Civil Service Commission

CITY OF LONG BEACH WEDNESDAY, JUNE 6, 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 President Arias called the meeting to order at 8:02 a.m. FLAG SALUTE President Arias asked Nelson Kerr, Manager of the Environmental Health Bureau for the Department of Health and Human Services, to lead the Pledge of Allegiance. ROLL CALL Commissioners Charles Hicks, Rick McGilton-McGlamery, Carolyn M. Smith Present: Watts and Phyllis Arias Commissioners Robin Perry Absent: Page 1 of 13 CITY OF LONG BEACH WEDNESDAY, JUNE 6, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM Kandice Taylor-Sherwood, Executive Director and Secretary Crystal Slaten, Deputy Director, and Recruitment and Selection Officer Caprice McDonald, Special Projects Officer Maria Alamo, Special Projects Officer Rose Katsuki, Special Projects Officer Sheree Valdoria, Personnel Analyst Shellie Goings, Personnel Analyst Carolyn Pen, Administrative Analyst An Lan Pham, Assistant Administrative Analyst Kris Ramos, Assistant Administrative Analyst Sharon Hamilton, Administrative Aide Keion Bryant, Sr., Administrative Analyst-NC Gary Anderson, Principal Deputy City Attorney Nelson Kerr, Manager, Environmental Health Bureau, Health and Human Services Tom Papademetriou, Administrative/Personnel Services Officer, Human Resources Division, Health and Human Services Michael Goldschmidt, Administrative Officer, Development Services Paula Ortega, Human Resources Representative, Harbor Tara Haughton, Personnel Analyst, Human Resources Nicole Gross, Administrative Analyst, Police Department Sofia Style, FUSE 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. 1. 18-105CS Recommendation to approve minutes: Regular Meeting of May 16, 2018 A motion was made by Commissioner McGilton-McGlamery, seconded by Vice President Smith Watts, to approve recommendation. The motion carried by the following vote: Yes: 4 - Charles Hicks, Rick McGilton-McGlamery, Carolyn M. Smith Watts and Phyllis Arias Absent: 1 - Robin Perry Page 2 of 13 CITY OF LONG BEACH WEDNESDAY, JUNE 6, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM CONSENT CALENDAR (2 - 8) Passed the Consent Calendar A motion was made by Vice President Smith Watts, seconded by Commissioner Hicks, to approve Consent Calendar Items. The motion carried by the following vote: Yes: 4 - Charles Hicks, Rick McGilton-McGlamery, Carolyn M. Smith Watts and Phyllis Arias Absent: 1 - Robin Perry Page 3 of 13 CITY OF LONG BEACH WEDNESDAY, JUNE 6, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM 2. 18-106CS Recommendation to approve examination results: Business Systems Specialist Test #04 (Established 05/23/18) Combination Building Inspector Test #07 (Established 05/24/18) Electrician Test #01 (Established 05/15/18) Office Services Assistant (Established 05/17/18) Park Maintenance Supervisor Test #01 (Established 05/30/18) Police Officer - Lateral Test #17 (Established 05/15/18) Port Financial Analyst (Established 05/25/18) Public Health Nurse Test #06 (Established 05/25/18) Public Safety Dispatcher - NTN Exam Test #02 (Established 06/01/18) Public Safety Dispatcher - Post Waiver Test #02 (Established 06/01/18) Registered Nurse Test #04 (Established 05/30/18) Senior Equipment Operator - Backhoe & Bulldozer AMENDED (Established 03/09/18) Special Services Officer Test #27 (Established 05/15/18) Systems Support Specialist Help Desk Lead Test #06 (Established 05/18/18) Systems Support Specialist Test #06 (Established 05/18/18) Traffic Engineering Associate Test #01 (Established 05/22/18) Ms. Taylor-Sherwood advised of a correction to Consent Calendar Item #2, specifically the Park Maintenance Supervisor exam. The original exam results reflected that of 55 applicants, 39 qualified on Exam Test #1. The correct count is, of 55 applicants, 40 qualified on Exam Test #1. A motion was made to approve recommendation on the Consent Calendar. 3. 18-107CS Recommendation to receive and file bulletin(s): Permit Technician Planner Port Planner I-V A motion was made to approve recommendation on the Consent Calendar. Page 4 of 13 CITY OF LONG BEACH WEDNESDAY, JUNE 6, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM 4. 