1983-01-31 CIVIL SERVICE COMMISSION REGULAR MEETING MINUTESMINUTES OF THE REGULAR MEETING OF THE CIVIL SERVICE COMMISSION
~ OF THE CITY OF PEARLAND, TEXAS HELD ON JANUARY 31, 1983, AT
6:05 P.M. IN THE CITY SERVICE CENTER, 3501 E. ORANGE, PEARLAND,
,- _ TEXAS.
The regular meeting was called to order with the
'- following present:
Dan Keller - Chairperson
Gail Birdsong - Vice Chairperson
Roy Sanchez - Commissioner
Mary Hickling - Director
****
Guests: Jim Templin and Bill Garney
APPROVAL OF MINUTES:
Chairperson Keller declared the minutes of the January 3, 1983
meeting to be approved as circulated. The Commission agreed.
A('TTVTTV
~_ A letter dated 1/26/83 from Chief Stanford was read and received
as information by the Commission.
A motion was made by Sanchez to ascribe to Wollack and Associates
for future promotional examinations. The motion carried.
Discussion was held concerning the modification of Civil Service
Rule #28, to include the following:
(1) employee complaints and compliments -
The Commission. formally defined the subjects
of this information to include "any
communication including comments either
positive or negative wherein one, or more
employee is identified. If an employee
is not specifically identified in the
communication but their identity can be
or has been established through another
~-, means, such identity and method of his
identification shall be included in the report.~~
(m) changes in employee education, either
supplemental, personal or formal, and
professional certification.
` The motion was made by Sanchez to accept these amendments to
Rule #28, and was seconded by Keller. Motion carried.
A motion was made by Keller to accept final forms and memo
which will describe to the Chief of Police, appropriate forms
and reporting periods per discussions under 7.2 of 1/31/83
agenda. (See attachment) Motion-was seconded by Sanchez, and
carried.
Nominations were opened by Chairperson Keller for the position
of Chairperson for the year 1983. Sanchez nominated Keller.
There were no other nominations and Keller was elected by
acclamation as the 1983 Commission Chairperson.
Nominations were opened for the position of Vice Chairperson.
,~-~
Sanchez nominated Birdsong. There were no other nominations
and Birdsong was elected by acclamation as the 1983 Vice
Chairperson.
ADJOURN:
The meeting was adjourned at 9:05 P.M.
~1t
Minutes approved as submitted and/or corrected this the
day of March, A.D., 1983, by Mary Hickling, Director.
Director
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CIVIL SERVICE COMMISSION
P.O. Box 818 • Pearland, Texas 77581-0818.485-4411
TO: Chief of Police, Glenn Stanford
FROM: Civil Service Commission, City of Pearland
SUBJECT: Civil Service Rule #28
At the January 31, 1983 meeting, the Civil Service
Commission discussed, in detail, Rule #28 including the
addition of two reports, report formats, frequency and
due dates. Revisions were made to Rule #28 and manual
revision will be released soon.
The Commission added two reports; (1) - "Employee
complaints and compliments" and (m) - Changes in either
formal education, personal or job related, course completion
,~ and certification status.
The Commission established reports frequency and due
dates into two categories.
I. Within 120 hours of pay period ending, the following
reports are due in the office of the Civil Service
Director:
(b) absentee record
(i) changes in compensation
Since these reports are already being generated, we
suggest a meeting between the Civil Service Director,
you and Mr. Parrish. Formats and frequency may be as
defined in that meeting. The Commission requires only
the following:
1. Frequency - not less than monthly
2. Due Date - within 120 hours of the frequency
~,.-. period agreed by the meeting participants.
Nbry Hackling. Director
Corrxnlssioners:
Don FSeller, Qwirn,a,
Goal 8ardson9
~~5- Sorxhe:
1
3. All reports will bear the signature of the
Chief of Police and the date of signature.
4. In the event of absence of the Chief of
Police, any/all reports may be signed and
.~ - dated by the acting Chief of Police,
provided that the title of the signatory
- is shown.
II_. Within 120 hours of event occurance, the following
reports are due in the office of the Civil Service
Director. (Parenthetical references coincide with
revised Rule #28)
(a) appointments
(c) injury
(d) reinstatements
(e) refusal or neglect to accept appointment
(f) extended leave of absence
(g) suspension
(h) termination
f--~ ~°„ (j any changes in duties, organizational changes
(k change of address/telephone number f
_ ./(1j~employee complaints/compliments - The ,~, ~ ~~-
~.
