03/08/2021 Personnel Commission Regular Agenda PacketCITY OF GILROY
PERSONNEL COMMISSION AGENDA
Monday, March 8, 2021 at 5:30 p.m. — Regular Meeting
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Nita Edde-Mitchell, Chair Catherine Cummins, Vice Chair
Robin Bronze, Commissioner Shelly Nicholson, Commissioner Annie Tomasello, Commissioner
Public comment will be taken on any agenda item before action is taken by the Personnel Commission. Persons speaking on any
matter are requested, but not required to state their name. Public testimony is subject to reasonable regulations, including, but
not limited to, time restrictions for each individual speaker.
PUBLIC PARTICIPATION IN THIS MEETING WILL BE LIMITED.
THIS MEETING WILL BE CONDUCTED PURSUANT TO THE PROVISIONS OF THE GOVERNOR'S
EXECUTIVE ORDER N-29-20
MEETING MATERIAL IS AVAILABLE ON THE CITY WEBSITE www.cityofgilroy.org.
In order to minimize the spread of the COVID 19 virus, the City will be offering telephone and email
options for public comments at this meeting. The public is encouraged to participate in this meeting by
as follows:
VIEW THE MEETING LIVE ON FACEBOOK
https.11www.facebook.com/GilroyCityHa/lMeetings
PUBLIC COMMENTS WILL BE TAKEN ON AGENDA ITEMS BEFORE ACTION IS TAKEN BY THE PERSONNEL
COMMISSION.COMMENTS MAYBE EMAILED PRIOR TO OR DURING THE MEETING TO LEEANN MCPHILL/PS
AT LeeAnn.McPhillips(abcitvofailrov.ora AND MUST BE RECEIVED BEFORE THE CHAIRPERSON OPENS
PUBLIC COMMENT FOR THE ITEM. ADDITIONALLY, COMMENTS MAYBE MADE BY LEAVING A VOICE
MESSAGE AT 408-846-0205, PRIOR TO 5:00 P.M. on Monday, March 8, 2021. IMPORTANT: identify the Agenda
Item Number or PUBLIC COMMENT in the subject line of your email. The Clerk will read the first three minutes
of each email into the public record.
In compliance with the Americans with Disabilities Act, and Governors Order N-29-20, the City will make
reasonable arrangements to ensure accessibility to this meeting. If you need special assistance to participate
in this meeting, please contact the City a minimum of 2 hours prior to the meeting at (408) 846-0205.
KNOW YOUR RIGHTS UNDER THE GILROY OPEN GOVERNMENT ORDINANCE
Government's duty is to serve the public, reaching its decisions in full view of the public. Commissions, task
forces, councils and other agencies of the City exist to conduct the people's business. This ordinance assures
that deliberations are conducted before the people and that City operations are open to the people's review.
FOR MORE INFORMATION ON YOUR RIGHTS UNDER THE OPEN GOVERNMENT ORDINANCE,
TO RECEIVE A FREE COPY OF THE ORDINANCE OR TO REPORT A VIOLATION OF THE
ORDINANCE, CONTACT THE OPEN GOVERNMENT COMMISSION STAFF AT
(408) 846-0204/shawna.freels@cityofgilroy.org.
Materials related to an item on this agenda submitted to the Personnel Commission after distribution of the agenda packet
are available for public inspection with the agenda packet on the City website at www.cilyofgilroy.org/AgendaCenter
1) OPENING
A) Call Meeting to order (Chairperson Edde-Mitchell)
B) Roll Call (HR Director, LeeAnn McPhillips)
C) Report on Posting of the Agenda (HR Director, LeeAnn McPhillips)
2) COMMUNICATIONS BY MEMBERS OF THE PUBLIC FOR ITEMS NOT ON THE AGENDA
Public comment by members of the public on items NOT on the agenda, but within the subject matter
jurisdiction of the Personnel Commission. Please limit your comments to three (3) minutes. (This portion of the
meeting is reserved for person desiring to address the commission on matters not on the agenda. The law does not
permit Commission action or extended discussion of any item not on the agenda except under special
circumstances. If Commission action is requested, the Commission may place the matter on a future agenda.)
