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HomeMy WebLinkAbout1335th CSC Meeting (August 12, 2015)1335M REGULAR MEETING OF THE CIVIL SERVICE COMMISSION The 1335th Regular Meeting of the Civil Service Commission was held on Wednesday, August 12, 2015. The meeting was called to order at 5:29 p.m. by Chairman Jim Cambridge. Members Present: James R. Cambridge, Chairman Charlotte S. Mahoney, Commissioner Harry C. Tatigian, Commissioner Also Present: Edward (Ted) Davis, Superintendent of Parks Denise Maier, SPHR, Human Resources and Recreation Director Daniel T. Putman, Information Systems Director Derrick L. Washington, SPHR, Personnel Ken Widmer, Chief Roads/Parks Steward, Analyst II AFSCME Union Locals 192 Gretchen Guisberl, Secretary III Upon a motion by Ms. Mahoney, seconded by Mr. Tatigian, and unanimously adopted, it was 15-128 RESOLVED, that the Minutes of the 1334th Regular Meeting held Tuesday, July 15, 2015, be approved as submitted. Upon a motion by Ms. Mahoney, seconded by Mr. Tatigian, and unanimously adopted, it was 15-129 RESOLVED, that having reviewed the memorandum of August 10, 2015, from Derrick L. Washington, SPHR, Personnel Analyst 11, to Denise C. Maier, SPHR, Human Resources Director, regarding the passing point for the written test for Account Clerk 1 (1012 o.c.), the Civil Service Commission does hereby affirm the administrative approval of the passing point of 70% out of a maximum of 60 or a score of 42 on the written test for Account Clerk 1 (1012 o.c.). Upon a motion by Ms. Mahoney, seconded by Mr. Tatigian, and unanimously adopted, it was 15-130 RESOLVED, that the Civil Service Commission does hereby affirm the administrative approval of the eligible list for Police Service Aide (964E o.c.). Upon a motion by Ms. Mahoney, seconded by Mr. Tatigian, and unanimously adopted, it was 15-131 RESOLVED, that the Civil Service Commission does hereby affirm the administrative approval of the eligible list for Account Clerk III (1375 p.). Upon a motion by Ms. Mahoney, seconded by Mr. Tatigian, and unanimously adopted, it was 15-132 RESOLVED, that the Civil Service Commission does hereby affirm the administrative approval of the eligible list for Personnel Clerk (1376 p.). Page 2 1335" Regular Meeting August 12, 2015 The Commission received and fled the following: a. Non -Resident Report as of August 1, 2015. b. Letter of July 20, 2015, from DuWayne Stralman, President, AFSCME Union Local 192, to Denise C. Maier, SPHR, Human Resources Director, requesting a Labor -Management meeting to discuss promotional opportunities for current City employees to Public Service Worker I and Public Service Worker II positions, as well as movement within the City for Local 192 members. C. Removal of names from the active eligible list report for the month of August 2015. d. Council Resolution from the meeting of July 20, 2015, with minutes to be approved August 5, 2015: #217-15, approving the rate increases for the Temporary Classifications of College Co-op, High School Co-op, Police Matron, Seasonal Clerk, Seasonal Laborer I, Seasonal Laborer II, Student Page and Library Page, in order to comply with the new Stale of Michigan Minimum Wage Law, to be effective January 1, 2016. Daniel T. Putman, Information Systems Director, requested an initial entry level increase to step 2 for the candidate for Computer Administrator II/GIS. Mr. Putman explained that last March our long-time GIS employee passed away suddenly. They have a list with three candidates from an eligible list and they met and interviewed all three of them. One of the candidates withdrew because he currently resides in Battle Creek, Michigan. There was only one candidate that really met all of the requirements and he is a certified GIS professional. This person has a Bachelor's and Masters degree in this field and has 12 years of experience in the field. He currently makes approximately $2,700 more than what our entry step offers. Mr. Putman is requesting to start this employee at step 2 which would put him about $400 off his current salary but after his first step increase, would actually put him above his current income. Mr. Putman stated the person still is interested in the job and he was waiting to hear what the Commission's decision is. Mr. Cambridge asked if Mr. Putman believed that if he was started at step 2 that would resolve the issue. Mr. Putman said he thought it would. Mr. Tatigian inquired what GIS stood for. Mr. Putman stated it is Geographic Information Systems, the mapping systems the City uses. It is coordination of the maps with the data that gives us the intelligence to look at Planning, Zoning, road