body,date,page,text,path
CivilServiceBoard,2008-11-19,1,"OF
TERRA
MINUTES OF THE REGULAR MEETING
OF THE
CIVIL SERVICE BOARD OF THE CITY OF ALAMEDA
WEDNESDAY, NOVEMBER 19th, 2008
1.
The meeting was called to order at 5:06 p.m.
2.
ROLL CALL: Board Members Michael Rich, Roberto Rocha, Avonnet Peeler, Linda McHugh, Peter
Horikoshi and Executive Secretary Karen Willis.
ABSENT:
None
STAFF PRESENT: Jill Kovacs, Senior Management Analyst, Chris Low, Senior Management Analyst
and Stacey Meier, Administrative Technician I, Human Resources
OTHERS IN ATTENDANCE: Alan Elnick, Linda Justus and various City employees.
3.
MINUTES: Member McHugh moved to accept, Member Peeler seconded, and the motion carried by
a 5-0 vote.
4.
REGULAR AGENDA ITEMS
4-A Request for Reinstatement - Permit Technician I
Karen Willis explained that a person had voluntarily resigned from their position as Permit Technician I
and that they were requesting to be reinstated. She also explained that should the position become
available again, they would automatically be placed on the eligible list. Member Peeler moved to accept
the reinstatement, Member Rocha seconded and carried by a 5-0 vote.
4-B
Eligible List History Review
Karen Willis explained that the board had requested Human Resources staff to bring back information
regarding the Golf and Park Maintenance Worker classification, how the job announcements had been
posted, history of the classification, how bumping rights apply, and how or why there is only one seniority list.
She then passed out materials related to this issue. Jill Kovacs explained that one of the documents was a
general look at the Golf Course as a department and division. She went on to explain dates of when the Golf
Course became a division under the direction of the Recreation and Parks Department, and when it finally
became its own department. Karen Willis stated that the Golf Department is currently being overseen by the
Director of the Recreation and Parks Department in the absence of a General Manager of the Golf Complex.
Board Member McHugh asked how the rolls changed as the responsibility of the function moved. Jill Kovacs
stated that when Fred Framstead came aboard the contracted operations were brought back under the City
which meant an expanded roll. Member Horikoshi asked if there was a relationship between the Golf Course
being a Division or a Department and whether they are combined classifications or not. Jill Kovacs stated that
there was no relation and that the history was for informational purposes and to understand the cohabitation
of Golf and Parks and Recreation. Board President Rich asked if, once Golf became a separate Department,
there was any difference as to how people got reassigned. Derek Taylor, Golf employee, stated that it was
well known that at any time an employee could be reassigned to the Parks Department and vice versa
because they were Golf and Park Maintenance Workers. Dennis McDaniels, Parks employee, stated that to
his knowledge there had never been any commingling between the two Departments. He also stated that he
was not sure whether or not it was a possibility, but as far as he knows it has never been put in place. Mark
Smith, Golf employee, stated that several Golf employees had taken lateral transfers to the Parks Department",CivilServiceBoard/2008-11-19.pdf
CivilServiceBoard,2008-11-19,2,"City of Alameda
page 2 of 5
Civil Service Board Agenda
Special Meeting of November 19, 2008
as recently as 6 months ago and that Golf employees have always provided staff and equipment to the Parks
Department whenever they have had special projects. Executive Secretary Willis confirmed that there was a
lateral transfer of a Golf employee who transferred to the Recreation and Parks Department. Board Member
Rocha asked if there were any documents showing these moves. Executive Secretary Willis stated that for
each move there was a Personnel Action Form. Derek Taylor stated that from his perspective the policy was
that they were all Golf and Park Maintenance Workers and it was common knowledge that they could be
moved from Golf to Parks. Parks employee Dennis Tavares stated that when he was hired his employment
papers did not say anything about the Golf Course and that he was hired to work strictly at the baseball facility
only.
A job announcement for Park Maintenance Worker - Pools was then distributed to the Board. Executive
Secretary Willis explained that the Human Resources Department has always had a single classification for
the position called Golf and Park Maintenance Worker and that this classification is part of the ACEA MOU,
classification 5260. She stated that this is the classification title that goes to the City Council for pay ranges
etc., and it is also the title that was brought to the Civil Service Board when the classification was created.
