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HomeMy WebLinkAbout2003 Civil Service Commission Civil Service Commission January 6, 2003 Minutes Present: Chair Royce Blackwell Cmmr. Odalie S. Kelley Cmmr. Margaret Muetterties Cmmr. Brenda Rodgers Cmmr. Paul Rouse Jr. Staff: Tim Bennett The meeting was called to order at 4:00 p.m. by Chair Blackwell. Approval of the Minutes Cmmr. Muetterties made the motion, seconded by Cmmr. Kelley to approve the November 4, 2003 minutes with the following corrections: Page 2, paragraph 6 should read: She does not feel the need to discuss the vote. She requested a change to the letter. Page 2, paragraph 8 should read: Cmmr. Rodgers indicated that she was told..... The motion carried 5-0 Cmmr. Muetterties inquired into the status of the letter which was written to Council. Tim indicated that the issue would probably not be discussed until a meeting in February. Tim indicated that 27 Arborists will be testing on Thursday January 9th. He will notify the Commission as to how many candidates they will be interviewing. If the number of candidates is six or fewer, they will be interviewing on the evening of the February meeting. If the number if over six candidates, the Committee will be notified so as to determine an interview date. Election of Chairperson Cmmr. Muetterties made the motion, seconded by Cmmr. Rouse to re-elect Cmmr. Royce as the Chairperson. The motion carried 5-0 • td1"I' Executive Session Cmmr. Kelley made the motion, seconded by Cmmr Rodgers to adjourn to executive session at 4:15 p.m. Adjournment There being no further business to discuss, Chair Blackwell called for a motion to adjourn. The meeting was adjourned at 4:31 pm. The Commission continued in executive session for the purpose of conducting oral interviews for the position of Utility Worker. Respectfully Submitted, Approved: February 3, 2003 Sandra Taylor Recording Secretary r r r i Executive Session Civil Service Commission January 6, 2003 Present: Chair Royce Blackwell Cmmr. Margaret Muetterties Cmmr. Marlene Carter Cmmr. Odalie Kelley Cmmr. Paul Rouse Staff: Tim Bennett Removal of Name from Eligibility List Tim made the request on behalf of the city to have Norman Hoel's name removed from the eligibility list of Parks Grounds Laborer position. The Commission requested additional information regarding the judication of this request. The Commission was informed that Mr. Hoel has been discharged from his current position as Community Service Officer. Cmmr. Muetterties made the motion, seconded by Cmmr. Kelley to remove Mr. Hoel's name from the Parks Grounds laborer eligibility list based on a material change in circumstances rendering such eligible employment detrimental to the discipline and efficiency of public service in accordance with the rules and regulations of the Civil Service Commission. Motion 3-2 Cmmr. Kelley— Yes Cmmr. Rouse - Abstained Chair Blackwell — Yes Cmmr. Rodgers —Abstained Cmmr. Muetterties —Yes Chair Blackwell requested that notification to Mr. Hoel be mailed out as a registered letter. Cmmr. Rouse asked that Human Resources provide the Commission with a letter requesting that Mr. Hoel's name be removed from the list. r Civil Service Commission January 6, 2003 Minutes Page 2 There being no further business to discuss, the Commission stayed in executive session for the purpose of interviewing for the position of Utility Worker. Respectfully Submitted, Approved: February 3, 2003 Sandra Taylor Recording Secretary r Civil Service Commission February 3, 2003 Minutes Present: Chair Royce Blackwell Cmmr. Margaret Muetterties Cmmr. Brenda Rodgers Cmmr. Paul Rouse Jr. Absent: Cmmr. Odalie S. Kelley Staff: Nick Oriti Tim Bennett The meeting was called to order at 4:01 p.m. by Chair Blackwell. Approval of the Minutes Cmmr. Muetterties made the motion, seconded by Cmmr. Rouse to approve the January 6, 2003 minutes as written. Motion carried 4-0 Interview dates Tim explained that he was testing for two positions; Purchase Order Administrator and Custodian. Tim stated that he had approximately 50 Purchase Order Administrator candidates and 80 Custodian candidates. Tim stated that the two positions would need to be interviewed next month and would let the commission know as to the number of candidates that pass once he tested for each of the positions. Cmmr. Muetterties suggested that the interviews start earlier to allow more candidates to be interviewed and still allow the commission to not have to stay late into the evening. Chair Blackwell suggested starting at 3:30 p.m. and end with the last interview