body,date,page,text,path
CivilServiceBoard,2016-07-06,1,"City of Alameda Page 1
Civil Service Board Minutes
Regular Meeting July 6, 2016
MINUTES OF THE REGULAR MEETING
OF THE
CIVIL SERVICE BOARD OF THE CITY OF ALAMEDA
WEDNESDAY, JULY 6, 2016
1.
CALL TO ORDER
The meeting was called to order at 5:02 p.m. by Board President Dean Batchelor.
2.
ROLL CALL:
PRESENT: President Dean Batchelor, Vice President Marguerite Malloy (arrived at
5:06), Members John Nolan and Jan Brandt
STAFF PRESENT: Nancy Bronstein, Human Resources Director and Executive
Secretary to the Board
Mayor Trish Herrera Spencer
Chris Low, Senior Human Resources Analyst
Robin Young, Senior Human Resources Analyst
Monica Selles, Human Resources Analyst II
Sharlene Shikhmuradova, Administrative Technician II
3.
MINUTES:
3-A Approval of Minutes of the Regular meeting of April 6, 2016.
President Batchelor moved that the April 6, 2016 Minutes be approved. Motion was
seconded by Member Nolan which was passed by a 3-0 vote.
4.
CONSENT CALENDAR:
4-A. SUMMARY REPORT FOR EXAMINATION ELIGIBLE LISTS AND
CLASSIFICATIONS FOR JULY 6, 2016.
4-A-i. ELIGIBLE LIST ESTABLISHED
DATE ESTABLISHED
EXAM NO.
(March 1, 2016 - May 31, 2016)",CivilServiceBoard/2016-07-06.pdf
CivilServiceBoard,2016-07-06,2,"City of Alameda Page 2
Civil Service Board Minutes
Regular Meeting July 6, 2016
Administrative Technician II
03/02/2016
2016-81a
City Engineer
03/03/2016
2016-02
Combination Building Inspector
05/03/2016
2016-15
Emergency Medical Services Education
Coordinator
04/05/2016
2016-13
Facilities Maintenance Worker
03/24/2016
2016-11
Fire/Building Code Compliance Officer
05/31/2016
2016-16
Librarian
04/05/2016
2016-09
Management Analyst
03/17/2016
2016-17
(Designated from Economic Development Manager)
Media Coordinator
04/13/2016
2016-14PR
Park Maintenance Foreperson
03/28/2016
2016-07
Public Safety IT Systems Coordinator
05/31/2016
2016-20
System Operator
04/13/2016
2016-12PR
Utility Construction Compliance Specialist
04/28/2016
2016-01
Police Officer
Liu, Ethan
03/10/2016
2015-86c
Bang, Roy
03/10/2016
2015-86c
Baird, Christina
03/10/2016
2015-84PTc
Pistello, Nicholas
03/10/2016
2015-84PTc
Kim, James
03/10/2016
2015-84PTc
Shock, Lindsey
03/10/2016
2015-84PTc
Avalos, Anthony
03/10/2016
2015-84PTc
Tandel, Sunil
03/10/2016
2015-84PTc
Wu, Jerry
03/28/2016
2015-86c
Sarmiento, Alexis
03/28/2016
2015-86c
Castillo, Raymond
03/28/2016
2015-86c
Smith, Mark
03/28/2016
2015-84PTc
Small, Christopher
03/28/2016
2015-84PTc
Leaks, Jennifer
03/28/2016
2015-84PTc
Pineda, Ivan
03/28/2016
2015-84PTc
Nolasco, Robert
03/28/2016
2015-84PTc
Alvarez, Charlie
03/28/2016
2015-86c
Griffin, Corey
04/21/2016
2015-84PTc
Alejandro, Raymond
04/21/2016
2015-84PTc
Stephens, Michael
04/21/2016
2015-84PTc
King, Michelle
04/21/2016
2015-86c
Knecht, Jeffery
04/21/2016
2015-86c
Johnston, Michael
04/21/2016
2015-86c
Cangco, Alvin
04/21/2016
2015-86c
Singh, Malcolm
04/21/2016
2015-85c
Kopp, April
05/12/2016
2015-84PTc
Lamothe, Alexander
05/12/2016
2015-84PTc
Jimenez, Luis
05/12/2016
2015-84PTc
Knopf, Alexander
05/12/2016
2015-84PTc
Sayavanh, Nicholas
05/12/2016
2015-84PTc
Moosayar, Mohammad
05/12/2016
2015-86c
Hovsepian, Jared
05/12/2016
2015-86c
Blanco, German
05/12/2016
2015-86c
4-A-ii. ELIGIBLE LIST EXTENDED
DATE ESTABLISHED
EXAM NO.
