Civil Service Commission

CITY OF SARATOGA SPRINGS MUNICIPAL CIViL SERVICE COMMISSION SARATOGA Springs, NEW YORK 12866 REGULAR MEETING CITY COUNCIL CHAMBERS Wednesday, May 31, 2017 MINUTES PRESENT: elio delsette, chairperson Robert mains, commissioner Mark Cacozza, Commissioner Christian Mathiesen, Commissioner of Public Works Eileen Finneran, Deputy Commissioner of Public Works Robert Williams, Fire Chief James Morrow, IAFF Union President Nicholas Collucci, IAFF Union Gregory Veitch, Chief of Police 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 opened the Public Hearing at 9:32am. The Chairperson asked the secretary to explain the revisions to the City of Saratoga Springs Municipal Civil Service Commission Rules and Regulations. The secretary reminded the Commissioners that the New York State Department of Civil Service had conducted two reviews of the office covering: rules, appendices; processes, appointments, and payroll certification. During these reviews it was recommended that the Commission “update” some of the rules in accordance with the recommendations of the State Civil Service Commission. There aren’t any major changes to the text of the rules; the probationary term, transfers, appointment process, etc; remain as is. There are some changes to the canvass process: after two refusals or no response the candidate’s name is restricted on the eligible list. If the candidate’s status should change, then, all the candidate has to do is write to the Commission explaining their change in status and the Commission could opt to return the candidate to “active” on the eligible list. The payroll certification has been modified to include the fiscal year of the agency. Previously all payrolls were to be certified at the first of the year; school districts are on vacation the last two weeks of December and the first few days of January, therefore, the January 1st payroll is not an accurate depiction of the number of employees. The portion of the text that has been revised is the adoption of user friendly terminology as recommended by the New York State Department of Civil Service. The changes to the appendices are also a recommendation of the State; removal of titles no longer being used such as Baker, Stenographer, Telephone Operator, Switchboard Operator, etc. One title Handicapped Student Interpreter has been deemed offensive by the School District. The secretary explained that she has been in contact with the State for a new title. The position titles of Recreation Leader and Recreation Specialist are designated as seasonal which means the incumbent can only work for three months (season). A seasonal appointee cannot work consecutive seasons. This no longer meets the needs of the Recreation Department as their ice rinks are now open 11 months and they have multiple programs that the seasonal appointees would like be hired for. These have developed into part-time positions. The work force used for these positions are high school students, college students and retirees. A competitive examination would be difficult to maintain as the number of candidates range for 100 to 120 according to the time of year and the programs being held. These employees work an average of 15 hours per week and may work sporadically according to their school and sports schedule. Placing Recreation Leader and Recreation Specialist in the part-time Non-Competitive Class would be advantageous for the Recreation Department and easier for Civil Service to track and maintain roster cards and personnel files. The Human Resources Administrator is currently classified as Competitive. The position has been vacant since March; there has been no inquiry regarding the filling of this position. The Human Resources Administrator examination was offered on March 21, 2009 resulting in 0 candidates appearing for the exam; May 22, 2010 again no candidates applied for the exam, March 8, 2014 there was one applicant, and April 23, 2016 there was one applicant. Based on the examination results, the State feels that it may be a possibility that the position should be classified as Non-Competitive. Changing the classification from Competitive to Non-Completive eliminates the examination process but keeps the minimum qualifications and approval by the Civil Service Commission. The Civil Service Commission will announce the vacancy, review and approve the applications; however, there will not be any written examination. Chairperson DelSette asked if there was anyone who wished to address the proposed revisions to the City of Saratoga Springs Municipal Civil Service Rules and Regulations and Appendices. There being no one wishing to address the Commission on this issue, the Chairperson made a motion to close the public hearing and to adopt the revisions as proposed. Seconded by Commissioner Mains. Aye all. Public hearing was closed at 9:45am Chairperson DelSette made a motion to approve the April 27, 2017 meeting minutes. Seconded by Commissioner Mains Ayes all. PUBLIC SAFETY: The Chairperson asked the secretary to update the Commission on