HomeMy WebLinkAboutStaff Report 5.D 2/24/2014 Ag-e vidcvItevw #5. 1D
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DATE: February 24, 2014
TO: Honorable Mayor and Members of the City Council
FROM: John C. Brown„City ManageP •
SUBJECT: Resolution Amending the Classification and Compensation Plan by
Reestablishing the Classification and Pay Range•ofDirector of Human Resources
and.Authorizing--•the Position Allocation of Director of Human Resources.
RECOMMENDATION
It is recommended the City Council adopt the attached Resolution Amending the Classification
and Compensation Plan by'Reestablishing•the Classification and Pay Range of Director of
Human Resources and Authorizing the Position Allocation of Director of Human Resources.
BACKGROUND
The classification of Director of Human Resources was established on or before March 1990.
That position was last occupied in July 2003, when the then-Director resigned. Following that
resignation the Human.Resources+-Department reorganized,and was placed under the Director of
Finance in what became the Administrative Services Department. The City Council opted at that
time to fill the Director of Human Resources position at the Human Resources Manager (HR
Manager) level, created the classification, and established the salary range for the HR Manager.
The classification of Director of Human Resources was-abolished by Resolution No 2005-014 in
January.2005.
The Administrative Services Department was reorganized in 2008;.following the vacation of the
Director-position. The Human.Resources, Information Technology, and Risk Management
divisions that were formerly part of Administrative Services were placed under the City
Manager; and,packing enforcement was transferred to th&Police Department. Finance was re-
established as'a”stand'alone=department with a Finance Director. In the Human Resources
division. ongoing budget reductions cut staffing levels 40 percent from 2009, with no
corresponding reduction in workload. On the contrary, workload increased as the City managed
its way throughrepeatedlay=offs and enhanced retirement offerings (golden handshakes), impact
and concession bargaining, and contract negotiation with all-o'f the City's represented employees.
During this time, the FIR Manager has reported to the:City Manager but functions at,a far higher
level than'was contemplated.in'2008, operating with;autonomy similar-to Department Directors.
In 2011, in response to concerns at bargaining regarding the potential of a conflict (the HR
Manager was:representedby the bargaining unit negotiating with Management), the HR
Agenda Review:
City Attorney Finance Director City Manage
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Manager was placed in Unit 8 (Department Directors) and serves in an at-will capacity as do
Department Directors and-executive level managers.
DISCUSSION
The incumbent HR Manager has submitted her resignation and will retire at the end of April
2014. Recruitment"is expected to be very difficult, and a candidate of the incumbent's ability,
temperament, and commitment is not expected to be found if the City attempts to fill the position
at the Manager level. Further, the at-will status of this position is expected to discourage
candidates if recruited at.thelower position classification. In discussing this matter internally,
and with an executive recruitment,professional, it appears prudent to fill this position at the
Director level. That title and,salary,are more appropriate to the work that is being done, and
appear necessary if we areto be successful in recruiting a suitable replacement.
Accordingly, it is recommended the City Council reestablish the classification of Director of
Human Resources. The attached position classification summarizes major responsibilities and
sets minimum qualifications. The attached resolution establishes a.salary range for the position.
In setting a salary range, both the external market and our internal pay structure are considered.
Regarding the external market, a survey was conducted of public agencies in the Bay Area
region. The recommended salary range is in the range of the salaries in those jurisdictions
employing a Human Resources Director, and is approximately$600 per month less than the
average paid in other jurisdictions. In conducting an internal review, the complexity of the duties
and responsibilities, and the levels of education and experience specified for the position of
Director of Human Resource-are generally consistent with that of the Assistant.City Manager and
other City Directors. As such, the recommended salary range of$113,390.16 to $147,149.18 is
the same as the range for other non-sworn Directors. In comparison,the range for the Human
Resources Manager is $97,226.40 to $119,038.40 per year. Your approval of the recommended
pay range is respectfully requested.
Once the classification is approved,the position allocated and the salary established, staff will
proceed with recruitment, which:is expected to be conducted in-house. Staff is currently drafting
recruitment materials and evaluating options, including an "open-until-filled" approach, to
expedite the hiring process so that the position can be filled by May 1, 2014.
