Personnel Commission minutes are available on audiocassette upon request in compliance with the Americans with Disabilities

Act of 1990. Requests may be made by contacting the Human Resources Department at (510) 583-4500 or TDD (510) 247-

3340.

CITY OF HAYWARD

PERSONNEL COMMISSION

Regular Meeting

March 12, 2015

5:30 p.m. Room 2A

Hayward City Hall

777 B Street

PLEDGE OF ALLEGIANCE

PUBLIC COMMENTS (Note: THE PUBLIC COMMENTS section provides an opportunity for citizens to address the Personnel Commission on items not listed on the agenda. The Commission welcomes your comments under this section, but is prohibited by State law from discussing items not listed on the agenda. Your item will be taken under consideration and referred to staff.) APPROVAL OF MINUTES

I. Approval of Minutes for Regular Meeting January 8, 2015 (Action) REPORTS

II. City Council Liaison (Information) III. Director of Human Resources (Information)

NEW BUSINESS IV. Job Descriptions

A. Information Technology Manager B. Educational Services Manager

V. Revised Salary and Classification Plan

A. Information Technology Manager B. Educational Services Manager

VI. Recruitment Diversity Report (Oral Report)

VII. Personnel Commission Goals and Timeline

VIII. Oral Panelist Feedback Survey (Oral Report)

IX. Recruitment Advertisement (Oral Report)

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x. Future Agenda Topics/General Comments

Xl Adjournment

PCfSOOnd and Affinnati\'c Action Commission minulcs arc available on audiocassette upon request in compliance with the

Americans with Disabilities Act of 1990. Requests ma)' be made by contacting the Ilurnan Rcsoun:cs Depanmcnt at (510) 583­

450001" TOO (510) 247-3340.

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CITY OF

HAYWARD

CITY OFPERSO EL

DRAFT '....I'.L}

Regular eetingThur da Janua 8 2015

Room 2A

A regular meeting of th ity of Hayward Per onnel ommlSSlon wa all d to order at 5:30 pm onThur day January 8 20'\5 at Hayward City Hall onference Room 2A fi 11 wed by the Pledge fAll giance.

OTHERS PRES TI Amen Direct r f tiliti and En "room ntal rvt e

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Attendance

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P BLIC COMME TA member ofth public attended tbe me ting t m t the requjrem nt fa hool project.

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APPROVAL OF MI UTES

I. Approval of November 13,2014 Special Meeting Minutes (Action)

Commissioner Yates pointed out a duplication error in the Administrative Clerk VII jobspecification section. and also noted that there were spacing errors and a transcription error in the"Volunteer Program AssistanC job specification section. where the word "paid" should beomined.

(M/SIP) (BristowlKailh) Approved M!h noted edits.

REPORTS

II. City Council Liaison (Information)

Council Member Peixoto explained to the Commission some of the upcoming changes that camewith the passing of Measure C, which included the approval of a new Police Sergeant andFingerprint Analyst. He also alened the Commission of the Economic Development of thedowntown area, including the efforts to secure a hotel or conference center, to continuegenerating downtown traffic and spurring more economic growth. He noted that the Council wasworking to provide more affordable housing in Hayward. which was started in December.

Commissioner Yates expressed her concerns regarding groups needing a meeting space, andexpressed her support for a convention center with meeting space. She also expressed herconcern regarding downtown lighting and visibility. Commissioner Bristow asked a questionregarding the title of the position that would be assisting with fingerprinting in the PoliceDepartment. Director Collins noted that the Police Department had not submitted a proposal forthe position, so she could not continn the title at this time.

Council Member Peixoto concluded by noting that the restoration of retail in the HaywardDowntown area, with the purchase of recent properties, will hopefully spur more economicdevelopment, as they look to bring housing to the downtown area.