She stated that the earliest date they could find as an example of this was 1972. She also stated that during
a recruitment, bulletins are sometimes posted with the working title showing where the position is to be
assigned. For example, if it were a Golf and Park Maintenance Worker in Parks it would be posted as a Parks
Maintenance Worker and vice versa. She explained that all individuals who were hired into the job were hired
under the classification of Golf and Park Maintenance Worker, code 5260. She then went on to explain that
there were a couple of exceptions that were labeled Park Maintenance Worker and Golf Maintenance Worker
but they are still under the same classification code of Golf and Park Maintenance Worker. Dennis Tavares
questioned why the history would show him as being hired to ""hardball field only"" if they wanted him to be able
to move to the Golf Course. Karen Willis stated that when the job was being recruited for, the City wanted to
attract people with a specific skill to apply for the position. She also explained that there would be different
recruitments and different eligible lists based on those different skills. Chris Low stated that he cannot speak
as to what actually happened during the time of the actual recruitment, but that even today they may give an
open position a working title and still reference what the baseline classification title is for payroll purposes. He
stated that they do this for the purpose of finding the best person for the position. He went on to explain that
they will typically hone in on types of skills that they are looking for so that they do not waste the time of
anyone they might not necessarily consider.
Derek Taylor stated that the Golf and Park Maintenance Workers have gone to meetings together for months
and have been presented with seniority lists with all of their names on them. He stated that it is common
knowledge that they are all working under the same classification. Pam Sibley shared that she worked in
recruitment for the City for a number of years and that in order to attract the skill set that was desired they
would use different supplemental questionnaires and that the full name of the classification was not listed on
the bulletin. She also stated that these recruitments resulted in different eligible lists depending on the skill set
that Human Resources was recruiting for. Golf employee Mike McCall shared that numerous people have
gone back and forth from the Golf and Parks Departments. He stated that Golf maintenance workers have
always been the same as the Parks maintenance workers, with the same uniform etc. He also stated that
being a Golf maintenance worker requires more skills than the Parks maintenance workers. He stated that he
would like to know how some of their titles changed. For example he was hired as a Golf and Park
Maintenance Worker and was then promoted to a Leadperson and then his title changed to a Utility Worker.
He stated that he was not informed that his title was going to be changed from Leadperson to Utility Worker
and wanted to know when his title changed and why.
Member Horikoshi questioned whether everyone on the chart is in the Golf and Park Maintenance Worker
classification. Executive Secretary Willis stated that at present they are not, but at one point or another they
were. Board President Rich asked if a lateral transfer has to be approved by the department. Karen Willis
confirmed that it does. Mark Smith stated that the last transfer was hired as a Golf Maintenance Worker and
when a position came open at the Parks they asked him if he wanted to transfer. He stated that the positions
are alike because they are all grounds maintenance employees. Bill Hudson, Parks employee stated that he
has never seen a Parks Maintenance Worker transfer to Golf. John Brandenburg, Parks employee, stated
that he was hired as a Park Maintenance Worker and that he has never had the opportunity to transfer over to
Golf. Dennis McDaniels stated that the job was presented to Parks employees in a manner that never gave
them any idea they were related to the Golf Department until now, when lay-offs are coming.",CivilServiceBoard/2008-11-19.pdf
CivilServiceBoard,2008-11-19,3,"City of Alameda
page 3 of 5
Civil Service Board Agenda
Special Meeting of November 19, 2008
Board Member Michael Rich asked how many positions will be eliminated. Alan Elnick stated that 16
positions will be eliminated out of 29 total positions. Executive Secretary Willis clarified that Golf and Park
Maintenance Workers are all paid from the same salary range. Board President Rich asked if the lay-offs
were happening because of the change in management at the Golf Course or because of the budget. Karen
Willis stated that it was happening because the Golf Course is losing money, and in turn, the City is leasing
out the Golf Course. She also stated that once the Golf Course is leased out, those positions will be
effectively eliminated from City jobs and will not come back if the economy improves. In addition she shared
that each person working under the Golf and Park Maintenance Worker classification at the Golf Complex will
have certain bumping rights into Golf and Park Maintenance Worker classifications elsewhere within the City
and the only other place they exist is in the Recreation and Parks Department.