Executive Assistant - Alaméda Municipal Power
12/23/2015
2015-88
Firefighter
12/11/2014
2014-34",CivilServiceBoard/2016-07-06.pdf
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Civil Service Board Minutes
Regular Meeting July 6, 2016
Human Resources Manager
11/02/2015
2015-70
Library Technician
12/08/2014
2014-39
Permit Technician I
11/24/2015
2015-82
Public Information Officer
11/20/2015
2015-37
Redevelopment Project Manager
10/20/2015
2015-52
Senior Clerk
11/03/2015
2015-72
Traffic Signal Maintenance Technician
10/13/2015
2015-60
4-A-iii. ELIGIBLE LIST EXPIRED/
DATE ESTABLISHED
EXAM NO.
CANCELLED/EXHAUSTED
Compliance Superintendent
10/13/2015
2015-58
Customer Service Representative
04/16/2015
2015-20
Distribution Engineer
04/16/2015
2015-11
Economic Development Manager
10/13/2015
2015-51
Emergency Medical Services Coordinator
04/05/2016
2016-13
Executive Assistant
12/15/2015
2015-78
Facilities Maintenance Worker
03/24/2016
2016-11
Fire Captain
04/03/2014
2014-11PR
Media Coordinator
04/13/2016
2016-14PR
Planner I
05/12/2015
2015-22
Program Specialist II
10/28/2015
2015-73PR
Public Works Supervisor
10/08/2015
2015-46
Senior Fleet Mechanic
11/10/2015
2015-83
(Designated from Public Works Supervisor)
Stock Clerk
05/05/2015
2015-18
System Operator
04/13/2016
2016-12PR
Utility Analyst
11/19/2015
2015-82
Utility Project Manager
12/22/2015
2015-81
4-A-iv. LIST OF SPECIFICATIONS
Existing Classification Specification Revision:
-
Executive Assistant
-
Public Works Maintenance Foreperson
-
Public Works Supervisor
New Classification Specifications:
-
Information Technology Systems Coordinator
-
Public Safety Information Technology Systems Analyst
President Batchelor moved to approve Consent Calendar items 4-A-i, 4-A-ii, and 4-
A-iii. Motion was seconded by Members Nolan and Brandt which was passed by a
3-0 vote.
President Batchelor requested to pull item 4-A-iv for further discussion. President
Batchelor asked why there are two job descriptions for the Information Technology
System Coordinator and the Public Safety Information Technology Systems Analyst when
there are similar examples of duties listed. Senior Human Resources Analyst Robin
Young responded by describing that the City has allocated positions through the budget
process based on operational needs prior to creating the classification. The two in",CivilServiceBoard/2016-07-06.pdf
CivilServiceBoard,2016-07-06,4,"answered that the number came from the new Information Technology Director based on
the needs of the job such as lifting monitors and arranging new systems and assumes
that the IT Director discussed this with the subject matter experts to come up with that
requirement. Vice President Malloy questions this number based on the weight of
technology changing over the years and becoming lighter. Senior HR Analyst Young
mentioned she can reach out to the IT Director with these concerns and can perhaps
have her complete a physical job analysis form. Vice President Malloy added that the 50lb
requirement as an essential job function may not be realistic.
