Civil Service Commission

CITY OF SARATOGA SPRINGS MUNICIPAL CIVIL SERVICE COMMISSION SARATOGA SPRINGS, NEW YORK 12866 REGULAR MEETING 5:00PM City council room Wednesday, July 26, 2017 MINUTES PRESENT: elio delsette, chairperson robert mains, commissioner mark Cacozza, commissioner Gerald weatherwax, csea school union president Lynn Madison, csea school union CHAIRPERSON DelSETTE CALLED THE MEETING TO ORDER AT 9:30am. Chairperson DelSette opened the public comment period at 9:30am. Gerald Weatherwax, CSEA School Union President, and Lynn Madison, Vice-President CSEA School Union, addressed the Commission regarding communication issues with the Civil Service Commission office. Mr. Weatherwax was offended that the secretary did not returned his telephone call but responded by email three days later. Mr. Weatherwax also was offended that the secretary stated that the School District was not the only agency under their jurisdiction. The secretary explained to Mr. Weatherwax that the Chairperson had informed her of Mr. Weatherwax’s call to the Chairperson; she had been out on bereavement leave and had decided to respond in writing so that Mr. Weatherwax would have a permanent record of the information necessary to address the issues with the School District Personnel office. Issues: Do not like the format of the new canvass letters. The canvass letter format was changed due to the complaints from the Union and School District that we were canvassing too much and it was taking too long to receive the results. The new format covers all possible appointments. (part-time, full-time, 10 months, 12 months, custodial shifts, each school within the district including the Administration office, etc.) The canvass letter is divided into two column: I am interested in these schools or I am NOT interested in the schools, etc. The previous process would take approximately 12 days to provide the certification to the School; with the new process we can provide a certification of eligibles within 1 day. The Union requested that we return to the previous canvass letter process and remove anyone who changes their mind. The secretary reminded those present that we have rules and regulations to follow. After two refusals or no responses we can restrict a candidate on the eligible list; which the Union previously did not like because they felt we were “penalizing” a candidate because they refused an interview(s). The secretary stated she would not return to the previous process as the Union and School requested the change and it is providing information faster than before. The secretary explained that they are providing the school district the maximum of 60 days within which to do interviews and make appointments. It is the School District who is unable to stay within these guidelines as outlined in Civil Service Law. Mr. Weatherwax and Ms. Madison were presented with a copy of three certifications of eligibles that were sent to the school in May; no interviews or appointments had been made. This is not an issue with Civil Service not providing the necessary paper work within a timely fashion. Scheduling examination: Mr.Weatherwax was displeased that the Civil Service Commission did not hold the Head Custodian examination this past March. The secretary explained that the State decides when examination are being held and also places the agency within the series. The Head Custodian examination was administered on March 5, 2016 resulting in a candidate pool of 4 names. The eligible list was established on August 5, 2016; one appointment was made from the eligible list leaving a candidate pool of 3 names – a mandatory list. Due to lack of communication from the School District, Civil Service was not aware of a candidate’s disciplinary action affecting his standing on the eligible list. Upon receiving this information the examination request was placed with the State on January 5,2017. The State did not place the City of Saratoga Springs within the March 2017 Head Custodian examination administration, therefore, the next Head Custodian examination will be held in March of 2018. This does not preclude the school district from making a provisional appointment from anyone within the City of Saratoga Springs Enlarged School District who was appointed to a full-time position as Custodian, who has passed probation and held the position of Custodian for a minimum of two years. Mr. Weatherwax does not like provisional appointments. The secretary explained that it is not the best process but Civil Service Law provides the option of filling the position or leaving the position vacant if there is not a mandatory eligible list in existence. Once again, lack of communication has caused a delay in the process. If Civil Service had received proper notice, if the examination had been ordered early, it is possible the promotional examination would have been administered in March. Civil Service 101 Training: Mr. Weatherwax and Ms. Madison wanted to know when the training session was scheduled and why the Union was not invited. The secretary first mentioned the training at a meeting with the Personnel Staff in April. A written notice was sent via email on June 8, 2017; reminders on June 22nd and