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HomeMy WebLinkAbout2001 Civil Service Commission Minutes Civil Service Commission January 14, 2001 Present: Chair Royce Blackwell Cmmr. Marlene Carter Cmmr. Odalie Kelley Cmmr. Margaret Muetterties Staff: Nick Oriti Tim Bennett Guests: Jim Burns Ed Gendvilas Larry Diebert Dan Rich Kurt Eshelman Bill Potts Ed Trob Larry Bryant Chris Ludovice The meeting was called to order at 4:01 p.m. by Tim Bennett. Election of Chairperson Tim entertained a nomination for Chairperson. Cmmr. Muetterties made the motion to nominate Cmmr. Blackwell as chairperson seconded by Cmmr. Carter. The motion carried. 4-0 Approval of December 2001 Minutes Cmmr. Muetterties made the motion, seconded by Cmmr. Carter to approve the December minutes with the amended corrections. Discussion of Public Safety Telecommunicator Position Ed Trob thanked the Commission for visiting the communications center. Ed explained the need to have qualified telecommunication operators. He indicated that himself and one other supervisor has been administering the exam to applicants. The basis of the exam is to test the critical computer skills of the applicants and to determine how the applicants respond to stress. Ed made the suggestion to allow either himself or one of the supervisors to sit in on the interview process. A suggestion was made to provide a physiological examination for telecommunication applicants. Cmmr. Carter inquired into how many candidates that went through the critical exam passed the examination? Tim indicated that all candidates passed the exam and that after orientation and a site visit, none of the applicants dropped out. Cmmr. Carter inquired into how many employees leave on their own? Ed indicated that 12 out of the 15 operators left on their own. Out of the current applicants, only one has previous experience. Civil Service Commission January 14,2002 Minutes Page 2 Tim informed the Commission that currently the city is performing exit interviews, this was a practice that was not performed in the past. Chair Blackwell inquired into the issue of mandatory overtime. Ed indicated that not all overtime is mandatory, however, if all time slots are not filled overtime will then become mandatory. The Commission was informed that only three(3)candidates can be trained at one time during a six(6) month period, this would be one(1) per shift. Cmmr. Muetterties inquired into what would constitute a full staff. Ed answered that when fully staffed there would be 22 telecommunicators, but currently they are only 50% staffed with only 11 operators. Chair Blackwell inquired into the training program that is provided by Elgin Community College. Ed indicated that the program was a generic training program. Deputy Burns indicated that CAD training is only a part of training, there is also EMD training. Cmmr. Muetterties inquired if other municipalities are having the same problems in obtaining telecommunicators? The answer was yes. Cmmr. Carter inquired into whether the City has a recruiting program. Deputy Burns indicated that to become a telecommunicator takes a unique type of person. There were three factors brought out that makes obtaining telecommunication candidates difficult. 1. Stress 2 Shift work 3. Residency Deputy Burns indicated that his department would be happy to explore options in training applicants. Hiring Process Change Proposal Cmmr. Carter passed out a copy of the notes from the public meeting that was held with the bargaining units. Four bargaining unit representatives were present at the meeting. One concern raised by attendees was in regards to the reference checks and how candidates would be removed from the eligibility list. What type of a reference would cause an individual to have his name removed from the eligibility list? Tim indicated that a meeting would be held with the Commission before a final decision was made. The Cmmr. Carter expressed concerns regarding the fact that there is no training for those interviewing and that we do not have a standard that is being followed from department to department. The comment was made that the Rule of Three would not bleed over into the promotion process and would apply only to the new hiring process. Civil Service Commission January 14,2002 Minutes Page 3 f Cmmr. Carter questioned the changes being proposed by Human Resources. Nick indicated that the vast majority of managers has indicated that they did not like the current hiring process and they would like to interview and pick the best candidate for their department. Cmmr. Carter indicated that she would like to see the previous eligibility listings. Tim indicated that he will provide eligibility listings showing how many times candidates were left on the list. Cmmr. Carter made an inquiry as to how many lists currently have names still awaiting hiring. Tim indicated that the only list that is expended routinely is the Parks laborer list. Larry Diebert, Water Director indicated that he would like to hire the best-qualified candidate. Larry indicated that several years ago, they were able to formulate questions for the Commission to ask during the interview process to assist them in hiring qualified candidates. Larry indicated that he feels that he has the right to choose the best candidate for the position. The comment was made that Department Heads have recognized the need to be able to hire the best candidate suited for their departments. Chair. Blackwell indicated that the basic elements are the same as federal guidelines in