11/08/2021 Personnel Commission Regular Agenda PacketCITY OF GILROY
PERSONNEL COMMISSION AGENDA
Gilroy City Hall— Administrative Services Conference Room
7351 Rosanna Street, Gilroy, CA 95020
Monday, November 8, 2021 at 5:30 p.m. — Regular Meeting
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Catherine Cummins, Chair Annie Tomasello, Vice Chair
Robin Bronze, Commissioner Nita Edde-Mitchell, Commissioner Sholly Nicholson, 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.
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 in the lobby of Administration at City Hall, 7351 Rosanna Street
during normal business hours. These materials are also available with the agenda packet on the City website at
www. c itvofgilroy. org
A Closed Session may be called during this meeting pursuant to Government Code Section 54956.9(b)(1) if a point has
been reached where, in the opinion of the Personnel Commission of the City on the advice of its legal counsel, based on
existing facts and circumstances, there is a significant exposure to litigation against the City.
Public comments will be taken at the beginning of the meeting for items not on the agenda and on agenda items before
action is taken by the Personnel Commission. Comments may be provided in -person at the meeting or may be emailed by
no later than 1:00 p.m. on the day of the meeting to LeeAnn.McPhillipsAcityofgilrov.org. 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.
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/cityclerk@cityofgilroy.org.
In compliance with the American Disabilities Act (ADA), 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 Human Resources Director 72 hours
prior to the meeting at (408) 846-0228.
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.cityofgilroy.org/AgendaCenter
1) OPENING
A) Call Meeting to order (Chairperson Cummins)
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 October 11, 2021 (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
C) Personnel Commission Annual Presentation to City Council — Scheduled for December 13, 2021 cr 6
p.m.
D) Personnel Commission Meeting Schedule for 2022 (report attached)
6) NEW BUSINESS
A) Updates to the Job Description of Records Supervisor (report attached)
B) Salary Range Update for the Position of Fleet Superintendent (report attached)
7) FUTURE PERSONNEL COMMISSION BUSINESS
A) Updates to the Job Description of GIS Coordinator
B) Updates to the Job Description of Code Enforcement Technician
C) Selection of Chair and Vice Chair for 2022
8) MEETING ADJOURNMENT
NEXT MEETING OF THE PERSONNEL COMMISSION
The next regularly scheduled meeting of the Personnel Commission is Monday, December 13, 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
October 11, 2021 Regular Meeting — DRAFT MINUTES
Members Present Members Absent
Robin Bronze Nita Edde-Mitchell
Catherine Cummins Annie Tomasello
Sholly Nicholson
I. REPORT ON POSTING THE AGENDA AND ROLL CALL
Chairperson Cummins called the meeting of October 11, 2021 to order at 5:31 p.m. Roll call was
taken noting that Commissioners Bronze, Cummins, and Nicholson were present. Commissioners
Edde-Mitchel and Tomasello were noted as excused absence. Human Resources Director McPhillips
reported that the agenda was posted on October 8, 2021 at 2:15 p.m.
H. COMMUNICATIONS BY MEMBERS OF THE PUBLIC FOR ITEMS NOT ON THE
AGENDA -None.
III. APPROVAL OF MINUTES
A. For the meeting dated July 15, 2021 — on a motion from Sholly Nicholson, seconded by
Commissioner Bronze, the minutes for the July 15, 2021 meeting were approved on 3-0 vote.
IV. HUMAN RESOURCES DIRECTOR'S REPORT — Human Resources Director McPhillips
provided an update on the staffing in the Human Resources Department.
V. INFORMATIONAL ITEMS
A. Recruitment & Employment Status Report— report on recruitment activity was reviewed with
Commission; questions answered; report received.
B. City Workforce Covid-19 Update —brief report provided on how the city is addressing the
Covid-19 issues with employees and our upcoming reopening plans.
C. Personnel Commission Annual Presentation to City Council —staff noted that the presentation is
currently scheduled for December 6, 2021 at 6p.m.
VI. NEW BUSINESS
A. Updates to the Job Description of Finance Manager. Staff reportprovided by Human Resources
Director; questions answered; Commissioner Nicolson made a motion to approve the updates to
the job description for the position of Finance Manager; Commissioner Bronze seconded the
motion; motion passed 3-0.
