Civil Service Commission

CITY OF LONG BEACH WEDNESDAY, JULY 1, 2020 CIVIL SERVICE COMMISSION TELECONFERENCE, 8:30 AM MINUTES Susana Gonzalez Edmond, President Phyllis O. Arias, Commissioner Heather Morrison, Vice President Brandon Dowling, Commissioner Joen Garnica, Commissioner Christina Pizarro Winting, Executive Director FINISHED AGENDA AND MINUTES CIVIL SERVICE COMMISSION MEETINGS ARE HELD VIA TELECONFERENCE PURSUANT TO EXECUTIVE ORDER N-29-20 ISSUED BY GOVERNOR GAVIN NEWSOM. THE CIVIC CHAMBERS WILL BE CLOSED TO THE PUBLIC. President Gonzalez Edmond called the meeting to order at 8:38 a.m. FLAG SALUTE President Gonzalez Edmond led the Pledge of Allegiance. ROLL CALL Commissioners Phyllis O. Arias, Brandon Dowling, Joen Garnica, Heather Present: Morrison and Susana Gonzalez Edmond 1. COMMENTS FROM THE PUBLIC – PUBLIC WILL HAVE THE OPPORTUNITY TO ADDRESS THE COMMISSION BY SUBMITTING WRITTEN COMMENTS VIA EMAIL TO MARLA.CAMERINO@LONGBEACH.GOV. There were no public comments received. 2. 20-167CS Recommendation to approve minutes: Regular Meeting of June 17, 2020 Page 1 of 13 CITY OF LONG BEACH WEDNESDAY, JULY 1, 2020 CIVIL SERVICE COMMISSION TELECONFERENCE, 8:30 AM MINUTES A motion was made by Commissioner Garnica, seconded by Commissioner Dowling, to approve recommendation. The motion carried by the following vote: Yes: 5 - Phyllis O. Arias, Brandon Dowling, Joen Garnica, Heather Morrison and Susana Gonzalez Edmond CONSENT CALENDAR (3 – 7): President Gonzalez Edmond pulled Agenda Item No. 7 for a separate discussion. Passed the Consent Calendar A motion was made by Commissioner Dowling, seconded by Vice President Morrison, to approve Consent Calendar Items (3 - 6), except for Agenda Item No. 7. The motion carried by the following vote: Yes: 5 - Phyllis O. Arias, Brandon Dowling, Joen Garnica, Heather Morrison and Susana Gonzalez Edmond 3. 20-168CS Recommendation to approve examination results: Development Project Manager (Established 06/24/20) Public Health Nurse Supervisor Test #03 (Established 06/24/20) Public Health Nurse Test #04 (Established 06/23/20) A motion was made to approve recommendation on the Consent Calendar. 4. 20-169CS Recommendation to receive and file retirement(s): Joseph Valdovinos, Customer Service Representative III, Energy Resources (28 yrs., 8 mos.) A motion was made to approve recommendation on the Consent Calendar. Page 2 of 13 CITY OF LONG BEACH WEDNESDAY, JULY 1, 2020 CIVIL SERVICE COMMISSION TELECONFERENCE, 8:30 AM MINUTES 5. 20-170CS Recommendation to receive and file resignation(s): Alana LaBeaf, Senior Librarian, Library Services (5 yrs., 3 mos.) Miles Ramirez, Water Utility Mechanic II, Water Department (3 yrs., 3 mos.) Frederick Towns, Maintenance Assistant III, Parks, Recreation and Marine (18 yrs., 5 mos.) Allen Wallace, School Guard, Police Department (3 yrs., 11 mos.) A motion was made to approve recommendation on the Consent Calendar. 6. 20-171CS Recommendation to approve transfer(s): Jason Wynia - Motor Sweeper Operator, Public Works to Motor Sweeper Operator, Harbor Department A motion was made to approve recommendation on the Consent Calendar. 7. 20-172CS Recommendation to Approve Extension of Expiring Eligible Lists (6 months) Staff report prepared by Christina Pizarro Winting, Executive Director Ambulance Operator (F63N1-19) Test #01 (7/8/2019) Aquatics Supervisor (H31AN-19) Test #01 (7/16/2019) Assistant Administrative Analyst (E03AN-19) Test #01 (1/24/2019) - 3 Months Assistant Administrative Analyst (E03AN-19) Test #02 (2/28/2019) - 3 Months Assistant Administrative Analyst (E03AN-19) Test #03 (7/16/2019) - 3 Months Business Systems Specialist (H67AN-19) Test #10 (1/9/2019) Business Systems Specialist (H67AN-19) Test #14 (8/1/2019) Business Systems Specialist (H67AN-20) Test #17 (1/16/2020) Page 3 of 13 CITY OF LONG BEACH WEDNESDAY, JULY 1, 2020 CIVIL SERVICE COMMISSION TELECONFERENCE, 8:30 AM MINUTES Capital Projects Coordinator (EC6AN-19) Test #01 (1/10/2019) Civil Engineer (K11NN-20) Test #10 (1/17/2020) Civil Engineering Associate (K13NN-19) Test #04 (2/13/2019) Civil Engineering Associate (K13NN-20) Test #09 (1/29/2020) Clerk Typist (D04AN-19) (1/4/2019) Electrical and Instrumentation Supervisor (MG4NN-19) Test #01 (7/2/2019) Electrician (I15NN-20) Test #04 (1/27/2020) Emergency Medical Education Coordinator (G45NN-20) Test #01 (1/30/2020) Environmental Specialist Associate (N26NN-20) Test #01 (1/17/2020) Garage Service Attendant (J23AN-19) Test #01 (1/18/2019) Garage Service Attendant (J23AN-20) Test #03 (1/6/2020) Gas Pipeline Welder/Layout Fitter (I61NN-19) Test #01 (7/19/2019) Gas Pipeline Welder/Layout Fitter (I61NN-19) Test #02 (8/1/2019) Laboratory Analyst (M13AN-20) Test #01 (1/22/2020) Office Systems Analyst (IMDCE) (ND4AN-19A) Test #01 (7/2/2019) Office Systems Analyst (IMDCE) (ND4AN-19A) Test #02 (7/25/2019) Office Systems Analyst (IMDCE) (ND4AN-20A) Test #05 (1/7/2020) Office Systems Analyst (IMDCE) (ND4AN-20A) Test #06 (1/21/2020) Office Systems Analyst (IMDCE) (ND4AN-20A) Test #07 (1/27/2020) Office Systems Analyst - IMDCA (ND4AN-19B) Test #01 (7/9/2019) Office Systems Analyst - IMDCA (ND4AN-20B) Test #06 (1/8/2020) Office Systems Analyst - IMDCA (ND4AN-20B) Test #07 (1/21/2020) Office Systems Analyst - SD (ND4AN-19) Test #02 (7/3/2019) Office Systems Analyst - IMDNOC (ND4AN-19C) Test #01 Page 4 of 13 CITY OF LONG BEACH WEDNESDAY, JULY 1, 2020 CIVIL SERVICE COMMISSION TELECONFERENCE, 8:30 AM MINUTES (7/3/2019) Office Systems Analyst - IMDNOC (ND4AN-19C) Test #02 (7/24/2019) Plan Checker - Fire Prevention (KA4NN-20) Test #08 (1/14/2020) Plan Checker - Plumbing (K41AN-20) Test #06 (1/14/2020) Police Officer - Lateral (F23NN-19B) Test #06 (7/24/2019) Police Officer - Lateral (F23NN-20) Test #10 (1/27/2020) Police Property & Supply Clerk (D51AN-19) (1/10/2019) Police Recruit (F63NN-19) Test #05 (1/10/2019) Police Recruit (F63NN-19) Test #06 (1/23/2019) Police Recruit (F63NN-19) Test #10 (7/9/2019) Police Recruit (F63NN-19) Test #11 (7/25/2019) Police Recruit (F63NN-20) Test #14 (1/17/2020) Police Recruit (F63NN-20) Test #15 (1/23/2020) Port Financial Analyst (ND1AN-19) Test #01 (7/3/2019) Port Financial Analyst (ND1AN-19) Test #02 (7/17/2019) Public Health Nutritionist (G21AN-19) Test #01 (7/22/2019) Public Health Nutritionist (G21AN-20) Test #04 (1/6/2020) Real Estate Project Coordinator (ED5AN-19) (1/22/2019) Senior Civil Engineer (K52NN-19) Test #03 (1/29/2019) Senior Librarian (E31NN-18) Test #02 (1/23/2018) Senior Structural Engineer (K65NN-19) Test #02 (1/14/2019) Senior Structural Engineer (K65NN-19) Test #05 (7/22/2019) Special Services Officer (F33AN-18) Test #23 (1/30/2018) Special Services Officer (F33AN-18) Test #29 (7/12/2018) Special Services Officer (F33AN-19) Test #35 (1/16/2019) Supervisor-Stores & Property (C35NN-19) Test #01 (7/17/2019) Systems Technician (H70AN-19) Test #04 (7/31/2019) Transportation Planner (NC6AN-20) Test #01 (1/16/2020) Water Treatment Operator (MA1AN-19B) Test #01 (7/31/2019) Police Officer - Lateral (F23NN-19B) Test #04 (6/19/2019) - Expire Retroactively to 6/18/2020 President Gonzalez Edmond asked Ms. Pizarro Winting to make a few comments regarding the Extension of Expiring Eligible List. Ms. Pizarro Winting provided a brief summary on how staff Page 5 of 13 CITY OF LONG BEACH WEDNESDAY, JULY 1, 2020 CIVIL SERVICE COMMISSION TELECONFERENCE, 8:30 AM MINUTES determines whether a list should expire or be extended. Staff will typically reach out to departments for feedback prior to making their decision. The purpose in extending a list is so that departments are not left with no names to be certified. In some cases, multiple departments utilize the same list and so an extension would be needed to give another department an opportunity to use the list. Ms. Pizarro Winting reported that if an examination was advertised as continuous, then you will see multiple lists. Civil Service is trying to move away from having continuous examinations as it is better to have an opening and a closing date. Ms. Pizarro Winting informed the Commission that Police Officer - Lateral Test #04 was inadvertently placed on the extension list. When staff took a second look at the list, they realized that there were no available candidates on the list. It was placed on the agenda to retract what was previously done as well as for tracking purposes in the future. Ms. McDonald informed the Commission that she is tasked with reviewing the list on a monthly basis. Although department input is important, she ensures that Civil Service rules are being met as candidates are entitled to two certifications. She also looks at referrals as there are some lists put