3) APPROVAL OF MINUTES
A) Approval of Minutes for the Meeting of December 14, 2020 (report attached)
4) HUMAN RESOURCES DIRECTOR'S REPORT
5) INFORMATIONAL ITEMS
A) Recruitment and Employment Status Report (report attached)
B) City Workforce COVID-19 Update
6) NEW BUSINESS
A) Selection of Chair and Vice Chair for 2021 (report attached)
B) Selection of a Date for Personnel Commission Annual Presentation to City Council (report attached)
C) Identification of Personnel Commission Budget Needs for FY 22 and FY 23 (report attached)
7) FUTURE PERSONNEL COMMISSION BUSINESS
8) MEETING ADJOURNMENT
NEXT MEETING OF THE PERSONNEL COMMISSION
The next regularly scheduled meeting of the Personnel Commission is Monday, April 12, 2021 at 5:30 p.m.
MEETING SCHEDULE
The City of Gilroy Personnel Commission meets regularly on the second Monday of each month at 5:30 p.m.
If a holiday should fall on the regular meeting date, the meeting will be rescheduled to the following Monday.
City of Gilroy
PERSONNEL COMMISSION
MINUTES
December 14, 2020 Regular Meeting —DRAFT MINUTES
Members Present
Members Absent
Robin Bronze Catherine Cummins
Sholly Nicholson Nita Edde-Mitchell
Annie Tomasello
I. REPORT ON POSTING THE AGENDA AND ROLL CALL
Commissioner Tomasello called the meeting of December 14, 2020 to order at 5:36 p.m. Human
Resources Director McPhillips reported that the agenda was posted on Friday, December 11, 2020
at 9:00 a.m. Roll call was taken noting that Commissioners Bronze, Nicholson, and Tomasello were
present. Commissioners Cummins and Edde-Mitchell were absent.
II. COMMUNICATIONS BY MEMBERS OF THE PUBLIC FOR ITEMS NOT ON THE
AGENDA- None.
III. APPROVAL OF MINUTES
A. For the meeting dated October 12, 2020 — On a motion from Commissioner Bronze, seconded by
Commissioner Nicholson, the October 12, 2020 Regular Meeting minutes were approved on a 3-0
vote.
IV. HUMAN RESOURCES DIRECTOR'S REPORT — no report.
V. INFORMATIONAL ITEMS
A. Recruitment & Employment Status Report— report on recruitment activity was reviewed with
Commission; questions answered; report received.
B. 2021 Personnel Commission Meeting Schedule — the annual schedule for 2021 was shared with
the Commission; regular meetings are the second Monday of each month at 5: 30 p. m.
C. City Workforce Covid-19 Update — brief report provided on how the city is addressing the
Covid-19 issues with employees.
D. City Council Interviews for Boards & Commissions — Personnel Commission has one term
ending December 31, 2020 — reported that City Council was conducting interviews tonight
(12114) and that Council would be making a selection for the open seat on the Commission.
Follow-up Note — Catherine Cummins was selected by the City Council to fill the vacantfour-
year term beginning January, 2021.
VI. NEW BUSINESS
A. Approve updates to the job description for the classification of Public Works Director; staff report
provided by Human Resources Director; Commission discussed the report; there was no public
comment; Commissioner Nicholson made a motion to approve the updated job description for the
classification of Public Works Director; Commissioner Bronze seconded the motion; motion
passed 3-0.
Page 1 of 2
B. Approve updates to the hourly rates for select part-time/temporary/seasonal positions to comply
with the January 1, 2021 minimum wage requirements - staff report provided by Human Resources
Director; Commission discussed the report; there was no public comment; Commissioner
Nicholson made a motion to approve the updated pay rates to comply with the minimum wage
requirement; Commissioner Bronze seconded the motion; motion passed 3-0.
VII. FUTURE PERSONNEL COMMISSION BUSINESS
A. Selection of Chair and Vice Chair for 2021
VIII. ADJOURNMENT - the meeting adjourned at 5:53 p.m. on motion from Commissioner Bronze,
seconded by Commissioner Tomasello; motion passed 3-0.
