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2013-07-09 Civil Service Meeting Minutes RICHFIELD CIVIL SERVICE COMMISSION MEETING #222 JULY 9, 2013 MEMBERS PRESENT: Philip Mortenson President/Commissioner Steven Hurvitz Secretary/Commissioner MEMBERS ABSENT: Francie Fletcher Vice President/Commissioner OTHERS PRESENT: Todd Sandell Director of Public Safety/Police Chief Jay Henthorne Deputy Director of Public Safety/Deputy Police Chief Mike Flaherty Police Lieutenant Mike Koob Police Lieutenant Bob Brotzel Police Officer Wayne Kewitsch Fire Chief Mike Dobesh Assistant Fire Chief Jim Kinsella Firefighter Mike Halaska Firefighter Jesse Swenson Human Resources Coordinator Theresa Schyma Deputy City Clerk I. CALL TO ORDER The meeting was called to order by President Mortenson at 8:00 a.m. Commissioner Mortenson called for a moment of silence to honor the 19 firefighters who lost their lives in the Yarnell Hill Wildfire in Arizona. II. APPROVAL OF MINUTES OF (1) CIVIL SERVICE COMMISSION MEETING OF JUNE 4, 2013 M/Hurvitz, S/Mortenson to suspend the reading and approve the minutes of(1) Civil Service Commission Meeting of June 4, 2013. Motion carried 2-0. III. CANCELLATION OF EXISTING FIREFIGHTER ELIGIBLE REGISTER Fire Chief Kewitsch stated that four firefighters have been hired off of the current register but they are getting towards the bottom of the list. He believes cancelling the register a few months early and beginning a new process would get the most qualified candidates for Richfield. M/Hurvitz, S/Mortenson to approve the cancellation of existing Firefighter Eligible Register. Motion carried 2-0. IV. APPROVAL OF NEW FIREFIGHTER TESTING PROCESS Fire Chief Kewitsch presented the new Firefighter Testing Process. (see attached) Fire Chief Kewitsch stated that this new process is similar to the last process with a few minor changes. This new process will include a single interview panel instead of two interview panels. During the last interview process one of the two panels had time management issues and he feels a single panel interview would help improve that issue. The single interview panel Civil Service Commission -2 - July 9, 2013 will consist of Assistant Fire Chief Dobesh, Human Resources Coordinator Jesse Swenson, a fire officer, and a firefighter. Fire Chief Kewitsch stated that a $25 fee will be charged to those taking the test. This fee helps offset the expensive cost of testing. M/Hurvitz, S/Mortenson to approve the new Firefighter Testing Process. Firefighter Kinsella, president of local union, expressed concerns about the changes in the new process. During previous years the fire officers and firefighters would interview the candidates after the written test and determine a candidate list which is then presented to the Fire Chief Kewitsch for a final hiring decision. Firefighter Kinsella believes they hired well qualified individuals off of the last list and is questioning why the process is changing. Commisioner Hurvitz asked Firefighter Kinsella for clarification on his concern since a firefighter will still be on the new interview panel. Firefighter Kinsella responded that his concern is the new model with fewer firefighters involved in the interview process. Fire Chief Kewitsch stated that during the last process the results were commendable but the process did not work as well as it could have. The time management issues that occurred during the last interview process were unacceptable. Commissioner Mortenson inquired about using officers and firefighters from other departments on the interview panel. Assistant Fire Chief Dobesh responded that using fire officers and firefighters from other departments might be more appropriate during a promotional interview but would not necessarily work well to find the right fit for a new firefighter. Commissioner Hurvitz questioned whether most of the old process could be used but with certain caveats to get the time management issue under control. Fire Chief Kewitsch stated that he believes the new process does exactly that. Line firefighters represent 50% of the interview panel and total fire staff represents 75% of the interview panel. Firefighter Halaska questioned how the scores of the interview panel are weighted. Fire Chief Kewitsch responded that each person's score on the interview panel is weighted equally. Commissioner Hurvitz asked Firefighter Kinsella if he felt it would be appropriate to add a friendly amendment to his original motion to use this process one time and then everybody can come together at a future meeting to evaluate whether or not the new process