Vice President Malloy had a question on the Public Works Maintenance Foreperson and
where it falls in the organization chart and what is the probationary period. Senior HR
Analyst Young answered that this classification is between a Public Works Supervisor
and a Maintenance Worker II. Vice President Malloy wanted to know the probationary
period because there are cases where it can take six months to get a certificate and so
the ability to evaluate the person relates to when that person has everything needed for
their job which may or may not occur if it's a six month probationary period. Human
Resources Director and Executive Secretary to the Board, Bronstein added that the
department does have the ability to extend probations to meet requirements such as
obtaining job related certifications and this is explained to the employee during the
evaluation process. Senior HR Analyst Young confirmed by looking in the MOU that the
probationary period is twelve months.
President Batchelor had a question on the Public Works Supervisor requirement and
whether the International Municipal Signal Association level 2 certification needs to be
more specific. This is because there are three different types of signal certifications: Field
Technician, Traffic Signal Bench Technician and Traffic Signal Construction. He
suggested to go back to the department to see what they are looking for. Senior HR
Analyst Young agreed she will check with the department.
Human Resources Director and Executive Secretary to the Board, Bronstein brought up
that it may make sense to move away from typing requirement of 65 WPM for the",CivilServiceBoard/2016-07-06.pdf
CivilServiceBoard,2016-07-06,5,"City of Alameda Page 5
Civil Service Board Minutes
Regular Meeting July 6, 2016
Executive Assistant classification and to recognize what the positions does. She also
mentioned that there will be an Executive Assistant for AMP position with the same typing
requirement that may need to be adjusted as well.
President Batchelor moved to approve Consent Calendar item 4-A-iv with the
exception of the Information Technology Systems Coordinator and Public Safety
Information Technology Systems Analyst. Motion was seconded by Vice President
Malloy which was passed by a 3-0 vote.
5.
REGULAR AGENDA ITEMS
5-A. Activity Report - Period of March 1, 2016 through May 31, 2016
The Activity Report 5-A on the agenda will be corrected to list the correct item number of
5-A instead of 5-B.
FULL-TIME HIRES
DATE
DEPARTMENT
JOB CLASSIFICATION
03/07/16
City Manager's Office
City Manager
03/08/16
Police
Police Officer (2)
03/14/16
Community Development
Permit Technician I
03/22/16
Alameda Municipal Power
Senior Communication Specialist
04/11/16
Alameda Municipal Power
Electrical Distribution Technician
04/18/16
Public Works
City Engineer
05/02/16
Fire
Emergency Medical Services Education
Coordinator
05/15/16
Library
Librarian
05/16/16
Community Development
Management Analyst
05/23/16
Alameda Municipal Power
Meter Reader
05/23/16
City Manager's Office
Public Information Officer
05/23/16
Community Development
Combination Building Inspector
PROMOTIONS
DATE
DEPARTMENT
JOB CLASSIFICATION
03/07/16
Community Development
Senior Combination Building Inspector
03/20/16
Police
Senior Public Safety Dispatcher
03/27/16
Police
Police Sergeant (2)
05/01/16
Alameda Municipal Power
System Operator
05/02/16
Public Works
Senior Fleet Mechanic
05/29/16
Finance
Administrative Technician II
LATERAL TRANSFER
DATE
DEPARTMENT
JOB CLASSIFICATION
04/17/16
Alameda Municipal Power
to Media Coordinator
From Customer Programs Coordinator",CivilServiceBoard/2016-07-06.pdf
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Civil Service Board Minutes
Regular Meeting July 6, 2016
05/02/16
Public Works
to Public Works Project Manager II
From Public Works Superintendent
RETIREMENTS
DATE
DEPARTMENT
JOB CLASSIFICATION
03/04/16
Fire
Emergency Medical Services Education
Coordinator
03/04/16
Alameda Municipal Power
Facilities Maintenance Worker
03/31/16
Alameda Municipal Power
System Operations & Field Service
Superintendent
04/28/16
Public Works
Public Works Supervisor
05/02/16
Finance
Senior Account Clerk
05/10/16
Police
Intermediate Clerk
05/12/16
Police
Police Officer
SEPARATIONS
DATE
DEPARTMENT
JOB CLASSIFICATION
03/30/16
Police
Police Officer
04/07/16
Human Resources
Human Resources Analyst I
04/14/16
Alameda Municipal Power
Utility Database Analyst
04/28/16
Fire
Firefighter
05/17/16
Police
Police Officer
05/20/16
Alameda Municipal Power
Meter Reader
The Civil Service Board accepted the activity report.
