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HomeMy WebLinkAbout1973-05-26 CIVIL SERVICE COMMISSION Regular Meeting May 26, 1973 CALL TO ORDER The meeting of the Civil Service Commission was called to order by Chairman W. J. Hyde in the Euless City Hall Conference Room at 8:00 A. M. Member present was Mr. James McKinney. Member absent was Mr. Ivan Gregory. Also present was City Secretary Vada Ferris and City Attorney Bob McFarland. INVOCATION The invocation was given by Rev. James McKinney. APPROVAL OF MINUTES Mr. McKinney stated that Item II , Assign - ments for Reports, Commission minutes dated May 12, 1973 should be corrected as follows: "To restate the schedule of meetings, (Item VI in agenda) was assigned to Mr. McKinney." Mr. Hyde stated the Item III , Civil Service Commission Clerk should be corrected as follows: "The City Secretary would act as the clerk of the Civil Service Commission on an interim basis". Mr. McKinney moved to approve the minutes with the two corrections. Mr. Hyde seconded the motion and the vote is as follows: Ayes: Messrs. McKinney and Hyde Nays: None Chairman Hyde declared the motion carried. OLD BUSINESS Report on Assignments by Mr. McKinney Restate our task and challenge Mr. McKinney suggested the following be considered as a statement for the task and challenge of the Civil Service Commission: "To implement the program by preparing, establishing, and promulgating rules and regulations for the administration thereof ; to meet at appropriate (Page Two, Regular Meeting Civil Service Commission, May 26, 1973) times to review said rules and regulations providing such modifications and amendments as are deemed wise; to monitor the program to assure compliance." He explained that the responsibility of the Commission is to prepare the rules and regulations for the Civil Service program, publishing the work accomplished by the Commission and advising the City employees of what the Commission has done - to meet at appropriate times to review the rules and regulations and make amendments and to monitor the program. Mr. McFarland stated th perhaps the objective should be included in Ordinance No. 443. Mr. Hyde requested that Mr. McKinney work on this and report at the next meeting. Restate schedule of meetings Mr. McKinney suggested that the'Eomrnission meet every other Saturday at 8:00 A. M. in the Euless City Hall Conference Room until their task of preparation of the program is complete. He also suggested that the Commission have a copy of the Agenda at least three days prior to the meet- ing and that after the program is definitely established, meetings shall be called by the Chairman to consider applications, modifications, appeals, etc. Chairman Hyde stated that two days notice should be given for called meetings. The City Attorney stated that there is a possibility that legislation will require two weeks notice of regular meetings and seventy-two hours notice of called meetings. Chairman Hyde suggested that instead of meetings every other Saturday that meetings be scheduled for the first and third Saturday' s of each month until the program is established. It was agreed that the Commission will meet the first and third Satudaay of each month until the program is established. The next meeting will be June 2, 1973 at 8:00 A. M. Restate records of meetings Mr. McKinney stated that minutes should have all action and recommendations and all decisions pertaining to these recommendations; the Secretary should determine the importance of the discussion. Report by Mr. Hyde Restate order of the meeting Mr. Hyde stated this item had been assigned to Mr. Gregory, however, in his absence, Mr. Hyde stated that the order of the meeting is as follows: (Page Three, Regular Meeting Civil Service Commission, May 26, 1973) 1 . Invocation 2. Approval of Minutes 3. Old Business 4. New Business 5. Floor open to discussion and comments 6. Adjourn Reports on Assignments by City Manager Mr. Hyde stated that the City Manager had been requested to submit the following: 1 . Copies of City/Department existing policies and procedures. 2. Written statement of preference of interface with Department Heads and Employees. 3. Written statement on thoughts and suggestions for program. 4. Copy of existing benefits. Mr. Hyde stated that Items 1 , 2, and 3 have not been received from the City Manager. He also stated that copy of existing benefits and procedures (rules and regulations) should be written and submitted to the Civil Service Commission in order for the Commission to have a basis for a complaint. He also stated that he does not know if the City Manager wants the help of the Commission to write the rules and regulations for the City on such things as coffee breaks, use of City vehicles, etc. He commented that if the City Manager wants the help of the Commission in writing the rules and regulations that they are at his disposal . Report of Council Action by City Secretary Ruling on Opening Mail Chairman Hyde requested the City Secretary report on the Council 's action on the Civil Service Commission Communication dated May 16, 1973. (Opening of Civil Service Commission mail , by the City Manager. Civil Service Commission Minutes, May 12, 1973, Item V. ) City Secretary reported that the Council agreed that any mail addressed to the Civil Service Commission should not be channeled through the Office of City Manager. Mr. McFarland suggested that any mail addressed to the Civil Service Commission marked private, confidential , etc. should