Civil Service Commission

CITY OF LONG BEACH WEDNESDAY, JANUARY 24, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 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 President Arias asked Deputy Chief Chris Rowe of the Long Beach Fire Department to lead the Pledge of Allegiance. ROLL CALL Commissioners Charles Hicks, Rick McGilton-McGlamery, Robin Perry, Carolyn Present: M. Smith Watts and Phyllis Arias Page 1 of 15 CITY OF LONG BEACH WEDNESDAY, JANUARY 24, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM Kandice Taylor-Sherwood, Executive Director 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 Kris Ramos, Assistant Administrative Analyst Maria Macias, Personnel Assistant Sharon Hamilton, Administrative Aide Keion Bryant Sr., Administrative Analyst-NC Gary Anderson, Principal Deputy City Attorney Chris Rowe, Deputy Chief, Support Services Bureau, Long Beach Fire Department Robert Grego, Deputy Chief, Fire Training, Long Beach Fire Department Ron Marquez, Manager of Security Operations, Harbor Drew Schneider, Assistant Director of Security, Harbor Dana Anderson, Acting Labor Relations Manager, Human Resources Glendy Martinez, Personnel Analyst, Human Resources Paula Gallegos, Personnel Administrator, Long Beach Police Department Russ Ficker, Personnel Officer, Public Works Sandra Aguilar, Personnel Officer, Long Beach Gas & Oil Sofia Style, FUSE Corps Executive Fellow, Office of the City Manager COMMENTS FROM THE PUBLIC – The Civil Service Commission will hear from members of the public on matters within the Commission’s jurisdiction. Page 2 of 15 CITY OF LONG BEACH WEDNESDAY, JANUARY 24, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM 1. 18-015CS Recommendation to approve minutes: Regular Meeting of January 10, 2018 A motion was made by Commissioner McGilton-McGlamery, seconded by Commissioner Perry, to approve the minutes of January 10, 2018. President Arias then requested clarification regarding the minutes; specifically Agenda Item #15 -EXECUTIVE SESSION - Recommendation for Streamlining Civil Services Processes. President Arias requested the seven (7) items identified in Recommendation #1 - Staff Assignments to be moved from the Regular Agenda to the Consent Calendar for Commission approval, be listed individually in the minutes. By recording the seven (7) staff reports individually by title, they can be used as a reference point in the future, and this clarification will provide transparency to Civil Service clients and customers. A motion was then made to amend and approve the minutes as requested by President Arias, and the motion carried by a unanimous vote. A motion was made by Commissioner Hicks, seconded by Commissioner McGilton-McGlamery, 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 CONSENT CALENDAR (2 - 6) Passed the Consent Calendar A motion was made by Commissioner McGilton-McGlamery, seconded by Commissioner Hicks, to approve Consent Calendar Items. The motion carried by the following vote: Yes: 5 - Charles Hicks, Rick McGilton-McGlamery, Robin Perry, Carolyn M. Smith Watts and Phyllis Arias Page 3 of 15 CITY OF LONG BEACH WEDNESDAY, JANUARY 24, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM 2. 18-016CS Recommendation to approve examination results: Animal Health Technician Test #02 (Established 1/16/18) Combination Building Inspector Test #03 (Established 1/17/18) Marine Safety Captain (Established 1/9/18) Police Officer - Lateral Test #12 (Established 1/18/18) School Guard Test #03 (Established 1/9/18) Survey Technician Test #01 (Established 1/17/18) A motion was made to approve recommendation on the Consent Calendar. 3. 18-017CS Recommendation to receive and file retirement(s): Sara Murillo/Maintenance Assistant I/Parks, Recreation & Marine (16 yrs., 8 mos.) Karla Yolas/Clerk Typist III/Police (37 yrs., 7 mos.) Ann Quach/Customer Service Representative II/Financial Management (30 yrs.) David Prentice/Special Services Officer IV-Armed/Police (24 yrs., 2 mos.) A motion was made to approve recommendation on the Consent Calendar. Page 4 of 15 CITY OF LONG BEACH WEDNESDAY, JANUARY 24, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM 4. 18-018CS Recommendation to receive and file resignation(s): Ruth Salau/Neighborhood Services Specialist III/Police (3 yrs., 10 mos.) Rachel LaVigne/Public Safety Dispatcher I/Disaster Preparedness and Emergency Communications (2 mos., 15 days) Jose Valle/Harbor Maintenance Mechanic II/Harbor (10 yrs., 12 days) Alex Montenegro/Communication Specialist II/Technology Services (2 yrs., 2 mos.) Heather Foster/Administrative Analyst II/Police (6 mos., 20 days) Eric Barich/Police Officer/Police (11 yrs., 6 mos.) A motion was made to approve recommendation on the Consent Calendar. 5. 18-019CS Recommendation to approve reschedule for hearing(s): Dismissal Appeal 22-D-1617, Suggested Dates January 31, February 7, 21, & 28, 2018 A motion was made to approve recommendation on the Consent Calendar. 