Respectfully Submitted,
LeeAnn McPhillips
Human Resources Director/
Staff to the Personnel Commission
Page 2 of 2
CITY OF GILROY
RECRUITMENT AND EMPLOYMENT STATUS
Recruitments Posted
Date Open
Date Closed
# to Fill
Status/
# of
as of March, 2021
Interview/Assessment
Applications
Date
as of 3/5/21
Firefighter Trainee
2/22/21
First review
Up to 3
Accepting applications
3
(Licensed Paramedic)
3/12/21
FCTC List)
Lateral Firefighter
2/22/21
Continuous
Up to 3
Accepting applications
1
Licensed Paramedic
Economic
2/20/21
Continuous
1
Accepting applications
2
Development
Manager
Fleet Superintendent
2/22/21
Continuous
1
Accepting applications
2
Public Safety
2/26/21
Continuous
2
Accepting applications
1
Communicator
Lateral
Public Safety
2/20/21
5/28/21
2
Accepting applications
1
Communicator
Trainee
Police Officer
2/26/21
Continuous
3
Accepting applications
1
Lateral
Fire Division Chief
n/a
n/a
1
Job flyer under
n/a
development
Police Officer
n/a
n/a
1
Job flyer under
n/a
(Academy Graduate,
development
Current Cadet,
Trainee
Fire Engineer
n/a
n/a
1
Job flyer under
n/a
development
Recruitment in Process — March, 2021
Status
Police Officer — Lateral
1 candidate starts work March 15, 2021 and 1 candidate
starts work March 22, 2021
Firefighter Trainee (Licensed Paramedic)
3 candidates provided final job offers to start work on
3/22/21; Fire Academy will begin April 12, 2021
Finance Director
Candidate will begin work April 1, 2021
Public Works Director
Candidate in background check
Planning Technician
Candidate will begin work on April 5, 2021
Human Resources Analyst
Candidate in background check
Equipment Mechanic
Candidate in final pre -hire steps; planning a March 29, 2021
start date
Engineering Technician/Inspector H
Interviews scheduled for March 10, 2021
Hiring/Promotion/Separation Information (December 14, 2020 —March 5, 2021)
HIRES/PROMOTIONS:
NAME
JOB CLASSIFICATION
DATE OF HIRE
Avelino Maciel
Facilities Maintenance Specialist (rehire from
layoffs)
1/21/2021
Matthew Hernandez
Maintenance Worker I (rehire from layoffs)
2/16/2021
Andrew Young
P/T—Emergency Services Coordinator
2/1/2021
Daniel Lozano
Fire Captain (promotion)
2/27/21
Bernhard Szilagyi
Fire Captain (promotion)
2/28/21
Gregory Lopez
Fire Captain (promotion)
3/l/21
Juan Moreno
Maintenance Worker I — Parks
3/1/2021
SEPARATIONS:
NAME
JOB CLASSIFICATION
DATE OF
SEPARATION
Leo Maciel
Recreation Leader I
12/9/2020
Isabel Chavarria
Recreation Leader IE
12/9/2020
Felix Figueroa
Police Officer (Retired)
12/21/2020
Manny Reyes
Maintenance Worker It (Retired)
12/30/2020
Robert Bozzo
Facilities Maintenance Specialist (Retired)
1/20/2021
David Raposo
Engineering Tech/Inspector II
021
Isabel Chavarria
Recreation Leader III
020
Jose Pacheco
Maintenance Worker
021
P2/18/2021
Mitch Madruga
Police Officer (Retired)
CITY OF GILROY
PERSONNEL COMMISSION
STAFF REPORT
Date: March 8, 2021
To: Personnel Commission
Staff: LeeAnn McPhillips, Human Resources Director/Risk Manager
Subject: Appointment of Personnel Commission Chair and Vice Chair
SUMMARY:
Once per year, the Personnel Commission must take action to appoint a Commissioner to the
position of Chair and another Commissioner to the position of Vice Chair. Currently,
Commissioner Edde-Mitchell is the Personnel Commission Chair and Commissioner Cummins
is the Vice Chair.