at 6:15 p.m. The other commissioners agreed. r Civil Service Commission February 3, 2003 Minutes Page 2 Executive Session Chair Blackwell asked for a motion to move into Executive session. Cmmr. Rouse made the motion, seconded by Cmmr. Rodgers to adjourn t o executive session at 4:15 p.m. Adjournment There being no further business to discuss, Chair Blackwell asked that the commission move to start the interviews at 4:36 p.m. Cmmr. Rouse made the motion, seconded by Cmmr. Muetterties to move to start interviews. Motion carried 4-0 The next meeting of the Civil Service will be on Monday, March 3rd at 3:30 p.m. Respectfully Submitted, Approved: 3/3/03 Tim Bennett Staff Liaison r 00•. Civil Service Commission Executive Session Minutes February 3, 2003 Present: Chair Royce Blackwell Cmmr. Margaret Muetterties Cmmr. Brenda Rodgers Cmmr. Paul Rouse Jr. Absent: Cmmr. Odalie S. Kelley Staff: Nick Oriti Tim Bennett Nick informed the Commission that Human Resources has released a probationary employee for violating the drug policy for CDL drivers Chair Blackwell asked Nick for a letter from the manager to ask for the termination. Nick explained that no letter was drafted as the employee diluted his drug sample, which is grounds for immediate termination. Nick further explained that previously the Board had stated that a termination of a probationary employee does not need to be brought before the Board for approval. Chair Blackwell stated that a letter still needed to be brought to the Commission, per the rules and regulations. Nick informed the Board that immediate action needed to be taken. Cmmr. Muetterties inquired to the process of the rule to release a probationary employee, and to possibly needing to change the rule for some instances. Cmmr. Rodgers asked that Human Resources look into how this rule affects the City and not to go forward with any changes to the rule at this time until information could be obtained. Cmmr Rouse stated that in certain situations the rule should possibly be superceded to allow the City flexibility. Cmmr. Rouse asked that Human Resources get corporate council's opinion on this specific issue. r Civil Service Commission Executive Session March 3, 2003 Present: Chair Royce Blackwell Cmmr. Odalie S. Kelley Cmmr. Margaret Muetterties Cmmr. Paul Rouse Jr. Absent: Cmmr. Brenda Rodgers Staff: Nick Oriti Tim Bennett Removal of name from Parks Ground Laborer Eligibility List Nick asked the Commission for the approval to remove Tom Bauer's name from the eligibility list for Parks Ground Laborer. After much discussion, the Commission made the following motion. Cmmr. Kelley made the motion, seconded by Cmmr. Muetterites to remove Tom Bauer from the Parks Ground Laborer eligibility list. The motion carried 4-0 Probationary Dismissal of Employee Tim provided a memo to the Commission requesting the dismissal of Probationary employee James Carter. The employee has already been terminated prior to the approval from the Commission. Nick indicated that in the future, the employee will be placed on suspension prior to approval from the Commission. Cmmr. Muetterties made the motion, seconded by Cmmr. Kelley to terminate Probationary employee James Carter. The motion carried 4-0 Nick inquired if the Commission would be interested in hearing about the employment rbkhistory of the internal candidate that was to be interviewed. Y ► Civil Service Commission Executive Session Minutes March 3 2003 Page 2 Chair Blackwell indicated that the Commission does not want the prior employment history of the internal candidate. Respectfully Submitted, Approved: April 7, 2003 Sandra Taylor Recording Secretary r AO- Civil Service Commission March 3, 2003 Minutes Present: Chair Royce Blackwell Cmmr. Odalie S. Kelley Cmmr. Margaret Muetterties Cmmr. Paul Rouse Jr. Absent: Cmmr. Brenda Rodgers Staff: Nick Oriti Tim Bennett The meeting was called to order at 3:46 p.m. by Chair Blackwell. Approval of the Minutes Cmmr. Muetterties made the motion, seconded by Cmmr. Kelley to approve the February 3, 2003 minutes with the following change: ...Commission moved to start interviews at 4:36 p.m." The motion carried 4-0 Interview Schedule Update Tim informed the Commission of the following interviews that was to take place this evening. 