Civil Service Commission - March 3, 2014

MINUTES

Regular Meeting

March 3, 2014

2:00 p.m.

ROOM 400, CITY HALL

1 Dr. Carlton B. Goodlett Place

CALL TO ORDER

2:01 p.m.

		ROLL CALL

President Scott R. Heldfond		Present
Vice President E. Dennis Normandy		Present
Commissioner Douglas S. Chan		Present (Arrived at 2:03 p.m.)
Commissioner Kate Favetti		Present
Commissioner Gina M. Roccanova		Present

President Scott R. Heldfond presided.

REQUEST TO SPEAK ON ANY MATTER WITHIN THE JURISDICTION OF THE CIVIL SERVICE COMMISSION BUT NOT APPEARING ON TODAY’S AGENDA (Item No. 2)

None.

APPROVAL OF MINUTES (Item No. 3)

Regular Meeting of February 3, 2014

Action:	Adopted the minutes. (Vote of 4 to 0)

ANNOUNCEMENTS (Item No. 4)

Jennifer Johnston, Executive Officer, announced three changes to the Agenda: first, the General Service Agency requested postponement of Personal Service Contract #4021-10/11to the Commission meeting of March 17, 2014. Second, for Agenda Item #18 (Request for Hearing by James A. Bustamante on behalf of Michael S. Quinn on his Designation of Unsatisfactory Services and Future Employment Restrictions with the City and County of San Francisco) the appellant, Michael Quinn, withdrew his appeal. Third, Agenda Item #16, (Proposed Revisions to the Civil Service Commission’s Policy on Exempt Appointments) will be moved after Close Session Item #26 to accommodate requests of the department representatives who have childcare issues.

HUMAN RESOURCES DIRECTOR’S REPORT (Item No. 5)

0034-14-1	Department of Human Resources and Health Service System’s Presentation on the Impact of Healthcare Reform (PPACA) on City Employees.

	Speakers:		Lisa Ghotbi, Health Service System
			Susan Gard, Department of Human Resources

	Action:		Accepted the presentation. (Vote of 5 to 0)

EXECUTIVE OFFICER’S REPORT (Item No. 6)

Jennifer Johnston, Executive Officer, announced that Civil Service Commission staff has been working with the Department of Human Resources and the Municipal Transportation Agency to ensure that the City does not negotiate any carve-out matters under the Charter during this round of bargaining. Ms. Johnston also announced the City is transitioning to a new web platform, resulting in the Civil Service Commission having little control over the content of its website for the next month. As there may be some delays in the Commission’s ability to post items on the website, individuals are encouraged to contact the Civil Service Commission’s offices to request any particular documents they would like that have not yet been posted.

RATIFICATION AGENDA

0035-14-8

Review of Request for Approval of Proposed Personal Services Contracts.
(Item No. 7)

