Civil Service Commission

Office of the Clerk of Council City of Gahanna 200 South Hamilton Road Gahanna, Ohio 43230 Meeting Minutes Civil Service Commission Tuesday, January 8, 2013 6:30 PM City Hall Committee Rooms 1. CALL TO ORDER - Mayor Rebecca W. Stinchcomb: The Gahanna Civil Service Commission met in Organizational Session on Tuesday, January 8, 2013 at Gahanna City Hall, 200 S. Hamilton Road, Gahanna, Ohio. Mayor Rebecca W. Stinchcomb called the meeting to order at 6:30 p.m. Agenda for this meeting was published on January 2, 2013. B. SWEARING IN OF NEWLY APPOINTED COMMISSION MEMBER: Stephen Patterson. Mayor Stinchcomb gave the oath of office to newly appointed member Stephen Patterson. C. ROLL CALL. Present 6 - Paul Leithart, Paul L. Bittner, Paul L. Bittner, David Schroeder, David Schroeder, and Stephen A. Patterson D. ELECTION OF CHAIRMAN. A motion was made by Schroeder, seconded by Bittner, to elect Paul Leithart as Chair. The motion carried by the following vote: Yes: 5- Leithart, Bittner, Patterson, Schroeder and Foster E. ELECTION OF VICE CHAIRMAN: A motion was made by Schroeder, seconded by Patterson, to elect Paul Bittner as Vice Chair. The motion carried by the following vote: Yes: 5- Leithart, Bittner, Patterson, Schroeder and Foster F. ESTABLISH DAY AND TIME FOR REGULAR MEETINGS: A motion was made by Bittner, seconded by Foster, to set the first Tuesday of the month at 6:30 p.m. for Civil Service meetings, as needed for 2013. The motion carried by the following vote: Yes: 5- Leithart, Bittner, Patterson, Schroeder and Foster G. ADOPT RULES OF PROCEDURE: A motion was made by Bittner, seconded by Schroeder, to adopt the Rules of City of Gahanna Page 1 Civil Service Commission Meeting Minutes January 8, 2013 Procedure dated March 6, 2012. The motion carried by the following vote: Yes: 5- Leithart, Bittner, Patterson, Schroeder and Foster H. CORRESPONDENCE AND ACTIONS. As there were 8 high school students present, Leithart discussed the role of the Civil Service Commission; certain employees have procedures to protect their rights in working; for the City; referred to as classified employees; purpose of Commission as it now operates is to hear grievances that those employees file; last year had several Police Officer candidates who applied to the city and went through the process of becoming a police officer; thought they were denied unjustly and filed an appeal; had a hearing and made a decision on whether the decision to deny them was appropriate; also employees in promotional situation might think they were not treated well; up until November of 2011 we met every month and were active in overseeing day to day operations and what was going on; because we have Human Resources now, voters of Gahanna changed our role; instead of hands on we are limited to hearings on appeals or grievances; might hear testimony and hear from both sides and make a decision. Director of Human Resources Wadley noted that we have Rules & Regulations that spell out the process to be followed if someone should file an appeal or grievance; any hearing would be based on those rules. I. OFFICIAL REPORTS: a. Director of Human Resources: Wadley stated that a copy of an ordinance had been distributed showing a memorandum of understanding regarding promotional testing in the FOP contract; currently negotiating that contract but have agreed to this provision; we expect to have a couple of positions open before the contract is finalized and the reason for the legislation. Leithart questioned what the major change was. Wadley stated it was to note that Human Resources will do the promotional testing instead of the Civil Service Commission which corresponds with all other testing procedures at this point; appeals process is intact with the Commission. Wadley provided a summary of last year's civil service functions by Human Resources; first section is vacated positions in 2012; second section shows testing done through National Testing Network; first full year and believe it worked well; current process is that you apply through the testing network and then we invite them to complete an application; Human Resources still administers physical fitness test; once that is done a list is compiled and we start to do background checks; did same process with dispatchers; currently down to 5 and we are doing oral boards tomorrow; 2 vacancies in dispatch currently as one left to become our Crime Analyst; the Facilities Maintenance Coordinator practical test was given due to retirement; we still administer that in house; 14 applicants were invited to test; last is Recreation Specialist; there is not a suitable test to evaluate; individuals were screened and interviewed based on qualifications; 7 were interviewed and 1 selected; what you have is a recap of activity in 2012. In response to question from Schroeder, Wadley stated it is not police officer oral boards tomorrow but dispatcher; we are down one police officer due to a resignation; no decision has been made to fill that position at this time; currently reviewing budget and manpower; normally running at 55 and currently at 52. Stinchcomb stated we are authorized for 60 positions and are running at 55 due to budget restraints. Wadley stated we are creating a new eligibility list for next year; that's what these test numbers are; we will be ready if an opening is to be filled. Schroeder asked if it would be based on budgetary constraints. Wadley City of Gahanna Page 2 Civil Service Commission Meeting Minutes January 8, 2013 stated the Chief would be better to answer the question but it would be based on budget, manpower and needs of operation. In response to question from Foster, Wadley stated testing is done through National Testing Network, applications after that are through our web page; for Civil Service positions we have an applicant hiring packet that individuals receive, can review, and then go through our web portal to apply. Sherwood stated that it is believed changes to the rules & regulations will need to take place once union contracts are finalized; Wadley and her staff will meet with Jernigan and myself and review and bring forward to you any changes we feel are needed based on the final contracts. b. Chairman: Leithart clarified for students that written test is done offsite for police officers and dispatchers; if they pass the written test can submit an application and then take the physical fitness test; that test requires a certain number of pushups based on your age and gender, then a certain number of situps and a 1-1/2 mile run, followed by a background check, psychological test, lie detector and ultimately go into oral boards with several people; after that you may get chosen to work as police officer; is a rigorous, detailed process. 9. POLL COMMISSION FOR COMMENT: Bittner stated he hoped to see everyone later this year; hope we don't have appeals; feel it shows that our rules have worked. Foster welcomed Patterson to the Commission. Patterson stated he is recently retired and now has the opportunity to be more involved in community; looking forward to working with all of you. 10. ADJOURNMENT: 6:47 p.m. - Motion by Schroeder. City of Gahanna Page 3