Civil Service Commission - October 20, 2014

Amended

MINUTES

Regular Meeting

October 20, 2014

2:00 p.m.

ROOM 400, CITY HALL

1 Dr. Carlton B. Goodlett Place

CALL TO ORDER

2:05 p.m.

ROLL CALL

President E. Dennis Normandy		Present
Vice President Douglas S. Chan		Present
Commissioner Kate Favetti		Present
Commissioner Scott R. Heldfond		Present
Commissioner Gina M. Roccanova		Present (Arrived at 2:12 p.m.; not present for Item #s 1 through 3)

President E. Dennis Normandy 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 October 6, 2014

Action:	Adopted the minutes. (Vote of 3 to 0; Commissioner Favetti recused herself, since she was not present at the October 6, 2014 meeting.)

ANNOUNCEMENTS (Item No. 4)

None.

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

Human Resources Director Micki Callahan updated the Commission on a few important matters: 1) Ms. Callahan announced that the Department of Human Resources (DHR) recently prepared a report for the Mayor’s office on the City’s hiring processes. It was concluded within the last three years that the City has received 211,000 applications for permanent civil service positions which involved class based-testing and positing based-testing. Due to the high volume of applicants, DHR is moving forward with Phase I of the Post Referral Selection Process and training departments on how to expedite this process more efficiently. 2) She stated that DHR is searching to advance in technical solutions. The request to hire a processing unit is scheduled to launch in March 2015, which will eliminate many of the redundant data entries. 3) Ms. Callahan indicated that DHR has recently submitted their five year strategic plan to the Mayor’s office and pointed out the need to expand technological solutions. 4) Lastly, she reported that DHR has partnered with the Controller’s office to conduct a performance review and time to hire study to identify areas that add value in the City’s hiring process and that overall DHR is working to provide departments guidance on best practices.

EXECUTIVE OFFICER’S REPORT (Item No. 6)

Acting Executive Officer Sandra Eng provided an update on the monthly appeals received for the month of October. One appeal was administratively resolved due to being untimely. Commission staff also received two unappealable matters that were forwarded to DHR. Overall, there was an unusual increase of inspection service review requests and staff will keep track to identify any possible trends.

0224-14-8

Review of Request for Approval of Proposed Personal Services Contracts.

(Item No. 7)

PSC#	Department	Amount	Type of Service	Type of Approval	Duration
41396-14/15	DEPARTMENT OF EMERGENCY MANAGEMENT	$150,000	The vendor will provide the Department of Emergency Management with polygraph examinations of final entry Division of Emergency Communications (DEC) candidates. The vendor will also provide written reports for all examined candidates.	Regular	6/30/2020

