{"body": "CivilServiceBoard", "date": "2013-04-10", "page": 1, "text": "OF\nMINUTES OF THE REGULAR MEETING\nOF THE\nCIVIL SERVICE BOARD OF THE CITY OF ALAMEDA\nWEDNESDAY, APRIL 10, 2013\n1.\nThe meeting was called to order at 5:07 p.m. by Board President Avonnet Peeler.\n2.\nROLL CALL:\nPRESENT: President Avonnet Peeler, Vice President Peter Horikoshi, Members Dean Batchelor,\nLinda McHugh, and Marguerite Malloy.\nABSENT: Executive Secretary Holly Brock-Cohn\nSTAFF PRESENT: Liz Warmerdam, Assistant City Manager\nStephanie Sierra, Assistant City Attorney Il\nLara Weisiger, City Clerk\nJill Kovacs, Senior Management Analyst\nSharlene Shikhmuradova, Administrative Tech Il\nBeth Fritz, Administrative Assistant II\n3.\nMINUTES:\nA.\nApproval of Minutes of the Regular meeting of January 9, 2013.\nDiscussion was held regarding minutes.\nPresident Peeler stated that she had the following correction to the minutes:\n-\nPage one, first paragraph, third sentence should read\nShe would like the Ordinance Policy\nchanged to adhere to the Ordinance.\nMember McHugh stated she had the following corrections to the minutes:\n-\nPage two, second paragraph, first paragraph should read Member McHugh asked why there was a\ndelay between the Dates Established and the reporting to the Board because there was a six month\ngap.\nJill Kovacs, Senior Management Analyst, stated that the 5/29/2012 dated item was listed as a\ncorrection of an error from a previous report. The entry should have been on a prior report so it was\nadded to this report. It was being placed there to correct the omission. A footnote will be added to the\nJanuary 9, 2013 minutes to reflect the omission and correction.\n-\nPage three, second paragraph, first sentence should read\nMember McHugh clarified that asked if\nthe cancelled list was determined by looking at the budget and the work and it was decided that the\nposition was really needed;\n-\nPage four, first paragraph, first sentence should read\nMember Batchelor asked regarding if the\nCity Attorney Il separation if it separation was one of the new positions? one of the new people that\nretired recently", "path": "CivilServiceBoard/2013-04-10.pdf"}
{"body": "CivilServiceBoard", "date": "2013-04-10", "page": 2, "text": "City of Alameda\nPage 2\nCivil Service Board Minutes\nRegular Meeting April 10, 2013\n-\nPage four, second paragraph, first sentence should read\nMember McHugh stated asked that\nMember McHugh moved that the January 9, 2013 Minutes be approved with corrections specified.\nMotion was seconded by Vice President Horikoshi which was passed by a 5-0 vote.\n4.\nCONSENT CALENDAR:\nSUMMARY REPORT FOR EXAMINATION ELIGIBLE LISTS AND CLASSIFICATIONS FOR\nAPRIL 10, 2013\nConsent Calendar was pulled for discussion.\n4-A.i. ELIGIBLE LISTS ESTABLISHED\nDATE ESTABLISHED\nEXAM I NO.\nAdministrative Services Coordinator\n01/23/2013\n2012-43\n(designated to Library Circulation Coordinator)\nAdministrative Technician Il\n01/09/2013\n2012-42\nCustomer Services Supervisor\n02/28/2013\n2013-08PR\nIntermediate Clerk\n02/11/2013\n2012-40\nLibrarian\n01/23/2013\n2012-44\nPolice Sergeant\n03/05/2013\n2013-03PR Senior\nFire Code Compliance Officer\n01/10/2013\n2012-48PR\nSenior Management Analyst\n01/10/2013\n2013-01PR\nSupervising Planner\n03/14/2013\n2013-08PR\nPolice Officer\n01/10/2013\n2012-33\nKoutsoubos, George\nPolice Officer\n02/19/2013\n2013-05\nBal, Cameron\nPola, Danelle\nBurnaugh, Michael\nRenfield, Levin\nGarcia, Marshall\nSchlitt, Alyssa\nGrubb, Joel\nSchock, Lindsey\nHorvath, Jason\nMember McHugh asked for clarification of the 4-A.i Administrative Services Coordinator in the\nparenthetical comment. Jill Kovacs, Senior Management Analyst stated it should read Library\nCirculation Coordinator.\n4-A.ii. ELIGIBLE LISTS EXTENDED\nDATE ESTABLISHED\nEXAM NO.\nAssociate Civil Engineer\n08/30/2011\n2011-21\nDivision Chief\n10/10/2011\n2011-16PR\nFire Captain\n01/30/2012\n2011-32PR\nPolice Lieutenant\n02/13/2012\n2012-02PR\nRecreation Services Specialist\n09/25/2012\n2012-25PR\nSenior Civil Engineer\n07/24/2012\n2012-22\nPolice Officer\n08/04/2012\n2012-27\nAguilar, Junior\nKonze, Kyle\nYuen, Edward\nAllen, Jennifer\nMatos, Israel\nAllen, Richard\nMcCants, Matt\nG:\\Personnel\\CSB\\AI Minutes/2013-04-10 CSB Minutes-FINAL.doc", "path": "CivilServiceBoard/2013-04-10.pdf"}
