The URL can be used to link to this page

Home My WebLink AboutCivil Service BoardTISHRIA L, M1NDINGALL • E•NecutIsie Secretary January 6, 2015 Mr. Danieki. Alfonso, City Manager City of Miami City Hail 3500 Pan American Drive, 21'6 Floor :Miami, FL 3313 Dear Mr.. Alfonso: In accordance with Section 2-890 of the City of Miami •City Code, I am submitting the attached 2014 Annual Report of the City of Miami Civil Service Board, As required., this report, which was approved by the Board at its January 6, 2015 meeting, covers the seven topros listed under Sc. 2-89'0, StricerelY, • 4; Tishria.L, MIndingan Executive Secretary • Cvll .Se•rvioe Board . CIVIL.SRVICE BOARD 4111 13.18, 2r1r1 AvQ,, Office 724, MIrnl, FL 33130/1305? 41 6-2020/FAXs 13054 416-2025 MaffIrsg Arkiressc 11.,O, Box, 330708. Mksm1, 'Fforldts 532,33,0701S CIVIL SERVICE BOARD 2014 ANNUAL REPORT Responses to 1tms rectustsd in acoordancs with City Code Sec, 2-890: • • 47Alt, ",t• 4 )e)4 Pe -Ns ill q4114ifrreWilry 'avtligasdriel,44,,t When the Civil Service Board Wes originally created In 1921, it was designed to perform certain .personnel -related managerial and adjudicatory functions simultaneously, However,: the current City Charter proVides.for a Civil Service Board consisting of five (5) .members to adopt, amend and enforce a code of rules and regulations providing for appointment and ere0Wment in all positions In the Classified service subject to approval of the City COrrirnission. The Board is. responslbts for investigations Concerning the enfOrcement :and WOO of Section 36 of the City of -1Yliarti Charter and Code of Laws and of the Rules adopted. The principal functions of the Civil Service Board as they relate to the CIO Service Rules end Regulationt are: To formulate perSonnol policies for City government and to review applicants' Complaints and make recommendations as outlined in Civil Service Rule 4. This rule addresses the Board's policy furretion. * To establish procedures and grounds for disciplinary actions and conduct hearings upon request of an employe dismissed, suspended:, demoted, laid off or reduced in pay by the Department Director, These duties of the Board are conducted in accordance wfth provisionS of Rule 14 and are a pert of Its appellate function, * To Investigate concerns and hear complaints of employees concerning "whistleblower" allegations; abuse of power in appOintments, layoffs, demotions, and removals without justificationl! and suspensions and 'forfeitures of time, The authority of the Beard is exercised in accord with Civil Service Rules 16 and 17, • To investigate allegations of fraud and .discrimination In the employment process and impoSe appropriate sanctions. This responsibility is specified in Civil Service Rule 17 and relates to the Board's investigatory function. * To amend, repeal or supplement an Civil Service Rule, subject only to approval .of .the City Commission, as in accord with Rule 18, This rule relates to the Board's rule- • making function. Additionally, the Civil Service Board is responsible for 13erformin those adminiSitAltlYSI functions Oat affect the integrity of the merit system, These inclu e the authority of the Board: • • To by-pass names on open, romotional, and lay off registers. The Board exeroiss this authority in accord with Civil.Service Rules 8.3, 8.4 and 12.2. To extend probationary periods beyond the limits established in Civil Service Rule 9.3. To approve transfers to other classifications under specified conditions in accordance with Rule 11,1, PACE 2 OF 7 CIVIL SERVICE BOARD 2014 ANNUAL REPORT To approve job assignments that are beyond the routine scope of the Rules. This responsibility is exercised in ,accordance with Civil Service Rule 11.2.. To authorize active duty military leaves of absence and retutne from active duty in •accordance with Florida Statutes, Section 295. • To conduct hearings and make retention decisions on ernp1oyss who have received unsatisfacto wtluations as specified in Civil Service Rule 13. • To approve, re-employment .of former employees under specified conditions in accordance with Civil Service Rule 12.4, To approve voluntary demotions/returns to former rIassicatioris • TO approve applicatiOns for seniority rights from probtionary srnployssappointed to the unclassified service as provided in Civil Service Rule 3.14. • To approve applications for seniority credit from employees re-employed under Rule 12,4, The Board is serving the purpose for whiohlt was created as is evident by the issues acted