HomeMy WebLinkAbout1973-08-04 Regular Meeting
Civil Service Commission
August 4, 1973
CALL TO ORDER
Chairman Hyde called the meeting of the
Civil Service Commission to order at 8:00 a.m. in the Conference Room of the
Euless City Hall .
Member present was Mr. James McKinney.
(Absent was Mr. Ivan Gregory.)
Also present was City Manager C. J. Griggs
and City Secretary Vada Ferris.
VISITORS
Visitors present were Mrs. Willie Mae
McCormick and Mr. W. M. Sustaire.
INVOCATION
The invocation was given by Mr. James
McKinney.
APPROVAL OF MINUTES
Mr. Hyde moved to approve minutes of the
regular meeting dated July 21 , 1973.
Mr. McKinney seconded the motion and the
vote is as follows:
Ayes: Messrs. Hyde and McKinney
Nays: None
Chairman Hyde declared the motion carried.
APPENDIX I -BENEFITS
Mr. Hyde presented a draft of proposed
benefits with changes which he reviewed for the benefit of those present. He then
presented Appendix I -Benefits which is based on the revisions. It was agreed by
the members of the Commission that the retirement and insurance programs should
be discussed at the next meeting.
Mr. Hyde commented that there are several
employees , who because of their age, are not participants in the Texas Municipal
Retirement System program and he is of the opinion that the City should make some
provision for these persons, at least equal City contribution to other employees;
that this is discriminating against age .
Mr. Hyde stated that he also proposes that
the City establish disability insurance for its employees.
It was agreed that the Appendix I -Benefits
will be studied and given further consideration at the next meeting of the Civil
Service Commission, during which time Mr. McKinney will continue to work on the
benefits program.
II .
EXAMINATION SAMPLES AND PERSONNEL FILE SAMPLES
Mr. Hyde stated that this item would not be
discussed because it had been assigned to Mr. Gregory who is absent from this meeting.
(Page Two, Regular Meeting Civil Service Commission, August 4, 1973)
III .
RECAPITULATION OF PROGRESS
TO DATE
Chairman Hyde presented and reviewed
this report as follows:
This is a S?Ll m.ary of progress in the preparation of the Civil Service
System to date. ,')here the notation "waiting comments appears, this indicates
that the Commission is wait _nw for convents from the City Attorney, City
''zna. er and all department heads. These items so noted frill be left open
thru 31 August 1973 to provide all entities an opportunity to provide written
comments to the Commission. To date no comments have been received and the
Commission will consider that no comment is an indication of concurrence with
the content of the Civil Service System as written.
Preface - Complete & waiting comments
Summary - Complete & waiting comments
Rules & Regulations - Complete & waiting comments
Appendix I - Benefits - In process
A:rendi7 II - Job Classifications - No progress
This appendix cannot be completed until such time as firm organiza-
tional structures are defined and classifications are developed to staff
the organization. This is a sensitive area and requires a team effort
from the City Manager, Department Heads, the City Attorney and the
Commission. The Commission is deeply concerned in this area for many
reasons. Two significant questions must be resolved.
1. Can a real team effort ever be developed and when? We have no
indication to date that this effort can be developed beyond the
games playing stage. The Commission could work direct with
department heads to resolve some departments where capable.
department heads are available, however, if these department
heads are not Permitted to :fork openly without intimidation,
this would not work at all. We need Council direction Jerh.ans
from a private work session.
•'+
In devolooing the '1 classi-''icatons, will he thrust ,.e to
generate S . . ?c V_ i": 'i lob titles .1z t he . O 1��5; n
S task of
_.ti .._.._. a ions .... ._._:.f. inla._:.i '.te the Co=lin _._ -,.er
le.)' > e fo:'t? this ''-oc .rs re . ._Ain,' c _ er; w:J ._._i} ....Cooed.
J'..
e.`1 L ._{".' of a i_)i '.._.l s:,1.C?rt ;11.'f1� � . . e ° .'' :i1Zrr:
...��.. i'..1 t.:.n :ie: rtces aTB. cost.
(Page Three, Regular Mtinq Civil Service Commission, 9. qust 4, 1973)
4P ':}d' . ITT - Physical Examin'h tioris - This ?nae'1d.: is on dead center
unto .. e Physical fitness of s_i 'cif is •j+. classifications can be
established. Pro? __:'ms are similar to : Y -'ndi" T
Append._%r TV - Forms - in process; no Particular problems at this Poi t.
This appendix is a fallout of the rest of the system.
Apoendix V - Civil Service Ordinance - This appendix will require Council
action to ammend the ordinance to adopt these rules and regulations
at the proper time.
Other Considerations
1. Authorization and funding from the Council is required to
- aliploy a Clerk of the Civil Service At $375 per month for half-time
effort (20 hrs. per week) .
- Establish a suitable private Civil Service Office with necessary
desk, typewriter, office supplies, etc.
2. -Assistance is required from the Council
- To establish a firm organizational structure
- To establish related job classifications and salary schedules
- To clear the way for unencumbered and compatible work sessions with
department heads.
