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HomeMy WebLinkAbout82nd Special Meeting82nd SPECIAL MEETING OF THE CIVIL SERVICE COMMISSION The 82nd Special Meeting of the Civil Service Commission was held on Thursday, March 6, 2003. The meeting was called to order at 9:05 a.m. Members Present: Charlotte S. Mahoney, Acting Chairperson Harry C. Tatigian Absent: Ronald E. Campau Also Present: Kathleen Monroe, City Librarian Robert Nencianni, Sr. Police Lieutenant Vera Russanow, Librarian I Trinidad Turse, Assistant Branch Librarian Cathryn K. White, Chief Asst. City Attorney Derrick L. Washington, Personnel Analyst II David G. Beecher, Personnel Analyst II Aurora Vigil, Personnel Analyst I Mary E. Rulan, Human Resources Director Gretchen Guisbert, Secretary III The Chairperson stepped down to offer the following motion: Upon a motion by Mr. Tatigian, seconded by Ms. Mahoney and unanimously adopted, it was RESOLVED, That having reviewed the reactions to examination and passing point in the written examination for Police Lieutenant (1162 p.), the Civil Service Commission does hereby uphold the McCann recommendations and retains all 100 questions in Booklet I and all 75 questions in Booklet II, subject to the one (1) week candidate review period to begin immediately following this meeting. The Chairperson stepped down to offer the following motion: Upon a motion by Mr. Tatigian, seconded by Ms. Mahoney and unanimously adopted, it was RESOLVED, That having reviewed the reactions to examination and passing point in the written examination for Police Sergeant (1163 p.), the Civil Service Commission does hereby uphold the McCann recommendations and retains all 100 questions in Booklet I and all 75 questions in Booklet II, subject to the one (1) week candidate review period to begin immediately following this meeting. The Chairperson stepped down to offer the following motion: Upon a motion by Mr. Tatigian, seconded by Ms. Mahoney and unanimously adopted, it was RESOLVED, That having reviewed the letter of March 3, 2003, from Peter C. Kunst, Police Chief, requesting an open -competitive examination for Police Dispatcher, and proposed qualifications and parts of examination and weights, the Civil Service Commission does hereby approve the following qualifications and parts of examination and weights: Page 82" Specal Meeting March 6, 2003 QUALIFICATIONS By the closing date of the announcement, applicants must: Be a citizen of the United Stales or resident alien with the right to work in the United States; and Have a high school diploma or a valid equivalency certificate; and Have either: A. At least one year full-time paid work experience as a Dispatcher for a law enforcement agency; or B. At least one year of full-time paid work experience as a Certified Police Officer; and Have an acceptable voice quality level as determined in the voice modulation lest; and Not be an immediate family member of a swom officer employed by the Livonia Police Department (Immediate family member includes but is not limited to: Spouse, Child, Step -Child, Mother, Father, Sister, Step -Mother, Step -Father, Sister-in-law (married to Brother), Brother, Brother-in-law (married to Sister), Grandparents, Grandchild, or member of the Employee's household.); and Have keyboard skills that meet or exceed 25 wpm without error. PARTS OF EXAMINATION AND WEIGHTS Written Test -40%` Interview -40% Performance -20%' Voice Modulation Test - Pass/Fail Background Investigation - Pass/Fail Psychological Evaluation Test - Pass/Fail 'A minimum of the top 15 applicants who score highest on the Written Test, and who pass the Performance keyboard test will be invited to the Interview part of examination. The Chairperson stepped down to offer the following motion: Upon a motion by Mr. Tatigian, seconded by Ms. Mahoney and unanimously adopted, it was RESOLVED, That the Civil Service Commission does hereby approve the passing point at the standard score of 70 based on the statewide north or the whole mw score of 103 in the written examination for Building Mechanic III (1166 p.). The Chairperson stepped down to offer the following motion: Upon a motion by Mr. Tatigian, seconded by Ms. Mahoney and unanimously adopted, it was RESOLVED, That the Civil Service Commission does hereby approve the eligible list for Building Mechanic III (1166 p.). The Commission commenced discussion regarding the Vera Russanow, Librarian I appeal of disciplinary action issued February 10, 2003. Ms. Mahoney, as Acting Chairperson, informed Ms. Page 3 82"° Speeal Meeting March 6, 2003 Russanow that she had a right to refer