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HomeMy WebLinkAboutCity Council Committees - Civil Services Commission - 05/16/1996 \�D le�\o CITY OF KENT ! ` 'l CIVIL SERVICE COMMISSION MEETING MINUTES Members Present: Mike Pattison Ron Banister Callius Zaratkiewicz Others Present: Marla Platt, Kevin Axelson, Detective Burwell, Detective Winters, Lt. Cline, Captain Jim Miller, Officer John Pagel, Dea Drake, Chief Angelo, Dave Santos, Andi Costello, Karen Ford, Officer Goods, B/C Scott others present. Chair Pattison called the meeting to order at 8:15 a.m. I. COMMISSION BUSINESS: Chair Pattison stated that Mayor White has reappointed Callius Zaratkiewicz to another term on the Commission to expire in the year 2002. Informational Item 1. Civil Service Examiner Guiguet updated the Commission on the new format for position • descriptions implemented by Human Resources to conform to ADA requirements. ll. HEARINGS III. OLD BUSINESS A. Accept into Record 1. Chair Pattison moved to approve the minutes from the April 18, 1996 Civil Service Commission Meeting. Seconded and carried. B. Action Items for Discussion 1. Letter dated April 29, 1996 clarifying the effective date for Dave Santos' provisional appointment to Records Manager as June 1, 1996. The Civil Service Examiner clarified for the Commission that although Chief Crawford had asked for an immediate provisional appointment of Mr. Santos to the Records Manager position and the Commission had approved it, Mr. Santos's appointment would actually occur on June 1, 1996 with Andi Costello remaining as the Acting Records Manager until that time. Commissioner Banister moved to accept the change into record. Seconded and carried. a Civil Service Minutes May 16, 1996 Page 2 2. Chair Pattison opened for discussion: a. Position description for the new position of Police Support Services Manager. Human Resources Director, Sue Viseth stated that she had worked with the Civil Service Examiner Guiguet and Captain Jim Miller for the new job description and they are all confident that it reflects the duties and responsibilities of the position. Commissioner Banister moved to accept the Support Services Manager position description into record. Seconded and carried. b. Promotional proposal for the Police Support Services Manager position. Captain Jim Miller asked that the position be posted In-House only for a period of one week to begin on May 17, 1996. That there be a minimum of one qualified applicant in order to carry out testing. That the testing process be an oral interview with the Chief. • City Attorney Lubovich stated that the Civil Service must carry out the testing process. After much discussion it was moved by Commissioner Banister that the promotional process be that Commissioner Zaratkiewictz and the Civil Service Examiner carry out a resume and criteria review and establish the Eligibility List. Seconded and carried. IV. NEW BUSINESS A. Approval and Accept into Record 1. Chair Pattison to approve and accept into record the memo dated April 15, 1996 from Chief Angelo to Firefighter Jason Napier notifying him of his promotion to Firefighter First Class effective Friday, April 12, 1996. Seconded and carried. 2. Chair Pattison to approve and accept into record the memo dated April 15, 1996 from Chief Angelo to Firefighter Mark Jones notifying him of his promotion to Firefighter First Class effective Friday, April 12, 1996. Seconded and carried. 3. Chair Pattison to approve and accept into record the Disciplinary Action memo dated April 17, 1996 from Chief Crawford to Officer Tracey Church notifying her or a one day off without pay. Seconded and carried. Civil Service Minutes May 16, 1996 Page 3 4. Chair Pattison to approve and accept into record the certified letter dated April 17, 1996 from the Civil Service Examiner to Police Officer candidate, Kevin R. Backlund notifying him that his name has been removed from the Entry Level Police Officer Eligibility List due to the fact that he did not pass the Psychological portion of the selection process. Seconded and carried. 5.. Chair Pattison to approve and accept into record the memo dated April 18, 1996 from Chief Angelo to Lieutenant Brian Dodge notifying him of his return to the status of First Class Firefighter effective April 30, 1996. Seconded and carried. 6. Chair Pattison to approve and accept into record the certified letter dated April 22, 1996 from the Civil Service Examiner to Police Officer candidate, Matthew C. Christensen notifying him that his name has been removed from the Lateral Police Officer Eligibility List due to the fact that he did not respond to the Certified letter sent to him on March 29, 1996. Seconded and carried. 7. Chair Pattison to approve and accept into record the memo dated April 29, 1996 from Chief Angelo notifying the Commission of Battalion Chief John M. Willits successful • completion of his probationary period effective April 28, 1996. Seconded and carried. 8. Chair Pattison to approve and accept into record the letter dated May 1, 1996 from Chief Crawford notifying the Commission that Corrections Officer Scott Kulin has successfully completed his probationary period effective May 1, 1996. Seconded and carried. B. Action Items for Discussion 1. Chair Pattison opened for discussion the memo dated April 26, 1996 from Lt. Cline to the Commission: a. Giving the weightings for the Sergeants promotional examination. Lt. Cline requested that the oral portion of the promotional exam be weighted at 60% and the written exam be weighted 40%. b. Requesting the extension of the Police Records Specialist Eligibility List to August 3, 1996. Lieutenant Cline stated that the question of extending the Records Specialist list had not been addressed at the time it expired earlier in the year. Due to an unexpected opening the department now request that the list be extended to August 3, 1996, the allowable six month period. • In addition he requested, if permission was granted, that the department be given approval to begin the selection process for Data Entry Specialist due to the fact that one of the candidates on the Records Specialist Eligibility List is currently a Police Data Civil Service Minutes May 16, 1966 Page 4 Entry Specialist and if that person was selected for the Records Specialist position the Department would need to fill her current position. Commissioner Banister motioned that the weighting of the Sergeants promotional examination be 60% Oral and 40% Written and that the Police Records Specialist List be extended to August 3, 1996. Seconded and carried. Commissioner Zaratkiewicz motioned that permission be given to begin the Selection process for the Data Entry Specialist if the vacancy occurs. Seconded and carried. 