Commission formally defined the subjects ~f~'
of this information to include "any ~"
communication including comme is either
positive or ne~~t~~'.ve wherei on@, or more,
id,F-qtr. ~ • r~C ArN ~~+tt~ vYCE is
employee is~not spec~.fically identified in
the communication but their identity can
be or has been established through another
means, such identity and method of his
identification shall be included in the report."
(m) changes in employee education, either
supplemental, personal or formal, and
professional certification.
It is the position of the Commission that exception
,~ reporting is insufficient to the Commission's needs therefore
each report required under Rule #28 will need to be acknowledged
2
no less frequently than each month. It is also the position
of the Commission, that paperwork, for its own sake, is
~ ineffecient and without merit. We therefore have attempted
to make complience with this rule as effecient as possible.
We solicit and welcome any suggestions.
_ III.If there are no Absences, Compensation Changes, Suspensions,
Terminations, or Department Organization Changes during
a pay period, compliance may be met when; within 120
hours of month ending, the Director has received a
separate memo for each of these reports from the Chief
of Police containing the following:
A. "Current date"
B. "To Civil Service Director"~
C. "From Chief of Police"
D. "Subject: monthly report - (absenteeism
compensation change, terminations,
department organization change, as applicable)"
~ E. "For month ending "
F. "Negative report" "No report"
G. Original signature of Chief of Police/acting
Chief of Police in absence of Chief of Police,
and title of signatory.
IV. Attached, .~s Exhibit A, is a suggested. format for. certain
reports under this rule. Please note all reports are
not covered by this format suggestion. Reports covering
Absenteeism, Suspensions, Terminations, Changes in
Compensation and Change in the Organization of the
„ Department are not covered by this format suggestion.
Two of .these reports will follow formats mutually
agreed (Absenteeism and Changes in Compensation). The
remaining reports (Suspensions, Terminations and
Changes in Organization. should follow formats of your
choice.
In summary, a maximum number of reports to be submitted
is not predictable. The minimum number is 5 (five}, as follows:
3
A. Absentees, or a negative report per III.
A thru G
B. Changes in compensation, or a negative report
per III. A Thru G
C. Negative Report per Exhibit A, items I.
(a) thru (m)
D. Suspension, or negative report per III.
A Thru G
E. Termination, or a negative report per III.
A Thru G
F. Departmental Organization Change(s), or a
negative report per III. A Thru G
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Page of
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'~ TO: Director of Civil Service, City of Pearland
FROM: Chief of Police, City of Pearland
•. - SUBJECT: Rule #28 - Reports
EMPLOYEE IDENTIFICATION #
_ (name )
I. _ This negative summary report is filed within 120 hours of
month ending and covers one or more items (a) thru (m)
as checked, for the month ending 19 , for the
above employee.
II. This report is filed within 120 hours of occurance of event
and covers one event for one employee.
******************************************************************
(a) An appointment, whether probationary or as full-fledged
Civil Service Employee(s) :
(c) Injury/injuries involving occupational disability
(d) Reinstatement
(e) Refusal or neglect to accept appointment or promotion
~ by a person. whose name has been certif ied for appointment
or promotion.
(f) Extended leave of absence
(j) Change(s) in the duties of an employee
(k) Change(s) of address or telephone number of an employee
(1) Employee complaints and comp?invents .
(m) Employee education changes
On and with effective date of
(date) (date)
the above subject employee,
***Use, attach, identify and sign additional pages as necessary.
(signature}
(title)
CIVIL SERVICE COMMISSION - PEARLAND, TEXAS
3/7/83
COMMUNICATIONS:
ACTION REQUESTED X REQUIRED
(For item 4.1.2 )
DISCUSSION:
F~
ATTACHMENTS:
AGENDA ITEM # 4.1.1
AGENDA ITEM # 4.1.2
AGENDA ITEM # 4.2
Letter from Tom Lay dated 3/1/83
`'~ Invoice from Lay and Snooks Law Firm dated 12/31/82
page 2 of 5
Mary,
~ With understanding that the Chief of Police has all authority
and responsibility for hiring, firing and disciplining employees,
-, he is likewise responsible for the preservation of the civil rights
of both employees and. applicants, I suggest:
. As courtesy to both applicants and the Chief of Police...