{"body": "CivilServiceBoard", "date": "2013-04-10", "page": 3, "text": "City of Alameda\nPage 3\nCivil Service Board Minutes\nRegular Meeting April 10, 2013\nBernales, Pio\nMcDowell, Scott\nBorman, Lee\nMontgomery, Sean\nBradley, Nyal\nNanthasiri, Katan\nClifford, Alfred\nNeese, John\nDela Rosa, Joseph\nO'Guinn, Lance\nDeLuna, Daniel\nPangelinan, Bryant\nFurness, Patrick\nReeder, James\nGibson, Jacob\nRingler, Christopher\nHall, Mark\nSablan, Daniel\nHubbard, Matthew\nSalgado, Jaymie\nHuie, Alex\nSocarras, Chano\nJones, Gary\nTurner, Jack\nKeo, Trak\nViray, Ludivico\n4-A.iii. ELIGIBLE LISTS EXPIREDICANCELLED/EXHAUSTED\nDATE ESTABLISHED\nEXAM NO.\nCustodian\n05/18/2012\n2012-23\nEmergency Medical Services Education Coordinator\n01/07/2011\n2010-36\nFire Apparatus Operator\n03/11/2011\n2010-43PR\nLibrary Technician\n10/18/2011\n2011-35\nMeter Reader Collector\n03/31/2011\n2011-08\nPublic Safety Dispatcher\n04/04/2011\n2011-02\nRecreation Services Specialist\n04/17/2012\n2012-16PR\nSupervising Accountant\n03/14/2012\n2012-04\nSupervising Civil Engineer\n12/10/2012\n2012-36\nSenior Electrical Engineer\n07/26/2012\n2012-21\nSenior Management Analyst\n01/18/2012\n2011-39\n(Communications Engagement Specialist)\n4-A.iv. LIST OF SPECIFICATIONS\nExisting Classification Specification Revision:\nDivision Chief (Revision)\nFinance Supervisor (Revision - Name Change)\nParalegal (Revision)\nPolice Captain (Revision)\nPolice Lieutenant (Revision)\nNew Class Specifications:\nCustomer Services Supervisor (New Class)\nEarly Morning Street Sweeper Operator (New Class)\nFire Administrative Services Supervisor (New Class)\nLibrary Circulation Coordinator (New Class)\nMember McHugh asked if the relationship between the Library Technician position classification and the\nLibrary Circulation Coordinator and Administrative Services Coordinator are the same. Senior Management\nAnalyst Kovacs stated no. They are two different classifications. They have one person who supervises the\nCirculation Desk and there are 4-6 Library Technicians who are assigned in various places within the library\n(children's desk, volunteer coordination, etc.), whereas the Library Circulation Coordinator supervises the\nCirculation Desk functions which are mostly staffed by part-time people.\nMember McHugh asked if the Library Circulation Coordinator was part of the Administrative Services\nCoordinator which was a larger classification? Senior Management Analyst Kovacs stated that Administrative\nServices Coordinator is a general citywide classification. Member McHugh asked, so it included administrative\nG:\\Personnel\\CSB\\Al Minutes/2013-04-10 CSB Minutes-FINAL.doc", "path": "CivilServiceBoard/2013-04-10.pdf"}
{"body": "CivilServiceBoard", "date": "2013-04-10", "page": 4, "text": "City of Alameda\nPage 4\nCivil Service Board Minutes\nRegular Meeting April 10, 2013\nservices not exclusive to the Library and now the City wants to separate the Library function from the other\nadministrative services. Member McHugh asked why the City is doing that. Senior Management Analyst\nKovacs stated that there is a general approach that is being looked at Citywide. This is one of the general\nclassification positions being looked at where the position has evolved into a more specialized position.\nVice President Horikoshi asked in what other departments are there Administrative Services Coordinators.\nSenior Management Analyst Kovacs stated they are in AMP and Community Development. There are not\nmany left.\nMember McHugh asked if the technical knowledge and skills that are required for the positions being\nseparated out are all very different between the departments. Senior Management Analyst Kovacs stated yes.