HomeMy WebLinkAbout~Master - Civil Service Commission Minutes 10/31/2018MINUTES OF THE SPECIAL MEETING OF
THE AMES CIVIL SERVICE COMMISSION
AMES, IOWA OCTOBER 31, 2018
The Ames Civil Service Commission convened in a Special Meeting at 3:02 p.m. on October 31, 2018,
in the Council Chambers of City Hall, 515 Clark Avenue. Commission Members Mike Crum, Harold
Pike, and Charlie Ricketts were present. Interim Human Resources Director Bob Kindred and Assistant
City Attorney Jane Chang also attended the meeting.
DISCUSSION OF POSSIBLE REVISIONS TO CIVIL SERVICE COMMISSION POLICIES
AND PROCEDURES: Interim Human Resources Director Kindred stated that the purpose of this
Special Meeting is to begin discussions on an update to the 2004 Civil Service Policies and Procedures
to ensure that they:
1. Confirm that all provisions are compliant with Iowa law
2. Clearly delegate appropriate authority to the Human Resources Director
3. Facilitate hiring the most-qualified applicants
4. Create as much simplicity and flexibility, as possible
Mr. Kindred indicated that the Policies and Procedures are approximately 15 years old, and there have
been changes in the law. Civil Service is mandated by Chapter 400 of the Iowa Code. It provides for
merit-based employment and a transparent process for public hiring. It was noted by Mr. Kindred that
there are Chapter 400 presents its own set of challenges by requiring extremely involved processes. He
indicated that the hiring process sometimes takes up to four months, during which many of the qualified
applicants have been hired elsewhere.
According to Mr. Kindred, the project process will include:
1. Employing a qualified outside legal firm to help staff develop legally compliant policies and
procedures
Ms. Chang stated that there are three law firms currently being considered. It is the goal to have
a selection made by the end of next week.
2. Educating affected stakeholders regarding the current application of Civil Service
Some of the affected stakeholders named were: the Civil Service Commissioners; employees
under Civil Service; all other City employees; operating departments, specifically the Police and
Fire Departments; job applicants, City Clerk’s Office, Human Resources Department, Legal
Department, City Council, and Unions representing City employees.
3. Consulting with stakeholders to build an understanding of and confidence in the Civil Service
process
4. Presenting an update to the Commission for approval and/or modification
5. Educating other affected stakeholders regarding updated application of Civil Service
Regarding the time frame, Interim Human Resources Director Kindred presented the following
schedule:
November/December Stakeholder education and input
January 24 (suggested date) Present proposed update to Commission
January 24/ Hearing before Civil Service Commission on proposed
February 28 (suggested date) changes
Mr. Crum asked if the outside law firm would be
present at the hearing. Mr. Kindred said it would be
suggested that a member of the outside law firm also be
in attendance.
Adopt new Policies and Procedures
March Share revised Policies and Procedures with
stakeholders, operating departments, City employees
(through Employee Development Center classes), City
Council (through a written report from the Civil Service
Commission), and placement of the Civil Service
Commission Policies and Procedures on the Human
Resources Web site
Mr. Kindred stated that the City organization will be reviewing and updating its Personnel Policies and
Procedures simultaneously.
The Commission members were asked if they wanted an update at its Regular Meetings on how the
process is going. It was the concurrence of the members that a verbal update be given monthly at the
time of the Commission’s Regular Meeting.
Commissioner Pike pointed out that there are many sections of Chapter 400 that are “set in stone” and
cannot be changed. He indicated that he was interested in only the sections that can allow flexibility
in administering. Commissioner Crum asked if the outside law firm would be meeting with the Civil
Service Commission, specifically regarding Chapter 6, Hearings; it would be his preference that that
occur. Discussion ensued regarding Closed Hearings, with a number of questions to be resolved by the
City Attorney’s Office and outside law firm.
COMMENTS: The next Regular Meeting of the Civil Service Commission will be held on November
15.
ADJOURNMENT: The meeting adjourned at 3:57 p.m.
__________________________________ _______________________________________
Michael R. Crum, Chairman Diane R. Voss, City Clerk
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