June 26th. The training session was scheduled for and held by the New York State Department of Civil Service on June 30th. The secretary notified all the appointing authorities. The appointing authorities decided who within their departments they would like to attend. It was strongly recommended that anyone whose duties/responsibilities included the civil service process be invited to the meeting. The secretary stated that the Personnel Director requested that Civil Service hold another 101 training session because the she did not attend and she would like to include the school principals. This training is scheduled for sometime in August but there has been no definite date has been set. Mr. Weatherwax and Ms. Madison stated that they would like to be included. They also asked if the secretary would consider attending Union meetings to explain the civil service process. The secretary stated that she thought this would be a good idea; just let her know which meeting they would like her to attend. If given enough notice, the secretary could prepare hand-outs on a particular topic that the Union is interested in. Chairperson DelSette thanked the Union for coming before the Commission and asked if there were any other questions. The Chairperson stated that we have had a good working relationship with them in the past and feels there is no reason to doubt it will not continue. There being no one else wishing to speak, Chairperson DelSette closed the public comment period at 10:20am Commissioner Mains made a motion to approve the June 27, 2017 minutes. Seconded by Commissioner Cacozza. Ayes all. Commissioner Cacozza made a motion to adjourn into executive session to discuss disqualification of candidates. Seconded by Commissioner Mains. Ayes all. Chairperson DelSette made a motion to adjourn the executive session at 10:38am. Seconded by Commissioner Mains. Ayes all. The Commission determined to uphold the disqualification of the two candidates as recommended by the medical professional. FINANCE: The secretary notified the Commission that the Commissioner of Finance had not submitted the Exempt Classification evaluation form. The secretary asked if she should send the Commissioner a written notice from the Civil Service Commission. Commissioner Cacozza instructed the secretary to prepare the letter for his review and signature. Commissioner Cacozza made a motion to approve the temporary Exempt Class appointment of Michael Sharp to the position of Deputy Commissioner of Finance until such time as the Commission evaluates the position as required by New York State Civil Service Law Section 41(2). Seconded by Commissioner Mains. Ayes all. LIBRARY: Commissioner Cacozza made a motion to approve the proposed revisions to the Building Maintenance Worker job specification as recommended by the Library Director. Seconded by Commissioner Mains. Ayes all. Commissioner Cacozza made a motion to approve the proposed revisions to the Librarian III job specification as recommended by the Library Director. Seconded by Commissioner Mains. Ayes all. Commissioner Mains made a motion to approve the Non-Competitive appointment of Zoe Nousiainen to the position of Librarian I part-time effective July 1, 2017. Seconded by Commissioner Cacozza. Ayes all. MAYOR: Commissioner Cacozza made a motion to adopt the Planner job specification. Seconded by Commissioner Mains. Ayes all. Commissioner Mains made a motion to approve the revisions to the Secretary to the Office of Planning and Economic Development as recommended. Seconded by Commissioner Cacozza. Ayes all. Commissioner Cacozza made a motion to approve the title and job specification for Community Development Planner. Seconded by Commissioner Mains. Ayes all. PUBLIC SAFETY: Commissioner Cacozza made a motion to approve the Leave of Absence effective July 7, 2017 up to and included July 21, 2017. Seconded by Commissioner Mains. Ayes all. Commissioner Cacozza made a motion to approve the Leave of Absence effective July 8, 2017 until cleared by the physician. Seconded by Commissioner Mains. Ayes all. PUBLIC SAFETY: Commissioner Mains made a motion to approve the classification of one additional Traffic Control Maintainer position. Seconded by Commissioner Cacozza. Ayes all. Commissioner Cacozza made a motion to approve the classification of one additional Fire Captain position. Seconded by Commissioner Mains. Ayes all. Commissioner Mains made a motion to approve the following temporary Non-Competitive appointments to the Vehicle Traffic Control summer program effective July 5, 2017 up to and including September 8, 2017. Seconded by Commissioner Cacozza. Sara Brennan Maygen Carpenter Monica Espinosa Charles Fay Julia Guilder Thomas Humes Robert Lloyd Tiffany Lucia Luke Mosseau Brian Noeker Myan Ondreyko Richard Robischon Luis Ruiz Juliana Santiago Janice Starteri Lucas Steele Robert Stiles Paul Swiers Noah Wetherby Barbara Whelan Charles Williams Julie Wilson Megan Gutierrez PUBLIC WORKS: Commissioner Cacozza made a motion to approve the leave of absence effective July 8, 2017 until cleared by the physician. Seconded by Commissioner Mains. Ayes all. Commissioner Mains made a motion to approve the following Labor Class appointments. Seconded