HomeMy WebLinkAbout~Master - Civil Service Commission Minutes 03/28/2019MINUTES OF THE AMES CIVIL SERVICE COMMISSION
AMES, IOWA MARCH 28, 2019
The Regular Session of the Ames Civil Service Commission was called to order by Chairperson Mike
Crum at 8:27 a.m. on March 28, 2019, in the Council Chambers of City Hall, 515 Clark Avenue.
Commission Members Charlie Ricketts, Mike Crum, and Harold Pike were in attendance.
APPROVAL OF MINUTES OF FEBRUARY 28, 2019, REGULAR MEETING: Moved by
Pike, seconded by Ricketts, to approve the Minutes of the February 28, 2019, Regular Civil Service
Commission meeting, as written.
Vote on Motion: 3-0. Motion declared carried unanimously.
CERTIFICATION OF ENTRY-LEVEL APPLICANTS: Moved by Crum, seconded by Pike, to
certify the following individuals to the Ames City Council as Entry-Level Applicants:
Principal Clerk Laura Colbrooke 84
Amy Metcalfe 78
Chris Andringa 77
Vote on Motion: 3-0. Motion declared carried unanimously.
DISCUSSION OF UPDATES TO THE CIVIL SERVICE COMMISSION POLICIES AND
PROCEDURES: Bethany Jorgenson, Human Resources Director; Bob Kindred, Assistant City
Manager; Brian Phillips, Assistant City Manager, and Mark Lambert, City Attorney, were present. Also
present was Attorney Erin Clanton from the Brick Gentry Law Firm, Des Moines. The Brick Gentry
Law Firm, with extensive experience in Civil Service matters, had been hired by the City as consultants.
Assistant City Manager Kindred began a review of each chapter of the Civil Service Commission
Policies and Procedures, which were last approved in January 2004. Suggested changes were noted, as
follows:
Chapter 3.4 New Chapter - Promotional Track Eligibility. In order to be eligible to apply for a
promotional position, an employee of the City must currently work in another Civil
Service position on the promotional track.
Chapter 3.5.1 Purpose of Examinations.“Work Place Values” will be added.
Chapter 3.5.3 Promotional Examinations: If there are fewer than three applicants qualifying for a
promotional exam, it will proceed to an open examination.
Chapter 3.5.5 Examinations for Multiple Classifications. A single examination can be used to establish
more than one eligibility list if the classifications are closely related. Separate eligibility
lists can be established within the same classification. In such cases, candidates shall
indicate the specific position or positions they would like to be eligible for appointment.
Chapter 3.5.8 Veterans Preference. All veterans will be interviewed without regard to where they are
located on the list.
In answer to an inquiry of Chairperson Crum, Assistant City Manager Kindred said he had written to the
stewards of the five bargaining units to advise them of the prospective changes to the Policies and
Procedures. He had heard back from two of the Units that they would “be fine” with the changes.
Chapter 4.2.2 Declare the List Exhausted. When a list has diminished to three or fewer candidates, the
City may declare the list exhausted. All candidates remaining on the list shall be
automatically added to the new list for the duration of the new list. A new list of certified
eligible candidates shall supersede the previous certified list when the prior list is
considered expired or exhausted.
A correction was made to state that the “Commission (not the City) may declare the list
exhausted.”
Commission Member Pike asked for clarification as to whether all screening of applicants could occur
prior to the Commission certifying the list of candidates. Mr. Phillips explained that all of the screening
components, e.g., background checks, cannot be done, until after a job offer has been accepted.
A correction was made to the numbering of the paragraphs; 4.6 had been skipped.
Chapter 6 Appeals and Hearings. Ms. Clanton detailed the procedures to be followed for requests
for hearings. The procedure mirrors Iowa Code Sections 400.18 and 400.19.
It was noted that some of the paragraph numbers will change as more details will be
covered in Chapter 6. It is anticipated that there will be a new 6.4, to add a provision for
the applicant to submit a written complaint to the HR Director, who will investigate the
complaint and make a decision.
The Commission reviewed the instances when it may hold a Closed Session.
A discussion was held regarding conflicts of interest. As an example, a Commission
member might have worked with or been acquainted with an employee who would file
a complaint/appeal. If that occurs, the Commission member should contact the City
Attorney to determine whether there is a legal conflict of interest and if the member must
recuse himself/herself from the discussion and decision.
Commission Member Crum suggested that the Glossary be added to the Table of Contents.
COMMENTS: The next Civil Service Commission meeting will be April 25, 2019, at 8:15 a.m. There
will be another review of the Draft Civil Service Policies and Procedures, and an “in-person” meeting
will be necessary.
ADJOURNMENT: Moved by Crum to adjourn the meeting at 9:50 a.m.
__________________________________ _______________________________________
Michael R. Crum, Chairman Diane R. Voss, City Clerk
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