8 candidates for Custodian position 1 internal candidate for Purchase Order Administrator Tim notified the Commission that there would be interviews needed for the following candidates: 2 — Custodian candidates 28 — Purchase Order Administrator candidates Two interviews dates were set up with 10 candidates to be interviewed each night, with the remaining candidates to be interviewed on April 7th flu., March 12th —4:00 p.m. interview start time March 18th —4:00 p.m. interview start time Civil Service Commission March 3, 2003 Minutes Page 2 Executive Session Cmmr Rouse made the motion, seconded by Cmmr. Kelley to adjourn to executive session at 3:55 p.m. for the purpose of discussing personnel. The Commission stayed in executive session for the purpose of conducting interviews for the Purchase Order Administrator and Custodian positions. Adjournment There being no further business to discuss, Chair Blackwell adjourned the meeting at 4:13 p.m. Respectfully Submitted, Approved: April 7, 2003 Sandra Taylor Recording Secretary r r Civil Service Commission April 7, 2003 Minutes Present: Chair Royce Blackwell Cmmr. Margaret Muetterties Cmmr. Brenda Rodgers Cmmr. Paul Rouse Jr. (3:50 p.m.) Absent: Cmmr. Odalie S. Kelley Staff: Nick Oriti Tim Bennett The meeting was called to order at 3:43 p.m. by Chair Blackwell. Approval of the Minutes Cmmr. Muetterties made the motion, seconded by Cmmr. Rodgers to approve the March 3, 2003 minutes. The motion carried 3-0 ernk Interview Schedule Update Tim informed the Commission that there were 41 Clerk-typist candidates to be interviewed. It was noted that Cmmr. Rodgers will no longer be on the Civil Service Commission due to winning a seat on the City Council. Cmmr. Muetterties made the motion, seconded by Cmmr. Rouse to adjourn to executive session at 3:57 for the purpose of interviewing for the position of Purchase Order Administrator. The motion carried 4-0 Adjournment There being no further business to discuss, the meeting was adjourned to perform interviews. Res ectfully Submitted, Approved: June 2, 2003 Sandra Taylor Recording Secretary elm Civil Service Commission May 5, 2003 Present: Cmmr. Margaret Muetterties Cmmr. Paul Rouse Jr. Absent: Cmmr. Odalie S. Kelley (Excused-death in family) Staff: Tim Bennett Due to a lack of a quorum, no meeting was held. Respectfully Submitted, tL%Z-t1 \---1611(t) C t-N- Sandra Taylor Recording Secretary ebk Civil Service Commission June 2, 2003 Minutes Present: Chair. Paul Rouse Jr Cmmr. Odalie S. Kelley Cmmr. Margaret Muetterties Cmmr. Connie Zapata Absent: Cmmr. Denise Bowman Staff: Tim Bennett Guests: Ed Trob, Emergency Telecommunications Director Marian Perez, Communication Shift Supervisor The meeting was called to order at 3:50 p.m. by Acting Chair Rouse. Appointing New Chairperson Cmmr. Muetterties made the motion, seconded by Cmmr. Kelley to appoint Paul Rouse as the chairperson for the Civil Service Commission. The motion carried 4-0 Welcome New Commissioner Chair Rouse welcomed Connie Zapata as the new commissioner on the Civil Service Commission. Approval of the Minutes Cmmr. Muetterties made the motion, seconded by Cmmr. Zapata to approve the April 7th minutes. The motion carried 4-0. Cmmr. Muetterties made the motion, seconded by Cmmr. Zapata to adjourn into executive session for the purpose of discussing personnel at 3:55 p.m. The motion carried. 4-0. Adjournment There being no further business to discuss, Chair Rouse called for a motion to adjourn. 2. Cmmr. Muetterties made the motion, seconded by Cmmr. Zapata to adjourn the meeting at 4:10 p.m. The motion carried 4-0 Respectfully Submitted, Approved: July 7, 2003 Sandra Taylor Recording Secretary Civil Service Commission July 7, 2003 Minutes Present: Cmmr. Denise Bowman Cmmr. Margaret Muetterties Cmmr. Connie Zapata Absent: Chair Paul Rouse Jr. Cmmr. Odalie S. Kelley Staff: Tim Bennett The meeting was called to order at 4:10 p.m. by Acting Chair Muetterties. Approval of the Minutes Cmmr. Zapata made the motion, seconded by Cmmr. Bowman to approve the June 2nd minutes. The motion carried 3-0 Meeting Start Time Tim inquired if the Commission would like to change the start time for the meetings. Cmmr Bowman suggested that a start time of 4:30 p.m. would work with her schedule. Cmmr. Zapata made the motion, seconded by Cmmr. Bowman to change the meeting time to start at 4:30 p.m. Tim informed the Commission that at the August meeting, there would be interviews for the position of Utility Worker. Cmmr. Bowman requested that Tim provide a copy of the job description for that particular position. Tim indicated that he would provide a copy before the interview process. Tim indicated that at the request of Femi Folarin, the Commission review the Civil Service Rules and Regulations for the purpose of updating. Tim will be providing a draft copy of the current changes for the Commission's benefit so they will be