Committee Minutes

MINUTES
Grand Forks Civil Service Commission
August 12, 2004
The Grand Forks Civil Service Commission was called to order at 3:35PM by
Vice-Chairperson Nies. Commissioners Bredemeier, MacGregor, Nies and Kvasager
present. Commissioner Johnson present at 3:41PM.

APPROVAL OF MINUTES
It was moved by Bredemeier and seconded by Kvasager to approve the July 8, 2004
regular meeting minutes as presented. All approve, motion carried.

CHANGES/ADDITIONS TO AGENDA
The following are changes/additions to the agenda as presented:
1) Eligibility Register – Community Health Nurse
2) Reassignment process – eligibility of applicants, Communications Specialist
3) Delete reassignment eligibility or Building Maintenance Worker – Police
4) Delete selection criteria of Equipment Operator Sr., Street and Sanitation
and include w/ City wide criteria
It was moved by Kvasager and seconded by MacGregor to approve the
changes/additions to the agenda. All approve, motion carried.

REASSIGNMENT REGISTER
Equipment Operator – Street
The Public Works Department requests the Commission not establish this register
based on the low scores and the need of the department to have a larger pool of
candidates.

It was moved by MacGregor and seconded by Bredemeier to advertise this position
externally as an eligibility register rather than creating a reassignment
register.

Discussion held. Commissioner Kvasager is concerned with setting a precedent in
this matter. Commissioner MacGregor stated the purpose of going internal is to
give employees the opportunity to reassign and the Commission should look at
each individual register on a case by case basis. Mr. Hovland stated the 2
employees may apply as external candidates. All approve, motion carried.

Commissioner Johnson chaired the meeting at this point.

REASSIGNMENT ELIGIBILITY DETERMINATION
Office Specialist
Mr. Schmisek, Finance & Administrative Services Director, requests the 3
seasonal employees who have applied for the internal reassignment process, be
allowed to compete as internal candidates. Mr. Hovland stated HR has found the
3 employees to be qualified to compete.

It was moved by Kvasager and seconded by Nies to allow the candidates to apply
as internal candidates. All approve, motion carried.

Communications Specialist
It was moved by Kvasager and seconded by Bredemeier to allow the seasonal
employee intending to apply, to be allowed to apply as an internal candidate
for this position. Mr. Hovland stated HR has found the individual qualified to
compete. All approve, motion carried.

PROBATION EXTENSION REQUEST
Equipment Operator – Sanitation (Brad Croy)
Mr. Feland requests the employee’s probationary period be extended. The Mayor
approved the request on 8/11/2004.
Mr. Newman, Sanitation Superintendent presented the division failed to complete
a 2 month performance evaluation on Mr. Croy due to the division having a new
supervisor. A 4 month evaluation was completed and Mr. Croy’s performance was
very poor at that time, however, the goals and expectations were not conveyed
to him. We informed him at the 4 month evaluation, and in the next 2 months,
his performance did improve, however, there is concern over adequate operation
of a particular truck and we would like and additional 4 months to evaluate
this and determine whether he can do the work, which the employee has also
expressed concern with. We want to provide him ample time to prove himself on
the side load trucks.
Discussion held. Commissioner MacGregor asked that if the Department Head and
Supervisor don’t complete the evaluation on time, does that hurt the employee?
Mr. Hovland stated the code requires 2 evaluations in a 6 month period,
however, the extension allows both the employee and supervisor to meet on the
concerns, rather than terminating and employee at face value due to not meeting
requirements.
It was moved by Bredemeier and seconded by MacGregor to approve a 4 month
probation extension to November 22, 2004 for employee, Brad Croy. All approve,
motion carried.
ELIGIBILITY REGISTER
COMMUNITY HEALTH NURSE
It was moved by Kvasager and seconded by Nies to establish the eligibility
register at 83.00% for Community Health Nurse as follows:
Danielle Rowekamp
Rachel Salwei
Michelle Fulp
Sara Schelkoph
Glory Fladland
Sharon Barrett
All approve, motion carried.

SELECTION CRITERIA - CITYWIDE
All Positions
Ms. Wilkie presented the packet of all City positions’ selection criteria to
the Commission. The Commission directed only those positions having changes
will be voted on, the rest will remain as is.
DEPUTY FIRE CHIEF
It was moved by MacGregor and seconded by Bredemeier to approve the following
selection criteria for the Deputy Fire Chief:
20 points – Experience
20 points – Education
30 points – Assessment Center
(may be written exam or combination assessment/exam)
30 points – Interview (1 Commissioner, when available or if not available, 10
points will be split between Dept. and HR; 1 Dept. designee; 1 HR designee)
The only change was taking out the word seniority under experience. All
approve, motion carried.













FIRE TRAINING; FIRE BATTALION CHIEF; FIRE MARSHALL
FIRE CAPTAIN; FIRE MECHANIC; FIRE APPARATUS SPECIALIST
It was moved by MacGregor and seconded by Kvasager to approve the following
selection criteria for the all of the positions:
20 points – Experience
20 points – Education
30 points – Assessment Center
(may be written exam or combination assessment/exam)
30 points – Interview (1 Commissioner, when available or if not available, 10
points will be split between Dept. and HR; 1 Dept. designee; 1 HR designee)
All approve, motion carried.