FINANCIAL IMPACTS
Calculated at rate above mid-range but not the highest salary in the range, the total annual
compensation for this position including salary and benefits is approximately$183,791.38. It is
anticipated that the position will be filled by May 1'', perhaps sooner. The two month additional
cost of the position through June 30, 2014, for salary and benefits, would be approximately
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$5.680 for the range noted above.
ATTACHMENTS
1. Resolution and Exhibit A
ATTACHMENT 1
RESOLUTION AMENDING THE CLASSIFICATION AND COMPENSATION
PLAN BY REESTABLISHING THE CLASSIFICATION,AND PAY RANGE OF
DIRECTOR OF HUMAN RESOURCES AND AUTHORIZING THE POSITION
ALLOCATION OF DIRECTOR OF HUMAN RESOURCES
WHEREAS, the City wishes to keep current its Classification and Compensation
Plan, and amendments and or revisions to the Classification and Compensation Plan are
effective upon approval by the City Council; and,
WHEREAS, the City Manager/Personnel Officer has determined that certain
duties and responsibilities are appropriately allocated to the classification of Director of
Human Resources Director.(as attached hereto and marked Exhibit A); and,.
WHEREAS,the pay range for the classification of Director of Human Resources
as listed below, is hereby recommended, effective with the adoption of this Resolution.
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gelassifieatron itle =Pay RangePer Ivionthra .
Director of Human Resources $9,449.18- $12,262.43
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma:
1. Approves the amendment to the Classification and Compensation Plan as
written in this Resolution including the amendment in the Competitive
Service of the Personnel System.
2. Takes this action pursuant to Personnel Code 3.04.020 and Personnel
Rules and Regulations (Rule IV- Classification and Rule V—
Compensation) and, that the notice of this action has been properly posted.
3. Authorizes the position allocation of Director of Human Resources
effective with the adoption of this Resolution.
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EXHIBIT A
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CITY OF PETALUMA
R pY � CLASS SPECIFICATION
Date: 02/24/2014
/858 Job Class: 08
Director of Human Resources
Summary
Plan, organize, manage, and direct the activities and operations of the Human Resources
Department including recrUitinent, .examination and selection, classification and compensation,
employer compliance, employment data and records, employee and labor relations, benefits
administration, Workers'-Compensation, and workplace safety; to coordinate assigned activities
with other departments and outside agencies; and to provide highly responsible and complex
administrative support to the City Manager.
Class Characteristics
Administrative direction is provided by the City Manager; responsibilities include the direct
supervision of professional, technical, and administrative support personnel.
Essential Duties, Skills, and Demands of the Position
The duties, skills, and.demands'described here are representative'of those that must be met by an
employee to successfully perfor,n the essential functions of this job. Reasonable accommodations
may be made to enable individuals with a disability to perform the essential duties, skills, and
demands.
Duties:
Develop;plan and implement Human Resources Department goals and objectives; recommend
and administer policies and procedures.
Coordinate Human Resources-Department activities with those of other departments and outside
agencies and organizations; provide staff assistance to the City Manager and City Council;
prepare and present staff reports and other necessary correspondence.
Direct, oversee and participate in the development of the Human Resources Department work
plan; assign work activities, projects and programs; monitor work flow; review and evaluate
work products, methods and procedures.
Supervise and participate in the development and administration of the Human Resources.
Department budget direct the forecast of additional funds needed for staffing, equipment,
materials and supplies; monitor and approve expenditures; implement mid-year adjustments.
Select, train, motivate and evaluate personnel; provide or coordinate staff training; conduct
performance evaluations; implement discipline procedures; maintain discipline and high
standards necessary for the efficient and professional operation of the Department.
Identify, interpret and apply legal requirements and government regulations affecting human
resource functions, and ensure policies,procedures, and reporting are in compliance.
Direct the administration of the recruitment, examination, and selection of personnel.
Direct the maintenance and administration of the classification and compensation program.
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Direct the, administration of the City's benefits programs including the California Public
Employees_' Retirement System (CaIPERS) program, 'workers' compensation, unemployment
insurance, health; dental, vision, and Other benefitprograins.
Represent the'City in,labor negotiations, or serve on the City's negotiating team and ensure the
proper implementation of'Mernorandums of Understanding.and Compensation Plans.