able to see what changes are being requested. Cmmr. Muetterties provided background information on the previous Commission's request to do away with the interview process. Tim provided background information on how other comparable cities handled their interview process with their Civil Service Commission. This background information was provided for the benefit of the two new Commissioners that were present at the meeting. Much discussion ensued regarding the function of the Commission and what its' function would be if the Commission did not interview. Cmmr. Bowman made the motion, seconded by Cmmr. Zapata to adjourn to executive session to discuss personnel. The Commission returned to open session at 4:47 p.m. Cmmr. Bowman made the motion, seconded by Cmmr. Zapata to extend the probationary period for 90 days for probationary employee Katie Quinlan. Motion carried 3-0. Adjournment There being no further business to discuss, Acting Chair Muetteries called for a motion to adjourn. Cmmr. Zapata made the motion, seconded by Cmmr. Bowman to adjourn the meeting at 4:48 p.m. Respectfully Submitted, Approved: September 8, 2003 Wanes P1 Sandra Taylor Recording Secretary /OF Et.r, City of Elgin t Mayor Ed Schock pow Council Members Civil Service Commission Juan Figueroa September 8, 2003 Robert Gilliam Brenda Rodgers 4:30 p.m. Thomas K. Sandor 2nd Floor Conference Room/North Tower John Walters City Hall, 150 Dexter Court, Elgin, IL Marie Yearman City Manager 1. Call to Order David M. Dorgan 2. Roll Call 3. Open Session Approval of July 7, 2003 minutes Review of Civil Service Rules and Regulations 4. Executive Session— Interview for Utility Locator 5. Return to Open Session 6. Adjournment Next Meeting: October 6, 2003 The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA)of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting,or who have questions regarding the accessibility of the meeting or the facilities, are requested to contact ADA Coordinator,at(847) 931-6040,or TTY/TDD(847) 931- 5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. 150 Dexter Court• Elgin, IL 60120-5555 • Phone 847/931-6076 • Fax 847/931-5906 •TDD 847/931-5616 www.cityofelgin.org ® Printed on recycled paper Civil Service Commission September 8, 2003 Minutes Present: Chair Paul Rouse Jr. Cmmr. Margaret Muetterties Cmmr. Denise Bowman Absent: Cmmr. Odalie S. Kelley Cmmr. Connie Zapata Staff: Tim Bennett The meeting was called to order at 4:40 p.m. by Chair Rouse. Executive Session Chair Rouse asked for a motion to move into Executive session. Cmmr. Muetterties made the motion, seconded by Cmmr. Bowman to adjourn to executive session at 4:42 p.m. to conduct interviews. Cmmr Bowman made the motion to return to open session at 5:31 pm. The motion was seconded by Cmmr. Muetterties. Approval of the Minutes Cmmr. Muetterties made the motion, seconded by Cmmr. Bowman to approve the July 7, 2003 minutes as written. Motion carried 3-0 Meeting time Chair Rouse discussed the possibility of starting the meeting time at 5:00 pm rather than the current meeting time of 4:30 pm. A motion was made to change the Civil Service meeting time to 5:00 pm by Cmmr Muetterties, seconded by Cmmr. Bowman. Motion passed 3-0. rift Civil Service Commission September 8, 2003 Minutes Page 2 Rules and Regulations Tim explained that the rules and regulations have not been looked at and updated in a very long time. Tim suggested that the Commissioners look over the Rules and Regulations and note any changes that each of them would like to discuss at the next Civil Service meeting. The Commission agreed to review the Rules and Regulations and have suggestions at the October meeting. Adjournment There being no further business to discuss, Chair Rouse asked that the commission move to adjourn the meeting. Cmmr. Muetterties made the motion, seconded by Cmmr. Bowman to move to start adjourn. Motion carried 3-0. Meeting concluded at 5:45 pm. The next meeting of the Civil Service will be on Monday, October 6th at 5:00 p.m. Respectfully Submitted, Approved: November 3, 2003 feir Tim Bennett Staff Liaison r • „y OF Etc,, /. "5 City of Elgin Mayor ';ip Ed Schock ,, r l't I u Council Members Civil Service Commission Juan Figueroa October 6, 2003 Robert Gilliam Brenda Rodgers 5:00 p.m. Thomas K. Sandor 2nd Floor Conference Room/North Tower John Walters City Hall, 150 Dexter Court, Elgin, IL Marie Yearman City Manager 1. Call to Order David M. Dorgan 2. Roll Call 3. Open Session Approval of September 8, 2003 minutes Review of Civil Service Rules and Regulations 4. Executive Session 5. Return to Open Session 6. Adjournment r Next Meeting:November 3, 2003 The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA) of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding the accessibility of the meeting or the facilities, are requested to contact ADA Coordinator, at(847) 931-6040, or TTY/TDD(847) 931- 5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. r 150 Dexter Court• Elgin, IL 60120-5555 • Phone 847/931-6076 • Fax 847/931-5906 •TDD 847/931-5616 www.cityofelgin.org , Printed on recycled paper oc,4 OF ESC "" City of Elgin Mayor ►7t ,.?