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Home My WebLink AboutApprove Special Duty Pay for Public Works Interim Maintenanc Council/Agency Meeting Held: 20 0 L-Y 1" Deferred/Continued to: )(Approved ❑ Conditionally Approved ❑ Denied C lerk' Sign t re Council Meeting Date: December 20, 2004 Department Number: PW 04-97 CITY OF HUNTINGTON BEACH REQUEST FOR CITY COUNCIL ACTION _T C C 0 o SUBMITTED TO: HONORABLE MAYOR AND CITY COUjNCJL MEMBERS a � SUBMITTED BY: PENELOP, CULBR TH-GRAFT, CI T TRATOR T PREPARED BY: ROBERT F. BEARDSLEY, PE, DIRE TOR OF PUBLIC WORT ='^, CLAY MARTIN, DIRECTOR OF ADMINISTRATIVE SERVICE SUBJECT: Approve Special Duty Pay for Interim Maintenance Operations Administrative Assignment Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s) Statement of Issue: The Maintenance Operations Division has a current vacancy in the Senior Administrative Analyst classification due to the appointment of the previous incumbent to the City Clerk position. This action will continue the temporary assignment of administrative duties to an existing Division employee pending recruitment activities. Funding Source: With the vacant Senior Administrative Analyst, an overall savings of approximately $75,000 for the eleven-month period will be realized in Refuse Administration, 50485103.51000. Recommended Action: Authorize special duty pay to Debra Jubinsky, Field Service Representative, of $2.29 per hour to continue through April 29, 2005, or until the Senior Administrative Analyst position is filled. Alternative Action(s): Deny the special duty pay request and direct staff to consider alternative department restructuring options. � — 0 1 REQUEST FOR ACTION MEETING DATE: December 20, 2004 DEPARTMENT ID NUMBER:PW 04-97 Analysis: On June 5, 2004, the City Council appointed Joan Flynn to the vacant City Clerk position. This appointment created a vacancy in the Public Works Maintenance Operations administrative workgroup, as identified in the Division organizational chart (Attachment 1). As a result of this vacancy, and the. hiring freeze that was in place, Debra Jubinsky, Field Services Representative has assimilated additional duties previously performed by the Sr. Administrative Analyst. The duties assimilated by Ms. Jubinsky include: Administration of the Refuse Collection and Disposal Franchise Agreement, that entails the representation of the City in meetings with the contractor and other outside governmental agencies regarding issues related to refuse and waste disposal; Preparation and analysis of information leading to recommendations pertaining to Public Works Maintenance functions; Research and response to budgetary and fee study questions; and Administrative work including the investigation, resolution, and the preparation of correspondence in response to citizen inquiries. These duties are being performed at the entry-level professional administrative classification. The net cost of this upgrade does not exceed $4,400 over the approximately eleven-month period, which is significantly less than the $75,000 in realized savings from the Sr. Administrative Analyst vacancy. The position title for Ms. Jubinsky would remain unchanged, and she would remain in her current bargaining unit. In October, the City Council approved the temporary special duty pay through December 4, 2004. A second action is required to continue special duty pay beyond the normal six- month period. With the hiring freeze now lifted, the recruitment is scheduled to begin for the Sr. Administrative Analyst classification. Public Works Commission Action: Not required. Environmental Status: Not applicable. Attachment(s): NumberCity Clerk's Page • Description 1. Maintenance Operations Division Organizational Chart G:\R C A\2004\04-097-Dec 20 Daily-Jones (Special Duty Pay).doc -2- 12/2/2004 10:16 AM ATTACHMENT # 1 4 T Main,t�e-,n,an c_e O p e�rati o n s Maintenance Operations Manager Senior Admin Analyst Administrative Secretary Vacant Accounting Field Service Technician II Representative Office Assistant II (2) Park Fleet Street/Facilities Maintenance CTreeintenance Maintenance Maintenance Supervisor Supervisor Supervisor Supervisor Park Maintenance Tree Maintenance Mechanical Maintenance Street/Facilities Maintenance RCA ROUTING SHEET INITIATING DEPARTMENT: PUBLIC WORKS SUBJECT: Approve Special Duty Pay for Interim Maintenance Operations Administrative Assignment COUNCIL MEETING DATE: December 20, 2004 RCA ATTACHMENTS r STATUS Ordinance (w/exhibits & legislative draft if applicable) Attached Not Applicable Resolution (w/exhibits & legislative draft if applicable) Attached ❑ Not Applicable Tract Map, Location Map and/or other Exhibits Attached ❑ Not Applicable Contract/Agreement (w/exhibits if applicable) Attached ElNot Applicable Signed in full by the City Attome Subleases, Third Party Agreements, etc. Attached ElNot Applicable (Approved as to form by City Attome Certificates of Insurance (Approved b the CityAttome Attached El pp y Y� Not Applicable hed ❑ Fiscal Impact Statement (Unbudget, over $5,000) Not Attac Applicable Bonds (If applicable) Attached ElNot Applicable ❑ Staff Report (If applicable) AttachedNot Applicable Commission, Board or Committee Report If applicable) Attached ❑ P ( Pp ) Not Applicable Find in s/Conditions for Approval and/or Denial Attached ❑ g pp Not Applicable EXPLANATION;FOR.