>> good morning. to date is may 16, 2012. this is the meaning of the abatement appeals board. the first item on the agenda is roll call. [roll call]

we have a quorum. the next item is item b, the oath. will all parties giving testimony today please stand and raise your right hand? anyone giving testimony? no. the next item is item c, continued appeals, orders of abatement, case #6752, 1743 12th avenue. action requested by appellate to reverse the order of abatement. >> good morning.

the two parties are under an accord situation. this may resolve the matter. you have a request in your package for a continuance. the department would be ok with that. >> do we need a motion? >> questions? >> move to continue. >> second. >> there is a motion to continue the item. all in favor? any opposed? is there any public comment on this item?

>> i am the attorney for and james wong, in downtown neighbor of the subject property. we agree with the request for a continuance that was submitted by heather wolnick. we believe this will be sufficient time for the arbitrator to give his decision. >> any other public comment? >> seeing none, all were in favor. were there any opposed? the motion to continue the case is granted. item d, new appeals, orders of abatement. case no. 6759, 575 shotwell street.

action requested by appellant, to reverse the order of abatement and assessment of costs. >> we are happy to announce the appeal has been withdrawn because they provided us with the necessary permits, so the order of abatement is revoked. there are no costs outstanding. in the letter you received related to the withdrawal, you will see in the first paragraph of the first two in the case before you today, a second paragraph in the letter referring to another complaint that is not before you today. just making that clarification. thank you.

>> item e. general public comment. is there anyone here for general public comment relating to abatement appeals board? seeing none, item f, adjournment. is there a motion to adjourn? >> motion. >> second. >> the building inspection commission meeting will begin at 9:45 a.m. we are adjourned.

>> good morning. this is a regular meeting of the building inspection commission. please turn off all electronic devices. the first item on the agenda is roll-call. we have a quorum. the next item is president's announcements. >> good morning, everybody. the thank you for coming here today. first, howard received a letter of appreciation from a customer. well done, howard. and issuance received a letter of appreciation from another customer.

well done. thanks to the staff. a special thanks to the commissioner for showing up there and answering questions. thank you for that. also thanks to the records division and staff. also the am i s staff to had a three our report on the submission process. also we spent a few hours on the department and we came away with a good understanding of how intense that work is and how specialized it is said.

they do a lot of housekeeping and they do a simple report. we really appreciate the time. i would highly recommend the commissioners, if they wanted to do this for a few hours, it gives you insight. department is looking to hire high school students as intern's during the summer for the project. we look forward to that and hopefully the department can let us know how that is going for us. after that, i have no more, so i turn it over to you. >> is there any public comment on the announcement? seeing none, items 3, the general public comment. we will take public comment on matters within the commission's jurisdiction that are not part of this agenda.

item number four, a presentation by the department of fear and resources and the department of building inspection on the city's hiring process and the status of vacant positions in d bi. >> i am proud to announce the upper management of the department of human-resources has just joined us in order to give you a presentation of what it takes to do recruitment and what they're doing to speed our process along. so, i will introduce them but we have our mayor's budget analyst who is also involves in the process. so, i first want to introduce the director of the department of human resources, one of the deputy director's, client

services, exams. they have a power point presentation. we put copies on your desk. >> thank you for the opportunity to be here. i am the human-resources director for the city. we're here to talk about the hiring process and how that relates to dbi. we have asked members of our team here to make sure you have all of the information you need to understand our process. i want to let you know about our role. under our charter, the human- resources department is responsible for insuring that

all selections and appointments are done pursuant to civil services and merit rules and principles. we have open and competitive hiring and we must do this on a merit basis. next week, we are going to be audited by the state to make sure that we are complying with our principles. we have don't have the ability to say, we have to go. we have a partnership and we have done it is some authority to the selection process but we do provide the human-resources backbone. some of the other departments

have their full human resources operations. we have a good partnership with them and trying to ensure that the department is through that process. we will cover three areas today parent of the director of our client services team which provides direct services to dbi and kerry is in charge of that. we have the assistant deputy director for recruitment and assessment services. he will talk to you more. we'll also have a review of the examination plan. how is it that the exams are going forward? what is the process? with that, i will turn it over to those who know more than died.

