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HomeMy WebLinkAboutMN-CSC-2008-06-01CIVIL SERVICE COMMISSION Regular Meeting June 4, 2008 Commissioners Present: Commissioner Abrams Commissioner Thompson Commissioners Excused: Commissioner Richardson Staff Present: Valerie Saul (Deputy Director of Human Resources) Commissioner Thompson called the meeting to order at 9:38 am. APPOINTMENT OF ACTING CHAIR Commissioner Abrams made a motion to appoint Commissioner Thompson as Acting Chair of the meeting. Seconded by Commissioner Thompson. Motion carried 2-0. Public Hearing on Proposed Amendment to Rule XXII – Certification of Payrolls of the City of Ithaca Civil Service Rules Commissioner Thompson made a motion to open the public hearing on the proposal to amend Rule XXII – Certification of Payrolls of the Civil Service Rules by adopting the updated model rule for payroll certification and amending the date of the annual payroll certification for the Ithaca City School District from the first payroll in July to the first full payroll in October. Seconded by Commissioner Abrams. Motion carried 2-0. No one appeared to speak on the proposed amendment. Commissioner Thompson made a motion to close the public hearing. Seconded by Commissioner Abrams. Motion carried 2-0. APPROVAL OF MINUTES Commissioner Abrams made a motion to approve the minutes of the May 5, 2008 meeting. Seconded by Commissioner Thompson. Motion carried 2-0. NEW BUSINESS Resolution for Amendment to Rule XXII – Certification of Payrolls of the City of Ithaca Civil Service Rules Commissioner Abrams made the following motion: WHEREAS, the City of Ithaca Civil Service Commission duly advertised and held a public hearing on June 4, 2008 for the purpose of amending Rule XXII – Certification of Payrolls of the City of Ithaca Civil Service Rules by adopting the updated model rule and amending the date of annual payroll certification for the Ithaca City School District from the first payroll in July to the first full payroll in October, and Civil Service Commission June 4, 2008 Page 2 WHEREAS, the Ithaca Civil Service Commission took public comment on the proposed amendment into consideration, and WHEREAS, the Ithaca Civil Service Commission supports the proposed amendment, NOW, THEREFORE, BE IT RESOLVED, that the following text be deleted from Rule XXII – Certification of Payrolls of the City of Ithaca Civil Service Rules: 1. Extended Certifications The Commission may certify the employment of a person for a limited or extended period. No further certification shall be necessary for the payment of salary or compensation to such person, so long as the person’s title and salary grade remain unchanged and during such stated period, except as to the first payment for services in each fiscal year and, if required by the Commission, the first payment for services in the second half of each fiscal year. Nothing herein shall be construed to prevent or preclude the commission from terminating or rescinding a certification at any time giving notice thereof to the appropriate fiscal or disbursing officer. 2. Temporary Certifications When the name of any person is first submitted for certification following the person’s appointment, reinstatement, promotion, transfer, or other change in status, and the Commission requires further information or time to enable it to make a final determination thereon, the Commission may certify such person temporarily pending such final determination. In such event the Commission shall immediately request the necessary additional information from the appointing authority, who shall furnish forthwith. If such information is not furnished promptly, or if the Commission finds, following receipt of such information, that the employment of such person is not in accordance with the law and rules, the Commission shall immediately terminate such certification by notice to the appropriate fiscal or disbursing officer. 3. Refusal or Termination of Certification Upon satisfactory evidence of intention to evade the provisions of the law and of these rules in assigning any employee to perform duties other than those for which the employee was examined and certified or under any title not appropriate to the duties to be performed, the Commission shall refuse certification or terminate a certification previously made and then in force. and be it further RESOLVED, that the following text be added to Rule XXII – Certification of Payrolls of the City of Ithaca Civil Service Rules: Civil Service Commission June 4, 2008 Page 3 1. Certification required prior to payment (a) No person shall receive salary or compensation until the Commission has certified his or her employment to be in compliance with the provisions of the Civil Service Law or these Rules. (b) The Commission shall not certify the names of any person employed in a manner that does not comply with the provisions of the Civil Service Law or these Rules. 2. Extended Certification (a) The Commission may certify the employment of a person for a limited or extended period. No further certification shall be necessary for the payment of salary or compensation to such person as long as his or her status, title, and salary grade remain unchanged during the period of the certification granted. (b) The Commission shall require certification of the first full payroll of the fiscal year for every civil division under its jurisdiction except school districts. The Commission shall certify the first full payroll of every school district under its jurisdiction in October every calendar year. (c) The Commission may, at any time, require any civil division under its jurisdiction to submit payrolls or accounts for certification in accordance with §100(1) of the Civil Service Law. (d) Annual certifications provided by the Commission shall be valid for a period of no more than 12 months following the scheduled date of certification established in these Rules. Certifications provided at any other time during the year shall be valid for a period not to exceed the next scheduled certification established in these Rules. 