Civil Service Commission

CITY OF LONG BEACH WEDNESDAY, MAY 12, 2021 CIVIL SERVICE COMMISSION TELECONFERENCE, 8:30 AM MINUTES Joen Garnica, President Phyllis O. Arias, Commissioner Brandon Dowling, Vice President Susana Gonzalez Edmond, Commissioner Yvonne Wheeler, Commissioner Christina Pizarro Winting, Executive Director FINISHED AGENDA AND MINUTES REVISED SPECIAL MEETING 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. PLEASE VIEW THE MEETING FROM YOUR COMPUTER, TABLET, OR SMARTPHONE VIA: https://longbeach.granicus.com/ViewPublisher.php?view_id=84 President Garnica called the meeting to order at 8:30 a.m. FLAG SALUTE President Garnica asked Ms. Camerino to lead the Pledge of Allegiance. ROLL CALL Commissioners Phyllis O. Arias, Yvonne Wheeler, Susana Gonzalez Edmond, Present: Brandon Dowling and Joen Garnica Page 1 of 14 CITY OF LONG BEACH WEDNESDAY, MAY 12, 2021 CIVIL SERVICE COMMISSION TELECONFERENCE, 8:30 AM MINUTES 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 comments received from the public. 2. 21-142CS Recommendation to approve minutes: Special Meeting of April 28, 2021 Commissioner Gonzalez Edmond wanted to know if the minutes are supposed to reflect the order in which items are taken, or do they just stay in the same area that they are located. Ms. Camerino stated that comments have always been included under the item and not moved. Mr. Anderson stated that there is no preferred order just as long as the minutes capture what took place during the meeting. A motion was made by Commissioner Wheeler, seconded by Vice President Dowling, to approve recommendation. The motion carried by the following vote: Yes: 5 - Phyllis O. Arias, Yvonne Wheeler, Susana Gonzalez Edmond, Brandon Dowling and Joen Garnica CONSENT CALENDAR (3 – 7): President Garnica pulled Agenda Item 3 for a separate discussion. Passed the Consent Calendar A motion was made by Commissioner Arias, seconded by Vice President Dowling, to approve Consent Calendar Items (4 - 7), except for Item (3). The motion carried by the following vote: Yes: 5 - Phyllis O. Arias, Yvonne Wheeler, Susana Gonzalez Edmond, Brandon Dowling and Joen Garnica 3. 21-143CS Recommendation to approve examination results: Page 2 of 14 CITY OF LONG BEACH WEDNESDAY, MAY 12, 2021 CIVIL SERVICE COMMISSION TELECONFERENCE, 8:30 AM MINUTES Civil Engineer Test #22 Electrical Engineer Test #02 Housing Assistance Coordinator Police Officer - Lateral Test #20 Public Safety Dispatcher I-IV - Lateral Test #08 Refuse Operator I-III Test #29 School Guard Test #01 Senior Librarian Test #01 Special Services Officer I-IV Test #53 Survey Technician President Garnica wanted to know the reason for so many (Housing Assistance Coordinator) applications not being accepted. Ms. Davalos responded that applicants are provided with an opportunity to self-identify as to whether or not they have the requirements to file for the position. She stated that out of the 144 applicants who were not accepted, a total of 98 of them self-identified as not meeting the requirements for the position. She stated that the remaining 46 applicants were further assessed and did not meet the requirements as well. She found that most applicants did not have the requirement of two years of increasingly responsible work for a public housing authority. She stated that ten applicants did not report to the oral interview. President Garnica asked where in the process were the 98 applicants removed. Ms. Davalos responded that the question was included in the beginning as part of a list of the supplemental questions that applicants had to answer. President Garnica stated that she recognizes that Public Safety Dispatcher is a difficult position to fill. She stated that out of the 22 who applied, only one qualified. She wanted to know if staff plans to approach the position differently, such as holding the examination more frequently or directing applicants to any college courses. Ms. Pizarro Winting responded that the hiring department is in the process of selecting staff. Ms. Kerr-Jenkins explained that there are three employment opportunities for Public Safety Dispatcher. She stated that applicants can take the National Testing Network’s ECOMM examination. Another opportunity is POST Waiver, where applicants who have previously taken the POST examination are able to use previous scores to qualify. The Lateral opportunity is the final one which allows dispatchers with previous experience to apply. She stated that all examinations run continuously, with results Page 3 of 14 CITY OF LONG BEACH