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2021-01-06 Civil Service Commission MinutesEDMONDS CIVIL SERVICE COMMISSION MINUTES CIVIL SERVICE COMMISSION MEETING Regularly Called Meeting January 6, 2021 Commissioners present: Mike Fields Norm Davis Others present: Professional Standards Sergeant, Josh McClure Acting Police Chief, Jim Lawless Secretary and Chief Examiner, Jessica Neill Hoyson HR Analyst, Emily Wagener Police Officer, Dietrich Borst 1. CALL TO ORDER Chair Mike Fields called the meeting to order at 6:00 pm. 2. Correspondence Chair Fields noted that a couple items were listed under correspondence that he believed will require commission action, so he moved those to the "Police Business" portion of the meeting. 4. Approval of meetincl minutes--11/4/2020 Commissioner Norm Davis moved approval of the minutes. Chair Fields seconded the motion. The motion carried. Chair Fields noted that the Minutes were marked "DRAFT". Secretary and Chief Examiner Jessica Neill Hoyson confirmed that a clean copy would be sent over for signature. POLICE BUSINESS Discuss Correspondence Chair Fields noted that the correspondence items that were moved at the beginning of the meeting are an email and a letter requesting extending the Corporal Eligibility List. Chair Fields indicated that he had reviewed both pieces of correspondence. Commissioner Davis confirmed he had also reviewed the correspondence items, Chair Fields confirmed that per section 8.2, extending the Corporal Eligibility List would require committee action. Chair Fields explained that the current list was signed on 2/11/2020 and is set to expire on 2/11/2021 and if extended, the list would not expire until 2/11/2022. Chair Fields noted that one of the individuals who submitted correspondence was in attendance to the meeting and could now speak on behalf of their request, if desired. Police Officer Dietrich Borst introduced himself and explained that he is now the only remaining candidate on the list due to a recent promotion. Officer Borst mentioned that the list has been extended in the past and that there may be an upcoming retirement that would open an opportunity for promotion and that having a current list would give the department ease instead of scrambling to hold an assessment center to fill the vacancy. Acting Police Chief Jim Lawless added that in his experience in Edmonds, every promotional list has been extended for the additional year if it has not already been exhausted. Acting Chief Lawless further explained that there has been additional turnover in the past several years which can make the promotional process more difficult. Acting Chief Lawless continued to explain that there are more upcoming retirements and vacancies for positions of authority, such as Corporal or Sergeant, that will need to be filled and cause a trickledown effect for backfiiling. Acting Chief Lawless finished, explaining that he would be in support of extending the Corporal Eligibility List. Commissioner Davis made a motion to approve/certify the extension to the Corporal Eligibility list. Chair Fields seconded the motion. The motion carried. Chair Fields confirmed the Corporal Eligibility List would be extended through 2/1112022. After some discussion the commission was in agreement that, as per past practice, the minutes would capture the extension of the Corporal Eligibility List. a-i Review/Approval of the Academy Certified EligibilityList Sergeant Josh McClure explained that there was some recent activity with this list since December 2020 and the result is the listed three applicants who have taken the Public Safety Testing written and one has taken the physical, and there are new physical fitness standards that were effective January 1, 2021. Sergeant McClure explained that the three applicants are in various stages of pre -interview, candidate 2 was recently screened out as not most competitive but candidates 1 and 3 are still being examined and we are reaching out to their originating agencies. Sergeant McClure continued to explain that candidate 1 is from Everett Police Department, candidate 2 is from Bothell Police Department and candidate 3 is from Seattle Police Department. Commissioner Davis made a motion to approvelcertify the Academy Certified Eligibility list dated 01/06/2021. Chair Fields seconded the motion. The motion carried. a-ii. Review/Approval of the Lateral Level Police Eligibility List Sergeant McClure explained that while he expected to have another name on this list, he did not get it so the name listed is a holdover from 2020. Sergeant McClure continued that since it is a new year, he wanted the commission to be aware that the name remained on the list, but it should not need to be recertified. Chair Fields confirmed no action was necessary. b-i. Discussion only of the Entry Level Police Eligibility List Sergeant McClure explained that the last time an entry level process was complete was in May of 2020 when the department conducted some COVID restricted zoom interviews and no one was hired from that process. Sergeant McClure further explained that a police officer had not been hired since January of 2020 and due to the 6-month time -period for an eligibility list there are no candidates that remain eligible. Sergeant McClure explained that he plans to conduct an entry level process in the beginning of 2021, hopefully in January, and that the process would be somewhat revamped because of implicit bias training him and a couple of his colleges attended. Sergeant McClure indicated that he would be brining the process revisions to Secretary and Chief Examiner Neill Hoyson for approval and that the end goal was to remove some open-ended questions 2 and make sure that there are more restrictive criteria for the panel in terms of grading and eliminating bias. Sergeant McClure indicated that he expects to have a new list for the commission by February or March 2021. Chair Fields asked, based on forecast and budget, what hiring pace is anticipated for 2021. Sergeant McClure responded that we currently have 4 vacancies that can be hired, 2 additional positions that are frozen through 2021 per City Council, and then there are anticipated retirements coming up this year and lastly one civilian position that will be posted effective tomorrow. c: Approval of extension of current Corporal Eligibility List Chair Fields noted that this was dealt with as the first item of "Police Business" and is resolved. NEW BUSINESS Acting Chief Lawless explained that the Assistant Chief has announced intent to retire and it is a civil service covered position. Acting Chief Lawless explained that the City has started conversations with Public Safety Testing to start the recruitment process for that position keeping in mind the trickledown effect previously mentioned since it would be most likely that the Assistant Chief position would be filled by a current Sergeant and backfill would be required. Chair Fields confirmed that all sworn ranks are covered by Civil Service except for the Chief. Acting Chief Lawless confirmed that he was correct. After some discussion it was determined that a February meeting would be needed. Chair Fields adjourned the meeting at 6:16 PM. Chair Mike Fields Date 3 FA - Edmonds Secretary and Chief Examiner I Date