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HomeMy WebLinkAbout02/16/2023 The meeting will be held via Zoom (online/telephone) and in-person. Zoom meeting link - https://zoom.us/m/96730318647?pwd=OU42al gwcUl6Y014YmFFREQOeEZLdz09 DRAFT Meeting Agenda Mason County Civil Service Commission 423 N. 5t" Street, Shelton, WA Thursday, February 16, 2023 5:00 p.m. Call Meeting to Order: 5:00 PM Roll Call: Susan Ickes, William Kendrick and Mark Nault Business: 1. Selection of 2023 Chair & Vice-Chair Action 2. Approval of Minutes: January 19, 2023, regular meeting minutes. Action 3. Chief Examiner Update 3.1. Position Tracking - 14 vacant funded positions: Community Service Officer-1; Corrections Deputy-6; Deputy Sheriff-3; Financial Assistant - 1; and Support Specialist - 3 3.2. Approval of hiring two provisional Support Specialists for four (4) months, per CSR 8.13 - Provisional Employees. Action 3.3. Discussion of CSR 8.5 - Status of Eligibles Not Selected for Appointment: " . . . When the name of an entry level eligible has been certified three times and has not been appointed, the appointing authority may request the eligible person's name be removed from the entry level list within five (5) working days of the last certification." 3.4. Local Testing - February 22, 2023 - Entry Level Corrections Deputy 4. Sheriff's Office Update 4.1. Corrections 4.2. Patrol 4.3. Support Staff 5. Adjourn Next regular meeting is Thursday, March 16, 2023 Americans with Disabilities Act(ADA)accommodations provided upon request. Those requiring special accommodations, please contact Becky Rogers at 36o-427-9670, Ext 268 or rsr(a)masoncountywa.gov twenty-four(24)hours prior to the meeting. Mason County Civil Service Commission Meeting Minutes January 19, 2023 The regular meeting was called to order at 5:00 p.m. by Chairperson Sue Ickes. Attendance: Sue Ickes, Chair Mark Nault, Vice-Chair Others: Tami Beyer, and Becky Rogers. Business: 1. Selection of 2023 Chair & Vice-Chair moved to the next regular meeting. Cmmrs. Nault/Ickes moved and seconded to move the agenda item for selection of 2023 chair and vice- chair to the next regular meeting. Motion carried unanimously. 2. 2023 Meeting Schedule was reviewed with meetings set for the third Thursday of each month at 5:00 p.m. The meeting location is 423 N. 5t" Street. The meetings will continue online/telephone via the Zoom platform. Cmmrs. Nault/Ickes moved and seconded to approve the 2023 meeting schedule. Motion carried unanimously. 3. Approval of Minutes: December 15, 2022, regular meeting minutes Cmmrs. Nault/Ickes moved and seconded to approve the December 15, 2022, meeting minutes as presented. Motion carried unanimously. 4. Chief Examiner Update 4.1. Position Tracking - 14 vacant funded positions: Community Service Officer-1; Corrections Deputy-6; Deputy Sheriff-3; Financial Assistant - 1; and Support Specialist - 3. The Sheriff's Office 2023 FTE count is 101.5, which reflects the two new positions added to the Sheriff's budget. 4.2. Position Description for Patrol Lieutenant salary range wording was corrected. The standard wording for the Non-Represented Salary Range on position descriptions is, "According to the current Non-Represented Salary Scale," rather than a range number, as was listed. This has been corrected and will be forwarded to the Civil Service for signature. 4.3. In-House Testing - Entry Level Corrections Deputy - The county held the first in-house testing for physical ability test and written test on January 18t" 5. Sheriff's Office Update 5.1. Corrections - Three corrections deputy candidates are scheduled for interviews this week. Chief Hansen is working on some new ideas to address the fact they do not have the number of employees needed. Sheriff Spurling will be meeting with the Command Staff in a retreat to brainstorm ideas for the next 3 - 5 years. Mason County Civil Service Commission Meeting Minutes January 19,2023 Page 2 5.2. Patrol - There are three openings they are working on. 5.3. Support Staff - There were two candidates that were anticipated to test, but they have removed themselves from the process. In addition to the one Support Specialist position open, there are two staff retiring in the spring. They are looking at options to fill the positions. There was a period of time in the past, that they used volunteers to answer the front counter phone. 5.4. Law Enforcement Breakfast - Sheriff Spurling is taking over the Law Enforcement Breakfasts on the last Friday of every month at the Little Creek Casino with no meetings in November and December. 6. Adjourn - The meeting adjourned at 5: 14 p.m. 7. Approved: Susan Ickes Mark Nault William Kendrick Chair Vice-Chair Commissioner Becky Rogers Secretary/Chief Examiner r . '° Mason County Support Services Department 411 North S'h Street Shelton,WA 98S84 360.427.9670 MEMORANDUM To: Civil Service Commission From: Becky Rogers, Secretary/Chief Examiner Date: 2/16/2023 Subject: Civil Service Position Tracking Listed below are the 2023 Civil Service positions, which are funded and vacant*: Vacant Positions 1 FTE—Support Specialist(Eff 412912023) 1 FTE—Support Specialist(Eff 41112023) 1 FTE—Deputy Sheriff(Eff 1/1/zoz3 1 FTE—Deputy Sheriff(Eff 1/1/zoz3) 1 FTE—Corrections Deputy(Eff 1/1/2023) 1 FTE—Deputy Sheriff(Eff 11/30/zozz) 1 FTE—Financial Assistant(Eff 9/16/2022) 1 FTE—Community Service Officer(Eff.9/16/2022) 1 FTE—Corrections Deputy(Eff 8/1/2022) 1 FTE—Corrections Deputy(Eff 7/1/2022) 