CC 2018-06-26_12a Introduce Ordinance_Personnel OfficerMEMORANDUM
TO: CITY COUNCIL
FROM: DEBBIE MALICOAT, DIRECTOR OF ADMINISTRATIVE SERVICES
BY: LISA CHRISTENSEN, HUMAN RESOURCES MANAGER
SUBJECT: CONSIDERATION OF AN ORDINANCE AMENDING SECTION 2.44.020
(PERSONNEL OFFICER – POWERS AND DUTIES) OF THE ARROYO
GRANDE MUNICIPAL CODE
DATE: JUNE 26, 2018
SUMMARY OF ACTION:
Adoption of the Ordinance to amend Section 2.44.020 Personnel Officer – Powers and
Duties of the Arroyo Grande Municipal Code (AGMC) would alleviate the Council of
administrative duties and allow the City Manager flexibility to update position
classification plans as needed to reflect changes in nomenclature, job requirements,
circumstances, laws or job duties.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
There will be some cost savings and increased efficiency related to a reduction in staff
time associated with preparing agenda reports.
RECOMMENDATION:
It is recommended the City Council introduce an Ordinance amending Section 2.44.020
of Title 2 of the Arroyo Grande Municipal Code relating to preparation of position
classification plans by the Personnel Officer.
BACKGROUND:
Section 2.44.020 of the Municipal Code designates the City Manager as the Personnel
Officer. Subsection 2.44.020.C. states in part “The City Manager shall…prepare position
classification plans including class specifications and revisions of the plan. The plan,
and any revisions thereof, shall become effective upon approval by the Council…” The
City has established position classification plans, otherwise known as job descriptions,
which are periodically reviewed for accuracy and applicability. All revisions, no matter
how minor, require approval of the City Council. Many of the position classifications
Item 12.a. - Page 1
CITY COUNCIL
CONSIDERATION OF AN ORDINANCE AMENDING SECTION 2.44.020
(PERSONNEL OFFICER – POWERS AND DUTIES) OF THE ARROYO GRANDE
MUNICIPAL CODE
JUNE 26, 2018
PAGE 2
have not been updated for several years and any revisions have been made one-by-
one on an as-needed basis. The process of updating classification plans is labor
intensive and time consuming due to the preparation of the required documents and
reports to present to Council for approval. Many of the City’s current job titles use
nomenclature that is outdated and job descriptions are not reflective of current
technological practices or requirements.
ANALYSIS OF ISSUES:
The City Council is responsible for determining policies, budgets and staffing levels.
The Council determines the level of service (headcount or Full Time Equivalents) and
the budget allocated to an activity, but the Municipal Code is clear that the
administrative affairs of the City would be handled more expeditiously, efficiently and
satisfactorily thorough the City Manager. Therefore, the City Manager is responsible for
the details on how the activity is done (i.e. tasks, requirements, specific job duties, etc.).
The City Manager is responsible for the day to day operations and administration within
the Council approved policies, budget and staffing levels. The proposed Ordinance
would amend the Municipal Code to allow the City Manager to update details of position
classifications, which will streamline the process and provide the City the ability to be
more agile and responsive to changing needs, circumstances, laws and environments.
Changes to salary ranges which have financial impacts would still require City Council
approval.
For example, under the existing process, to change a position title from Executive
Secretary to Executive Assistant and update the position classification wording with
current language, a staff report must be written describing and explaining the changes
and submitted to the City Council for approval. This process may take several weeks
and will require at least five hours of staff time in reviewing, publishing and processing
the agenda report, not to mention the time the City Council will spend. Under the
proposed process, this change could be achieved in hours with no impact to the Council
approved budget or staffing level.
Staff proposes amending the Municipal Code by making a minor change to subsection
2.44.020.C., as shown below:
2.44.020 - Personnel officer—Powers and duties.