in place where there is no longer a vacancy and candidates have been waiting to be referred. Ms. McDonald also looks at dispositions from departments. In the future, Ms. McDonald plans to educate departments on how to use eligible lists. She stated that there are several factors that she takes into consideration when reviewing the lists to make sure the best decision is being made for hiring departments as well as for the organization as a whole. Commissioner Arias wanted to know why staff would extend small lists when candidates have not been selected. She used Senior Structural Engineer as an example. Ms. McDonald stated that the vacancy was cancelled and there are several candidates on the list who have not been referred. A brief discussion took place with Commissioner Garnica and Ms. Pizarro Winting regarding housekeeping items that were mentioned a few meetings ago. It was discussed that the reasons being mentioned today is part of housekeeping, just a little more detailed. Page 6 of 13 CITY OF LONG BEACH WEDNESDAY, JULY 1, 2020 CIVIL SERVICE COMMISSION TELECONFERENCE, 8:30 AM MINUTES A motion was made by Commissioner Garnica, seconded by Commissioner Arias, to approve recommendation. The motion carried by the following vote: Yes: 5 - Phyllis O. Arias, Brandon Dowling, Joen Garnica, Heather Morrison and Susana Gonzalez Edmond REGULAR AGENDA 8. 20-173CS RECOMMENDATION TO REAPPOINT RESIGNED EMPLOYEE - Christopher Norman, Traffic Signal Technician Communication from Russ Ficker, Personnel Officer, Public Works Department Staff Report prepared by Shellie Goings, Personnel Analyst Ms. Pizarro Winting briefed the Commission regarding this item on behalf of Ms. Goings, who is in the process of conducting protest reviews for Fire Captain. Commissioner Arias thanked Ms. Pizarro Winting for the report and for clarifying a couple of questions she had related to the number of position vacancies. She also thanked Ms. Goings for including the date that the requisition was received on her report. She wanted to know if staff can include the date the requisition was received as well as the number of position openings on the form that is submitted. She stated that this would simplify the report so that Commissioners can easily locate the information. A motion was made by Vice President Morrison, seconded by Commissioner Arias, to approve recommendation. The motion carried by the following vote: Yes: 5 - Phyllis O. Arias, Brandon Dowling, Joen Garnica, Heather Morrison and Susana Gonzalez Edmond 9. 20-174CS COVID-19 RELATED: UPDATE TO CIVIL SERVICE COMMISSION ON HEARING SCHEDULE Communication from Christina Pizarro Winting, Executive Director Ms. Pizarro Winting updated the Commission regarding the hearing schedule and the Commission’s ability to resume hearings. During Page 7 of 13 CITY OF LONG BEACH WEDNESDAY, JULY 1, 2020 CIVIL SERVICE COMMISSION TELECONFERENCE, 8:30 AM MINUTES the April 1st Commission meeting, attorneys requested to continue hearings until they could be heard in person. Ms. Pizarro Winting went over the number of hearings that are currently on the schedule. She stated that all public buildings are still closed to the public. In order to safely conduct in person hearings, staff would need to find a building that would allow for recommended protocols of maintaining a safe environment. In addition, the City’s Human Resources Department is working on finalizing protocols in the event that we are able to open facilities. In looking for a location, we would need to find space to accommodate 13 to 14 people at one time, which includes Civil Service staff, Commissioners, attorneys, a department representative, a court reporter, appellant and witness. Ms. Pizarro Winting was able to speak with Chris Garner, General Manager for the Water Department, who is open to hosting hearings at his facility. Ms. Pizarro Winting informed the Commission that she spoke with Mike Peters who is the attorney that represents the City regarding resuming hearings. She informed him of strict protocols that would need to be followed should in person hearings resume. Mr. Peters requested confirmation that face coverings would need to be worn throughout the entire hearing, which was confirmed through Risk Management and the City’s Health Officer, Dr. Davis. She provided this information to