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HomeMy WebLinkAbout10/20/1983 CIVIL SERVICE MEETING October 20, 1983 7:30 p.m. City Hall Council Chambers Waterloo, Iowa Members present: Eibey, Braun, Ferguson and Giesen. Agenda items: Amend to delete - under New Business, Item #1. Moved by Eibey, seconded by Braun to approve the minutes of the September 29, 1983 meeting. Motion carried. Jim Rodemeyer, of the City Personnel office presented the following motion and asked for approval : We the members of the Civil Service Commission, certify the following applicants, who are eligible and ranked in order based upon the examination process as set forth by the Civil Service Commission, for appointment to the position of Secretary II for the City of Waterloo, Iowa. Appointments to the position of Secretary II shall be made from this list for the next two years (October 20, 1983 - October 19, 1985) . First List Betty-Murphy Vicki Jackson Moved by Braun, seconded by Eibey to certify the above list. Motion carried. Rodemeyer reviewed the procedures for the up coming Clerk II and Clerk III. W. David Tyler, City Attorney, stated that based on the backgound investigation he would like to recommend that the name of Ricky French be removed from the Police Recruit Certified List. Moved by Braun, seconded by Eibey to receive, placed on file and approve the recommendation of the City Attorney to remove Rick French from the Police Recruit Certified List. Prior to the vote on the resolution James R. Sheerer, Attorney for Ricky French asked the Commission to meet in executive session to discuss the basis of the City Attorney's recommendation. Moved by Braun, seconded by Eibey to meet in executive session to discuss the recommendation of City Attorney. Ayes: Three. Nays: None. Motion carried. EXECUTIVE SESSION Moved by Braun, seconded by Eibey to adjourn Executive Session. Motion carried. The vote was then called on the above motion for removal of Ricky French from the Police Recruit List. Ayes: Braun and Eibey. Nays : Giesen. Motion carried. W. David Tyler, City Attorney, presented an updated copy of the Civil Service Rules and Regulations. He stated that his office and some representatives of the various bargaining units had just met and made some changes to the agreement as follows: Page 8, Section 1, Paragraph 4 "employees may refuse an appointment from a promotional list unless that appointment will exhaust the list. Then the employees name will be removed from the list and a new list developed." "Refusal of a non-employee for employment to a City position will constitute removal of their name from the certified list." Page 9, Chapter VI, Section 2 "employees will have 14 days to report to a new appointment instead of 7." CIVIL SERVICE MEETING Page Two Page 10, Section 5, line 11 "change working days to calendar days." Page 11, Section 1, "change wording from transfer to assign." Page 14, Last 2 paragraphs "minor changes in appeal procedures." Mr. Tyler stated that with these minor changes he would now summit this document of Civil Service Rules and Regulations for approval . Dennis Parimeter, Attorney representing Local 1127 brought up some questions regarding the Civil Service Rules and Regulations as follows: Page 3, Paragraph 1, "1127 would like to be informed prior to adopting job classifications". Rodemeyer stated that most of the present classifications would be placed under Civil Service guidelines. Page 3, Section 3 "change the word terminate to reduce the number of employees." Parimeter questioned when Civil Service rights of present employees would begin. Tyler pointed out that on May 26, 1983 all employees of the City were grandfathered into the Civil Service rights. Page 5, (c), line 18. Parimeter objected to this section and question why one or two persons on a list would not qualify for promotions. Tyler stated that that should be left up to the Mayor and affected department head. He also stated that if the Mayor and department head chose to go to an open exam, the City employee could receive points for being employed. Page 6, Paragraph 1. Parimeter asked that all notices be given to and posted in each City Department. Page 9, Chapter VI, Section 2. Parimeter stated that the employee should have a right to refuse a job on a lay off call back if the job varies from original job, such as shift change, etc. Rodemeyer stated that City employees are employed in a job classification such as Police Officer, etc. not as Police Officer, 2nd shift. Page 10, Section 6. Parimeter questioned emergency appointments. Tyler stated that this section is allowed for in Chapter 400 of the Code of Iowa. CIVIL SERVICE MEETING Page Three Page 14, Section 3. Parimeter asked for an explanation on this section. City Attorney Tyler explained the employees option of choosing the procedures for an appeal . Parimeter requested that more time be given to the bargaining units for review of the rules and regulations. Tyler stated that he had a concern with the request wanting more time since the bargainina units had the document seven weeks ago. He also stated that it would be possible to amend the rules and regulations if necessary at a later date. Moved by Braun, seconded by Eibey to adopt the "City of Waterloo-Civil Service Rules and Regulations" as proposed and amended. (note: A copy of the final draft is attached) Next meeting was set for November 17, 1983 at 4:00 p.m. in the City Hall , Waterloo, Iowa. With no further business before the Commission, the meeting was adjourned at 9:45 p.m. Larry P. Burger Clerk/Auditor Civil Service Commission September 29, 1983 4:00 p.m. Mayor's Conference Room Members present: Braun, Eibey and Ferguson Members absent: Geisen Others present: Roger Mogle and W. David Tyler, Division Chief Stapella and Michelle Temeyer The agenda was amended to omit the following two (2) items: Review of civilian dispatcher reserve list and recommendation on testing criteria for the following positions: Operator II Water Pollution Control Plant. It was moved by Braun, seconded by Eibey that the