body,date,page,text,path
CivilServiceBoard,2018-04-04,1,"City of Alameda Page 1
Civil Service Board Minutes
Regular Meeting April 4, 2018
30
$
MINUTES OF THE REGULAR MEETING
OF THE
CIVIL SERVICE BOARD OF THE CITY OF ALAMEDA
WEDNESDAY, April 4, 2018
1.
CALL TO ORDER
The meeting was called to order at 5:06 p.m. by President Dean Batchelor.
2.
ROLL CALL:
PRESENT: President Dean Batchelor, Vice President Marguerite Malloy, Members Jan
Brandt, John Nolan, Human Resources Director and Executive Secretary
of the Civil Service Board, Nancy Bronstein
ABSENT:
Member Troy Hosmer
STAFF PRESENT: Robin Young, Senior Human Resources Analyst
Sabina Netto, Human Resources Analyst II
Jessica Romeo, Human Resources Analyst I
Steven Woo, Human Resources Analyst I
Nafisah Ali, Administrative Technician II
3.
MINUTES:
Approval of Minutes of the Regular meeting of January 3, 2018.
President Batchelor moved to accept the January 3, 2018 Minutes. Motion was
seconded by Member Brandt which was passed by a 3-0 vote (Batchelor -
Abstained).
4.
CONSENT CALENDAR:
4-A. SUMMARY REPORT FOR EXAMINATION ELIGIBLE LISTS AND
CLASSIFICATIONS FOR OCTOBER 18, 2017
4-A-i. ELIGIBLE LIST ESTABLISHED
DATE ESTABLISHED
EXAM NO.
(December 1, 2017 - February 28, 2018)",CivilServiceBoard/2018-04-04.pdf
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Civil Service Board Minutes
Regular Meeting April 4, 2018
Apprentice Electrical Maintenance Technician
12/04/2017
2017-7790-02
Apprentice Lineworker
01/17/2018
2017-7785-02
Assistant General Manager-Engineering & Operations
01/11/2018
2017-7060-01 (02)
City Engineer
01/31/2018
2017-3180-01
Deputy Public Works Director
12/04/2017
2017-2601-01
Division Chief
12/04/2017
2017-4550-01
Electrical Maintenance Technician
12/11/2017
2017-7770-01
Engineering Manager
12/15/2017
2017-7200-01
Fleet Mechanic
02/13/2018
2017-2360-01
Library Technician
12/18/2017
2017-3515-01
Management Analyst (Community Development Analyst) 01/29/2018
2017-1420-02
Park Maintenance Supervisor
02/15/2018
2018-5144-01
Permit Technician Il
02/28/2018
2018-3270-01
Police Records Supervisor
12/01/2017
2017-4065-01
Public Works Coordinator
01/08/2018
2017-2605-01
Senior Building Code Compliance Officer
01/29/2018
2017-3246-01
Senior Librarian
01/02/2018
2017-3540-01
System Operator Trainee
02/09/2018
2017-7761-01
Police Officer
Aquilar, Erick
01/18/2018
2017-4057-02
Bardosh, Mark
01/11/2018
2017-4040-01
Beza, Benjamin
01/18/2018
2017-4040-01
Bhardwaj, Rajiv
01/11/2018
2017-4057-02
Buchanan, Tyrone
12/21/2017
2017-4040-01
Caughey, Dylan
12/21/2017
2017-4057-02
Conn, Jacob
12/21/2017
2017-4057-02
Drexier, Nic
02/08/2018
2017-4057-02
Hagemann, Matthew
01/24/2018
2017-4057-02
Hansen III, Robert
01/11/2018
2017-4057-02
Hawks-Garcia, Steven
12/21/2017
2017-4040-01
Jensen, Jarred Michal
12/21/2017
2017-4057-02
Jimenez, Luis
02/26/2018
2017-4040-01
Kim, Peter
02/26/2018
2017-4040-01
Lambert, Patrick
02/26/2018
2017-4040-01
Licari, Joseph
01/11/2018
2017-4057-02
Lomanto, Dylan
12/21/2017
2017-4057-02
Maurer, Nika
12/18/2017
2017-4057-02
McKinley, Eric
01/11/2018
2017-4057-02
Nelson, Brian
02/08/2018
2017-4057-02
Ortega, Juan
01/18/2018
2017-4057-02
Overton, Stefan
12/18/2017
2017-4057-02
Pacht, William
12/18/2017
2017-4057-02
Poppe, Mason
01/24/2018
2017-4057-02
