body,date,page,text,path
CivilServiceBoard,2013-10-02,1,"OF
MINUTES OF THE REGULAR MEETING
OF THE
CIVIL SERVICE BOARD OF THE CITY OF ALAMEDA
WEDNESDAY, OCTOBER 2, 2013
1.
CALL TO ORDER
The meeting was called to order at 5:02 p.m. by Board President Peter Horikoshi.
2.
ROLL CALL:
PRESENT: President Peter Horikoshi, Members Linda McHugh, Marguerite Malloy and
Zara Santos
ABSENT: Vice President Dean Batchelor
Stephanie Sierra, Assistant City Attorney II
Beth Fritz, Administrative Assistant Il
STAFF PRESENT: Jill Kovacs, Acting Human Resources Director and Executive Secretary to
the Board
Liz Warmerdam, Assistant City Manager (late)
Rachel LaRoux, Attorney
Chris Low, Senior Management Analyst
Tiffany llacqua, Human Resources Analyst I
Sharlene Shikhmuradova, Administrative Tech Il
Terry Flippo, ACEA Representative
3.
MINUTES:
A.
Approval of Minutes of the Regular meeting of July 24, 2013.
Member Santos moved that the July 24, 2013 Minutes be approved as written. Motion was
seconded by Member McHugh which was passed by a 4-0-1 vote (Vice President Batchelor
absent).
4.
CONSENT CALENDAR:
SUMMARY REPORT FOR EXAMINATION ELIGIBLE LISTS AND CLASSIFICATIONS FOR
OCTOBER 2, 2013
4-A.i. ELIGIBLE LISTS ESTABLISHED
DATE ESTABLISHED
EXAM NO.
Distribution Engineer
09/09/2013
2013-22
Fire/Building Code Compliance Officer
08/14/2013
2013-23",CivilServiceBoard/2013-10-02.pdf
CivilServiceBoard,2013-10-02,2,"City of Alameda
Page 2
Civil Service Board Minutes
Regular Meeting October 2, 2013
Library Technician
08/01/2013
2013-16
Maintenance Worker I
09/19/2013
2013-26
4-A.ii. ELIGIBLE LISTS EXTENDED
DATE ESTABLISHED
EXAM NO.
Police Sergeant
03/05/2013
2013-03PR
Supervising Planner
03/14/2013
2012-47
Police Officer
02/19/2013
2013-05
Bal, Cameron
Horvath, Jason
Renfield, Levin
Burnaugh, Michael
McCarthy, Nicholas
Schlitt, Alyssa
Cruz, Randy
Mitchell, Stephen
Schock, Lindsey
Garcia, Marshall
Parupia, Daniel
Sipes, Carson
Grubb, Joel
Pola, Danelle
Member McHugh moved that Consent Calendar items 4-A.i and 4-A.ii be approved. Motion
was seconded by Member Santos which was passed by a 4-0-1 vote (Vice President Batchelor
absent).
4-A.iii. ELIGIBLE LISTS EXPIREDICANCELLED/EXHAUSTED
DATE ESTABLISHED
EXAM NO.
Associate Engineer
08/30/2011
2011-21
Early Morning Street Sweeper Operator
04/30/2013
2013-18PR
Intermediate Clerk
02/11/2013
2012-40
Maintenance Worker Il
05/06/2013
2013-17PR
Police Lieutenant
02/13/2013
2012-02PR
Public Works Coordinator
07/16/2012
2012-24
(Public Works Administrative Services Manager)
Public Works Supervisor
08/14/2013
2013-24PR
Senior Engineer
07/24/2012
2012-22
Member McHugh asked for clarification on what the Public Works Administrative Services Manager
reference in parenthesis means. Acting Human Resources Director Kovacs stated that the Public
Works Coordinator is the actual title, but sometimes a working title is used that is more industry
accepted. For instance, Human Resources uses the title Senior Management Analyst, but might also
say Senior Human Resources Analyst. Member McHugh asked if this was just an alias. Acting
Human Resources Director Kovacs stated yes.
Member Malloy asked for clarification that the Maintenance Worker Il list is being cancelled. Acting
Human Resources Director Kovacs stated yes, that is correct. Member Malloy stated that the list was
established in May and would have expired in November and asked if the intent was to open a new
exam for that position now. Acting Human Resources Director Kovacs stated yes, that the current list
had one remaining name on it which was an insufficient pool from which to draw and it was
determined that the individual on the list was not strong in the knowledge and skills needed for the
particular current opening.