6. 18-020CS Recommendation for Temporary Reassignment for Rehabilitation and/or Retraining - Kevin Anderson, Refuse Operator I, to Customer Service Representative I Communication from Russ Ficker, Personnel Officer, Department of Public Works A motion was made to approve recommendation on the Consent Calendar. REGULAR AGENDA Page 5 of 15 CITY OF LONG BEACH WEDNESDAY, JANUARY 24, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM 7. 18-021CS RECOMMENDATION FOR PROVISIONAL APPOINTMENT - David Simmons, Petroleum Engineer I Communication from Sandra Aguilar, Personnel Officer, Long Beach Gas & Oil Ms. Taylor-Sherwood briefed the Commission on this request. Sandra Aguilar, Personnel Officer, Long Beach Gas & Oil, was present to answer questions from the Commission. The Commission, Ms. Aguilar, and Ms. Taylor-Sherwood engaged in discussion regarding this request. There is a current organizational need for a Petroleum Engineer I position due to a recent retirement and Mr. Simmons will be serving in a provisional capacity. An open recruitment for the position of Petroleum Engineer will be conducted in the Spring of 2018, during which Mr. Simmons and any other qualified applicants may apply. A motion was made by Commissioner Perry, seconded by Commissioner McGilton-McGlamery, 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 6 of 15 CITY OF LONG BEACH WEDNESDAY, JANUARY 24, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM 8. 18-022CS RECOMMENDATION FOR EXTENSION OF PROBATIONARY PERIOD - Chad Sisco, Special Services Officer III-Armed, Harbor Communication from Stacey Lewis, Director of Human Resources, Harbor Ms. Taylor-Sherwood briefed the Commission on this request. Drew Schneider, Assistant Director of Security, Harbor, was present to answer questions from the Commission. The Commission, Mr. Schneider, and Ms. Taylor-Sherwood engaged in discussion regarding this request. Mr. Schneider responded to a question posed by the Commission, clarifying that Harbor Department Special Services Officers undergo LASD Modular Format - Level II Reserve Police Academy training. An additional request to extend probation for SSO III Sisco will be forthcoming to provide him the necessary time to complete the Level II required training. A motion was made by Vice President Smith Watts, 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 7 of 15 CITY OF LONG BEACH WEDNESDAY, JANUARY 24, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM 9. 18-023CS RECOMMENDATION TO REAPPOINT RESIGNED EMPLOYEE - Andrea Salazar, Special Services Officer III-Armed Communication from Robert G. Luna, Chief of Police, Police Department Ms. Taylor-Sherwood briefed the Commission on this request. Paula Gallegos, Personnel Administrator, Long Beach Police Department, was present to answer questions from the Commission. The Commission, Ms. Gallegos, Ms. Taylor-Sherwood, Personnel Analyst David Espinoza, and Gary Anderson, Principal Deputy City Attorney, engaged in discussion regarding this request. At 8:22 a.m., President Arias adjourned the meeting momentarily to go into a closed session to clarify a personnel question regarding this agenda item. At 8:27 a.m., President Arias called the meeting back to regular session. A motion was made to approve the recommendation, and the motion carried by a unanimous vote. 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 8 of 15 CITY OF LONG BEACH WEDNESDAY, JANUARY 24, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM MANAGERS’ REPORT Recruitment & Selection Special Projects Administration Support Services Executive Director MANAGERS’ REPORT Recruitment & Selection Ms. Sheree Valdoria, Personnel Analyst, spoke on behalf of Deputy Director and Recruitment & Selection Division Manager Crystal Slaten, who was representing the Civil Service Department at the State of the Port event this morning. Ms. Valdoria announced that David Espinoza, Personnel Analyst, has been hired by the Harbor Department as an Administrative Analyst / Senior Human Resources Business Partner. Among many other responsibilities, Mr. Espinoza will be handling matters relating to the Special Services Officer classification. The Commission congratulated Mr. Espinoza on his promotion. Ms. Taylor-Sherwood and Ms. Valdoria congratulated Mr. Espinoza on his promotion, thanked him for his professionalism and dedication, and the numerous efficiencies he brought to the Civil Service Department. Mr. Espinoza thanked the Department and Commission for their support and leadership over the past three years, and looks forward to continuing to work with the Civil Service Department and the Commission in the future. Special Projects Ms. McDonald congratulated Mr. Espinoza on his promotion. She highlighted the number of city employees who began their careers in the Civil Service Department and then promoted and moved on to other positions in the city. Ms. McDonald said