this matter to the next meeting, when all three Civil Service Commissioners could be present. Ms. Russanow confirmed she was advised prior to the meeting only two Commissioners would be present and agreed to proceed with the hearing. It was explained that Barbara Lewis, the former City Librarian who issued the disciplinary action of February 10, 2003, had retired. It was clarified that Ms. Lewis had not been asked to be present since Trinidad Turse, the employee's immediate supervisor, was present. Mr. Tatigian asked Ms. Russanow if she had a problem with the absence of Ms. Lewis and she responded that she did not have an objection to her absence. Commissioner Mahoney introduced for the record the management representatives present, Kathleen Monroe, Acting City Librarian and Trinidad Turse, Ms. Russanow's Supervisor. Cathryn White, Chief Assistant City Attorney, City of Livonia, presented management's opening statement and summarized the reoccurring performance issues concerning Ms. Russanow and the behavior problems experienced with her personal relations with co-workers, such as shouting and using an intimidating manner. Ms. White further reported that Ms. Russanow had been observed to be asleep at her desk, was repeatedly late for work, had put another employee's initials on reports without permission, had dimmed the lights when using the computer, and had directed a Student Page to sit at an area which had been previously designated as off limits. Following an altercation with a coworker last year both employees had been referred to mandatory behavioral EAP counseling. The outcome resulted in executing a signed behavioral contract which outlined specific several goals and expectations for Ms. Russanow to follow, as mutually established with the City Librarian, Barbara Lewis and her immediate Supervisor, Trinidad Turse. It had been explained to Ms. Russanow that failure to meet these goals would result in further disciplinary action. Several more incidents had occurred after the contract had been implemented. One reported incident involved a situation in which Ms. Russanow took a staff member's chair, removed their initials, and replaced them with her own initials on the chair. Another incident involved her failure to expedite a "send item" list. A third incident occurred when Ms. Russanow indicated she forgot what her quitting time was and left early without pre -authorization. The January 10, 2003 letter further identified that she left a patron in the middle of a transaction; she left another patron on the phone without finalizing the request for assistance and later was rude to another employee. As a result of these unacceptable behaviors, she was issued a written notice of disciplinary suspension citing Civil Service Commission Rules and Regulations RULE 26, SUSPENSIONS, DEMOTIONS, AND REMOVALS, Section 26.3 Causes. (b) Conduct unbecoming a City employee. Kathleen Monroe reported on the negative effect that Ms. Russanow's behavior was having on other employees in the library. She stated that employees don't want to work with this employee and sign up for less attractive evening and weekend schedules to avoid her. Mr. Tatigian asked Ms. Russanow if she was representing herself and if she was aware she could have counsel present. She confirmed that she would speak on her own behalf. Mr. Tatigian asked if Ms. Russanow had anything she wanted to say in defense of these numerous allegations. Ms. Russanow thanked the Commission for listening to her. She stated that when she first started the job she had a cast on her arm. She explained that she couldn't perform certain tasks, such as putting rubber bands on books and believed others resented her restricted work accommodation. She stated she asked her Supervisor to tell her about performance problems right away so that she could address them. As far as being asleep at her desk, Ms. Russanow stated that she had food poisoning, and the incident never happened. Ms. Russanow Page 4 02"d Special Meeting March 6, 2003 responded that all these complaints were not true. She stated that she only turned off the lights when she was alone. Regarding leaving the patron on the phone, again Ms. Russanow stated the reported incident was untrue. She explained that she might have been helping several people at the same time. Cathryn White asked how Ms. Turse reviewed the various complaints with Ms. Russanow. Ms. Turse stated that many times she spoke with Ms. Russanow; several times it had been with Ms. Lewis present as well. She also stated that she spent between 70% and 80% of her time overseeing and supervising