the Rule of Three. Larry indicated that he would rely on his staff to assist in determining who the best-qualified candidate for the position would be from the eligibility list. Cmmr. Carter indicated that there are negatives in both systems, however, does the positive out weight the negative. Chair. Blackwell indicated that the proposed changes would give the Department Heads/Managers more flexibility in the hiring process. Larry indicated that he sees not negativity in the Rule of Three that is being proposed. Nick indicated that as the proposed changes that are being presented does not apply if there is only one person on the list. If only one person is on the list, that individual would get the job. The proposed hiring proposal is in draft form and Corporation Council will provide the correct legal language. Chair Blackwell requested that the Commission receive the final language from Legal on the reference checking. Nick explained that currently a reference check is not performed. Nick and Tim both went into great detail as to why they are requesting the proposed change to approach the Chairperson in removal a candidate's name from the eligibility listing. Nick indicated that he will have Corporate Council provide the legal language on the issue of reference checks. Tim indicated that the proposed change is for the purpose of shortening the process for removing a name from the eligibility list. Civil Service Commission January 14,2002 Minutes Page 4 Chair Blackwell commented that it should be the Commissions' authority and not the authority of one person. Cmmr. Carter commented that it is her recommendation that the Board continue to follow the current procedure outlined in the ordinance. There was much discussion regarding the authority being given to the Chairperson to have candidate's name removed from the eligibility list. The suggestion was made to check into the ramifications of giving the chairperson the authority to have a name removed from the eligibility list; however; the candidate would still retain the right to appeal. Cmmr Muetterties indicated that in regards to the Rule of Three, there is a need to spell out the wording to restrict this rule to new hires only. Bill Potts inquired about the seniority issue of two(2)candidates that is being hired on the same date. It was brought out that this issue is resolved in that they would revert back to the highest score and the position on the eligibility list in regards to the rule of three. Set Interview Date& Time Bi-lingual Clerk Typist candidate Friday, January 18th at 4:00 in the Human Resources Conference Room Executive Session Cmmr. Muetterties made the motion, seconded by Cmmr. Carter to adjourn to executive session at 5:30 p.m. The motion carried 4-0 Cmmr. Muetterties made the motion, seconded by Cmmr. Carter to return to open session at 6:45 p.m. The Commission agreed that the Bi-lingual candidate would be given a document to translate. Cmmr. Kelley indicated that there is a big difference between translating a document and being able to communicate. The Commission agreed that Cmmr. Kelley will have a dialogue with the candidate to determine if communication skills are intact. Adjournment Cmmr. Muetterties made the motion, seconded by Cmmr. Kelley to adjourn the meeting at 6:50 p.m. The motion carried 4-0 Respectfully Submitted, Approved: February 4, 2002 ♦ / / Sandra Taylor Recording Secretary r Minutes Civil Service Commission April 2, 2001 Present: Chair Janice Stolt Cmmr. Odalie Kelley Cmmr. Edna Krueger Cmmr. Arturo Zamudio Absent: Cmmr. Wilbert Daniel(excused) Staff Nick Oriti Holly Holtz-Paris The meeting was called to order at 6:10 p.m. by Chair Stolt. ,Approval of Minutes Cmmr. Krueger made the motion, seconded by Cmmr. Zamudio to approve the December 4, 2000 minutes and executive minutes as presented. The motion carried. Cmmr. Kelley made the motion, seconded by Cmmr. Zamudio to approve the January 8, 2001 minutes as presented. The motion carried. Cmmr. Krueger made the motion, seconded by Cmmr. Zamudio to adjourn the meeting to executive session at 6:14 p.m. The motion carried. Cmmr. Zamudio made the motion, seconded by Cmmr. Kelley to return to open session at 6:23 p.m. The motion carried. Cmmr. Zamudio made the motion, seconded by Cmmr. Kelley to direct the Human Resources Department to re-instate Ms. Ieascha Parker to the observation phase(3`d phase) of the employment process of where she left off. The motion carried. The Commission set up interview dates of April 23'd and April 25th for the position of Communications Operator. Cmmr. Krueger made the motion, seconded by Cmmr. Zamudio to adjourn the meeting at 6:45 p.m. to go back into executive session for the purpose of conducting oral interviews for the position of Horticulturalist. Respectfully Submitted, Approved: June 4, 2001 Sandra Taylor Recording Secretary Civil&rvice Comn�mjjiooion Cxecutive Sebsion Minuted duly 9, 2001 preeent: Cmmr. Wilbert Daniel Cmmr. Odalie Kelley Cmmr. Edna Krueger Cmmr. Arturo Zamudio �i6eant: Cmmr. Janice Stolt Staff Nick Oriti Tim Bennett The executive session of the Civil Service Commission was called to order at 5:38 p.m. to elmL discuss the eligibility list issue. Nick went into explanation regarding the request to have Allen Schultz's name removed from the Grounds laborer eligibility list. Mr. Schultz was given the opportunity to respond to inquires of the Commission. He provide the Commission with letters of recommendation from his former employer and Jane Cordes from Parks and Recreation. Cmmr. Zamudio