minutes of August 25, 1983 be approved. Motion carried. Under unfinished business, Commission members were updated on the operator trainee testing procedure. The written exam was given August 31, with oral exams scheduled for the next (2) weeks. A list will be presented for certification at the October meeting. Commissioners were updated on the Secretary II testing procedures. Written exams will be given on October 5, with a list to be presented for certification at the October meeting. Under new business, the Commission was presented with proposed Rules and Regulations for the Commission. It was reported that Jim Rodemeyer, together with various department heads had carefully reviewed its contents. Both Braun and Eibey commended the work of Mr. Rodemeyer and staff. City Attorney W. David Tyler discussed significant sections of the document including Organization of Commission, Types of Examinations, Appointments, and Changes in Employment Status. A copy of this document with changes made to date is made an official part of minutes contained within the Clerk files. (see Document A) . It was moved by Braun, seconded by Eibey that the following list for Clerk/Receptionists be and the same hereby certified: FIRST LIST Harna Conrad Susan Reisinger Jane Berg Jodi Budlong Dawn Hennings Sharon Andreassen Janis Shimck Margaret Shaffer Lee Ann Martin RESERVE LIST Marla Edler Lorraine Holt Mary Tromanhauser Wendy Pfalzgraf Dorothy Severson Mary Martin Cynthia Kuper Gloria Orton Patty Appleton Lisa Harrington Motion carried. It was moved by Braun, seconded by Eibey that the following list for Personnel Analyst be and the same hereby certified: Cora Turner Larry Koch Mark Anderson Ram Sharna Motion carried. Civil Service Minutes Page Two The testing criteria for the positions of Clerk II and III were reviewed. It was pointed out that the Clerk II was an open test (open to City employees, as well as non-City employees) and that the Clerk III test was promotional . Discussion was heard on the large number of people that must be interviewed to establish a first and second list. It was decided that only those persons would be interviewed, based on highest written score to establish a list of ten (10). The second list of ten (10) will be held in reserve and based on the written scores only until such time as the first certified list is exhausted. It was moved by Braun, seconded by Eibey that the criteria for the position of Clerk II as shown in Exhibit "A" attached hereto, be approved, together with above described procedure for establishment of oral exam process and oral interviews. Motion carried. It was moved by Bowers, seconded by Eibey that the criteria for the position of Clerk III, as shown in Exhibit "B" attached hereto, be approved, together with above described procedure for establishment of oral exam process and oral interviews. Motion carried. Should two or less persons apply for a given position, the department head may have the option to open the test to non-City employees. The next meeting of the Commission will be held on Thursday, October 20, 1983 at 7:30 p.m. in the City Hall Council Chambers. With no further business before the Committee, the meeting was adjourned. Larry P. Burger, City Clerk/Auditor CITY OF WATERLOO NOTICE CIVIL SERVICE OPEN EXAMINATION FOR CLERK II DESCRIPTION: Position involving the performance of varied clerical tasks requiring the occasional use of independent judgement. Duties include but are not limited to typing correspondence, statistical data, reports, etc. , cross indexes and files documents and other material; does data entry, using a CRT and retrieves information manually and from computerized system; may review purchase orders, price lists, invoices etc. ; operates CRT, typewriter, calculator, and micro film equipment; other duties as assigned by a supervisor or their designee. QUALIFICATIONS AND MINIMUM REQUIREMENTS: Graduation from high school or completion of G.E.D. knowledge of office procedures equipment and terminology; evidence of prior work experience in the clerical area; ability to type from a clear copy or rough draft at a rate of 40 words per minute with no errors and to operate standard office equipment. The City of Waterloo reserves the right to require an examination by a physician of the employer's choice prior to an applicant being hired to determine if an applicant is free from any physical, emotional or mental conditions which might adversely affect job performance. In addition the City of Waterloo reserves the right to conduct a background investigation, for those positions which have access to sensitive or classified information. The background search may include a fingerprint search, a review of present and past employers and references. WRITTEN EXAMINATIONS: All qualified applicants who apply by the deadline date will be required to take a series of timed examinations developed by Psychological Services, INC. , designed to measure aptitude and skill level in the following areas: (a) Forms checking (b) Reasoning (c) Classifying (d) Filing names (e) Filing numbers The top 25 candidates as ranked by their scores on the written examinations, shall be allowed to proceed in the testing process. Each of the five examinations shall be worth 10% and the combined score of the examinations shall be equal to 50% of the total score. ORAL EXAMINATIONS: The top 25 applicants as ranked by their written scores will be required to appear before an oral examination panel. The oral examination panel shall consist of a minimum of three people who have expertise in the areas being tested and shall include no more than one person from the department where the job opening exists. An individual must obtain a minimum averaged score of 60 points out of 100 to achieve a passing score on the oral examination. The oral examination will count 50% of the total score. In addition the top 25 applicants shall bring to their oral examination a test score or other document 'issued within the last year verifying their ability to type at least 40 words per minute with