18-108CS Recommendation to receive and file retirement(s): Martin Carbullido/Principal Construction Inspector/Public Works (28 yrs., 1 mo.) A motion was made to approve recommendation on the Consent Calendar. 5. 18-109CS Recommendation to receive and file resignation(s): Margarita Duarte/Police Recruit/Police (7 mos., 8 days) Courtney Jacobs/Public Safety Dispatcher II/Disaster Preparedness and Emergency Communications (4 yrs., 9 mos.) A motion was made to approve recommendation on the Consent Calendar. 6. 18-110CS Recommendation to approve schedule for hearing(s): Dismissal Appeal 28-D-1617, Suggested Dates September 5 & 12, 2018 Dismissal Appeal 02-D-1718, Suggested Dates October 31, and November 7, 2018 A motion was made to approve recommendation on the Consent Calendar. Page 5 of 13 CITY OF LONG BEACH WEDNESDAY, JUNE 6, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM 7. 18-111CS Recommendation to Revert to Former Classification - Aaron Rabago, Maintenance Assistant III Communication from Stacey Lewis, Director of Human Resources, Harbor President Arias advised that Consent Calendar Item #7 was one of the seven staff reports moved from the Regular Agenda to the Consent Calendar when the streamlining process recommendations were approved in January. Civil Service Analysts are revising forms for these processes; the forms will be available soon. A motion was made to approve recommendation on the Consent Calendar. Page 6 of 13 CITY OF LONG BEACH WEDNESDAY, JUNE 6, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM 8. 18-112CS Recommendation to Approve Extension of Expiring Eligible Lists (6 months) Staff report prepared by Kandice Taylor-Sherwood, Executive Director ADMINISTRATIVE ANALYST (EA8AN-18) TEST #01 (11/9/2017) ANIMAL HEALTH TECHNICIAN (J79NN-18) TEST #01 (12/13/2017) COMBINATION BUILDING INSPECTOR (K87NN-18) TEST #02 (12/12/2017) GENERAL LIBRARIAN (E37NN-18) TEST #01 (12/12/2017) LABORATORY ANALYST TEST #1 (12/26/2017) OFFICE AUTOMATION ANALYST (NB0AN-18) TEST #01 (12/7/2017) - 3 months OFFICE AUTOMATION ANALYST (NB0AN-18) TEST #02 (12/14/2017) - 3 months PLAN CHECKER - ELECTRICAL (K39NN-18) TEST #01 (11/14/2017) - 1 month PLAN CHECKER - ELECTRICAL (K39NN-18) TEST #02 (12/22/2017) - 1 month POLICE OFFICER - LATERAL (F23NN-18) TEST #11 (12/12/2017) PROJECT SCHEDULER (NL2AN-17) TEST #01 (6/20/2017) PUBLIC HEALTH NURSE (G19NN-18) TEST #03 (12/21/2017) REFUSE OPERATOR (JA2AN-18) TEST #08 (12/22/2017) REGISTERED NURSE (G11AN-18) TEST #01 (12/12/2017) SENIOR LIBRARIAN (E31NN-18) TEST #01 (12/14/2017) SPECIAL SERVICES OFFICER (F33AN-18) TEST #22 (12/7/2017) SYSTEMS SUPPORT SPECIALIST (H69AN-18) TEST #02 (12/22/2017) BUYER (C13AN-17) (05/12/2017) - 1 month, Retroactive from 05/11/2018 President Arias, Vice-President Smith Watts, Commissioner Hicks, Commissioner McGilton-McGlamery, Ms. Taylor-Sherwood, Ms. Slaten, and Ms. McDonald engaged in discussion regarding Consent Calendar Item #8 - Recommendation to Approve Extension of Expiring Eligible Lists. The Consent Calendar was approved with the above notations. Page 7 of 13 CITY OF LONG BEACH WEDNESDAY, JUNE 6, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM A motion was made to approve recommendation on the Consent Calendar. REGULAR AGENDA 9. 18-113CS RECOMMENDATION TO REAPPOINT RESIGNED EMPLOYEE - Keith Allen, Environmental Health Specialist III Communication from Kelly Colopy, Director, Department of Health and Human Services Ms. Taylor-Sherwood briefed the Commission regarding this request. Nelson Kerr, Manager of the Environmental Health Bureau for the Department of Health and Human Services was present to answer questions from the Commission. A motion was made by Commissioner Hicks, seconded by Commissioner McGilton-McGlamery, to approve recommendation. The motion carried by the following vote: Yes: 4 - Charles Hicks, Rick McGilton-McGlamery, Carolyn M. Smith Watts and Phyllis Arias Absent: 1 - Robin