not be opened at City Hall ; that the City Secretary should contact the Chairman or any member of the Civil Service Commission and advise that such mail is at City Hall . Members present agreed to the recommendation of the City Attorney. Ruling on Interface With City Attorney (Does the Commission have the latitude to work independently of the City Manager? Specifically, does the Commission have the authority to contact the City Attorney's staff on Civil Service business without prior clearance by the City Manager. (Civil Service Commission Minutes, May 12, 1973, Item IV. ) (Page Four, Regular Meeting Civil Service Commission, May 26, 1973) City Secretary reported that the Council agreed that the Commission has the latitude to contact the City Attorney' s staff , when determined necessary, during this period of establishing the Civil Service Program without approval of the City Manager. II . NEW BUSINESS Letter to Employees Chairman Hyde presented a letter which he suggested be sent to each City employee advising them of the Civil Service Commission' s activities at this point (copy of letter on file as Civil Service Commission Exhibit in Office of City Secretary) . Members agreed the letter should be reviewed by the City Manager before distribution. Medical History Form Mr. Hyde presented a form "Medical History" which he suggestsmight be used in the Civil Service program. Physical Examination Form Mr. Hyde submitted a form "Physical Examination" and stated that he suggests this form or something comparable be used for new employees. Job Classification Form Chairman Hyde stated that he recommends that this Job Classification Form be utilized. The City Attorney stated that this form might be used to post tests and might also be used for employees presently employed by the City of Euless. Chairman Hyde announced that these forms will be for discussion and/or action at the next meeting. III . REVIEW OF QUALIFICATIONS, RIGHTS, AUTHORITY, RESPONSIBILITY, AND BENEFITS OF ALL ENTITIES Mr. Hyde stated that this item is open for discussion and the objective is to agree to this point. Section I - Citizen Section I was reviewed and Items A-E were approved with amendments of Item B (1 ) . (see amendment on draft) . (Page Five, Regular Meeting Civil Service Commission, May 26, 1973) Section II - Mayor Items A-E were approved with amendments to Items B (2) and deleting Item B (3) . (See amendments on draft) It was pointed out that Item D - Responsibility "To appoint Commissioners in conjunction with City Council", is in Ordinance No. 443. Section III - City Council The Commission agreed on Items A-E with amendments of Item B (2) and Item D - Responsibility (1-5) and deleting Item B (3) . (See amendments on draft) Section IV - City Attorney The members agreed on Items A-E with the amendments to Item D - Responsibility: (1 and 2) (See amendments on draft) Section V - Commission Amendments were made to Item A - Qualifica- tions . Item B - Rights, Item D - Responsibility (15) . (See amendments on draft. ) It was agreed that the City Attorney should review and advise the Commission on Item C - Authority. It was agreed that Mr. Hyde will add to No. 22 of Item D - Responsibilities - "a means for employees to participate." Mr. Hyde stated that he would add benefits to Section V, which would not be applicable and it was agreed that the members of the Commission would discuss Section V, Item D at the next meeting. Section VI - Clerk of the Civil Service Commission Members of the Commission approved Items A-E. Section VII - City Manager Section VII was approved with amendments as follows : addition of No. 4 to Item B and the Addition of No. 13 to Item D (See amendments on draft) Mr. Hyde stated that benefits should be added to Section VII which would not be applicable. Section VIII - Department Heads Members agreed to Item A - Qualifications and amended Item B (3) - Rights. (See draft for amendment of No. 3) (Page Six, Regular Meeting Civil Service Commission, May 26, 1973) No. 7 was added, as follows: "To request to set assigned rules and regulations by letter of -exception; in accordance with Appendix 1 ." It was agreed that the City Attorney would report on Item B (3) of Appendix 1 - Commission Hearings - at a future meeting. IV. DISCUSSION AND COMMENTS Mr. Hyde opened the meeting to discussion and comments and the following resulted: City Attorney stated that the Commission might want the City Attorney' s staff to present a resume on appeals to come before the Civil Service Commission; Commission meetings should be open meetings; that the Civil Service Commission would probably be contacted by employees to verify rules and regulations, for explanatory opinions. Mr. Hyde stated that perhaps the Department Heads should hold a briefing on the Civil Service Commission program so that employees will be informed on the program; the employee and the City Council must be aware that the Civil Service Commission is an impartial group. Mr. Hyde requested Mr. McKinney to report at the next meeting on the following: Presentations of issues to the Commission - how to limit them; how to provide for them, and on access to the Civil Service Commission from the City Manager and/or employee. Mr. McFarland was requested to report on Workman' s Compensation and open meetings in addition to previous assignments. V. 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 Mr. Hyde declared the motion carried. The meeting adjourned at 11 :50 A. M. APPROVED: h� Chairman ATTEST: City Secretary