the revisions to the Fire Captain and Fire Lieutenant job specifications. The secretary reminded the Commission that they had been reviewing and updating job specifications in an effort to keep up with the changing duties/responsibilities/and needs of the departments. The secretary explained that Section 22 of the New York State Civil Service Law gives the Civil Service Commission sole responsibility for the title/duties/responsibilities/and minimum qualifications of the position – not the union contract. The secretary asked the Fire Chief to please come forward and address the Commission. The Fire Chief stated that previously he had appeared before the Commission to update the Firefighter, Fire Captain, Fire Lieutenant, Fire Chief and Assistant Fire Chief job specifications. Continuing that process, the Chief has proposed additional changes to the Fire Lieutenant and Fire Captain job specifications. Commissioner of Public Safety Christian Mathiesen presented to the Commission a data sheet of service calls for 2013, 2014, 2015, and 2016. The Commissioner stated that the data sheet indicates the evolution of the Fire Company from more than just waiting for a fire into the Ambulance Service they now provide the City. The Firefighters are now EMTs and Paramedics. Paramedics should supervise other Paramedics; they need to be at the same medical level as those individuals that they evaluate, train, and supervise. James Morrow, Union President, addressed the Commission stating that he disagrees that supervisors need to be EMTs or Paramedics in order to train/evaluate/supervise. Firefighter Morrow stated that he is not a Paramedic and he has supervised Paramedics while performing duties as an acting Fire Lieutenant. Firefighter Morrow also stated that the Union has been working with the Commissioner and Fire Chief on this issue for the past few months; the biggest hurtle being the EMT and Paramedic certifications for the entire employment rather than the 15 years as stated in the Union Contract. Firefighter Morrow stated that neither the Fire Chief or the Assistant Fire Chief have maintained their Paramedic Certifications. Commissioner Mains asked what the process was for maintaining the Certification. Firefighter Morrow stated that there are a certain number of hours which need to be documented and submitted to New York State. Firefighter Nicholas Collucci responded to Commissioner Mains question by stating: minimum of 24 hours each year a maximum of 72 hours. There are core courses, such as: CPR, Airway/Respiration/Ventilation, Cardiovascular, Cardiac Arrest, Pediatric, Hemorrhage Control, Medical. Firefighter Collucci also stated that after 15 years as a Paramedic you have seen it all leading to a supervisory role. Commissioner Mains asked where the training was held. Firefighter Morrow responded that most training is held within the department. Commissioner Mains asked if the training was conducted during work hours; Firefighter Morrow stated that in most cases it was. Commissioner Mains stated that the training is held in house, during work hours plus the Firefighters are paid an additional increment for being either an EMT or Paramedic. Firefighter Morrow agreed with Commissioner Mains statement. Firefighter Morrow asked what would be the process if a Fire Lieutenant or Fire Captain decided not to maintain their certification after being appoined to either position. Commissioner Mathiesen stated that the incumbent would be returned to the position of Firefighter. The secretary stated that the minimum qualifications of the position must be met in order to retain the appointment. Firefighter Morrow asked the Commissioner of Public Safety if he would “demote” a long standing Fire Lieutenant or Fire Captain if they did not maintain the certifications. Commissioner Mathiesen responded that if a Fire Lieutenant or a Fire Captain decided they no longer wished to maintain the certification, he would approve their demotion to Firefighter. The secretary asked was there a reason for the establishment of a 15 year time frame for maintaining a certification. Firefighter Morrow was not sure why 15 years except that you need to recertify every 3 years; 5 tours would equal 15 years; may no longer be able to mentally perform as an EMT or Paramedic after 15 years. Though no one has been removed due to the inability to perform EMT or Paramedic duties after 15 years. Chairperson DelSette stated that he is a long standing Civil Service Commissioner and a long standing Union representative which gives him the ability to understand both sides of the issue. However, he is not inclined to support the Union’s position. The Chairperson stated that he felt that the Appointing Authority’s request did not impede the continual growth of the department. Commissioner Cacozza stated that in his profession he must recertify his legal education and believes the Chief and Commissioner’s request to be reasonable. Chairperson DelSette asked the secretary to call the vote on the revisions to the Fire Lieutenant and Fire Captain job specifications