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HomeMy WebLinkAbout1998-01-08 CSC MINUTES CIVIL SERVICE COMMISS16N- CITY OF CHULA VISTA MINUTES , January 8, 199% Thursday, 5:15 p.m. Conference Room 1Public Service Building 1. MEETING CALL TO ORDER 5:15 p.m. 2. MEMBERS PRESENT Commissioners Turner P , David _P , Monaghan _P_ Noble_P_ MSC (Monaghan/David) 4-0 to approve roll call. 3. APPROVAL OF MINUTES - Hearing no objections, the Minutes of October 8, 1997 were approved. 4. APPROVAL OF EXAMINATION ANNOUNCEMENTS 1730 Open Maintenance Worker 1 1734 Prom Battalion Chief 1737 Open Deputy City Clerk/Records Manager 1736 Open Public Works Inspector II 1738 Open Assistapt Transit Coordinator 1739 Open Risk Analyst/Safety 1740 Open Library Volunteer Coordinator 1741 Open Police Recruit/Peace Officer 1742 Open Building/Housing Inspector II 1743 Open Senior Circulation Assistant 1746 Open Communications Operator II • 1747 Open Construction and Repair Supervisor 1748 Open Confidential Secretary 1749 Open Administrative Office Assistant II 1750 Open Police Services Officer MSC (David/Noble) 4-0 to approve the Examination Announcements. 5. APPROVAL OF ELIGIBLE LIST 1699 Open Principal Revenue Analyst 1710 Open Senior Storekeeper 1713 Open Equipment Mechanic 1 1717 Open Administrative Analyst 11 1719 Open Legal Assistant 1722 Open Senior Circulation Assistant 1723 Open Construction Specialist I (HVAC) 1724 Prom Police Sergeant 1725 Open Senior Civil Engineer 1728 Open Communications Operator II 1729 Prom Fire Engineer 1731 Open Youth Coordinator 1732 Open Police Records Assistant I 1734 Prom Battalion Chief 1737 Open Deputy City Clerk/Records Manager 1738 Open Assistant Transit Coordinator 1740 Open Library Volunteer Coordinator Commissioner David asked if the Eligible's list is approved by the Commission after appointment. She also asked if staff could submit the list in advance. Ms. Emerson replied that the list is approved prior to Commissions approval and that the Commission does not meet requently enough to approve an eligible's list prior to hiring individuals. Chair Turner responded that part of the problem was that the Commission did not meet for two meeting in a row. Several reasons prevented the Commission to meet in the last two months. The Commission discussed an Eligible list regarding the qualifications of an applicant. Ms. Emerson explained that she looked into the qualifications of both applicants and found that one applicant had more years of experience than the other even though they were both storekeepers. Commissioner Noble asked how would the Commission get this information? Ms. Emerson replied that Commissioner David requested this information and explained that this was a hiring decision which is not the purview of the Commission. What is the purview of the Commission is the construction of the list and if there was anything inappropriate done. Commissioner David stated that it is a very traumatic incident when there are issues such as the Engineering issue. Commissioner David feels that people with different background are just shoved off without considering their actual qualifications. Ms. Emerson explained that one would have to participate in the process to get all the information and that complaints are addressed at the Human Resources' level. Commissioner David said some people cannot get in because they are not a friend of the people of the system. Commissioner Monaghan explained that the selection procedure is made up of people not from the city. These people are from other municipalities assisting the city, evaluating applicants based on requirements that the department has established and provided for the interview board. Commissioner David asked who selects the board for the interview. Ms. Emerson replied that the Human Resources department does. Ms. Emerson explained that the first goal of the department is to get knowledgeable, experienced raters who know how to conduct an interview. Also important is that the boards are representative of the community. Commissioner Noble asked if a job, like the Senior Storekeeper, go through the same process. Ms. Emerson replied that all positions recruited go through this type of a process. Commissioner David asked who selects the panel. Ms. Kessler explained that there are three analysts in the department and each analyst is assigned certain departments. Commissioner David asked who made the selection for • Storekeeper. Ms. Kessler replied that the top four people were interviewed by the Purchasing Agent per the Rule of Three. Ms. Emerson said that they are certified alphabetically. Chair Turner asked what was the percentage of complaints at the end of the year regarding promotionals. Ms. Kessler replied probably less than 1% and that complaints are reviewed by her and the Director. Ms. Emerson noted that the analysts do response to any questions regarding their assigned recruitments. Ms. Kessler explained that the Human Resources department reviews the process when errors have occurred and are corrected. Mr. Turner asked if there were any further discussion on the Eligibility List. MSC (NOBLE/MONAGHAN) 4-0 to approve the Eligibility List. 6. NEW BUSINESS - A. Memo from Ms. Kessler regarding Police Agent Exam. Ms. Kessler stated that there was a problem with the scoring of Police Agent exam. The problem was identified and the exam was re-scored. The department as well as the candidates were informed and an offer to meet was extended. After the meeting, no other issues have been raised. The process of scoring and totaling final