PSC#	Department	Amount	Type of Service	Type of Approval	Duration
48796-13/14	SHERIFF	$400,000	Services are needed to provide electronic home detention services and case management services for inmates who qualify for home detention as an alternative to incarceration. Services include adjunct case management to monitor inmate's outpatient participation in substance abuse or mental health programs and urinalysis to monitor sobriety.	Regular	3/30/2019
4064-13/14	MAYOR	$375,000	Vendors will provide lead based paint inspections and risk assessments of privately owned properties; collect dust wipes, soil, and paint chip samples and conduct X-Ray Fluorescence (XRF) evaluations in accordance with the Housing and Urban Development (HUD) and other federal, state, and local regulations. These reports will be submitted to the MOHCD’s, Lead Hazard Control Program. The properties targeted by the program will be privately owned owner-occupied and tenant occupied properties.	Regular	11/30/2019
41491-13/14	AIRPORT COMMISSION	$350,000	The Consultant will perform an objective occupational safety and health assessment of the San Francisco International Airport’s (SFO) current practices and systems utilizing the standards and requirements of the American National Standards Institute (ANSI), American Industrial Hygiene Association (AIHA) Z10 2012 standard and the Division of Occupational Safety and Health (DOSH, better known as CAL/OSHA). The Consultant will bring industry knowledge and a best practices framework to address any areas for improvement which surface as a result of the assessment.	Regular	6/30/2019
49790-13/14	DEPARTMENT OF EMERGENCY MANAGEMENT	$3,000,000	The Scope of Work for the Consultant RFP is broken down into phases, with specific tasks and work products required for each phase. The phases have tasks that include radio system inventory, needs assessment and gap analysis, trunked radio design analysis, budget projections, RFP development, system procurement and contract negotiations, and system implementation.	Regular	1/1/2019
45340-13/14	AIRPORT COMMISSION	$800,000	The San Francisco International Airport (“Airport”) is seeking to contract with a vendor for an advanced mass notification and emergency response management system (“System”). The System will serve to notify critical stakeholders in the event of an emergency and will allow the Airport to more effectively manage such emergencies through improved communication. The System must have the capacity to support a subscriber base of 20,000 users in a multi-jurisdictional area (including Airport staff, emergency responders from multiple counties, and members of the surrounding community) exist in a web based “cloud” environment, provide unlimited message templates and message distributions, allow for remote development of a messaging script in the event of airport network failures, and allow for multiple methods of communication (e.g. text and phone messaging, email, RSS feeds, etc.).	Regular	6/30/2021
45936-13/14	PUBLIC UTILITIES COMMISSION	$250,000	Provide an audit and evaluation of lessons learned on the Water System Improvement Program (WSIP) and potential for applying such lessons learned on the Sewer System Improvement Program (SSIP).	Regular	1/17/2015
45401-13/14	PUBLIC UTILITIES COMMISSION	$5,000,000	Perform the functions of San Francisco Public Utilities Commission (SFPUC’s) California Independent System Operator (CAISO) scheduling coordination, including submittal of Day Ahead and Real Time interchange schedules, submitting bids, submitting energy trades, managing communications between CAISO and SFPUC schedulers and operators, handling settlements, and other related services.	Regular	2/1/2019
45419-13/14	RECREATION AND PARK COMMISSION	$2,000,000	Consultants will perform a full range of highly specialized environmental services associated with the planning, design and construction of the SF Marina East Harbor Renovation project. Work scope will include the following: 1) preparation of a comprehensive evaluation of sediment character through sampling and laboratory analysis; 2) development of a dredge management and remediation strategy based on the priorities established for the project; 3) facilitation of the regulatory permitting process for dredging, disposal and containment of sediments on behalf of the City; 4) provide technical expertise during the contracting process; 5) perform environmental monitoring and oversight during the construction process; and 6) prepare a variety of technical reports, presentations, management plans, and other materials needed to satisfy the regulatory agencies.	Regular	12/31/2017
43352-13/14	FIRE DEPARTMENT	$1,500,000	Provide complete billing and collection services for all Fire Department paramedic ambulance activities. Receive secured data of Department's Electronic Patient Care Reports and transmittal into billing system; data input, scanning and entry of paper pre-hospital care records; coding and medical necessity leveling of incidents; patient contact for follow-up collections; bill and invoice creation, generation, and distribution; industry research on fee structures and "usual and customary" rates; maintain fluency in payer class allowances, as well as changes and updates in the federal reimbursement structures and fee schedules; analyze revenue and provide assessments and projections to financial staff. Provide and assist with maintaining electronic field data capture system for use by field personnel; collection of Continuous Quality Improvement information.	Regular	6/30/2018