Powell, Caroline
12/18/2017
2017-4057-02
Reeves, Alicia
02/26/2018
2017-4057-02
Ruby, Anika
01/24/2018
2017-4057-02
Saengsourith, Mory
01/18/2018
2017-4040-01
Sequiera, Michelle
01/24/2108
2017-4057-02
Singh, Manpreet
02/08/2018
2017-4057-02
Smith, Eric
12/21/2017
2017-4057-02
Smith, Jonathan
12/05/2017
2017-4057-02
Stanton, Randall
02/08/2018
2017-4057-02",CivilServiceBoard/2018-04-04.pdf
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Tran, Raina-pham
12/18/2017
2017-4057-02
Troy, Cortney
01/18/2018
2017-4057-02
Vasquez, Rafael
02/08/2018
2017-4057-02
Venikov, Joseph
01/18/2018
2017-4040-01
Witt, Maurice,
01/24/2018
2017-4057-02
Brown, Austin
02/26/2018
2017-4057-02
Yi, Jonathan
02/26/2018
2017-4040-01
4-A-ii. ELIGIBLE LIST EXTENDED
DATE ESTABLISHED
EXAM NO
Accounting Technician
01/23/2017
2016-62
Assistant General Manager - ERP
09/19/2017
2017-7056-01
Energy Resources Analyst
12/27/2017
2016-49
Fire Apparatus Operator
07/07/2016
2015-21PR
Gardener
06/28/2017
2017-21
Human Resources Analyst I
06/28/2017
2017-22
Intermediate Clerk
07/14/2016
2016-22
Police Lieutenant
08/29/2016
2016-33PR
Program Specialist II - Clean Water Program
01/23/2017
2016-52
Public Works Supervisor - Sewers & Stormwater
08/30/2017
2017-2650-01
4-A-iii. ELIGIBLE LIST EXPIRED/
DATE ESTABLISHED
EXAM NO
CANCELLED/EXHAUSTED
Administrative Technician I
01/04/2016
2015-89
Animal Control Officer
02/16/2017
2017-02
Assistant City Attorney Il - Land
08/16/2017
2017-26
Assistant City Attorney Il - Rent
12/05/2016
2016-54
Construction Inspection & Survey Supervisor
11/16/2017
2017-3080-01
Crime Prevention Technician
06/29/2017
2017-20
Electrical Maintenance Technician
12/11/2017
2017-7770-01
Police Sergeant
01/19/2016
2015-71PR
Public Safety Dispatcher - Lateral/Graduate/Attendee
03/06/2017
2017-03
Public Works Coordinator
01/08/2018
2017-2605-01
Senior Librarian
01/02/2018
2017-3540-01
4-A-iv. LIST OF SPECIFICATIONS
Existing Classification Specification Revision:
- None
New Classification Specifications:
-
Fire Information and Billing Systems Specialist
Vice President Malloy moved to approve Consent Calendar items 4-A-i, 4-A-ii, and
4-A-iii. Motion was seconded by Member Brandt, which was passed by a 4-0 vote.
Item under section 4-A-iv was pulled for further discussion. Vice President Malloy asked
if anyone has filled this position before. Senior Analyst Young answered that this
classification resulted per the request from the Fire Department to conduct a class study
of a current incumbent who may have been working outside the scope of their job. The",CivilServiceBoard/2018-04-04.pdf
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Regular Meeting April 4, 2018
study was conducted by an outside consultant and they concluded there was not a
classification within the City that covers the work being performed. The current incumbent
would be reclassified to the new classification. Vice President Malloy preferred to change
""conduct audits"" listed under example of duties #3 because it implies they are auditing
themselves. Senior Analyst Young clarified that most of the data that is being audited are
entered by those out in the field such as Paramedics. It was agreed to change the term
that will clarify what the incumbent will actually be doing.