WEDNESDAY, MAY 12, 2021 CIVIL SERVICE COMMISSION TELECONFERENCE, 8:30 AM MINUTES being placed on the agenda monthly or sometimes sooner. Ms. Kerr-Jenkins stated that the result that is currently on the agenda is for Public Safety Dispatcher Lateral. She stated that she does not typically receive a lot of applications and went over requirements to file. Applicants who do not qualify for the lateral opportunity are redirected to apply under one of the other opportunities. She stated that prior to the pandemic, workshops and orientations were held to provide information and direction to applicants. Staff also participated in career fairs at local college sites and continues to offer fee waivers for the examination. She also recommends resources, such as the POST website and Public Safety Dispatcher courses at Golden West College. Ms. Kerr-Jenkins plans to work with the Recruitment Division to map out a plan to bring back workshops and community outreach, as well as a dedicated information page. She stated that the department does not have any concerns regarding applicants and provided statistics. President Garnica and Commissioner Gonzalez Edmond thanked Ms. Kerr-Jenkins for being thorough. A motion was made by Commissioner Gonzalez Edmond, seconded by Commissioner Wheeler, to approve recommendation. The motion carried by the following vote: Yes: 5 - Phyllis O. Arias, Yvonne Wheeler, Susana Gonzalez Edmond, Brandon Dowling and Joen Garnica 4. 21-144CS Recommendation to approve bulletin(s): Electrical and Instrumentation Technician I-II - REVISED Permit Technician I-II Police Sergeant A motion was made to approve recommendation on the Consent Calendar. 5. 21-145CS Recommendation to receive and file retirement(s): Sirilo Garcia, Police Officer, Police Department (27 yrs., 7 mos.) Joseph Gludt, Police Sergeant, Police Department (28 yrs., 2 mos.) John Griffith, Senior Combination Building Inspector, Department of Development Services (37 yrs., 6 mos.) Page 4 of 14 CITY OF LONG BEACH WEDNESDAY, MAY 12, 2021 CIVIL SERVICE COMMISSION TELECONFERENCE, 8:30 AM MINUTES Daniel Mendoza, Police Sergeant, Police Department (23 yrs., 5 mos.) A motion was made to approve recommendation on the Consent Calendar. 6. 21-146CS Recommendation to receive and file resignation(s): Nelson Chhim, Maintenance Assistant I, Department of Health and Human Services (1 yr., 6 mos.) Jennifer De La Torre, Public Safety Dispatcher II, Department of Disaster Preparedness and Emergency Communications (5 yrs., 7 mos.) Ryan Dixon, Ambulance Operator, Fire Department (11 mos., 6 days) Matthew Merz, Police Officer, Police Department (10 mos., 8 days) Priscilla Stovall, Police Officer, Police Department (2 yrs., 5 mos.) A motion was made to approve recommendation on the Consent Calendar. 7. 21-147CS Recommendation to approve transfer(s): Susie Oh - Administrative Analyst II, Fire Department to Administrative Analyst III, Human Resources Department A motion was made to approve recommendation on the Consent Calendar. REGULAR AGENDA 8. 21-148CS RECOMMENDATION TO REQUEST PROVISIONAL APPOINTMENT - Administrative Aide Communication from Ken Walker, Acting Personnel Administrator, Police Department Staff Report prepared by Elsa Ramos, Personnel Analyst Page 5 of 14 CITY OF LONG BEACH WEDNESDAY, MAY 12, 2021 CIVIL SERVICE COMMISSION TELECONFERENCE, 8:30 AM MINUTES Ms. Pizarro Winting introduced Ms. Ramos who briefed the Commission regarding this item. Representatives were on the call to answer questions. Commissioner Arias wanted to know the anticipated time line for recruitment and eligibility for the positions. Ms. Ramos stated that the recruitment process has begun and anticipates it will take approximately four months to complete. A motion was made by Vice President Dowling, seconded by Commissioner Arias, to approve recommendation. The motion carried by the following vote: Yes: 5 - Phyllis O. Arias, Yvonne Wheeler, Susana Gonzalez Edmond, Brandon Dowling and Joen Garnica 9. 21-149CS RECOMMENDATION TO APPROVE REVISED CLASSIFICATION SPECIFICATION - Animal Control Officer I-II Communication from Joe Ambrosini, Director, Human Resources Department Staff report prepared by Sylvana Tamura, Personnel Analyst Ms. Pizarro Winting stated that this has been a long process with the department and bargaining units that began with Ms. Valdoria and was finalized by Ms. Tamura. President Garnica added that the last time the classification specification was reviewed was in 1974. Ms. Tamura briefed the Commission regarding this item. Representatives from the Department of Parks, Recreation and Marine as well as the Department of Human Resources were on the call to answer questions. Commissioner Gonzalez Edmond thanked staff for their work on this hard to fill position. A motion was made by Commissioner Gonzalez Edmond, seconded by Commissioner Wheeler, to approve recommendation. The motion carried by the following vote: Yes: 5 - Phyllis O. Arias, Yvonne Wheeler, Susana Gonzalez Edmond, Brandon Dowling and Joen Garnica Page 6 of 14 CITY OF LONG BEACH WEDNESDAY, MAY 12, 2021 CIVIL SERVICE COMMISSION TELECONFERENCE, 8:30 AM MINUTES 10. 