\nFor instance, the Library Circulation Coordinator specification, under employment standards and experience,\nthey are looking for the knowledge and ability to deal with the Library environment and technology.\nMember McHugh asked if there is some reason that this position has become so much more technical that the\nCity did not require a two or four year Library of Science Degree. Senior Management Analyst Kovacs stated\nthat is not necessary for this work, which handles circulation. It is not handling children's services, reference\nservices, etc., where people are servicing patron needs in that arena. It is more maintaining the location\nrecords of the collection. Assistant City Manager Warmerdam stated that may be a question for the Library\nDirector.\nMember McHugh asked what is the expected impact on the existing eligible lists, given these changes. Are\npeople on the lists all of a sudden not going to be on the lists? There are already lists for these and if the\nclassification specs are changed, what's the risk that the people that are already on the list are not going to\nmeet the specifications anymore.\nMember Malloy asked if there is a list for all of the changes on the revised job specifications. Senior\nManagement Analyst Kovacs stated that on the Division Chief specification changes are not listed, as they\nwere too extensive and that is why the Division Chief and new specifications were included in the agenda\npacket. The experience portion did not change, however the education component changed. Member Malloy\nasked if on the lists an extensions, when a specification is changed and there is a list, is the minimum criteria\nreviewed. Senior Management Analyst Kovacs stated that in general, if a job specification is retitled or revised\nthe specification list would be maintained. If there is a problem with the quality of the list then it is cancelled.\nMember Malloy asked if staff has looked at the changes and determined whether to cancel the list or not.\nSenior Management Analyst Kovacs stated yes.\nMember McHugh asked if there was an impact this go around. Senior Management Analyst Kovacs stated no.\nMember Malloy stated that if there was, we would look at the lists in question to ensure that those individuals\non the list would match the changes. Senior Management Analyst Kovacs stated for instance, we do have a\nPolice Captain job specification revision where there is an examination in process, but the new stipulations are\nspecified in the new recruitment materials.\nVice President Horikoshi asked if in this kind of situation, these changes would have been made in collective\nbargaining. Senior Management Analyst Kovacs stated very often yes, particularly in public safety. Vice\nPresident Horikoshi asked if all the members would know that was coming up. Senior Management Analyst\nKovacs stated yes.\nMember Batchelor stated that on the Police Captain and Police Lieutenant specifications it looks like, on the\nexperience portion, these would never go to the outside for hire. They all look like you have to have some type\nof experience with Alameda. So the eligible lists will never be posted to the outside? Senior Management\nG:\\Personnel\\CSB\\All Minutes\\2013-04-10 CSB Minutes-FINAL.doc", "path": "CivilServiceBoard/2013-04-10.pdf"}
{"body": "CivilServiceBoard", "date": "2013-04-10", "page": 5, "text": "City of Alameda\nPage 5\nCivil Service Board Minutes\nRegular Meeting April 10, 2013\nAnalyst Kovacs stated that is correct and that is not a change. It is in all the Safety MOU's. Only Chief of\nPolice and entry Police Officer will go outside.\nVice President Horikoshi asked if there was a Street Sweeper Operator who does not work early morning shift.