Civil Service Commission

CITY OF LONG BEACH WEDNESDAY, AUGUST 1, 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 8:04 a.m. FLAG SALUTE President Arias asked Commissioner Heather Morrison to lead the Pledge of Allegiance. ROLL CALL Commissioners Susana Gonzalez Edmond, Megan Kerr, Heather Morrison and Present: Phyllis O. Arias Commissioners Carolyn M. Smith Watts Absent: Page 1 of 11 CITY OF LONG BEACH WEDNESDAY, AUGUST 1, 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 Gary Anderson, Principal Deputy City Attorney Michael Goldschmidt, Administrative Officer, Development Services Francisco Davila, Administrative Analyst, Development Services Glendy Martinez, Personnel Analyst, Human Resources Denise Gonzalez, Personnel Analyst, Human Resources Alex Avila, Deputy Chief, Support Bureau, Police Department Nicole Gross, Administrative Analyst, Police Department COMMENTS FROM THE PUBLIC – The Civil Service Commission will hear from members of the public on matters within the Commission’s jurisdiction. Glendy Martinez, Personnel Analyst with the Department of Human Resources introduced Denise Gonzalez to the Commission. Ms. Gonzalez is a new Personnel Analyst in the Department of Human Resources. Most recently with the Montebello Unified School District, Ms. Gonzalez brings a wealth of public sector human resources knowledge and experience to her new position. The Commission welcomed Ms. Gonzalez to the City of Long Beach. 1. 18-148CS Recommendation to approve minutes: Regular Meeting of July 18, 2018 A motion was made by Commissioner Kerr, seconded by Commissioner Edmond, to approve recommendation. The motion carried by the following vote: Page 2 of 11 CITY OF LONG BEACH WEDNESDAY, AUGUST 1, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM Yes: 4 - Susana Gonzalez Edmond, Megan Kerr, Heather Morrison and Phyllis O. Arias Absent: 1 - Carolyn M. Smith Watts CONSENT CALENDAR (2 – 6): Passed the Consent Calendar A motion was made by Commissioner Kerr, seconded by Commissioner Morrison, to approve Consent Calendar Items #2 through #6, with the noted correction to Item #2. The motion carried by the following vote: Yes: 4 - Susana Gonzalez Edmond, Megan Kerr, Heather Morrison and Phyllis O. Arias Absent: 1 - Carolyn M. Smith Watts 2. 18-149CS Recommendation to approve examination results: Permit Technician (Established 7/20/18) Permit Technician Test #01 (Established 7/20/18) Senior Mechanical Engineer Test #1 (Established 7/25/18) Ms. Taylor-Sherwood announced a correction to Consent Calendar Item #2 - Recommendation to Approve Examination Results; specifically the Permit Technician exam. The exam should read: Permit Technician Test #1, indicating that there may be subsequent exams. The Consent Calendar was approved in its entirety with the noted correction. A motion was made to approve recommendation on the Consent Calendar. 3. 18-150CS Recommendation to receive and file bulletin(s): General Maintenance Supervisor A motion was made to approve recommendation on the Consent Calendar. Page 3 of 11 CITY OF LONG BEACH WEDNESDAY, AUGUST 1, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM 4. 18-151CS Recommendation to receive and file retirement(s): Vincent Mesa/Park Maintenance Supervisor/Harbor, (29 yrs., 3 mos.) A motion was made to approve recommendation on the Consent Calendar. 5. 18-152CS Recommendation to receive and file resignation(s): Abeo Valdez/Public Health Nutritionist I/Health and Human Services (4 mos., 2 days) Jacquelyn Steybe/Police Recruit/Police (4 mos., 25 days) Taron Lamkin/Police Recruit/Police (4 mos., 26 days) Remedios Villescas/Police Recruit/Police (4 mos., 26 days) Paul Choi/Police Recruit/Police (4 mos., 26 days) Daniel Morley/Police Recruit/Police (4 mos., 26 days) David Escobar/Police Recruit/Police (4 mos., 27 days) William Gramlick/Refuse Operator I/Public Works (3 yrs., 2 mos.) A motion was made to approve recommendation on the Consent Calendar. Page 4 of 11 CITY OF LONG BEACH WEDNESDAY, AUGUST 1, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM 6. 