no errors. SCORING: Those individuals who successfully complete the written and oral examination, as outlined above, will have their final scores determined by combining and giving equal weight to the written and oral scores. The top twenty applicants as ranked by their total points, as outlined, will be the individuals certified on the initial and reserve lists. However, employment will be contingent upon passing of the background investigation and physical examination. Applicants who qualify, as outlined above and who are full time permafient employees of the City of Waterloo will be given one additional point per year of employment up to a maximum of five points. Honorably discharged men and women from the military or naval forces of the United States who qualify per provisions of Chapter 70 of the Code of Iowa (1983) and who are citizens and residents of the State of Iowa shall receive five additional points. DEADLINE DATE: Qualified candidates must submit a resume to the City of Waterloo Personnel Department, 715 Mulberry Street, Waterloo, Iowa 50703 by Monday, October 24,1983 at 5:00 p.m. TESTING DATE: All qualified applicants who apply by the deadline date will be notified of the time, place and date of the examination. EQUAL OPPORTUNITY EMPLOYER CITY OF WATERLOO EMPLOYEES: The present Clerk II vacancy is located in Police records, with a work schedule of 2:00 p.m. to 11:00 p.m. Qualified City employees who wish to be considered for a transfer or voluntary demotion to the vacant Clerk II position must contact the Personnel Department by 5:00 p.m. , Friday, October 14, 1983. The Civil Service Examination is being conducted to establish a two year certified and reserve list for the overall Clerk II Classification. Consequently, qualified City employees who are not interested in the current Clerk II vacancy but are interested in future Clerk II vacancies should submit a resume to the Personnel Office by 5:00 p.m. , Monday, October 24, 1983 and participate n the testing process. CITY OF WATERLOO NOTICE CIVIL SERVICE PROMOTIONAL EXAMINATION FOR CLERK III DESCRIPTION: Position involving the performance of varied and difficult clerical tasks requiring the use of independent judgement. Duties include but are not limited to the following: typing correspondence, reports and statistical data; collection and compilation of statistical data both manually and through the use of a computerized system; meet the public and answer incoming calls directing them to proper personnel; collect fees and revenues and prepare receipts and maintain records of transactions; may schedule and assign tasks to subordinate clerks and review their work for accuracy; may prepare time cards and other payroll information and data; other duties as assigned by a supervisor or their designee. OUALIFICATIONS AND MINIMUM REQUIREMENTS: Graduation from high school or completion of a G.E.D. Knowledge of' office procedures, equipment and terminology; ability to type from a clear copy or rough draft at a rate of 50 words per minute with no errors and to operate standard office equipment such as typewriter, CRT and calculator; evidence of present City employment in the clerical field. The City reserves the right to conduct a background investigation for those positions which have access to sensitive or classified information. The background search may include a fingerprint search, review of past employers and references. WRITTEN EXAMINATION: All qualified employees who apply by the deadline date will be required to take a series of timed examinations developed by Psychological Services, INC. , designed to measure aptitude and skill level in the following areas: (a) Reading comprehension (b) Decision making (c) Following oral directions (d) Coding (e) Visual speed and accuracy Each of the five examinations shall be worth 10% and the combined score of the written examination shall be equal to 50% of the total score. ORAL EXAMINATION: All qualified employees who participate in the written examination shall be required to appear before an oral examination panel. The oral examination panel shall consist of a minimum of three people who have expertise in the areas being tested and shall include no more than one person from the department where the job opening exists. An individual must obtain a minimum averaged score of 60 points out of 100 to achieve a passing score on the oral examination. The oral examination will count 50% of the total score. In addition all candidates shall bring to their oral examination a test score or other document issued within the last year verifying their ability to type at least 50 words per minute with no errors. SCORING: Those individuals who successfully complete the written and oral examinations as outlined above will have their final scores determined by combining and giving equal weight to the written and oral scores. DEADLINE DATE: Oualified employees must submit a resume to the City Personnel Office by00 pm, Monday, October 24, 1983. TESTING DATE: All qualified employees who apply by the deadline date will be notified of the time, place and date of the examination. EQUAL OPPORTUNITY EMPLOYER The present Clerk III vacancy is located in the Police Department, Support Services Division with a work schedule of 8:00 a.m. - 5:00 p.m. Qualified City employees who wish to be considered for a transfer or voluntary demotion to the vacant Clerk III position must contact the Personnel Department by 5:00 p.m. , Monday, October 24, 1983. All permanent City employees who meet the qualifications and minimum requirements, ,as outlined above, are eligible to participate in the promotional examination. The Civil Service Examination is being conducted to establish a two year certified and reserve list for the overall Clerk III Classification. Consequently, qualified City employees who are not interested in the current Clerk III vacancy, but are interested in future Clerk III vacancies should submit a resume to the Personnel Department by 5:00 p.m. , Monday, October 24, 1983 and participate in the testing process.