Public Affairs Committee Minutes

August 28, 2006

Ms. Sellers called the meeting to order at 6:00 p.m.

MEMBERS PRESENT: Leah Sellers, John Marshall, David Burke

OTHERS PRESENT: Kathy House, Brian Dostanko

Ms. Sellers commended Ms. House on 411. She’s received a number a positive comments. Ms. House stated the staff does most of the work and Ms. Moder puts all the information together.

AGENDA:

1. Civil Service Ordinance

Mr. Brian Dostanko distributed a copy of the existing Civil Service Ordinance. Issues are noted in red italics.

1. The general order of the format of the ordinance itself. It’s not a logical sequence of the events that happen, which makes it difficult to administer. He noted in the future, it would beneficial to have Civil Service Members attend a meeting to get their input, as it is part of their responsibility to administer this ordinance. Human Resources uses this ordinance to fill vacancies. It is difficult to follow. Paragraph numbering does not make sense.

2. Would like to add some definitions. Not all necessary definitions are contained in the “Definitions” section.

3. Classification is located early in the ordinance, Section 100.02. Would like to move “Administration of Civil Service” to “Classification” section of the ordinance.

4. Announcements. Believe announcements for Safety Service should not require a “vacancy first” requirement. Police and Fire lists need to be at the ready to fill vacancies as soon as they happen, as opposed to a two-month process from time of vacancy. Would like to do an open hire once a year for Police and Fire. Mr. Aslaner gave an opinion that if there was a foreseeable opening, you could do it. Foreseeable opening is the issue. Mr. Ormeroid said if City knows there is going to be an open position, we could do it.

5. “Grading of Examinations”. Regarding the points that are given with regard to Armed Forces Service experience. The standard tour of duty for the military is 4 years. For some reason, the City had to give 2 years. Would like to extend that to 4 years.

6. Would like to add points for Ohio EPA, CDL and the successful passing of the part-time firefighter probation (for firefighter openings) when considering candidates. The way City currently does business is once there is an eligibility list established, which is usually based on an exam, usually everything above 75 are all on the eligibility list. Go from highest score down and begin doing the elimination. There are situations where people apply, work for another city, had really good evaluations and have EPA licenses in water and wastewater; however, they didn’t test well that night on the Exam. They got a 75 and might have been 23^rd on the eligibility list. Civil Service’s response to this is once you interview the other 23 people and show them they’re not the people for the job, then interview #24 with the EPA license, which is more relevant. Would like to see that changed where you can waive points for applicable Ohio EPA and CDL.

The Civil Service Exam is very generic, except for Firefighters and Police Officers. The exam shows the aptitude of an individual to pick up things. That’s all it does. It’s a discriminator in the room, but should not be the one single guiding factor.

7. Appointments. Once an eligibility list is established, we enter into a “Selection Process”. Currently use the word “investigation.” Recommend changing the term to “Selection” for this part of the process.

8. This is the biggest concern with this ordinance, the problem is the Commission’s involvement with interviews, not just interviews but everything after the eligibility list is established. It creates a lot of problems; we violate open meeting laws, spend extra money and it elongates the process, because we have to try to coordinate the timing of three very gifted citizens. Mr. Dostanko said this is nothing against Carol, Phyllis or Barb; he likes all of them. However, each Civil Service in every city or township reports to the State person on the Board of Review. In talking to them, this is not the way the system is supposed to be for Civil Service to sit in on interviews. It can be very cumbersome.

The Civil Service exists for three reasons.

1. They administer the Civil Service test.

2. To provide a body to verify the test.

3. They are an appellate body to anyone who is suspended or dismissed.

9. Would like to see the selection process have departments/divisions and HR indicating the candidates list to the Mayor for his/her approval. Currently the Mayor is the appointing authority, so if he/she says they don’t agree with any of this, there should be an avenue where the department/division head can go to the Mayor and state their case.

10. STATE STATUTE. Mention of ORC 124 when local guidance is absent may be ill-advised. It attacks the core of “Home Rule.” If you have a good ordinance that stands on its own, it is what it is. When you put a State Statute in the ordinance, it gives an out to what’s in it. Mr. Marshall asked if Mr. Aslaner had given an opinion on this issue. He has not.

Mr. Dostanko said he did receive an opinion from Mr. Aslaner in terms of their meetings. One issue is anytime that the Commission meets, it’s a public meeting. So that means interviews are a public meeting. Mr. Aslaner’s opinion is that when getting into the actual interview, go into Executive Session. Any decision would have to be made in the public. Also, meetings should be advertised, but they are not.

Mr. Dostanko suggested in one of the drafts presented, one seat would be made available for a Civil Service Member to attend the meeting. This would negate the issue of the open meeting law. If they did not show up, meeting could still continue.

Mr. Marshall felt is was unnecessary to have all three Civil Service members at an interview. Ms. House noted that it’s not only the interview where all three members need to attend but physical agility tests, equipment tests, etc. All of these things need to be scheduled around 3, 4, or 6 people’s schedules. The Charter does not require that Civil Service Members be involved in the interview. This process got started because until 2002, the City had no HR Department, so Civil Service conducted the interviews.

The second issue Mr. Ormeroid has is training. He really doesn’t see what he’d like to from our people from an interview standpoint. Mr. Dostanko plans to have a training course for anyone who is involved in the interviewing process. Department/Division heads have been through some interview training.

Mr. Marshall feels Civil Service members should monitor the interviews to make sure everything is copasetic. Also Civil Service is an appellate body.

Three drafts have been presented to Civil Service Commission, but no agreement has been reached on the proposed amendments.

It was suggested that the Public Affairs Committee meet with the Civil Service Commission to discuss proposed changes.

Mr. Marshall is in favor of pursuing the reforms. A draft should be written so the Committee can sit down with Civil Service Commission.

Mr. Dostanko surveyed 30 cities and found that no cities did things this way. Those cities do not even have a Civil Service Member in the room, but the City is proposing one seat for Civil Service.

As the City grows and personnel increases, the process needs to change to make it more efficient and effective and decrease the timeframe.

Ms. Sellers will contact Civil Service members and let them know the Committee is looking at the Ordinance and will invite them to the next Public Affairs Meeting.

2. Recognition Awards

Ms. Sellers feels the City should take a more active role in recognizing residents within the City, as well as those outside the City, who contribute to the well-being of the City. She believes this recognition will encourage more involvement in the community.

The Chamber of Commerce, specifically Bob Whitman, has a program called “Salute to Leaders” where each township selects someone, then there are county-wide selections by a citizen nominating committee. There are 11 categories, civic leadership, arts, culture, etc. Mr. Whitman does not feel Ms. Sellers’s idea is in competition with his program. You can never praise people enough. He offered to come and talk about how he structured his program. Ms. Sellers does not want this to be a political tool. She wants it to be a pure process where people are acknowledged and recognized for doing good things for Marysville. In his nominating committee for his award, he has staggered terms for people so that you get new ideas within the committee. He sets specific criteria for selection of awards.

Ms. Sellers suggested awarding “Citizen of the Quarter” at the same the time the City announces “Employee of the Quarter”. Possibly get individuals from each ward, if that’s not too many or try to separate awards by geographic location.

Mr. Burke and Mr. Marshall is supportive of this idea. There is a lot of good happening in the community. Mr. Dostanko offered to help develop the criteria for these awards.

Ms. Sellers will present more information at the next meeting.

Mr. Dostanko stated he would like to review Sections 400 and 500 of the Policy Manual at the next meeting.

The meeting adjourned at 7:00 p.m.