as presented to the Commission. Seconded by Commissioner Mains. Chairperson DelSette – Aye; Commissioner Cacozza – Aye and Commissioner Mains – Aye. PUBLIC SAFETY: Police Chief Gregory Veitch appeared before the Commission to request that the temporary Sergeant position that was requested and approved at the April meeting be re-classified to a permanent Police Sergeant position. The Chief explained, that while there is one Police Sergeant out on active military duty, the department has decided to re-organize and will need a full-time permanent Police Sergeant position rather than the temporary position. Commissioner Mains asked if this would have any impact on the Police Sergeant who is currently out on active military leave. The Police Chief responded that it would not. Commissioner Cacozza made a motion to approve the request for a full-time permanent Police Sergeant position in place of the temporary Police Sergeant position classified at the April Civil Service Commission meeting. Seconded by Commissioner Mains. Ayes all. Chairperson DelSette asked if there was any objections to the Public Safety Police examination series to start being held on a two year rotation effective January 2019. Chairperson DelSette made a motion to approve a two year examination rotation for entry-level through promotional examinations for the City of Saratoga Springs Police Department. Seconded by Commissioner Mains. Ayes all. Commissioner Mains made a motion to approve the leave of absence effective May 11, 2017 up to and including July 28, 2017. Seconded by Commissioner Cacozza. Ayes all. The secretary informed the Commission that she had forgotten to place an item on the agenda – revisions to job specification for a grant position. Commissioner Cacozza made a motion to add this item to the agenda. Seconded by Commissioner Mains. Ayes all. John Donnelly, Code Administrator, addressed the Commission regarding the Zombie property grant award. Previously the Public Safety Department approached the Commission to classify a Special Prosecutor to assist with the enforcement of abandoned property or properties that are unsafe for occupancy. Mr. Donnelly explained the original plan was to request continued budget in 2018 and retain the position within the Department of Public Safety. However, after meetings with the Finance Department and the City Attorney it was determined that the position would be “rolled-into” the City Attorney’s office after the Grant monies had been exhausted. Therefore, there will not be any need for a special prosecutor, but, there will be a need for a law clerk to assist in the zombie property process. Mr. Donnelly requested that the Commission change the title from Public Safety Special Prosecutor to Law Clerk/Special Prosecutor and to revise the duties/responsibilities to state that the incumbent will assist instead of be responsible for. It would also not be necessary to the incumbent to have a NYS License to practice law but a Juris Doctor degree would be desirable. Commissioner Cacozza made a motion to approve the requested title change, the revisions to the duties/responsibilities and the revision of the minimum qualifications from NYS license to practice law to a Juris Doctor degree. Seconded by Commissioner Mains. Ayes all. ACCOUNTS: The secretary explained to the Commission that Real Property Appraisal Technician job specification has not been reviewed since 2005 and the Commissioner of Accounts would like to update the job specification. There are duties that are no longer performed by an incumbent in this position and there are duties which he would like to add. The Commissioner would also like to adjust the minimum qualifications to be in accordance with other positions within the department and add a promotional qualification. Commissioner Mains made a motion to approve the revisions as requested by the Commissioner of Accounts. Seconded by Commissioner Cacozza. Ayes all. HOUSING AUTHORITY: Commissioner Cacozza made a motion to approve the Provisional appointment of Joan Hendricks to the position of Tenant Relations Assistant effective April 18, 2017. Seconded by Commissioner Mains. Ayes all. PUBLIC WORKS: Commissioner Cacozza made a motion to approve the Labor Class appointment of Anthony Licata to the position of Laborer effective May 8, 2017 up to and including August 8, 2017. Seconded by Commissioner Mains. Ayes all. Commissioner Mains made a motion to approve the Labor Class appointment of Sandra Cross to the position of Laborer effective May 24, 2017. Seconded by Commissioner Cacozza. Ayes all. Commissioner Cacozza made a motion to approve the following Labor Class appointments to the position of Carousel Worker effective May 1, 2017 up to and including December 31, 2017. Seconded by Commissioner Mains. Ayes all. Alexandra Crooks Sandra Cross Betty Daniels Benjamin Leambruno Marjorie Leabourne Connie McIntosh Sheila O’Donnell Angela Thomas RECREATION: Commissioner Mains made a motion to approve the following Non-Competitive Class appointments. Seconded by Commissioner