21-150CS RECOMMENDATION TO APPROVE REVISED CLASSIFICATION SPECIFICATION - Aquatics Supervisor I-II Communication from Joe Ambrosini, Director, Human Resources Department Staff report prepared by Sylvana Tamura, Personnel Analyst Ms. Pizarro Winting introduced Ms. Tamura who briefed the Commission regarding this item. Representatives from the Department of Parks, Recreation and Marine as well as the Department of Human Resources were on the call to answer questions. Commissioner Gonzalez Edmond wanted to know if a bachelor’s degree has always been required for this classification. Ms. Tamura responded that this has been a requirement since 2007. She stated that in her experience with benchmark cities, a bachelor’s degree is typically required. A motion was made by Commissioner Wheeler, seconded by Commissioner Arias, to approve recommendation. The motion carried by the following vote: Yes: 5 - Phyllis O. Arias, Yvonne Wheeler, Susana Gonzalez Edmond, Brandon Dowling and Joen Garnica 11. 21-151CS RECOMMENDATION TO APPROVE REVISED CLASSIFICATION SPECIFICATION - Civil Engineering Assistant Communication from Joe Ambrosini, Director, Human Resources Department Staff report prepared by Sylvana Tamura, Personnel Analyst Ms. Pizarro Winting introduced Ms. Tamura who briefed the Commission regarding this item. Representatives from the Department of Human Resources as well as other user departments were on the call to answer questions. Page 7 of 14 CITY OF LONG BEACH WEDNESDAY, MAY 12, 2021 CIVIL SERVICE COMMISSION TELECONFERENCE, 8:30 AM MINUTES A motion was made by Vice President Dowling, seconded by Commissioner Gonzalez Edmond, to approve recommendation. The motion carried by the following vote: Yes: 5 - Phyllis O. Arias, Yvonne Wheeler, Susana Gonzalez Edmond, Brandon Dowling and Joen Garnica 12. 21-152CS RECOMMENDATION TO APPROVE REVISED CLASSIFICATION SPECIFICATION - Traffic Signal Technician I-II Communication from Joe Ambrosini, Director, Human Resources Department Staff report prepared by Shellie Goings, Personnel Analyst Ms. Pizarro Winting introduced Ms. Goings who briefed the Commission regarding this item. Representatives from the Department of Public Works as well as the Department of Human Resources were on the call to answer questions. Commissioner Arias asked why there wasn’t more detail listed under Distinguishing Characteristics for Grade Level II. She wanted to know if there is an opportunity to add language that indicates who the Grade Level II supervisor would train and supervise. Ms. Pizarro Winting responded that changes would need to go back to the department and bargaining unit. Commissioner Arias would like to see the additional language included in future classification specification revisions. Commissioner Gonzalez Edmond wanted clarification on the language regarding “rotating call out” that is listed under Knowledge, Skills and Abilities and asked if this implies that the staff person would be on call 24 hours or overnight. Ms. Goings responded that she was correct. She stated that staff would be on call as needed. A motion was made by Commissioner Gonzalez Edmond, seconded by Commissioner Wheeler, to approve recommendation. The motion carried by the following vote: Yes: 5 - Phyllis O. Arias, Yvonne Wheeler, Susana Gonzalez Edmond, Brandon Dowling and Joen Garnica Page 8 of 14 CITY OF LONG BEACH WEDNESDAY, MAY 12, 2021 CIVIL SERVICE COMMISSION TELECONFERENCE, 8:30 AM MINUTES 13. 21-153CS RECOMMENDATION TO APPROVE BULLETIN(S) Aquatic Supervisor I-II Civil Engineering Assistant President Garnica stated that now that the revised classification specifications for Aquatics Supervisor and Civil Engineering Assistant have been approved, she would like a motion to approve the bulletins. A motion was made by Vice President Dowling, seconded by Commissioner Wheeler, to approve recommendation. The motion carried by the following vote: Yes: 5 - Phyllis O. Arias, Yvonne Wheeler, Susana Gonzalez Edmond, Brandon Dowling and Joen Garnica 14. 