worked. Firefighter Kinsella agreed that coming back after the process for evaluation would be appropriate. Fire Chief Kewitsch mentioned that there will be another meeting where we will certify the list and the process will be reviewed at that time. Firefighter Halaska asked how the top three candidates are weighted. Fire Chief Kewitsch responded that he interviews the top three candidates and makes the final decision on hiring. Civil Service Commission -3 - July 9, 2013 M/Hurvitz, S/Mortenson to approve a friendly amendment to the original motion to include a stipulation that the Civil Service Commission review the new testing process with fire staff at a future meeting once the process has been completed to see if it should be used again in the future. Motion carried 2-0. (friendly amendment) Motion carried 2-0. (original motion) V. APPROVAL OF NEW POLICE DETECTIVE PROMOTIONAL PROCESS Police Chief Sandell presented the new Police Detective Promotional Testing Process and tentative timeline. (see attached) Police Chief Sandell stated they do not have a current register so they need a new process and list to fill any vacancies. M/Hurvitz, S/Mortenson to approve the new New Police Detective Promotional Testing Process. Motion carried 2-0. VI. OTHER BUSINESS None. VII. ADJOURNMENT The Civil Service Commission Meeting was adjourned by unanimous consent at 8:27 a.m. Submitted by: Theresa Schyma Deputy City Clerk Date of Approval: September 3, 2013 P Philip ortenson President/Commissioner Francie Fletcher Vice President/Commissioner Ste �h Hu Secretary Commissioner ICI Richfield Fire Department 2013 - Civil Service Firefighter Eligibility List Proposed Testing Process 1) Applications will be taken online via Applitrack. Applicants will be asked several questions regarding their background, work history and experience (Accomplishment Record Index— ARI). 2) All applicants that meet the minimum requirements will be invited to take the written test. A $25.00 fee will be charged to those taking the written test. The written test will be an entry-level firefighter test provided by a third-party. 3) The top scores from the written test, plus applicable veteran's preference points will have their ARI scored. The ARI score will be added to the final test score. 4) The top twelve scores will be invited to the final interview process which will consist of two components. The first component is an interpersonal communication assessment conducted by Hennepin County EMS instructors. The second component will be a panel interview. The panel will consist of Assistant Fire Chief Mike Dobesh, Human Resources Coordinator Jesse Swenson, a Richfield Fire Officer and a Richfield Firefighter. The final score weighting will be as follows: Combined written test &ARI 30% Communication Assessment 10% Interview Panel 60% 2013 Richfield Police Department Detective Promotional Testing Process and Schedule Process: The testing process will consist of two (2) components. The test components and score weighting are as follows: • Written Test (40% of total score) — Stanard and Associates (The written exam will be administered by the police department through Stanard &Associates. This is a company that is endorsed by the Minnesota Chiefs of Police Association. The police department has used this company numerous times for entry level officer testing and sergeant testing. We have been very satisfied with their testing material and their process.) The applicants will be given three text books by the Department in reference to investigative work to review for the written test. The candidates will be given 60 days to review the text books. After 60 days, the Department will administer a 100 question exam which will cover the text book material. Stanard and Associates will correct the scoring examination. • Oral Interview (60% of total score) — Oral Panel will consist of a staff member from Human Resources and members of the Police Command Staff. Testing Timeline: July 9, 2013: Approval of testing process by Civil Service July 9, 2013: Memo sent to personnel announcing a Detective testing process and interest in participating in the process. July 24, 2013: Deadline for officers to submit interest memorandums to Kristi Amend to participate in the testing process. July 25, 2013: Notify personnel of testing process and upcoming timeline. August 5, 2013: Orientation meeting regarding the written exam, text books and study guide reading. (Handout text books & study guide.) October 7, 2013: Administer written exam. October 14, 2013: Oral Interviews October 22, 2013: Civil Service Meeting to certify list.