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HomeMy WebLinkAboutMN-CSC-2009-06-01CIVIL SERVICE COMMISSION Regular Meeting June 3, 2009 Commissioners Present: Commissioner Abrams Commissioner Thompson Excused: Commissioner Richardson Staff Present: Valerie Saul (Deputy Director of Human Resources) Commissioner Thompson called the meeting to order at 10:05 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. APPROVAL OF MINUTES Commissioner Abrams made a motion to approve the minutes of the May 6, 2009 meeting. Seconded by Commissioner Thompson. Motion carried 2-0. NEW BUSINESS New Position Duties Statement: City Chamberlain’s Office – Customer Service Representative The Commission reviewed and discussed a New Position Duties Statement from the City Chamberlain’s Office. Commissioner Thompson made a motion to classify the position as Customer Service Representative. Seconded by Commissioner Abrams. Motion carried 2-0. Update of Alternate Test Date Policy The Commission reviewed the existing Alternate Test Date Policy and the recommended updates to it. Commissioner Abrams made a motion to revise the policy to read as follows: “Alternate Test Date Policy It is the policy of the City of Ithaca Civil Service Commission to provide an alternate test date to those candidates who are unable to appear on the announced scheduled date for a written test due to religious beliefs, an emergency or a scheduling conflict beyond their control. However, with respect to each written test administration, this policy must be balanced with the need to maintain the security and integrity of the written test. The written test represents considerable planning, preparation and expense. Therefore, candidates are expected to make every effort to take the test on its scheduled date. Civil Service Commission June 3, 2009 Page 2 Basis and Parameters for Alternate Test Dates Alternate written test dates may be provided for candidates who can establish one of the following: 1. A death in the immediate family or the household in which the candidate resides within the week immediately preceding the announced written test date. Immediate family shall include the spouse, domestic partner, children, siblings, parents and grandparents of the candidate or the candidate’s spouse or domestic partner. 2. Religious beliefs which preclude a candidate from taking an examination on the announced date. 3. Military duty. 4. A conflict with a previously scheduled commitment to participate as a member of a ceremonial party, such as a wedding, baptism, bar mitzvah or graduation, or as a member of the immediate family or household of the individual for whom the ceremony is being held. 5. A conflict with a professional or educational examination. Examples of professional examinations include the Certified Public Accountant or Professional Engineer examination. Examples of educational examinations include the Scholastic Aptitude Test and Graduate Record Examination. 6. A conflict with a previously scheduled vacation, professional conference or retreat for which a significant non-refundable deposit was made prior to the date the examination announcement was issued. 7. A conflict with a court ordered appearance. 8. A hospital confinement, medical emergency or health problem of the candidate or member of the immediate family or household in which the candidate resides, if documented by the attending physician. 9. Emergency weather conditions, verified by the local public safety agency, that result in the closing of specific roads, highways or independent transportation services which prevent a candidate from reaching the test center. 10. Other reasons not listed above will be considered on an individual case basis. Procedure For Requesting An Alternate Test Date 1. When a candidate is aware of a conflict prior to the scheduled test date, the candidate should notify the City of Ithaca Human Resources/Civil Service Department in writing as soon as possible. The request should contain a complete explanation of the reason the candidate cannot take the examination on the scheduled date and be supported by appropriate documentation. It is essential that Civil Service Commission June 3, 2009 Page 3 such requests be received before the date of the written test. Requests received on or after the date of the written test will not be considered. 2. For emergency situations which occur on the scheduled written test date, the candidate must notify the City of Ithaca Human Resources/Civil Service Department no later than the Tuesday following the Saturday on which the written test was held. In the case of a death in the immediate family or the household in which the candidate resides, or the serious illness of the candidate, the request may be made by a member of the immediate family or household of the candidate or by a person in an agency, rather than the candidate. In the event that a serious illness or injury renders the candidate physically unable to take a test for a lengthy period of time, that candidate may still request an alternate test date provided the candidate is tested prior to returning to the workplace and before the examination results are released by the New York State Department of Civil Service. Candidates on short term military duty, which is typically a weekend or a two week training commitment, must request an alternate test date prior to the scheduled test date. Candidates on long term military duty will be provided with military make-up examinations in accordance with the provisions of New York State Military Law. Limitations In Applying the Alternate Test Date Policy 1. A candidate who takes an examination on an alternate test date has a responsibility to avoid exposure to any of the test content. The risk of such exposure is increased after the pre-rating review, which is usually held the Saturday following the written test, and for that reason, alternate test dates will generally not be granted later than the date of the pre-rating review. No candidate will be tested, under any circumstances, after the candidate has been in contact with other candidates after the pre-rating review. 2. Candidates approved to take the test on the alternate date will be required to sign an affirmation that they have not discussed the test content with any individual. If the affirmation is found to be false, the candidate will be disqualified. 3. When a candidate requests an alternate test date because of an emergency, the candidate will be required to provide documentation proving the emergency nature of the event which precluded him or her from taking the written test. 4. If two or more members of a household are candidates for the same examination and one member requests an alternate test date, all members of the household participating in the examination will be required to take the examination on the alternate date. If any member of the household has taken the test on the scheduled date, no other member of the household will be permitted to take the test on an alternate date. 5. Participation in two or more civil service tests on the same day is not a basis for an alternate test date for one, as long as both are provided by the City of Ithaca Civil Civil Service Commission June 3, 2009 Page 4 Service Commission, the New York State Department of Civil Service, or another municipal civil service agency in New York State. 6. Where an alternate test date request can only be accommodated by administering a test on an individual basis, the candidate may be assessed the cost of the monitoring services unless there is a compelling reason to waive the fee. Candidates will be advised of the approximate cost at the time arrangements for an alternate date are being made. 7. Examinations will not be administered prior to the scheduled date. 8. This policy applies to all examinations administered by the City of Ithaca Civil Service Commission. Seconded by Commissioner Thompson. Motion carried 2-0. EXECUTIVE SESSION Commissioner Thompson made a motion to go into executive session to discuss an employee medical issue and civil service examination matters. Seconded by Commissioner Abrams. Motion carried 2-0. During executive session, the Commission took the following actions: Appointment of Section 72 Medical Officer Commissioner Thompson made a motion to appoint Dr. Jane Kou as the medical officer for an independent medical examination to be conducted pursuant to Section 72 of NYS Civil Service Law. Seconded by Commissioner Abrams. Motion carried 2-0. CONTINUING BUSINESS Approval of Roster of Candidates for Examination Commissioner Abrams made a motion to approve the Roster of Candidates for Police Sergeant Examination #75-645. Seconded by Commissioner Thompson. Motion carried 2-0. 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. Deputy Police Chief #76-031 (2 years) Fire Lieutenant #75-644 (2 years) Geographic Information System Map Technician #66-058 (2 years) Geographic Information System Specialist #73-995 (2 years) Police Chief #75-647 (2 years) Civil Service Commission June 3, 2009 Page 5 Addition of Names to Continuous Recruitment Eligible Lists Commissioner Thompson made a motion to add names to the continuous recruitment eligible lists. Seconded by Commissioner Abrams. Motion carried 2-0. Approval of Personnel Transactions Commissioner Thompson made a motion to approve the Personnel Transactions. Seconded by Commissioner Abrams. Motion carried 2-0. The next Civil Service Commission meeting will be held Wednesday, July 15, 2009 at 9:30 am. With no further business, the meeting was adjourned at 10:40 am.