Committee Minutes

MINUTES
Grand Forks Civil Service Commission
May 8, 2004
The Grand Forks Civil Service Commission was called to order at 3:30M by
Chairperson Johnson. Commissioners Bredemeier, MacGregor and Nies present.
Commissioner Kvasager absent.
APPROVAL OF MINUTES
It was moved by Nies and seconded by MacGregor to approve the April 8, 2004
regular meeting minutes as presented. All approve, motion carried.

CHANGES/ADDITIONS TO AGENDA
The following are changes/additions to the agenda:
1) Selection Criteria – Water Service Worker, Lead
2) Internal Candidate Approval – Bus Operator
3) Reassignment Written Examination Cut-Off Score
4) Request blanket approval for the HR Director.
It was moved by Bredemeier and seconded by Nies to approve the
changes/additions to the agenda. All approve, motion carried.

INTERNAL CANDIDATE APPROVAL
Bus Operator
It was moved by MacGregor and seconded by Bredemeier to allow current
non-classified employees, Michael Flaten, Diana Carlson, Shawn Gunderson and
Michael Elwood to apply as internal candidates for the reassignment process of
Bus Operator.

REASSIGNMENT WRITTEN EXAMINATION CUT-OFF SCORE
WasteWater/Stormwater Service Worker
It was moved by MacGregor and seconded by Nies to approve 51.775% as the
written examination cut-off score. All approve, motion carried.

Bus Operator
It was moved by MacGregor and seconded by Bredemeier to approve 69.5% as the
written examination cut-off score. All approve, motion carried.

BLANKET APPROVAL FOR HR DIRECTOR
TO ESTABLISH WRITTEN EXAMINATION CUT-OFF SCORE
FOR REASSIGNMENT (PROMOTIONAL) PROCESS
For purposes of saving time and as a precedent exists for the Commission to
consider employees written scores and then move them all forward to the
interview process during the reassignment process, Human Resources requests
blanket approval for the HR Director to have the authority to establish the
written examination cut-off score for purposes of moving forward the employees
to the interview process. Discussion held.

It was moved by Bredemeier and seconded by Nies to allow the HR Director the
authority to establish the written examination cut-off score for purposes of
moving employees forward to the interview process. All approve, motion carried.

REASSIGNMENT (PROMOTIONAL) REGISTER
Wastewater/Stormwater Service Worker
It was moved by Bredemeier and seconded by Nies to establish the reassignment
register at 67.70% as follows:
Doug Goetz
Jerry Molenaar
All approve, motion carried.

Bus Operator
It was moved by Bredemeier and seconded by Nies to establish the reassignment
register at 90.75% as follows:
Michael Flaten
Shawn Gunderson
Michael Elwood
All approve, motion carried.

INTERVIEW PANEL MAKEUP – HR DIRECTOR
It was moved by MacGregor and seconded by Bredemeier to approve the following
for the HR Director position:
Pre-Screen Telephone Interview Panel:
1 Administrative Coordinator
2 Human Resources Representatives(Daryl and Dawn)
2 Civil Service Commissioners (Johnson and Nies)
1 observer (Employee Rep)
and the:
Final Interview panel makeup for the HR Director position:
2 Civil Service Commissioners (as identified by the Chairperson of the
Commission)
1 Administrative Coordinator
1 Assistant HR Director
1 Community/Govt. Relations Officer
2 Employee Representatives (President & Vice-Pres.) 1 City Council Member – as
appointed by the Mayor


Discussion held. Mr. Hovland presented that there are well over 110 candidates
and he and Ms. Wilkie screened the applications and will reduce them to an
appropriate number using a quantifiable scoring matrix which will be reviewed
by the Administrative Coordinator. Commissioner MacGregor stated he would be
more comfortable including a telephone pre-screening process to reduce top
numbers down to an acceptable amount for final interviews. Chairperson Johnson
stated some members of the City Council don’t believe in the Civil Service
system, however, they want strong representation in the process. Ms.
Diamond-Gerszewski stated the Employee Reps would like to observe in the
telephone pre-screen process. Commissioner MacGregor asked if employee
representation would present work load problems for the department. Supt.
Foster stated he would support Ms. Gerszewski’s involvement with this process
and he would cover her workload at no added expense to the City of Grand Forks.
All approve, motion carried.

REEMPLOYMENT REGISTER – REMOVAL OF EMPLOYEE NAME
KARI ZIEGELMANN – POLICE OFFICER
Mr. Hovland updated the Commission that he has been in contact with the former
employee in a timely manner and her name will remain on the reemployment
register. She has turned down the position once and has one opportunity for
placement left during the remaining time period existing on the register.

SELECTION CRITERIA
Water Service Worker, Lead
It was moved by Bredemeier and seconded by MacGregor to establish the following
selection criteria for Water Service Worker, Lead:
Interview – 75% Department, 25% HR
The promotional process used to be automatic to go from a Worker III level to a
IV or Lead level, based on certifications, however, Mr. Feland is recommending
a promotional (reassignment) competitive process, to allocated, budgeted
positions approved with the annual salary plan. All approve, motion carried.

ATTORNEY RON FISHER’S OPINION – MEAGHER GRIEVANCE
Mr. Hovland presented attorney for the Commission, Ron Fischer’s opinion in the
Meagher grievance matter in which he states the Civil Service Commission does
not have authority (jurisdiction) over this appeal based on a challenge by Mr.
Meagher of his performance evaluation in which he states the Department Head
should not have changed the score provided by the Supervisor, however, it is
clearly the responsibility of the Department Head to rate the employees and
take suggestions from the supervisors. However, if the employee presents
evidence or arguments showing the evaluation by the Department Head was done in
a manner which misapplied the City’s policies and procedures or proves abuse of
discretion for evaluations, those could be appealed to the Commission.
As Mr. Meagher presented no such evidence or arguments, Mr. Fischer recommends
this appeal be dismissed.
Discussion held. Commissioner MacGregor stated the Commission should not be
involved in reviewing evaluations and there is no way for the Commission to
know the performance issues, unless there is something that obviously needs
reviewing by the Commission; Commissioner Bredemeier stated each individual is
evaluated based on their own merit and it is not a comparison to others, and
when there is a pool of dollars distributed there is a range of percent and
that’s what was done here; Commissioner Johnson stated his only concern is that
the supervisors provide information to Mr. Feland and they have first hand
knowledge of the employee. Commissioner MacGregor stated part of the attorney’s
opinion is that the Department Heads are ultimately responsible for the
evaluations. From that standpoint, there needs to be consistency by the
Department Heads. Mr. Hovland stated under this system, the Department Heads
may not know each individual employee’s work first hand, but they are looking
for the appropriate justification by the supervisor’s to warrant scoring for
the rating given to the employee. If they do not see the appropriate
justification, they must adjust that score.

It was moved by MacGregor and seconded by Bredemeier to accept the order as
provided by Mr. Fischer, dismissing the appeal of Mr. Meagher. All approve,
motion carried.










HANDOUT – 2003 CIVIL SERVICE REPORT
Mr. Hovland presented the 2003 Civil Service Report.

REAPPOINTMENT OF COMMISSIONER NIES TO THE COMMISSION
Mr. Hovland stated Ms. Nies has been reappointed to the Civil Service
Commission for a three year term by Mayor Brown. She currently serves as
representative of the general public.

ADJOURNMENT
It was moved by Bredemeier and seconded by Nies to adjourn the May 13, 2004
Civil Service Commission meeting. All approve, meeting adjourned. The meeting
adjourned at approximately 4:12PM.


Respectfully submitted,





Daryl Hovland
Interim HR Director