Jill Kovacs distributed salary schedules to the board, showing salaries and increases going back to 1989.
She explained that the job classification is shown as Golf and Park Maintenance Worker on each schedule.
Executive Secretary Willis stated that the only classification that has been utilized is Golf and Park
Maintenance Worker, and that anybody who was hired under the title of a Parks Maintenance Worker is also
under this title. Chris Low explained that during a recruitment they may use a working title that will attract
people with a specific skill in order to fill a vacancy, but that the basic skill requirements are the same. As an
example, he explained that in the Library there are two Supervising Librarians, one in children's services and
one in adult services and they both require the same education and experience.
In reference to the 11/28/06 Civil Service Board Meeting, Board President Rich asked for an explanation of
what happened during negotiations with the PANS group and their classifications. Executive Secretary Willis
explained that PANS had a generic classification (Police Technician I, II, and III) that they wanted to be
separate and distinct (i.e. Public Safety Dispatcher and Jailer). This was brought to the Civil Service Board
and the original classifications were broken up. Board President Rich asked if someone who had been
reclassified to a Dispatcher position would be able to bump someone hired as a Jailer, after the new job
classes had been created, in the event of lay-offs or would the Jailer be protected because they were in a
different job class. Karen Willis stated that the Dispatcher would not be able to bump the Jailer because they
had not previously held that position. She then confirmed that in the case of the Golf and Park Maintenance
Worker this separation had not occurred.
Dashvinder Paul, Golf employee, stated that his name is not on the seniority list that was passed out at the
meeting and he would like the Board to look into it. He stated that he was hired as an Equipment Operator
and has since been promoted to a Utility Worker and that he does not have any bumping rights. Board
President Rich then stated that the list which was passed out at the meeting is not a bumping list. Karen
Willis stated that he is not on the list because he is not presently in the Golf and Park Maintenance Worker job
class, but that he is subject to lay-off because he works at the Golf Course.
Executive Secretary Willis then passed out the most recent version of the job specification for Golf and Park
Maintenance Worker, as well as the two preceding versions which date back to 1972. Jill Kovacs then
explained that job code 2075 became code 5260 when she fixed the coding system for the City in the 1980's.
Board Member Horikoshi then thanked staff for providing the job specifications, explaining that he wanted to
see if there was consistency and then stating that there was.
Dennis McDaniels shared with the Board that when he was interviewed for his position with the Parks, the
panel that interviewed him was comprised of professional pool operators, and people who managed
swimming pool facilities. He stated that they never once discussed shrubbery, grass, tees, etc. and that never
once was it presented to him in any way, shape or form that his position would be related to the Golf Course.
Board Member Horikoshi asked if Human Resources is required to put the job code on the job announcement
to say that it is part of the larger classification. Executive Secretary Willis stated that there is no requirement;
however in recent bulletins Human Resources has been doing that. She then verified that the position of Park
Maintenance Worker - Pools, which was advertised on the job announcement referenced by Dennis
McDaniels, does fall under the Golf and Park Maintenance Worker classification. Board Member Peeler
asked if the exams for all of the positions are the same. Executive Secretary Willis stated that they are not
necessarily the same, and that there are different supplemental questionnaires which are part of the exam, as",CivilServiceBoard/2008-11-19.pdf
CivilServiceBoard,2008-11-19,4,"City of Alameda
page 4 of 5
Civil Service Board Agenda
Special Meeting of November 19, 2008
well as an oral board. She stated that there would be different specialized skills that were asked for, but that
the minimum qualifications would be the same. Board President Rich asked how divergent the examples of
different types of duties that were listed on the descriptions were from the specifications. Pam Sibley stated
that, with the bulletins that she worked on, they would pull out the information that applied to that specific
position from the job specification.
Board Member McHugh asked, when Human Resources negotiates a new contract, how are these issues
discussed and if they are discussed at a classification level between the Union and the City. Terry Flippo,
Parks employee, stated that in 2001/02 negotiations the separation from the Golf Course came up. He stated
that they discussed the different duties of the jobs and that he went out to the Parks Department to see what
their maintenance workers were doing and that a Park maintenance worker came to the Golf Course to see
what he was doing. He stated that they were told that it was a Civil Service Board issue and it was not to be
addressed in negotiations. Alan Elnick confirmed that is indeed what happened and that they could not
negotiate that without the approval of the Board, but that it was never taken to the Board.