18-153CS Recommendation to Approve Extension of Expiring Eligible Lists (6 months) Staff report prepared by Kandice Taylor-Sherwood, Executive Director ANIMAL CONTROL OFFICER (J03AN-17) (8/18/2017) BUSINESS SYSTEMS SPECIALIST (H67AN-18) TEST #01 (2/27/2018) GAS FIELD SERVICE REPRESENTATIVE (L07AN-17) (8/22/2017) REFUSE OPERATOR (JA2AN-18) TEST #09 (2/2/2018) REFUSE OPERATOR (JA2AN-18) TEST #10 (3/2/2018) SCHOOL GUARD (F31N1-18) TEST #04 (2/9/2018) SYSTEMS SUPPORT SPECIALIST (H69AN-18) TEST #04 (3/2/2018) SYSTEMS SUPPORT SPECIALIST - HELP DESK LEAD (H69AN-18B) TEST #04 (3/2/2018) WATER UTILITY MECHANIC (M42AN-18) (2/15/2018) A motion was made to approve recommendation on the Consent Calendar. REGULAR AGENDA Page 5 of 11 CITY OF LONG BEACH WEDNESDAY, AUGUST 1, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM 7. 18-154CS RECOMMENDATION TO FORM A COMMISSION SUBCOMMITTEE TO REVIEW AND RECOMMEND POSSIBLE CHANGES TO AND IMPLEMENTATION OF CIVIL SERVICE POLICY 1.61 - CONDUCT OF CIVIL SERVICE COMMISSION HEARINGS: APPLICABILITY, SECTION 2. A) 1. a) through g). In continuing the discussion raised during the Civil Service Commission meeting of July 18, 2018, President Arias explained that in response to several inquiries and suggestions, a Commission subcommittee should be formed to identify if efficiencies can be applied to the appeal hearing process. A brief discussion followed between Principal Deputy City Attorney Gary Anderson and President Arias. The Hearing Subcommittee members will include Commissioner Gonzalez Edmond, Commissioner Kerr, and Executive Director Ms. Taylor-Sherwood. A motion was made by Commissioner Edmond, seconded by Commissioner Kerr, to approve recommendation. The motion carried by the following vote: Yes: 4 - Susana Gonzalez Edmond, Megan Kerr, Heather Morrison and Phyllis O. Arias Absent: 1 - Carolyn M. Smith Watts Page 6 of 11 CITY OF LONG BEACH WEDNESDAY, AUGUST 1, 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 announced that she and Personnel Assistant Maria Macias were invited to participate in the July 25, 2018, interview panel for the Police Department's Recruitment Officer position. Alex Avila, Deputy Chief of the Support Bureau, who oversees the Training Division, Recruitment Staff, the Police Academy, and many other specialized Divisions in the Police Department was present to answer questions from the Commission. Deputy Chief Avila advised that the selection of the new Recruitment Officer will be announced soon. The Recruitment Officer will be key in continuing the collaboration that has been developed between Civil Service and the Police Department, particularly because the Police Recruit position is now open on a continuous basis and will require extensive involvement from both departments. In an effort to streamline RSD processes, a subcommittee comprised of Ms. Slaten and Analysts Sheree Valdoria and Carolyn Pen met to review forms utilized by Civil Service Analysts to prepare staff reports. The revised forms will be sent to Department Administrative Officers for evaluation, with the final approved forms submitted to the Commission for adoption. President Arias inquired if a report will be provided to the Commission regarding Expiring Eligible Lists. Ms. Slaten confirmed that the report should be ready by September. President Arias believed the report will be very helpful, especially to the new Commissioners, to explain the background of, and reasons for extending expiring eligible lists. Special Projects Ms. McDonald advised that she and Ms. Taylor-Sherwood conducted two feedback sessions for the Performance Management Pilot Program. Ms. McDonald described how the feedback sessions were designed with separate components so participants could provide suggestions on specific segments of the program. Participants from Human Resources and the IAM Bargaining Unit offered constructive suggestions during their feedback session. Before closing out the pilot program, Ms. McDonald plans to contact Tyler Munis to request a demonstration of their equivalent performance management program to conduct a thorough Page 7 of 11 CITY OF LONG BEACH WEDNESDAY, AUGUST 1, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM comparison of the NEOGOV and Tyler Munis systems. Ms. McDonald completed the second NEOGOV training session for RSD staff, and has scheduled additional training classes to include Administration Support Services personnel after they expressed interest in learning more about NEOGOV capabilities. President Arias asked who is ultimately responsible for deciding whether the city will utilize NEOGOV for