21-154CS BUDGET PRESENTATION Communication from Maria Alamo, Administrative Officer Ms. Pizarro Winting introduced Ms. Alamo who provided the Commission with an overview of the current fiscal year’s budget for the Civil Service Department. The amounts included in the presentation represents half of the fiscal year. Commissioner Gonzalez Edmond thanked Ms. Alamo for sharing a mid-year analysis of the budget. She wanted to know if we were fully staffed at this time. Ms. Alamo responded that there is a vacant Clerk Typist position in the Recruitment and Outreach Division as well as a bit of salary savings from when Ms. Valdoria vacated her position in March. Commissioner Gonzalez Edmond commented that the budget looks good. She stated that she noticed we would be over in the salary section of the budget, but we made up for it in the employee benefits section. Commissioner Gonzalez Edmond stated that she appreciates Ms. Alamo sharing the Intrafund expenses. She stated that we are approaching a difficult budget year due to the pandemic, so there is a potential for chargebacks. Commissioner Arias thanked Ms. Alamo for her report and asked her to explain the Employee Benefits section. Ms. Alamo provided an overview of this section as well as the Personnel/Salary and Wages section and explained charges contained within them. Page 9 of 14 CITY OF LONG BEACH WEDNESDAY, MAY 12, 2021 CIVIL SERVICE COMMISSION TELECONFERENCE, 8:30 AM MINUTES Commissioner Arias wanted to know where the hearing funds come from. Ms. Alamo provided an explanation as to which area the charges would come from as well as the different line items within each area. Commissioner Gonzalez Edmond wanted to clarify that the Commission stipends would be charged under Personnel/Salary and Wages. Ms. Alamo confirmed she was correct. A discussion took place regarding funds related to vacation time of employees who leave the department. President Garnica asked Ms. Alamo to explain the difference between Intrafund and Interfund. Ms. Alamo explained that quarterly costs from various departments are part of Interfund and one-time charges from various departments are included in the Intrafund. President Garnica thanked Ms. Alamo for her presentation and Commissioner Gonzalez Edmond for having it placed as an agenda item. A motion was made by Commissioner Arias, seconded by Commissioner Gonzalez Edmond, to approve recommendation. The motion carried by the following vote: Yes: 5 - Phyllis O. Arias, Yvonne Wheeler, Susana Gonzalez Edmond, Brandon Dowling and Joen Garnica 15. STANDING COMMITTEES A. Executive Committee The Executive Committee did not have any new information to report. B. Recruitment and Selection Committee The Recruitment and Selection Committee did not have any new information to report. C. Special Projects Committee The Special Projects Committee did not have any new information to report. Page 10 of 14 CITY OF LONG BEACH WEDNESDAY, MAY 12, 2021 CIVIL SERVICE COMMISSION TELECONFERENCE, 8:30 AM MINUTES 16. REPORTS FROM MANAGERS A. Recruitment and Outreach Services Division - Crystal Slaten Ms. Slaten reported that her division’s outreach efforts have been expanded to include non-profit and faith-based organizations, education institutions, business associations, bargaining units and additional diversity groups. She thanked Ms. Cano and Ms. Macias who have been outreaching to various individuals within the groups. She also thanked Ms. Cano for her work with assisting the Employment Services Division as well as social media. Ms. Cano has also been working with the City’s communication team to see how Civil Service can expand its presence while staying within specific parameters. Ms. Slaten provided an update on the Female Firefighters Career workshop that took place over the weekend at the Fire Training Academy. She stated it was amazing to see the number of women interested in a career in fire service. Deputy Chief Dennis Buchanan provided an overview of the day’s events. He thanked Ms. Pizarro Winting and Ms. Slaten for their assistance. He also thanked Ms. McDonald and Ms. Goings for the upcoming Fire Engineer Academy where 14 males and 2 females will be participating. He stated that a demographic report will be coming to the Commission before its next meeting. President Garnica thanked Deputy Chief Buchanan for his update. She stated that she was able to see pictures on social media and it looked fantastic. She is happy to hear that so many women showed up to the workshop. Commissioner Gonzalez Edmond wanted to