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HomeMy WebLinkAbout1976-04-07 Regular Meeting Euless Civil Service Commission April 7, 1976 1. CALL TO ORDER The meeting was called to order by Chairman Bill Wray at 4:00 p.m. Members present were Frank Douglas and Bill Wagoner. Also present were W. M. Sustaire, City Manager, Ken Taylor, Assistant to City Manager, and Recording Secretary, Becky Null. 2. APPROVAL OF MINUTES Mr. Wagoner moved to approve the minutes of the work session meeting, January 21, 1976, as written. The motion was seconded by Mr. Douglas and the vote was unanimous. 3. PROPOSED PROMOTIONAL PROCEDURES FOR POLICE & FIRE DEPARTMENTS A procedure for promoting Police and Fire Personnel was presented by Mr. Taylor. Such procedure is hereby made a part of these minutes. Mr. Douglas made a motion that this procedure be adopted on a six- month trial basis, to be reviewed again at that time. Chairman Wray seconded the motion and the vote was unanimous. 4. MATTERS PERTAINING TO THE CIVIL SERVICE RULES AND REGULATIONS Temporary Transfers - Mr. Sustaire brought to the attention of the Commission that paragraph 6.09 of Chapter Six, Temporary Transfers, provides for at least a five (5) percent increase in pay for any employee assigned to a higher level position on a temporary basis, regardless of the time period involved. Thus, an employee relieving a higher level employee for a holiday would be entitled to the pay at the higher position for that day. As this type of relief occurs on a routine basis in certain departments, this provision would prove to be costly and time consuming to implement. After discussing this matter, Mr. Wagoner made a motion to change paragraph 6.09 and to recommend approval to the City Council as follows: 6.09 Temporary Transfers - Temporary transfers may be made by Department Heads or the City Manager when workload or schedule requires such action. Temporary transfers are usually limited to thirty (30) days or less but may be extended upon recommendation of the Department Head and approval of the City Manager or his designated representative. Change paragraph 6.11 Reinstatements to be designated as paragraph 6.12. Add a new paragraph to be designated as paragraph 6.11 Temporary Assignments, to read as follows: Temporary assignments may be made by Department Heads or the City Manager when workload or schedules require such action. Employees temporarily assigned to higher level positions shall begin receiving pay, after a period of thirty (30) days have elapsed, at the entry rate for the higher position, or such other rate designated by the appointing authority but in no event less than their prior rate of pay as would represent at least a five percent (5%) increase in pay. In no event, however, shall a temporary assignment exceed a total of ninety (90) days. Add a new definition, Temporary Assignment to Chapter Two to be designated as paragraph 2.56 as follows: Temporary Assignment - The assumption of responsibilities of another position at the direction of a Department Head or the City Manager for a period not to exceed ninety (90) days. Change the designation of the following paragraphs of Chapter Two according to alphabetical and numerical order. The motion was seconded by Mr. Douglas and passed unanimously. The matter of provisional appointments was discussed. It was a concern that paragraph 6.04 of Chapter Six, Provisional Appointments, makes no provision for a mandatory competitive examination following an employee serving a six month period in a provisional appointment. After discussing this matter, Mr. Wagoner made a motion to change paragraph 6.04 and recommend same to the City Council for approval as follows: Provisional Appointments - Whenever there are urgent reasons for filling a vacancy in any position and there is no eligibility list for that classification, the appointing authority may appoint a person for a non-competitive examination and if such person is certified by the Personnel Officer as qualified, he may be appointed provisionally for a period not to exceed six (6) months with the understanding that he shall be required to take a competitive examination before a permanent appointment can be made. Proper notice of an opening in such position shall be duly posted after such six (6) month period has elapsed. After such notice has been posted for a period of ten (10) days, a competitive examination maybe waived if no challenge from an eligible applicant is received by the Personnel/Civil Service Officer. The motion was seconded by Mr. Douglas and passed unanimously. -2- The matter of seniority points for purposes of promotions was discussed. It was the consensus of the Commission in case of a tie in seniority points ithe employee with the greater seniority would receive the extra point. The matter of the physical condition of Police and Fire Personnel was discussed. The Commission requested that Mr. Taylor report back at the next meeting findings pertaining to physical condition programs. The matter of proficiency in weapons was discussed. The Commission requested Mr. Taylor to report back at the next meeting findings pertaining to programsaffording Police Officers the opportunity to regularly practice firing of revolvers and other weapons. 5. REPORT OF CIVIL SERVICE OFFICER A report of matters relating to the operation of the Civil Service System was presented by Mr. Taylor. Such report is hereby made a part of the minutes. 6. ADJOURNMENT There being no further business the meeting was adjourned at 6:00 p.m. APPROVED: i e �. AI Ch:irman, W. , Wra DATE: -A7\ -1 -3- PROCEDURE FOR PROMOTIONS IN THE POLICE AND FIRE DEPARTMENTS The procedure will consist of four parts: (1) a written test; (2) an oral interview board examination; (3) a review of past performance evaluations; and (4) seniority points. Each part will count a certain percent of the overall score. Minimum eligibility requirements are as follows: 1. Time in grade - one year 2. Satisfactory Performance evaluations 3. Basic state certification 4. Current valid driver's license I. WRITTEN TEST - 45% The written test will cover those knowledge areas considered to be essential for performance of the duties of the position being sought. The tests will be either developed by the Personnel Office in cooperation with the Police or Fire Departments and the Council of Governments, or will be ordered from the International Personnel Management