made the motion, seconded by Cmmr. Kelley that the Commission allow Allen Schultz's name to remain on Ground Laborer eligibility list and that his continued employment be contingent subject to his probationary period. The motion carried. Cmmr. Zamudio made the motion, seconded by Cmmr. Kelley to return to open session at 6:15 p.m. The motion carried. Respectfully submitted, Approved:August 6, 2001 Sandra Taylor Recording Secretary Minuted Civil service Conuniddion �uly 9, 2001 Present: Cmmr. Wilbert Daniel Cmmr. Odalie Kelley Cmmr. Edna Krueger Cmmr. Arturo Zamudio ✓ unt: Cmmr. Janice Stolt (excused) S'ta`/ Nick Oriti Tim Bennett The meeting was called to order at 5:37 p.m. by Acting Chair Krueger. Cmmr. Zamudio made the motion, seconded by Cmmr. Daniel to adjourn to executive session at 5:38 p.m. The motion carried. Cmmr. Zamudio made the motion, seconded by Cmmr. Kelley to return to open session at 6:15 p.m. The motion carried. Acting Chair Krueger explained to Mr. Schultz that his name would remain on the eligibility list. Mr. Schultz thanked the Commission for their consideration and left the meeting. Nick explained the current promotional process and indicated that he will be revamping the promotional process to include information regarding past employment. He also informed the Commission that reference checks will be done on all applicants prior to the interview process and this information will be provided to the Commission. There was much discussion between staff and the Commission regarding the current hiring process and what necessary changes would help to improve the hiring process. Cmmr. Daniel made the motion, seconded by Cmmr. Zamudio to adjourn to executive session at 6:31 p.m. for the purpose of oral interviewing for the position of Court Security Officer. The motion carried. The next meeting will be Monday, �u9uat 6, 2001 at 5:30 p.m. C2ivil Service Commission d.4 9, 2001 /I"/inate9 Page 2 The September 3rd meeting has been rescheduled to Monday, Sopteinter 10, 2001. There being no further business to discuss, the meeting was adjourned. Respectfully Submitted, Approved:August 6, 2001 Sandra Taylor Recording Secretary Minutes Civil Service Commission September 10, 2001 Present: Cmmr. Odalie Kelley Cmmr. Edna Krueger Cmmr. Arturo Zamudio Absent: Cmmr. Janice Stolt Cmmr. Wilbert Daniel Staff- Nick Oriti Tim Bennett The meeting was called to order at 6:15 p.m. by Acting Chair Krueger. Tim informed the Commission that Cmmr. Edna Krueger tendered her resignation. Cmmr. Zamudio made the motion, seconded by Cmmr. Kelley to approve the August 6, 2001 minutes as presented. The motion carried. Cmmr. Zamudio informed Staff that he was tendering his resignation from the Commission and this would be his last meeting due to the reason that he has moved out of the city limits. Election of New Chairperson Cmmr. Kelley made the motion, seconded by Cmmr. Zamudio to table the election of a new chairperson until the October 1"meeting. The motion carried. Cmmr. Zamudio made the motion, seconded by Cmmr. Kelley to adjourn to executive session for the purpose of conducting oral interviews. The motion carried. There being no further business to discuss the meeting was adjourned at 6:23 p.m. for the purpose of interview for the positions of Arborist, Parks Ground Laborer and Utility Worker. Respectfully Submitted, Approved:November 5, 2001 rk Sandra Taylor Recording Secretary Meeting Minutes Civil Service Commission November 6, 2001 Present: Cmmr. Royce Blackwell Cmmr. Marlene Carter Cmmr. Odalie Kelley Absent: Cmmr. Margaret Muetterties Staff: Tim Bennett Nick Oriti Welcome of New Commissioners Tim welcomed commissioners Royce Blackwell and Marlene Carter to the Civil Service Commission. Election of Chairperson Cmmr Carter made the motion,seconded by Cmmr.Kelley to table the election of a chairperson until the January 2002 meeting. The motion carried. Approval of the September Minutes Cmmr. Kelly made the motion, seconded by Cmmr. Blackwell to approve the September minutes as presented. The motion carried. Hiring Process Nick provided the Commission with a written proposal on the hiring process that is currently being followed and what changes he would like to make in the hiring process. The following changes to the hiring process is being suggested by the Human Resources Department. 1. The top three (3) candidates be interviewed by the department. 2. Reference check be provided on all candidates prior to hiring. The reference check will include the verification of all stated credentials, however will not include contacting of current employers. Cmmr. Blackwell made the motion,seconded by Cmmr. Kelly to adopt the proposed changes to the hiring process as e,,,,, proposed by the Human Resources Department. The proposed changes are: f v . w "k Civil Service Commission November 5, 2001 Minutes Page 2 1. Top three (3)candidates interviewed. 2. Reference check on all candidates prior to employment. The motion carried. Interview Date and Time for Pending Positions Interview will be set up for Tuesday,November 13`h at 4:00 p.m. Commissioners will be notified of the location of the interviews. Adjournment There being no further business to discuss,Tim called for a motion to adjourn. Cmmr.Carter made the motion,seconded by Cmmr.Blackwell to adjourn the meeting at 6:25 p.m. The motion carried. The next meeting of the Civil Service Commission will be on Monday,December 34 at 4:00 p.m. Respectfully submitted, Approved: December 3, 2001 ■ Sandra Taylor Recording Secretary r