1 FTE—Corrections Deputy(Eff 3/13/2022) 1 FTE—Corrections Deputy(Eff 1/1/2022) 1 FTE—Support Specialist z(Eff 10/1/2021) 1 FTE—Corrections Deputy(Eff 8/12/2021) 14 FTE Vacant Funded Positions *Per MUNIS 2/14/2023 Support Services Budget Commissioner Emergency Human Information Labor Risk Manager Administration Management Resources Services Relations Management 8. APPOINTMENTS 8.1 General Provisions: Vacancies in the classified service shall be filled by recall, promotional appointment, original appointment, transfer, or demotion. Whenever the appointing authority wishes to fill a vacancy, a requisition for an employee shall be submitted to the chief examiner on the prescribed form. Insofar as practicable, each vacancy shall be anticipated sufficiently in advance to permit the chief examiner to determine who may be available for appointment or if necessary, to establish a class or eligibility list. When vacancies are to be filled by appointment from lists, the lists shall be drawn in the following order: A. Appointment of eligibles from recall lists. B. Appointment of eligibles from entry level, rehire, lateral entry, or promotional I fists. 8.2 Vacancies: Whenever the appointing authority requests to fill a vacancy, a notice shall be presented to the chief examiner stating the number of employees desired together with class titles of the vacant positions and any other information the chief examiner may require. 8.3 Personnel Certification: Upon receipt of a written notification the chief examiner shall certify to the appointing authority the names of the five persons highest on the eligibility list for the class to which the vacant position has been allocated. If more than one vacancy is to be filled in the same class, an additional name shall be certified for each additional vacancy. When two or more persons occupy the lowest rank to be certified, the names of all persons occupying that rank shall be certified. The appointing authority will appoint a person or persons from those certified to the vacant position or positions. 8.4 Notice of Certification and Appointment of Eligibles: The appointing authority shall file a written notice with the commission of the certified person or persons appointed to each vacancy. 8.5 Status of Eligibles Not Selected for Appointment: Eligible persons certified but not selected for appointment by the appointing authority retain their positions on eligibility lists and shall be recertified in response to subsequent requests. When the name of an entry level eligible has been certified three times and has not been appointed, the appointing authority may request the eligible person's name be removed from the entry level list within five (5) working days of the last certification. 8.6 Selective Certification: The appointing authority may submit a requisition for selective certification of names to fill a position for which a specific bona fide occupational qualification is needed. Upon receipt of the request, if the chief examiner determines that the request is valid, the certification of names shall include only names of those individuals who satisfy the bona fide occupational qualifications. In all other respects, the certification shall be made in accordance with Rule 8.3. All selective certifications must comply with RCW 49.60.400. 8.7 Medical Examination of Applicants: Applicants for entry or lateral positions in the classified service are required to undergo medical examinations to determine physical and mental fitness to perform work in the position to which appointment is to be made. Determination of fitness shall be by a health professional approved by the commission. An applicant determined to be physically or mentally unfit in conformance with LEOFF standards shall not be considered for appointment. 8.8 Medical Examination of Employees: All employees may be required by the commission or the appointing authority to undergo periodic medical and health examinations to determine fitness to perform the work of the position in which they are employed. Determination of fitness shall be by a health professional. When an employee is determined to be unfit for service, he or she may be removed from service. Any such determination may be appealed to the Civil Service Commission. 8.9 Voluntary Demotion: Upon receiving a written request from a regular employee, the appointing authority may demote that employee from a position in one class to a position in another class providing that, prior to the transfer, the appointing authority assures that the conditions of Section 8.12 are met and a vacancy exists in that classification. 8.10 Conditions of Voluntary Demotion or Transfer between Classes: Unless the employee has previously held regular status in the class to which the transfer is proposed, voluntary demotion or transfer between classes may be made only if: A. The employee meets the minimum qualifications of the class to which transfer is proposed; and B. The proposed transfer is reported to the commission prior to the implementation in order that the Commission may determine whether or not the employee must pass a qualifying examination. 