PSC#	Department	Amount	Type of Service	Type of Approval	Duration
47931-14/15	PUBLIC UTILITIES COMMISSION	$2,000,000	To provide for green infrastructure projects: civil engineering, landscape architecture, urban design, survey, and geotechnical services specific to green infrastructure project design and delivery; Planning, research, preliminary engineering, project management, engineering design and support for capital and programmatic green infrastructure projects; Green infrastructure construction management, inspection and maintenance planning and implementation; QA/QC services; Research problems, develop studies, provide technical data analysis, identify conceptual design solutions, execute master plans; Habitat assessment for project placement and plant selection; Cost-benefit analyses to inform capital project selection; Creek daylighting expertise including planning and design services (master planning, urban design, safety and accessibility planning and guidance), technical services (engineering, landscape architecture, geomorphology, modeling, and erosion analysis; Regulatory compliance with and enforcement of the San Francisco Stormwater Management Ordinance, including project processing, design review, research of emerging policy and regulatory issues associated with the National Pollutant Discharge Elimination System Permit, inspection, and enforcement of Maintenance Agreements; Decentralized wastewater treatment analysis and design; Wastewater/stormwater/ energy nexus analysis for capital project optimization; and project planning and design with a focus on water conservation, drought planning, and groundwater recharge planning.	Regular	12/31/2018
48499-14/15	GENERAL SERVICES AGENCY – PUBLIC WORKS	$1,600,000	As-needed learning and training services to support staff of design, engineering and construction management divisions regarding industry best practices, such as: sustainable design, design-build project delivery, negotiation strategy, technical training, mediation and partnering. The Department of Public Works intends to award up to four contracts of up to $400,000 value each, total contracts not to exceed $1,600,000.	Regular	12/31/2018
49599-14/15	GENERAL SERVICES AGENCY – CITY ADMIN	$150,000	Phase 1: Provide peer review for architectural and engineering designs related to the construction of a new Fleet Maintenance Facility. Phase 2: Provide oversight for construction management tasks during the construction of the Facility.	Regular	9/30/2015
43990-14/15	DEPARTMENT OF BUILDING INSPECTION	$400,000	San Franciscans live in one of the world’s most at-risk seismic zones – placing a special responsibility upon those who live here, along with key local, state and Federal agencies, to take steps and prepare themselves, and their families, for the next Big One. Experts predict that a major earthquake will strike San Francisco and the immediate Bay Area in the next 25 years – so we know it is not a question of “IF,” but only a matter of “WHEN” we will have to respond to such a disaster, as well as to take steps to help the City recover from any damage and devastation caused by such a natural disaster. This request is aimed at providing effective community outreach materials to one of the City’s largest minority populations – the Chinese community – and specifically to provide helpful preparation and information materials in multiple media outlets, and in the Chinese language, to enable this important segment of our local community to understand what to do in the immediate aftermath of a major earthquake. See attached for complete description.	Regular	6/30/2018

PSC#	Department	Amount	Type of Service	Type of Approval	Duration
4126-11/12	ADULT PROBATION	Current Approved Amount $500,000 Increase Amount Requested $890,000 New Total Amount Requested $1,390,000	San Francisco Adult Probation Department (APD) needs individuals that have dual expertise in reentry and evidence based criminal justice strategies and technical service: facilitation, grant writing, strategic planning, evaluation, capacity building and communications. The expertise of the technical services providers is unique, unrepresented and greatly needed in APD.	Modi- fication	Current Approved Duration 7/1/2012-6/30/2017 Additional Duration Requested 9/15/2014-12/31/2017
4127-11/12	ADULT PROBATION	Current Approved Amount $12,500,000 Increase Amount Requested $0 New Total Amount Requested 12,500,000	Criminal Justice (CJ) research shows that offender recidivism is reduced when reentry services target “criminogenic needs” and “community functioning factors.” The San Francisco Adult Probation Department (APD) seeks to expand local reentry services capacity by working with entities that have expert knowledge of the CJ system and demonstrated success delivering a range of evidence based reentry services including substance abuse treatment, mental health, housing, education and employment services.	Modi- fication	Current Approved Duration 7/1/2012-6/30/2017 Additional Duration Requested 6/30/2017-3/31/2020
4056-11/12	AIRPORT COMMISSION	Current Approved Amount $450,000 Increase Amount Requested $200,000 New Total Amount Requested $650,000	Provide as-needed individualized and small group instruction (e.g. one-on one instruction and leadership development) to senior and managerial staff, based on the SFO Competency Model, strategic management skills in an aviation environment: aviation and airport strategic planning, aviation financial management and analysis for non-financial managers, execution in a civil service environment, strategic innovation in the public sector, change management, advanced communication skills, and negotiation skills), with an emphasis on achieving the Airport's 5 year strategic goals, organizational objectives and core values. General objectives of the contract are: * Assessment of managerial employees' development and learning needs; * Leadership curriculum development, leadership curriculum implementation; * Recommendation of leadership readiness (and at what stage: from moderately ready to high performer readiness).	Modi- fication	Current Approved Duration 6/24/2014-6/30/2019
4158-08/09	AIRPORT COMMISSION	Current Approved Amount $562,500 Increase Amount Requested $90,000 New Total Amount Requested $652,500	Ongoing representation of the San Francisco International Airport (SFO) before the California State Legislature and Executive Administration to identify and advocate for or against legislation and regulatory matters that impact the Airport. This work requires maintaining good relationships with the staff of state legislators.	Modi- fication	Current Approved Duration 7/1/2009-12/31/2016
38697-13/14	CITY PLANNING	Current Approved Amount $100,000 Increase Amount Requested $900,000 New Total Amount Requested $1,000,000	Grantee (Friends of the Urban Forest) will work with residents, property owners, local neighborhood groups, business, and other interested organizations to publicize, organize (including necessary permitting), and facilitate community engagement with planting street trees and installing sidewalk gardens. Activities may include, and are not limited to: coordinating neighborhood tree planting events; neighborhood notification of tree planting events; assisting property owners in obtaining any necessary permits; removal and disposal of sidewalk; providing trees, plants, and supporting hardware; 18 month of care and maintenance following planting; and engaging community and corporate volunteers in planting efforts.	Modi- fication	Current Approved Duration 5/1/2014-12/31/2018