Member Brandt asked how ""enthusiastic"" listed under abilities, will be defined. Senior
Analyst Young responded that perhaps a more appropriate word would be ""positive"" and
will update the specifications to reflect the change. Member Brandt asked how years of
work experience will equate to the two years of college coursework. Senior Analyst Young
answered that subject matter experts will help review if the applicant has the technology
experience to succeed in the position. The experience and education is written to capture
those who may not have the education but have worked in the industry to gain the
qualifications.
President Batchelor asked if the current incumbent travels to the other fire stations. Senior
Analyst Young answered the incumbent resides in Fire Station 1 which is the
administrative building with occasional travel to other stations. President Batchelor asked
how the employee would get around if the job description requires potential after-hour
response but a valid driver's license is only required at the time of appointment. Senior
Analyst Young answered that there are options such as Uber or taxi cab and that the
requirement is the ability to get to another location and not necessarily being able to drive
a vehicle.
Vice President Malloy moved to accept the specifications listed on item 4-A-iv with
the recommended changes. Motion was seconded by Member Brandt, which was
passed by a 4-0 vote.
5.
REGULAR AGENDA ITEMS
5-A. Activity Report - Period of September 1, 2017 through November 30, 2017
FULL-TIME HIRES
DATE
DEPARTMENT
JOB CLASSIFICATION
12/05/17
Public Works
Maintenance Worker I
12/19/17
Public Works
Maintenance Worker I
12/20/17
Public Works
Maintenance Worker I
1/02/18
AMP
Executive Assistant
1/08/18
AMP
Utility Energy Analyst
1/08/18
Public Works
Assistant Engineer
1/08/18
AMP
Assistant General Manager- Energy
Resources Planning
1/08/18
AMP
Electrical Maintenance Technician
1/08/18
Finance
Accountant I",CivilServiceBoard/2018-04-04.pdf
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Regular Meeting April 4, 2018
1/08/18
Public Works
Construction Inspector
1/16/18
AMP
Apprentice Electrical Maintenance
Technician
1/16/18
Information Technology
Information Technology Systems Analyst
1/22/18
Library
Library Technician
1/29/18
Base Reuse
Senior Transportation Coordinator
1/29/18
AMP
Electrical Maintenance Technician
2/05/18
AMP
Assistant General Manager - Engineering &
Operations
2/05/18
Library
Library Technician
2/12/18
Police
Police Officer
2/12/18
Police
Police Officer
2/12/18
Police
Police Officer
2/20/18
Library
Librarian
CERTIFIED TO CIVIL SERVICE (FROM COMMUNITY PARAMEDICINE)
2/18/18
Fire
Division Chief
PROMOTIONS
DATE
DEPARTMENT
JOB CLASSIFICATION
12/10/17
Fire
Fire Captain
12/11/17
Police
Management Analyst
12/11/17
AMP
Senior Energy Resources Analyst
12/24/17
Public Works
Construction Inspection & Survey
Supervisor
12/24/17
Fire
Fire Apparatus Operator
12/24/17
Public Works
Deputy Public Works Director
1/08/18
Base Reuse
Senior Transportation Coordinator
1/21/18
Police
Police Sergeant
1/22/18
Library
Senior Librarian
1/22/18
Public Works
Public Works Coordinator
2/05/18
AMP
Engineering Manager
2/18/18
Fire
Division Chief
2/18/18
Fire
Fire Captain
VOLUNTARY DEMOTION
1/8/18
Police
Intermediate Clerk
RETIREMENTS
DATE
DEPARTMENT
JOB CLASSIFICATION
12/15/17
AMP
Senior Utility Accountant
12/18/18
Fire
Fire Apparatus Operator
12/21/17
Fire
Division Chief
12/28/17
Library
Senior Librarian
12/28/17
Library
Library Technician",CivilServiceBoard/2018-04-04.pdf
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12/28/17
Fire
Fire Captain
12/30/17
AMP
Journey Lineworker
1/19/18
Library
Library Technician
2/01/18
Community Development
Administrative Services Coordinator
SEPARATIONS
DATE
DEPARTMENT
JOB CLASSIFICATION
1/03/18
Police
Police Officer
1/25/18
Police
Police Officer
2/01/18
Public Works
City Engineer
5-B. Informational Report, February 20, 2018, Regarding Application to
Temporarily Vacate Civil Service Position:
- Christopher Marks
5-C. Informational Report, February 20, 2018, Regarding Application to
Return to Civil Service Position:
- Allyn Richterman
Vice President Malloy asked if the employees listed under section 5-B and 5-C are
switching assignments. Senior HR Analyst Young answered that the movement of the
employees is the result of a Division Chief retiring. The employee in the grant funded
Division Chief position is moving into the Civil Service position and the other employee is
being promoted into the grant funded Division Chief position. HR Director Bronstein
added that employees are notified that those in grant funded positions depend on the
availability of the grant. She added that the Civil Service process is still followed for grant
funded positions. If the grant goes away, the employee has bumping rights to their
previous position and a subsequent domino effect for the other employees.