>> this slide is a man to give you a brief overview from the actual hiring process. as you can see, this it does start with the budget process. there will be chances to actually set out some further information as we go along. the budget process is where it apart and places positions into the annual salary ordinance. funding for each position was

delineated in the annual salary ordinance. basically, once it is in there, it gives the department a position authority. that is different from the authority to fill or higher. the next step is the requisition reprocess. that is the process by which the department issues a requisition and it basically says we are ready to fill a position at this point. please, everyone take a look at this and make sure it is ok. the mayor's office looks at this from a funding perspective. the part of human-resources make sure that the use of the classification is appropriately. the requisition is approved, this is kind of an authority to fill or an authority to proceed with the selection process for the examination process. the next phase is the examination phase and you will

hear much more about that from my colleague john kraus. after the examination process is completed is what we call the referral process. this is taking the result of an examination which is an eligible list, the list of names of people who have passed and scored on the examination. we take people from that list in rank order and to a referral to the department and specific positions within the department. this is governed by civil service rules. this is really the process of matching the best eligibles to the position in the department. then, really what happens at that point is that the department steps in and it is what we call a post referral selection process. there has already been an

examination process. people have met the qualifications, they are on the eligible list. this next phase is really meant to identify the best match of an employee to a particular position in the department. usually what happens is the department will do a panel interview and a rather informal interview which is different from the oral examination work they made to a written exercise or performance exercise as well. this is rather flexible and the department does have some discretion on that. there is a process by which the department has made its selection of who it thinks is the best match of the position will go through a check of references, a background of

work, a conviction history, and the final appointment processing. >> in the work of the panel interview and taking the list, it sounds like it is not like you have to take the first person on the list in bernanke new parent you have a criteria. who develops that? >> let me take a step back there. with each eligible list, there is a certification rule attached to that list. in many cases, the default certification rule is the rule of three scores. that really does address the issue if you have to take them from the top down. in that case, if there is one position you do need to select

from the first three scores on the eligible list. people might have tight scores which means that you actually may interview more than three people, but basically you get to take a look at the three scores. as the number of positions increases that you are filling and the referral is issued two more positions, you actually get to reach more people or more scores on the eligible list. i'm not sure that i answered your second part. >> you interviewed it and within those three, you can determine who is the best fit for the criteria that you have developed. >> so long as whatever criteria that you have for making that fit. that is fine. >> commissioners, any questions? >> was there any provisions in the examination or the scoring of the candidates or for the

action language capability? >> so, with regard to kind of the position part of it, my colleague can address that better. when it comes to the position itself, if there is a bilingual requirement. for instance, if there is interaction with the public or a sector of the public that actually does warrant a bilingual speaker in that position, then what we do is we actually tag to position itself and the requisition with what we call special condition. whoever fills that position must meet the special condition. you have kind of giving me the condition to explain with regards to what we call the list because as i have mentioned before, if you have the rule of three scores and you have three people on the list and you are

entitled to interview, if none of them meet this bilingual requirement, you can go down the list until you actually have and can consider three people who do meet that requirement. there are some pretty strict standards for action the meeting that requirement and i think that john can actually answers some of those questions a little bit better than i can. >> they do for the presentation, it sounds like a very fair process. i have a question on the length of time it takes to process all of this. >> ok. what i will do is refer that to later in the presentation after you have heard the presentation on the acceleration portion from my colleague. >> so, we talk about this list that you hand over to whatever department, do you keep -- you

