Civil Service Commission

CITY OF LONG BEACH WEDNESDAY, OCTOBER 18, 2017 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARD ROOM, 8:00 AM Phyllis Arias, President Charles Hicks Jr., Commissioner Carolyn M. Smith Watts, Vice President Rick McGilton-McGlamery, Commissioner Robin Perry, Commissioner Kandice Taylor-Sherwood, Executive Director FINISHED AGENDA & MINUTES FLAG SALUTE ROLL CALL Commissioners Charles Hicks, Rick McGilton-McGlamery, Robin Perry, Carolyn Present: M. Smith Watts and Phyllis Arias Page 1 of 11 CITY OF LONG BEACH WEDNESDAY, OCTOBER 18, 2017 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARD ROOM, 8:00 AM Kandice Taylor-Sherwood, Executive Director & Secretary Crystal Slaten, Deputy Director & Recruitment & Selection Officer Caprice McDonald, Special Projects Officer Maria Alamo, Acting Special Projects Officer Rose Katsuki, Executive Assistant Sheree Valdoria, Personnel Analyst Shellie Goings, Personnel Analyst David Espinoza, Personnel Analyst An Lan Pham, Assistant Administrative Analyst Kris Ramos, Assistant Administrative Analyst Maria Macias, Personnel Assistant Gary Anderson, Principal Deputy City Attorney Mike DuRee, Fire Chief, Long Beach Fire Department Jim Rexwinkle, Deputy Chief, Operations Bureau, Fire Tim Rasmussen, Assistant Chief, Operations Bureau, Fire Matt Gruneisen, Assistant Chief, Operations Bureau, Fire Xavier Espino, Assistant Chief, Support Services Bureau, Fire Prevention, Fire Cory Forrester, Superintendent of Marine Maintenance, Parks, Recreation and Marine Drew Schneider, Assistant Director of Security, Harbor Ron Marquez, Manager of Security Operations, Harbor Sheryl Bender, Senior Human Resources Representative, Harbor Meg Rau, Human Resources Officer, Personnel Operations Division, Human Resources Ken Bott, Director, Administration Bureau, Water Paula Gallegos, Personnel Administrator, Police Glen Spencer, Administrator, Forensic Science Services Division, Police Mike Goldschmidt, Administrative Officer, Development Services COMMENTS FROM PUBLIC – The Civil Service Commission will hear from members of the public on matters within the Commission’s jurisdiction. 1. 17-204CS Recommendation to approve minutes: Regular Meeting of October 4, 2017 A motion was made by Commissioner McGilton-McGlamery, seconded by Commissioner Hicks, to approve recommendation. The motion carried by the following vote: Page 2 of 11 CITY OF LONG BEACH WEDNESDAY, OCTOBER 18, 2017 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARD ROOM, 8:00 AM Yes: 5 - Charles Hicks, Rick McGilton-McGlamery, Robin Perry, Carolyn M. Smith Watts and Phyllis Arias CONSENT CALENDAR (2-5): Passed the Consent Calendar A motion was made by Vice President Smith Watts, seconded by Commissioner Perry, to approve Consent Calendar Items, except for items. The motion carried by the following vote: Yes: 5 - Charles Hicks, Rick McGilton-McGlamery, Robin Perry, Carolyn M. Smith Watts and Phyllis Arias 2. 17-205CS Recommendation to approve examination results: Capital Projects Coordinator Test #01 (Established 10/5/17) Refuse Operator Test #06 (Established 10/13/17) Senior Engineering Technician (Established 10/5/17) Special Services Officer Test #20 (Established 10/3/17) A motion was made to approve recommendation on the Consent Calendar. 3. 17-206CS Recommendation to receive and file bulletin(s): Fire Recruit Public Health Nutritionist A motion was made to approve recommendation on the Consent Calendar. Page 3 of 11 CITY OF LONG BEACH WEDNESDAY, OCTOBER 18, 2017 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARD ROOM, 8:00 AM 4. 17-207CS Recommendation to receive and file retirement(s): Josefina Boyd/Engineering Aide III/Public Works (30 yrs., 8 mos.) Curtis Fairley/Maintenance Assistant III/Parks (31 yrs., 8 mos.) Marsha Kennedy/Maintenance Assistant I/Public Works (15 yrs., 3 mos.) Steven Moritz/Storekeeper II/Fire (35 yrs., 10 mos.) On behalf of the Civil Service Commission, Ms. Taylor-Sherwood presented a Certificate of Appreciation to Mr. Curtis Fairley Jr., for 31 years, 8 months of dedicated and exemplary service to the City of Long Beach. Mr. Cory Forrester, Superintendent of Marine Maintenance was present and spoke on behalf of the Parks, Recreation and Marine Department, to recognize and highlight Mr. Fairley’s career with the City of Long Beach. The Commission congratulated Mr. Fairley on his retirement. Ms. Taylor-Sherwood also presented a Certificate of Appreciation to Mr. Steven Moritz, for 35 years, 10 months of dedicated and exemplary service to the City of Long Beach. Fire Chief Rick DuRee, was present and spoke on behalf of the Fire Department to recognize and highlight Mr. Moritz’s career with the City of Long Beach. The Commission congratulated Mr. Moritz on his retirement. A motion was made to approve recommendation on the Consent Calendar. 