Administer and serve as a resource for the City's Safety Program-including the Injury and Illness
Prevention Program.
Provide technical expertise:and assistance,to employees, supervisors, and managers on employee
performance, discipline, supervision, and grievances.
Investigate complaints and recommend 'appropriateaction.
Advise, confer, and counsel employees, supervisors, and managers in the handling of
interpersonal relationships; conflict resolution, and consensus building.
Assist in the mediation and resolution,of Workplace conflicts.
Direct the development and administration of employee training and development programs.
Supervise the processing of personnel transactions and the maintenance of appropriate
employment data and records.
Direct the administration of the City's employee performance evaluation system.
Represent the Department to outside.groups and organizations; participate'.in outside community
and professional groups and committees provide technical assistance as necessary.
Research and prepare technical and administrative reports and studies; prepare written
correspondence.
Build and maintain positive working relationships with co-workers, other City employees and
the public suing principles,of good customer service.
Perform related duties as assigned.
Skills/Abilities:
Plan, manage, and direct the administration and operations of the Human Resources Department.,
Prepare and administer department budget..
Develop and implement department policies and procedures.
Supervise, train and evaluate assigned personnel.
Gain cooperation through discussion and persuasion.
Analyze problems, identify alternative solutions, project consequences of proposed actions and
implement recommendations in support of goals.
Interpret and apply City and department policies, procedures, rules and regulations.
Interpret and apply a variety of human resources rules, laws, and policies; develop
recommendations for human resources rules and policies.
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Negotiate effectively with varied organizations.
Facilitate conimunication between all parties and keep in balance the hest interest of all.
Listen, understand, and assist others to resolve.organizational and interpersonal problems.
Exercise sound, thoughtful, and excellent judgment.
Resolve and/or mediate conflict.
Manage effectively under pressureand with competing demands.
Define problems, collect data„establish facts, and draw valid conclusions.
Continuously improve upon work procedures, practices, and methods.
Organize, prioritize, and direct a.number of complex work projects.
Communicate effectively both verbally and in writing.
Effectively present information to the City Manager, other department directors, and the City
Council.
Establish and maintain effective working relationships with those contacted in the course of the
work.
Physical.Demands and Work Environment:
While perforniing the dune's; of this job, the employee. is regularly required to sit; use the
computer keyboard and mouse; use hands to finger, handle; or feel; reach with hands and arms;
talk or hear; and taste or smell'; stand, walk, and stoop, or crouch. Occasionally lift and/or move
up to 25 pounds, Specific vision :abilities required by this job include close vision, distance
vision, color .vision,,peripheral vision; depth perception; and ability to adjust focus. The noise
level in the work environment is usually moderate.
Qualifications
Knowledge'of:
Principles and practices' of public administration, including recruitment, classification,
compensation,.l'abor/employee relations, training and development,and benefits administration.
Human resource policies, rules, and regulations; laws, rules. 'and regulations affecting human
resource administration and employment.procedures.
Procedures and issues involved in administering benefit programs including workers'
compensation the-California Public Employee Retirement Systerii,.and other benefit programs.
Individual and organizational behavior, motivation; and theories of current management
practices.
Principles and practices of leadership, motivation, team building and conflict resolution.
Organizational and management practices as applied to the analysis and evaluation of human
resources programs and practices.
Principles and practices of budget preparation and administration.
Principles and practices of supervision, training and personnel management.
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Modern office procedures and computer.
Principles and practices of customer service.
Education and.Experience
Education:
A Bachelor's degree in public or business administration, human resources, public
administration or a related field is required. A Masters degree,is highly desirable.
Certifications/Licenses:
A minimum of five (5) years of progressively responsible, professional public sector experience
in human resources administration, and at least three (3) years' experience in a supervisory
capacity is required. Direct experience working with local government labor relations and
experience with sworn public:safety is highly desirable.
Other Requirements:
Possession of a valid California Class C driver's license.
Re-established: 02/24/14 - Resolution-# 2014-XX N.C.S.
Abolished: 01/24/05 - Resolution# 2005-014 N.C.S.
Established: On or before 03/90
Department: Human Resources
FLSA Status: Exempt
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