Mr. Peters but has not heard back as of yet. Ms. Pizarro Winting stated that the Commission could consider referring appeal hearings to a Hearing Officer but is not certain that they are conducting hearings. In summary, she stated that there is a backlog on hearings due to the pandemic. Protocols are in the process of being developed to ensure that safe gatherings can occur in City facilities. A location has been identified but we are waiting to hear from attorneys on if they are willing to proceed with the protocols that will need to be in place per the health order. President Gonzalez Edmond thanked Ms. Pizarro Winting for a thorough report and all of the work that is being done to ensure we can resume hearings. A discussion took place with President Gonzalez Edmond and Mr. Anderson regarding if court cases were being heard. It was discussed that court cases have resumed via court calls. They are not open to the public. It was also discussed that attorneys may have an issue with face coverings because it prevents them from looking at Page 8 of 13 CITY OF LONG BEACH WEDNESDAY, JULY 1, 2020 CIVIL SERVICE COMMISSION TELECONFERENCE, 8:30 AM MINUTES faces. Until the City has developed protocols to keep everyone safe, the Commission may not be ready to begin conducting hearings. Commissioner Arias thanked Ms. Pizarro Winting for her report. Discussions took place with Commissioner Arias, President Gonzalez Edmond, Commissioner Dowling and Mr. Anderson regarding if the Commission is violating any rules by not having hearings, if there are changes that should be made due to the pandemic and if attorneys are having discussions with their clients about the delay in hearings. It was discussed several orders have been issued by Governor Newsom that extends deadlines. Mr. Anderson will take a closer look at the Civil Service rules but does not believe any rules are being violated and if there are any changes that the Commission should make due to the pandemic. It was discussed that if there was a violation, it would be the employee stating that his/her due process rights have been violated due to hearings not being heard in a timely fashion. It is uncertain if attorneys are having discussions with their clients regarding the delay in conducting hearings. A discussion took place with President Gonzalez Edmond, Commissioner Garnica and Ms. Pizarro Winting regarding the delay in conducting hearings and at what point would the Commission need to move forward out of necessity before it becomes a burden on any one system. It was discussed that there is a policy that dismissals or suspensions of five days or more require being heard by the Commission. It was discussed that virtual hearings are not an option at this point based on previous information. It would be best to wait for Mr. Anderson’s report before making any decisions. It is important to think outside the box, but we also need to make sure that we are doing things that are in line with state, county and local health orders. We are not able to force the attorneys to meet, but at the same time we must comply with the health order. Vice President Morrison wanted to know if it would be feasible to conduct outdoor hearings. Ms. Pizarro Winting stated that staff would look into it. Commissioner Dowling asked if conversations have taken place with attorneys regarding reviewing cases that can be heard virtually. Ms. Pizarro Winting stated that she did have a conversation with the attorneys and they are looking into it; however, they are not interested Page 9 of 13 CITY OF LONG BEACH WEDNESDAY, JULY 1, 2020 CIVIL SERVICE COMMISSION TELECONFERENCE, 8:30 AM MINUTES in a virtual hearing. President Gonzalez Edmond mentioned that it is difficult to determine the length of a case as it is dependent upon what is transpiring at the time. Commissioner Arias commented that Commissioner Garnica made a good point regarding the tipping point and believes that at some point we do need to move forward. If masks are an issue, it might just be something that they need to work through if the Commission is ever going to meet again. A discussion took place regarding the use of face shields; however, they do not protect against the mist that comes out and therefore cannot be used as per the Health Director. It was also discussed that a mask is still needed