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Home My WebLink About09/19/2024 (2) DRAFT Meeting Agenda Mason County Civil Service Commission 423 N. 5t" Street, Shelton, WA Thursday, September 19, 2024 5:00 p.m. The regular meetings will be held in-person and via Zoom with remote options. Click on the Zoom link to join. https://zoom.us/m/96730318647?pwd=OU42alqwcUl 6Y014YmFFREQOeEZLdz09 Call Meeting to Order: 5:00 PM Roll Call: Susan Ickes, Mark Nault, and Mel Ferrier Business: 1. Approval of Minutes: August 15, 2024, regular meeting minutes. Action 2. Open Forum for Citizen Input 3. Promotional Testing Process Report - Mary Ransier, HR Director 4. Chief Examiner Update 4.1. Position Tracking - 13 vacant funded positions: Community Service Officer-3, Corrections Deputy-5, Deputy Sheriff-3, and Support Specialist-2 4.2. Approval to reschedule the regularly scheduled October 17, 2024, meeting to October 24, 2024, at 5:00 p.m. Action 4.3. Approval to set a public hearing on October 24, 2024, at 5:00 p.m. to consider revisions to Civil Service Rules. Action 5. Sheriff's Office Update 5.1. Corrections 5.2. Patrol 5.3. Support Staff 6. Adjourn Next regular meeting is Thursday, October 17, 2024 Americans with Disabilities Act(ADA)accommodations provided upon request. Those requiring special accommodations, please contact Becky Rogers at 360-427-967o,Ext 268 or rsr masoncountywa.gov twenty-four(24)hours prior to the meeting. Mason County Civil Service Commission Meeting Minutes August 15, 2024 The regular meeting was called to order at 5:00 p.m. by Chairperson Sue Ickes. Attendance: Sue Ickes, Chair; Mark Nault, Vice-Chair, and Mel Ferrier, Commissioner Others: Tami Beyer, Danielle Drogmund, Kevin Hanson, and Becky Rogers. Business: 1. Approval of Minutes: July 18, 2024, regular meeting minutes and August 2, 2024, special meeting minutes. Corrected the special meeting adjournment time to 9: 15 a.m. Cmmrs. Naulfferrier moved and seconded to approve the July 18, 2024, regular meeting minutes and August 2, 2024, special meeting minutes as corrected. Motion carried unanimously. 2. Open Forum for Citizen Input - None 3. HR Update - Recruitment - Mary Ransier, HR Director, reported that the Shelton School District is looking for opportunities to partner with organizations in the county for job shadowing and internships. The district would like employees to go to the school and speak with students about positions, so they become familiar with the County. Chair Ickes asked if the Sheriff's office has a junior program. Danielle Drogmund, Detective, responded that the Sheriff's Office has had an Explorer program that was partnered with Mason County Fire Protection District 4. However, due to COVID 19, the program was stopped. They tried to restart the program, but it was too soon. They are hoping to restart the program at the beginning of the new school year. The age range is 15 through 20. Cmmr. Nault recommended the county reach out to Amber Trail, Our Community Credit Union Marketing Dept, as a contact for programs involved with the school children. OURCU has had good exposure with the high schools and are always interested in supporting the community. Chair Ickes asked if there was feedback from the Bite of Shelton event. Ms. Ransier stated that most of HR's swag that was displayed on other county department tables at the event, was picked up by attendees. This event is on HR's schedule for next year. In November, HR is planning a Mason County Civil Service Commission Meeting Minutes August 15, 2024 Page 2 Benefits and Wellness Fair. They are looking at retention as a type of recruitment. Cmmr. Ferrier questioned what the qualifications are to apply for an entry level position with the Sheriff's Department for someone in high school. Ms. Ransier explained that a Community Service Officer (CSO) position requires applicants to be a minimum age of 18, other positions are 21 years of age. There are standards around drug use. A written test and physical ability test are required for corrections and patrol. Applicants go through a comprehensive background process. 4. Chief Examiner Update 4.1. Position Tracking - 13 vacant funded positions: Community Service Officer-3, Corrections Deputy-5, Deputy Sheriff-3, and Support Specialist-2 4.2. Approval to establish an unranked eligibility list for the Promotional Corrections Corporal position. Chief Hanson stated that they have two corporal positions open. They went through the promotional process for corrections corporal and three individuals applied. They would like to forego utilizing an outside agency, Public Safety Testing, for a Work Performance Rating and Assessment Center and the expense associated with that due to less than five individuals have applied. They would review and interview the applicants internally and select two from those that have applied. There was discussion that there has been a precedent of establishing an unranked list, in the past. There does not appear to be any restriction within the civil service rules section 6. Cmmrs. Nault/Ferrier moved and seconded to approve establishment of an unranked eligibility list for the three Promotional Corrections Corporal candidates. Motion carried unanimously. 