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, CIVIL SERVICE BOARD
CITY OF CLEARWATER
June 10, 1 997
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Present:
Bill Carraza
Wayne Brett
, Colbert Henley
Vacant Seat
H. Michael Laursen
Leslie Dougall-Sides I
Brenda Moses
Acting Chair
Board Member
Board Member
Human Resources Director'
Assistant City Attorney
Board Reporter
Absent:
Annette Patterson
Board Member
1 . MeetinCl Called to Order
The ,regular session of the Civil Service Board was cailed to order at 5:00
p.m. by Acting Chair Carraza, in the Human Resources Testing Roam at the
Municipal Services building. In order to provide continuity for research, the items
will be listed in ugenda order although not necessarily discussed in that order.
2., Welcome to New Member
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Board Members welcomed new Member Colbert Henley. Mr. Laursen
presented Mr. Henley with copies of the Civil Service ordinance, rules, employee
handbook and other relevant documents. Mr. Henley gave Members a brief
synopsis of his background.
3. Aporoval of Minutes of MeetlnQ of February 11. 1997
Member Brett moved to approve the minutes as submitted in writing to each
member. The motion was duly seconded and carried unanimously.
4. Select Chairman to Replace John Doran
It was suggested' carrying over the selection of a Chair to the next meeting
. since Annette Patterson was absent.
5. Discussion Re: Aooointment Process for Fifth Member
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Former Chair, John Doran, was the fifth member of this Board. Mr. Henley
replaced former Member Sid Snair. It was explained that the fifth member is
appointed by the other Board Members, therefore it is incumbent upon thls Board to
appoint a new fifth member to replace Mr. Doran. Suggestions for the selection
process included advertising in the local newspapers, informing City employees of
the opening, and requesting the City Clerk's office make others interested in Board
membership aware of the opening. Ms. Dougall-Sides noted that according to the
City Code, the fifth member is to be an individual who does not presently ~old any
mCS06.97
1
06/10/97
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office in, or affiliation with, Bny type of labor union or organization commonly
associated whh municipal management or administration. General consensus was
to' place an advertisement regarding the opening, along 'with a cutoff date for
responses, in the local newspapers. '
6. Discussion on Role of Board Member
Discussion ensued regarding the role of Civil Service Board Members. Mr.
Laursen distributed information and reminded Members that this Board was
established pursuant to an ordinance which states there be a civil service system.
The main purpose of the system is to provide the means to recruit, select, develop
and maintain an effectivG workforce with all appointments and promotions made on
the basis of merit and fitness, without regard to sex, race/ or religion. The 5 Board
Members must be citizens of the City, not employed by the City, or in any'manner
connected with City administration, serving 3-year terms unless filling in for an
unexpired vacancy. Two Members are appointed by the City Manager, 2 are elected
by employees, and the fifth is selected by the other 4 Board Members. The Civil
Service System covers all City employees, except elected officials, the City
Manager, Assistants,to the City Manager, the City Attorney and the Assistant City
Attorneys, Department Directors, Assistant Department Directors, and Division
Managers or Superintendents. Everyone below the'level of a Division Manager in
the 'City falls under the Civil Service System. '
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It was noted that there are 3 major functions of this Board: 1) conduct
public hearings on proposed changes to the rules; 2) provide advice and counsel on
, human resources management to the City; and 3) receive findings of facts of
Hearing Officers in relation to employee disciplinary actions, and determine the
appropriate penalties in those situations. The Hearing Officer process as outlined in
the ordinance provides 2 methods of creating a Hearing Officer for the City's appeal
cases: 1) the City may contract with the State for Hearing Officers, which has
frequently been done in the past; and 2) the City may contract with local Hearing
Officers. The Hearing Officers are charged with hearing the employee's appeal,
, making findings of facts and conclusions of law based on the hearing, along with a
recommended Order. This Board utilizes the findings and conclusions and makes a
final determination of penalty. The Board cannot reject the findings of fact from the
Hearing Officer, unless a complete review of the record is made and a statement is
made, with particularity, that the findings were not based on competent substantial
evidence, or that the proceedings did not comply with the central requirements of
the law. Mr. Laursen distributed copies of the format that this Board has
established to be followed upon receipt of findings of fact from a Hearing Officer.
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It was noted that Members of this Board must adhere to the Sunshine Law.
Members cannot discuss issues that are before the Board, or that are reasonably
projected to come before the Board, unless discussed during an officially publicly
noticed Civil Service Board meeting.
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The Board determines when and how often it meets, If there is no business
to be discussed, it is not required that the Board meet. The current meeting
schedule is every other month at 5:00 p.m. It was remarked that if an employee
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06/10/97
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appeal case occurs, it 'is preferable to caU a 'special Civil Service Board meeting in
order to facilitate a prompt solution to'the situation.
7. Director's ReDorts
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Mr. Laursen noted several months ago some new objectives and strategies,
based on a mission statement, were discussed. A booklet entitled "To Change and
To Grow" has been developed which describes how the Human Resources
~bjectlves and strategies were developed. There are 6 objectives and 16 strategies
which have .been presented to the City Commission and other City departments.
Some. of these strategies and objectives will be discussed In the City's employee
newsletter, City Reflections, as well as in departmental meetings: A video will be
produced by C.View TV the first week in July. It was noted that to a very large
extent, the objectives and strategies rei Cite to being fiscally responsible,
implementing market-based pay scales, ensuring rules and policies are directed
towards supporting a flexible, teamwork framework, and eliminating existing barriers
in employee productivity. A new method for writing job descriptions is being
considered and developed.
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8. Old Business
No old business was discussed.
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Other'ltems for Board Discussion
No other items were offered for Board discussion.
10.
Emplovees/Citizens To Be Heard
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There were no employees or citizens to be heard.
11.
Adiournment
The meeting adjourned at 5:45 p.m.
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Chair ,
Civil Service Board
Attest:
fJwv1cL 'JYi C!f!!2
" Board Reporter ,
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, mCS06.97
3
06/10/97
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