General Comments - The Commission has been successful in establishing a limited
raport with City employees. The employees are providing confided inputs
to the Commission even though much fear of reprisal and mistrust still
exists. Obviously -many inputs are typical employee complaints, however.
after factoring for this, it becomes obvious that numerous management and
some eurloyee indescreptions exist. In so long as these situatiohs exist
at this magnitude it will be difficult to establish the compatible, ordered
and effecient organization that is desired.
To spite of the present conditions, no situations are apparent at this
time t7 at are not correctable thru available management tool s such
as:
r lta ale salary adjustments
Reorganization
T anroved cn=n:i.ca.tiocs
ePinitization and standardization of City PolLiies
`T'''?!:Cling of r; n- s,�-.,z er io ..cCI in co; A;"?' t j n r D
._ ...,-_,,.rte:L„ :.�, s n. =� :: _cr, ,,_.. '"i --o: -"e
roo't,7 ti a v.:.:i?'l,p etc.
actions
(Page Four, Regular MeaA.inq Civil Service Commission, Au.a.ust 4, 1973)
rl l'? CERTAIN CONCERNS FOR DISCUSSION The concern of establishing a base 1 i,ne: : This rarticular problem exists
and encompasses the :initial assignment of existing employees into permanent
appointments in the Civil Service System.
Objectively it is desireable to limit lateral entry into the System to a
minimum as this is not ea :itable to existing employees and deprives them
possible promotion. On the other side of the coin certain employees are
either in positions or logical to these positions who are not qualified to
fill these positions and while some are not now qualified they possibly
could be in one to two years.
It would seem in the best interests of all concerned to limit lateral
entry and establish a delayed plan of permanent appointments until such
time as questionable existing employees can be given an opportunity to
grow into the better appointments. Flow just how can this best be accom-
plished?
Since this type of effort is extremely sensitive and requires close and
fair evaluation of each employee, it is difficult. On the surface it
appears that first each department head should be established and given
an opportunity to know and evaluate the existing employees. Perhaps even
some compressed training should be utilized and employees selected for
their growth potential. There are many approaches to this problem. What
should be done? How? One rule is for sure. Haste will make :caste: : : :
2. The concern of citywide policies and procedures to define to all employees
specifically what is expected of them.
To date we have seen the manual for the Police Department and been advised
of certain. Council policy. This is fine for those who are privy to this
'.]l e: how C Commission ♦TV? F 7 74
information,� 110riC'V...'� C3,t1 the moo._`!?1.SS.'._Oi• _ �':ld ^. 15. ��SC '? in°r",f action
g ,1 e men for •7 l� ' 1f ty ui y in fat here no
against , n ;��?lo, ___ ��� t, c? _Rio.; c r .. .�...:ii v n t _, ��, the __ ,
written ;licy and the employee ['.a_^> C = no o' 17 t•.'ni ty to kno r of
actlu_tl_ly what. is e,- , ,.ted.
Certain n w c co l-1 he _ t 1 into the t. �
a..,, L.r%- 1 ��_,.� �P.:i .� bc. �_T.i,E3 _ _:o ;tii '._�. '�
it ls d bt=ul that it _.0 Food l _ y to 1` t l l,. s e: end,. t e
intent of Civil Service . nr i its ?1 i . nc' a7)o o. __ e? tee's
.;.i�. '97"�'..`ii to be c ',r<"_.',;:;,'i' to iv"rl?^.', :iai; ..
-?1.-.i 9 r e li
(Page Five, Regular Meet.inq Civil Service Commission, August 4, 1973)
Chairman Hyde stated that he needs a
report from the Police and Fire Departments for physical fitness standards.
Chief Sustaire stated that these are set
by the State and do not exempt or exclude anyone. Mr. Sustaire stated that he
would furnish a copy of the State's requirements to the Civil Service Commission.
Chairman Hyde stated that, several meetings
ago, he presented several forms (Medical History, Physical Examination and Job
Classification) to be given to the Department Heads for review. However, if there
are no comments from the Manager and/or Department Heads, these forms will be
the ones used by the Civil Service Commission.
Mr. Sustaire stated that the State
furnishes forms for the Police and Fire Departments and he will make copies avail-
able to the Civil Service Commission.
Mr. Griggs stated that he did not approve
the request of the Commission to employ a clerk of the Civil Service; that the
City has a clerical pool , and the work of the Civil Service Commission could be
accomplished at the City Hall by the people on the City's staff.
Mr. Hyde stated that the clerk of the Civil
Service should be someone not connected with the City; that this is a very sensitive
type program and the clerk will be required to give examinations and keep all records
once the Civil Service program is completely organized.
Mr. Griggs stated that the Civil Service
Commission members should give the examinations.
Mr. Hyde stated that the program this
Commission is attempting to establish for the City of Euless is based on the State
Civil Service program which uses a Director in the clerk function.