Member Malloy asked that to get on the list, the individuals would have to be qualified? Acting
Human Resources Director Kovacs stated yes, on a general basis. For instance, in the Public Works
G:\Personnel\CSB\Al Minutes/2013 Minutes)2013-10 CSB Minutes-Final.doc",CivilServiceBoard/2013-10-02.pdf
CivilServiceBoard,2013-10-02,3,"City of Alameda
Page 3
Civil Service Board Minutes
Regular Meeting October 2, 2013
Maintenance Department an opening might be on the concrete crew, plumbing crew, traffic signal
crew, etc. The particular opening that was left in this situation was in the concrete crew and the
person would have to be particularly versed in reading blue prints and designs. An Eligible List might
include individuals who have passed the general qualifications for a classification but did not excel in
a particular area of a given position vacancy. In such cases, departments may need a larger list to
select from.
Member Malloy asked if there were selections made from the list prior to it only having one person on
it. Acting Human Resources Director Kovacs stated yes, the list was a promotional list. Originally
there were three names on it and two people were selected for other positions. There is one
remaining vacant position and the one candidate left on the list was not strong in the particular skill
area of the current position vacancy.
Member Malloy asked if the new list will be promotional only or open. Acting Human Resources
Director Kovacs stated it will be open.
Member Malloy stated that many times departments just do not want the third or fourth person on a
list. So the list is closed early to exclude the person, as opposed to them not having the skill set.
Acting Human Resources Director Kovacs stated we want our employees to have promotional
opportunities so when appropriate, a promotional exam is done first. That way, the department has
the chance to interview all candidates that meet the minimum qualifications, looking at the particular
opening, which shop they are trying to staff, and what the skill expertise is for that particular
assignment.
Member McHugh stated that this is similar to the situation that went on with the City Attorney's Office.
Acting Human Resources Director Kovacs stated yes.
Member Malloy moved that Consent Calendar items 4-A.iii be approved. Motion was
seconded by Member Santos which was passed by a 4-0-1 vote (Vice President Batchelor
absent).
4-A.iv. LIST OF SPECIFICATIONS
Existing Classification Specification Revisions:
Distribution Engineer
Meter Service Technician
Support Services Supervisor
New Class Specifications:
Human Resources Analyst Il
Senior Building Code Compliance Officer
Acting Human Resources Director Kovacs stated that Chris Low, Senior Management Analyst, had
additional information for the Board regarding the Meter Service Technician job specification.
Senior Management Analyst Low stated that before classification specifications, new or revised,
come to the Board, the draft specification is sent to the appropriate bargaining unit for comment. The
International Brotherhood of Electrical Workers (IBEW) had a minor concern regarding the Meter
G:\Personnel\CSB\All Minutes/2013 Minutes/2013-10-02 CSB Minutes-Final.doc",CivilServiceBoard/2013-10-02.pdf
CivilServiceBoard,2013-10-02,4,"City of Alameda
Page 4
Civil Service Board Minutes
Regular Meeting October 2, 2013
Service Technician specification, #10 on the list of duties. After consideration, IBEW and Alameda
Municipal Power (AMP) jointly recommend that #10 which currently reads:
""May perform ground work for line crews or service lineworker when required.""
Be replaced with:
""May occasionally perform work with service lineworker or electrical crews under limited
circumstances.""
IBEW wanted language to ensure that AMP would not assign this type of work to this position on a
regular basis. IBEW's interest is in line with AMP's original intent and AMP is supportive of this
revision.
Members McHugh and Santos stated that they think the rewording is an improvement.
President Horikoshi stated that on the Distribution Engineer specification under Ability to: ""performing
engineering computations""; should be Ability to: ""perform... "" Senior Management Analyst Low
stated that he would make the correction.
Member Malloy asked why there is no requirement that they possess an Electrical Engineer
Registration from the State of California. Senior Management Analyst Low stated that this is a sub-
professional engineer classification. The City does have an Electrical Engineer classification which
requires the certification.
Member Malloy asked if there are people currently holding this position who do have the certification.
Senior Management Analyst Low stated no.
Member McHugh stated that it seems that Human Resources is trying to make it very clear that this is
an entry level position. Is the difference between the Distribution Engineer and the Electrical
Engineer that one may be doing some construction engineering and the other may be doing both
some design and construction engineering? Senior Management Analyst Low stated that both will be
doing some design work, but the work is distinguished by the complexity of the design work and the
actual signing-off on plans attesting that they meet all the requirements of the electrical code of
industry design. Only those individuals that have Professional Engineer Registration can sign-off on
plans. The Distribution Engineer classification has been the City's way of growing electric power
engineers in-house. Currently in the electrical industry, there are not a lot of college programs that
specialize in power systems. AMP has had to bring in people who have electrical engineering
degrees, maybe in a different specialty, then train them in the way of power systems and allow them
to take the test for Professional Engineer Registration and then move qualified individuals into the
professional engineer series by examination.
Member Santos asked if this position was eligible for overtime. Senior Management Analyst Low
stated yes. Member Santos asked if the next level is exempt from overtime. Senior Management
Analyst Low stated yes.