III. Human Resources Director (Infonnation)

Director Collins thanked the Commission for the acknowledgement of her recent appointment.She reponed that Sarah Monnastes. Senior Human Resources Analyst~ has left the City ofHayward for a position with the City of Walnut Creek. With Ms. Monnastcs' departure, and thatof Julie Guimond. Acting Senior Human Resources Analyst, the department has two vacanciesfor the Senior Human Resources Analyst position. Director Collins continued by introducing therecent appointment of Vanessa Lopez to the Senior position, and gave a brief history onVanessa's experience with the City of Hayward.

Director Collins noted that the depanment conducted a recruitment for the second position ofSenior Human Resources Analyst, but the candidate pool did not yield the quality for theposition. The vacancy left behind by Vanessa's promotion, she continued. would allow forrecruitment of an analyst at either the Analyst J or Analyst 11 level, and this would most likelytake place in the summer.

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Lastly. Director Collins reminded the Commission of the upcoming job fair on March 7. 2015.She reiterated thai their help was necessary for reviewing resumes, and thanked CommissionerYates for assisting with the last resume review in 2014. Director Collins mentioned that therewould be a briefing with the reviewers prior to the job fair, to discuss fonnatting and otherconsistencies. She reverberated that the job fair would be sponsored by the City and hostingbusinesses within the Hayward area.

NEW BUSI 'ESS

IV. Job Descriptions

Operations Support Services Managerina Collins, Director of Human Resources, provided an overview aflhe Operations Support

Services Manager job specification and answered questions.

Commissioner Yales noted that under the Essential duties. "study crime" was not clear. andasked if something further needed to be added. such as "study crime statistics or analytics··.Director Collins noted that while this was original language that had not been modified, she willfollow up with the Police Chief if funher clarification needed to be added to the language.Commissioner Yates also noted that there was a spacing typo under the "Licenses andCertificates" section.

(M/SIP) (Bristow / Yales) Approved with noled edits.

ChemistAlex Ameri, Director of Utilities and Environmental Services, provided an overview of theChemist job specification and answered questions.

Commissioner Porter suggested that the first sentence of the Distinguishing Characteristicssection be changed to nole that the Chemist "operates with greater independence and morecomplexity of assignment", She also noted that clarification of process should be added to the"Esselllial Duties" sectiolllhat addressed how the Chemist position "recognizes problems whichmay occur during the process". Commissioner Porter continued that there were spacing andfonnatting errors throughout the document, and pointed out a grammatical error under the"Knowledge or' seclion. where "its" should be "their".

(M/SIP) (PorterNales) Approved with nOled edilS.

Supervising Building InspectorDavid Rizk, Director of Development Services. provided an overview of the SupervisingBuilding Inspector job specification and answered questions.

Commissioner Porter asked that under the education requirements, the completion ofsupervisoryskills training courscwork should include the wording "required by the City". as the skills areasked for by the City. She also noted that the "Special Requirements" section was not consistentwith the City's standard language and did not have a lifting requirement.

(MIS/P) (PorterNates) Approved with noted edilS.

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Lead Librarv AssistantDirector Collins provided an overview of the Lead Library Assistant job specification andanswered questions.

Commissioner Porter noted that there was an extra qUOlation mark in the "Ability to" section;she also noted that the special requirement section was not consistent with the City's standardlanguage. Commissioner Yates commented that under the "Ability to" section, "typical officetechnology" should be replaced with "standard office technology". Lastly, Commissioner Kingpointed out spacing issues in the document.

(M/SIP) (Yates/Poner) Approved with noted edits.

V. Revised Salary and Classification Plan

Director Collins provided an overview of the revised salary and classification plan. whichincluded the salary range for Chemist and Supervising Building Inspcctor, and the deletion ofnine Local 21 Classifications, and answered questions.

(M/SIP) (Bristow/Porter) Recommended for Council Approval.

