Civil Service Commission

DocuSign Envelope ID: 55B3DDAC-ADCC-42AE-BCCE-DF4C6B496AE3 TUMWATER CIVIL SERVICE COMMISSION MINUTES OF VIRTUAL MEETING April 14, 2022 Page 1 CONVENE: 5:30 p.m. PRESENT: Chair Eric Trimble and Commissioner Simon Tee. Staff: Secretary/Chief Examiner James Trujillo, Fire Chief Brian Hurley, Police Chief Jon Weiks, Assistant Fire Chief Shawn Crimmins, and Deputy Chief Examiner Juliann McGarva. CHANGES TO There were no changes to the agenda. AGENDA: APPROVAL OF MINUTES FOR FEBRUARY 10, 2022: MOTION: Chair Trimble moved, seconded by Commissioner Tee, to approve the February 10, 2022 minutes as published. A voice vote approved the motion. APPROVAL OF MARCH 10, 2022: MOTION: Chair Trimble moved, seconded by Commissioner Tee, to approve the March 10, 2022 minutes as published. A voice vote approved the motion. APRIL STATUS OF Chief Examiner Trujillo advised that the entry level firefighter eligibility ELIGIBILITY LISTS: is effective through the end of November 2022. The meeting agenda includes consideration of an exam plan for entry level Firefighter. Once a new examination is approved, the existing eligibility list would no longer be valid. Chair Trimble recalled that the list must expire before it can be replaced. Chief Examiner Trujillo cited the Civil Service Rule enabling the Commission to approve a new examination. The existing eligibility list based on a prior examination shall terminate and have no further force in effect. A continuous list is under a separate rule and a different process. Chair Trimble cautioned against replacement of an existing list. He cited the example of replacing a promotion list as many employees would be upset as they were under the belief their listing would be effective for one year. Some employees have attended previous Commission meetings to assert their right to remain on a list. It is less likely less an issue for entry level lists. Police Chief Weiks said that in previous circumstances, the department sought Police Guild approval prior to any action. DocuSign Envelope ID: 55B3DDAC-ADCC-42AE-BCCE-DF4C6B496AE3 TUMWATER CIVIL SERVICE COMMISSION MINUTES OF VIRTUAL MEETING April 14, 2022 Page 2 Chief Examiner Trujillo said he was not aware of any issues within the Fire Department as Fire Administration is seeking the creation of a new eligibility list. The alternative is to combine the two lists, which is not a preferred action. The existing list expires at the end of November 2022. According the new exam plan, a new list would be created at approximately the same time with some overlap of approximately one month. Commissioner Tee questioned whether candidates on the existing list would receive notification to participate in the new exam. Chief Examiner Trujillo said the existing list continues to remain active until the Commission approves a new eligibility list. Any positions to fill would be from the existing list until the new eligibility list is established. Deputy Chief Examiner McGarva advised that candidates on the existing list have already tested through Public Safety Testing and would need to re-test to be considered for the new list. The City could send notifications to current candidates about the process to create a new list and invite them to participate in testing. Commissioner Tee said his issue is whether the City has an obligation to notify candidates on the existing list. Chair Trimble supported notifying candidates. He noted that when applicants are notified of their placement on a list they are informed their standing is effective for one year. Commissioner Tee agreed that if the City plans to replace the list prior to its expiration in November, the City has an obligation to notify candidates that the list will be replaced prior to its expiration. Chief Examiner Trujillo said he is uncertain as to whether the City is obligated to notify candidates but that the City could notify candidates that a new exam would be scheduled resulting in a new list. Chair Trimble commented that based on public employment law, the placement on the list is valid for one year and cannot be removed without due process. If the City plans to terminate the list prior to its expiration, the City needs to provide notice to candidates and an opportunity for them to provide comments. Chief Examiner Trujillo said it is possible to delay the exam by a month. Fire Chief Hurley explained that the proposed timeline assists the department in terms of scheduling new employees at the fire academy at the beginning of the year. Discussion ensued on the timing of the new eligibility list. ELIGIBILITY LIST: Chief Examiner Trujillo reported the six candidates proposed for addition DocuSign Envelope ID: 55B3DDAC-ADCC-42AE-BCCE-DF4C6B496AE3 TUMWATER CIVIL SERVICE COMMISSION MINUTES OF VIRTUAL MEETING April 14, 2022 Page 3 PARAMEDIC/ to the eligibility list for Paramedic/Firefighter were received from the FIREFIGHTER: Medic One testing process. MOTION: Commissioner Tee moved, seconded by Chair Trimble, to approve the