PSC#

Department

Amount

Type of Service

Type of Approval

Duration

4085-07/08

PUBLIC UTILITIES COMMISSION

Current Approved Amount

$2,500,000

Increase Amount Requested

$5,000,000

New Total Amount Requested

$7,500,000

A full service environmental laboratory will provide “as needed” reference laboratory testing of drinking water, wastewater, groundwater, soils, sediments, solids, hazardous waste, and biota (tissues).

Modi-

fication

Current Approved Duration

7/1/2011-3/20/2015

Additional Duration Requested

3/21/2015-3/20/2020

	Speakers:	Taras Madison, Department of Building Inspection, spoke on PSC# 43990-14/15.
		Veronica Martinez, Department of Adult Probation, spoke on PSC# 4127-11/12.

	Action:	1) Continued PSC# 43990-14/15 to the next available meeting so that the Department of Building Inspection can notify all union representatives, in particular Local 21 and SEIU, Local 1021. (Vote of 5 to 0) 2) Approved the request for all remaining PSCs. Adopted the report; notified the Office of the Controller and the Office of Contract Administration. (Vote of 5 to 0)

0225-14-8	Human Services Agency’s Report on Personal Service Contract Number 2003-08/09 and Their Discussions with SEIU, Local 1021. (Item No. 8)

	Speakers:	David Curto, Human Services Agency
		Laurie Juengert, Human Services Agency
		Sin Yee Poon, SEIU Local 1021

	Action:	Adopted the staff report with the condition that the Human Services Agency report back in nine months, by July 6, 2015 and provide an update with ongoing discussions with SEIU, Local 1021and present grievances. In addition, President Normandy also requested DHR to report back to the Commission and provide a status report on related macro issues on the grievances. (Vote of 5 to 0)

0196-14-5	Recommendation to Adopt Revisions to the Civil Service Commission’s Policy on Personal Services Contracts. (Item No. 9)

	Speakers:	Sandra Eng, Acting Executive Officer
		Sin Yee Poon, SEIU Local 1021

	September 15, 2014:	Adopted the Executive Officer’s report; directed the Executive Officer to post the proposed amendments to the Commission’s Policy on Personal Service Contracts, with the Commission’s additional revisions and on the condition that broiler plate language is added to the Notice of Actions; and directed the Executive Officer to meet and discuss the amendments with any interested stakeholders. (Vote of 5 to 0)

0196-14-5 (cont.)
	Action:	Continued to the meeting of November 3, 2014 in order to meet with SEIU, Local 1021 to address their concerns and consult with Deputy City Attorney Julia Friedlander to ascertain whether the City had complied with the legal requirements for notification of revisions. (Vote of 5 to 0)

0216-14-5			Recommendation to Adopt Proposed Amendments to Civil Service Rule 412.30 Tenure of Eligible Lists; and Rule 412.31 Provision for Automatic Expiration of Eligible Lists. (Item No. 10)

			Speakers:				Derek Kim, Municipal Transportation Agency (MTA)
							Sandra Eng, Acting Executive Officer

			October 6, 2014:				Accepted the Acting Executive Officer’s report; directed the Acting Executive Officer to post the proposed Rule 412.30 and 412.31 for adoption following meet and confer with the affected labor union. (Vote of 4 to 0)