Perry Page 8 of 13 CITY OF LONG BEACH WEDNESDAY, JUNE 6, 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 Recruitment & Selection Ms. Slaten, President Elect for the Western Region Intergovernmental Personnel Assessment Council (WRIPAC) invited Commissioners to attend the WRIPAC business meeting, to be held on June 7th and 8th, in the city of Torrance. Ms. Taylor-Sherwood will be facilitating Process Mapping training for WRIPAC later this morning. On Friday, June 1st, Ms. Slaten was invited to participate in the orientation by the Pasadena ArtCenter College of Design, whose design students will be partnering with the Police Department to develop new and innovative recruitment strategies. The ArtCenter obtained grant funds for this unique project. Civil Service and the City’s Innovation Team will be providing input and feedback during this grant project. Personnel Analyst Shellie Goings will be facilitating the Battalion Chief exam at the ECOC on June 20th and 22nd. Personnel Analyst Sheree Valdoria is continuing to facilitate the Gas Pipeline Welder/Layout Fitter performance exam on June 9th, 16th and 23rd. Ms. Slaten invited Commissioners to attend both, to observe the testing process. Special Projects Ms. McDonald distributed handouts to the Commissioners to explain and highlight recent projects performed by Special Projects Division staff. Keion Bryant, Sr., revised and re-posted the Civil Service Rules and Regulations to ensure they are easily accessible and searchable. He also created a master document of Rules and Regulations which is now available on the Civil Service website. Ms. McDonald prepared a NEOGOV Training Plan for Civil Service Analysts to help them expand their knowledge base and gain experience with NEOGOV capabilities. Training sessions are scheduled from July 6th through November 9th. Ms. McDonald invited Commissioners to attend any of the training sessions to observe NEOGOV features. After Analysts complete their training, Ms. McDonald will schedule training for Administrators, to provide support and back-up to Sharon Hamilton, who has assumed an extensive role in supporting Ms. McDonald with NEOGOV. Ms. McDonald met with the Montage Account representative to discuss how the city is Page 9 of 13 CITY OF LONG BEACH WEDNESDAY, JUNE 6, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM utilizing the video interviewing platform. Ms. McDonald determined that although the total number of interviews increased just slightly during the same comparison period from 2016-17 and 2017-18, Montage usage actually expanded with the number of department recruitments increasing from 18 to 26 recruitments, and the number of departments using Montage increasing from 6 to 10 city departments. Montage interviews using mobile devices also increased from previous desktop computer usage. Ms. McDonald acknowledged Keion Bryant, Sr., Administrative Analyst-NC, for his extraordinary work ethic. Keion possesses outstanding customer service skills and took on an additional role of career counselor to those who have called Civil Service seeking employment with the city. During this time, Keion also obtained his Bachelor’s Degree from CSU Dominguez Hills. Applicants have continued to remain in contact with Keion, who has offered follow-up counseling, often encouraging people to compete for the same position that he’s seeking himself. Ms. McDonald presented Keion with a gift of appreciation for his extraordinary work performance and commitment to the Civil Service Department. Administration Support Services Ms. Alamo provided the Commission with a budget update, advising with the passage of Measure M, the utility funds transfer charter amendment, the reductions felt by Civil Service for FY19 will be less than initially anticipated; good news for Civil Service operations next year. Ms. Alamo thanked Keion Bryant, Sr., and Sharon Hamilton for revising and reformatting the Civil Service website, to assist other city departments in finding frequently used forms that are now available on the main