5. Patrol Promotional Testing Process - Mary Ransier, HR Director, reported that two complaints were received regarding the corporal and sergeant promotional testing and the process. HR met with Danielle Drogmund, Michael Sargent, and Sage Albright on July 23 and discussed and identified a list of issues and possible solutions and recommendations. Ms. Ransier presented the following issues, and which were discussed with the Commission. Mason County Civil Service Commission Meeting Minutes August 15, 2024 Page 3 • Section 5.1 - Announcement of Examination - Clarify calendar days or business days. • Testing exceptions - Clarify about testing exceptions for employees on leave (e.g. annual leave, sick leave) • Section 5.1 Announcement of Examination - Clarify process to submit notice of intent, whether email or Govern mentlobs.com • Section 5.1 B - Clarify the number of days posted "at least 15 days" or other number. • Section 5.5 Qualifications - Clarify and be consistent with using years vs. months for experience for corporal and sergeant (e.g. two years vs. 36 months). • Clarify the cutoff date for employee continuous experience to be qualified. Application deadline? Or another deadline? • Challenge testing - Clarify who can toss questions. Candidate? Command Staff? Testing Agency? • Recommend separate promotional testing for Corporal and Sergeant in the future. • Clarify how candidates move forward from one phase to the next (e.g. written test to work performance rating and assessment center). Set number of candidates? Percentage? Top # of scores? • Schedule the candidates for the assessment center only with command staff to keep separation from candidates. • Promotional Assessment Comments - Encourage the assessment center evaluators to have training to avoid an unconscious bias about a candidate's appearance that has nothing to do with their performance. • Open Public Meetings Act - The Civil Service Commission should record a motion and or update the Civil Service Rules to clarify the 15 "calendar" days for the promotional announcement. • Explain the weight of each phase to the candidates. (e.g. written test, work performance rating, and assessment center) • Clarify that physical ability testing should be done outside of the Sheriff's Office and candidates should move to background after a name is certified. • Section 6.10 D Clarify how tie scores are to be addressed for the maximum number of applicants that may advance. (e.g. only the tie Mason County Civil Service Commission Meeting Minutes August 15, 2024 Page 4 scores at the cut off number occupy the same relative position, or all tie scores occupy the same relative position). 6. Sheriff's Office Update 6.1. Corrections - Chief Hanson stated they are still outsourcing inmates to Nisqually, due to shortage of staff. There are four staff in background with Thurston County as laterals. 6.2. Patrol - There are three open positions. They are looking at a lateral and a couple other applicants. 6.3. Support Staff - Chief Beyer reported they have five on staff. There are some candidates that HR is working with to move through the process. The Sheriff's Office is gearing up for OysterFest and getting those plans underway. 7. Adjourn - The meeting adjourned at 6:30 p.m. Susan Ickes Mark Nault Mel Ferrier Chair Vice-Chair Commissioner Becky Rogers Secretary/Chief Examiner `O`'�r� Mason County Support Services Department 411 North 51'Street Shelton,WA 98584 360.427.9670 MEMORANDUM To: Civil Service Commission From: Becky Rogers, Secretary/Chief Examiner Date: 9/19/2024 Subject: Civil Service Position Tracking Listed below are the 2024 Civil Service positions, which are funded and vacant*: Vacant Positions 1 FTE—Deputy Sheriff(7/3/2024) 1 FTE—Corrections Deputy(Eff 5/30/2024) 1 FTE—Corrections Deputy(Eff 3/31/2024) 1 FTE—Community Service Officer(Eff 3/31/2024) 1 FTE—Deputy Sheriff(3/20/2024) 1 FTE—Deputy Sheriff(3/10/2024) 1 FTE—Support Specialist(Eff2/28/2024) 1 FTE—Community Service Officer(Eff 11/15/zoz3) 1 FTE—Community Service Officer(Eff 9/18/2023) 1 FTE—Support Specialist(Eff 8/25/zoz3) 1 FTE—Corrections Deputy(Eff 1/1/2023) 1 FTE—Corrections Deputy(Eff 1/1/2023) 1 FTE—Corrections Deputy(Eff 1/1/2022) 13 FTE Vacant Funded Positions *Per MUNIS 9/16/2024 Support Services Budget Commissioner Emergency Human Information Labor Risk Manager Administration Management Resources Services Relations Management