Committee Minutes

MINUTES
Grand Forks Civil Service Commission
February 11, 2010

Chairman Bredemeier called the Grand Forks Civil Service Commission meeting to order at approximately 3:33 PM in the City Hall, Council Chambers.  Commissioners, Macgregor, Nies and Vanyo were present.
APPROVAL OF MINUTES
It was moved by Commissioner MacGregor and seconded by Commissioner Vanyo to approve the December 10, 2009 regular meeting minutes.
All approved, motion carried.

It was moved by Commissioner Vanyo and seconded by Commissioner MacGregor to approve the January 14, 2010 cancelled meeting minutes.
All approved, motion carried.

CHANGES/ADDITIONS to AGENDA
It was brought forward that the election of Officers did not happen in January so the elections need to be held now.

ELECTION OF CHAIRMAN & VICE CHAIRMAN FOR 2010
Commissioner MacGregor was nominated as Chairman.  
All approved, motion carried.
Commissioner Vanyo was nominated as the Vice-Chairman.
All approved, motion carried.

REASSIGNMENT REGISTERS

Fire Apparatus Specialist
HR Director Hovland stated that Chief O’Neill is here today to answer any questions.  Chief O’Neill, who participated in the interviews, thanked Commissioner MacGregor and LeRoy Bergquist for participating in the process.   Chief O’Neill recommended that all five be placed on the register.  Commissioner Nies asked what a Fire Apparatus Specialist.  Chief O’Niell stated that in simple terms they are drivers.  Each is assigned a rig and at a fire they are also the safety officer.  Commissioner MacGregor stated that the individuals that we interviewed are quality people.  It was moved by Commissioner Bredemeier and seconded by Commissioner Vanyo to approve the cutoff at 56.004.
Mark Twite
Garret Hjelle
Jerod Kurtz
Scott Nicola
Edward Grossbauer
Matthew Hageman

All approved, motion carried.


REEMPLOYMENT REGISTER

Mr. Hovland stated that one of the Fire Captains took a Chief’s position in Bemidji and has met with the approval on Chief O’Neill and Mayor Brown.   Chief O’Neill stated that Captain David Hoefer was the first Fire department employee that left to assume a Chief’s position in another Fire department.  We are very proud of him.  Commissioner Nies asked how many Captains do you have.  Chief O’Neill stated that there are actually twelve.  Four on each shift.  It was moved by Commissioner Nies and it was seconded by Commissioner Bredemeier to put David Hoefer on the Reemployment register.
All approved, motion carried.


Eligibility of Non-Classified Employee to apply for Classified Position per 6-0513(1)

Mr. Hovland stated that Connor Heidrich is currently a seasonal employee at Sanitation and it has been the past president to allow seasonal employees to compete for Reassignment registers.   He is applying to be a Firefighter.  Chief O’Neill stated that there is a test this Saturday and then there is a cut by the Commission followed by a physical ability test.  Chief O’Neill questioned what effect this would have on the department.   Mr. Hovland stated that they would be allowed to compete as an internal candidate for the Reassignment Register.  This is the first time since at least 1995, that there has been a Reassignment Register for a Firefighter.  Mr. Hovland stated that if the Chief didn’t feel comfortable with these candidates, we could bring it to the Commission and not establish a register, putting the candidates in with the Eligibility candidates.  Chief O’Neill questioned whether these candidates would be required to take the test.  Mr. Hovland stated that they will need to meet all the same requirements as all the rest of the candidates.  It was moved by Commissioner Bredemeier and it was seconded by Commissioner Vanyo to allow Mr. Heidrich to compete as a internal candidate.
All approved, motion carried.