Board President Rich asked if there are any other vacancy's within the City that people might be able to
be hired into. Executive Secretary Willis stated that they will try to look at any other vacancies that may
come up within the City, but that people being layed-off from the Golf Course would not have the right to
bump into those positions. She stated that Human Resources would most likely open those positions up
internally to give current City employees the opportunity to apply. She stated that right now the City is in
a hiring freeze and she does not know if the budget will cause the City to have to make further
reductions, and they are not able to fill any vacancies currently.
Executive Secretary Willis stated that the Board has the ability to make a decision to say whether or not
Golf and Park Maintenance Worker is indeed a single classification, but that if the Board wanted to do
something else it would need to be agendized as an action item for a future meeting. Board Member
Horikoshi asked how the Human Resources Department is saying this ought to go if there are lay-offs.
Executive Secretary Willis stated that the Human Resources Department is using the seniority list to
decide who has bumping rights etc. Board Member McHugh asked if the private firm that is leasing the
Golf Course will be able to hire on some of the City's laid off workers. Executive Secretary Willis stated
that there is a clause in the contract that states they will consider the City's employees but there is
nothing requiring them to take them on. She also stated that there is a consideration to keep the
maintenance portion of the Golf Course within the City for a period of time up to one year. She explained
that it will be an amendment that will be made through ACEA and will then come back to Council on
December 2, 2008 for final approval.
Board President Rich asked, if the Board does not take any action, will the City move forward with the
reductions based on how the classification is currently set up. Executive Secretary Willis confirmed this
and stated that she would like to have a decision from the Civil Service Board, but that their decision
could only be going forward. She explained that if the Board decided to separate the classification it will
not change the way the current situation unfolds. Board President Rich asked if there would be any
appeal rights that the laid off employees would have if they feel things have been implemented wrong.
Executive Secretary Willis stated that it would be through the grievance process unless it was in terms of
someone challenging the classification and then it would have to go to the Civil Service Board. Alan
Elnick explained that one person is slated for lay off as of January 5, 2009 unless someone retires before
then. He went on to say that the next lay off date is May 31, 2009, where there needs to be a reduction
of 3 more positions. The next notification of lay-off date after that is October 31, 2009 with lay-offs of
December 31, 2009, for a total of 16 positions eliminated.
Board President Rich stated that his understanding of the situation is that there doesn't seem to be any
action that the Board can take immediately that would change the status and interpretation of how the
classes are set up. He stated that beyond that, even if it were to be agendized for a future meeting, there
is nothing that the Board can do that would apply retroactively. He went on to say that it seems like if
there are people that don't agree with how staff is interpreting the current classification system, with all",CivilServiceBoard/2008-11-19.pdf
CivilServiceBoard,2008-11-19,5,"City of Alameda
page 5 of 5
Civil Service Board Agenda
Special Meeting of November 19, 2008
Golf and Park Maintenance Workers being in the same job class, then there may be some appeal right
for them to come back to the Civil Service Board to say that the layoff had been implemented wrong. He
then requested that staff get back to the Board on exactly how the appeal process would work. He again
stated that there is no action the Board would be able to take right now that would decide the question
differently then how staff is interpreting it, and there is nothing they can do in the future that would decide
how it will affect the people who are being impacted.
Jon Brandenburg wanted to know why, as Maintenance employees they are unable to bump into Public
Works Maintenance positions. He stated that the City had a budget crunch in 1994 and that he was able
to do so. Executive Secretary Willis stated that she would check into the specifics of that. Dennis
McDaniels asked why, as a vested employee who has been working for the City for a decade, his
seniority over Public Works employees, who are not vested and have only been employed for a year or
two, doesn't matter. Board President Rich explained that each agency is able to adopt its rules and how
they handle employment matters differently, and that some cities have it set up where the overall
seniority is factored. He went on to say that with the City of Alameda's particular set of Civil Service
Rules overall time with the City is not a factor. He further explained that the main reason seniority does
not have complete power over everything else is because there are certain situations where the jobs are
so different that a person would not be able to perform the job they have seniority over.
