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HomeMy WebLinkAbout1973-05-12 Civil Service Commission May 12, 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 10:00 A. M. Members present were Messrs. Ivan Gregory, and James McKinney. Also present were City Manager C. J. Griggs, City Secretary Vada Ferris, and Public Safety Director W. M. Sustaire. INVOCATION The invocation was given by Rev. James McKinney. BACKGROUND AND PERSONAL OBJECTIVES BY COMMISSION MEMBERS The three members of the Commission gave a brief summary of their background and expressed their interest to serve as a member of this Commission to establish a Civil Service Commission to serve the City of Euless employees and management. II . ASSIGNMENTS FOR REPORTS Chairman Hyde made the following assignments to be presented at the next Commission meeting: Mr. James McKinney 1 . To restate the tasks and challenge of the Commission. 2. To clarify the ruling of work sessions: Mr. Ivan Gregory 1 . To restate the order of the meetings. 2. To restate the schedule of meetings. III . CIVIL SERVICE COMMISSION CLERK Chairman Hyde reviewed item 8 of the (Page Two, Civil Service Commission, May 12, 19731 agenda, "Clerk of the Civil Service Commission in lieu of Director". He stated that the clerk would possibly be responsible for preparation and distribution of minutes, agendas, notices of meetings, reminders of meetings, maintaining files (personnel records as well as correspondence, reference materials) . He pointed out that this person might possibly be responsible for posting examination notices, and other tasks pertaining to the program. He stated that many of these things would be confidential , such as personnel records and examinations, and that the responsibility of the selection of the clerk is a very important task of the Civil Service Commission. City Manager Griggs stated that the City Secretary' s office will handle the clerical responsibilities of the Civil Service Commission. The members of the Commission agreed that the City Secretary would act as the clerk of the Civil Service Commission. IV. DISCUSSION: REQUESTS TO OTHERS City Attorney Mr. Hyde stated that, from time to time, the Commission would require the services of the City Attorney for various reasons. In discussion, the City Manager stated that all requests of the City Attorney staff should be channeled through the office of City Manager. Mr. Hyde stated that he takes exception to this. City Manager Griggs stated that in order to comply with the Charter, all items of business should be handled through the City Manager' s office. Mr. Hyde stated that with the Commission's permission he will direct this to the City Council for clarifica- tion. Members of the Commission concurred with the recommendation of Mr. Hyde. Mr. Hyde stated that in order to clarify this matter, the Council should be requested to decide if the Civil Service Commission has the latitude to work independently of the City Manager. City Manager Item 9F of the agenda requests the following from the City Manager: (Page Three, Civil Service Commission, May 12, 1973) 1 . Definite meeting place City Manager Griggs advised that the Commission could meet at City Hall . However, the time and date of the meeting should be given to the City Secretary in order to place it on the building schedule. 2. Minor purchases (office supplies, postage, reference materials) Mr. Griggs advised that these could be handled through the City Secretary' s office. 3. File cabinet secured for privacy. Mr. Griggs stated that a file cabinet is available at City Hall for this purpose. 4. Employee Records Mr. Griggs stated that personnel records are kept in the City Secretary' s office and available only to the City Manager and City Secretary. However, these records will be made available to the Civil Service Commission, upon request. 5. Organizational Chart Each member of the Commission has been furnished a copy of the current budget, with organizational chart. 6. Commission and Department Heads Policies and Procedures Mr. Griggs stated that the Police Department policies and procedures would be made available in the Administration Office and are at their disposal . 7. Clerk's salary Mr. Griggs stated that it is not the prerogative of the Commission to establish salary for a City employee and that the Civil Service Commission' s work will be handled by the City Secretary. 