President Batchelor moved to accept 5A, 5B and 5C. Motion was seconded by
Member Brandt, which was passed by a 4-0 vote.
6.
GENERAL DISCUSSION OF CIVIL SERVICE RULES
6-A. Edits to Civil Service Rules
HR Director Bronstein stated that HR went through the rules and tried to capture the
changes mentioned in the previous meeting along with noting new changes and
questions. She brought up the option of scheduling separate meetings specifically to
discuss the Civil Service Rules. The Civil Service members agreed to see how far they
will get during tonight's meeting and set extra meeting dates to discuss the Civil Service
rules further possibly in May and June before the July Civil Service meeting. HR will
follow up and send out possible dates and times.
It was agreed to start reviewing the document by skipping the definitions section until",CivilServiceBoard/2018-04-04.pdf
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they reach the end of the review to avoid going back and forth in updating the
definitions.
Article I Section 2 - HR Director suggested adding another line to catch all identified
protected class since the law changes continuously. Vice President Malloy suggested
adding "" All statutorily protected statuses. to capture various changes.
Vice President Malloy asked if the Civil Service Rules cover the concept of out-of-class
pay. Senior HR Analyst Young responded that it is covered in most of the
Memorandums of Understanding (MOU). Vice President Malloy suggested adding
language in a section within Article VIII or IX referencing out-of-class pay to refer to the
MOU especially for non-represented employees. HR Director Bronstein noted that the
City has an administrative rule that allows for acting pay for non-represented
employees. It was agreed as they review the document, they can find an appropriate
section. Member Nolan asked if the term ""y-rate"" is still being used. HR Director
Bronstein answered that term is no longer being used and all forms have been updated
to say Acting and Additional Duties pay and would like to update the language in the
MOUs as well.
Article V Section 4 - Member Brandt asked if the promotional opportunities are for those
who have been with the City or have been in the job for six (6) or more months. Vice
President Malloy mentioned that if someone on probation is promoted and does not
pass probation, they may not get bumping rights because they did not pass probation in
their previous position and something to look at while updating the language. President
Batchelor added that there are organizations where once an employee passes
probation the first time there are no more probationary periods but that may require
union negotiations. It was agreed to keep the language as it is for now. Member Nolan
asked if Fire and Police have longer probations. HR Director Bronstein confirmed two
(2) years for Police Officers and eighteen (18) months for Firefighters.
Article VI - Vice President Malloy stated people may not know that reasonable
accommodations are available throughout the exam process and whether it should be
added within the Civil Service Rules even though it is mentioned on the job bulletin. It is
agreed to add language that speaks to accommodations somewhere in the document.
Article VI Section 1 - Vice President Malloy suggested not to have an exhaustive list
that would disqualify an applicant in case of future changes. President Batchelor asked
in section (g) regarding submitting an application within the prescribed time limit, may
contradict with Article VI Section 3, where the HR Director may allow applicants to
amend their application. HR Director Bronstein stated that she prefers the statement to
be broad so she may review the circumstance of the requested amendment and decide
whether to grant it or not. Vice President Malloy asked whether enough time is given
between allowing for an appeal process for applicants who were disqualified and step
two of the exam process. HR Director Bronstein answered that typically there are two
(2) weeks, if not more time until the next step and that notifications are sent via email or
by mail if there is no email provided. There is a seven day appeal window after the",CivilServiceBoard/2018-04-04.pdf
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examination is over. Vice President Malloy asked if there should be a number of days
given to applicants who were disqualified so they have a timeline on when to respond.
