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HomeMy WebLinkAbout1973-06-02 Civil Service Commission June 2, 1973 CALL TO ORDER Chairman Hyde called the meeting of the Civil Service Commission to order at 8:00 A. M. in the Euless City Hall Conference Room. Member present was Mr. James McKinney. Member absent was Mr. Ivan Gregory. Also present was City Secretary Vada Ferris. INVOCATION The invocation was given by Chairman Hyde. OLD BUSINESS Report on Assignments Requested of City Manager Copies of City/Department Exist- ing Policies and Procedures Mr. Hyde stated that the Commission has not been furnished a copy of the existing Policies and Procedures. Therefore, the Commission assumes there are none. Written Statement of Preference of Interface with Department Heads and Employees Mr. Hyde stated that the Commission has not been furnished this statement. Therefore, the Commission assumes there will be none. Written Statements of Thoughts and Suggestions for Program Mr. Hyde stated that the Commission has not been furnished statements. Therefore, the Commission assumes there will be none. Statement of Existing Benefits Mr. Hyde stated that the existing benefits have not been defined. Therefore, this item will remain open. Statement Concerning Desire To Have Commission Assistance In _Preparing Departmental Rules/ Regulations Subsequent to Completion of Present Task. Mr. Hyde stated this item has not been received. (Page Two, Regular Meeting Civil Service Commission, June 2, 1973) Therefore, this item will remain open. Continue Review of Qualifications, Rights , Authority, Responsibility, and Benefits Summary Review and Employees Consideration in Exceptions Chairman Hyde presented a statement for consideration as follows: When a request to set aside the rules is of a nature that would adversely affect an employee/employees or deprive certain employees of a competitive opportunity to improve his/her position, then notice of this request shall be publicly posted in the City Hall and other places as necessary to assure that all employees have an opportunity to review the request. The notice shall be posted at least fifteen (15) days prior to submission to the council and the notice shall fully describe the subject of the request. Subsequent to posting, all employees have the right to submit in writing directly to the Commission any comments relative to the request. The commission shall forward all such comments unedited to the council as enclosures to the initial request. Chairman Hyde requested that a copy of this statement be forwarded to the City Attorney to be certain that it is legally acceptable. The members present agreed that if the statement is approved by the City Attorney, it will be adopted. Mr. Hyde stated that the draft is in effect a summary of what will reflect in the rules, regulations, benefits, etc. and will be modified as the Civil Service Commission writes the specifics of rules, regulations, benefits, etc. Resort on Audience and intre•retations with/ by the Commission Mr. McKinney stated that the agenda provides for open floor audiences, therefore, there is no special recommendation concerning audiences. Forms - Medical History, Physical Examination and Job Classification Chairman Hyde stated that the Commission assumes these forms are acceptable and therefore, they are adopted for use. Chairman Hyde stated that the Commission instructs the City Secretary to distribute copies of the Job Classification forms to all Department Head's with requests that these forms be completed to the best of their ability and returned to the City Secretary for forwarding to the Civil Service Commission. He stated that any of the members of the Civil Service Commission will provide assistance if necessary and additionally, the Civil Service Commission needs a draft from each Department Head of a defined organizational chart, reflecting each person and their recommended classification. Mr. Hyde stated that these (Page Three, Regular Meeting, Civil Service Commission June 2, 1973) classifications would not be final and are subject to change. The Commission instructed the City Secretary to forward a copy of all forms to the members of the Council . II . NEW BUSINESS Appendix II - Benefits - Review and Evaluation Mr. Hyde presented the following statement: This evaluation task is proposed to assist the Mayor and Council in a comprehensive review of the benefits of city employees. The attached format will provide an adequate comparison for evaluation and where added benefits are recommended a price tag should be provided. It is essential that this evaluation be completed as soon as possible if the council and manager are to include it in the FY '74 budget. If we are too late or reflect unreasonable improvements beyond the resources of the city, obviously we could not expect action in support of our recommendations. I will recommend that we establish a basic priority concept by giving wages and salaries first priority then assign priorities to benefits in a 1 , 2, etc. manner. In the event the Manager or Department Heads have exceptions/recommendations relating to items in this evaluation they should be noted to the council . If we are in agreement at this point then I recommend that wages and salaries be reviewed early. Since the job classifications are not available yet, this will really result in extra tasks of definitive organization, preparation of job classifications and then evaluation work. Mr. Hyde requested that copies of this state- ment and sample form be forwarded to the City Council , City Manager, and City Attorney. This was assigned to Mr. McKinney for review and report. Mr. Hyde stated that Mr. McKinney should watch very closely for a similarity in positions that could be re-classified. Mr. Hyde stated that he wants to build in a training cycle for present City employees. Evaluation of Civil Service System Mr. Hyde presented the following statement: This evaluation task is proposed to assist the Mayor and Council in evaluating our decisions for approval , modification or disapproval . One of the most difficult tasks for any approval entity is to understand and evaluate what they are approving. It will even be difficult for us, as we go further in this program, to recall accurately why we wrote a certain statement. Therefore, I recommend that we (Page Four, Regular Meeting Civil Service Commission, June 2, 1973) utilize this enclosed format to assist all entities to better work with the preparation of this system and to permit incremental revision and approval . Subsequent to final approval , this evaluation can be used as reference material for future commissioners and the form can be used for the submittal of future recommended revisions. Mr. Hyde stated that this will allow the City Council to review and have the rationale of the Civil Service Commission. He stated that he would continue to report on the evaluation of the program as he writes Appendix I . Discussion - Seniority of Present Employees The members present discussed that perhaps something should be written into the Civil Service program concerning seniority of present City employees. Request for Report of Present Employees, Salaries, Etc. The City Secretary was instructed to submit a report to the Commission of present employees names, by department, with salary, employment date, longivity pay, age, and benefits. III . ADJOURNMENT Mr. McKinney moved to adjourn the meeting. Mr. Hyde seconded the motion and the vote is as follows: Ayes: Messrs. McKinney and Hyde Nays: None Chairman Hyde declared the motion carried. The meeting adjourned at 9: 20 A. M. APPROVED: Chairman ATTEST: City Secretary