Committee Minutes

MINUTES
Grand Forks Civil Service Commission
February 12, 2009

Chairman Johnson called the Grand Forks Civil Service Commission meeting to order at approximately 3:40PM in the City Hall, Council Chambers. Commissioners, Bredemeier, MacGregor were present.
APPROVAL OF MINUTES
It was moved by Commissioner Bredemeier and seconded by Commissioner MacGregor to approve the January 8, 2009 regular meeting minutes.
All approved, motion carried.
ELECTION OF CHAIRMAN & VICE-CHAIRMAN
HR Director Hovland stated that the Commission is to elect the Chairman and Vice-Chairman in January, which the commission did not do.  Commissioner MacGregor moved to appoint commissioner Bredemeier as Chairman and commissioner Bredemeier moved that commissioner MacGregor be the Vice-Chairman.  
All approved, motion carried.
CHANGES/ADDITIONS TO AGENDA
HR Director Hovland stated there were two Reassignment Registers that needed to be discussed with the Commission.  Mr. Hovland requested they be placed prior to the Eligibility Registers on the agenda.  It was moved by Commissioner MacGregor and seconded by Commissioner Bredemeier to approve the changes to the agenda.
All approved, motion carried.
REASSIGNMENT REGISTERS

Accounting Technician & Electrical Technician
HR Director Hovland stated that the Commission has in the past requested HR to consider internal candidates first.  We offered an interview to the internal candidate for this position, as they appeared to meet the minimum qualifications.  Based on the scores that came back from the interview, it is Director Hovland’s recommendation that the commission not establish a register based on paragraph 6-0514 (C-3) of the Civil Service Code, which Mr. Hovland read to the Commission.  In speaking to the individuals on the interview panel, they felt that the candidate did not meet their criteria and the qualifications were weak. The scores were extremely low so with that in mind, Mr. Hovland recommended the commission go on to paragraph 4, which says in the event the Commission declines to establish a proposed Reassignment register after a review of the examination results the Commission may redesignate the class or classes from which a reassignment may be made or the Commission may create and utilize an Eligibility Register.  Mr. Hovland recommended that the Eligibility Register that is to follow would be where the Commission makes it cut.  Discussion followed on the deficiencies of the candidates.  The score for the Accounting Technician was 55 and the Electrical Technician was 42.  It was moved by Commissioner MacGregor and seconded by Commissioner Bredemeier to not establish Reassignment Registers for either position.
All approved, motion carried.
   
ELIGIBILITY REGISTERS

Firefighter (Exam cutoff)
Director Hovland stated that historically for the Firefighter register we look at interviewing around 25 or 26 candidates, which would put the cutoff at 76.0%.  Discussion was held.  It was moved by Commissioner Bredemeier and seconded by Commissioner Macgregor to establish the cutoff for the Firefighter Eligibility Register at 76.0%.
All approved, motion carried.
Accounting Technician
Director Hovland stated that the Interim Finance Director was at another meeting and it was her recommendation that the register be established with a minimum of five candidates.  Discussion was held.  It was moved by Commissioner Macgregor and it was seconded by Commissioner Bredemeier to establish the cutoff for the Accounting Technician Eligibility Register at 84.00%.
Shannon Medina
Sarah Clark
Marnie Rau
LaVon Sieg
Debbie Severson
All approved, motion carried.

Electrical Technician
Director Hovland stated that there is a good break at 83% and that would put five candidates on the register.  Discussion was held.  It was moved by Commissioner Bredemeier and it was seconded by Commissioner Macgregor to establish the cutoff for the Electrical Technician Eligibility Register at 83.00%.
Christopher Eken
Kyle Wack
Thomas Miller II
Frederick Troy
Kelly Knaus
All approved, motion carried.


REEMPLOYMENT REGISTER
Police Officer – Skyler Dutton
It was moved by Commissioner MacGregor and seconded by Commissioner Bredemeier to approve the request of Skyler Dutton to be placed on the Reemployment Register for one year.
All approved, motion carried.


Discussion of Internal application for laid off employees
Mr. Hovland apologized for not making the last meeting where this question came up.  There was an employee from Urban Development whose position was eliminated and after reviewing the Code, it addresses everything but where a position has been eliminated.  The Reemployment Register requires the employee to return to the position that they vacated.  If the position goes away there is nothing to return to.  Mr. Hovland recommended that HR research with City Attorney Howard Swanson to look for a Code change.  Mr. Hovland stated that LeRoy Bergquist made a suggestion to have a Layoff Register, if we get into layoff situations a new register could be established where HR would be responsible to screen the qualifications and then work with the department heads to see if the candidate fits.  Commissioner Bredemeier stated that it doesn’t seem quite right that we approve employees who are terminated and give them an opportunity for one year on a Reassignment Register and someone whose job is eliminated is just out the door.  Mr. Hovland added that all the others fall under reemployment, but this one fell through the cracks.  Commissioner MacGregor added that might be looked at is whether those individuals could be considered as internal candidates for a period of one year.  It would take an ordinance change to accomplish this request to compete for any position.  Darren Schimke introduced himself as president of the City of Grand Forks employee rep group and also president of the Grand Forks firefighter local 242 and asked Mr. Hovland if the proposed Layoff register would be for City employees only.  Mr. Hovland said that it would be City employees only.  Mr. Schimke
stated that it was a very good idea and asked if there would be a time limit for the register.  Commissioner MacGregor said that there should be a time limit and maybe one year would be appropriate.  Mr. Hovland stated that currently all the registers were for one year.  Mr. Schimke asked that because of the economy maybe the time limit be extended to eighteen months or some longer time frame.  Mr. Hovland suggested it be kept consistent with the other registers and if there is a need to extend the time frame, it could be brought back to the commission so they could do an extension.  Mr. Schmike said that he was speaking for the above mentioned organizations and they were in full support of some form of register that is being discussed.  Mr. Hovland stated he would get back to the commission on this issue.  Discussion was held.

Chairman Johnson asked if the commission should write a thank you letter to departing Commissioner Burlog.

HR Director Hovland stated that James Vanyo has been nominated as the new Commissioner and he probably will be approved by the Council next Tuesday.  He will be with us for next months meeting.  Mr. Hovland suggested a farewell to Commissioner Burlog and a welcome to the new Commissioner Vanyo at next month meeting.

ADJOURNMENT
It was moved by Commissioner Bredemeier and seconded by Commissioner MacGregor to adjourn the February 12, 2009 regular meeting. The meeting was adjourned at approximately 4:05PM.


Respectfully submitted,



Daryl Hovland Human Resources Director