B. Updates to the job description for the position of Financial Analyst. Staff report provided by the
Human Resources Director; questions answered; Commissioner Bronze made a motion to approve
the updates to thejob description for the position of Financial Analyst; seconded by Commissioner
Nicholson; motion passed 3-0.
C. Updates to the job description for the position of Deputy Director ofPablic Works. Staff report
provided by the Human Resources Director; questions answered; Commissioner Nicholson made
Page 1 of 2
a motion to approve the updates to the job description for the position of Deputy Director of
Public Works; seconded by Commissioner Bronze; motion passed 3-0.
VII. FUTURE PERSONNEL COMMISSION BUSINESS
A. Updates to the Job Description for Police Records Supervisor.
VIII. ADJOURNMENT - the meeting adjourned at 5:53 p.m. on motion from Commissioner Bronze,
seconded by Commissioner Nicholson; motion passed 3-0.
Respectfully Submitted,
WE/ 0 -
LeeAnn McPhillips
Human Resources Director/
Staff to the Personnel Commission
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CITY OF GILROY
RECRUITMENT AND EMPLOYMENT STATUS REPORT
Recruitments Posted
Date Open
Date Closed
# to Fill
Status/
# of
as of November,
Interview/Assessment
Applications
2021
Date
as of 11/5/21
Lateral Firefighter
2/22/21
Continuous
Total of 4
Accepting & screening
5
(Licensed Paramedic)
applications; scheduling
interviews
PT Clerical High
10/7/21
Continuous; first
1
Accepting applications;
6
School Work
review of
screening applications
Experience Student
applications
ll/l/21
Fire Captain —
10/26/21
12/29/21
2
Accepting applications
3
Promotional
Police Officer —
10/10/21
Continuous
5 total
Accepting applications;
4
Lateral
screening applications
Police Officer —
10/15/21
Continuous
5 total
Accepting applications;
2
Academy Graduate
screening applications
Police Officer —
10/15/21
Continuous
5 total
Accepting applications;
0
Current Academy
screening applications
Cadet
Police Officer Trainee
10/15/21
Continuous
5 total
Accepting applications;
4
screening applications
Maintenance Worker
11/1/21
11/21/21
2
Accepting applications
6
I
Public Safety
10/15/21
Continuous
3
Accepting applications;
2
Communicator —
screening applications
Lateral
Community Services
Job flyer under
Officer
development
PT Recreation Leader
Job flyer under
development
Firefighter Trainee
Job flyer in process of
(Licensed Paramedic)
being mailed to new
FCTC list
Recruitments in Process — October, 2021
Status
Police Officer — Lateral
1 candidate in background check
Police Officer — Academy Graduate
1 candidate in background review
Police Officer Trainee
1 candidate in final pre -hire steps; 1 in Academy
Public Safety Communicator Trainee
1 candidate in background check
Firefighter Trainee (Licensed Paramedic)
2 in Academy
Program Administrator
Crystal Zamora starts worked 11/8/21
City Clerk
Thai Pham starts work 12/1/21
Page 1 of 2
Recruitments in Process — October, 2021
Status
Permit Technician
Finalist in final pre -hire steps
Finance Manager
Finalist in final pre -hire steps
Facilities Maintenance Specialist
Finalist in background check
Part -Time Office Assistant I (3 openings)
First round interviews completed 11/5/21; department
interviews being scheduled
Customer Service Manager — Community Development
Interviews scheduled for 11/16/21
Management Analyst (2 openings)
Interviews scheduled for 11/10/21
Financial Analyst
Interviews scheduled for 11/12/21
PT Network Administrator
Candidate in final pre -hire steps
Hiring/Promotion/Separation Information (October 8, 2021— November 5, 2021)
HIRES/PROMOTIONS:
NAME
JOB CLASSIFICATION
DATE OF HIRE
DIANA CASEY
POLICE CORPORAL (PROMOTION)
10/7/2021
RAUL RAZO
POLICE SERGEANT (PROMOTION)
10/7/2021
PATRICK PHAM
FIREFIGHTER TRAINEE
10/13/2021
JOHN ZARO
FIREFIGHTER TRAINEE
10/13/2021
RAY AKINO
P/T MAINTENANCE WORKER
ASSISTANT (REHIRE)
10/18/2021
IQBAL RAI
ENGINEERING
TECHNICIAN/INSPECTOR II
10/18/2021
KELLIE BOURKE
FIRE ADMINISTRATION TECHNICIAN
11/l/2021
ZINNIA MENCHACA NAVARRO
MANAGEMENT ASSISTANT —
COMMUNITY DEVELOPMENT (REHIRE)
1l/l/2021
SEPARATIONS:
NAME
JOB CLASSIFICATION
DATE OF
SEPARATION
RYAN HOLLAR
POLICE OFFICER (RETIRED)