3044-13/14	EMERGENCY MANAGEMENT	Current Approved Amount $75,000 Increase Amount Requested $400,000 New Total Amount Requested $475,000	Contractor will plan and coordinate the Bay Area UASI Chemical Biological, Radiological, Nuclear, Explosives (CBRNE) project portfolio. This portfolio consists of $1 million of investments in equipment necessary to strengthen CBRNE detection, response, and decontamination capabilities throughout the entire Bay Area UASI Region. The contractor will provide a secure and up to date inventory of regional resources that can be easily accessed, understood, and utilized by the region for planning and mutual aid purposes. Contractor will provide input, guidance, and feedback on UASI risk management reports such as the Threat and Hazard Identification and Risk Assessment (THIRA), Bay Area Homeland Security Strategy, and Core Capability Assessment.	Modi- fication	3/31/2017
4049-11/12	PUBLIC HEALTH	Current Approved Amount $1,500,000 Increase Amount Requested $1,500,000 New Total Amount Requested $3,000,000	This modification is for the inclusion of additional trainings in support of the service excellence projects currently underway within the Department of Public Health. Additional trainings will focus on expanding the Kaizen and LEAN trainings (Toyota Production System) in support of the SFGH rebuild, roll out of the Affordable Care Act, and various service delivery integration initiatives underway within the Department. As a component of these additional services Department staff are learning the skills to be in-house subject matter experts in the areas of interest. By having in-house experts the Department can better incorporate the service excellence initiatives into existing work practices thereby limiting the need for ongoing outside consultants to the initial phase of any given project.	Modi- fication	6/30/2023
4049-09/10	TREASURER/ TAX COLLECTOR	Current Approved Amount $120,000 Increase Amount Requested $0 New Total Amount Requested $120,000	Perform supplemental collection services on delinquent accounts referred by various city departments; also perform credit reporting, skip-tracing, notice issuance and negotiation of payments plans. Contractor receives the maximum of 20% of collected funds as a commission fee.	Modi- fication	12/31/2018
4041-10/11	AIRPORT	Current Approved Amount $640,000 Increase Amount Requested $1,200,000 New Total Amount Requested $1,840,000	Mod 1 - Add required software maintenance and licensing fees to the software service. Mod 2 - Extend term of service through 2017 and upgrade software version.	Modi- fication	2/9/2017
4085-11/12	JUVENILE PROBATION	Current Approved Amount $96,000 Increase Amount Requested $48,000 New Total Amount Requested $144,000	The Ombudsperson is responsible for resolving grievances submitted by detained youth at Juvenile Probation Department (JPD) detention facilities. Contractor will serve as a neutral and independent agent who is a liaison between detainees, their parents/guardians and Department staff. When a youth files a grievance, contractor shall investigate and resolve through appropriate means including mediation between the youth and the Department and where appropriate shall recommend procedural changes as part of the recommended resolution of a grievance.	Modi- fication	3/31/2015
4021-10/11 Postponed to the meeting of 3/17/14.	GENERAL SERVICES AGENCY - CITY ADM	Current Approved Amount $89,000,000 Increase Amount Requested $90,000,000 New Total Amount Requested $179,000,000	The Risk Management Division of the Office of the City Administrator seeks to reestablish a pool of as-needed insurance brokers and to place insurance and provide specialized support and independent analysis (e.g., act as independent insurance advisor, proactively analyze the City’s insurance programs and identify risk transfers and risk financing options), risk analysis and Enterprise Risk Management consultant services (e.g., assess risks and propose an enterprise solution to mitigate/measure/improve the City’s risk profile), insurance services (e.g., design policies and programs most advantageous to the City for coverage of exposures), and claims support services (e.g., represent the City in policy interpretation and negotiations with carriers) The pool will be utilized by multiple departments including the Airport, SFMTA, SFPUC, and Port. During the six year period, approximately $53 million will be for insurance premiums and approximately $7 million for risk management consultant services. Vendors will also train City managers on new international standards for Enterprise Risk Management.	Modi- fication	11/26/2021

