year, volume has steadily increased due to City-wide lay-offs in 2012 and recruitment to
replace employees who resigned or retired. The Water Department continues to be a heavy user of the
services provided by the department, particularly those related to recruitment, and contributes to the
General Fund for support by Civil Service. The attached report reflects significant workload increases in
key indicators associated with recruitment during the past 12 months. Also included are statistics related
to the 2012 lay-offs.
It is expected that the components of the City's plan of adjustment will significantly impact Civil Service.
Whether the plan includes staff reductions and/or recruitment, Civil Service Department staff at its
present level will not be able to adequately respond. During the same period,the new chief Examiner will
be challenged with learning the complexities of the position.
It is vital to City operations that the Civil Service Department be appropriately staffed through the plan of
ad j ustment. The impacts to the City of inadequate staffing in the department may include the following:
• Slower processing of reductions-in-force,resulting in delays in personnel-related cost savings;
3
• Prolonged periods of paid administrative leave due to delayed employee disciplinary hearings;
• Delays in revenue generation and providing essential services to the Community as the result of
increased recruitment processing time.
I
This item was reviewed and approved by the San Bernardino Confidential Management
Association, Management/Confidential representative, on September 30, 2013.
City Attorney Review:
Supporting Documents:
reso 2724 (PDF)
Personnel Committee Request- 10-2013 REVISED (PDF)
Current Org Chart (PDF)
Proposed Org Chart (PDF)
Copy of Oct 2012-Sept 2013 Recruitment and Reduction-in-Force Statistics (PDF)
Updated: 10/16/2013 by Georgeann"Gigi"Hanna A Packet Pg. 94
I RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE ADDITION AND FUNDING FOR ONE (1)
3 HUMAN RESOURCES ANALYST WITHIN THE CIVIL SERVICE DEPARTMENT.
4 NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMON
5 COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
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SECTION 1: One (1) Human Resources Analyst position within the Civil ServiceE Q
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8 Department is hereby authorized; and
9 SECTION 2: The funding for one (1) Human Resources Analyst, Range 3490, is hereby
10 authorized at an anticipated salary and benefits cost of$104,188; and o
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11 SECTION 3: The Human Resources Division Manager is authorized to update _21
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Resolution No. 97-244 to reflect these actions;
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SECTION 4: The Director of Administrative Services is authorized to amend the FY 00
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2013-14 budget to reflect these actions.
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1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE ADDITION AND FUNDING FOR ONE(1)
2 HUMAN RESOURCES ANALYST WITHIN THE CIVIL SERVICE DEPARTMENT.
3
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
4
Common Council of the City of San Bernardino at a meeting thereof,
5
held on the day of ,2013, by the following vote,to wit:
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COUNCILMEMBERS: AYES NAYES ABSTAIN ABSENT M
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g MARQUEZ w
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VALDIVIA N
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11 KELLEY >,
12 JOHNSON a
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MC CAMMACK
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Georgeann Hanna, City Clerk
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The foregoing Resolution is hereby approved this of ,2013.
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17 Patrick J. Morris, Mayor ti
18 City of San Bernardino
Approved as to form: ti
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19 JAMES F. PENMAN, a
20 City Att ey
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' City of San Bernardino
Personnel Committee Staff Report
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TO: Personnel Committee
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FROM: Helen Tran, Human Resources Division Manager
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THROUGH: Dennis Reichardt, Chairman, Civil Service Board -
J. Loraine O'Campo, Vice-Chair v
Commissioners Curtis Stout, Evelyn Alexander, W. Lloyd Roberts
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SUBJECT: Personnel Committee Meeting—October 10, 2013 a
Add Human Resources Analyst to Civil Service Department Staff
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DATE: September 30, 2013
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CC: File E
BACKGROUND a
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The Civil Service Chief Examiner recently announced her resignation effective October 31,2013.