scores were explained. Ms. Kessler stated that discipline was issued. Mr. Monaghan asked how were they notified. Ms. Kessler said by letter either sent to the department or to their home address. Mr. Noble asked if the department has taken action so this does not happen again. Ms. Kessler stated that staff has been informed to communicate any problems and will randomly check the professional staff's work to assure accuracy. No other comments. B. Request an Exceptional Merit Increase for Armando Mendoza, Maintenance Worker I effective January 9, 1998. Ms. Emerson stated that the city has guidelines for merit increases and when a request is submitted, it is reviewed by the Human Resources department. She also Stated rarely submits request and that this request was well done p�the e p� hb � ar eparn The Commission reviewed and discussed the recommendation. ` Cation. of documentation in support of this person for a merit increase. They are please to see the amount SC (NOBLE/DAVID) 4-0 to a p N MSC (, pprove the Exce tional Merit In�rease for Armando Mendoza effective 1/9/98 C. Request to Extend the Probationary Period Deputy Director of Public Works/Operations. r Mark Sanchez submitted by Dave Byers, Ms. Emerson stated that several issues complicated the finalization of the included supervision. The department reviewed the issues and agreed that t extension of his probation. This person is a very hard worker and good employee.employees probation which in the area of supervision but he was not provided with proper trainin or fe He had some difficulties this employee be given an Chair Turner asked if it was part of his responsibilities as supervisor to edback in this area. sup exist. Ms. Kessler replied that this is a lead position where his prima supervision is a secondary responsibility but a very important one. Ms. Kessler difficult employees if they ob would like to extend the probation period to give the employee and t primary ssler believes the department is equipment operator and there is improvement. he department an opportunity to see if Commissioner Noble feels that this is the department's problem. He stated that they have received several performance appraisal for the other employees and none were submitted with this request. Ms. Emerson replied that the department is aware of the performance evaluations that have been omitted and that the department is handling it at their level. Chair Tumer explained the importance of completing performance evaluations and in this case, they would have been beneficial to the employee. Commissioner Monaghan asked why did this get this far. If the employee did not receive evaluations, how could somebody said that he did not pass. ' - M . s Emerson said that the final probation evaluation has not been completed or finalized. Ms. Emerson also stated that it is communicated to departments the importance of performance evaluations. --Mr. Penick asked to speak Commissioner Noble asked the individual to identify himself for the Commission. Mr.Bob Penick,City of Chula Vista, Maintenance Worker II. He stated that he worked with the employee and stated that he should be given another chance. Chair Turner thanked him for his input. He also entertained a motion to approve. Ms.Kessler explained that the department has an obligation to the City and to the community to maintain the most qualified employee. if the employee is working in the job properly and he passes probation, then they becomes permanent If the employee does not pass, then he is placed back to his previous position. Commissioner Monaghan said that the Commission is aware that some departments do not submit performance evaluations regularly, on time, and some are not submitted at all. What can be done? Ms. Kessler said that the Commissioners have several options. They can send a letter addressed to Candy or the City Manager, a citywide notice that can be distributed to all department heads, address a letter to a specific department directors or direct staff to deal with it through the Manager's office. Commissioner Monaghan believes that it needs to be addressed and it needs to come from the top. Ms. Kessler said that staff can provide a draft letter on behalf of the Commission and have the Commission review and make revision,then it can be submitted by the Chair. Chair Turner feels that for years there has been little emphasis placed on performance evaluations. They are very important and it needs to be stressed to the departments that are negligent in this area. Ms. Emerson explained that some departments do evaluation once a year and those supervisors and employeeS Can eXpect avid plan for them. Commissioner David feels that with a city of this size,there is no consistency in completing performance evaluations. Ms. Emerson said that we do have a very good tracking systems. Ms. Kessler replied that we have a tracking system, but not an enforcement system. She also stated that some departments are getting better due to documentation of discipline. Motion to approve the extended probationary period for Mr. Sanchez. MSC(DAVID/MONAGHAN)4-0 to approve the Extension of Probationary Period for Mr.Sanchez., Mr. Turner asked staff to draft a letter for the City Manager from the Civil Service Commission. 7. OTHER BUSINESS -NONE 8. CHAIR'S COMMENTS- NONE 9. COMMISSIONERS'COMMENTS-NONE 10. PUBLIC COMMENTS-NONE 11. ADJOURNMENT To the next regular meeting of the Commission on March 12, 1998. This meeting will be held in the Mayor's Conference Room, 276 Fourth Avenue, Chula Vista. lkLL, Z ANNA KEMERY, SECRETARY • 3 r'