10/20,2021
MANAGEMENT ASSISTANT —
CHRISTINA RUIZ
10I29 2021
COMMUNITY DEVELOPMENT
Page 2 of 2
2022 GILROY PERSONNEL COMMISSION MEETINGS (5:30 p.m.)
Gilroy City Council Chambers or Administrative Services Conference Room
7351 Rosanna Street
Gilroy, California
Monday, January 10
Monday, February 14
Monday, March 14
Monday, April 11
Monday, May 9
Monday, June 13
Monday, July 11
Monday, August 8
Monday, September 12
Monday, October 10
Monday, November 14
Monday, December 12
CITY OF GILROY
PERSONNEL COMMISSION
STAFF REPORT
Date: November 8, 2021
To: Personnel Commission
Staff: LeeAnn McPhillips, Administrative Services & Human Resources Director/Risk Manager
Subject: Approve Updates to Job Description for the Position of Police Records Supervisor
6Y�L4luf_l.�'�
The city has a vacancy in the position of Police Records Supervisor in the Police Department. Since this
job description had not been updated since 2005, staff took some time to review and update the job
description to ensure the duties and information contained throughout was accurate. Attached is the
updated description with deletions in strike out format and additions in red underline format. Staff did not
identify any changes to the minimum job requirements.
This position falls under the supervisory unit of the AFSCME, Local 101 labor group. Therefore, the draft
job description was shared with AFSCME for review and comment. Staff answered the one question that
AFSCME had regarding the job description and there were no further comments. Once approved, staff
will begin the recruitment process to fill this position.
This position has been maintained on the AFSCME Supervisory Unit Salary Schedule and currently has a
range of $86,986 - $105,732 annually plus excellent benefits. Staff is not proposing any changes to the
current salary range.
RECOMMENDED ACTIONS:
Staff recommends that the Personnel Commission take the following action:
1. Approve the updates to the job description for the position of Police Records Supervisor.
Respectfully Submitted,
i �/
LeeAnn McPhillips
Human Resources Director/Risk Manager
City of Gilroy DRAFT ^ ppreved by no.-..,,., iel G,,,,,., issi r
Novo October 20A521
POLICE DEPARTMENT
POLICE RECORDS SUPERVISOR
GENERAL DUTIES: Under direct supervision of a Police Captain, plan, supervise and participate
in the records activities of the Suppeft kdministration&fviees Division of the Police Department;
participate in training programs, train and evaluate assigned staff; perform Records Technician
duties as required; work shift work including weekends, holidays, nights and evening hours.
GENERAL REQUIREMENTS:
Personal Appearance - Is appropriate for the work environment and meets expectations for the
proper image of the City, as per department policy.
Attendance - Follows department/City policy in regards4ein regard to punctuality and attendance.
Compliance with Work Instructions - Follows all work instructions given,, andgiven and completes
all assigned duties. Follows the policies, rules, and regulations of the City and department.
Safety - Follows the Safety and Health Handbook, as well as other safety related standards, and
avoids unnecessary risk to oneself, co-workers , and property.
Internal Relations - Conducts work in a manner which supports the overall team effort, and which
avoids disruption of one's work and the work of others. Treats all City employees with respect.
Takes responsibility to resolve differences. Finds solutions to problems. Respects racial, religious,
ethnic, and sexual e-reneesgender identity of others, and avoids derogatory statements regarding
these differences.
Customer Service - Conducts work that fosters public support for the City, that will lead to fewer
complaints and claims against the City. Treats customers with respect. Follows the same rules that
one expects the customers to follow. Respects racial, religious, ethnic, and saxtfa4 d ffe-reneeseg rider
identity of others, and avoids derogatory statements regarding these differences.
ILLUSTRATIVE EXAMPLES OF WORK
1. Schedule Records personnel for the most effective utilization of available personnel.
2_Supervise, train and evaluate all Records personnel, including Property/Evidence staff.