\nSenior Management Analyst Kovacs stated yes. The other people who operate the street sweepers are\nMaintenance Worker Il's and it is more of an intermittent part of their job. In the past the Early Morning Street\nSweeper Operator has been paid with a differential, but the Public Works Director determined that the best\nway to handle the situation was to have a designated classification for the position and the differential is\nincluded in the salary. President Peeler stated that it seems they would not need supervision as much. Senior\nManagement Analyst Kovacs stated that is correct, but that does not mean that a supervisor would not on\noccasion show up.\nMember McHugh stated that in thinking back to the exercise the Board went through with the Golf Course and\nthe lack of clarity about whether jobs in public works were the same as those in golf, how likely are we to run\ninto the similar situation with these being so specifically separated out into classifications? If there is a need to\nreduce the ranks basically this one person assigned to the Early Morning Street Sweeper has no bumping\nrights. Senior Management Analyst Kovacs stated that very likely this would be a promotional opportunity from\nwithin and if there were layoffs and the Early Morning Street Sweeper was eliminated, the incumbent employee\nwould likely having bumping rights to a lower previously held position, such as a Maintenance Worker II.\nMember Malloy asked if they did have a vacancy, generally in these cases they are done promotionally or\ninternally first. Senior Management Analyst Kovacs responded that is correct. If they did not find a qualified\ncandidate and went outside to fill the position, and if that individual came in and had not held a previously lower\nposition, then they would have no bumping or demotion rights. Member Malloy asked if this position is union\nrepresented. Senior Management Analyst Kovacs stated yes. Member Malloy asked if there were no\nobjections by the union. Senior Management Analyst Kovacs stated there were no objections to the Early\nMorning Street Sweeper Operator.\nMember Malloy moved that the Consent Calendar items be approved. Motion was seconded by\nMember Batchelor which was passed by a 5-0 vote.\nMember Malloy stated that she would find it helpful if the staff could provide a four or five sentence intro\nsummary about the classifications that are attached. If there were a brief summary it might eliminate a lot of\nquestions. Is that too much work for the staff? Senior Management Analyst Kovacs stated that the\nspecifications were broken out in the listing between new and revised and that wherever possible redline\nversions are provided. Staff does try to anticipate the questions and tries not to be redundant.\nMember McHugh stated that if it was a choice to have the summary or a redlined document she would rather\nhave the redlined document. Member Batchelor also agreed.\n5.\nREGULAR AGENDA ITEMS\n5-A.\nCity Clerk to Discuss Civil Service Board Members Attendance Guidelines and Sunshine\nOrdinance Clarification.\nLara Weisiger, City Clerk, stated the training for the Sunshine Ordinance is done annually. There is also the\noption of possibly putting the training on the web.\nMember Malloy asked if they need to provide notice that they have completed the training. City Clerk Weisiger\nstated yes, that the declaration form will be sent out at the same time that the Form 700 is sent out. The City\nClerk's Office will send notices out if they are missing any.\nG:\\Personnel\\CSB\\All Minutes)2013-04-10 CSB Minutes-FINAL.doc", "path": "CivilServiceBoard/2013-04-10.pdf"}