know, there is probably x number of positions that we have in the city that you are familiar with. do you proactively make sure that your lists are active? i am just saying that because we have had to wait for a list to develop and it seems that that might be something to look at. >> i am sure that will come up again but i can tell you from my own experience having done this for 20 years in this city, we are so much better at making sure that we actually have acts -- active eligible lists and i think it is a real push to do that. there might be room for improvement but we really have some great strides in that direction. >> ok, thank you. pass me off if someone else

wants to answer this. to me, it is the filling of the requisitions. when you authorized the requisition, who tells you that we want to fill these positions? are we supposed to contact you? once you say you are authorized, do you wait until you hear from us? >> once the department gets the positions into its budget, basically it is the department's move to say we are ready to fill, we are ready to fill the requisition. this is actually a department function. once the requisition is issued and in the system where the mayor's office, the controller's office, and the department of human-resources can see it, then we can go back and forth of getting approval. >> ok. >> so, you're still negotiating?

>> yes. the mares and controls office will look at the funding issues. the department of human- resources may still have questions about the appropriateness of the classification and there might be back and forth for more information to ensure that the positions are filled in a class that matches this responsibility. >> what i'm hearing is the requisition is submitted, all three parties know, the mayor, the comptroller's office, the apartment of human-resources, know that a requisition was put forth. >> that is correct. >> i did have another slide on requisitions but recovered most of that information. >> we will get back to you if we have any questions. thank you for your presentations.

>> good morning, commissioners. my name is john kraus. the personal selection can began once the requisition process has been proved and in a moment i will talk about some of the phases or steps involved in personnel selection. before i do that, this was presented as arbitrary just as ddi works on a body of codes. for example, we must be guided by it guidelines and regulations as is shown by the city charter and the service commission. we have state regulations that

we must follow and federal regulations that we must follow. for example, the civil service commission rules specified types of eligible lists, types of announcements, types of certification rules and all of the procedures that are related to those particular areas. the california regulations specifically local government standards covered the same process as the civil service rules and they put some limitations of what they can do. we must issue announcements for at least five days. we cannot certify more than 10,000 -- 10 individuals on a referral. if we go beyond that, they consider that no longer a competitive process. of course, we have the civil-

rights act of 1964, in particular, title 7. an employer does not have to have any discriminatory intent if there is -- in order to have a violation. if there is an adverse impact against a protected class, the employer had better be prepared to defend whatever selection of instrument they use that resulted in that adverse impact. in the 70's we had a couple of landmarks. there have been numbers of them afterwards but these were the two big ones. they have said that your process needs to be job-related and have an analysis that demonstrates that this is job-related.

from a very technical standpoint, we work under the american psychological association and the society of industrial psychology principles for validating and they address the principles for designing and constructing and there are of right of other court cases and what have you but the next slide, what i try to do is boil down all of these rules and regulations and principles into these points here. in merit system testing, we are focusing on testing and what does this mean? we need to look at the qualifications of applicants and they needed to be related to what is required to do the job. how do we know it is required to do the job? we do a job analysis. this is a generic term for the

process of critical examination of the components of a job and the interrelationships or the elements of those components and what is required for measurement. so, the test content must be job-related. it must represent the job. you cannot to single out one component of the job and focus on that. you should try to cover as much as you can about the job in your selection instrument. what you are testing must be defended from the standpoint of business necessity and by that i mean there needs to be a legitimate purpose that is related to the fair and safe and efficient operation of a business. so, for it does not meet that criteria and you should not be testing for that either. the other principle here is that the testing must be competitive and that is where we really need to have some quantifiable way to separate people on the basis of

their qualifications. we rank order people on less on a basis of the scores. those scores need to have some meaning in terms of describing who is a superior worker, who could be a superior worker? the candidates and applicants need to be treated in a fair manner. for example, we need to have that announcement, that job posting up for a reasonable amount of time in order to be fair. we need to give applicants a reasonable time to file that announcement. the test should not discriminate against protected class members. the test can be valid and have an adverse impact and if that is the case, you have to make sure that this