Ms. Russanow's performance. Mr. Tatigian noted that Ms. Russanow's department ratings were not satisfactory in areas of relationships with other employees. He stated that goals for performance had been set for Ms. Russanow, and that Barbara Lewis and Trinidad Turse had met with her, so she must have understood why these were being given to her. Ms. Russanow replied she didn't understand why. She stated in some ways she was made a target. Mr. Tatigian brought up problems between Ms. Russanow and Ms. Kobe. He also referred to the many complaint letters that had been received from other library employees. He inquired if Ms. Russanow felt that each of these employees were against her. Ms. Russanow responded to each inquiry. She added that there were two sides to each of these issues. Ms. Turse clarified that Ms. Russanow could dim the lights when working on the computer when she was alone. She stated that Ms. Russanow brought up that she had a cast, but the performance problems occurred after she had the cast off. Ms. Mahoney clarified that while Ms. Russanow reported that Susan Flatley was a supportive witness to her recollection of the chair conflict, Ms. Flatley had sent a letter testifying that she preferred to stay out of the matter. Ms. Mahoney further stated that Ms. Russanow had gone to mandatory counseling for two or three visits. She inquired what she had expected from these visits. Ms. Russanow said she hoped that mediation would occur. Ms. Mahoney clarified, while complaints were received from 10 to 15 different individuals, Ms. Russanow alleged she wasn't aware of them. She then asked the Supervisor how the complaints were handled. Ms. Turse responded that in most cases she spoke with each individual involved and she reported the incidents to the City Librarian. She stated that she would meet privately with Ms. Russanow to review the concerns. Her behavioral improvement goals were set up in consultation with the EAP psychologist to resolve these concerns. In most cases, the minor problems, such as the chair misappropriation and the light issues, should be able to be worked out among coworkers. Ms. Russanow, however, had so many conflicts with coworkers, supervision had to intercede. Mr. Tatigian inquired if she believed there was an employee conspiracy against Ms. Russanow. Ms. Turse responded that she didn't believe that to be true, since most of the people issuing complaints didn't know one another. Ms. Russanow responded with reference to a book she had read. In the book she recognized herself as the victim. She felt she was the target. She went on to explain that this book refers to bullying in the workplace. She stated there were a lot of instances when other employees acted inappropriately. She advised her supervisor, but the supervisor turned the problems into ones with her. She stated her complaints were not taken seriously. Ms. Russanow stated she wished she had documented each incident but that she never reported them. She summarized the Page 5 02"d Special Meeting March 6, 2003 problems as a combination of a supervisor who was not helpful, failing to be informed about various patron/coworker complaints, and issues not being resolved, such as video locations and Page supervision. Ms. Turse responded to these allegations by staling that the Library operates based on a chain of command. In some instances, however, problems are brought up at Departmental meetings. She further stated that making changes such as video relocation, doesn't happen swiftly in the Library. Ms. Mahoney asked how often staff meetings were held. Ms. Turse responded that they are held once a month or once every two months. Ms. Mahoney inquired if the Library had ever had an in-service training concerning employee personality assessments. Ms. Rutan explained that if the consulting psychologist had recommended personality assessment training, then it could have been scheduled. She also reaffirmed that the psychologist had been made aware of repeated behavioral problems experienced with Ms. Russanow. Ms. Mahoney stated she thought the Library might want to look at the issue of working environment consisting mostly of women. She was concerned that the predominance of women could require unique supervisory challenges. Ms. White again asked the City Librarian to describe the overall affect of Ms. Russanow's behavior on library staff members. Kathleen Monroe, commented on the overall affect of lowering morale on staff members in the Civic Center Library. Furthermore, she reported that scheduling was becoming a problem in the Children's Department because it requires