2. Chair Pattison opened for discussion the memo from Lt. Cline dated April 30, 1996 requesting that the ranking for the Administrative Assistant 1 exam be based 100% on the Oral Board Interview. Other portions of the selection process would be on a pass/fail basis. Lt. Cline stated that the examination is dealing with current City Employees and that the Oral selection would be sufficient. The candidates already have a current track record • and their background information can be obtained from their employment with the City. The candidates would be known entitities. Part of the process will be a typing exam which will be a pass/fail. The weighting for ranking would be based 100% on the Oral Board. Dea Drake asked for clarification regarding whether or not the exam would be posted only within the Police Department. Chief Examiner Guiguet stated that it would be posted citywide. She also clarified that the Administrative Assistant 1 position to be filled was at the Corrections Facility due to the fact that the Detectives Administrative Assistant 1 will transfer to the Patrol Administrative Assistant 1 position and the Administrative Assistant 1 from Corrections will transfer to the Detectives Administrative Assistant 1 position. Commissioner Banister then motioned that the Administrative Assistant 1 exam be based 100% on the Oral Board Interview and that other portions of the process be on a pass/fail basis. Seconded and carried. • Civil Service Minutes May 16, 1996 Page 5 3. Chair Pattison opened for discussion: a. Letter dated May 1, 1996 from Entry Level Police Officer candidate Kevin Backlund requesting an appeal to his removal from the Eligibility List. b. Letter dated May 3, 1996 to Mr. Kevin Backlund notifying him that his request for Appeal would be brought before the Commission and a request for direction asked for by the Civil Service Secretary & Chief Examiner. Chair Pattison inquired if Mr. Backlund was present. The Chief Examiner informed him that he was not but that he had left a phone message stating that he had a packet of information that he wanted the Commission to look at before making their decision. She then stated that he had been removed from the Eligibility List due to failing the Psychological portion of the selection process. She stated that she had not received the packet yet. She then asked the Commission for direction. Captain Jim Miller stated that the psychological is done by a professional who the department perceives to be the Subject Matter Expert and when a recommendation of • this nature comes the department honors it, they believe that his information is valid. Commissioner Pattison motioned to table the item until such time that the packet was submitted by Mr. Backlund. Seconded and carried. Chair Pattison: 'There being no other business to come before the Commission, I move to adjourn." Seconded and carried. Adjourned at 8:40 a.m. The next Regular Meeting will be held on Thursday, June 20, 1996 at 8:00 a.m. in Council Chambers West. Respectfully submitted, Catherine M. Guiguet Civil Service Secretary & Chief Examiner Approved: Mike Pattison, Chair • CITY OF KENT - CIVIL SERVICE POSITION DESCRIPTION Position Inventory Number: Classification Specification: POLICE SUPPORT SERVICES MANAGER Position Description: POLICE SUPPORT SERVICES MANAGER Salary Range: NR 34 Incumbent: VACANT Location: POLICE - SUPPORT SERVICES DIVISION xxxxxxxxxx++wxxxxxxxxxwxwwxxxxxxx+xxxxxww+xxxxx:rxx+wwxxxxxxxxxx+wxwwxxxxxxxxwwxxxxx*xxxxxxxxxxwwwwxxxxxxwww GENERALPURPOSE: Under the direction of the Support Services Captain, organize, schedule and manage the operations of the police department records and evidence sections; assure proper maintenance of police records and evidence and compliance with a variety of laws and regulations; supervise and evaluate the performance of assigned staff; oversee and participate in decisions regarding • the department computer system; oversee crime scene evidence collection in coordination with the Detective Lieutenant; oversee preparations of and department wide training and adherence to evidence, blood borne and air born pathogens, and hazardous waste policies; responsible for preparing, implementing and monitoring Records Unit and Evidence Unit budgets; share in the responsibility of formal Public Information releases; represent the Kent Police Department at various meetings with other law enforcement agencies, city departments, businesses, and the community. REPORTS TO: Support Services Captain SUPERVISES: 3 Police Records Shift Supervisors 1 Evidence Technician 1 Evidence Custodian ESSENTIAL DUTIES AND RESPONSIBILITIES: Plan, organize and manage the maintenance of police department records and evidence functions; schedule and assign duties to assure adequate coverage for proper operation of the records and evidence units and assure efficient productive support services to the department and community. Pagel Position Description: Police Support Services Manager • Direct and monitor all activity of the units to