8.11 Employees Voluntarily Demoted or Transferred: A. In the case of a voluntary demotion or transfer, the employee's length of service shall remain unbroken. B. In voluntary demotion or transfer, an employee shall retain regular status. However, if the commission requires a qualifying examination, it may also require a six (6) month probationary period. During such probationary period, the appointing authority may revert the employee to a position in the class from which the employee came upon fifteen (15) calendar days' written notice to the employee and the chief examiner. C. Upon receiving a written request from an employee, the appointing authority may reappoint an employee to an opening in the class from which the employee accepted a voluntary demotion or transfer. The employee shall retain regular status and the employee's length of service shall remain unbroken. Probationary employees may request voluntary demotion or transfer only in the case of layoff. A probationary employee voluntarily demoted or transferred shall serve the probationary period remaining at the time he or she was demoted or transferred. 8.12 Rehire: Rehire lists shall be unranked employment lists of persons who resigned, left employment due to a layoff, or have been reclassified or reallocated from the sheriff's office. Rehire lists shall be maintained for the following positions: deputy sheriff, corrections officer, animal control officer, community service officer, financial assistant, financial manager, records specialist, civil clerk, clerks, and food services coordinator. A. The chief examiner shall place the name of any probationary or regular employee who resigns voluntarily, leaves employment due to a layoff, or has been reclassified or reallocated, on the rehire list on the effective date of his or her resignation, layoff, reclassification or reallocation. B. In lieu of filling a vacancy from an eligibility list, the appointing authority may appoint a person from the rehire list. In order to be eligible for the rehire as a deputy sheriff or corrections officer, the person must have the current academy training certification from the Washington State Criminal Justice Training Commission for the classification in which he or she is to be rehired. C. In order to be placed on the rehire list, a person must meet the following conditions: 1. The person was formerly employed as a probationary or regular employee in the same class in the sheriff's office; and 2. The person meets the current minimum qualifications for the class. D. A person's name will be removed from the rehire list if not re-employed within three years of the date his or her name was placed on the list. E. If a person on the rehire list refuses to accept an employment offer, he or she will be permanently removed from the rehire list. F. A person employed from the rehire list shall be required to serve a one (1) year probationary period upon rehire. 8.13 Provisional Employees: Provisional employees may be appointed temporarily to vacant positions pending establishment of an eligibility list. A. Hiring of: Prior to hiring a provisional employee, the sheriff shall obtain approval from the commission. Following such approval, the sheriff shall forward to the chief examiner a completed application form for the employee together with salary and hire date. B. Performance Requirements: Provisional employees must meet the civil service requirements as well as applicable physical and educational standards set by the commission. C. Performance Tests: When considered necessary by the chief examiner, a performance test will be given to prospective provisional employees. Performance requirements for typing, stenography, spelling, etc. must be met before approval of the provisional appointment. D. Extension of Appointment: A provisional appointment expires after four (4) months of service. The appointing authority may extend the provisional appointment beyond the four (4) month period up to one year if the commission continues to advertise and test for the position. Each extension beyond the initial appointment must be reported to the commission. If, after one year from the date the initial provisional appointment was first made, less than five (5) persons are on the eligibility list for the class, then the appointing authority may fill the position with any person or persons on the eligibility list. 8.14 Emergency Appointment: Emergency appointments may be made by the appointing authority in case of a serious emergency that threatens life, property, or the general welfare of the county, but such appointments may not continue longer than thirty (30) calendar days. Emergency appointees need not be taken from eligibility lists. 8.15 Extra Help Employment: If the sheriff believes that an upcoming situation will require extra help, the sheriff may request a name from the current extra help list for the appropriate classification in writing from the chief examiner. The sheriff may use the appropriate extra help list to make emergency appointments. Any classified position may be hired as extra help. A. No extra help appointment shall continue for a period longer than four (4) months nor shall any individual serve more than four (4) months as an extra help appointee in any fiscal year. B. Based on the facts in any particular case, the commission may specifically limit an extra help appointment to a specific period shorter than the four (4) month maximum. C. Extra Help List: 1. The extra help list is an unranked list of individuals qualified to be appointed as extra help. A separate extra help list shall be established for each classification for which the commission determines extra help is appropriate. 