Cacozza. Ayes all. Addison Bonacio Sports Program Coordinator effective May 9, 2017 Raju Gandhi Recreation Leader effective June 2, 2017 Thomas Pelletier Recreation Leader effective June 3, 2017 Jack Rothstein Skate Guard effective July 3, 2017 Commissioner Mains made a motion to approve the following temporary appointments to the summer Camp Saradac program effective June 3, 2017 up to and including August 31, 2017. Seconded by Commissioner Cacozza. Ayes all. Jeffrey Babcock Morgan Baker Michael Bashant Jordyn Bloem Janice Carlson Natalie Collura Cheyenne Dingman Sophia DiNinni Mary Egan Sukhpreet Grewal Emily Jackson Alexander Jenkins Matthew Jensen Sawyer Kingsley Emily Lescault Hunter Lescault Tyler Lozier Larry Messer Renee Miller Egan Mills Tereska Nardelli Nicholas Richard Madison Ryan Tristan Saunders Carolyn Shields Daniel Winters Karry Ziegler SCHOOL DISTRICT: The secretary explained to the Commission that she had petitioned the New York State Department of Civil Service for the approval of a 52.7 appointment to the position of Transportation Routing Clerk. The State has determined that the Clerk examination would not be sufficient for an appointment to the Transportation Routing Clerk position due to the additional dispatching duties. The secretary informed the Commission that she had notified the School District and had placed an examination request to the State for the Transportation Routing Clerk examination. As of this meeting, no date had been set by the State. Commissioner Mains made a motion to approve the following Labor Class appointments. Seconded by Commissioner Cacozza. Ayes all. Kristin Coburn School Monitor effective 04/28/17 Robert Fagnant School Monitor effective 04/28/17 Stephanie Frazer School Monitor effective 04/27/17 Leah Mailloux School Monitor effective 04/27/17 Kay Spencer School Monitor effective 04-27-17 Commissioner Cacozza made a motion to approve the following Non-Competitive appointments. Seconded by Commissioner Mains. Ayes all. Laura Berrios-McKeon School Bus Driver effective 05/22/17 Sharon Brynezka Keyboard Specialist part time effective 04/27/17 Clerk part time effective 04/27/17 Teacher Aide effective 04/28/17 Kristin Coburn Teacher Aide effective 04/28/17 Clerk part time effective 04/28/17 Robert Fagnant Teacher Aide effective 04/28/17 Food Service Program Motor Vehicle Operator effective 04/28/17 Stephanie Frazer Teacher Aide effective 04/27/17 Clerk part time effective 04/27/17 Maureen Godlewski Clerk part time effective 04/27/17 James Grady Senior Groundskeeper effective 05/26/17 Christopher Gunderson School Bus Driver effective 05/20/17 Lenora Hart Teacher Aide effective 05/05/17 Jessica Keeler School Bus Driver effective 04/27/17 Stephanie Martin Teacher Aide effective 05/09/17 Harold Wayne Milligan Custodian part time effective 05/09/17 Amy Mohsinger Teacher Aide effective 05/10/17 Donald Risley School Bus Driver effective 04/27/17 Alyia Ruggles Custodian part time effective 05/20/17 Maureen Russo Registered Professional Nurse effective 05/26/17 Erin Smith-Anthony School Bus Driver effective 05/22/17 Kay Spencer Teacher Ade effective 04/27/17 Keyboard Specialist part time effective 04/27/17 Clerk Part time effective 04/27/17 CIVIL SERVICE: The Commission reviewed the Exempt Position Review form for the Deputy Commissioner of Public Works position presented by the Commissioner of Public Works. Commissioner Mains made a motion to retain the Deputy Commissioner of Public Works position within the Exempt Classification. Seconded by Commissioner Cacozza. Ayes all. The secretary advised the Commission that the State had approved a 52.7 appointment from the position of Identification Clerk to the position of Police Department Records Management Clerk. The secretary reminded the Commission that at 52.7 appointment is approval of an appointment without further examination based on the State’s opinion that the examination from which the candidate had been appointed was an appropriate examination for the position being promoted to. Chairperson DelSette made a motion to approve the 52.7 appointment of Abbey Temple to the position of Police Department Records Management Clerk effective May 31, 2017. Seconded by Commissioner Cacozza. Ayes all. EXAMINATIONS WERE ORDER for the following class titles: Housing Authority Occupancy Specialist ordered May 3, 2017 Transportation Routing Clerk ordered May 18, 2017 APPLICATIONS WERE APPROVE for the following examinations: Police Sergeant #77-350 approved – 9 disapproved - 0 Public Works Office Supervisor #64-149 approved – 10 disapproved - 2 ELIGIBLE LISTS WERE ESTABLISH for the following class titles: Head School Grounds Monitor #66-692 established May 31, 2017 to May 31, 2018 Web Content Coordinator #18-477 established May 31, 2017 to May 31, 2018 Chairperson DelSette made a motion to adjourn the meeting at 11:05am . Seconded by Commissioner Mains. Ayes all. The next Civil Service meeting is scheduled for 9:30am on Tuesday, June 27, 2017. Approved: June 27, 2017 Respectfully submitted by:____Patsy Berrigan________ Secretary