5-B. Informational Report, Regarding Designation of Eligible List - Economic
Development Manager, 2015-51 for Management Analyst vacancy, DS.1420.001
The Civil Service Board accepted the Activity report.
5-C. Informational Reports
President Batchelor had a question for HR Director Bronstein regarding the Administrative
Assignment for the Firefighters and whether the City automatically banks the additional
40 holiday hours and if yes, does the City have to pay out those hours if the employees
leave the City. HR Director Bronstein confirmed the holiday hours are front loaded and
Administrative Technician Shikmuradova added that holiday hours are not paid out.
Member Malloy asked if Firefighter Baldizan will remain active on the Firefighter list while
he is on office assignment. HR Director Bronstein answered he has return rights because
he is temporarily vacating the position.
The Civil Service Board accepted the Activity report.",CivilServiceBoard/2016-07-06.pdf
CivilServiceBoard,2016-07-06,7,"City of Alameda Page 7
Civil Service Board Minutes
Regular Meeting July 6, 2016
6.
ORAL COMMUNICATIONS, NON-AGENDA (PUBLIC COMMENTS)
(Any person may address the Civil Service Board in regard to any matter over which the
Civil Service Board has jurisdiction or of which it may take cognizance that is not on the
agenda).
7.
CIVIL SERVICE BOARD COMMUNICATIONS (COMMUNICATIONS FROM BOARD)
HR Director Bronstein wanted to get the Civil Service Board's thoughts on block
budgeting or flexible staffing. She went on to describe how currently if someone is brought
in at a lower level position, even though the position is budgeted at a higher level, in order
to move an employee to level two or three, a recruitment needs to be conducted. She
described how in a merit system, if the position is funded at a higher level but hire at the
lower level, once the employee meets all necessary requirements, he/she may be able to
automatically move up granted the amount of employees at the entry level position does
not greatly outnumber the amount of positions available at the higher level in which case
you would open a recruitment.
President Batchelor replied that as long as the position is being budgeted at the higher
level, he doesn't see a problem. Member Malloy commented that she is fine with the
concept of flexible staffing but would require some formal objective analysis that the
person is ready as supposed to what she calls, pure flexing, where after a period of time
a supervisor automatically grants a promotion. She further explains that the employee
must clearly demonstrate their ability through perhaps a panel or examination verses just
a performance evaluation from a supervisor.
HR Director Bronstein mentioned that she would like to come back with the job
descriptions with competencies and language for certain classifications for the October
5, 2016 CSB meeting for the Board's thoughts. She goes on to say that there may be
recruitments in the future where using demonstrated measurement will bring more value
verses opening a recruitment and doing interviews for certain classifications.
HR Director Bronstein wanted to further discuss limited certification and how currently if
there is a documented need for a certain certification for an employee, it will allow the
department to move down the certified eligible list until you reach that candidate. Member
Nolan asked what is the certification rule for eligible lists. HR Director Bronstein answered
that per the Civil Service Rule, ten (10) names are certified for entry level positions and
other levels are five (5) names. She explained the department can interview the top five
(5) or move down the list if those candidates do not meet their needs. Member Malloy
recommended having multiple eligible lists as oppose to one eligible list to capture
specific needs, specialists, or special certifications. HR Director Bronstein acknowledged
that perhaps a system can be set up for a process of selective certification and have
Human Resources monitor that process.
Member Brandt mentioned having problems opening the links to the Civil Service Board",CivilServiceBoard/2016-07-06.pdf
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Civil Service Board Minutes
Regular Meeting July 6, 2016
agenda packet. HR Director Bronstein suggested having a PDF of the entire packet and
a separate attachment for the minutes in the email.
8.
CIVIL SERVICE BOARD COMMUNICATIONS (COMMUNICATIONS FROM STAFF)
9.
CONFIRMATION OF NEXT CIVIL SERVICE BOARD MEETING
Wednesday, October 5, 2016.
