Civil Service Commission

CITY OF LONG BEACH WEDNESDAY, JULY 18, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM Phyllis O. Arias, President Susana Gonzalez Edmond, Commissioner Carolyn M. Smith Watts, Vice President Megan Kerr, Commissioner Heather Morrison, Commissioner Kandice Taylor-Sherwood, Executive Director FINISHED AGENDA & MINUTES President Arias called the meeting to order at 8:07 a.m. FLAG SALUTE President Arias asked Commissioner Susana Gonzalez Edmond to lead the Pledge of Allegiance. ROLL CALL Commissioners Susana Gonzalez Edmond, Megan Kerr, Heather Morrison, Present: Carolyn M. Smith Watts and Phyllis O. Arias Page 1 of 14 CITY OF LONG BEACH WEDNESDAY, JULY 18, 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 Stanley Wang, Personnel Analyst Carolyn Pen, Administrative Analyst An Lan Pham-Jenkins, Assistant Administrative 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 Michael Goldschmidt, Administrative Officer, Development Services Francisco Davila, Administrative Analyst, Development Services Chris Rowe, Deputy Chief, Support Services Bureau, Fire Department Matthew Gruneisen, Assistant Chief, Support Services Bureau, Fire Department Robert Grego, Battalion Chief, Director of Training, Fire Department Stacey Lewis, Director Human Resources, Harbor Sandy Witz, Assistant Director of Human Resources, Harbor Paula Ortega, Human Resources Representative, Harbor Fred Greco, Director of Maintenance, Harbor Tom Papademetriou, Administrative Officer, Health and Human Services Judy Ogunji, R.D., Nutrition Services Officer, Health and Human Services Mindy DeYoung, Personnel Analyst, Human Resources Paul Heuchert, Personnel Analyst, Human Resources Paula Gallegos, Personnel Administrator, Police Department Russ Ficker, Personnel Services Officer, Public Works Sofia Style, FUSE Executive Fellow, Office of the City Manager Richard Suarez, Grand Lodge Representative, International Association of Machinists and Aerospace Workers (IAM) Julian Cernuda, 2018 City of Long Beach Management Assistant Ryan Kurtzman, 2018 City of Long Beach Management Assistant Alvin Teng, 2018 City of Long Beach Management Assistant Estefania Zavala, 2018 City of Long Beach Management Assistant Page 2 of 14 CITY OF LONG BEACH WEDNESDAY, JULY 18, 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. President Arias announced that the four City of Long Beach Management Assistants were present at this morning’s meeting, as part of their city-wide department orientation. Ms. Taylor-Sherwood invited the Management Assistants to introduce themselves, provide a background of their education and work experience, and list their city department rotational assignments. Management Assistants Julian Cernuda, Ryan Kurtzman, Alvin Tang, and Estefania Zavala introduced themselves to the Commission and audience. The Commission welcomed the Management Assistants to the City of Long Beach. On behalf of the Commission, Ms. Taylor-Sherwood presented each of the Management Assistants with a welcome gift. 1. 18-137CS Recommendation to approve minutes: Regular Meeting of July 11, 2018 A motion was made by Vice President Smith Watts, seconded by Commissioner Morrison, to approve recommendation. The motion carried by the following vote: Yes: 5 - Susana Gonzalez Edmond, Megan Kerr, Heather Morrison, Carolyn M. Smith Watts and Phyllis O. Arias CONSENT CALENDAR (2 - 8): Page 3 of 14 CITY OF LONG BEACH WEDNESDAY, JULY 18, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM Passed the Consent Calendar President Arias advised that, due to unique circumstances surrounding Consent Calendar Item #8, she wished to pull it from the Consent Calendar for a separate staff report and discussion. Consent Calendar Items #2 through #7 were approved in their entirety, with Item #8 pulled for a separate discussion and consideration for approval. A motion was made by Commissioner Kerr, seconded by Vice President Smith Watts, to approve Consent Calendar Items #2 through #7, and to pull Item #8 for a separate discussion and consideration for approval. The motion carried by the following vote: Yes: 5 - Susana Gonzalez Edmond, Megan Kerr, Heather Morrison, Carolyn M. Smith Watts and Phyllis O. Arias 2. 18-138CS Recommendation to approve examination results: Battalion Chief Business Systems Specialist Test #05 (Established 07/13/18) Combination Building Inspector Test #08 (Established 07/12/18) Police Officer - Lateral Test #19 (Established 07/13/18) Refuse Operator Test #13 (Established 07/13/18) Special Services Officer Test #29 (Established 07/12/18) A motion was made to approve recommendation on the Consent Calendar. 3. 