staff in other areas to assist, which reduces overall services. Ms. Mahoney reiterated that there are a number of conflicts and exchanges involving this one employee. She clarified that the discipline was a 3 -day suspension and asked what further would be done to resolve the problem. Ms. Monroe stated that it was her understanding that Ms. Russanow was alerted that if she did not maintain the goals set forth in the behavioral contract, progressive discipline would be issued. Ms. Mahoney asked Ms. Russanow if she felt there was something else that she could do to make the situation better. Ms. Russanow replied that she could read the goals every day and check her schedule every day. She also stated she wanted to start over and be cordial to one another. She stated she did not willfully and intentionally not follow the terms of the behavioral contract. Rather, she stated that either she forgot, didn't know, or wasn't advised what was reported in violation of these goals. She further stated that no one said anything positive about her performance. She reported that she was well liked by parents and children. When patrons wrote letters to commend her, she stated that she never heard anything about these compliments. Ms. Mahoney asked if other employees complain in writing about the coworkers Ms. Russanow alleged were bullying or rude to her. Ms. Turse responded no. Ms. White concluded her overall comments by stating that in spite of the behavioral contract, Ms. Russanow had continued to demonstrate problems following Library procedures and displayed an ongoing inability to get along with coworkers. She stated the disciplinary action imposing a 3 -day suspension was appropriate. Page 6 02"d Special Meeting March 6, 2003 Ms. Russanow concluded her comments stating that she was the only one perceived as a problem and that she doesn't know how this could change. Further, she stated, some of the situations which arose were because of the supervisor. She complained, but Ms. Turse didn't take care of it. She stated there should be goals for supervisors. Ms. Mahoney inquired where Ms. Russanow had worked before the City of Livonia. Ms. Russanow responded that she had worked in Sacramento and Lake Orion. Mr. Tatigian made a motion to take a 5 -minute recess. Ms. Mahoney stepped down to second the motion and the Civil Service Commission recessed at 10:50 a.m. The meeting reconvened at 10:55 a.m. Mr. Tatigian commented that the conduct of the employee was in question, not the conduct of her coworkers, as she alleged. The problem, he stated, was that the employee was in a stage of denial, whereby everyone else was at fault. She claimed that she doesn't think she had caused the problems. All incidents, he reaffirmed, were trivial when standing alone, but collectively these problems have to be taken into account. There had been a concerted effort through the EAP counselor to get the employee to understand. There is no evidence of a conspiracy against her. He would have been receptive to modify the disciplinary action, but the employee was not repentant. He summarized his comments by stating that he cannot conclude that everyone else is lying and her pattern of conduct cannot be condoned. The Chairperson stepped down to offer the following motion: Upon a motion by Mr. Tatigian, seconded by Ms. Mahoney and unanimously adopted, it was RESOLVED, That having reviewed the letter of February 10, 2003 to Vera Russanow, Librarian I, from Barbara Lewis, retired City Librarian, regarding disciplinary action; having reviewed the appeal of disciplinary action by Ms. Russanow, and having had discussion with Cathryn White, Chief Assistant City Attorney; Kathleen Monroe, City Librarian; Trinidad Turse, Assistant Branch Librarian; Vera Russanow, Librarian I; and Mary E. Rutan, Human Resources Director, the Civil Service Commission does hereby agree to uphold the three (3) day suspension without pay, pursuant to Civil Service Commission Rules and Regulations, RULE 26.3, Section 26.3 Causes (b) Conduct unbecoming a City employee and (c) Unsatisfactory performance or service. AND BE IT FURTHER RESOLVED, That this three (3) day suspension be spread out over the next three (3) pay periods to minimize the financial hardship on the employee. The Chairperson stepped down to offer the following motion: Upon a motion by Mr. Tatigian, seconded by Ms. Mahoney and unanimously adopted, it was RESOLVED, That the meeting be adjourned at 11:00 a.m. Page ] 02"d Special Meeting March 6, 2003 Gretchen Guisbert, Secretary III Charlotte S. Mahoney, Acting Chairperson Harry C. Tatigian, Commissioner