1. We prepare a written statement to be given applicants
who pass the entry exam.
2. We document the fact that our legal council has
reviewed and does not object to the statement.
3. We supply a copy to the Chief of Police.
4. We clear with our legal council the appropriateness
of the following procedure.
A. All files of original information pertaining to
applications, investigations, etc. relating to
applicants approved by the Chief of Police be
turned over to and become a permanent file of
the Director.
,~- B. All such files of rejected applicants be maintained
by the Chief of Police for at least the minimum
period by law.
5. I suggest (something along these lines) for the
applicants who pass our entry exams.
Congratulations,
You have successfully completed the Pearland Civil Service
Commission's entry examination. Please take note of your score
and your relative position to other passing scores (1st place,
5th place, etc.) According to law, successful applicant's names
will be given to the Chief of Police in groups of three. The
Chief of Police must either accept or reject each such applicant
before consideration of the next group. Investigations take
time but will be accomplished with deliberation. Your name .will
be known by the department only, if you have been, or , are
currently subject of investigation, therefore, if you have not
r-. received notification and choose to inquire, the Police Department
may be able to tell you no more than the number of applicants
considered to that point.
You will be notified by Pearland's Chief of Police of his
decision. Should you receive a negative notification and wish
to appeal it, you have days after notification in which
' to file your appeal before this Commission.
Thank you,
Pearland Civil Service Commission
~"',.
LAW OFFICES
LAY AND SNOOKS
~--
THOMAS F. LAY
DANNY J. SNOOKS
817 SOUTHMOI~ AVENUE
SUITE 400
PASADENA, TEXAS 77602
TELEPHONE (713) 473-3308
March 1, 1983
City of Pearland
Civil Service Commission
P. 0. Box 818
Pearland, Texas 77581
Attention: Mary Hickling, Director
Dear Ms. Hickling:
3
3'3
You have referred to me certain questions concerning procedures
between the Civil Service Commission and the Chief of Police.
We agree with the statement that the Chief of Police has the
authority and responsibility for hiring and firing and disciplining
employees. Therefore, it follows that the duty of the Civil Service
Commission is to determine which applicants are qualified by giving the
necessary tests and examinations which may be required.
No vacancy in the department can be filled except by competetive
examination, and this includes the starting or beginning policeman.
Article 1269M, Sec. 14D gives extensive guidelines as to the type of
examination which shall be given.
In Section E of this same article it provides that "upon written
request by the heads of department for a person to fill a vacancy in any
classification, the commission shall certify to the head of the
department the three names having the highest grades on such eligibility
lists for such classification for the vacancy requested to be filled."
This section also provides for the head of the department to appoint the
person having the highest grade except where he shall have a valid reason
for not doing so, in which case he shall, before such appointment, file
his reasons in writing for refection of the higher name or names, with
the commission. The Statute further states that the reasons shall be
valid and sub3ect to review by the commission upon the application of
such rejected person. I would presume this to mean the beginning
policemen, ae well as those who are being tested for promotion. Such
promotional eligibility lists remain in existence for one year unless
exhausted and at the end of one year they expire.
I would agree with your statement that all files of original
information pertaining to applications, investigations, etc., should be
City of Pearland March 1, 1983
Civil Service Commissionm Page 2
•. _ maintained and be a permanent file of the Civil Service Commission.
,~-~.
In view of the fact that a re3ected applicant has the right to
request the commission to review his application and the reasons for his
refection, his files should be maintained until the time for this review
has expired. Section 17 of the Statute sets this time as ten (10) days.
The suggested letter causes some problems in view of the fact
that successful completion of the examination does not necessarily mean
that one will be employed. If there is one vacancy and he is third on
the list, there would need to be no review of the action of the depart-
ment head in selecting the top candidate. Therefore, the statement that
you have the right to appeal a negative notification may be incorrect.
The only right to review comes if a person who is graded lower is
accepted instead of the one who is graded higher.
If the commission feels that any letter is necessary, since the
parties have the right to stay and view the grading of their exam, then I
suggest it be reworded to merely give the grade and relative standing.