8. A written statement of preference of interface with department head' s and employees. City Manager Griggs advised he will mail the statement to the members of the Commission within the next few days. 9. A written statement of his thoughts and suggestions for the program. Mr. Griggs advised he will mail the statement to the members of the Commission within the next few days. V. MAIL ADDRESSED TO CIVIL SERVICE COMMISSION- Mr. Hyde stated that mail addressed to the Civil Service Commission should be treated confidentially. Mr. Griggs stated that it is the policy of the City to open any mail received at City Hall and it is handled through the City Manager' s office. Mr. Hyde stated that, in his opinion, the mail addressed to the Civil Service Commission should not be handled by the City Manager' s office; that it should be treated as a confidential matter. (Page Four, Civil Service Commission, May 12, 1973) He stated that a reason for this is that perhaps a City employee might wish to bring a matter before the Commission without the City Manager or Department Head or any other employee being knowledgeable of this matter. Mr. Hyde stated that he would suggest that the Commission clerk be authorized to open mail because there might be times when some of the mail needs to be acted on immediately. City Manager Griggs stated that he does not think that the Commission should be able to do anything the City Manager is not aware of. Mr. Hyde stated that he wants a line of communication from the employee to the Commission and therefore these matters should not be channeled through the office of City Manager. He stated that he will ask the Council to rule on this matter of opening mail addressed to the Civil Service Commission. Members of the Commission concurred with Mr. Hyde that the Council should rule in this matter. VI . RULES AND REGULATIONS Mr. Hyde stated that one of the most important functions of the Civil Service Commission will be drafting the rules and regulations of the Commission; that the City will still have its own set of rules and regulations. Mr. Gregory stated that, in his opinion, the Commission' s responsibility is to establish the City and employees responsibilities. He further stated that this should be one of the first duties of the Commission. Mr. Griggs informed the Commission that his office has drafted a policy and procedure manuel and has delayed publishing it pending the establishment of a Civil Service Commission in order to include the Civil Service procedures in this manuel . Members of the Commission expressed a desire of a copy of the draft. Mr. Griggs stated that he would mail a Xerox copy of this manuel to each one of the Commission members within the next few days. • VII . PUBLICATIONS FOR COMMISSION MEMBERS Members of the Commission expressed concern for sources of information and City Manager Griggs stated that he will place the members names on the mailing list of various publications made available to the City. (Page Five, Civil Service Commission, May 12, 1973) VIII . DISCUSSION OF EXHIBIT "A" CIVIL SERVICE OF EULESS, TEXAS Mr. Hyde inquired if the members of the Commission agreed with Exhibit A (copy furnished to them prior to the meeting) . He stated that he wants a booklet of all the information on the Civil Service program to be given to each City employee. Messrs. Gregory and McKinney stated that they agreed on the format of Exhibit A. Mr. Gregory stated, however, that it should be left flexible. Mr. Hyde requested the City Manager comment on the section one - citizens. He requested that the members of the Commission be prepared to comment on Exhibit "A" at the next meeting and he invited the City Manager and Chief Sustaire to attend the next meeting and give their comments if they wish. Mr. Hyde stated that if there are no objections that he will continue to work ahead on these matters and present a rough draft to the members. He stated that he would send copies of any materials to the City Secretary to be transmitted to the members. Mr. Gregory stated that he would like to have the opportunity to study these materials and add his comments. IX. MEETING SCHEDULED Members of the Commission agreed to schedule the next meeting on Saturday, May 26, 1973, at 8:00 A. M. in the Euless City Hall Conference Room. X. BENEFITS (APPENDIX II ) This section of Exhibit "A", no. A-7 relates to vacation, sick leave, holiday pay, leave of absence, etc. City Manager Griggs stated that he will mail each member of the Commission a copy of the benefits as established by the City at this time. Mr. Hyde stated that he would like for each employee to know just exactly what the benefits are. He stated that, in his opinion, the Commission should take the responsibility to get this program to the employee, sell it to the employee, hold discussions, go into their homes and visit with their families, if necessary; and work together with them on the Civil Service project; let them know what is expected of the employee and of the management. (Page Six, Civil Service Commission, May 12, 1973) XI . ADJOURNMENT Mr. McKinney moved to adjourn the meeting. Mr. Gregory seconded the motion and the vote is as follows: Ayes: Messrs. McKinney, Gregory, and Hyde Nays: None Mr. Hyde declared the motion carried. The meeting adjourned at 12: 10 P. M. APPROVED: (//7 4;'///1. Chairman ATTEST: l�i C .-ITiw4. !/ City Secretary