eligibility list for Paramedic/Firefighter as presented. A voice vote approved the motion. ENTRY Chief Examiner Trujillo presented the entry level Firefighter exam plan. FIREFIGHTER In response to the previous conversation, the City could adjust the EXAM PLAN: schedule to defer consideration of the exam plan to the May meeting. The exam is similar to previous versions with a change to the timing of testing on mechanical aptitude to assist in increasing the number of applicants participating in the process. The testing component on mechanical aptitude has been an area where many applicants encounter difficulty. The intent is to defer evaluation of mechanical aptitude to the oral board process. MOTION: Commissioner Tee moved, seconded by Chief Trimble, to approve the exam plan for entry level Firefighter adjusting the effective date for establishment of new list to November 2022. A voice vote approved the motion. FIRE LIEUTENANT Chief Examiner Trujillo reported the exam plan is similar to the Medical EXAM PLAN: Service Officer (MSO)/Fire Captain exam plan. The exam consists of two components of the overall Fire Lieutenant testing plan through Public Safety Testing for the assessment process, candidate screening, and written exam followed by the assessment center testing component. Commissioner Tee asked whether the content of any of the testing components are the same as the Fire Captain exam. Chief Examiner Trujillo said the dimensions are the same. The exam is the same plan used by the City in the past for the position. MOTION: Chair Trimble moved, seconded by Commissioner Tee, to approve the Fire Lieutenant exam plan as presented. A voice vote approved the motion. FIRE PARAMEDIC Chief Examiner Trujillo said the exam plan is similar to the MSO Fire LIEUTENANT EXAM Captain exam plan and includes the Fire Lieutenant examination and the PLAN: oral board for the position. The oral board is the same process as the Fire Captain examination. MOTION: Commissioner Tee moved, seconded by Chair Trimble, to approve the Fire Paramedic Lieutenant exam plan as presented. A voice vote approved the motion. UPDATE TO POLICE Chief Examiner Trujillo said the update reflects a correction of a mistake DocuSign Envelope ID: 55B3DDAC-ADCC-42AE-BCCE-DF4C6B496AE3 TUMWATER CIVIL SERVICE COMMISSION MINUTES OF VIRTUAL MEETING April 14, 2022 Page 4 SERVICES on a previous exam plan approved by the Commission for Police Services SPECIALIST I EXAM Specialist 1. The exam plan indicated that all candidates meeting PLAN: minimum qualifications would receive invitation to participate in the oral board. That information is incorrect. The information should have stated that candidates should receive invitation to take the written exam. The Commission is requested to approve the updated and corrected version of the exam plan. MOTION: Commissioner Tee moved, seconded by Chair Trimble, to approve the corrected and updated exam plan for Police Services Specialist as presented. A voice vote approved the motion. CHIEF UPDATES Fire Chief Hurley thanked the Commission for actions for the Fire AND SCHEDULING: Department. Two new firefighters are participating in the fire academy with graduation scheduled on May 26, 2022. Based on the approval of the eligibility list for Paramedic Firefighter, the department plans to move forward with interviews of candidates for open positions. Chair Trimble asked about the level of competition for the positions. Fire Chief Hurley affirmed there is competition with the City of Olympia Fire Department currently listing four openings as well as Lacey Fire District. Competition is strong for qualified paramedics. Fire Chief Hurley announced the memorial service for former Fire Chief Ridgeway on April 30, 2022 at 5 p.m. at the River’s Edge Restaurant. Police Chief Weiks reported on the pending graduation of Police Officer Tyler Brown on April 15, 2022. He plans to attend the graduation. The graduation is the first in-person graduation ceremony in two years. The department currently has two Police Officer vacancies with the current eligibility list exhausted and a new round of oral boards scheduled next week. NEXT MEETING Chief Examiner Trujillo advised that a new Commissioner would likely DATE - 05/12/2022: attend the next meeting. Mayor Sullivan also plans to attend the next meeting. Chief Examiner Trujillo reported on recent planning activities for the potential creation of a Regional Fire Authority comprised of the Tumwater Fire Department and the Olympia Fire Department. More information will be released as planning continues. ADJOURNMENT: Commissioner Tee moved, seconded by Chair Trimble, to adjourn the meeting at 6:00 p.m. Motion carried. DocuSign Envelope ID: 55B3DDAC-ADCC-42AE-BCCE-DF4C6B496AE3 TUMWATER CIVIL SERVICE COMMISSION MINUTES OF VIRTUAL MEETING April 14, 2022 Page 5 _________________________ ___________________________________ Eric Trimble, Chair James Trujillo, Secretary/Chief Examiner Prepared by Puget Sound Meeting Services, psmsoly@earthlink.net