5. 17-208CS Recommendation to receive and file resignation(s): Edward Donaldson/Gas Field Services Representative II/Gas & Oil (2 yrs., 3 mos.) Jorge Jimenez/General Maintenance Assistant/Water (3 mos., 3 days) Arnel Verdeflor/Electrician/Public Works (2 mos., 26 days) A motion was made to approve recommendation on the Consent Calendar. REGULAR AGENDA Page 4 of 11 CITY OF LONG BEACH WEDNESDAY, OCTOBER 18, 2017 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARD ROOM, 8:00 AM 6. 17-200CS RECOMMENDATION FOR EXTENSION OF PROBATIONARY PERIOD - Anthony Pacileo, Special Services Officer III Communication from Stacey Lewis, Director of Human Resources, Harbor The Secretary briefed the Commission on the request, which was carried over from the Civil Service Commission meeting of October 4, 2017. Sheryl Bender, Senior Human Resources Representative, Harbor, and Drew Schneider, Assistant Director of Security, Harbor, were present to answer questions from the Commission. Ms. Taylor-Sherwood explained that since the last Commission meeting, the Harbor Department Training Plan for Harbor Patrol Officers was received for additional reference material. Richard Suarez, IAM Representative was present to speak on behalf of Anthony Pacileo, Special Services Officer III. After further discussion, it was moved to approve the recommendation to extend the probationary period for Anthony Pacileo, Special Services Officer III. A motion was made by Commissioner Hicks, seconded by Commissioner Perry, to approve recommendation. The motion carried by the following vote: Yes: 5 - Charles Hicks, Rick McGilton-McGlamery, Robin Perry, Carolyn M. Smith Watts and Phyllis Arias Page 5 of 11 CITY OF LONG BEACH WEDNESDAY, OCTOBER 18, 2017 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARD ROOM, 8:00 AM 7. 17-209CS REQUEST TO FILE LATE APPLICATION - Water Treatment Supervisor a. Communication from Charles Lanning b. Staff report prepared by David Espinoza, Personnel Analyst The Secretary briefed the Commission on this request. Commissioner Hicks recused himself from voting on this Agenda item as he knows Mr. Lanning. Charles Lanning was present to explain his request. Ken Bott, Director, Administration Bureau, was present to speak on behalf of the Water Department. David Espinoza, Personnel Analyst, who researched Mr. Lanning’s request, was present to answer questions from the Commission. Commissioner Perry acknowledged Mr. Espinoza’s thorough evaluation of this agenda item. A motion was made to allow an exception to the rule, giving Mr. Lanning the opportunity to file a late application. However, after further discussion, a substitute motion was made to reopen the Water Treatment Supervisor position for an additional filing period, to allow Mr. Lanning and any other qualifying Water Department employees to submit an application for the promotional position. A motion was made by Commissioner Perry, seconded by Vice President Smith Watts, to deny the recommendation of denial. A substitute motion was made to reopen the Water Treatment Supervisor position for an additional filing period. The motion carried by the following vote: Yes: 4 - Rick McGilton-McGlamery, Robin Perry, Carolyn M. Smith Watts and Phyllis Arias Abstain: 1 - Charles Hicks Page 6 of 11 CITY OF LONG BEACH WEDNESDAY, OCTOBER 18, 2017 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARD ROOM, 8:00 AM MANAGERS’ REPORT Recruitment & Selection Special Projects Administration Support Services Executive Director Recruitment & Selection Ms. Slaten, advised that applications for the Fire Recruit position will be accepted in December. Testing for the Police Recruit position wrapped up with final tests taken at Long Beach City College. After experiencing some technological challenges with off-site testing locations, 460 applicants completed the exam. Ms. Slaten advised that Analyst Carolyn Pen is proctoring the Clerk Typist exam. Ms. Slaten advised that she just returned from the Western Region Intergovernmental Personnel Assessment Council (WRIPAC) conference. She participated in several valuable roundtable discussions, including one describing best practices of unproctored exams, which the Civil Service Department has been considering. Ms. Taylor-Sherwood advised that Civil Service has scheduled a meet and confer process with the Unions for the pilot study for the new performance evaluation form. Ms. Taylor-Sherwood and Ms. McDonald have worked closely together on the pilot study form. The form is very flexible; it allows for experience credit, documents or other attachments to be included, to reinforce the tracking that is done in the evaluation. Therefore, when someone applies for a position, it allows reviewers to see evidence that the applicant did in fact perform the duties of the position. Special Projects Ms. McDonald advised