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Human Resources began accepting applications to fill the vacancy on September 16,2013. o
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The loss of Ms. Bruhl's expertise at such a critical point,along with a significant increase in department j
workload,creates the need to pursue the addition to staff of a Human Resources Analyst. Current
authorized positions include: one(1)full-time Chief Examiner,one(1)full-time Human Resources
Analyst,and one(1)full-time Human Resources Technician. The process to fill the vacant Human N
0
Resources Technician position is currently underway. r
The Civil Service Department is responsible for screening,testing,and certifying applicants for classified
Cr
positions throughout the City and the Water Department. In addition,the department performs research
into seniority and bumping options related to staff reductions, coordinates and staffs disciplinary hearings,
and serves the administrative needs of the Civil Service Board. All functions must be performed in
compliance with the Charter,the Civil Service Rules, and department and City policies and procedures. E
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The department has been understaffed since 2008,when budget reductions resulted in the elimination v
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of a 30-hour position. At that time,duties and responsibilities were reallocated to best utilize staff
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strengths,processes were streamlined to improve efficiency,and interns from several work training v°L,
programs were used to assist with workload. These measures allowed the department to adequately serve a
the City's needs as volume fluctuated over the next several years,depending on whether staff reductions
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were underway or the City was in recruitment mode. E
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Packet Pg.97
5.F.b
During the past year,volume has steadily increased due to City-wide lay-offs in 2012 and recruitment to
replace employees who resigned or retired. The Water Department continues to be a heavy user of the
services provided by the department,particularly those related to recruitment,and contributes to the 01
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General Fund for support by Civil Service. The attached report reflects significant workload increases in
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key indicators associated with recruitment during the past 12 months. Also included are statistics related aCL
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to the 2012 lay-offs.
ANALYSIS in
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It is expected that the components of the City's plan of adjustment will significantly impact Civil Service. v
Whether the plan includes staff reductions and/or recruitment,Civil Service Department staff at its
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present level will not be able to adequately respond. During the same period,the new chief Examiner will 2,
be challenged with learning the complexities of the position. Q
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It is vital to City operations that the Civil Service Department be appropriately staffed through the plan of
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adjustment. The impacts to the City of inadequate staffing in the department may include the following: 0
• Slower processing of reductions-in-force,resulting in delays in personnel-related cost savings;
• Prolonged periods of paid administrative leave due to delayed employee disciplinary hearings;
• Delays in revenue generation and providing essential services to the Community as the result of
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increased recruitment processing time. -a
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FINANCIAL IMPACT/FUNDING SOURCE N
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The salary at top step for the Human Resources Analyst classification,#3490, is$74,580. Benefits and w
internal service charges add$29,608 for a total annual cost of$104,188. The effective date of this add to Cn
staff will likely be December 1,2013,resulting in a cost of$60,776 for the balance of fiscal year 2013/14. UJ
The Civil Service Board is actively involved in the selection process to fill the Chief Examiner position. c
However,until a candidate is selected and salary is negotiated, it is unknown whether the new Chief N
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Examiner will be appointed at a salary lower than that of the outgoing Chief Examiner. If so,there will
be salary savings available to help fund this position. N
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Should workload decrease in the future to the point that the additional full-time position is no longer
justified,the Commission will submit a reduction plan.
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TABLE 1:1 E
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CURRENT
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BUDGETED SALARY/
Y 2013-2014 POSITION BENEFITS
Chief Civil Service Examiner (U) 1 $148,844 a
Human Resources Analyst 1 $104,188
Human Resources Technician 1 $63,210
$316,242
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Packet Pg.98
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TABLE 1:2
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PROPOSED E
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s FY 2013-2014 BUDGETED SALARY/
POSITION BENEFITS o
Chief Civil Service Examiner (U) 1 $148,844
Human Resources Analyst 1 $104,188 y
Human Resources Analyst 1 $104,188
Human Resources Technician 1 $63,210
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$420,430 N
RECOMMENDATION a
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The Civil Service Board requests approval to establish and fund an additional Human Resources Analyst O
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position for the Civil Service Department.
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1. Authorize the addition of one (1) Human Resources Analyst position to the Civil Service
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Department. .�
2. Authorize funding for one (1) Human Resources Analyst position, Range 3490; the a
anticipated salary/benefits cost is $104,188.
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3. Authorize the Human Resources Division Manager to update Resolution No. 97-244 to ,~N.
reflect this action. o
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4. Authorize the Director of Administrative Services to amend the FY 2013-14 budget to reflect
this action. w
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ATTACHMENTS ,
Recruitment/Reduction-in-Force Workload Statistics—October 2012 through September 2013
Organizational Chart—Current
Organizational Chart- Proposed Cr
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