	Speakers:	Lisa Randall and Rob Forester, Airport Commission, spoke on PSC #45340-13/14 and PSC #4041-10/11.
		Mark Corso, San Francisco Fire Department, spoke on PSC #43352-13/14.
		Greg Kato and Jeff Smejkal, Treasurer & Tax Collector spoke on PSC #4049-09/10.

	Action:	1) Approved PSC #45340-13/14 and 4041-10/11, with the condition that the department works with the Executive Officer to amend the postings to include the expanded classification data so that it is clear which classes are affected. (Vote of 5 to 0) 2) Approved PSC #43352-13/14, with the condition that the department works with the Executive Officer to address the duration issues. (Vote of 5 to 0) 3) Approved PSC #4049-09/10, with the condition that the department works with the Executive Officer to augment the posting with additional information and explain why the service is necessary. (Vote of 5 to 0) 4) Approved the request for all remaining PSCs (PSC numbers 48796-13/14, 4064-13/14, 41491-13/14, 49790-13/14, 45936-13/14, 45401-13/14, 45419-13/14, 3044-13/14, 4049-11/12, and 4085-11/12.). Adopted the report; notified the Office of the Controller and the Office of Contract Administration. (Vote of 5 to 0)

CONSENT AGENDA

0036-14-1	San Francisco Municipal Transportation Agency’s Report on Appointments Exempt from Civil Service under Charter Section 10.104.16 through 10.104.18. (Item No. 8)

	Note:	Commissioner Favetti asked the San Francisco Municipal Transportation Agency to include in future reports a comparison between the number of exempt appointments and the overall workforce.

	Speakers:	Clare Leung, San Francisco Municipal Transportation Agency

	Action:	Adopted the report. (Vote of 5 to 0)

0037-14-1	San Francisco Municipal Transportation Agency’s Report on Provisional Appointments. (Item No. 9)

	Note:	Commissioner Favetti asked the San Francisco Municipal Transportation Agency to include in future reports, a comparison between the number of provisional appointments and the overall workforce.

	Speakers:	Clare Leung, San Francisco Municipal Transportation Agency

	Action:	Adopted the report. (Vote of 5 to 0)

0038-14-1	San Francisco Municipal Transportation Agency’s Bi-Annual Summary Report of Future Employment Restrictions placed by the Municipal Transportation Agency. (Item No. 10)

	Speakers:	None.

	Action:	Adopted the report. (Vote of 5 to 0)

0040-14-1	Department of Human Resources’ Report on Exempt Positions under Charter Sections 10.104-16 through 10.104-18. (Item No. 11)

	Note:	Commissioner Favetti asked the Department of Human Resources to include information in a later report on the monitoring of Category 16 exempt positions that are not supposed to be an integral part of the department and for which there seems to be little to no differentiation from permanent civil service positions.

	Speakers:	Justice Israel, Department of Human Resources

	Action:	Adopted the report. (Vote of 5 to 0)

0042-14-1	Department of Human Resources’ Report on Provisional Appointments. (Item No. 12)

	Speakers:	None.

	Action:	Adopted the report. (Vote of 5 to 0)

0041-14-1	Department of Human Resources’ Report on Future Employment Restrictions from July 1 through December 31, 2013. (Item No. 13)

	Speakers:	None.

	Action:	Adopted the report. (Vote of 5 to 0)

0043-14-1	Department of Human Resources’ Report on the Position-Based Testing Program. (Item No. 14)

	Speakers:	None.

	Action:	Adopted the report. (Vote of 5 to 0)

0039-14-1	Department of Human Resources’ Report on Fiscal Year 2012-13 Departmental Personal Services Contract - Form 2 Submissions. (Item No. 15)

	Speakers:	None.

	Action:	Adopted the report. (Vote 5 to 0)

REGULAR AGENDA

0044-14-5	Proposed Revisions to the Civil Service Commission’s Policy on Exempt Appointments. (Item No. 16)

	Speakers:	Jennifer Johnston, Executive Officer

	Action:	Adopted the Executive’s Officer’s report; directed the Executive Officer to post the proposed revisions to the Commission’s policy on exempt appointments to meet and discuss the proposed revisions with any interested stakeholders. (Vote of 5 to 0)

0223-13-7	Request for hearing by Marcus Campos on his Future Employment Restrictions with the Department of Public Health. (Item No. 17)

	December 16, 2013:	Adopted the report. Denied the appeal by Marcus Campos of his Future Employment with the Department of Public Health. (Vote of 5 to 0) Note: Marcus Campos failed to appear.