�MISSING ATTACHMENTS�� REVIEWED RETVRNED FOR ARDED Administrative Staff Assistant City Administrator Initial City Administrator Initial City Clerk EXPLANATIO,N FOR RETURN OF ITEM: Only)(Below Space For City Clerk's Use RCA Author: P Emery ,- -f�I -("a wdkKS 104 Council/Agency Meeting Held: & 6 `Deferred/Continued to: / Approved ❑ Conditionally Approved ❑ Denied City le k' ig at re ` - T Council Meeting Date: 10/18/2004 7 Department ID �Number: PV4-i-_4 CITY OF HUNTINGTON BEACH CD REQUEST FOR CITY COUNCIL ACTION o `� SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL EMBERS ` `�^ cn SUBMITTED BY: PENELOPE CUL ETH- ' RAFT, CITY ADMI ISTRATOR N PREPARED BY: ROBERT F. BEARDSLEY, PE, DIRECTOR OF PUBLIC WORKS CLAY MARTIN, DIRECTOR OF ADMINISTRATIVE SERVICES SUBJECT: Approve Special Duty Pay for Interim Maintenance Operations Administrative Assignment Statement of Issue, Funding Source,Recommended Action,Alternative Action(s),Analysis, Environmental Status,Attachment(s) Statement of Issue: The Maintenance Operations Division has a current vacancy in the Senior Administrative Analyst classification due to the appointment of the previous incumbent to the City Clerk position. This action will temporarily assign administrative duties to an existing Division employee pending recruitment activities. Funding Source: With the vacant Senior Administrative Analyst, an overall savings of approximately $36,000 for the six months period will be realized in Refuse Administration, 50485103.51000. Recommended Action: Authorize special duty pay to Debra Jubinsky, Field Service Representative, of $2.29 per hour, effective June 5, 2004, and continuing through December 3, 2004. Alternative Action(s): Deny the special duty pay request and direct staff to consider other alternative department restructuring options. REQUEST FOR ACTION MEETING DATE: 10/18/2004 DEPARTMENT ID NUMBER:PW 04-84 Analysis: On June 5, 2004, the City Council appointed Joan Flynn to the vacant City Clerk position. This appointment created a vacancy in the Public Works Maintenance Operations administrative workgroup, as identified in the attached Division organizational chart. As a result of this vacancy, and the hiring freeze that was in place, Debra Jubinsky, Field Services Representative has assimilated additional duties previously performed by the Sr. Administrative Analyst. The duties assimilated by Ms. Jubinsky include: Administration of the Refuse Collection and Disposal Franchise agreement, that entails the representation of the City in meetings with the contractor and other outside governmental agencies regarding issues related to refuse and waste disposal, Preparation and analysis of information leading to recommendations pertaining to weed abatement and other Public Works Maintenance functions, and Administrative work including the investigation, resolution, and the preparation of correspondence in response to citizen inquiries. These duties are being performed at the entry-level professional administrative classification. The net cost of this upgrade does not exceed $2,400, which is significantly less than the $38,500 in realized savings from the Sr. Administrative Analyst vacancy. With the hiring freeze now lifted, the recruitment is scheduled to begin for the Sr. Administrative Analyst classification. The position title for Ms. Jubinsky would remain unchanged, and she would remain in her current bargaining unit. Public Works Commission Action: Not required. Environmental Status: Not applicable. Attachment(s): City Clerk's Page Number No. Description 1. Maintenance Operations Division Organizational Chart G:\R C A\2004\04-084- Oct 18 Emery(Special Duty Pay).doc-2- 10/4/2004 7:51 AM ATTACHMENT # 1 - 1 1 L N • • • 1 Maintenance Operations Manager James Jones Senior Admin Administrative Analyst Sccrcta►•y Vacant Saralee Se<'�elson Accountinb Field Service Technician II Office Representative Vaca"l Assistant 1[ Debra Jubinsky I<en Judd Vacant Park Fleet Street/Facilities Main rm Randy Menzel Brian Zilly Maintenance Tree Mai Maintenance Maint Jason Churchill RCA ROUTING SHEET INITIATING DEPARTMENT: PUBLIC WORKS SUBJECT: Approve Special Duty Pay for Interim Maintenance Operations Administrative Assignment COUNCIL MEETING DATE: hfle) / RCA ATTACHMENTS STATUS Ordinance (w/exhibits & legislative draft if applicable) Attached ❑ Not Applicable Resolution (w/exhibits & legislative draft if applicable) Attached ❑ Not Applicable Tract Map, Location Map and/or other Exhibits Attached ❑ Not Applicable Contract/Agreement (w/exhibits if applicable) Attached ❑ (Signed in full by the City Attorney) Not Applicable ❑ Subleases, Third Party Agreements, etc. AttachedNot Applicable (Approved as to form by City Attorney) Certificates of Insurance (Approved b the CityAttorne Attached Ely y� Not Applicable Fiscal Impact Statement (Unbudget, over $5,000) Attached ElNot Applicable ❑ Bonds (If applicable) AttachedNot Applicable ❑ Staff Report (If applicable) AttachedNot Applicable Commission, Board or Committee Report If a Attached El p ( applicable) Not Applicable Findings/Conditions for Approval and/or Denial Attached El pp Not Applicable EXPLANATION FOR MISSING ATTACHMENTS REVIEWED RETURNED FOR A ED Administrative Staff ( ) ( ) Assistant City Administrator (Initial) ( ) ( }---- City Administrator (Initial) ( ) ( ) City Clerk ( ) EXPLANATION FOR RETURN OF ITEM: (BelowOnly) RCA Author: P Emery