Civil Service Commission

Office of the Clerk of Council City of Gahanna 200 South Hamilton Road Gahanna, Ohio 43230 Meeting Minutes Civil Service Commission Paul Leithart, Stephen A. Patterson, Beryl Piccolantonio, Paul Bittner, Mark Foster Tuesday, January 6, 2015 6:30 PM Committee Room Organizational Meeting A. CALL TO ORDER: Mayor Rebecca W. Stinchcomb Stinchcomb called to order the Organizational Meeting for the Civil Service Commission at 6:31 p.m. B. SWEARING IN OF COMMISSION MEMBERS: Stinchcomb swore in Paul Bittner and Paul Leithart. C. ROLL CALL: Present 5 - Paul L. Bittner, Stephen A. Patterson, Beryl Piccolantonio, Paul Leithart, and Mark Foster D. ELECTION OF CHAIRMAN: Motioned by Leithart; seconded by Foster; to nominate Bittner as Chair for the Civil Service Commission in 2015; motion carried. E. ELECTION OF VICE CHAIRMAN: Motioned by Leithart; seconded by Foster; to nominate Patterson as Vice Chair for the Civil Service Commission in 2015; motion carried. F. ESTABLISH DAY AND TIME FOR REGULAR MEETINGS: Motioned by Leithart; seconded by Piccolantonio; to approve that regular meetings be held on the 1st Tuesday of each month, as needed, at 6:30 p.m.; motion carried. G. ADOPT RULES OF PROCEDURE: Chair noted consistency changes with the collective bargaining agreement sections; Wadley identified section 14.07; recommending two changes under military leave; City faced challenges with providing military credit; previous guidelines were unclear; intention is to specify what exactly an acceptable credit is; recommendation is providing an City of Gahanna Page 1 Civil Service Commission Meeting Minutes January 6, 2015 official document, for example a letter from the commanding officer identifying good standing; other minor change in reference to application with examinations; removing the sections that reference “before the examination” as it had created confusion when the application submissions were required; Leithart inquired if 14.07(a) is referring to the employment application; Wadley noted the prospective applicants test off-site through National Testing and if they pass, are invited by the City to submit an application; at that time they can submit extra credit if they desire; one example of confusion was when applicants inquired if they should bring the application to the physical examination; the removal of “before the examination” will reduce confusion; Foster inquired if “for examination” implied the credit would be reviewed to determine if it could be accepted; Wadley acknowledged it would, but the clarification is needed to state the submission for credit is required at the time of the application; Foster inquired if the submission will automatically yield service credit; Wadley replied it does not specifically state the service will be credited, but as long as the guidelines are properly adhered to, the City has never denied the credit; Chair summarized the applicant doesn’t have to bring in documentation during the time of the test, only during the application to the City following the passing of required tests; Wadley noted a document entitled the “hiring rules,” available to everyone, fully details the process; Patterson inquired if an applicant would get credit if they were dishonorably discharged; Wadley noted there are cases where you can be credited for a dishonorable discharge and others where you would not; deferred to Abby Cochran, Human Resources Coordinator; Cochran replied a change from previous years to address periods of service; sometimes dishonorable discharges are a result of not having served enough time in the military and thus, the City didn’t want to penalize those candidates; Chair inquired if dishonorably discharged, is there any language that would prevent a candidate’s DD214 form and resulting benefits; Cochran replied it is not specifically stated and adopts the presented language; Patterson clarified the language states “satisfactory service” and will accurately capture our intention; Wadley agreed; Patterson inquired if a candidate was dishonorably discharged would they even receive the DD214 form; Wadley replied they would still get the form as they would be eligible for some military credit, but it would not be accepted as credit by some entities; Chair reiterated point made from language addressing satisfactory service; if dishonorably discharged, may not receive credit; Wadley noted right to file an appeal, should a candidate wish to challenge; Wadley noted similar previous year language changes; working well. Civil Service Rules - February 4, 2014 City of Gahanna Page 2 Civil Service Commission Meeting Minutes January 6, 2015 Motioned by Patterson; seconded by Piccolantonio; to adopt the amended Civil Service Commission Rules and send to Council; motion carried. I. NEW BUSINESS Wadley distributed tracking year statistics for Civil Service; four police officers that left; three retirements and one voluntary resignation; Utility Building specialist also left; urgent need to fill police; created two eligibility lists; cut off halfway into year; created regular process in September; City is in process of scheduling oral boards; six individuals to be interviewed; police dispatchers had no turnover; successfully filled open vacancies throughout Civil Service; hired 9 police officers due to understaffing; and filling retirements as well; currently have an open vacancy for Recreation Supervisor; Chair noted statistics show a consistency in losses and gains for employment; good numbers and predictable; inquired if Command or patrol left; Wadley replied no command, all departures from employment were patrol. H. POLL COMMISSION FOR COMMENT: Piccolantonio had no comments; Foster had no comments; Leithart noted looking forward to an opportunity for Commission to assist the City with an appeal in 2015; Chair commented in 2012 was first year commission was reconstituted under the charter; review body is Commission’s primary function; Stinchcomb also appointed Bittner to Charter Review Commission; parallel experience; had three appeals in 2012 for Civil Service Commission, but no appeals after; Wadley noted Human Resources is learning from the appeals and thus, we should be having fewer appeals as the language in our rules is more easily understood; Chair noted legitimate reasons for appeals in the past, not just individuals who were frustrated with denial; gives the Commission opportunities to do right by both sides; stated it is good to see everyone; if Commission is needed hopes we have a great year. J. ADJOURNMENT: Wadley welcomed questions to Human Resources; Stinchcomb noted City is back up to 55 officers; Wadley confirmed back to full strength; Chair asked if any issues with being competitive in Ohio market; Wadley noted no facts and details on that inquiry at this time; there is consistency with hires across Columbus, many communities included with recruitment; noted individuals outside of Columbus and around Ohio as well; Stinchcomb noted our pay goals are to not be the City of Gahanna Page 3 Civil Service Commission Meeting Minutes January 6, 2015 highest, nor the lowest; Chair noted overall the community views our police in high regard and the standards reflect such perspective. Motion by Bittner; seconded by Patterson; to adjourn; motion carried at 6:56 p.m. City of Gahanna Page 4