3. Provide team expectations consistent with the department's values
4. Create a work environment that fosters cohesiveness and a team atmosphere.
5. Participate in the hiring and disciplinary process of Records personnel.
6. Act as liaison officer with other departments, law enforcement agencies and cities.
3. o F quality eentrel eheeks , statistieal . _,,,.As for two State, Ceunt y aiid City.
POLICE RECORDS SUPERVISOR - Page 1 of 6
City of Gilroy DRAFT ^ ppro oa by Persapaiel Gemmission.
NevemOctober 200521
7_Supervise, train and operate all department computer systems, which include the California Law
Enforcement Telecommunications System (CLETS), Criminal Justice Information Center
(CJIC), National Crime Information Center (NCIC), and the Gilroy Police Department Records
Management System (RMS).
4.8.Attend and participate in monthly supervisor meetings.
5:9.Maintain and update data and information tables in the Police Records Management System.
6-.10. Supervise warrants, subpoenas, RMS, CLETS, and all criminal records processes performed
within the Records Unit.
8-.11Responsible for position of Agency Terminal Coordinator between the California State
Department of Justice and Federal Bureau of Investigation to ensure compliance with all
CLETS, NLETS, and policies and regulations.
12. Coordinate any State, Federal or other audits of the Records function.
9,13. Coordinate the capturing of data as required by state and federal mandates, and provide
reports.
44-.14. Responsible for ensuring compliance with all CJIC (Criminal Justice Information Center)
policies, procedures and security regulations.
42 15. Determine the need for and coordinate training by County, State and Federal trainers.
4-3:16. Monitor Records security; maintain confidentiality of records.
44-17. Monitor office equipment maintenance, inventory and order supplies as necessary.
4-5-.18. Prepare reports, both orally and in writing as required by department and e4izenscommunity
members.
46,19. Participate in training-aad, updating pregrarxis, andprograms and prepare and update policies
and procedures as required.
k-7-.20. Responsible for the processing of civil subpoenas and sealing of adult and juvenile criminal
records.
49-.21. Participate in the preparation of the operational/capital budgets for the department. Maintain
operational budget accounts.
49:22. Testify in court on related records matters as required.
24.23. Provide supervision to the Property/Evidence function of the department. Ensure proper
POLICE RECORDS SUPERVISOR - Page 2 of 6
City of Gilroy
D'
NevernOctober1'
coordination between Records and Property/Evidence functions.
24-24. Perform all related duties of a Police Records Technician as required.
2 .25. Adapt to working shifts, weekends, holidays, nights and evenings.
2-3-.26. Perform related work as required.
REQUIRED SHILLS, KNOWLEDGE, AND ABILITIES:
SKILLS:
1. Listening, hearing and understanding.
2. Public speaking.
3. Independent decision making.
4. Interpersonal skills.
5. Supervision, evaluation and counseling of employees.
6. Other skills sufficient to perform listed examples of work.
KNOWLEDGE: Knowledge of:
1. Police records systems and the organization, procedure and practices common to police
department records.
2. Laws, codes, ordinances, statutes, policies and procedures for the processing, handling and
purging of police records.
3. Principles and practices of supervision, training and personnel administration.
4. Automation, specifically in the computerization of police records.
5. Interpretation of legal processes, records, policies and procedures.
6. Use of a personal computer and law enforcement computer systems,
e.g. CLETS, NCIC, CJIC, and GPD RMS.
7. Clear, concise and accurate writing and reporting techniques.
8. City personnel rules and regulations, and Department policies and procedures.
9. Customer service techniques.
POLICE RECORDS SUPERVISOR - Page 3 of 6
City of Gilroy
Neve October2OO521
10. Modem office standards and procedures.
11. Property and evidence systems and the organization and practices common to police property
and evidence.
ABILITIES: Ability to:
Learn and use computer systems related to Records, Property & Evidence and related word
processing software.
2. Communicate effectively using proper telephone/radio etiquette.
2-3. Employ a Customer Service Philosophy
3 4. Understand and execute oral and written instructions.
4.5. Resolve conflict.
-5-.6Work under pressure on several tasks and analyze and adapt to new situations.
6:7. Train effectively.
Establish and maintain effective working relationships with supervisors, co-workers, other
departments, outside agencies, and the general public.
