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Revised Classification Specification: City Clerk
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Meeting Date: November 2, 2016
Contact Person/Dept: Amy Webber/Human Resources Department
Phone Number: (310) 253-5640
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No []
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification: (E-mail) Meetings and Agendas (10/26/16); (E-mail) All City Staff (10/26/16)
Department Approval: Serena Wright-Black, Director of Administrative Services (10/24/16)
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RECOMMENDATION
Staff recommends that the Civil Service Commission approve the revised classification specification for City Clerk.
BACKGROUND/DISCUSSION
Historically, the City Clerk was an elected position. In 2006, the electorate determined to convert the elected City Clerk position into an appointed position. Once the Charter revisions were adopted, the City Clerk functions were incorporated into the duties of an Assistant City Manager.
During the fiscal year 2016/2017 budget process the City Manager proposed and received approval from City Council to reorganize the functions of the City Clerk’s Office. This reorganization resulted in the approval of funding a full-time City Clerk to oversee the City Clerk’s Office day to day operations. In addition, the City Clerk’s Office was removed from under the City Manager’s department and placed in the newly formed Administrative Services Department.
Human Resources staff in concert with the City Manager reviewed the needs of the City Clerk position. This review resulted in the proposed revisions to be in compliance with the Fair Political Practices Commission (FPPC) and best business practices for City Clerk operations. The result of that review is the proposed revised City Clerk classification specification (Attachment 1).
Classification Specification
The proposed changes throughout the classification specification reflect that the position is no longer an elected City Clerk and aligns the classification with the City’s Charter. Additionally, revised language within the essential job duties, minimum knowledge, skills, and abilities sections reflect modern terminology, current legal mandates, and the City’s current City Clerk operations and organizational structure.
• Definition
This classification was reviewed to determine civil service applicability. The criteria used to determine whether a position should be subject to civil service is set forth in Culver City Municipal Code (CCMC) §3.05.015. It has been the City’s custom and practice to apply CCMC §§ 3.05.015(D) and 3.05.015(F) when making the determination to exempt from the classified service certain management positions that report directly to a department or division head. As such, it was determined that the City Clerk meets the criteria to be placed in the unclassified service. In addition, this status maintains organizational consistency, keeping the City Clerk classification aligned with the other division heads throughout the City.
• License and Certificates
The possession of a driver’s license requirement was added to reflect the job duties performed.
• Training and Experience
This section was added to reflect the typical way a successful candidate for position would obtain the necessary knowledge, skills and abilities to perform the essential job duties. This is consistent with comparable positions within the labor market.
Bargaining Unit Representation
This classification is represented by the Culver City Management Group (CCMG). CCMG has been provided a copy of the classification specification for City Clerk. They are in agreement with the proposed revised classification specification.
FISCAL ANALYSIS
During the fiscal year 2016/2017 budget process, City Council approved this position and the allocation of funding. The approved salary range for this classification is:
Range: $10,780.19 - $13,158.28 monthly $129,362.22 - $157,899.30 annually
AUTHORITY
In accordance with Civil Service Rule 3.3(a), the Civil Service Commission shall consider reclassification upon the recommendation of the Human Resources Director and the affected department head.
3.3(a) Processing:
The establishment of a new classification or a reclassification may be requested by any member of the City Council, Commission, appointing authority or any employee of the City. The request shall be prepared and submitted to the Human Resources Director and the affected department head, and attached thereto shall be a description of the duties to be performed, and such information or attachments as may be necessary to consider the case. The Human Resources Director shall review the requested action with the requesting party and make such recommendations to the Commission as the Human Resources Director deems appropriate.
The Human Resources Director’s recommendations shall be communicated to the originator, the affected appointing authority and employee organization. If any party disagrees with the Human Resources Director’s recommendations, such objection may be presented in writing or verbally to the Commission at the time for consideration of the recommendation. The Commission shall make the final decision on the establishment of a new classification or revisions to an existing classification.
Civil City Municipal Code §§ 3.05.015 (D) & (F) Classified Service; Applicability.
The Civil Service System shall be applicable to all departments, offices, positions and employments and all persons employed by the City except for the following:
(D) Assistant City Managers, Assistants to the City Manager, the Personnel and Employee Relations Director, Public Works Director/City Engineer and such staff assistants to any of said employees as the City Council may authorize;
(F) Staff assistants to the head of the department or division as may be authorized by the City Council.
ATTACHMENTS
1. 2016-11-02 - ATT 1 Revised Class Spec for City Clerk
2. 2016-11-02 - ATT 2 Organizational Chart
MOTION
That the Civil Service Commission:
1. Approve the Revised Classification Specification for City Clerk.