If we can be of further assistance to you in this matter, please
let me know.
Your very truly,
off' `.
Thomas F. Lay
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LAW OFFICES
LAY' AND SNOOKS
THOMAS F. LAY
DANNY J. SNOOKS
esa E. souT-x~oRS Avc.
PASACENA. TRXAa 77li0i
December 31, 1982 TELEPNONS 17fa1 4~a-aso~
• Pearland Civil Service Commission
Pearland City Hall ~ ~$3
P. 0. Box 1157 ~~ Z
Pearland, Texas 77581
~ ~ L.EOAL BERVICEB RENOERE~:
Services from 10/21/82 thru 12/13/82
10/21 Conference with Mary Hickling ~ Birdsong .5
10/24 Review of Rules 2.0
10/25 Conference with. Mary Hickling .5
10/25 Review of Rules i~0
11/1 Meeting 2.0
11/9 Telephone, Keller .2
11/9 Telephone, Hickling .2
12/13 Conference with Mary Hickling .3
12/13 Telephone, Keller ~ Wicker •3
Total hours 7.0
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@$75.00 per hour $525.00
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CIVIL SERVICE COMMISSION - PEARLAND, TEXAS
3/7/83
_ DIRECTOR/SECRETARY'S REPORT AGENDA ITEM # 5.1
- AGENDA ITEM # 5.2
- ACTION REQUESTED REQUIRED
DISCUSSION:
/'~~
ATTACHMENTS:
~ Copies of work statements for the months of January
and February.
page 3 of 5
.~~PEA ~~ t ~ o • ~o rrll~n o'
Cffl of
v ~~
rExaS CIVIL SERVICE COMMISSION
P.O. Box 818 • Pearland, Texos 77581-0818.485-Q411
February 7, 1983
Statement of expense for the month of January 1983, in
the performance of Civil Service work.
~„ ,9, a-«ao,
c~~«,.~:
oon ts~w., cnolrmon
cai e
Ro,1 sores,.:
HOURS: 126 hours ...................@ $6.00 = $756.00
MILEAGE: 225. miles ...................@ .20 = 45.00
TOTAL: $801.00
Direct of Civil S vi e
`/
Perso nel Coordinator
~~PEAR9 C" t u o oc~rrll~n~ ~~~~~.
C ~ Or ~, ~~ ~~.~
_ ~~
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*TFxas* CIVII SERVICE COMMISSION ~ s,
P. O. Box 818 • Peo~lond, Texos 77581-0818.485-Q411
MARCH 1, 1983
STATEMENT OF EXPENSE FOR THE MONTH OF FEBRUARY, 1983
IN THE PERFORMANCE OF CIVIL SERVICE WORK.
HOURS: 74 @ $6.00 ..............$ 444.00
MILEAGE: 275 @ .20 ................ 55.00
TOTAL $ 499.00
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CIVIL VICE DIRECTOR
-~
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PERSO EL COORDINATOR
~'`
CIVIL SERVICE COMMISSION - PEARLAND, TEXAS
3/7/83
EXECUTIVE SESSION
•~ ACTION REQUESTED REQUIRED (NONE)
DISCUSSION:
ATTACHMENTS:
AGENDA ITEM # 6.0
page 4 of 5
CIVIL SERVICE COMMISSION - PEARLAND, TEXAS
3/7/83
OTHER BUSINESS:
w
• .,~ ACTION REQUESTED X REQUIRED
DISCUSSION:
ATTACHMENTS:
AGENDA ITEM # 7.1
+' proposed changes to memo included in minutes of 1/31/83
page 5 of 5
Agenda Item # 7.1
•-. After discussion with the City Administration, we
are requested to change the following:
* page 2, Roman numeral II, parenthetical (j),
to read as follows:
"Any changes in duties as described in
job descriptions and any departmental
organizational changes affecting covered
employees."
* page 2, Roman numeral II, lower case
parenthetical (1), to read as follows:
All investigated employe{ek~t~complaints and
all compliments........"~ gative
ne
communicatiori5 which-~}ha`s~`been investigated
and any positive communication wherein,
etc. (the balance will remain the same)
* page 2, final paragraph - first sentence
We are requested to give consideration to
requiring reports only in instances where
some action has taken place, as opposed to
the negative reports precedure we have
proposed.
9