Board President Rich suggested that another meeting be scheduled to answer the questions which had
been posed. He added that he would also like to find out what the appropriate role of the Civil Service
Board is relative to providing advice or counsel to people subject to lay-offs. Executive Secretary Willis
stated that staff will schedule another special meeting for mid-December.
John McDonald, Park Manager, asked if there will be a point where the Golf portion of Golf and Park
Maintenance Worker will be eliminated, since the City will not be maintaining the Golf Course, so that
this confusion will not exist in the future. Jill Kovacs stated that they have to be careful in that situation
because they don't want to detrimentally impact people in lay-off status who could possibly be reinstated
at a later date. She explained that if the classification they previously held was eliminated, reinstatement
would be impossible.
6.
ORAL COMMUNICATIONS, NON-AGENDA (PUBLIC COMMENT)
None.
7.
CIVIL SERVICE BOARD COMMUNICATIONS (COMMUNICATIONS FROM BOARD)
None.
8.
CIVIL SERVICE BOARD COMMUNICATIONS (COMMUNICATIONS FROM STAFF)
9.
There being no further business to come before the Board, the meeting was adjourned at 7:00 p.m.
Respectfully submitted,
Karen Willis
Human Resources Director &
Executive Secretary to the Civil Service Board",CivilServiceBoard/2008-11-19.pdf
GolfCommission,2008-11-19,1,"ALAMEDA GOLF COMMISSION
MINUTES OF REGULAR MEETING
Wednesday, November 19, 2008
1.
CALL TO ORDER
Chair Jane Sullwold called the regular meeting to order at 6:33 p.m. at the Chuck
Corica Golf Complex, Ladies Lounge, 1 Clubhouse Memorial Road, Alameda, CA
94502.
1-A.
Roll Call
Roll call was taken and members present were: Secretary Bill Delaney,
Commissioner Betsy Gammell, Vice Chair Ray Gaul, and Chair Jane Sullwold.
Absent: Commissioner Bill Schmitz and Commissioner Jeff Wood. Also present
was Assistant Golf Professional Mike Robason.
1-B
Approval of Minutes - Regular Meeting of October 15, 2008
The Commission approved the minutes unanimously.
1-C
Adoption of Agenda
The Commission adopted the agenda unanimously.
3.
COMMISSION COMMUNICATIONS
Chair Sullwold reported that she sent an email to City Council member Frank
Matarrese following the City Council meeting of November 6, 2008. She had
addressed her remarks to Council on the staff recommendation that Kemper
Sports take over all aspects of the golf complex management, including the golf
maintenance department. It was apparent, however, that City Council had already
made the decision to accept the ACEA Union proposal to spare the maintenance
department from the interim management proposal. Chair Sullwold was
disappointed that no effort was made by staff to determine what cost savings
would result by the union proposal before accepting it. The salaries in the
maintenance division are the largest expenditure for the golf complex and the
question is whether the City of Alameda will save money without turning over
maintenance to the interim manager. Councilmember Matarrese responded that
he felt the ACEA proposal would help with potential future workforce reductions.
He also stated the interim management period will allow the City of Alameda to
reevaluate whether the Golf Complex can become a self-sustaining enterprise as it
once was, and for the City of Alameda to find a way to reduce the General Fund
take-backs of revenue from the Golf Complex so that capital improvement projects
can be pursued. Secretary Delaney stated that he feels the response was very
encouraging.
4.
AGENDA ITEMS:
Chuck Corica Golf Complex
Page 1
11/19/08
Golf Commission Minutes",GolfCommission/2008-11-19.pdf
GolfCommission,2008-11-19,2,"4-A
Discussion on City Council Action for Golf Course Management.
Chair Sullwold reported that the City Council, at its November 6, 2008 meeting,
approved the proposal from Kemper Sports Management to manage the Golf
Complex Operations for an interim period of one year. The City of Alameda will
save approximately $32,000 by having the Complex managed. The City of
Alameda has offered golden handshake retirement packages to eligible
employees. Alan Elnick, the union business agent, advised Council that as many
as six employees will accept the retirement packages. The ACEA union
employees that retire will be replaced with non-union employees hired by Kemper
Sports. Chair Sullwold noted a maximum of about $170,000 could be saved by
the City of Alameda should all six of the employees accept the offer immediately,
but that is unlikely. The one positive note is that Kemper Sports is very
experienced in managing golf courses. Ron Salsig encouraged the Golf
Commission to voice their support for the retention of the teaching professionals at
the Complex under the existing compensation scheme. The Mif Albright Course
will be closed permanently on November 30, 2008. Mrs. Arnerich stated that all of
the trees on the Mif Albright Course were donated and dedicated to the memory of
loved ones.