VI. Recruitment Diversity Report (Oral Report)

Director Collins provided an overview of the purpose of the Recruitment Diversity Report inreporting to the Commission candidate diversity tracking during the hiring process, and providedan overview ofthe report. An oral report was given on 14 rccruitments:

• Development Review Specialist• City Building Official• Groundskeeper 111• HVAC Mechanic• Lateral Community Service Officer• Communications Operator• Animal Control Officer• Animal Care Attendant• Shelter Volunteer Coordinator• Wastewater Collection System Supervisor• WPCF Operations Supervisor• Senior Human Resources Analyst• Library Assistant- Public Library• Library Assistant- Para-transit

VII. Personnel Commission Goals (Oral Report)

Director Collins began the report by reviewing the history of the previous goals, which were lastupdated in January 2013. She mentioned that most of the goals were continuing, and that somehad not yet been addressed, including an update of the Personnel Rules. She explained that thePersonnel Rules were last updated in 1977. and that updating them would be a large, laborintensive process involving the City Attomey's office and the bargaining groups, and would take

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one and a halfta two years to complete.

She continued by reviewing the previous goals of the commission, and pointed out that the goalsset for reviewing and recommending the classification and salary plans were ongoing in themeetings. She noted that Mission statement, per previous discussion, did not need to be updated,as it was already included in the City's Charter. Director Collins stated that she would like tokeep the goal of reviewing and making recommendations related to candidate pool diversity. asshe would like to bring forth initiatives and strategies to continue with efforts in this area.

Commissioner Yates asked for clarification on whal the Personnel Rules were. Director Collinsexplained that where a Memorandum of Understanding may not address something, then theaction is defaulted to the Personnel Rules. She further described the process of updating therules, in which the City Attorney and Human Resources teams would meet and confer with thebargaining groups and bring the updated rules to the Personnel Commission for review.

Director Collins concluded that while there was still more work to be done to address theCommission's goals, she recommended keeping the previously set goals and adding in a metricssystem to assess completion and success. She will provide the Commission with a written reportregarding the five goals outlined at the next meeting.

VIII. Election of Chair and Vice Chair (Vote)

Commissioner Porter was elected Chair (KinglBristow) (5-0).Commissioner King was elected Vice Chair (porterlBristow) (5-0).

LX. Future Agenda Topics/General Comments

I. A suggestion was made to conduct a confidential survey/assessment to collect feedback fromthe panel after oral board interviews in order to gain insight into the process and see how itcould be improved.

2. Discussion of additional points in recruitment tests for Hayward Residents.3. Director Collins will provide the Commission with a written report addressing the Personnel

Commission Goals.4. Discussion of contracting for a Diversity Officer to assist with recruitment diversity.

Commissioner Porter would like to explore what a Diversity Officer could bring and researchhow this position would be able to increase diversity in those departments that are not asdiverse.

5. Discussion of how the City of Hayward advertises and attracts applicants for Cityemployment.

6. Discussion of internship oppoItunities and outreach efforts to coordinate with Chabot and CalState East Bay.

7. Commissioner Bristow would like to review the Call Taker position and options to flexiblystaff the position.

Commissioner Bristow asked for a review of the Call Taker position and progress that had beenmade in updating it, including the title, duties, and option to make the position flexibly staffedwith the Communications Operator position. Samantha Halverson, Human Resources Analyst I,explained that research was done to ensure the title was consistent with industry standards, andthe position would take both emergency and non-emergency calls. The distinction from the

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mrnuni ation Operator he no ed ho\! the all Taker \1 ill be i ting with call lum.th ar not di patching call. . Hal n tated at thi time the p iti n could not b fl ed\ ith th ommunicati n Operator a POST t t as neces ary for the latter p ition.

ommi ioner Bri twa ked if th fl ible staffing f the position c uld require th PO Te am and Director lIin noted that the department n ed of the p iti n ar o't for a fl ibltaffi d position at till time.

X. AdjournmentMeting was adjourned at 6:48 pm.

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