18-139CS Recommendation to receive and file bulletin(s): Chief Construction Inspector Senior Electrical Engineer A motion was made to approve recommendation on the Consent Calendar. Page 4 of 14 CITY OF LONG BEACH WEDNESDAY, JULY 18, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM 4. 18-140CS Recommendation to receive and file retirement(s): Leslie Kinney/Library Clerk II/Library Services (11 yrs., 2 mos.) Pradit Anongthep/School Guard/Police (9 yrs., 3 mos.) Stacey Holdredge/Police Officer/Police (22 yrs., 5 mos.) Dirk Moyer/Harbor Maintenance Supervisor/Harbor (23 yrs., 4 mos.) A motion was made to approve recommendation on the Consent Calendar. 5. 18-141CS Recommendation to receive and file resignation(s): Zackery Green/General Maintenance Assistant/Water (4 yrs., 1 mo.) A motion was made to approve recommendation on the Consent Calendar. 6. 18-142CS Recommendation to approve transfer(s): Brenda Sprague/Customer Service Representative II/Public Works to Customer Service Representative II/Financial Management A motion was made to approve recommendation on the Consent Calendar. 7. 18-143CS Recommendation to approve reschedule for hearing(s): Dismissal Appeal 30-D-1617, Suggested Dates October 10, 17, 24 & 31, and November 7, 2018 Dismissal Appeal 02-D-1718, Suggested Dates November 28 & December 5, 2018 Dismissal Appeal 04-D-1718, Suggested Dates December 12 & 19, 2018 A motion was made to approve recommendation on the Consent Calendar. Page 5 of 14 CITY OF LONG BEACH WEDNESDAY, JULY 18, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM 8. 18-144CS Recommendation to Transfer from Unclassified to Classified Service - Abel Resendez, Capital Projects Coordinator II Communication from Russ Ficker, Personnel Officer, Public Works Staff Report prepared by An Lan Pham-Jenkins, Assistant Administrative Analyst Ms. Taylor-Sherwood briefed the Commission on the background of various requests received by the Civil Service Department, explained the details of Agenda Item #8 currently before the Commission, and the need for it to be considered separately from the Consent Calendar. Russ Ficker, Personnel Officer for the Department of Public Works reiterated Ms. Taylor-Sherwood’s explanation regarding why the return to classified status as a Capital Projects Coordinator II for Mr. Resendez should be approved and retroactive. President Arias, Commissioner Gonzalez Edmond and Mr. Ficker engaged in discussion regarding this request, which was approved. A motion was made by Vice President Smith Watts, seconded by Commissioner Kerr, to approve recommendation. The motion carried by the following vote: Yes: 5 - Susana Gonzalez Edmond, Megan Kerr, Heather Morrison, Carolyn M. Smith Watts and Phyllis O. Arias REGULAR AGENDA Page 6 of 14 CITY OF LONG BEACH WEDNESDAY, JULY 18, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM 9. 18-145CS RECOMMENDATION FOR EXTENSION OF PROBATIONARY PERIOD - Maria De Leon, Public Health Nutritionist I Communication from Tom Papademetriou, Administrative Officer, Health and Human Services Staff Report prepared by Carolyn Pen, Administrative Analyst Ms. Taylor-Sherwood briefed the Commission regarding this request. Tom Papademetriou, Administrative Officer, and Judy Ogunji, R.D., Nutrition Services Officer/WIC Director, of the Health and Human Services Department, were present to answer questions from the Commission. President Arias, Ms. Ogunji, Mr. Papademetriou, Ms. Taylor-Sherwood, Ms. Slaten, Vice-President Smith Watts, Commissioner Kerr and Commissioner Gonzalez Edmond engaged in discussion regarding this request, which was approved. A motion was made by Commissioner Edmond, seconded by Commissioner Morrison, to approve recommendation. The motion carried by the following vote: Yes: 5 - Susana Gonzalez Edmond, Megan Kerr, Heather Morrison, Carolyn M. Smith Watts and Phyllis O. Arias Page 7 of 14 CITY OF LONG BEACH WEDNESDAY, JULY 18, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM 10. 18-146CS RECOMMENDATION TO REAPPOINT RESIGNED EMPLOYEE - Michael Lundin, Traffic Signal Technician Communication from Russ Ficker, Personnel Officer, Public Works Staff Report prepared by An Lan Pham-Jenkins Ms. Taylor-Sherwood briefed the Commission regarding this request. Russ Ficker, Personnel Officer for the Public Works Department was present to answer questions from the Commission. President Arias, Mr. Ficker, Vice-President Smith Watts, Ms. Taylor-Sherwood, and Ms. Slaten engaged in discussion regarding this request, which was approved. A motion was made by Commissioner Kerr, seconded by Commissioner Morrison, to approve recommendation. The motion carried by the following vote: Yes: 5 - Susana Gonzalez Edmond, Megan Kerr, Heather Morrison, Carolyn M. Smith Watts and Phyllis O. Arias Page 8 of 14 CITY OF LONG BEACH WEDNESDAY, JULY 18, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM 11. 