Civil Service Commission

CITY OF SARATOGA SPRINGS MUNICIPAL CIViL SERVICE COMMISSION SARATOGA SPRINGS, NEW YORK 12866 REGULAR MEETING City council chambers Thursday, april 27, 2017 9:30am MINUTES PRESENT: elio delsette, chairperson robert mains, commissioner mark Cacozza, Commissioner Fire Chief Gregory Veitch Police Officer Mark Leffler Human Resources Manager Tara Chhabra CHAIRPERSON DELSETTE CALLED THE MEETING TO ORDER AT 9:30am Chairperson DelSette opened the public speaking session at 9:31am There being no one wishing to speak, Chairperson DelSette closed the public speaking session at 9:32am. Chairperson DelSette made a motion to approve the March 23, 2017 minutes as amended. Seconded by Commissioner Mains. Ayes all. PUBLIC SAFETY: Commissioner Mains made a motion to table the revisions to the Fire Captain and Fire Lieutenant job specifications as requested by the Union and approved by the Commissioner of Public Safety Christian Mathiesen. Seconded by Commissioner Cacozza. Ayes all. Chief of Police Gregory appeared before the Commission to discuss the cancelation of the Police Lieutenant examination and the scheduling of examinations every two years. Chief Veitch stated that for the past twenty years the Civil Service Commission has held the police officer and promotional examinations every two years; everyone was aware of this scheduled. Changing the schedule to four years has an impact on people’s career and livelihood; not a large enough agency to have appointments made off every list. Many officers study and plan for these promotional examinations. Commissioner Mains thanked Chief Veitch for the packet he submitted to the Commission. Commissioner Mains asked if the Commission could have a few minutes to review the information. Sergeant Mark Leffler addressed the Commission regarding the Police Lieutenant examination. Sgt Leffler stated that the examination announcement says the eligible list WIIL BE established for a period of 4 years; the Commission meetings state that the eligible lists WILL BE established for four years. Sgt. Leffler contacted the secretary about the ordering of another Police Lieutenant examination when the eligible list had been established approximately one year ago. The secretary reviewed the information and admitted that she had requested the examination by mistake and that she would be bringing this error to the attention of the Civil Service Commission for review and determination. Sgt Leffler asked the Commission to please stand by the decisions have been made and if the Commission should decided to change the rotation of the examination series, then please, follow the process that has been established by the Commission. Commissioner Mains asked what the process was for preparation of the exam. There are courses held to assist those who are interested in taking promotional exams; timing of vacation; whether or not to continue taking college courses or to use that time prepping for a promotional exam; etc. Chairperson DelSette asked the secretary what was the law governing the establishment of eligible list. The secretary responded that under Civil Service Law an eligible list must be established for a minimum period of one year (even if there is only one candidate) up to a maximum of 4 years. The State has strongly recommended and suggested in the Audit report that the Commission established eligible lists for a period of 4 years, but, that decision would be at the discretion of the City of Saratoga Springs Municipal Civil Service Commission. The secretary also explained that if the Commission establishes a eligible list for four years, for good cause, the Commission could administer another examination and establish an eligible list that would replace the current lists that was established for 4 years. There is also the option, under the law, to establish an eligible list for two years and then, for good cause, extend the list another year or two. Chairperson DelSette asked if we ever had an eligible list established past the four year period; the secretary responded one time during the “layoff” and “hiring freeze” proclaimed by the City Council. PUBLIC SAFETY: Commissioner Mains asked if we had held an examination within four years of the list being established. The secretary responded that they had, not promotional, recently for Custodian, Keyboard Specialist, and Clerk when the candidates kept withdrawing their interest in the vacancy. Sergeant Paul Veitch stated that the Commission had held a Police Sergeant examination within the four years. The secretary and the Police Chief had a brief discussion