Any Commissioner may be selected for either of these positions. Although there is no
requirement to do so, in the past, the Vice Chair has been appointed to the position of Chair
provided the Commissioner is willing to serve in the new capacity. In addition, one of the
Commissioners who were not most recently the Chair is typically selected to fill the Vice Chair
position. Commissioner Tomasello would be next in line to serve in the Vice Chair role with
Commissioner Cummins moving to the Chair.
RECOMMENDED ACTIONS:
1. Appoint a Commissioner to the position of Chair.
2. Appoint a Commissioner to the position of Vice Chair.
Respectfully Submitted,
LeeAnn McPhillips
Human Resources Director/Risk Manager
CITY OF GILROY
PERSONNEL COMMISSION
STAFF REPORT
Date: March 8, 2021
To: Personnel Commission
Staff: LeeAnn McPhillips, Human Resources Director/Risk Manager
Subject: Selection of Date for Personnel Commission Annual Presentation to City
Council
SUMMARY:
Annually, each Commission of the City of Gilroy provides an annual report to the Gilroy City
Council that summarizes the activity of the Commission forthe prior year. Annual reports did not
take place for most commissions this past year due to Covid-19. However, presentations will
resume for 2021 beginning May even if the Council is not meeting in person.
Staff direction is to have each commission determine their preferred date to present to Council
by selecting a first choice and a second choice presentation date. Attached to this report is a
calendar of available dates for consideration. In past years, the Personnel Commission has
typically presented in December.
Annual reports should include accomplishments for the year as well as any work plan items the
commission would like to address.
RECOMMENDED ACTIONS:
It is recommended that the Personnel Commission select a first choice and second choice date
from the calendar for the annual Personnel Commission presentation to Council.
Respectfully Submitted,
LeeAnn McPhillips
Human Resources Director/Risk Manager
2021 GILROY CITY COUNCIL MEETING
BOARD, COMMISSION & COMMITTEE PRESENTATION SCHEDULE
Monday, May 3, 2021 Youth Commission
Monday, May 17, 2021
Monday, June 7, 2021
Monday, June 21, 2021
Thursday, July 1, 2021
Monday, August 2, 2021
Monday, August 16, 2021
Monday, September 13, 2021*
Monday, September 20, 2021
Monday, October 4, 2021
Monday, October 18, 2021
Monday, November 1, 2021
Monday, November 15, 2021 Open Government Commission
Monday, December 6, 2021
* If a regular meeting falls on a holiday, it is rescheduled to the following Monday, with the exception of the single
regular meeting in July, which will fall on the first day of the month not a holiday, or Friday, Saturday or Sunday
Adopted: 9/21/2020
CITY OF GILROY
PERSONNEL COMMISSION
STAFF REPORT
Date: March 8, 2021
To: Personnel Commission
Staff: LeeAnn McPhillips, Human Resources Director/Risk Manager
Subject: Identification of Personnel Commission Budget Needs for FY 22 and FY 23
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As part of the FY 22 and FY 23 budget development process, each Commission is given the
opportunity to identify any budget needs. Items may include training costs, costs associated with
work plan items for the next two years, or supplies needed by the Commission.
Historically, the Personnel Commission has not needed much in the way of supplies. The staff
liaison has budgeted for training to include specialized training on the grievance and discipline
processes and how to run an appeal hearing. The commission has also had training on
employment practices and the job classification process. These specialized trainings are in
addition to any mandatory training required for the commission such as Open Government
Ordinance, Brown Act training, or other more general training provided by the City Attorney's
Office. Human Resources has also made Liebert Cassidy Whitmore employment and
supervisory practices training sessions available to Personnel Commissioners. Also, should an
appeal hearing occur, Human Resources has funds budget for the costs associated with the
hearing process.
One project that staff would like to complete in FY 23 is the update of the Human Resources
Rules and Regulations. As such, some funding will be requested for legal review associated with
this update process.
At this time, the Commission, can identify if there are any other Commission needs that need to
be addressed in the upcoming budget.
RECOMMENDED ACTIONS:
It is recommended that the Personnel Commission identify any Personnel Commission budget
needs for FY 22 and FY 23.
Respectfully Submitted,
LeeAnn McPhillips
Human Resources Director/Risk Manager