Information Only – Selection Criteria for Police Officer

Mr. Hovland stated that if it meets with the Commissions approval they should make a motion to accept the change.  Mr. Hovland stated that Lt. Ferguson of the Police department is here and can explain the pilot program drafted to compete with the other big cities in North Dakota.  We will be testing twice a year instead of just once.  Mr. Hovland stated that it follows the City Code, because the registers are on going and a candidate can stay on the register for one year.  We are also trying for the first time to charge twenty five dollars for an application, which is being done around the region.  We are moving the polygraph exam from a pre-offer status to a post offer test.  Commissioner Nies questioned why the change.  Lt. Ferguson stated that it is basically to follow ADA requirements, because the polygraph does elicit some medical information and through ADA you can’t use the information in the selection process, so it would be best to make the polygraph post offer.  Commissioner MacGregor questioned number three in the memo regarding the shortening of the application.  Lt. Ferguson stated that the Police application is approximately twenty pages long and they have to provide transcripts, which aren’t needed until the interview phase, after they pass the written test.  We will be using the normal City application up front, which is about 6 pages.  Commissioner MacGregor asked Mr. Hovland about the twenty five dollar fee for applying for a job.  Mr. Hovland stated that Fargo and Bismarck are using it.  Lt. Ferguson pointed out that it is a test fee, which Fargo and the Bismarck Minot Mandan consortium uses.  It costs us a fee to order the tests.  We pay fifteen dollars for the tests and it is a way to recoup the expense.  Commissioner MacGregor wondered if it would cut back the number of applicants.  Mr. Hovland stated that it increased the number of qualified applicants that applied.  We have thirty three post certified, which is more than we have ever had.  Commissioner MacGregor asked what kind of precedence this would set for other departments in the City and if other departments would be charging for their applications.  Mr. Hovland stated that the City has to pay for the Police tests and he doesn’t think that will happen.  Lt. Ferguson stated that with the twice a year testing and advertising it doubles the cost and we are trying to break even on the cost.  This is also in line with other cities in the region.  Mr. Hovland stated that it is a first for Grand Forks and if it doesn’t work we will come back to the commission.  Lt. Ferguson commented that we normally run our process January through March and we are missing the May graduates from the Technical Colleges, who would have to wait until the next January and in the mean time they are lost to other cities that test more frequently.  Lt. Ferguson also mentioned that Fargo will be testing three times this year and the consortium in the western part of the state offers the test monthly.  The twice a year testing will also  match up with the class graduation of the new Police Academy that will start in Grand Forks in May.  Commissioner MacGregor asked about item number five, which deals with additional applicants who will supplement the existing register based on overall point total.  Commissioner MacGregor  wondered what part of that item will require Civil Service approval.  Mr. Hovland stated that the Commission will be required to approve bringing the supplemental register for the second tested group forward to add to the existing register.  Commissioner MacGregor questioned the process after a year when the candidates drop off if they can retest.  Mr. Hovland stated that the candidates can stay on the register up to two years and then they will have to reapply.  Commissioner MacGregor asked about the length of the trial program and if the Commission would added it for just one year.  Mr. Hovland stated that the trial program is for one year and it will be brought back to the Commission, if it is successful, to make it permanent.  It was moved by Commissioner Nies and seconded by Commissioner Vanyo to approve the trial process for one year (2010).
All approved, motion carried.


Fire Chief O’Neill asked if the Commission could reconsider their motion on the internal candidates for the Firefighter register.  Mr. Hovland stated that the Commission can reconsider the motion and that they were just following the Commissions policy of looking at internal candidates first and the Chief doesn’t have to take these candidates.  Chief O’Neill stated that they have a good procedure for hiring firefighters and seasonal is hired under different conditions such as testing.  Chief O’Neill stated that he wants to make such he is not put in a position of telling someone that they are less than whatever in order not to hire them.  Mr. Hovland stated that the internal candidates will have to go through the same process as all the other candidates and if the Chief is not comfortable with them, we will bring it to the Commission like we have with other departments and recommend they be put in with the regular pool.  Commissioner MacGregor gave a brief history of how the internal register process was developed after the flood to allow good seasonal employees to be considered for City positions.  Chief O’Neill stated that we establish a cut, to move forward to the CPAT, the internal candidates are not affected by the cut.  Mr. Hovland stated that if the internal candidates don’t make the cut they will not move forward to the CPAT.  Mr. Hovland also stated that they have the same standards as the rest.

Mr. Hovland brought forward information on the replacement of Mr. Johnsons Commission seat.  There are two possible candidates, one of which is Wayne Burlog, that will be considered for the at large seat that is vacant.

ADJOURNMENT
It was moved by Commissioner Nies and seconded by Commissioner bredemeier to adjourn the February 11, 2010 regular meeting. The meeting was adjourned at approximately 3:53 PM.




Respectfully submitted,



Daryl Hovland Human Resources Director