know the demographics of the women who showed up to the workshop. Deputy Chief Buchanan stated that it was a very mixed group. He did not recall exact demographics, but it was representative of the Long Beach community. B. Employment Services Division - Caprice McDonald Ms. McDonald thanked staff for all their work on the classification specifications as it was a lot of work in collaboration with bargaining units and Human Resources. In addressing Commissioner Arias’ comment related to the language under Distinguishing Characteristics, Ms. McDonald stated that staff have been in discussion with departments. She also provided an update regarding the Administrative Analyst examination process. The written examination that consisted Page 11 of 14 CITY OF LONG BEACH WEDNESDAY, MAY 12, 2021 CIVIL SERVICE COMMISSION TELECONFERENCE, 8:30 AM MINUTES of 100 multiple choice questions, was administered through the National Testing Network testing platform. Candidates had a 48-hour window to take the test and provided information regarding the specifics of the testing. C. Administration and Support Services Division - Maria Alamo Ms. Alamo thanked the Commission for the opportunity to present the budget and thanked Ms. Pen-Chhuon for assisting with the presentation. D. Executive Director - Christina Pizarro Winting Ms. Pizarro Winting thanked everyone for their work on the classification specifications. Ms. Pizarro Winting reported on the Return to Work Committee. She plans to have a meeting with Human Resources to specifically discuss virtual hearings and the Commission meetings. Ms. Pizarro Winting reported that she will be meeting with the Directors of Human Resources and Technology and Innovation to discuss the public comment related to Communication Specialist. Commissioner Gonzalez Edmond appreciates the meeting and the understanding of what the departments will be doing, but as a Commissioner, she would like to know what the Civil Service Commission’s role is within the process. She stated that public comments come back to the Commission with unresolved issues after they assumed it was addressed. She stated that it is important for the Commission and the department to understand and to see if there is anything else that can be done. Commissioner Gonzalez Edmond wanted to know when the reconciliation report will be brought back to the Commission. Ms. Pizarro Winting reported that this item will be on the agenda for May 26, 2021. President Garnica stated that this item will be added to the list of pending items. She also appreciated Commissioner Gonzalez Edmond inquiring regarding the public comment. She wants to ensure the Commission is fully aware of its responsibility. Commissioner Arias wanted to know if there was an update on the education issue which went to the Recruitment and Selection Committee. Ms. Pizarro Winting reported that staff is currently conducting the research. She stated that we will schedule a Recruitment and Selection Committee meeting once completed. 17. UNFINISHED BUSINESS Page 12 of 14 CITY OF LONG BEACH WEDNESDAY, MAY 12, 2021 CIVIL SERVICE COMMISSION TELECONFERENCE, 8:30 AM MINUTES There was no unfinished business to discuss. 18. NEW BUSINESS Commissioner Gonzalez Edmond commented that she was at a meeting with the Mayor and heard that City Hall would be repopulating soon. She wanted to know if this would be that hearings could be scheduled soon. She also would like to request a retreat for the Commission. President Garnica stated that she will be meeting with Ms. Pizarro Winting to discuss the retreat as well as the other items she mentioned. She hopes to have an update at the next meeting or the meeting after. Ms. Pizarro Winting stated that the Return to Work Committee is looking at a return date following June 15, 2021, to coincide with the state’s reopening. She reported that the Permit Counter at City Hall was reopened to the public but by appointment only. She stated that city employees have been given a 30-day notice and Human Resources is currently working on policies and procedures. She stated that her meeting with Human Resources is specific to the Commission and hearings. Ms. Pizarro Winting reported that once employees return to work, only a percentage of staff will be allowed per floor. Commissioner Gonzalez Edmond stated that she heard we would be fully reopened after July 4th. ADJOURNMENT President Garnica adjourned the meeting at 10:02 a.m. Page 13 of 14 CITY OF LONG BEACH WEDNESDAY, MAY 12, 2021 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 14 of 14