information, water information, sewer and electrical equipment. We also use GIS for things like Police and Fire. We have recently created a new set of maps that included a park finder that would help Ted's people get to their parks. We have also created a polling map, which gives people turn -by -turn directions to get to their polling place. For the recent election we had 389 people visit that application and it was relatively new. Ms. Mahoney assumed that at some point our systems will interconnect with the utilities that also map all of their equipment. Mr. Putman stated they would be more than willing to do that and with some of the newer technology it's much easier using a tool called GIS online that the software vendor provides to be able to combine those types of things into one map. Mr. Pulman wasn't sure if utilities would be willing to allow the City to have access to that information for public use or for internal use. Mr. Putman said it was more likely he could see Page 1335" Regular Meeting August 12, 2D15 a situation where potentially Wayne County would make their information available to our residents in an integrated platform that would require going to Wayne County. Mr. Cambridge asked if the technology the person would be working with was through a license to the City or does the City own it. Mr. Pulman stated it was a combination of both. There is a maintenance agreement that goes along with it and we pay an annual maintenance fee that gives us access to some of the tools. The software itself was purchased, but we keep the maintenance agreement so we get the updates and are able to continue to change to newer versions as they come out. Mr. Cambridge asked if this candidate was capable of writing changes and improvements to the piece that we own. Mr. Putman stated that based on the individual's work history, it would appear he does. He further stated the candidate works for another government unit here in this area doing a similar job. He was also the Head GIS person for a four or five -country effort to take care of the Danube River in Europe. Upon a motion by Mr. Tatigian, seconded by Ms. Mahoney, and unanimously adopted, it was 15-133 RESOLVED, That having reviewed the letter of July 27, 2015, from Daniel T. Putman, Information Systems Director and Michael T. Slater, Director of Finance, requesting an initial step advance for the Computer Administrator II/GIS, and having discussion with Daniel T. Putman, Information Systems Director, the Civil Service Commission does hereby approve an initial step of step 2 for the Computer Administrator II/GIS. Mr. Washington stated Edward Davis, Superintendent of Parks and Recreation was present if the Commission had any questions pertaining to the next three Agenda items. Ms. Mahoney stated it would be nice to meet Mr. Davis since they had not met him yet. Edward Davis, Superintendent of Parks and Recreation, introduced himself and told the Commission that they could call him "Ted." He stated he was in West Bloomfield for two (2) years as the Recreation Superintendent there so he ran all the Recreation programming. That is where he met Ms. Maier, who at the time was a fellow employee of West Bloomfield. Prior to that Mr. Davis stated he worked in Southfield for 12 years in a number of different positions. He stated he has a lot of experience with a lot of different facilities and he was overjoyed to accept the job as the Superintendent of Parks and Recreation. Mr. Cambridge asked if there are programs that West Bloomfield or Southfield had that we don't have that he might be looking at? Mr. Davis said yes and no. He stated Southfield did some things really, really well. They programmed their facilities exceptionally well. He thought there were opportunities for the City of Livonia to do more in their Parks. There are 64 of them with over 1,300 acres of developed park land. He also stated they can strengthen existing relationships, whether it is the YMCA or the Junior Athletic League. Even our relationships with Optimists and Rotary can grow and expand. In West Bloomfield, he thought of one program. They won a state award for innovative programming in large part because they did bubble soccer. If you have ever seen this on social media, it is absolutely ridiculous. They did it in West Bloomfield because they wanted to energize the staff and the community and say they were doing new things. They actually ran the first bubble soccer league in the State of Michigan. They won a state award for that. He Page 1335" Regular Meeting August 12, 2015 explained that the person is actually in a bubble and you are running around. He