4-B
Update on the Rate Increases.
Secretary Delaney stated that he has noticed an increase in play on the Earl Fry
Golf Course and a decrease on the Jack Clark Golf Course that could be due to
the rate increase. Mike Robason suggested a more likely explanation is the
relatively poor condition of the Clark course recently. Sales of monthly passes are
down considerably over last year. Mike reported that many local golf courses are
offering specials this time of year to attract play, and this may be luring our
monthly customers away. The Golf Commission asked Mike to put together more
special packages for the Chuck Corica Golf Complex to increase play and stay
competitive. Chair Sullwold reported that for the first four months of fiscal year
2008/2009 actual revenue exceeded that predicted in the budget by $273,000.
Although the number of rounds played in November 2008 are slightly lower than in
November 2007, revenue has held steady due to the rate increases.
5.
ORAL REPORTS
5-A
Golf Shop and Driving Range activities report by Assistant Golf
Professional Mike Robason.
Mike Robason reported that another $245 was received from the Youth on the
Course Program, bringing the total received from the NCGA to $4, 165 for the year.
The tee times for Thanksgiving Day will be in a shotgun format, and the Pro Shop
will be having a large merchandise sale over the weekend.
5-B
Golf Complex Maintenance activities report by Superintendent Doug Poole.
No report.
Chuck Corica Golf Complex
Page 2
11/19/08
Golf Commission Minutes",GolfCommission/2008-11-19.pdf
GolfCommission,2008-11-19,3,"5-C
Beautification Program and Junior Golf Club by Mrs. Norma Arnerich.
Mrs. Arnerich reported that the Alameda High School Girls Golf Team ended their
season quite well, and offered special congratulations to the team members who
came up through the Alameda Junior Golf program.
5-D
Golf Complex Restaurant Report, Jim's on the Course.
The General Manager from the restaurant reported that sales are up from last
year. He also mentioned that employees have been spoken to about customer
service.
6.
COMMISSIONERS' REPORTS
6-A
Marketing and Promotions, Commissioner Gammell.
Nothing to report.
6-B
Golf Complex Financial Report, Secretary Delaney.
Secretary Delaney reported that the net income year-to-date improved by
$151,000 and rounds are up by 770. The Golf Commission is pleased to have
received the line item budget report which allows the Golf Commission to review
the various items.
6-C
Maintenance, Buildings, Security, Albright Course and Driving Range, Commissioner
Wood.
No report.
7.
ORAL COMMUNICATIONS, NON-AGENDA (Public Comment)
Mrs. Arnerich was disappointed at the November 6, 2008 City Council meeting
that all of the praise for the Golf Complex was given to Mr. Lillard, with no mention
of the actual staff members who have been running the Golf Complex. She made
a point of praising the staff at the City Council meeting last night. Ron Salsig
mentioned that Dong Yi, formerly of the Alameda Junior Golf Club, has completed
the 2nd stage of the PGA ""Q"" School, making him eligible to play on the Nationwide
Tour and possibly qualifying for the PGA tour.
8.
OLD BUSINESS
None.
9.
WRITTEN COMMUNICATIONS
Included in the Commission packet was a memorandum to the Finance
Department showing the surcharge payment for October 2008 was $11,283. The
Chuck Corica Golf Complex
Page 3
11/19/08
Golf Commission Minutes",GolfCommission/2008-11-19.pdf
GolfCommission,2008-11-19,4,"year-to-date total to the General Fund is $58,587 for fiscal year 2008/2009.
10.
ITEMS FOR NEXT MEETING'S AGENDA
Update on monthly pass sales
Update on marketing for weekday play
Update on the rate increases.
11. ANNOUNCEMENTS/ADJOURNMENT
The Meeting was adjourned at 7:32 PM.
The agenda for the meeting was posted 72 hours in advance in accordance with the Brown Act.
Chuck Corica Golf Complex
Page 4
11/19/08
Golf Commission Minutes",GolfCommission/2008-11-19.pdf