regarding the difference between when the examination was held and when the eligible list was established. The Chief’s time frame began when the examination was administered and the secretary’s time frame began when the eligible list were established. Commissioner Cacozza stated that he was not inclined to re-order the Police Lieutenant examination but he was open to discussing whether or not to hold the examinations on a two year rotation at the next Commission meeting. Commissioner Mains agreed with Commissioner Cacozza. Chairperson DelSette stated that he felt these candidates took the examination in good faith and was not in favor of asking the State to schedule the City for a Police Lieutenant examination. Commissioner Cacozza made a motion to stay with the four year eligible list for Police Lieutenant. Seconded by Commissioner Mains. Ayes all. Police Chief Gregory Veitch addressed the Commission regarding the request for a temporary Police Sergeant position. The secretary explained that under the law we can only fill a promotional vacancy on a temporary basis; the incumbent is on active military duty. Commissioner Cacozza asked if the “appointee” would be aware that the position was only temporary and for one year. The Police Chief responded that all those interested in the position would be made aware. Commissioner Cacozza made a motion to establish one temporary Police Sergeant position effective June 1, 2017 up to and including June 1, 2018. Seconded by Commissioner Mains. Ayes all. The secretary explained to the Commission that the vacancy announcement for Code Enforcement Technician had resulted in very few qualified candidates. The Commissioner of Public Safety is requesting that the Commission revise the minimum qualifications by removing the Bachelor’s Degree qualification and adding a High School Education in an effort to open up the candidate pool. Commissioner Mains asked if adding the High School qualification without removing the Bachelor’s Degree would serve the same purpose? The secretary stated that it would; the candidates would have to meet any one of the qualifications. Commissioner Cacozza made a motion to revise the minimum qualification to include “Graduation from high school or possession of a high school equivalency diploma and six (6) years of full-time paid experience in the design, construction, or inspection of buildings, estimator, construction or general contractor.” Seconded by Commissioner Mains. Ayes all. Commissioner Mains made a motion to approve the temporary Non-Competitive appointment of Joseph DeCrosta to the position of Public Safety Dispatcher part time effective March 25, 2017 up to and including September 30, 2017. Seconded by Commissioner Cacozza. Ayes all. HOUSING AUTHORITY: The Commission reviewed the new position duty statement submitted by the Housing Director. Commissioner Cacozza made a motion to approve the title and job specification for Housing Authority Occupancy Specialist. Second by Commissioner Mains. Ayes all. LIBRARY: Tara Chhabra, Human Resources Manager, appeared before the Commission to discuss the revision of the minimum qualifications for Senior Library Clerk. Ms. Chhabra stated that the Library has approximately 107 employees; 30 full-time and the rest on a part-time basis most of whom have worked 10 or more years at the Library. The Library Staff consists of employees who are at the library as a second job, working full-time elsewhere, therefore they are not capable of working more hour per week. Also the Library is a 7 day a week establishment and opened 10 to 12 hours per day. The Library cannot afford to employee full-time employees for all these shifts. Ms. Chhabara explained that the Library would rather utilizes their part-time employees than hire and train an individual from the “outside.” The part-time employees have the same responsibility as their full-time counterpart. The secretary explained that the Library does not meet the standard 9 to 5, Monday through Friday operations. The secretary informed the Commission that they had made similar adjustments to the minimum qualifications for the Lunch program at the School District changing the amount of time in the position(s) to the number of meals served. Using this same formula, if we considered 2 years of full time employment at 35 hours per week that would equal 3,640 hours (35 hours per week x 52 weeks x 2 years = 3,640) The minimum qualifications could be adjusted to say that the candidate must be employed at the Saratoga Springs Public Library and have worked a minimum of 3,640 hours within two or more