stated he did not want to bring that to Livonia because it was a lot of work and it was very expensive. They had a naturalist there and the thing with Parks and Recreation is that you always want people to have experiences, memories. That is really what he is here for. Their naturalist had a great knack for creating small events that were unique and created memories for people. They did "Snowshoe with your Sweetie." Who would have thought that a couple on Valentine's Day would want to go snowshoeing? He didn't, but yet they had 100 people register for that program. Those are the things that stood out to him and that's what he wanted to bring here. When you think back on the things you have done, Parks and Recreation has been there touching your life. Mr. Davis stated he was very happy to be here. Ms. Mahoney stated she was happy to hear this and she had been a 30 -year board member of the Livonia YMCA. She was glad to hear those words and there are partnerships to be had between Parks and Recreation and the YMCA that have not been addressed historically and she would hope to see that grow. Mr. Tatigian asked if this was Tom's position. Mr. Davis stated no. The position they are talking about is Assistant Superintendent of Parks and Recreation. This is vacated. The position hasn't been filled since Lyle Trudell was employed in the classification. Mr. Davis stated this position was budgeted in the fiscal year beginning December 1 st and this is a high priority for the Mayor and the Parks and Recreation Commission. Mr. Davis believed they wanted to avoid a situation where they had to hire outside down the road. He hoped to be in his position as Superintendent for a very long time. Upon a motion by Mr. Tatigian, seconded by Ms. Mahoney, and unanimously adopted, it was 15-134 RESOLVED, That having reviewed the memorandum of July 28, 2015, from Derrick L. Washington, SPHR, Personnel Analyst II, to Denise C. Maier, SPHR, Human Resources Director, requesting an open -competitive examination for Assistant Superintendent of Parks and Recreation 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: QUALIFICATIONS By the closing date of the announcement, applicants must: 1. Be a citizen of the United States or resident alien with the right to work in the United States; and 2. Be a graduate from an accredited college or university with a Bachelor's Degree; and 3. Have a minimum of five (5) years progressively responsible management and/or administrative experience; and 4. Possess and maintain motor vehicle operator's license and have an acceptable driving record. Page 5 1335" Regular Meeting August 12, 2015 NOTE: Certified Park and Recreation Professional status preferred or be attainable within a two (2) year period. NOTE: If more than ten (10) qualified candidates apply, the ten (10) candidates with the most appropriate and responsible education and experience will be invited to interview. PARTS OF EXAMINATION AND WEIGHTS Interview -100% Ms. Mahoney asked if the request for a promotional examination for Program Supervisor was to fill an existing position. Mr. Davis stated yes. They recently were notified they were going to have a vacancy in Parks and Recreation. Barb Gamber has a new position wailing for her in the Planning Department. Mr. Davis explained that they looked at how to better streamline the position and play to people's strengths. In house, he didn't feel they had a Marketing person so what they did was shift some of Barb's responsibilities and some of the responsibilities that a current employee has and created a new job that would be a promotion. Mr. Washington clarified that Barb Gamber was the new Economic Development Coordinator. Mr. Cambridge asked when Ms. Gambler planned on moving to the new position. Ms. Maier stated Mark Taormina, Planning Director, told Ms. Gamber to take her time getting what she's leaving behind in order. Upon a motion by Mr. Taligian, seconded by Ms. Mahoney, and unanimously adopted, it was 15-135 RESOLVED, That having reviewed the memorandum of August 11, 2015, from Derrick L. Washington, SPHR, Personnel Analyst II, to Denise C. Maier, SPHR, Human Resources Director, requesting a promotional examination for Program Supervisor 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: QUALIFICATIONS By the closing date of this announcement, applicants must be: Employed in the Department of Parks and Recreation; and Have regular status as a Recreation Supervisor in the Department of Parks and Recreation; and Have a Bachelors Degree with major course work in Parks and Recreation Administration; and Have a minimum of two-anda-half (21/) years' experience