Mr. Hyde stated that he would like for the
City to consider promoting present employees when it is possible to do so, even
if it is necessary to wait a year or two for the employee to become knowledgeable
of the work to be done in that particular job classification.
Mr. Hyde stated that there is some latitude
in the Civil Service rules and regulations to promote employees and the present
employees should be considered for as many of the promotions as possible.
Mrs. McCormick and Chief Sustaire stated
that they heard comments from some of the City Employees that the Civil Service
Commission is not doing anything; that the Council passed an Ordinance creating a
Civil Service Commission, and that is all there is to it.
Chairman Hyde stated that the Commission
can not finish their work without job classifications.
The City Manager stated that he does not
think that the job classifications should be in the Civil Service program.
(Page Six, Regular Meet► Civil Service Commission, Augvm.t 4, 1973)
It was agreed by the Commission that the
City employees should be provided with certain materials listed as follows:
Index Section I , II , III , IV, V, VI , VII
Preface Appendix I-Benefits
Summary Ordinance
Conduct of Business
and that a letter should be sent to the employees with these materials, signed by
the members of the Civil Service Commission, advising that these materials are
merely preliminary drafts for recommendation to the Council ; that they have not
been approved at this time; that this is generally what the Commission will
recommend to the City Council for adoption.
Mr. Hyde stated this package should be
presented to the Department Heads for distribution to employees and the Department
Head should be briefed on its contents with the explanation that this is the
recommended program not yet approved, and that the Department Head should explain
this to each employee in his or her department .
Mr. Griggs stated that he objects sending
this material to the employees.
Mr. Hyde requested Mrs. McCormick to advise
the other members of the City Council that this material is being sent to the
employees, although it is not complete and needs further review and editing by the
Commission and City Attorney prior to City Council approval . However, this is
being done at this time in order for the employees to be informed of the Civil
Service Commission's work on the Civil Service program. It was agreed that Mr.
McKinney will edit the incomplete portions of Appendix I -Benefits before it is
reproduced and sent to the employees.
Mr. Hyde stated that if the employees would
like to meet in groups to discuss the program, the Civil Service Commission members
will be glad to schedule meetings for this purpose.
Mr. Sustaire stated that some remarks he
has heard are that the employees are more concerned about job security than any-
thing else.
Compensatory time was discussed and Mr.
Sustaire stated that the City should do something about the compensatory time
regulation now in effect.
The City Manager stated there is a law that
the employee has to be given time off in the same week that overtime work accrued.
Mrs. McCormick was requested to obtain a
ruling on overtime pay and compensatory time from the City Council . Mrs. McCormick
stated that she has been advised by the City Attorney, Mr. Cribbs , that overtime
pay is time and a half for more than eight hours a day and more than forty hours
in any one week.
Mr. Hyde stated that he envisions that the
Civil Service Commission, in the future, will take the gripes of employees rather
than the Department Heads having to take these gripes. He stated employees should
(Page Seven, Regular Mee.t.inq Civil Service Commission, Aux24st 4, 1973)
not get the idea they can not be fired or suspended because of the Civil Service
program. However, employees actions should be carefully documented by the
Department Head before disciplinary action is taken.
Mr. Griggs stated that the Civil Service
Commission needs to consider the Workmen's Compensation program and it should be,
in some way, tied into the City insurance program.
Chief Sustaire stated that he will bring a
report to the Civil Service Commission on tying these two programs together. Also,
he wil furnish information on plans for retirement benefits for employees over
50 years of age .
Mr. Hyde stated he would like for the City
Manager to submit, in writing, a report on the Texas Municipal Retirement System
program, Social Security, and any other benefits the City presently has.
Mr. Hyde stated that he would like for the
Commission, City Manager and Department Heads, in a team effort, to provide job
classifications that would cover more than one activity; several job classifications
that possibly could be covered under one test, rather than a test for each job
classification.
Mr. Sustaire stated that they could either
be classified as skilled or unskilled---there would be many jobs that would not
require tests in the unskilled category.
Mr. Hyde stated that he would like to work
very closely with the Department Heads on the examinations; the examinations should
be reasonable, but competitive.
Mr. Hyde requested that Chief Sustaire
provide copies of the examination he uses in the Police and Fire Departments.
Mr. Hyde stated that he is preparing a report
to the City Council concerning the educational background of the City employees.
He commented he is very encouraged by the educational history of present employees.
IV.
ANNOUNCEMENT OF NEXT MEETING
It was announced that the next meeting of
the Civil Service Commission will be Saturday, August 18, 1973, at 8:00 a.m.
V.
ADJOURNMENT
Mr. Hyde moved to adjourn the meeting.
Mr. McKinney seconded the motion and the
vote is as follows:
Ayes: Messrs. Hyde and McKinney
Nays: None
(Page Eight, Regular Mea+unq Civil Service Commission, A st 4, 1973)
Chairman Hyde declared the motion carried.
The meeting adjourned at 9:00 a.m.
APPROVED:
Chairman
ATTEST:
City Secretary