	February 3, 2014:	Rescheduled Marcus Campos’ request for reconsideration to the next Civil Service Commission meeting of March 3, 2014. (Vote of 5 to 0) Note: Marcus Campos failed to appear.

	Speakers:	Marcus Campos, Appellant

	Action:	Adopted the report; denied Marcus Campos’ request for reconsideration and reaffirmed the original decision on the appeal. (Vote of 5 to 0)

SEPARATIONS AGENDA

0312-13-7	Request for hearing by James A. Bustamante on behalf of Michael S. Quinn on his Designation of Unsatisfactory Services and Future Employment Restrictions with the City and County of San Francisco. (Item No. 18)

	Speakers:	None.

	Action:	No action taken; the appellant withdrew the appeal.

CLOSED SESSION AGENDA

Public comment on all matters pertaining to Items #20 through #26. (Item No. 19)

				Speakers:		None.

Vote on whether to hold Item #23 in Closed Session – Action Item. (Item No. 20) Basis for Closed Session : Personnel Exception (Gov. Code § 54957(b)(1), Admin Code § 67.10(b))

				Speakers:		None.

				Action:		The Commission voted to conduct Item #23 in Closed Session. (Vote of 5 to 0)

Vote on whether to hold Item #24 in Closed Session – Action Item. (Item No. 21) Basis for Closed Session : Personnel Exception (Gov. Code § 54957(b)(1), Admin Code § 67.10(b))

			Speakers:		None.

			Action:		The Commission voted to conduct Item #24 in Closed Session. (Vote of 5 to 0)

Vote on whether to hold Item #25 in Closed Session – Action Item. (Item No. 22) Basis for Closed Session : Personnel Exception (Gov. Code § 54957(b)(1), Admin Code § 67.10(b); Peace Officer Confidentiality Statutes (Penal Code §§ 832.5, 832.7, 832.8))

			Speakers:		None.

			Action:		The Commission voted to conduct Item #25 in Closed Session. (Vote of 5 to 0)

0320-13-4			Closed Session – Request for hearing by Lindsey Barnhart on behalf of Ying Watt regarding Mr. Watt’s Disqualification for a 1241 Personnel Analyst Position with the Recreation and Park Department. (Item No. 23)

			The Closed Session on this matter started at 3:11 p.m. in City Hall Room 400. The following individuals were present for Item #23:

			Scott R. Heldfond, President, Civil Service Commission
			E. Dennis Normandy, Vice President, Civil Service Commission
			Kate Favetti, Commissioner, Civil Service Commission
			Gina Roccanova, Commissioner, Civil Service Commission
			Douglas Chan, Commissioner, Civil Service Commission
			Micki Callahan, Human Resources Director
			Paul Zarefsky, Deputy City Attorney
			Jennifer Johnston, Executive Officer, Civil Service Commission
			Sandra Eng, Civil Service Commission
			Jennifer Bushman, Civil Service Commission
			Ted Yamasaki, Department of Human Resources
			Susan Gard, Department of Human Resources
			Melissa Tucker, Recreation and Parks Department
			Kin Gee, Recreation and Parks Department
			Donald W. Brown, Appellant’s Attorney
			Lindsey Barnhart, Appellant’s Attorney
			Ying Watt, Appellant

			Action:		Adopted the report; denied the appeal by Ying Watt. (Vote 5 to 0)

0265-13-4			Closed Session – Request by Bill Fazio on behalf of Connor Bane Appealing Mr. Bane’s Background Disqualification for the Q-2 Police Officer Position with the San Francisco Police Department. (Item No. 24)

			The Closed Session on this matter started at 4:19 p.m. in City Hall Room 400. The following individuals were present for Item #24:

			Scott R. Heldfond, President, Civil Service Commission
			E. Dennis Normandy, Vice President, Civil Service Commission
			Kate Favetti, Commissioner, Civil Service Commission
			Gina Roccanova, Commissioner, Civil Service Commission
			Douglas Chan, Commissioner, Civil Service Commission
			Micki Callahan, Human Resources Director
			Paul Zarefsky, Deputy City Attorney
			Jennifer Johnston, Executive Officer, Civil Service Commission
			Sandra Eng, Civil Service Commission
			Jennifer Bushman, Civil Service Commission
			Sergeant Walter Ware, San Francisco Police Department
			Lieutenant Dangerfield, San Francisco Police Department
			Officer LeeAnne Huang, San Francisco Police Department
			Ernest Ferrando, San Francisco Police Department
			Captain William Roualdes, San Francisco Police Department
			Inspector Julie Lazar, San Francisco Police Department
			Bill Fazio, Appellant’s Attorney
			Connor Bane, Appellant

			Action:		Continued to an appropriate time to be determined by the Executive Officer so that both parties can submit additional information. (Vote of 5 to 0)

0300-13-6			Closed Session – Appeal by a Peace Officer of the Human Resources Director’s Determination of Insufficient Evidence to Sustain His/Her Charge of Retaliation. (Item No. 25)
			The Closed Session on this matter started at 4:55 p.m. in City Hall Room 400. The following individuals were present for Item #25:
			Scott R. Heldfond, President, Civil Service Commission E. Dennis Normandy, Vice President, Civil Service Commission Kate Favetti, Commissioner, Civil Service Commission Gina Roccanova, Commissioner, Civil Service Commission Douglas Chan, Commissioner, Civil Service Commission Micki Callahan, Human Resources Director Paul Zarefsky, Deputy City Attorney Jennifer Johnston, Executive Officer, Civil Service Commission Sandra Eng, Civil Service Commission Lizzette Henriquez, Civil Service Commission Jennifer Bushman, Civil Service Commission Linda Simon, Department of Human Resources Svetlana Vaksberg, Department of Human Resources Department Representative Department Representative Department Representative Appellant
			Action:		Adopted the report; denied the appeal. (Vote of 5 to 0)

Closed Session ended at 5:17 p.m.; the Civil Service Commission reconvened in Open Session at 5:18 p.m. (Item No. 26)

		a)	Vote to elect whether to disclose any or all discussions held on Item #23 in Closed Session (San Francisco Administrative Code Section 67.12 (a)) – Action Item

			Speakers:		None.

			Action:		The Commission voted to disclose its vote on the appeal, but not to disclose its Closed Session discussions on the item. (Vote of 5 to 0)

		b)	Vote to elect whether to disclose any or all discussions held on Item #24 in Closed Session (San Francisco Administrative Code Section 67.12 (a)) – Action Item

			Speakers:		None.

			Action:		The Commission voted to disclose its vote on the appeal, but not to disclose its Closed Session discussions on the item. (Vote of 5 to 0)

		c)	Vote to elect whether to disclose any or all discussions held on Item #25 in Closed Session (San Francisco Administrative Code Section 67.12 (a)) – Action Item

			Speakers:		None.

			Action:		The Commission voted to disclose its vote on the appeal, but not to disclose its Closed Session discussions on the item. (Vote of 5 to 0)

COMMISSIONERS’ ANNOUNCEMENTS/REQUESTS (Item No. 27)

President Heldfond requested the Commissioners to review the Personal Service Contract form and to offer any suggestions to Jennifer Johnston, Executive Officer. Vice President Normandy announced that he will be traveling on March 17, 2014 and will be unable to attend the Commission meeting scheduled that day. He also requested the Commission to save the date of August 4, 2014 to dedicate the tree planting in memory of Anita Sanchez.

	ADJOURNMENT (Item No. 28)

	5:25 p.m.

Civil Service Commission - March 3, 2014 - Meeting Minutes