3. Refusal or termination of certification (a) The Commission shall investigate any discrepancies between the payroll and the official roster and any other instances where the Commission finds the employment of a person may be in violation of the law or these Rules. (b) In any case where the Commission finds satisfactory evidence that the employment of a person is in violation of law or these Rules, or the Commission finds satisfactory evidence of intent to evade the provisions of law or these Rules in regard to the employment of any person, the Commission shall refuse certification or terminate a certification previously made and then in force. (c) Any refusal, termination, or revocation of a certification of any person shall be communicated in writing to the appropriate fiscal or disbursing officer. Seconded by Commissioner Thompson. Motion carried 2-0. Civil Service Commission June 4, 2008 Page 4 New Position Duties Statement: DPW – Streets and Facilities – Working Supervisor – Building and Grounds The Commission reviewed and discussed a New Position Duties Statement from the Streets and Facilities Division of the Department of Public Works. Commissioner Thompson made a motion to classify the position as Working Supervisor – Building and Grounds. Seconded by Commissioner Abrams. Motion carried 2-0. New Position Duties Statement: DPW – Streets and Facilities – Building Maintenance Mechanic The Commission reviewed and discussed a New Position Duties Statement from the Streets and Facilities Division of the Department of Public Works. Commissioner Thompson made a motion to classify the position as Building Maintenance Mechanic. Seconded by Commissioner Abrams. Motion carried 2-0. New Position Duties Statement: Ithaca Youth Bureau – Youth Program Leader The Commission reviewed and discussed a New Position Duties Statement from the Ithaca Youth Bureau. Commissioner Abrams made a motion to classify the position as Youth Program Leader. Seconded by Commissioner Thompson. Motion carried 2-0. New Position Duties Statement and Adoption of Job Description: Ithaca City School District – School Business Executive The Commission reviewed and discussed a New Position Duties Statement from the Ithaca City School District and the proposed job description for School Business Executive. Commissioner Thompson made a motion to classify the position as School Business Executive and adopt the job description as proposed. Seconded by Commissioner Abrams. Motion carried 2-0. New Position Duties Statement: Ithaca City School District – Senior Typist The Commission reviewed and discussed a New Position Duties Statement from the Ithaca City School District for a position in the Guidance Office at Dewitt Middle School. Commissioner Abrams made a motion to classify the position as Senior Typist. Seconded by Commissioner Thompson. Motion carried 2-0. New Position Duties Statement: Planning Department – Senior Planner The Commission reviewed and discussed a New Position Duties Statement from the Planning Department. Commissioner Abrams made a motion to classify the position as Senior Planner. Seconded by Commissioner Abrams. Motion carried 2-0. New Position Duties Statement: Ithaca Fire Department – Firefighter (3) Civil Service Commission June 4, 2008 Page 5 The Commission reviewed and discussed a New Position Duties Statement from the Ithaca Fire Department for three new positions. Commissioner Thompson made a motion to classify the positions as Firefighters. Seconded by Commissioner Abrams. Motion carried 2-0. Request to Waive Residency – GIS Map Technician The Commission reviewed and discussed a request from the Water and Sewer Division of the Department of Public Works to expand the residency requirement for the current GIS Map Technician vacancy from Tompkins County residents to New York State residents, due to recruitment difficulties. The Commission reviewed the recruitment statistics for recent GIS positions. Commissioner Thompson made a motion to expand the residency requirement for GIS Map Technician to New York State, through the next civil service examination for the position. Seconded by Commissioner Abrams. Motion carried 2-0. EXECUTIVE SESSION Commissioner Thompson made a motion to go into executive session to discuss civil service examination matters. Seconded by Commissioner Abrams. Motion carried 2-0. During executive session, the Commission took the following actions: CONTINUING BUSINESS Establishment of Eligible Lists Commissioner Abrams made a motion to establish the eligible lists specified below for the time period indicated. Seconded by Commissioner Thompson. Motion carried 2-0. Executive Assistant #66-345 (2 years) Executive Assistant to the City Attorney #67-691 (2 years) GIAC Program Coordinator #66-871 (1 year) GIAC Program Leader #68-555 (1 year) Supervisor of Custodians #72-013 (1 year) Youth Program Leader #68-175 (1 year) Addition of Names to Continuous Recruitment Eligible Lists Commissioner Abrams made a motion to add names to the continuous recruitment eligible lists. Seconded by Commissioner Thompson. Motion carried 2-0. Approval of Personnel Transactions Commissioner Abrams made a motion to approve the Personnel Transactions. Seconded by Commissioner Thompson. Motion carried 2-0. The next Civil Service Commission meeting will be held Wednesday, July 2, 2008 at 9:30 am. With no further business, the meeting was adjourned at 10:25 am.