by Commissioner Cacozza. Ayes all. Joe L Fish Laborer part-time basis effective July 2, 2107 to December31, 2017 (carousel) Michael Gaudette Laborer effective July 24, 2017 Josh Gregory Laborer part-time basis 3 months July 10, 2017 up to and including October 10, 2017 Michael Martin Laborer effective July 17, 2017 The Commission reviewed the Fire related agility test information compiled by the secretary. The secretary had contacted other civil service agencies across the State of New York regarding the administration of the agility test for recruits; prior to the Fire Academy. At this time, the Commission would like to hold the information on file. RECREATION: Commissioner Cacozza made a motion to confirm the following Non-Competitive appointments. Seconded by Commissioner Mains. Ayes all. Mskayla Booth Sports Program Coordinator effective July 31, 2017 Brian DiBlasi Sports Program Counselor effective July 31, 2017 Julia DiMenna Sports Program Coordinator effective July 31, 2017 Issabela Hussey Skate Guard effective July 26, 2017 Samuel Jacob Skate Guard effective July 8, 2017 Matthew Shamberger Skate Guard effective July 22, 2017 Carter Steingraher Sports Program Counselor effective July 17, 2017 Chelsey Wertans Skate Guard effective August 1, 2017 Commissioner Mains made a motion to confirm the following temporary Non-Competitive appointments to the summer Camp Saradac program effective July 12, 2017 up to and including August 30, 2017. Seconded by Commissioner Cacozza. Ayes all. Kevin Calzonetti School Bus Driver Donald Youngmann School Bus Driver Commissioner Mains made a motion to confirm the following temporary Non-Competitive appointments to the summer Youth Parking program effective July 19, 2017 up to and including September 8, 2017. Seconded by Commissioner Cacozza. Ayes all. Joshua D’Addio Nicholas LoPresti Morgan Millington Khaleel Muldrow Ryan Postlethwait SCHOOL DISTRICT: Commissioner Mains made a motion to approve the Provisional appointment of Denise Francis to the position of Transportation Routing Clerk effective July 18, 2017. Seconded by Commissioner Cacozza. Ayes all. Commissioner Cacozza made a motion to approve the Provisional appointment of Michelle Ovitt to the position of Head Custodian effective July 28, 2017. Seconded by Commissioner Mains. Ayes all. SCHOOL DISTRICT: Commissioner Mains made a motion to confirm the following temporary Labor Class appointments to the summer cleaner program effective June 26, 2017 up to and including September 1, 2017. Seconded by Commissioner Mains. Ayes all. Adrian Alfonso DaVaughn Berry Grant Burns Alexandra Chandler Michael Coppola Christopher DaleneyMarcus Davis Jonathan Eckert Matthew Gailor Nicholas Goodwin Nathaniel Greene Conner Kenison Ryan Madulka Morgan Peck-Britten Kaitlyn O’Donnell Alyia Ruggles Austin Roggen Lena Ruggles Gillian Strothenke Noah Sweet Brain Wainwright Jakob Wiegand Zach Zimmie Commissioner Mains made a motion to approve the following Non-Competitive Class appointments. Seconded by Commissioner Cacozza Ayes all. Kaylar Benner School Montor 09/05/17 Mary Ann Poore Food Service Helper 07/06/17 School Monitor 07/06/17 Isabelle Prak Food Service Helper 09/05/17 Commissioner Cacozza made a motion to approve the following Non-Competitive Class appointments. Seconded by Commissioner Mains. Ayes all. effective Kerry Chmielewski School Bus Assistant 07/10/17 Sean DeAngelo School Bus Driver 07/10/17 James Destefani School Bus Driver 07/10/17 Karen Groff School Bus Driver 07/10/17 Daniel Hinckley School Bus Driver 07/10/17 Marianne Lynett School Bus Driver 07/10/17 Bonnie Maynard-Wilson Teacher Aide 07/10/17 Haley Nightingale Clerk part time 07/18/17 Mary Ann Poore Food Service Cashier 07/18/17 Teacher Aide 07/06/17 Catherine Rossi Teacher Aide 07/10/17 Thomas Schoen School Bus Driver 07/10/17 Lillian Snyder Teacher Aide 07/12/17 Stephen Walsh School Bus Driver 07/10/17 Susan Wendover Keyboard Specialist part time 08/14/17 CIVIL SERVICE: The Commission reviewed the 2018 operational budget request as prepared by the secretary. The secretary. Chairperson DelSette made a motion to present the 2018 proposed operational budget to the Commissioner of Finance and the Mayor. Seconded by Commissioner Mains. Ayes all. The secretary explained to the Commission that the New York State Civil Service Commission was looking for Water Treatment Plant exam series experts to help prepare examination subject and questions. The secretary has forward this information to the Chief Water Treatment Plant Operator who said he would contact the State for further information. Commissioner Mains made a motion to extend Librarian I eligible list – two months – October 5, 2017 for coverage until the grade results are received from the recent examination administrator. Seconded by Commissioner Cacozza. Ayes all. ELIGIBLE LISTS WERE ESTABLISHED for the following examination: School Nurse Supervisor #64-521 established July 26, 2017 up to and including July 26, 2018 Senior Library Clerk #74-673 established July 26, 2017 up to and including July 26, 2021 The next Civil Service Commission meeting is scheduled for September 27, 2017 APPROVED: Respectfully submitted by:___Patsy Berrigan_____Secretary