page. Executive Director’s Report Ms. Taylor-Sherwood thanked Ms. McDonald for her presentation, explaining that the hand-outs were very useful in showcasing measurable increases and deliverables within the Special Projects Division Ms. Taylor-Sherwood thanked Keion Bryant, Sr., for providing outstanding customer service on behalf of the Civil Service Department. Ms. Taylor Sherwood acknowledged Keion and Maria Macias, Personnel Assistant for their enthusiasm; both are an inspiration to others. Ms. Taylor-Sherwood received positive feedback from other city departments regarding the increase in Civil Service social media exposure. Ms. Taylor-Sherwood asked An Lan Pham-Jenkins, Assistant Administrative Analyst to provide an update. Ms. Pham-Jenkins advised that there has been a 74% increase in Instagram followers of the Civil Service website; an increase of 600 followers since last October. While at the WRIPAC conference last week, Ms. Pham-Jenkins received inquiries from conference attendees as Page 10 of 13 CITY OF LONG BEACH WEDNESDAY, JUNE 6, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM far away as San Diego and Sacramento, asking for suggestions on how to promote their respective hiring processes. Ms. Pham-Jenkins explained that the increase in social media followers has been in large part due to the creative license she’s been given by Ms. Taylor-Sherwood to build on the initial career tips that were originally posted on the Department’s website. President Arias and Vice-President Smith Watts complimented Ms. Pham-Jenkins for elevating the Civil Service Department through greater social media exposure, and asked her to document statistical increases for future reference. Ms. Taylor-Sherwood received positive feedback from the Department of Financial Management for the recent Accountant examination administered by Sheree Valdoria, Personnel Analyst. The Accountant exam was the first on-line, unproctored exam experience for Financial Management, and managers were pleased with the quality of eligible applicants resulting from the exam. Ms. Taylor-Sherwood thanked Sofia Style, FUSE Executive Fellow for her assistance in identifying current exam processes, and Shellie Goings for mentoring the CSULB interns, segueing into a project plan to streamline the testing process. Ms. Taylor-Sherwood announced that she will be preparing an RFP for her exam streamlining model, with the City Manager’s Office identifying the funding to support the RFP. The Commission was extremely pleased and encouraged to hear this news. UNFINISHED BUSINESS President Arias reminded that, due to the July 4th holiday, Civil Service meetings for the month of July 2018, will be held at 8:00 a.m. on: • Wednesday, July 11, 2018 • Wednesday, July 18, 2018 The CSC meeting schedule will resume in August 2018, with meetings held on the first and third Wednesday of each month. NEW BUSINESS Page 11 of 13 CITY OF LONG BEACH WEDNESDAY, JUNE 6, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM COMMENTS FROM THE PUBLIC – The Civil Service Commission will hear from members of the public on matters within the Commission’s jurisdiction. Mike Goldschmidt, Administrative Officer for the Department of Development Services addressed the Commission to express his appreciation for the collaboration he has experienced with Civil Service Analysts in working together to address what had been difficult-to-fill positions within his department. Analysts Sheree Valdoria and Maria Macias partnered with Mr. Goldschmidt to recruit and test for Plan Checker - Electrical, and Combination Building Inspector vacancies, with excellent results. The Commission was very appreciative of Mr. Goldschmidt’s comments and commitment to actively participating in the recruitment and testing process with Civil Service Analysts. ADJOURNMENT President Arias adjourned the meeting at 8:48 a.m. NO HEARING Page 12 of 13 CITY OF LONG BEACH WEDNESDAY, JUNE 6, 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, 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 13 of 13