that Civil Service is moving forward with Perform. A demonstration of the Perform program will be presented to Human Resources on Thursday, October 19, 2017. If positive feedback is received from Human Resources staff, the Performance Management Pilot Study will be launched. Administration Support Services Ms. Alamo advised that Administrative Support Services is undergoing extensive requisition clean-up which should be completed next week, in preparation for a smooth and full transition to the on-line requisition system. Executive Director Page 7 of 11 CITY OF LONG BEACH WEDNESDAY, OCTOBER 18, 2017 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARD ROOM, 8:00 AM Ms. Taylor-Sherwood advised that she has been asked to be a judge at the City of Long Beach Innovation Summit with Monique de la Garza, City Clerk; Chris Garner, General Manager of the Water Department; and Kevin Jackson, Deputy City Manager. Ms. Taylor-Sherwood is looking forward to participating in, and supporting the innovation process. On November 2, 2017, Ms. Taylor-Sherwood will be making a presentation to the Personnel Testing Council; topic of the presentation will be process improvement. Ms. Taylor-Sherwood thanked Ms. McDonald for all her hard work and dedication in meeting urgent deadlines while collaborating on critical projects. UNFINISHED BUSINESS President Arias advised that the subcommittee for the recommendation to revise Commission processes met recently. Ms. Taylor-Sherwood advised she is compiling her report based on extensive notes taken during the subcommittee meeting, and her final report may be ready for the next Commission meeting. Page 8 of 11 CITY OF LONG BEACH WEDNESDAY, OCTOBER 18, 2017 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARD ROOM, 8:00 AM NEW BUSINESS Commissioner Perry commented on incidents of sexual harassment that have been highly-publicized recently. Of particular note are women legislators serving in our state Capitol who have come forward to report they have been harassed. Commissioner Perry asked everyone to think about, and reflect on their own words and actions to ensure that we do not make others feel unwelcome in the workplace. President Arias advised that the Commission has received comments about the hearing schedule. Commissioner Hicks suggested reviewing how the Commission schedules dismissals and suspensions, to prioritize placing dismissals on the hearing schedule as soon as possible. Ms. Taylor-Sherwood advised that historically, Civil Service schedules hearings based on the intake order. Ms. Alamo advised that cases are discussed among the attorneys and they determine the hearing schedule. Commissioner Hicks asked the Commission to visit the issue of the hearing backlog again at the beginning of 2018, and attempt to reduce it, understanding scheduling challenges as the same attorneys will have to present qualifying cases to the Administrative Law Judge. Commissioner Perry explained the process for requesting the prioritization of cases in court, and the possibility that the Civil Service Commission can adopt a similar process. Commissioner Hicks reiterated that the sooner the Commission can place dismissal cases on the schedule, the less impact it will have on the affected employee and the city. COMMENTS FROM PUBLIC – The Civil Service Commission will hear from members of the public on matters within the Commission’s jurisdiction. Meg Rau, Human Resources Officer, Personnel Operations Division, Human Resources, thanked Ms. McDonald for her hard work in creating the new requisition process that is now in place. The new process is so efficient, the requisition turnaround has been reduced from approximately three weeks to three days. ADJOURNMENT Page 9 of 11 CITY OF LONG BEACH WEDNESDAY, OCTOBER 18, 2017 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARD ROOM, 8:00 AM HEARING – 21-D-1617 Page 10 of 11 CITY OF LONG BEACH WEDNESDAY, OCTOBER 18, 2017 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARD ROOM, 8:00 AM NOTE: If written language translation of the Commission agenda and minutes for non-English speaking persons is desired, please make your request by phone to the Office of the City Clerk at (562) 570-6101, 72 business hours prior to the Commission meeting. Kung nais ang pagsasalin ng nakasulat na wika ng agenda ng Komisyon at ang minutes para sa mga taong hindi nagsasalita ng Ingles, mangyaring isagawa ang iyong hiling sa pamamagitan ng telepono sa Opisina ng Clerk ng Lungsod sa (562) 570-6101, 72 oras ng negosyo bago ang pagpupulong ng Commission. Si desea obtener la traducción escrita en otro idioma de la agenda y actas de la comisión para personas que no hablan inglés, haga su solicitud por teléfono a la Oficina de la Secretaría Municipal al (562) 570-6101, 72 horas hábiles antes de la reunión de la comisión. Page 11 of 11