upon during the nineteen (19) CM! Service Board meetings held during 2014. Verification of C1VI Service Board action is doeumented in the Board's minutes and also under the "Major Significant Accomplishments" section of this report. ,Athyfiffsy Pokilwalitak aUt' IV fir- 10114:edWr44., ,fig q.00,0*.a..wtotiva,40,14,00 "P*1145004314AA 4 Vkie d.40' The Civil Service Board is serving the current needs of both the workplace community, which Is comprised of City of Mlerni pmployees and applicants, and also the commuit y that includes the residents and business, owners of the efts/ of Miami. The Board serves to protect and defend the merit system and to ensure that established rules, regulations, peliCles, and procedures are utilized in the hiring, promoting and retaining *f competent people. in the City's workforce. The Board endeavors to improve the efficiency, effectiveness and quality of City government The Civil Service Board provides a relatively inexpensive and promit forum for review of relevant personnel issues and formulation of personnel policy 'or city government: 0)1410W:ion of classified employees' appeals of disciplinary actions; and investigation of employees complaints and allegOtione of fraud, discriMinatiOn and abuse of power, Such forum is in keeping with the 14`" amendment of the United States Constitution which not only rectoireS that ndividuals be afforded "clue procos" in a tangible mariner, but it also brings government and legal review to the grass roots level With involVertient by way of •both commission appointed and employe() elected membership. PAGE 3 OF 7 CIVIL SERVICE BOARD 2014 ANNUAL REPORT q4r$ MINVY;14)SW ‘P' 'rah' '144'id im1/4 iv mit VkAVWAirn#44e0 Vflintinfririal'AMS11 1P4tgo,,c4d 0,1t144, w",;,:km,„•140,c* #44,0"Y,.;, tXMAKAaikliolthAbeidawram.M.v.hotAra MAJOR ACCOMPLISHMENTS - 2014 From January 1, 2014 and December 31, 2014,. the Civil Service Board conducted; • Eighteen (18) Board meetings, O One (1) Grievance hearing; concerning an outside• employment request; eligible registers, applications for employment, and 'working out of classification, among other Issues, and • Four (4) Appeal hearings consisting of three (3) suspensions, one (1) termination, A sampling of the personnel matters considered by the Board is as forlows: O Considered five (5) requests for extension of probationary periods from departments citywide, O Approved six (6) requests for military leaves of absence O Approved three (3) requests for Ts -employment following return from military leave • Facilitated twelve (12) Settlements The Board considered three, (3) requests for an appearance relating to • Rule Rule16.1 Investigation by the Board/Abuse of Power 1 • Rule 1.6.2 — Grievanco Hearings • Rule — Extension of Probation 1 Additionally, among the numerous activities co pletexi this year, the Civil Services 3oard. Office staff: • prepared 61 subpoenas for service to witnesses to appear at Board appeal/grievance hearings, Conducted 20 New Employee/Supervisor Orientation sessions and ducted 6 training workshops on ciVil service matters. conducted 135 Research and Investigative Reports, documented 27 continuances granted by the Board on behaff of the City/ ployee, and rescheduled the hearings, processed closure of 25 cases, and provided the services of two (2) trained monitors & four (4) raters who participated in, and/or reported on thirteen (13) intervieW processes for new hires and promotions at the request of hiring departments citywide, In accordance Labor/Management Policy LMP-342, "interview Process", PAGE 4 OF 7 CIVIL $ERVCE E3�ARD 2014 ANNUAL REPORT There is no other board, either public or private which would better serve the function of the City of 'Miami CM Service Boanzl. Although other munpalities typically have personnelor appear boards, locally, this Board is the only one of its kind. Furtherl there needs to be an indiaPendent entity witch is free to act and oversee the actions of City Administration es Mates to employment matters, to ensure that there is no abuse. Our research shows that unlike most merit or Civil Service System Boards, the City's Civil Service: Board'has the involVement of both community leaders and labor unions.. Such a mixture of Involvement balances the frequently competing interests of City AdMinistration, employee's and citizens. of the City and has fostered an element of trust and fairness in the minds of many employees. The Civil Service Board's current principal responSibilities are to perform adjudicatory