10. ADJOURNMENT
Meeting was adjourned at 5:44p.m.
Respectfully submitted,
min
Nancy Bronstein, Human Resources Director
and
Executive Secretary to the Civil Service Board",CivilServiceBoard/2016-07-06.pdf
RentReviewAdvisoryCommittee,2016-07-06,1,"Minutes of the Special Meeting of the
Rent Review Advisory Committee
Wednesday, July 6, 2016
1. CALL TO ORDER AND ROLL CALL
The meeting was called to order at 6:34 p.m.
Present were: Acting Chair Sullivan-Sariñana; and Members Griffiths, Friedman, and
Schrader.
Absent: Landess
Vacancy: None
RRAC staff: Jennifer Kauffman
The Chair announced that any business not concluded before 9:30 p.m. was subject to being
continued at a Special Meeting.
The Committee discussed the order of agenda items. Griffiths made a motion to move
ORAL COMMUNICATIONS to the second item on the agenda. Schrader made a second
to the motion and all members were in agreement.
The Committee allowed for ORAL COMMUNICATIONS at this time. The Chair invited
Angie Watson-Hajjem of ECHO Housing to speak about ECHO's fair housing and
tenant/landlord mediation services.
2. CONSENT CALENDAR
a. Approval of the Minutes of the June 6, 2016 Regular Meeting.
Approved by unanimous consent.
3. UNFINISHED BUSINESS (None)
4. NEW BUSINESS
a. Case 386 - 2220 San Antonio Avenue.
Tenant/public speaker: Susi Ostlund
Landlord/public speaker: David Petersen
Ms. Ostlund stated that she receives a fixed disability income from the U.S.
government and also has a serious illness that requires frequent medical
appointments. She stated that the maximum increase that she believed to be
reasonable was 1.9% ($31).
Mr. Petersen stated that the reason he had issued the 60.5% ($980) rent increase
notice in May 2016 was at the advice of his attorney in order to maximize his
negotiating position. The tenant's current rent is $1,620 and Mr. Peterson had
determined that the market value of the unit was $2,600. He stated that he would
accept a 15.7% ($255) increase. A rent increase had been served in October 2015;
Page 1 of 4",RentReviewAdvisoryCommittee/2016-07-06.pdf
RentReviewAdvisoryCommittee,2016-07-06,2,"Special Meeting Minutes of the RRAC
July 6, 2016
however, it was determined to be invalid under the Moratorium then in effect (a
9.5% increase had already been issued in April 2015).
Mr. Petersen provided documentation of maintenance expenses (sewer, paint, roof,
gutters, and dry rot) totaling over $50,000 over the past three years. Ms. Ostlund
stated that there was a difference between capital expenses and cost-of-business
expenses.
Parties were unable to reach agreement. The Committee discussed a
recommendation for the rent increase. Motion and second (Griffiths and Sullivan-
Sariñana) for a 5% ($81) increase. Friedman stated that a lower rent increase would
be more reasonable considering the circumstances, however, Mr. Friedman agreed
to the 5% rent increase and passed the motion. Schrader was in disagreement with
the motion due to the high capital improvement costs.
Staff explained that the parties had 15 days to: 1) submit written acknowledgement
of an agreement; or 2) request an arbitration hearing. If no action is taken by either
party, the Committee's recommendation would be binding.
b. Case 387 - 2611 Central Avenue
Tenant/public speaker: Allen Nakamura
Landlord/public speaker: Tommy Wong
Mr. Nakamura stated that he did not believe that the 10% ($140) increase was
justified, as he has not seen any improvements to his unit during the three-plus years
he has been living there. The Wong provided documentation of a new roof
installation in December 2015 that cost $10,700, and he wanted to recoup the cost
of the roof. It was also explained that this would be the first rent increase since the
tenant has occupied the unit.
Following discussion, Mr. Nakamura did not want to accept an increase over 5%
and Mr. Wong did not want to accept an increase less than 8%. The parties could
not reach agreement and the Committee made a recommendation for the rent
increase. Motion and second (Friedman and Shrader) for a 6.5% ($91) increase.