President Horikoshi stated that he had a minor correction for the Support Services Supervisor
specification. In the Approved by CSB section at the top, the date is missing. Member Malloy asked
G:\Personnel\CSB\All Minutes/2013 Minutes/2013-10-02 CSB Minutes-Final.doc",CivilServiceBoard/2013-10-02.pdf
CivilServiceBoard,2013-10-02,5,"City of Alameda
Page 5
Civil Service Board Minutes
Regular Meeting October 2, 2013
which version was the new one. Acting Human Resources Director Kovacs stated that the
specification that says ""DRAFT"" is the proposed new specification and that the date the Board
approves the specification, today's date in this case, will be inserted in the final specification.
Member McHugh stated that it appears some telecom related responsibilities have been removed.
Senior Management Analyst Low stated yes. As positions are becoming vacant and
classification/compensation reviews are being done, the specifications are being revised. Acting
Human Resources Director Kovacs stated that redlined specifications are provided to the Board when
possible.
Member McHugh stated that in the Human Resources Analyst Il specification it looks like Human
Resources is trying to build a generalist capability to have more flexibility with resources. Acting
Human Resources Director Kovacs stated that in Human Resources there was not a Human
Resources Analyst Il before; incumbents were assigned to the generic general management series.
Someone at the Human Resources Analyst Il level would have been in the Administrative
Management Analyst classification. This is part of the effort of moving away from the generalist
classes in some areas. Currently, Human Resources is looking for a Human Resources Analyst Il
whose focus and concentration will be benefits.
Member McHugh stated that the City will then have people that have special expertise but will still be
able to perform in the general areas as needed. Acting Human Resources Director Kovacs stated
yes, in Human Resources, staff has to wear a lot of hats.
Member McHugh asked, referencing Duties #4 in the specification which states, ""collects and
analyzes survey data""; where is the survey coming from and who creates the survey itself? Senior
Management Analyst Low stated that this refers to compensation surveys. With regard to test items,
Human Resources does not write their own test items. There are not a lot of written exams given and
those that are given are generally standardized. Typically, written exams are obtained
from
Cooperative Personnel Services in Sacramento or Peace Officers Standards and Training.
Senior Management Analyst Low stated that surveys which have to do with compensation typically
look at the labor market, matching classifications, comparing base salaries, benefits provided, etc.
Member McHugh stated these types of surveys can be very tricky. Acting Human Resources Director
Kovacs agreed and stated that they have become very complicated. For example, do employees get
education incentives, longevity pay, administrative leave pay, etc? These are all forms of
compensation that can go into the employees pocket and increase their net income. Pension reform
approved by the California Legislature has created another survey tier by distinguishing between
""classic"" and ""new"" employees. The Analyst will figure out the survey criteria and the data that is to
be collected.
Member McHugh moved that Consent Calendar items 4-A.iv be approved. Motion was
seconded by Member Santos which was passed by a 4-0-1 vote (Vice President Batchelor
absent).
5.
REGULAR AGENDA ITEMS
5-A.
Informational Report on Cancellation of Eligible List
-
Maintenance Worker II, 2013-17PR
G:\Personnel\CSB\All Minutes/2013 Minutes\2013-10 CSB Minutes-Final.doc",CivilServiceBoard/2013-10-02.pdf
CivilServiceBoard,2013-10-02,6,"City of Alameda
Page 6
Civil Service Board Minutes
Regular Meeting October 2, 2013
Item discussed under item 4-A.iii, Eligible Lists Expired/Cancelled/Exhausted
5-B. Activity Report - Period of June 1, 2013 through August 31, 2013.