Association. There will be no passing or failing grade, but rather, the scores will be ranked from high to low. II. ORAL INTERVIEW BOARD - 25% The oral interview board will be comprised of, tentatively, the Personnel/ Civil Service Officer (in a non-rating capacity) ; the Assistant Chief; one Civil Service Commissioner; and one Department Head from a Department other than Police or Fire. All raters will rate independently without discussion. An oral exam will be developed to test for the following subjects with the following weights: (a) Speaking Ability - 5% (b) Interpersonal Skills - 5% (c) Leadership Qualities - 5% (d) Promotional Potential- 10% "Best answers" will be developed for questions covering subjects a, b, and c and responses will be ranked on a scale of 1 to 9 accordingly. Subject d, Promotional Potential, will be rated 2, 4, 6, 8, and 10 as follows: (2) Performance acceptable in current position. Serious reservations concerning ability to perform in a higher promotional capacity. (4) Performance above average in current position. Would be able to perform satisfactorily in a higher promotional capacity. (6) Performance very good in current position. Believe candidate would perform similarly in a higher promotional capacity. (8) Performance outstanding in current position. Believe candidate would perform very good in a higher promotional capacity. (10) Performance outstanding in current position. Believe candidate is the best available for this position. III. PERFORMANCE EVALUATION EXAMINATION - 30% The average of the two most recent evaluations will comprise this part of the procedure. The first time the procedure is used, only one evaluation will be utilized. IV. SENIORITY POINTS - 10% One point up to a maximum of ten points. TOTAL POINTS: 110 -2- M E M O R A N D U M TO: Members of the Euless Civil DATE: April 7, 1976 Service Commission FROM: Ken Taylor, Assistant SUBJECT: REPORT OF MATTERS RELATING to City Manager TO THE OPERATION OF THE CIVIL SERVICE SYSTEM Since receiving your last written report on matters related to Personnel and Civil Service, the following events have occurred. 1. The Civil Service Personnel Rules and Regulations have been distributed to all employees. 2. Examinations have been conducted for Police Patrolman, and an eligibility list containing six (6) names has been established for a period ending September 30, 1976. Joe Cleveland and Joe Scott, the two top names on the list, have been hired. 3. Reed Whitlock, of the Police Department, resigned making it possible to hire the second patrolman from the eligibility list. 4. Jan Smith, who was given notice of layoff, was transferred instead to the Records Section of the Police Department on the evening shift on a temporary basis (photographing records for the microfilm storage system) . 5. Promotion examinations for the Fire Department are being developed, and books and other study material have been ordered. This material will be placed on reserve in the Library. Lnspection copies of IPMA tests for the Police Department and accompanying reading lists are now being examined by the Police Chief. 6. Through improved coordination and communication with the Tarrant County Manpower Office (administrator of CETA funds) , the City has been authorized six months funding for the following position: four (4) OJT-Public positions; four (4) ex-offender positions. Of the former, two Parks Maintenancemen have been hired, and one Administrative Aid who is working in my office and assigned to researching grant programs. The fourth authorized position is not yet filled, however, it is anticipated that the third man on the Police eligibility list will be hired by the Police Department Aas he has been contacted and has terminated his present employment. He will he interviewed by the Police Chief when he has become eligible for CETA funds. The four ex-offender positions will he utilized in the Parks Department in the maintenance section (clearing the new park site) . To date, three persons have been hired, one of whom has been terminated the second day because of excessive absenteeism. 7. Mr. John Spradlin, custodian, has retired and he has been replaced by Bill Gatlin, who was one of six applicants. 8. Police Patrolman, Phil Kight, has been assigned to my office on a temporary basis to conduct some one hundred traffic counts for the traffic engineering study which is currently underway. 9. Police Patrolman, Mike Harris, has been provisionally appointed as Detective in accordance with Chapter Six, paragraph 6.06 of the Rules and Regulations. This action was necessitated by the absence of Sgt. Detective Jay Heilman, who is attending a nine-month traffic enforcement course at Northwestern University. The work load has accumulated to the extent that an additional person is required. As Sgt. Heilman will he assigned to the Patrol Division upon his return, it is anticipated that this provisional appointment will be made permanent at a later date. 10. The development of the classification plan is on schedule and the Personnel Information Questionaires have been completed by all employees and are now being analyzed by COG/USCSC. Representative positions of each type of job in the City will later be audited via interviews with the incumbents to further analyze and clarify duties and responsibilities. 11. Performance Evaluation forms have been distributed and are currently being completed by each Department, to be returned to my office in the course of this week. 12. Service pins for five, ten and fifteen years of service have been presented to employees eligible to receive them. The ten and fifteen year pins were presented at the regular meeting of the City Council, March 23, 1976. 13. To .rccap-fie personnel actions taken since the last report, February 16, 1976: 1 transfer - Jan Smith, Police Department 1 Retirement - John Spradlin, Custodian 1 Provisional appointment - Mike Harris, CID, Police Department 2 terminations - Reed Whitlock (resignation) Police Department - Russel Battles (dismissed) - ex-offender Parks Department 8 persons employed - Joe Scott - Police Department - Joe Cleveland - Police Department - Bill Gatlin - Parks Department (custodian) - David Smith - Parks Department (CETA) - Carroll Cooksey - Parks Department (CETA) - Bobby Eakin - Parks Department (ex-offender) - Mark Stroud - Parks Department (ex-offender) - Russell Battles - Parks Department (ex-offender dismissed) -2-