Auburn Municipal Civil Service
Minutes - Meeting January 8, 2009 11:00 am
Commissioner John Brennan called meeting to order 11:03am
Roll Call by Bill Fulton – present Commis. John Brennan, Commis. John Camardo, Commis Jack Hardy. Also present Karen Green, HR Director
Commis. Brennan: Approve minutes of meeting held on December 4, 2008 and Special Meeting December 11, 2008. Commis. Camardo motion to approve Commis Hardy 2nd – Motion carried 3-0
Old Business
Commis. Brennan: Further discussion of Independent Contractors
Bill Fulton: We have received contracts from corporate counsel for individual independent contractors. We have Dave Stathis – whose contract is a 5 year 2005 – 2010, Russell Baird
(Telephone) July 2008 – July 2009 and Don Diendebetto June 2008 - June 2009. Corporate counsel keeps them up to date.
Commis. Camardo: It is always good to remember that these individuals should not be using any city equipment or contract would be null.
Fulton: Yes, contract clearly states that.
Commis. Brennan: Anna, please track on a calendar to make sure they are renewed on time.
Fulton: Now, these are only the individuals – we do have other companies that are contracted.
Jocko: What about the signal man?
Fulton: He has not been paid in over a year – Gurak is his name.
Commis. Camardo: Who is doing that work?
Karen Green: A company comes in and does it.
Commis Camardo: 2008 Annual report – we will sign at the end of the meeting. Next on the agenda – Discussion of NYS licenses in the civil service file. As far as I remember Civil Service keeps a record that people that are driving city vehicles have a valid NYS license.
Commis Camardo: Don’t we do this already?
Commis Brennan: Yes
Karen Green: To protect Civil Service this should be done for all departments: Police, Fire, DPW, etc.
Commissioner Brennan: Yes, of course.
Karen Green: So anyone who drives a city vehicle, equipment, reimbursement?
Commis. Camardo: We just went through this at my job with new insurance. If someone loses their license they go to the DMV to get a form to supply to their employer.
Fulton: From the employee handbook “ must posses & maintain a valid NYS license” if the position you are hired for requires you to drive.
January 8, 2009 Minutes Page 2
Commis Brennan: Asked Karen Green – Do you drive your own car if you have to go to the public garage?
Green: Yes, but I don’t put in for reimbursement.
Commis Brennan: My question is do we check everyone?
Fulton: Well let’s use Karen as an example – if someone has to deliver a piece of paper - we need to make sure they have a license.
Karen Green: We can ask John but I believe everyone is covered. Either because of the time you are working or going from portal to portal.
Commis Camardo: We (civil service staff) are different cause we do not have times.
Commis Brennan: Well it is a good conversation to be had. We should have John Rossi here next month to answer these questions.
Karen Green: I have been told that the conference of mayors says the NYS licenses are
not FOIL-able to protect an employees identity.
Fulton: Employees have a NYS license in their payroll file.
Commis Camardo: This might be something that Mark needs to require. Civil Service requires it to take the exam for certain exams but not for job requirement.
Commis Brennan: Right now a laborer does not have to have a license. Because that is not a tested position – we do not have that as a requirement.
Green: The reason why Vicky has the license is often a Social Security card and a license are forms for the I-9. You could also use a passport – which is also sufficient.
Fulton: All employees should be covered.
Commis Brennan: Lets put it on next months agenda. Check with State Civil Service to see if we are on solid ground.
Commis Camardo: Does it say if you lose your license you need to notify your supervisor.
Fulton: Yes, read from the employee handbook. That is great if they get their license revoked - what about if they let their license expire?
Karen Green: Not everyone gets the employee handbook - so we have to check all 4 collective bargaining units.
Commis Camardo: Civil service would supercede.
Commis Brennan: Next on the agenda – upcoming schedule. I will be out of town and would like to change the February meeting to Wednesday, Feb 4th at 11am.
Fulton: We have an exam this Saturday and Saturday, January 24, 2009. Another thing I wanted to discuss is that in this past week we have canvassed Fire Captain, Lieutenant, and Asst. Fire Chief. This may or may not open up a position for a firefighter. Our current list of firefighters that passed the exam in June 2008 has not attended an agility test yet.
Commis Brennan: Talk to the chief to see if he has a date when anything would happen.
Anna Hlywa, Civil Service Clerk: I did – he does not know a date.
Green: Civil Service may not be aware that recently NYS has changed it retirement age for Police and Fire officers to 65.
Commis Brennan: I don’t like an agility test to last 8 – 9 months before anyone is hired off it.
Commis Camardo: How long does it take to setup an agility test?
Anna: In my history it has taken about 3 weeks.
Camardo: Ed Wagner could probably get us in sooner if needed.
January 8, 2009 Minutes – Page 3
Fulton: Yes, but we have to send out letters and give the candidates time to get a Drs note.
Green: What if someone misses an agility test – do you allow them to take it a couple of weeks later?
Anna: He would have to wait until the next agility test is offered.
Camardo: We have done make up tests before if they have a legitimate excuse.
Green: There is someone on the list that is in the military.
Fulton: We would make special accommodations for people in the military.
Commis. Camardo: Are we all set with calling the radio station if we have bad weather on Saturday to cancel the exam?
Fulton: Yes, I will call the stations Saturday morning if we need to cancel.
Commis Camardo: Motion to Adjourn
Fulton: There was an addendum to the agenda. – This letter from Debby McCormick stating that she does not have the need for an administrative assistant. Anna to cancel the test.
Commis Hardy – 2nd the motion to adjourn Motion carried 3- 0. Meeting Adjourned 11:35am.
Attest_________________________
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