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HomeMy WebLinkAbout10/24/2024 Docusign Envelope ID: E184AF3B-4AF4-434A-9412-9F98720785C9 Mason County Civil Service Commission Meeting Minutes October 24, 2024 The regular meeting was called to order at 5:00 p.m. by Chairperson Sue Ickes. Attendance: Sue Ickes, Chair; Mark Nault, Commissioner; and Mel Ferrier, Commissioner Others: Tami Beyer, Keli Dunlap, and Becky Rogers Business: 1. Approval of Minutes: September 19, 2024, regular meeting minutes. Cmmrs. Nault/Ferrier moved and seconded to approve the September 15, 2024, regular meeting minutes. Motion carried unanimously. 2. Open Forum for Citizen Input 3. Chief Examiner Update 3.1. Position Tracking - 12 vacant funded positions: Community Service Officer-3, Corrections Deputy-5, Deputy Sheriff-2, and Support Specialist-2 3.2. Draft revisions to Civil Service Rules, Chapters 1 - 12. The Board discussed the draft revisions concerning the definition of days, working days, business days, or calendar days. It was the consensus that the use of days meaning calendar days would be less confusing. References to 15 days to increase to 20 days would be best for the candidates. Chief Beyer requested that CSR 8.15 D Extra Help Qualifications for Deputy Sheriff and Corrections be removed due to the continuous changes in qualifications. Cmmrs. Ferrier/Nault moved and seconded to approve the draft Civil Service Rules (CSR), Chapters I —12 which were submitted in the meeting packet, in addition to the following revisions: CSR 5.1 D & 5.1 F- change fifteen (15) days to twenty (20) days. CSR 2. Definitions—Day(s) means calendar days, unless otherwise defined in specific sections of the rules. CSR 8.15 D-Extra Help List Qualifications-Remove all including sections I —4 and to move the revisions forward for a public hearing on November 21, 2024, at 5:00 p.m. Motion carried unanimously. 3.3. Civil Service Chief Examiner Position - Chair Ickes stated they are discussing the question whether the Civil Service Commission is in compliance with the RCW having the Chief Examiner position under the Civil Service Commission or HR. With the information provided it shows that most Chief Examiners are Docusign Envelope ID: E184AF3B-4AF4-434A-9412-9F98720785C9 Mason County Civil Service Commission Meeting Minutes October 24,2024 Page 2 under Human Resources as opposed to directly under Civil Service Commission. Chief Beyer stated at the last meeting she was citing the RCW that talks about the Civil Service Commission shall by competitive process select a chief examiner who would perform the duties of the chief examiner and report to the Civil Service Commission. Due to the amount of staff turnover and the positions they are trying to fill in the Sheriff's Office, they would like to see the Chief Examiner position be considered as a full-time position. Mary Ransier, HR Director, stated that currently the Chief Examiner duties are designated as one-third of an FTE position within HR, one-third of the position is Board of Equalization duties, and the other one-third is HR Administrative duties. She interpreted the RCW that the Civil Service Commission has supervisory responsibility over the Chief Examiner position. However, because the Chief Examiner duties are less than one FTE, the Civil Service Commission and Human Resources would have responsibilities together. The FTE is a competitive examination. Cmmr. Ickes asked if they were to move the Chief Examiner position out of HR, what about funding? Ms. Ransier stated that if the Civil Service Commission feels the Chief Examiner is a full-time position, and want to approach the County Commissioners, she would not want to lose a full-time position in HR. She did not think it would be possible for it to be two-thirds of work vs. one-third of work. The Sheriff's Office sees this as one FTE position to get the level of service they would need. They are asking for additional pieces of FTE up to one FTE. Whatever the Civil Service Commission would like to do it is unclear what the climate is with the County Commissioners during the budget season. Possibilities could be an additional FTE in the Commissioner's office for BOE duties, or an FTE in HR just for Civil Service duties, or .5 FTE Chief Examiner with no benefits like Grays Harbor County, directly reporting to the Civil Service Commission. Cmmr. Ickes noted the Chief Examiner duties has expanded with the volume of turnover in the Sheriff's Office. Ms. Ransier suggested tracking the Chief Examiner's time over a few weeks and build a data driven business case. The Sheriff's Office could provide input on additional things they would like to see to move candidates faster or have for greater service. They could determine if it would be .5, .75 of 1 FTE. Does the Chief Examiner position need to be under HR or under the County Docusign Envelope ID: E184AF3B-4AF4-434A-9412-9F98720785C9 Mason County Civil Service Commission Meeting Minutes October 24,2024 Page 3 Commissioners? Having multiple proposals provided to the County Commissioners for consideration could be successful. Cmmr. Ickes stated they will table further discussion at this time and move forward with the data driven business case in mind. The Commission determined to move forward with this process. 4. Sheriff's Office Update 4.1. Corrections - Keli Dunlap, Executive Assistant to Jail Chief, stated they are working with candidates on the Corrections Deputy eligibility list. They have interviews scheduled next week, and one in background. CSO interviews are planned for next week. Once the collective bargaining agreement gets finalized, they will try to get more people applicants by posting an announcement on Facebook. 4.2. Patrol - Nothing to report currently. 4.3. Support Staff - Chief Beyer is scheduling interviews for the Support Specialist position. One staff is on FMLA. 5. Adjourn - The meeting adjourned at 5:50 p.m. due to no further business. DocuSigned by: Signed by: Signed by: see � Nab- PP.,..,._ FQ7AZ Susan Ickes Mark Nault Mel Ferrier Chair Vice-Chair Commissioner Signed by: F v' 1`6" Becky (Rogers Secretary/Chief Examiner