` :Ili Ed Schock Council Members Civil Service Commission Juan Figueroa November 3, 2003 Robert Gilliam Brenda Rodgers 5:00 p.m. Thomas K. Sandor 2nd Floor Conference Room/North Tower John Walters City Hall, 150 Dexter Court, Elgin, IL Marie Yearman City Manager 1. Call to Order David M. Dorgan 2. Roll Call 3. Open Session Approval of September 8, 2003 minutes Review of Civil Service Rules and Regulations 4. Executive Session 5. Return to Open Session 6. Adjournment (IP' Next Meeting: December 1, 2003 The City of Elgin is subject to the requirements of the Americans with Disabilities Act(ADA) of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding the accessibility of the meeting or the facilities, are requested to contact ADA Coordinator, at(847) 931-6040, or TTY/TDD(847) 931- 5616 promptly to allow the City of Elgin to make reasonable accommodations for those persons. elk 150 Dexter Court • Elgin, IL 60120-5555 • Phone 847/931-6076 • Fax 847/931-5906 •TDD 847/931-5616 ® Printed on recycled paper www.cityofelgin.org • 1 el I , Civil Service Commission November 3, 2003 Minutes Present: Chair Paul Rouse Jr. Cmmr. Denise Bowman — arrived at 5:26 Cmmr. Margaret Muetterties Cmmr. Connie Zapata Absent: Cmmr. Odalie S. Kelley Staff: Tim Bennett The meeting was called to order at 5:10 p.m. by Chair Rouse. Approval of the Minutes Cmmr. Muetterties made the motion, seconded by Cmmr. Zapata to approve the September 8th minutes. The motion carried 3-0. Review of Civil Service Rules and Regulations Tim provided an overview of the changes which need to be updated on the Civil Service Rules and Regulations. Some simple changes were from Personnel to Human Resources and his or her designee. Tim will provide a written copy of the proposed changes to the Commission before the next meeting. Tim suggested that the Commission include some language in the rules and regulations regarding the interview process performed by the Commission. Tim indicated that for future interviews, he would have someone from the department that the position effects meet with the Commission to provide a job description and to supply some interview questions. The Commission agreed that this would be very beneficial for the interview process. Due to a previous commitment Chair Rouse left the meeting at 6:03 p.m. r " ' Adjournment There being no further business to discuss, Cmmr. Muetterties called for a motion to adjourn. Cmmr. Zapata made the motion, seconded by Cmmr. Bowman to adjourn the meeting at 6:13 p.m. The motion carried 3-0 Respectfully Submitted, Approved: December 8, 2003 0(a/nehea X4/646 Sandra Taylor Recording Secretary look LLinda Hertel - minutes 12-8-03.doc Page 1 i i Civil Service Commission December 8, 2003 Minutes Present: Chair Paul Rouse Jr. Cmmr. Odalie S. Kelley Cmmr. Connie Zapata Absent: Cmmr. Margaret Muetterties Cmmr. Denise Bowman Staff: Tim Bennett The meeting was called to order at 5:04 p.m. by Chair Rouse. Approval of the Minutes Cmmr. Zapata made the motion, seconded by Cmmr. Kelley to approve the November 3, 2003 minutes as written. Motion carried 3-0 Rules and Regulations Tim discussed the format of the Rules and Regulations that he handed out to the commissioners. Chair Rouse made the suggestion to have Tim gather data on the Civil Services' past experience and results of extending the probation of a probationary employee. Chair Rouse looked over the Rules and Regulations and made the suggestion to possibly postpone any decision on the rules until all commissioners were present. Cmmr. Kelley made the motion to table the discussion and any action on the Rules and Regulations until January's meeting. Cmmr. Zapata seconded. Motion carried 3-0. Executive Session Chair Rouse asked for a motion to move into Executive session. Cmmr. Zapata made the motion, seconded by Cmmr. Kelley to adjourn to executive session at 5:17 p.m. to conduct interviews. Motion carried 3-0. The next meeting of the Civil Service will be on Monday, January 5th at 5:00 p.m. Respectfully Submitted, Tim Bennett Staff Liaison