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06/10/1997CIVIL SERVICE BOARD CITY OF CLEARWATER June 10, 1997 Present: Bill Carroza Acting Chair Wayne Brett Board Member Colbert Henley Board Member Vacant Seat H. Michael Laursen Human Resources Director Leslie Dougall-Sides Assistant City Attorney Brenda Moses Board Reporter Absent: Annette Patterson Board Member 1. Meeting Called to Order The regular session of the Civil Service Board was called to order at 5:00 p.m. by Acting Chair Carroza, in the Human Resources Testing Room at the Municipal Services building. In order to provide continuity for research, the items will be listed in agenda order although not necessarily discussed in that order. 2., Welcome to New Member 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. Approval of Minutes of Meeting 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: Appointment Process for Fifth Member 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 this 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 hold any office in, or affiliation with, any type of labor union or organization commonly associated with 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 effective 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. 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. 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. 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 appeal case occurs, it is preferable to call a special Civil Service Board meeting in order to facilitate a prompt solution to the situation. 7. Director’s Reports 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 objectives 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 relate 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. 8. Old Business No old business was discussed. 9. Other Items for Board Discussion No other items were offered for Board discussion. 10. Employees/Citizens To Be Heard There were no employees or citizens to be heard. 11. Adjournment The meeting adjourned at 5:45 p.m.