The city manager shall be ex officio personnel officer. With the approval of
the council, the city manager may delegate any of the powers and duties
conferred upon him or her as personnel officer by the provisions of this
chapter to any other officer or employee of the city or may recommend
that such powers and duties be performed under contract as provided in
Section 2.44.150 of this chapter. The city manager shall:
Item 12.a. - Page 2
CITY COUNCIL
CONSIDERATION OF AN ORDINANCE AMENDING SECTION 2.44.020
(PERSONNEL OFFICER – POWERS AND DUTIES) OF THE ARROYO GRANDE
MUNICIPAL CODE
JUNE 26, 2018
PAGE 3
A. Administer all the provisions of this chapter and of the personnel
rules not specifically reserved to the council;
B. Prepare and recommend to the council revisions and amendments to
the personnel rules. The city attorney shall approve the legality of such
revisions and amendments prior to their submission to the council;
C. Prepare a position classification plans including class specifications
and revisions of the plans; The plan, and any revisions thereof, shall
become effective upon approval by the council; and
D. Prepare a plan of compensation, and revisions thereto, covering all
classifications in the competitive service. The plan and any revisions
thereto, shall become effective upon approval by the council.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Introduce the Ordinance;
2. Modify and introduce the Ordinance;
3. Do not introduce the Ordinance; or
4. Provide direction to staff.
ADVANTAGES:
Amending the Ordinance would improve staff efficiency and the ability to be responsive
to the changing needs of the City.
DISADVANTAGES:
No disadvantages are identified.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Item 12.a. - Page 3
ORDINANCE NO.
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARROYO
GRANDE AMENDING SECTION 2.44.020 OF TITLE 2 OF THE
ARROYO GRANDE MUNICIPAL CODE RELATING TO PREPARATION
OF POSITION CLASSIFICATION PLANS BY THE PERSONNEL
OFFICER
WHEREAS, Chapter 2.44 of the Arroyo Grande Municipal Code establishes the City’s
personnel system; and
WHEREAS, Section 2.44.020 of the Arroyo Grande Municipal Code designates the
City Manager as the Personnel Officer and sets forth the powers and duties of the
Personnel Officer; and
WHEREAS, Subsection C of Section 2.44.020 provides that the City Manager shall
prepare position classification plans and that the plans and any revisions thereto shall
become effective upon approval by the City Council; and
WHEREAS, the City has approved position classification plans; and
WHEREAS, while the City Council is responsible for determining policies, budgets and
staffing levels, the City Manager is responsible for the day to day operations and
administration of the City; and
WHEREAS, it is in the best interest of the City to allow the City Manager to make
revisions to the position classification plans without requiring the approval of the City
Council, which will streamline the process and provide the City the ability to be more
responsive to the changing needs of the City.
NOW, THEREFORE, BE IT ORDAINED by the City Council of the City of Arroyo
Grande as follows:
SECTION 1: The above recitals are true and correct and are incorporated herein by
this reference.
SECTION 2: Subsection 2.44.020.C of the Arroyo Grande Municipal Code is hereby
amended to read in its entirety as follows:
C. Prepare position classification plans including class specifications and revisions
of the plans; and
SECTION 3: If any section, subsection, subdivision, paragraph, sentence, or clause of
this Ordinance or any part thereof is for any reason held to be unlawful, such decision
shall not affect the validity of the remaining portion of this Ordinance or any part
thereof. The City Council hereby declares that it would have passed each section,
subsection, subdivision, paragraph, sentence, or clause thereof, irrespective of the fact
that any one or more section, subsection, subdivision, paragraph, sentence, or clause
be declared unconstitutional.
Item 12.a. - Page 4
ORDINANCE NO.
PAGE 2
SECTION 4: A summary of this Ordinance shall be published in a newspaper
published and circulated in the City of Arroyo Grande at least five (5) days prior to the
City Council meeting at which the proposed Ordinance is to be adopted. A certified
copy of the full text of the proposed Ordinance shall be posted in the office of the City
Clerk. Within fifteen (15) days after adoption of the Ordinance, the summary with the
names of those City Council Members voting for and against the Ordinance shall be
published again, and the City Clerk shall post a certified copy of the full text of such
adopted Ordinance.
SECTION 5: This Ordinance shall take effect and be in full force and effect thirty (30)
days after its adoption.
On motion of Council Member _________, seconded by Council Member _________,
and on the following roll call vote to wit:
AYES:
NOES:
ABSENT:
the foregoing Ordinance was adopted this ______ day of __________, 2018.
Item 12.a. - Page 5
ORDINANCE NO.
PAGE 3
JIM HILL, MAYOR
ATTEST:
KELLY WETMORE, CITY CLERK
APPROVED AS TO CONTENT:
JAMES A. BERGMAN, CITY MANAGER
APPROVED AS TO FORM:
HEATHER K. WHITHAM, CITY ATTORNEY
Item 12.a. - Page 6