even when using some form of a barrier. The Commission decided to table this item until the next meeting when more information will be presented by Mr. Anderson and Ms. Pizarro Winting related to the violation of any rules and conducting hearings outdoors. A motion was made by Commissioner Garnica, seconded by Vice President Morrison, to table this item to the next Commission meeting. The motion carried by the following vote: Yes: 5 - Phyllis O. Arias, Brandon Dowling, Joen Garnica, Heather Morrison and Susana Gonzalez Edmond 10. STANDING COMMITTEES A. Executive Committee This committee did not have any information to report. B. Recruitment and Selection Committee Ms. Pizarro Winting informed the Commission that we are currently in the protest period for Fire Captain. It was discussed that this committee will convene on Wednesday, July 8, 2020, at 8:30 a.m. C. Special Projects Committee This committee did not have any information to report. Page 10 of 13 CITY OF LONG BEACH WEDNESDAY, JULY 1, 2020 CIVIL SERVICE COMMISSION TELECONFERENCE, 8:30 AM MINUTES 11. REPORTS FROM MANAGERS A. Recruitment Division - Christina Pizarro Winting Ms. Pizarro Winting reported that the division is being held down by Ms. Cano who is doing a great job at getting the information out on social media and the website. She also stated that she is looking forward to the return of our Emergency Operations Center team, which might be soon. B. Employment Services Division - Caprice McDonald Ms. McDonald updated the Commission on recent examination activity that has been taking place with Fire Captain and Ms. Goings. In light of the pandemic, the in-person examination process was handled smoothly. Staff were allowed to conduct the activity since it did not involve anyone from the public. She thanked Kevin Burke from the Safety Office for meeting with Civil Service to ensure safety protocols were being followed. In addition, Jami Kerr-Jenkins is currently administering the Building Services Supervisor examination using Modern Hire. Ms. McDonald reported that we are adapting to the new normal and will evaluate everything once the pandemic is over. Ms. McDonald looks forward to providing the Commission with rationale on the extension of expiring eligible lists as there is a lot of work put into making the decisions. She stated that processes will begin to look different and appreciates the questions. The merit system is important to Ms. McDonald and the decisions she makes will support the merit system as well as the Civil Service Rules and Regulations. C. Administration Support Services - Maria Alamo Ms. Alamo informed the Commission the we are in the final quarter of the budget and explained the processes that are involved in closing the fiscal year. D. Executive Director - Christina Pizarro Winting Ms. Pizarro Winting reported that next week the Civil Service Commission meeting will begin at 9:30 a.m. She reported that Friday is a city observed holiday, so agenda packets will be sent on Thursday. Ms. Pizarro Winting elaborated on the safety logistics that it took to make the Fire Captain examination happen, which was a collaborative effort between Energy Resources safety staff and Mr. Burke from Human Resources. After a discussion with Page 11 of 13 CITY OF LONG BEACH WEDNESDAY, JULY 1, 2020 CIVIL SERVICE COMMISSION TELECONFERENCE, 8:30 AM MINUTES the Fire Chief, it was decided that it would be okay to move forward. Every precaution was taken into consideration to ensure everyone’s safety. President Gonzalez Edmond thanked everyone involved for making this happen. 12. UNFINISHED BUSINESS Ad Hoc Subcommittees: A. Subcommittee to Develop Civil Service Commission Policy regarding requests to Utilize Classified Positions in the Unclassified Service President Gonzalez Edmond stated that the approved letter was sent to the International Association of Machinists and Aerospace Workers (IAM). Ms. Pizarro Winting reported that Human Resources has reached out to IAM to schedule a meeting for further discussion. 13. NEW BUSINESS There was no new business discussed. ADJOURNMENT President Gonzalez Edmond adjourned the meeting at 9:44 a.m. NO HEARING Page 12 of 13 CITY OF LONG BEACH WEDNESDAY, JULY 1, 2020 CIVIL SERVICE COMMISSION TELECONFERENCE, 8:30 AM MINUTES 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