Performance Management or the Tyler Munis system. Ms. Taylor-Sherwood provided a detailed explanation of the responsibilities of the ERP LB COAST Integration team, of which she is a member, to study both systems and provide recommendations for a final selection. A discussion followed between Ms. McDonald, Ms. Taylor-Sherwood and President Arias. Administration Support Services Ms. Alamo advised that with only two months remaining in FY18, she and her Administration Support Services staff are focusing their efforts on verifying invoices, closing purchase orders, and closely monitoring remaining funds to ensure they are prepared for the year-end budget deadline. Ms. Alamo implemented new procedures in support of a Special Projects Division pilot project, and also suggested cross-training between Divisions to ensure basic department processes and operations can continue in the event of a change in staffing. Executive Director’s Report Ms. Taylor-Sherwood thanked Ms. Alamo and Ms. McDonald for identifying areas in their respective Divisions to implement efficiencies and streamline processes, in addition to taking on an even larger goal to begin cross-training Civil Service personnel to ensure department processes continue uninterrupted with knowledgeable and properly trained staff. On Tuesday, July 31, 2018, Ms. Taylor-Sherwood facilitated the Long Beach City Operations and Strategic Technologies (LB COAST) Management Team retreat, gathering upwards of 50 key participants to engage the Enterprise Resource Planning (ERP) process. ERP will help LB COAST identify where strategic interfaces need to be built to integrate database resources in advance of the move to the new city hall building. Ms. Sandy Tsang Palmer, Purchasing and Business Services Manager for the Department of Financial Management is one of the key participants of the LB COAST Management Team. During the retreat yesterday, Ms. Palmer commended Sheree Valdoria, Personnel Analyst for the efficient manner in which she conducted the Financial Management Buyer examination. Ms. Taylor-Sherwood asked Ms. Valdoria to come before the Commission to be recognized for her organizational skills and expertise in conducting classification Page 8 of 11 CITY OF LONG BEACH WEDNESDAY, AUGUST 1, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM examinations, and for her professionalism in representing, and speaking on behalf of the Civil Service Department. On Wednesday, August 29, 2018, from 10:00 a.m. to 12:00 noon in the City Council Chambers, Porter Gilberg, Executive Director of The LGBTQ Center of Long Beach is scheduled to give a presentation to the Commission, Department Administrative Officers and other interested city employees. Back by popular demand, Porter's presentation this year will cover several topics including welcoming transgender, transitioning, and gender non-conforming employees to the City of Long Beach workforce, current policies, and important legal considerations. An informational flyer with RSVP details will be distributed soon. On Wednesday, September 5, 2018, from 10:00 a.m. to 12:00 noon in the City Council Chambers, Lisa Stewart, Certified Marshall Goldsmith Stakeholder Centered Coach and Facilitator of Gender Equity and Sexual Harassment Education will present Implicit Bias training. Ms. Stewart’s presentation will also be extended to the Commission, Department Administrative Officers and other interested city employees. An informational flyer with RSVP details will be distributed soon. Ms. Taylor-Sherwood thanked her managers for their input in preparing the FY19 Civil Service budget. Ms. Taylor-Sherwood wished to thank Ms. Alamo specifically for her dedication in assuming responsibility for compiling detailed financial data for the recently published FY19 Proposed Budget Book. UNFINISHED BUSINESS NEW BUSINESS COMMENTS FROM THE PUBLIC – The Civil Service Commission will hear from members of the public on matters within the Commission’s jurisdiction. Page 9 of 11 CITY OF LONG BEACH WEDNESDAY, AUGUST 1, 2018 CIVIL SERVICE COMMISSION 333 W. OCEAN BLVD., 7TH FLOOR MINUTES CIVIL SERVICE BOARDROOM, 8:00 AM ADJOURNMENT President Arias adjourned the meeting at 8:27 a.m. NO HEARING Page 10 of 11 CITY OF LONG BEACH WEDNESDAY, AUGUST 1, 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 11 of 11