2. In order to be placed on the extra help list, an individual must submit a completed civil service application for extra help and proof of qualifications to the chief examiner. 3. The list shall contain the names of qualified applicants and the means of qualification. The list shall contain no more than twenty-five 25 names at any one time; additional applicants shall be placed on a waiting list in the order of the date received and shall be screened for placement on the extra help list as vacancies on the list occur. 4. Any person on the extra help list who has not worked in an extra help capacity at least one day in the preceding year shall be removed from the list unless a written request is submitted to the chief examiner to remain on the extra help list. D. Extra Help List Qualifications: 1. Deputy Sheriff and Corrections Officer: a. Placement on current employment eligibility list for deputy sheriff or corrections officer, or b. A certificate of basic law enforcement training from a recognized accredited state training center, or C. A certificate of Basic Law Enforcement Equivalency issued by the Washington State Criminal Justice Training Commission, or d. A certificate of Reserve Academy completion issued by the Washington State Criminal Justice Training Commission, or e. Proof of a minimum of two hundred forty (240) hours of full-time or reserve law enforcement or corrections experience within the preceding eighteen (18) months, sufficient to pass evaluation standards set by the sheriff's office. 2. Other Classified Positions: a. Placement on current employment eligibility list, or b. Meet the minimum qualifications for the position. 3. Experience: The same level of education, experience, knowledge, ability, and other qualifications are required. 8.16 Temporary Vacancies: If a regular position is vacant on a temporary basis due to a leave of absence or other appropriate reason as determined by the commission, the commission may approve the hiring of a person for more than four (4) months to fill this vacancy. A. All temporary vacancies caused by leaves of absence shall be offered to persons on the appropriate eligibility list. Refusal to accept such appointment shall not jeopardize the position of a person on the eligibility list. B. If no eligible person agrees to such appointment or no eligibility list exists, the vacancy shall be filled in the same manner as a provisional employee. 8.17 Probationary Period: The probationary period is as an integral part of the examination process and shall be used for closely observing the employee's work, for securing the most effective adjustment of the new employee to the position, and for rejecting any employee whose performance or adjustment is not satisfactory. A. All appointments, except those made from recall lists, shall be probationary for a period of one (1) year after appointment, except for appointees whose probationary period is extended as provided in this section. The probationary period for appointees who attend academy training shall be extended beyond one year an equivalent number of days to the number the appointee was in attendance at the academy. Appointments made from recall lists shall be probationary for the period of probation remaining un-served at the time of the layoff. The appointing authority shall make such periodic reports during the probationary period as the commission requires and shall certify to the chief examiner the name of each employee who satisfactorily completes the probationary period. At any time during the probationary period, the appointing authority may terminate the employment of any employee whose probationary period is not satisfactory, provided that the chief examiner shall be notified in writing of such action. Any probationary period may be extended at the discretion of the Sheriff in cases where the individual has been absent for more than a week or when additional time to review the individual is considered to be appropriate. B. If a regular employee who has been appointed to a higher class as a result of promotional appointment is found unsuited for the work of the higher class during the probationary period, that employee shall be reinstated to a position in the class in which the employee was promoted, provided that the employee held regular status is that class. C. When an unclassified employee in the Mason County Sheriff's Office uses his or her reversionary rights to return to a classified position, that employee shall be probationary only for the period of probation remaining un-served at the time of the appointment to the unclassified position. If the employee previously completed a probationary period in the class to which the employee returns, the employee shall have regular status in that position. FREE LOCAL TESTING ! Are you interested in becoming a Corrections Deputy with the Mason County Sheriff's Office? Salary: $4,757/month plus retirement and benefits Sign-On Bonus: $5K after 12 mos. of successful probationary period A subsequent $5K after 36 mos. of successful employment Mason County is offering free testing in Shelton as part of the application process to be added to the Entry Level Corrections Deputy eligibility list. DATE: Wednesday, February 22, 2023 TIME: 8:30 a.m. Physical Ability Test (PAT) 10:00 a.m. 12 noon Written Test (if PAT is passing) WHERE: Shelton, WA Contact Mason County Civil Service, Becky Rogers, to learn more and register. www. masoncountywa.gov/civil-service/jobs/ Email: civilservice@masoncountywa.gov Phone: 360-427-9670, Ext. 268.