years. Commissioner Cacozza asked how we would verify these hours. The secretary could calculate the number of hours and years/month worked stated on the application form; this information could and would be verified by the Public Library’s payroll report. Commissioner Mains made a motion to approve the revision of the Senior Library Clerk minimum qualifications to include a minimum number of hours worked. Seconded by Commissioner Cacozza. Ayes all. LIBRARY: The Commission reviewed the information submitted by the Library for the addition of duties to the Librarian I job specification. Ms. Chhabra explained that the Library would like to separate the departments outlining the differences between assignments within the Librarian I duties and responsibilities. Commissioner Cacozza made a motion to approve the requested additional of duties. Seconded by Commissioner Mains. Ayes all. PUBLIC WORKS: The secretary informed the Commission that the paper work for review of the Exempt Classification of the Deputy Commissioner of Public Works position has not been submitted. Section 41.2 of Civil Service Law required the Commission to review and re-evaluate vacant Exempt Class positions within four month of the vacancy. The Commission discussed their responsibility and what action(s) may be required under the law. Commissioner Cacozza made a motion that a letter be sent to Commissioner Scirocco requesting the signed original be submitted to the Civil Service Commission office before the May 24, 2017 Commission meeting; with a copy to the City Attorney and the DPW Business Manger. Seconded by Commissioner Mains. Ayes all. Commissioner Mains made a motion to approve the Labor Class appointment of Jonathan Scott to the position of Laborer effective April 24, 2017. Seconded by Commissioner Cacozza. Ayes all. Commissioner Cacozza made a motion to approve the Provisional appointment of Troy Bianco to the position of Engineering Technician effective April 3, 2017. Seconded by Commissioner Mains. Ayes all. RECREATION: Commissioner Mains made a motion to approve the following Non-Competitive appointments. Seconded by Commissioner Cacozza. Ayes all. Madilyn Eddy Sports Program Coordinator effective April 22, 2017 Stephanie Geller Sports Program Coordinator effective April 29, 2017 SCHOOL DISTRICT: The Commission reviewed the New Position Duty Statement submitted by the School District regarding the classification of clerical position within the Transportation Department. Commissioner Mains made a motion to adopt the title and job specification for Transportation Routing Clerk. Seconded by Commissioner Cacozza. Ayes all Commissioner Cacozza made a motion to confirm the following Labor Class appointments. Seconded by Commissioner Mains. Ayes all. Martha Ray School Monitor effective 03/31/17 Joanne Seastrand Food Service Helper effective 04/12/17 Commissioner Mains made a motion to confirm the following Non-Competitive appointments. Seconded by Commissioner Cacozza. Ayes all. Elizabeth Dimick School Bus Driver effective 04/11/17 Martha Ray Teacher Aide effective 03/31/17 McKenzie Regan Keyboard Specialist part time effective 03/27/17 CIVIL SERVICE: Human Rights Case: The secretary updated the Commission on the status of the age discrimination complaint. The office staff had a telephone conversation with the lawyer’s office representing the civil service office. The secretary explained the application process from the announcement of the examination to the review of the application form. The secretary verified that there had been several conversations with the complainant explaining the required experience and what was lacking on the application form. The secretary confirmed that at no time was age ever discussed or mentioned. EXAMINATIONS WERE ORDERED for the following class titles: Code Enforcement Technician ordered March 28, 2017 EXAMINATIONS WERE ANNOUNCED for the following class titles: Public Works Office Supervisor #64-149 APPLICATIONS WERE APPROVED for the following examinations: School Nurse Supervisor #64-521 approved – 1 disapproved - 0 Senior Library Clerk #74-673 approved – 9 disapproved - 0 ELIGIBLE LISTS WERE ESTABLISHED for the following examinations: Account Clerk #10-816 (revision) revised April 27, 2017 Executive Assistant #62-676 established April 27, 2017 to April 27, 2019 Senior Account Clerk #67-082 established April 27, 2017 to April 27, 2021 Chairperson DelSette adjourned the meeting at 11:15am. The next Civil Service Commission meeting is scheduled for May 24, 2017. Approved: May 27, 2017 Respectfully submitted by: Patsy Berrigan, Secretary