HR Analyst Netto stated that those who are disqualified at the minimum or best
qualification review receives a generic notice that they have not been selected to move
forward. The notice does not specifically state that the applicant did not meet minimum
qualifications. Vice President Malloy asks how the applicants know that they can appeal
the decision that they are not moving forward since the notice does not state that they
do not meet the qualifications. HR Director Bronstein responds that the letter leaves it
open for applicants to call. Vice President Malloy suggest perhaps send two different
notices, one for those not moving forward due to the strength of the applicants, and
another for those being disqualified, which then allows applicants to appeal the
decision. HR Analyst Netto added that by offering a window of time for appeals, it may
delay the exam process. HR Director Bronstein believes there may be a compromise by
adding language to the notices.
Article VI Section 4 - HR Director Bronstein explained that items listed under (f) through
(i) were crossed out and moved into a different section due to changes in laws where
these examination components cannot be completed until after the contingent job offer
has been made. President Batchelor asked for clarification if item (d) is similar to the
practical exam such as an agilities test that has been crossed out in item (f). HR Analyst
Romeo answered that this item is a performance exam such as a writing test and not
testing for physical ability. HR Director Bronstein said language can be added
describing a practical exam component. It was agreed to keep item (f) listed in this
section.
Article VI Section 8 - Vice President Malloy stated the second sentence is general
regarding results are ""given"". It was suggested to revise to results are ""provided to the
candidate"" and that the appeal must be filed seven (7) days from the date of the
document.
Article VII Section I - Member Brandt wanted clarification on what a ""regular"" employee
means listed in item (e). It was agreed to return to this section after discussing how to
define the term ""regular"".
Article VII Section II - Member Brandt mentioned that there is the term ""permanent
employee"" used verses ""regular employee"". It was agreed there will be consistency
once it is agreed which term to use and define under the definitions section. Vice
President Malloy suggested changing the word ""belonged"" at the end of the first
sentence. It was agreed it will be reviewed and updated.
HR Director Bronstein addressed Member Nolan's question regarding how candidates
are notified before and after departmental interviews. She described that candidates are
notified of their standing on the eligible list and the Civil Service Rules have been
updated to reflect that candidates are notified within two (2) weeks. The notice to the
candidate states that the department may or may not contact them for the next step.
Those who did not pass the exam receive a notice stating that their score was not high",CivilServiceBoard/2018-04-04.pdf
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enough to qualify them to be on the eligible list. HR Director Bronstein did note that they
can work with the department to find out a time frame for when they will contact
candidates so that can be added to the notices. She added that supervisors are being
trained on the new system (Neogov) so that they can notify candidates. Vice President
Malloy suggested HR to update the status of the position so if a candidate checks online
they can see that the position has been filled. It was agreed to check Neogov to see if
there is the ability to make this update and perhaps auditing the status to make sure
supervisors are notifying applicants.
HR Director Bronstein described that even though a certain amount of names are given
to the department, the department can chose to only interview the top few names, but in
rank order. President Batchelor added that in the past if for example five (5) names are
certified to the department, then you have to interview all five (5). HR Director Bronstein
responded that may have been an internal rule but not a Civil Service requirement.
President Batchelor added why a department would not interview all of candidates to
determine the best applicant. It was agreed to revisit this topic if they want to discuss it
further.
7.
ORAL COMMUNICATIONS, NON-AGENDA (PUBLIC COMMENT)
No comment from the public.
8.
CIVIL SERVICE BOARD COMMUNICATIONS (COMMUNICATIONS FROM STAFF)
No communication from staff.
9.
CONFIRMATION OF NEXT CIVIL SERVICE BOARD MEETING
The July meeting was confirmed for Wednesday, July 11, 2018 at 5:00 PM. HR will
provide dates in May or June for a special meeting to discuss the Civil Service rules.
10. ADJOURNMENT
Meeting was adjourned at 6:19 p.m.
Respectfully submitted,
Nancy Bronstein, Human Resources Director
and
Executive Secretary to the Civil Service Board",CivilServiceBoard/2018-04-04.pdf