it was a “win-win” situation to have so many former Civil Service ambassadors now working in other city departments, as they have detailed knowledge, personal experience and training of Civil Service processes to assist and support their departments and the city. Ms. McDonald is the Change Ambassador for the Civil Service Department. She provided an update regarding the move to the new City Hall building, scheduled to take place by June 1, 2019. Ms. McDonald will continue to disseminate construction updates to the Department and Commission as they are received. Ms. McDonald announced that she is working with FUSE Fellow Sofia Style to streamline the hiring process and create greater transparency. In initial discussions with Human Resources and the Civil Service Recruitment and Selection Division, efficiencies were identified Page 9 of 15 CITY OF LONG BEACH WEDNESDAY, JANUARY 24, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM regarding the hiring process. Ms. McDonald will build the hiring process recommendations into the NEOGOV database, highlighting that the changes will not require additional cost to the Department as she will be utilizing equipment and software already in use. Ms. McDonald thanked Ms. Taylor-Sherwood for providing “7 Habits” training for the entire Civil Service staff. Ms. McDonald also thanked Special Projects Division staff, Ms. Sharon Hamilton and Mr. Keion Bryant for putting the "7 Habits" training to immediate use by collaborating to develop their mission statement: “Special Project’s mission is to implement projects that enhance communication, customer service, improve operations and promote the work, goals and visions of the Civil Service Department to benefit the city departments, city employees, job seekers and our communities.“ Ms. McDonald provided reference resources to the Commission via email and hard copy, identifying links to the Civil Service website, to assist viewers in easily navigating the website to find answers to their inquiries. A five-minute video was also created to update the Commission on recent advancements made within the Special Projects Division. Administration Support Services Ms. Alamo completed base clean-up of the Civil Service budget. This project prompted her to create a Division manual which will assist staff who may become responsible for budget operations in the future. Ms. Alamo thanked Human Resources for inviting her and Civil Service team members An Lan Pham, Kris Ramos and Keion Bryant to attend the two-day Innovation Academy. The training provided insight and ways to exercise innovation without additional resources. Ms. Alamo was excited to bring what she learned during the training to her Division and begin initiating efficiencies and other strategies to administrative services. President Arias was pleased to hear that Civil Service staff are engaged in continuing education and training, and incorporating technology and mapping into assignments and processes. Executive Director’s Report Ms. Taylor-Sherwood acknowledged Ms. Alamo for her dedication and resourcefulness in learning the complex budget process so quickly and accurately. Ms. Alamo created step-by-step manuals for every position she has worked, and every Section she has supervised in Civil Service to ensure other employees can step into positions and assume responsibilities quickly and efficiently. The Commission commended Ms. Alamo for her work ethic and innumerable contributions to the Department. Page 10 of 15 CITY OF LONG BEACH WEDNESDAY, JANUARY 24, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM Ms. Taylor-Sherwood acknowledged Ms. Sofia Style, FUSE Fellow, who has identified numerous ideas to innovate and work more efficiently. One idea is exceptionally exciting as it engages technology already in use by Civil Service in a way that it wasn’t programmed for, but can better track cycle times for the recruitment process and promote transparency. Ms. Taylor-Sherwood is excited to begin implementing this idea. Ms. Taylor-Sherwood announced that she will be speaking at the Western Region of the International Public Management Association for Human Resources (WRIPMA-HR) meeting in Carlsbad on Saturday, January 27, 2018. Ms. Taylor-Sherwood is a very involved Board member of WRIPMA-HR; her presentation will focus on marketing and social media. Ms. Taylor-Sherwood was contacted by the Southern Chapter of IPMA to speak at a conference in Birmingham, Alabama in the Spring of 2018. The topic of her presentation will focus on cultivating a positive work environment. WRIPAC has asked Ms. Taylor-Sherwood to facilitate a one-day program in June 2018, on process mapping. She is looking forward to the opportunity to represent the Civil Service Department and the City of Long Beach, and collaborate with other Human Resources professionals. Page 11 of 15 CITY OF LONG BEACH WEDNESDAY, JANUARY 24, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM UNFINISHED BUSINESS Commissioner McGilton-McGlamery brought up the history of position classifications. Gary Anderson, Principal Deputy City Attorney, the Commission, and Ms. Taylor-Sherwood engaged in discussion on this matter, and on the topic of establishing subcommittees to provide recommendations to the Commission. President Arias polled the Commission to identify the priority of concerns to be addressed; the first priority being identified as the subcommittee to study the role of Civil Service in developing classification specifications. Subcommittee members will include Ms. Taylor-Sherwood, and Commissioners Hicks and Perry. President Arias requested an update from the Experience Credit subcommittee, comprised of Ms. Taylor-Sherwood and Commissioners McGilton-McGlamery and Perry. Special Projects Manager Caprice McDonald was also asked to consult during a recent subcommittee meeting. Ms. Taylor-Sherwood gave an example of an employee who initially was not allowed to participate in a promotional opportunity, but who had provided a compelling argument that he met the qualifications to participate in the process based on the cumulative experience he had earned while acting in the position for which he wished to promote. The subcommittee concluded that an applicant’s experience credit would be reviewed by Civil Service analysts during the screening process of position applications, based on revised language that will be incorporated in all future job bulletins. Commissioner McGilton-McGlamery commended Ms. McDonald for consulting during a recent subcommittee meeting and providing her expertise and extensive institutional knowledge of Civil Service processes and applicant screening. Commissioner Perry agreed and thanked Ms. McDonald and Ms. Taylor-Sherwood for their extraordinary understanding of Civil Services processes and commitment to the Department. Ms. McDonald explained that with city departments trying to do more with fewer employees, it is important for Civil Service to institutionalize a process for identifying when an employee works 25% or more outside of their classification so they can be considered for a position if they meet the qualifications, including their accumulated experience credit. Ms. McDonald added that this process needs to be articulated clearly, so all applicants are given equal consideration when being screened. Ms. Taylor-Sherwood added that the current screening process brought up important issues that needed to be clarified to ensure the it is consistent for all applicants. The analysts’ Page 12 of 15 CITY OF LONG BEACH WEDNESDAY, JANUARY 24, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM screening criteria will be updated as a procedures tool, to incorporate recommendations made by the Experience Credit subcommittee. President Arias thanked the subcommittee for their research and efforts to resolve concerns regarding experience credit. Gary Anderson, Ms. Taylor-Sherwood, Ms. McDonald, and the Commission engaged in further discussion on this agenda item. Civil Service analysts will be prepared in the event applicants or union representatives have questions regarding the evaluation of experience credit. NEW BUSINESS COMMENTS FROM THE PUBLIC – The Civil Service Commission will hear from members of the public on matters within the Commission’s jurisdiction. Chris Rowe, Deputy Chief of the Long Beach Fire Department Support Services Bureau, addressed the Commission to introduce Battalion Chief Robert Grego, the new Director of Training for the Long Beach Fire Department. Battalion Chief Grego brings 23 years of experience to his new position in the Training Division. Prior to being promoted to the Training Division, Chief Grego served as Captain, overseeing several drill schools, and also led the Officer Development Program and Leadership Development Program. Deputy Chief Rowe was proud to announce that Chief Grego is the future face of the Long Beach Fire Department and has mentored numerous firefighters on the Department. While assigned to Station 11, Chief Grego was instrumental in the Rescue Youth Program which evolved into the Rocket Academy, named after one of LBFD’s late engineers. The Rocket Academy was created to identify and assist at-risk youth. Chief Grego will oversee recruit fire training and promotional exams. The Commission welcomed Chief Grego to his new position and they look forward to working with him. ADJOURNMENT Page 13 of 15 CITY OF LONG BEACH WEDNESDAY, JANUARY 24, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM NO HEARING Page 14 of 15 CITY OF LONG BEACH WEDNESDAY, JANUARY 24, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 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, 24 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, 24 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, 24 horas hábiles antes de la reunión de la comisión. Page 15 of 15