in the Department of Parks and Recreation; and Have status as a Certified Park and Recreation Professional or must attain the certification within two (2) years. Page 6 1335" Regular Meeting August 12, 2015 PARTS OF EXAMINATION AND WEIGHTS Written Test — 70% Interview — 30%' 'In the event there is only one (1) qualified applicant for this position, the Parts of Examination and Weights will be 100% Departmental Rating. Ms. Mahoney asked if the request for Recreation Supervisor — Marketing/Special Events was the new position. Mr. Davis stated this would be the one they would open up after they conduct the promotional examination. Ms. Mahoney asked if this was a new position to the City or it was an existing one. Mr. Davis explained it was an existing position that is currently filled. They are taking the Marketing part of Barb Gamber's position and the Special Events part from an existing position and they are creating a full-time position. Essentially they took two jobs, reorganized them and came out with two jobs of the exact same classification. They just switched some responsibilities around. He also explained this already went to the Personnel Review Committee (PRC). Mr. Cambridge asked when the last time this was filled with the full-time person. Mr. Davis staled it is currently filled. Barb was currently doing Marketing and Amy Walker is currently doing Special Events. Mr. Davis reiterated they were just reorganizing. Barb's position is the Assistant Facility Manager and Marketing. Amy Walkers position is Special Events and Programs. So what they did is they took the Assistant Facility Manager position and Programs and merged them together into one. Then they took the Marketing and Special Events and merged them together. Upon a motion by Mr. Tatigian, seconded by Ms. Mahoney, and unanimously adopted, it was 15-136 RESOLVED, That having reviewed the memorandum of August 10, 2015, from Derrick L. Washington, SPHR, Personnel Analyst Il, to Denise C. Maier, SPHR, Human Resources Director, requesting an open -competitive examination for Recreation Supervisor — Marketing/Special Events, 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: QUALIFICATIONS By the closing date of this announcement, applicants must: Be a citizen of the United States, or a resident alien with the right to work in the United States; and Be a graduate from an accredited college or university with a Bachelor's degree in Parks and Recreation, Leisure Services, Public Relations, Advertising, Marketing, Journalism or related field; and Have a minimum of two (2) years relevant work experience; and Must possess and maintain a valid vehicle operator's license and have an acceptable driving record. Page l 1335" Regular Meeting August 12, 2015 PARTS OF EXAMINATION AND WEIGHTS Interview -100% Background Investigation — Pass/Fail Note: In the event the number of qualified candidates exceeds ten (10), an evaluation will be made, and the ten (10) applicants with the most appropriate and responsible combination of education, training and experience will be invited to the interview. Ms. Maier staled that back in June of 2014, the Civil Service Commission resolved to establish a maximum of 28 hours paid time per week for year-round temporary employees. What we are finding now is that we need to capture our regular part-time employees into that category due to the Affordable Care Act. Mr. Cambridge asked if 28 was the magic number. Ms. Maier stated they needed a little bit of leeway because if you are at 30 and somebody is working over, then it becomes a problem. Right now there are departments that need to pare down these hours. There are several employees that are over and we are working with them to tell them that, going forward it needed to restricted to 28 in order to keep it under 30 hours per week. Upon a motion by Ms. Mahoney, seconded by Mr. Tatigian, and unanimously adopted, it was 15-137 Resolved, that having reviewed the memorandum of August 10, 2015, from Derrick L. Washington, SPHR, Personnel Analyst II, to Denise C. Maier, SPHR, Human Resources Director, requesting to add Regular Part Time employees to the twenty-eight (28) hours per week restriction due to the Affordable Care Act, the Civil Service Commission does hereby approve adding Regular Part -Time employees to the twenty-eight (28) hours per week restriction due to the Affordable Care Act. Upon a motion by Ms. Mahoney, seconded by Mr. Tatigian, and adopted, it was RESOLVED, that the meeting be adjourned at 5:55 p.m. Gretchen Guisbert, Secretary III James C. Cambridge, Chairman Charlotte Mahoney, Commissioner Harry C. Tatigian, Commissioner