			Action:				Partially accepted the staff report and adopted the amendments for the one year minimum duration to Civil Service Rules 412.30 Tenure of Eligible Lists and 412.31 Provision for Automatic Expiration of Eligibles Lists. However, the Commission continued to the next meeting of November 3, 2014 to further discuss reducing the maximum duration of the eligible list from four to three years. Note: Commissioner Favetti noted three reasons she dissented in reducing the maximum duration from four to three years: 1) MTA currently has the authority to establish three year lists; 2) limits the flexibility in the authority of the MTA’s Director; and (3) it is contrary to Citywide standards of eligible lists. (Vote of 5 to 0)

0181-14-1			Filling the vacancy of the position of Executive Officer – Personnel Matter. (Item No. 11)

			A)	Public Comment on all matters pertaining to the Agenda item and the potential closed session.

				Speakers: None.

			B)	Vote on whether to hold closed session pursuant to San Francisco Administrative Code Section 67.10 (b) and California Government Code Section 54957 (b) (1) - Public Employee Appointment – Executive Officer. – Action Item

				Speakers: None.

				Action: The Commission voted to conduct Item # 11 in Closed Session. (Vote of 5 to 0)
0181-14-1 (cont.)

				1)	PERSONNEL MATTER - Public Employee Appointment – Executive Officer (Discussion and Possible Action Item) California Government Code Section 54957 (b) (1) and San Francisco Administrative Code Section 67.10 (b)

			The Closed Session started at 3:26 p.m. in City Hall, Room 400. The following individuals were present:

			E. Dennis Normandy, President, Civil Service Commission
			Douglas S. Chan, Vice President, Civil Service Commission
			Kate Favetti, Commissioner, Civil Service Commission
			Scott R. Heldfond, Commissioner, Civil Service Commission
			Gina Roccanova, Commissioner, Civil Service Commission
			Ted Yamasaki, Department of Human Resources
			Sandra Eng, Acting Executive Officer, Civil Service Commission
			Jennifer Bushman, Civil Service Commission

			The Closed Session ended at 3:54 p.m.

			C)	Reconvened in open session at 3:55 p.m.

				1)	Vote to elect whether to disclose any or all discussions held in closed session. (San Francisco Administrative Code Section 67.12(a). (Action Item)

					Action: The Commission voted not to disclose its vote. (Vote of 5 to 0)

				2)	Disclosure of action taken in closed session pursuant to California Government Code Section 54957.1 (a) (5) and San Francisco Administrative Code Section 67.12(b) (4).

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

		August 22, 2014: 0181-14-1 (cont.)				The Commission agreed on the following actions: Allocated a budget not to exceed $15,000 for a recruitment firm that will undertake the majority of the work under the joint direction of Ted Yamasaki and a Subcommittee/Task Force working together. (Vote of 4 to 0) Commissioner Favetti will assist Commission President Normandy in screening who to interview, with the agreement that as the process is shaped it will be reported to the Commission. And once the finalists are chosen, the Commission will conduct interviews. (Vote of 4 to 0) The Subcommittee and Mr. Yamasaki will determine the appropriate scope of the recruitment, with the initial preference being the Bay Area and then the State of California in light of concerns to limit costs, as a suggestion for the recruiter to consider. (Vote of 4 to 0) Request the Executive Officer to review interview questions, provide input on the selection process and regularly update the Civil Service Commission on the recruitment process at these meetings. (Vote of 4 to 0) Adopt the staff report subject to the above resolutions, and adopt recommendations 3, 4 and 5 of the Executive Officer’s staff report: the Subcommittee is to update the Executive Officer announcement, including amendments to the minimum and desirable qualifications with the advice of the recruiter to ensure a healthy pool of candidates; and schedule closed session hearings of the Commission when appropriate in recognition of the interest of confidentiality of applications and applicants. (Vote of 4 to 0)

		October 20, 2014:				The Commission voted not to disclose any and all discussions held in Closed Session. (Vote of 5 to 0)

COMMISSIONERS’ ANNOUNCEMENTS/REQUESTS (Item No. 12)

	None.

	ADJOURNMENT (Item No. 13)

	3:56 p.m.

Civil Service Commission - October 20, 2014 - Meeting Minutes