functionS to ensure that merit system principles are being followed. Board members believe that the following merit system principles should be incorporated as part of the current Civil Service, Rules. These principles would serve as a basis for havinc, the rules and the Board could guard these -principles and ensure that they are exempt fled in all personnel management practices initiated by the City of iVierni. Merit System Principles • All employees• and applicants should be treated fairly, without discriminatiOn, and with proper regard for their privacy and constitutional rights. • Recruitment should serve to achieve a work force made up of qualified people from all segments of society, and selection and promotion should be based solely on merit, after fair and open competition. • The City's workforce should be used efficiently and effectively. iv Employees should maintain. 'high standards of Integrity, conduct, and concern. for the public interest.. Retention should be , based on performance., inadequate performance should be corrected, and employees who cannot or will not imp rove their Performance to meet required standards should be separated. • Employees should be provided effective education and training in order to achieve better organizational and individual performance, PAGE 5 OF 7 CIVIL SERVICE BOARD 2014 ANNUAL REPORT • Employees should be protected against partisan politics and may not use their offices for partisan political purposes, • Equal pay should be provided for work of equal value, with :appropriate consideration for the rates paid by pnvte sector employers, arid appropriate incentives and recognition Should be provJd•ed for excellent performance, The Board feels that the cumarit .prohibited personnel practices listed under Its ordinance should be e d, to include the following %Llama! prohibited personnel practices; * Soliciting or considering statements concerning •a person under consideration for a porsonnel potion unless the statement is based on personal knowledge and concerns theperson's qualifications ,and character; • :Coercing the political activity of any person, or taking any action as a reprise! for a person's refusal to engage In politital acTh/ity • Deceiving or willfully obstructing anyone from competing for employment; O Influencing anyone to withdraw from competition for any position, whether to help or hurt anyOne else's employment prospects;: O Giving unauthorized preferential treatme t t any employee or applicant; * Nepotism; 0 Taking or failing.to take, or threatening to take, a personnel action because of an irdMdua1exercising any appeal', complaint, or grievance right; testifying or lawfully assisting: any individual in the exercise of any appeal, complaint, or grievance right; or refusing to obey on order that would require the individual to violate a law, The Civil Service Board's responsibilities should include the annual review of iijfl act) and pamoriel polipt05: of '010 1:jepartment of Human Resources to deterrn if they aren accord with met system prin.ciples and free from prohibited personnel .proctices. treiroty tOi.gt Vitiq wat,46 1 „ .7)-0114V 044,1400 Seo,.2-884(c) of the City Code advises that the "primary consideration in appointing board members shall be to provide the 'board with the needed technical, professional, financial, business or administrai:Ive expertite." The cunent CIVII Service Board members believe that the residents, mplyes and applicants would greatly benefit if special importan.co is given to the technical, managerial or adrranistrative expertise of the persons proffered for Board appointment, Persons experienced in the fields of human resources, public administration, management, law, supervision, etc,, would be ideally suited for Commission cOnsideration. PAG 1., 6 OF 7 CIVIL SERVICE BOARD 2014 ANNUAL REPORT Aviv Below Is a listing Of the an 'Kral budget appropriated for the Civil Service fiscal year 20134014. There are no Identifiable indirect costs associate 140.1 40 /dr oard during the with this Soard. nftem Amount Board. $10,800. .,.. Staff' 215,400 tinge Benefits 7,200 FICA Taxes 17,000 Retirement Contributions 42,100 1 0 & ilesith insurance ,7 Workers' COMponsation 4,500 . peels! Counsel . 30,000 Communications & Related Services 1,500 " rattling 0 Postage 100 Rentals & Leases • 1,400 Repair & Maintenance SerViees . , 700 .......... Papr/Printing & Binding 200 'thew Charges/Obligations 200 0' 0 &ipp1ies '200 Licenses, Publications, Memberships ' 900 OM , . $370,900 PAGE 7 OF 7