8-9 Make independent decisions in the interest of organizational needs.
-9-.10Remain in control in difficult situations, use proper judgment and make appropriate
decisions in stressful and non -stressful situations.
44.11. Successfully complete a Peace Officer Standards and Training (POST) Certified Civilian
Supervisor Course.
44-.12. Effectively delegate assignments to assigned staff.
4213. Present a positive image.
4-3-14. Perform related work as required.
MACHINES/TOOLS/EOUIPMENT UTILIZED:
Typical office and field environments include the following:
1. Computer, keyboard and monitor
2. Laserjet or ink jet printer
3. Telephone or cell phone and headset
POLICE RECORDS SUPERVISOR - Page 4 of 6
City of Gilroy DRAFT ^ ppro ed by Personnel Commission
NovemOctober 204521
4. Copier
5. Calculator
6. Facsimile machine
7. Typewriter
8 7.Paper shredder or cutter
9-.8.Two-way radio
44,9. Radio scanner
44-.10. Specialized computer, radio, and phone software
�11. Police Department phone system
4-3 12. Police Department radio system
in
. Feet pedals
44'�-.13. Uniform
46-.14. Automobile
PHYSICAL DEMANDS:
Under typical office and field conditions, employee will perform the following physical activities
which include handling files, books, binders, and sometimes boxes of work -related material:
1. Sitting, for prolonged periods of time working at a computer or attending meetings.
2. Walking
3. Standing, for prolonged periods of time during presentations or training sessions.
4. Kneeling
5. Bending/stooping
6. Twisting
7. Reaching
8. Carrying
9. Pushing/pulling
10. Lifting, up to 25 lbs.
11. Driving
12. Manual dexterity, using a variety of communication equipment
13. Speed, in meeting deadlines and using office equipment.
SENSORY DEMANDS:
Under typical office and field conditions, employee utilizes these senses while using a computer,
printer, typewfiter—, _tclephone pager, fax machine, typewriter, copier, calculator, paper shredder,
paper cutter, camera, automobile, etc.:
1. Seeing, (color) vision is necessary when working with color -coded filing systems, viewing
computer monitors or setting up communications equipment.
2. Speaking
3. Hearing
4. Touching
ENVIRONMENTAL AND FLOOR SURFACE CONDITIONS:
Office Conditions:
1. Indoors: Typical office conditions, over 90% of the time.
POLICE RECORDS SUPERVISOR - Page 5 of 6
City of Gilroy
2. Flooring: Low level carpeting, linoleum, tile, wood, etc.
3. Noise Level: Conducive to office settings with phones, alarms, copiers, radios, etc.
4. Lighting: Conducive to normal office setting, may be dimmed for use with monitors.
5. Ventilation: Provided by central heating and air conditioning.
6. Dust or Fumes: Normal indoor levels associated with dust and odors from paper, ink pens,
copiers or other office -related equipment.
Field Conditions:
1. Outdoors: Typical conditions traveling to meetings or seminars, less than 5% of the time.
2. Travel: Under varying conditions via automobile or plane, less than 5% of the time.
3. Flooring: Carpet, linoleum, tile, asphalt, dirt, wood, uneven surfaces, etc.
4. Noise Level: Varying low to high equipment noise when traveling.
5. Li tin : Normal outdoor conditions, with possible exposure to extreme weather conditions.
6. Ventilation: Heating and air conditioning provided by a vehicle or plane.
7. Dust or Fumes: Normal outdoor levels associated with pollen, dust, vehicle exhaust, etc.
HAZARDS:
Mechanical or electrical exposure is minimal while properly using standard office equipment
such as a telephone, computer, typewriter, printer, copier, adding machine, fax machine, paper
shredder, or paper cutter. When working or traveling in the field, there is some exposure to
mechanical hazards when utilizing a vehicle.
ATMOSPHERIC CONDITIONS:
Minimal exposure to fumes occurs in a typical office environment. Typical exposure may result
from use of copiers, dry erase pens, liquid paper, toner cartridges, ink pens, or other office supplies
or equipment.
REQUIREMENTS, TRAINING, EXPERIENCE AND QUALIFICATIONS:
1. Sixty semester units of college level work in Business Administration, Public Administration, or
Records Management is required.