ensure the efficiency, productivity and safety of personnel. Perform a variety of administrative duties in support of the units activities; prepare and implement initial budget requests and monitor expenditures. Prepare and assure distribution of policies and procedures revise and update materials as needed to reflect changes in legislation or departmental operations. Plan, develop and assign work schedules to subordinate staff; evaluate work flow of the units and assure efficient functioning of the units. Supervise and evaluate the performance of assigned staff; recruit, select, assign and discipline personnel as appropriate; monitor training needs and staff requirements. Assure compliance with a variety of laws and regulation related to the maintenance, retention and release of police records and evidence/property. Share in the responsibility for formal public information releases as needed. • Communicate with departmental administrators and staff, outside agencies and the general public to exchange information and explain procedural changes. Organize and direct the use of the department records management computer system; initiate and implement special projects and programs as assigned. Direct the preparation and distribution of various records and reports related to the operation and activities of assigned units. Attend a variety of departmental meetings and confer with other law enforcement agencies concerning the appropriate release and dissemination of police records. Attend conferences, seminars and related meetings to keep abreast of modern law enforcement records methods, evidence management, crime scene and forensic techniques and practices. Perform related duties as assigned. • Page 2 • Position Description: Police Support Services Manager KNOWLEDGE, SKILLS AND ABILITIES: KNOWLEDGE OF: Management and operation of the police department's records and evidence units. Laws, regulations and policies governing maintenance, retention and release of police records, evidence, and property. Principles and practices of supervision and training. Budget preparation and control. Correct English usage, grammar, spelling, punctuation and vocabulary. Management application and use of computerized information systems. Modern office practices, procedures and equipment. Recognition of essential elements of quality customer service delivery. Operation of the listed machines, tools and equipment. SKILLED IN: Interpersonal skills using tact, patience and courtesy. Establishing and maintaining cooperative and effective working relationships with other. Oral and written communications skills. ABILITY TO: Organize, evaluate and direct operations of the records and evidence units. . Plan, develop and assign work schedules for a 24 hour per day operation. Assure unit compliance with various laws, regulations and policies concerning police records, evidence and property. Direct the proper maintenance, retention and release of police records, evidence and property. Confer with administrators and other law enforcement agencies to assure the cooperative exchange of information. Communicate effectively both orally and in writing. Develop, implement and revise policies and procedures. Prepare and manage unit budgets. Read, interpret, apply and explain codes, rules, regulations, policies and procedures. Train, supervise and evaluate personnel. Plan and organize work. MACHINES, TOOLS AND EQUIPMENT USED: Typical operation business office machinery and equipment including but not limited to personal computer, ACCESS/WACIC/NCIC (State and National) computer system, photocopy machine, microfilm reader/printer, data imaging system. Police radio, calculator, typewriter, fax, telephone and other office equipment appropriate to the position. • Page 3 • Position Description: Police Support Services Manager PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is: Frequently required to sit and talk or hear with or without mechanical assistance. Occasionally required to stand, walk, lift, push, use hands to finger, handle, or feel objects, tools, or controls listed above; reach with hands and arms. The employee must occasionally lift, and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus. MINIMUM EDUCATION AND EXPERIENCE REQUIRED: Graduation from high school supplemented by course work or training in a related field and three (3) years of progressively responsible experience in a law enforcement environment; or any combination of relevant education and experience which would • demonstrate the individuals knowledge, skills, and ability to perform the essential job functions as listed above. LICENSES AND OTHER REQUIREMENTS: Must possess a Washington State Drivers License or ability to obtain one within thirty days of hire. Washington Crime Information Center (WACIC) certification within one year. Ability to obtain Access Washington Information Center and National Crime Information Center Certification as Terminal Agency Coordinator (TAC) for the Kent Police Department within three (3) months. Positions in this class must meet Civil Service Rules & Regulations. WORKING CONDITIONS: The working environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Office environment/Occasional outdoor exposure. The noise level in the work environment is usually moderately quiet. • Page 4 Position Description: Police Support Services Manager -------------------------------------------------------------------------------------------------------- Incumbent's Signature Date Supervisor's Signature Date Department Director's Signature Date uman sources Division Director's Signature Date • Approval: Civil Service Chair Date Note: This document will be reviewed and updated yearly at the time of the employees appraisal; when the position becomes vacant; or, if position duties are changed significantly. ssmjob.wpd effective date: 1996 revision history: Page 5