18-147CS RECOMMENDATION TO CREATE NEW CLASSIFICATION AND ADOPT NEW CLASSIFICATION SPECIFICATION - Harbor Marine Engineer a. Communication from Stacey Lewis, Director of Human Resources b. Staff report prepared by Crystal Slaten, Deputy Director Ms. Taylor-Sherwood briefed the Commission regarding this request. Stacey Lewis, Director of Human Resources, and Fred Greco, Director of Maintenance for the Harbor Department were present to answer questions from the Commission. Ms. Lewis and Mr. Greco addressed the Commission, expressing their appreciation for the collaborative efforts between the Human Resources, Civil Service and Harbor Departments, to create this new and highly-specialized classification specification for consideration and implementation. President Arias, Ms. Lewis, Mr. Greco, Commissioner Morrison and Commissioner Kerr engaged in discussion regarding this request, which was approved. A motion was made by Vice President Smith Watts, seconded by Commissioner Edmond, to approve recommendation. The motion carried by the following vote: Yes: 5 - Susana Gonzalez Edmond, Megan Kerr, Heather Morrison, Carolyn M. Smith Watts and Phyllis O. Arias Page 9 of 14 CITY OF LONG BEACH WEDNESDAY, JULY 18, 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 distributed flyers for, and invited the Commissioners to attend the Public Safety Dispatcher informational workshop, scheduled for Tuesday, July 31, 2018, at the ECOC, 2950 Redondo Avenue, from 6:00 to 7:30 p.m. Ms. Slaten also distributed the Fire Engineer 2018 performance examination schedule, and invited the Commissioners to attend and observe the testing process. Ms. Slaten thanked Shellie Goings, Personnel Analyst, for her expertise in facilitating the LBFD Battalion Chief examination. As a result of the extraordinary efforts of Ms. Goings, the exam results for the position were approved under the Consent Calendar this morning. Chris Rowe, Deputy Chief of the LBFD Support Services Bureau addressed the Commission and thanked them for approving the examination results for the Battalion Chief position. Deputy Chief Rowe also thanked Ms. Goings for her commitment and dedication to ensuring an efficient and thorough testing process for Battalion Chief. Matthew Gruneisen, Assistant Chief of the LBFD Support Services Bureau presented Ms. Goings with a bouquet of flowers in appreciation for facilitating a successful examination process. Robert Grego, Battalion Chief and Director of LBFD Training was also present to acknowledge Ms. Goings. Deputy Chief Rowe thanked Ms. Goings for the collaborative relationship that was forged between the Civil Service and Fire Department in recent years; a direct result of her professionalism and efficiency in facilitating numerous LBFD position examinations. On behalf of the Civil Service Commission, Vice-President Smith Watts extended heartfelt condolences to Deputy Chief Rowe and the entire Long Beach Fire Department family upon the recent and tragic loss of Fire Captain David Rosa. Special Projects Ms. McDonald updated the Commission on the Performance Management Pilot Program. A second training session was conducted last week, and a lab session is scheduled for Page 10 of 14 CITY OF LONG BEACH WEDNESDAY, JULY 18, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM Thursday, July 19, 2018, wherein participants can perform hands-on practice to test the procedures they learned. A feedback session will follow the lab, allowing participants to provide comments and suggestions on the Performance Management system. Ms. McDonald advised that she and Ms. Taylor-Sherwood will be participating in a Rules and Regulations Committee meeting on Thursday, July 19th, along with representatives from other city departments. Any proposed revisions and changes to the Civil Service Rules and Regulations identified by the Committee will be brought forward to the Commission for consideration. The Commission may then present their recommendations to the Mayor and City Council for consideration. Ms. Taylor-Sherwood announced that invitations are extended to Union representatives to participate in the Performance Management Pilot Program. Additionally, meet and confer meetings between Civil Service staff and Union representatives are included as a key component of the Rules and Regulations meeting process. Richard Suarez, Grand Lodge Representative of the International Association of Machinists and Aerospace Workers (IAM) was present at this morning's Commission meeting and acknowledged the invitations to participate. Administration Support Services Ms. Alamo