2. Experience and/or training equivalent to 4 years as a full-time, paid Police Records Technician.
3. A Peace Officer Standards and Training (P.O.S.T.) Basic Records Clerk course certificate is
preferred at time of hire, however, certification must be completed within one year of hire date.
4. Possess and maintain a valid California Driver License and a safe driving record necessary to
operate assigned vehicle(s).
5. Supervisory or lead experience preferred.
Pass a POST background investigation, which includes a polygraph examination, an extensive
Department of Justice criminal record check and an FBI clearance.
POLICE RECORDS SUPERVISOR - Page 6 of 6
City of Gilroy
E' '- `` -
ove . •200521
7. Pass a post -offer psychological evaluation and a medical examination, which includes a drug
test.
8. Prefer bilingual (English/Spanish).
9. Prefer non -tobacco user.
POLICE RECORDS SUPERVISOR - Page 7 of 6
CITY OF GILROY
PERSONNEL COMMISSION
STAFF REPORT
Date: November 8, 2021
To: Personnel Commission
Staff: LeeAnn McPhillips, Administrative Services & Human Resources Director/Risk Manager
Subject: Approve Change to the Salary Range for Fleet Superintendent
SUMMARY:
The city has a vacancy in the position of Fleet Superintendent in the Fleet Division of the Administrative
Service Department. We have tried for many months to fill this position, but have not been successful in
identifying a solid candidate with the background and experience needed. Several potential candidates
indicated that they had interest in the position, but the salary range was too low. The candidates we
interviewed were not a good fit.
In 2019, a compensation study was completed for most all of our management level positions, to include
the Fleet Superintendent position. At the time of the study in 2019, and based on the study data, the
salary range for the Fleet Superintendent position was slightly lowered during the study implementation
which was part of negotiations with the Gilroy Management Association (GMA) labor group. Given the
recruitment challenges and feedback received from potential candidates, staff recently updated the
compensation study forthe Fleet Superintendent to see if anything had changed overthe lastthree years
that would justify adjusting the salary. Based on compensation best practices, a +-5% standard is used
when comparing compensation averages. In other words, if a position is within +-5% of the market, the
position is essentially "in market'. This best practice standard has been consistently considered by Gilroy
when compensation studies have been completed and implemented.
The current salary range for the Fleet Superintendent position is: $78,816 - $105,1008, plus excellent
benefits.
In summary, the updated compensation study revealed the following:
• Eight of the twelve agencies used for comparison had a position match —this demonstrates there
is sufficient reliable data to consider
• For base salary only, Gilroy is 9.32% below the market average and 7.53% below the market
median.
• For total compensation, Gilroy is 6.44% below the market average and .63% below the market
median.
• Gilroy gains ground when benefits are factored into the analysis.
Prior to the 2019 compensation study, the Fleet Superintendent was on the same salary band as the
Facilities Superintendent (internal equity). This internal equity was eliminated based on the 2019 market
study data.
In light of the above 2021 market data, staff is recommending that the Fleet Superintendent be realigned
with the current Facilities Superintendent salary range which is $86,892 - $115,872 plus excellent
benefits. If we make this salary adjustment, the data analysis changes to:
Page 1 of 2
• For base salary only, Gilroy would be .03% below the market average and 1.94% above the
market median.
• For total compensation, Gilroy would be 1.06% above the market average and 7.34% above the
market median.
• Internal equity with the Facilities Superintendent position will be re-established.
• The Fleet Superintendent position will be brought back into being +-5% of market average with the
recommended adjustment.
Staff believes this adjustment is appropriate in light of the current market data and because we have not
been able to fill the vacant position with a strong qualified candidate. Adjusting the salary range as
recommended will give us the best chance possible to identify a candidate to fill this important position. A
new recruitment effort will be commencing in the next couple weeks with the assistance of a recruitment
firm.
This position falls under the GMA labor group. Therefore, this dilemma and recommendation were shared
with the GMA group. GMA is in support of adjusting the salary range as recommended. If approved by the
Personnel Commission, staff will document this salary change in a side letter agreement with GMA.
RECOMMENDED ACTIONS:
Staff recommends that the Personnel Commission take the following action:
Approve placing the position of Fleet Superintendent on the Gilroy Management Association salary
range of $86,892 - $115,872 effective immediately.
Respectfully Submitted,
LeeAnn McPhillips
Administrative Services & Human Resources Director/Risk Manager
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