{"body": "CivilServiceBoard", "date": "2013-04-10", "page": 6, "text": "City of Alameda\nPage 6\nCivil Service Board Minutes\nRegular Meeting April 10, 2013\nVice President Horikoshi asked about attendance guidelines. City Clerk Weisiger stated that there is a Council\nResolution that requires that if a Board Member has missed 75 percent of the meetings in a 12 month period,\nthey are off the Board.\nPresident Peeler asked if those were regular meetings or special meetings. City Clerk Weisiger stated that it is\nall meetings and it does not matter if it is excused or unexcused and that the 12 month period is a sliding\nperiod for each Board Member. If they miss their first meeting in June, the time period would go through the\nend of May. If there are four meetings per year the Board Member would have to miss three of the meetings to\nequal 75 percent.\n5-B.\nDesignation of Eligible List\n-\nAdministrative Service Coordinator, 2012-42 for Library Circulation Coordinator\nVacancy, LI.3545.001\nInformation was provided to the Board. No action required.\n5-C.\nInformational Report on Cancellation of Eligible List\n-\nSupervising Civil Engineer, 2012-36\nInformation was provided to the Board.\nMember McHugh asked if the City was eliminating the job. Senior Management Analyst Kovacs stated no.\nThe list is not meeting the needs of the Department. The eligible list has four candidates; one of which is no\nlonger interested in the position, two other candidates accepted other employment, leaving one candidate,\nwhich leaves an insufficient pool.\nNo action required.\n5-D.\nActivity Report - Period of December 1, 2012 through February 28, 2013.\nFULL-TIME HIRES\nDATE\nDEPARTMENT\nJOB CLASSIFICATION\n12/31/12\nCity Attorney's Office\nAssistant City Attorney Il\n12/31/12\nLibrary\nLibrary Technician\n01/13/13\nFire\nFirefighters (3)\n01/22/13\nCity Manager's Office\nAssistant City Manager\n02/04/13\nAlameda Municipal Power\nSenior Energy Resource Analyst\n02/11/13\nPolice\nAdministrative Technician Il\nPROMOTIONS\nDATE\nDEPARTMENT\nJOB CLASSIFICATION\n01/13/13\nFire\nFire Captain\n01/13/13\nFire\nFire Apparatus Operator\n01/13/13\nCommunity Development\nCity Planner\n01/27/13\nFire\nSenior Fire Code Compliance Officer\n01/27/13\nFire\nSenior Management Analyst\n01/27/13\nPublic Works\nPublic Works Maintenance Team Leader\n02/10/13\nCity Manager's Office\nAssistant City Manager\nREINSTATED TO FULL TIME\nG:\\Personnel\\CSB\\Al Minutes\\2013-04-10 CSB Minutes-FINAL.doc", "path": "CivilServiceBoard/2013-04-10.pdf"}
{"body": "CivilServiceBoard", "date": "2013-04-10", "page": 7, "text": "President Peeler moved that Peter Horikoshi be the Civil Service Board President. Motion was seconded by\nMember Batchelor which was passed by a 5-0 vote.\nMember Malloy nominated Dean Batchelor to be Civil Service Vice President. Motion was seconded by\nPresident Horikoshi which was passed by a 5-0 vote.\n6.\nORAL COMMUNICATIONS, NON-AGENDA (PUBLIC COMMENT)\nTerry Flippo, ACEA President, stated to the Civil Service Board that regarding future job specifications, the\nunion could provide a short memo providing information on how the union stands with specific positions, and\nthat Human Resources did meet with the union representatives.\n7.\nCIVIL SERVICE BOARD COMMUNICATIONS (COMMUNICATIONS FROM BOARD)\nMember Peeler thanked staff and the Board for all of their help and support while serving on the Civil Service\nBoard.\n8.\nCIVIL SERVICE BOARD COMMUNICATIONS (COMMUNICATIONS FROM STAFF)\nAssistant City Manager Warmerdam mentioned to the Board that Human Resources Director Holly Brock-Cohn\nis currently on Leave of Absence.\nDiscussion was held on when to hold the next Civil Service Board Meeting. Next meeting is scheduled for\nWednesday, July 3, 2013. President Horikoshi asked that the next meeting be moved to Wednesday, July 17,\n2013. The Board agreed.\nG:\\Personnel\\CSB\\All Minutes\\2013-04-10 CSB Minutes-FINAL.doc", "path": "CivilServiceBoard/2013-04-10.pdf"}
{"body": "CivilServiceBoard", "date": "2013-04-10", "page": 8, "text": "City of Alameda\nPage 8\nCivil Service Board Minutes\nRegular Meeting April 10, 2013\n9.\nADJOURNMENT\nMeeting was adjourned at 5:57 p.m.\nNext Civil Service Board meeting will be held on Wednesday, July 17, 2013.\nRespectfully submitted,\nHolly Brock-Cohn\nHuman Resources Director and\nExecutive Secretary to the Civil Service Board\nG:\\Personnel\\CSB\\AI Minutes/2013-04-10 CSB Minutes-FINAL.doc", "path": "CivilServiceBoard/2013-04-10.pdf"}