WATER DISTRIBUTION SUPERINTENDENT AND WATER TREATMENT SUPERINTENDENT TO BE
MERGED INTO
WATER UTILITIES SUPERINTENDENT WITH 2005 SALARY PLAN
WATER UTILITIES SUPERINTENDENT
It was moved by Bredemeier and seconded by MacGregor to approve the following
selection criteria for the position of Water Utilities Superintendent.
75 points – Department Interview
25 points – HR Interview
All approve, motion carried.

WATER SERVICE WORKER, SENIOR; WASTEWATER/STORMWATER SERVICE WORKER, SENIOR;
WASTEWATER TREATMENT PLANT OPERATOR, SENIOR; WATER PLANT OPERATOR, SENIOR;
It was moved by Bredemeier and seconded by MacGregor to approve the following
selection criteria for Senior positions:
Automatic upon certification and budget
Ms. Wilkie stated the word “and budget” was added because just because an
individual has met certification requirements, doesn’t mean their automatically
going to promote to the position unless the number of positions has been
approved in the budget. Discussion held on checks and balances in the system.
All approve, motion carried.







WATER SERVICE WORKER, LEAD; WASTEWATER/STORMWATER SERVICE WORKER, LEAD;
WASTEWATER TREATMENT PLANT OPERATOR, LEAD; WATER PLANT OPERATOR, LEAD
It was moved by MacGregor and seconded by Bredemeier to approve the following
selection criteria for Lead worker positions as follows:
75 points – Department Interview
25 points – HR Interview
Mr. Hovland stated this is also a budget item. The position must be allocated
and approved in the budget before promoting. All approve, motion carried.

BUS OPERATOR
It was moved by MacGregor and seconded by Kvasager to approve the following
selection criteria as follows:
25 points – Examination
50 points – Department Interview
25 points – HR Interview
All approve, motion carried.

EQUIPMENT OPERATOR; SIGN AND MARKING SPECIALIST;
EQUIPMENT OPERATOR, SENIOR
(2 SEPARATE REGISTERS – STREET/SANITATION – SAME CRITERIA)

INTERNAL REASSIGNMENT POSITION
SELECTION CRITERIA
It was moved by Kvasager and seconded by MacGregor to approve the following
selection criteria:
15 points – (1.5 points per year of eligible service as an Equipment Operator
or equivalent)
15 points – Practical Exam – to evaluate the operation of equipment
20 points – Written Examination
25 points – Department Interview
25 points – HR Interview
All approve, motion carried.

EQUIPMENT OPERATOR; SIGN AND MARKING SPECIALIST;
EQUIPMENT OPERATOR, SENIOR
(2 SEPARATE REGISTERS – STREET/SANITATION – SAME CRITERIA)
WHEN ADVERTISED AS AN EXTERNAL POSITION
25 points – Written examination
50 points – Department Interview
25 points – HR Interview
All approve, motion carried.

UPDATE ON DENIAL OF GRIEVANCE
Mr. Hovland updated the Commission that the recommendations of the Mayor are
being followed and that the Commission received all the information and were
polled by HR as to the Commission’s determination. A letter was drafted on July
20, 2004 from Chairperson Johnson to the Mayor noting the following for the
record:
· Commissioner MacGregor and Nies agree with the HR Director’s determination
that it is not a grievance pursuant to 6-0702, however states there is a
problem and the Mayor’s decision and recommendations should be followed.
· Commissioner Bredemeier agrees with the HR Director’s determination that it
is not a grievance pursuant to 6-0702, however states there is a problem with
personality conflicts, which must be remedied as well as the ADA concerns of
the employee. The Mayor’s decision and recommendations should be followed.
· Commissioner Kvasager states there definitely is a problem, which should not
be placed under the rug and is in favor or open discussion by the Commission.
However, as he is the dissenting opinion, will recommend the Mayor’s decision
and recommendations be followed, and if there is no satisfactory resolve, the
issue should then come back to the Commission.
· Chairperson Johnson states this is not a grievance pursuant to Code, however,
there must be mediation and the Mayor’s recommendations should be followed.
Therefore, the Grand Forks Civil Service Commission is sustaining the HR
Director’s determination that the grievance filed by employee, Gaylen Olsen did
not follow the appropriate procedure pursuant to 6-0702 and the item is
therefore referred back to the Mayor for appropriate action.

HR DIRECTOR RECRUITMENT UPDATE
The HR Director interviews were held on July 22, 2004 for 5 candidates. The
interview panel is awaiting background and reference checks on the candidates.
The process should be complete and ready to bring forth to the Commission to
establish an eligibility register on September 9, 2004.






ADJOURNMENT
It was moved by MacGregor and seconded by Kvasager to adjourn the August 12,
2004 meeting. All approved, motion carried. The meeting was adjourned by the
Chairperson at approximately 4:30PM.



Respectfully submitted,





Daryl Hovland
Interim HR Director