Motion passed unanimously. Staff re-stated the options for tenant and landlord and
the 15-day deadline.
c. Case 388 - 2609 Central Avenue
Tenant/public speaker: An-Nisaa Hamza
Landlord/public speaker: Tommy Wong
Ms. Hamza stated that the cost of improvements, such as the new roof, should not
be the total responsibility of the tenants, as the landlord can write off these expenses
on his taxes. Ms. Hamza stated that the maximum increase that she believed to be
reasonable was 4% ($52). Mr. Wong stated that he would reduce the increase from
10% ($130) to 6.5% ($84.50) in order to be fair with his other tenant. Following
discussion, Ms. Hamza did not want to accept an increase over 4% and Mr. Wong
did not want to accept an increase less than 6.5%.
Page 2 of 4",RentReviewAdvisoryCommittee/2016-07-06.pdf
RentReviewAdvisoryCommittee,2016-07-06,3,"Special Meeting Minutes of the RRAC
July 6, 2016
The Committee discussed a recommendation for the rent increase. There have been
two rent increases over the six-plus years that Ms. Hamza and her husband have
been living in the unit. Member Friedman stated that in view of the rent increase
history with this unit, an increase of 5.8% ($75) would be appropriate. Motion and
second (Griffiths and Schrader) and unanimous to recommend an increase of 5.8%
($75). Staff re-stated the options for tenant and landlord and the 15-day deadline.
d. Case 389 - 2445 Shoreline Drive #126
The case was canceled, as the tenant and the landlord reached an agreement prior
to the meeting for an increase in an amount greater than 10%.
e. Case 390 - 2445 Shoreline Drive #104
The case was canceled, as the tenant decided to move.
f.
Case 395 - 2445 Shoreline Drive #323
The case was canceled, as the tenant and the landlord reached an agreement prior
to the meeting for an increase in an amount between 5.1 and 10%.
g. Case 404 - 1107 Broadway
The case was canceled, as the tenant and the landlord reached an agreement prior
to the meeting for an increase in an amount between 5.1 and 10%.
h. Case 405 - 3271 Central Avenue
Tenant/public speaker: Frances Hayden
Landlord/public speaker: Barbara Jolliffe
Ms. Hayden stated that she did not believe the 7.5% ($98) increase was justified for
maintenance reasons. The Chair stated that maintenance issues were beyond the
RRAC's scope and that there were other alternatives for pursuing maintenance
complaints that could be discussed with staff. The tenant stated that the maximum
increase that she believed to be reasonable was 4% ($64.50).
Ms. Jolliffe cited costs of $31,000 last year for sewer, sidewalk and roof work plus
increased costs for taxes, utilities, insurance, and maintenance labor. She also noted
increased administrative costs and time demands as a result of complying with
Ordinance No. 3148.
(At approximately 9:30 p.m., the Committee voted to extend the meeting time to
9:45 p.m.)
Following discussion, Ms. Jolliffe offered a phased rent increase, delaying payment
of a portion of the rent increase for several months. Ms. Hayden was not agreeable
to this offer. The parties did not reach agreement and the Committee discussed a
recommendation for the rent increase. Motion and Second (Griffiths and Schrader)
and unanimous for a phased $98 increase ($52 for the first six months plus an
additional $46 thereafter). Staff re-stated the 15-day policy.
5. PUBLIC COMMENT
No additional public comment.
Page 3 of 4",RentReviewAdvisoryCommittee/2016-07-06.pdf
RentReviewAdvisoryCommittee,2016-07-06,4,"Special Meeting Minutes of the RRAC
July 6, 2016
6. ORAL COMMUNICATIONS
Angie Watson-Hajjem of ECHO Housing made an announcement at the beginning of
the meeting.
7. WRITTEN COMMUNICATIONS (none)
8. ADJOURNMENT
The meeting was unanimously adjourned at 9:42 p.m.
Respectfully submitted,
Jennifer Kauffman
RRAC Secretary
Approved by the Rent Review Advisory Committee on August 1, 2016.
Page 4 of 4",RentReviewAdvisoryCommittee/2016-07-06.pdf