advised that Administration Support Services staff will be attending a demonstration of the time-entry portion of the Tyler Munis system, which will move the city’s current hard copy time sheet entry to an electronic data entry and submission process. A roundtable discussion will follow the demonstration to gather data and feedback from the user’s perspective. Executive Director’s Report Ms. Taylor-Sherwood reported that on Thursday, June 28th, Sofia Style, FUSE Executive Fellow, along with Alice Chen, Smallify Producer and Innovation Coach, facilitated a Smallify Rapid Innovation Lab for participating city department personnel. Smallify is a creative, problem-solving strategy which, by working together in groups, identifies ways to move toward, and accomplish goals in a purposeful and productive way. On Tuesday, July 17th, Ms. Taylor-Sherwood and Ms. Styles partnered with the City of Los Angeles Public Works Department to benchmark another Smallify Rapid Innovation Lab. Ms. Taylor-Sherwood found the Smallify lab experiences to be very insightful in identifying that almost every problem or challenge faced by organizations has an HR or Civil Service function tied to it. This emphasized how important it is for Civil Service to understand the operational needs of its customers and to find ways to provide quality service in the most effective and efficient way possible. Page 11 of 14 CITY OF LONG BEACH WEDNESDAY, JULY 18, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM Ms. Styles will present her Smallify Innovation Lab results report to the Commission at an upcoming Civil Service Commission meeting. Ms. Taylor-Sherwood advised that she has been asked to facilitate a Leadership LB COAST Change Management Team retreat; the purpose of which will be to bring key city department stakeholders together that will be heavily-impacted by the implementation of the Tyler Munis system. Given the opportunity for participants of the Leadership LB COAST group to get to know each other better and understand other’s operational needs will produce better collaboration and a smoother transition with the impending integration of, and go-live date of city-wide data systems. UNFINISHED BUSINESS President Arias discussed the formation of a subcommittee to evaluate the Commission’s disciplinary hearing process. President Arias, Ms. Taylor-Sherwood, Commissioner Kerr and Commissioner Gonzalez Edmond engaged in discussion regarding this issue, which will be agendized for the next Commission meeting, scheduled for August 1, 2018. NEW BUSINESS Page 12 of 14 CITY OF LONG BEACH WEDNESDAY, JULY 18, 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. Russ Ficker, Personnel Officer for the Department of Public Works thanked the Commission for their consideration and approval of the two requests on today’s agenda that were related to Public Works employees. Mr. Ficker also wished to thank the entire Civil Service Department for their hard work and efforts to run exams for Public Works, one of the larger city departments with upwards of 600 employees. With such a large department, there are invariably many recruitments and examinations in progress, and Mr. Ficker thanked Civil Service for being so responsive, understanding that there are competing requests and priorities from other city departments that Civil Service Analysts need to coordinate as well. Ms. Taylor-Sherwood noted that by tracking and benchmarking standards in comparison to other agencies, Civil Service Analysts’ carry a full workload, which explains the timelines of some recruitments and examinations to the point at which the results of the exams are certified. Ms. Taylor-Sherwood’s RFP recently submitted to the City Manager's Office will be exceptionally helpful in streamlining the testing process. Commissioner Gonzalez Edmond wished to clarify to the audience that when she refers to her phone during Commission meetings, it is because she is reviewing the CSC Agenda attachment for specific details regarding agenda items that are under consideration. Commissioner Gonzalez Edmond wanted to emphasize her respect for the Commission and everyone in attendance, and ensure that that appearance of her checking her phone was not being misconstrued as inattentive to the process. Ms. Taylor-Sherwood, President Arias and Commissioner Gonzalez Edmond engaged in a brief discussion regarding purchasing tablets for use by Commissioners during meetings to alleviate having to access and review agenda attachments via their phones. ADJOURNMENT President Arias adjourned the meeting at 8:55 a.m. NO HEARING Page 13 of 14 CITY OF LONG BEACH WEDNESDAY, JULY 18, 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 14 of 14