FULL-TIME HIRES
DATE
DEPARTMENT
JOB CLASSIFICATION
06/24/13
Public Works
Supervising Civil Engineer
07/29/13
Public Works
Intermediate Clerk
PROMOTIONS
DATE
DEPARTMENT
JOB CLASSIFICATION
06/30/13
Public Works
Maintenance Worker Il
07/08/13
Human Resources
Human Resources Analyst I
07/21/13
Public Works
Maintenance Worker II
08/11/13
Public Works
Associate Civil Engineer
08/11/13
Police
Police Lieutenant
DEMOTION (RETURNED TO FORMER POSITION IN LIEU OF LAY OFF)
DATE
DEPARTMENT
JOB CLASSIFICATION
07/01/13
Alameda Municipal Power
Administrative Services Coordinator
From Finance
Purchasing and Payables Coordinator
RETIREMENTS
DATE
DEPARTMENT
JOB CLASSIFICATION
07/03/13
Fire
Firefighter
08/29/13
Police
Police Lieutenant
VOLUNTARY LAY OFFS
DATE
DEPARTMENT
JOB CLASSIFICATION
06/13/13
Finance
Senior Account Clerk
06/13/13
Info Technology
Admin Management Analyst
06/13/13
Community Development
Supervising Building Inspector
06/13/13
Community Development
Combination Building Inspector
06/13/13
Human Resources
Senior Management Analyst
06/13/13
City Manager's Office
Senior Management Analyst
06/21/13
Alameda Municipal Power
Support Services Supervisor
06/21/13
Alameda Municipal Power
Senior Account Clerk
06/21/13
Alameda Municipal Power
Electrical Maintenance Technician
LAY OFFS
DATE
DEPARTMENT
JOB CLASSIFICATION
06/27/13
Community Development
Administrative Services Coordinator
06/27/13
Finance
Accountant II
SEPARATIONS
G:\Personnel\CSB\AI Minutes/2013 Minutes/2013-10-02 CSB Minutes-Final.doc",CivilServiceBoard/2013-10-02.pdf
CivilServiceBoard,2013-10-02,7,"City of Alameda
Page 7
Civil Service Board Minutes
Regular Meeting October 2, 2013
DATE
DEPARTMENT
JOB CLASSIFICATION
06/17/13
Public Works
Senior Engineer
06/20/13
Public Works
Associate Civil Engineer
07/30/13
Public Works
Intermediate Clerk
07/31/13
Public Works
Maintenance Worker Il
08/15/13
Public Works
Supervising Civil Engineer
Member McHugh asked if the voluntary Lay Offs included some sort of package. Acting Human
Resources Director Kovacs stated yes, employees were invited to accept a voluntary package. As
incentive, they were offered the cash equivalent of 12 weeks salary to a maximum of $25,000. One
Human Resources employee took advantage of the incentive and is now with the City of San
Leandro. Human Resources had to absorb the cost which means the position could not be filled until
mid-September.
Member McHugh asked if the City had received the response they expected. Acting Human
Resources Director Kovacs stated that yes, the City had hoped that approximately ten employees
would accept the package.
Member Malloy asked how much time the employees have to request a hearing on a non-voluntary
separation. Acting Human Resources Director Kovacs stated that if it is a layoff they do not get a
hearing. She believes that on a non-voluntary separation it would be 90 days, but will need to clarify.
Member McHugh asked if the separations were for cause or if employees quit. Acting Human
Resources Director Kovacs stated that the Senior Engineer moved to Wisconsin, the Associate Civil
Engineer found other employment, the Intermediate Clerk only worked two days and determined that
the commute was too much, the Maintenance Worker Il was a non-work related death, and the
Supervising Civil Engineer resigned.
Acting Human Resources Director Kovacs stated that there have been staffing changes in the Public
Works Department. There have been some separations from the Public Works Department and it is
hoped that some of the changes in the department are addressing problems that there may be.
6.
ORAL COMMUNICATIONS, NON-AGENDA (PUBLIC COMMENT)
None.
7.
CIVIL SERVICE BOARD COMMUNICATIONS (COMMUNICATIONS FROM BOARD)
Member Malloy asked if the Sunshine Ordinance Training is on an annual basis. President Horikoshi
stated that the training is annual. Member Malloy asked if the training is at the end of 2013 or in
2014. Staff will find out the information and pass it on to the Board.
8.
CIVIL SERVICE BOARD COMMUNICATIONS (COMMUNICATIONS FROM STAFF)
Acting Human Resources Director Kovacs stated that at the last meeting, Member Santos was
speaking with Assistant City Attorney Garrabrant-Sierra regarding the Civil Service Ordinance/Rules.
Member Santos had concerns that the ordinance was ADA compliant.
G:\Personnel\CSB\All Minutes/2013 Minutes/2013-1 CSB Minutes-Final.doc",CivilServiceBoard/2013-10-02.pdf
CivilServiceBoard,2013-10-02,8,"City of Alameda
Page 8
Civil Service Board Minutes
Regular Meeting October 2, 2013
Member McHugh asked staff to review the Civil Service Ordinance/Rules and bring the findings back
to the Board.
9.
CONFIRMATION OF NEXT CIVIL SERVICE BOARD MEETING
Discussion was held regarding the 2014 Civil Service Board Meeting dates.
Next Civil Service Board Meeting will be held on Wednesday, January 15, 2014. A list of the 2014
Civil Service Board Meeting dates were distributed to the Board.
10.
ADJOURNMENT
Meeting was adjourned at 5:38 p.m.
Respectfully submitted,
Jill Kovacs
bifts
Acting Human Resources Director and
Executive Secretary to the Civil Service Board
G:\Personnel\CSB\Al Minutes/2013 Minutes/2013-10-02 CSB Minutes-Final.doc",CivilServiceBoard/2013-10-02.pdf