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HomeMy WebLinkAbout10/24/2024 (3) October 24.1 DRAFT Meeting Agenda Mason County Civil Service Commission 423 N. 5t" Street, Shelton, WA Thursday, October 24, 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/l/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: September 19,2024, regular meeting minutes. Action 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. 3.3. Civil Service Chief Examiner Position 4. Sheriff's Office Update 4.1. Corrections 4.2. Patrol 4.3. Support Staff 5. Adjourn Next regular meeting is Thursday, November 21, 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 September 19, 2024 The regular meeting was called to order at 5:00 p.m. by Chairperson Sue Ickes. Attendance: Sue Ickes, Chair; and Mark Nault, Commissioner Others: Tami Beyer, and Becky Rogers. Business: 1. Approval of Minutes: August 15, 2024, regular meeting minutes. Cmmrs. Naulfferrier moved and seconded to approve the August 15, 2024, regular meeting minutes. Motion carried unanimously. 2. Open Forum for Citizen Input 3. Civil Service Rule Draft Updates - Chief Beyer reported the sub-committee met to discuss draft language to the Civil Service Rules relating to promotional testing and other recommended revisions within the Rules. She stated they will put together the draft revisions and present a week before the next meeting for the Commission to consider. 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. Cmmrs. Nault/Ferrier moved and seconded to reschedule the regularly scheduled October 17, 2024, meeting to October 24, 2024, at 5:00 p.m. Motion carried unanimously. 5. Sheriff's Office Update - Chief Beyer reported on the following divisions. 5.1. Corrections - Five employees have applied with other agencies. The collective bargaining agreement (CBA) for 2025 is open for negotiations. A significant salary increase is being proposed and would need to be voted on which could encourage employees to stay with the agency. 5.2. Patrol - One deputy is in background and one deputy is at the Criminal Justice Training Commission Academy. One Community Service Officer applicant is in background. 5.3. Support Staff - There are two vacant positions. They had four interviews of which two applicants did not pass and one was removed. 5.4. Civil Service Chief Examiner position - Chief Beyer requested that the Civil Service Commission review RCW 41.14.050 regarding compliance concerning Mason County Civil Service Commission Meeting Minutes September 19,2024 Page 2 the Chief Examiner position. The Chair requested a copy of the RCW be emailed to the members and this item be added to the next meeting agenda. 6. Adjourn - The meeting adjourned at 5:30 p.m. due to no further business. 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: 10/24/2024 Subject: Civil Service Position Tracking Listed below are the 2024 Civil Service positions, which are funded and vacant*: Vacant Positions 1 FTE—Corrections Deputy(Eff 9/1/2024) 1 FTE—Corrections Deputy(Eff 9/1/2024) 1 FTE—Corrections Deputy(Eff 3/31/2024) 1 FTE—Community Service Officer(Eff 3/31/zoz4) 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/zoz3) 1 FTE—Support Specialist(Eff 8/25/zoz3) 1 FTE—Corrections Deputy(Eff 1/1/2023) 1 FTE—Corrections Deputy(Eff 1/1/2022) 12 FTE Vacant Funded Positions *Per MUNIS io/3.8/2024 Support Services Budget Commissioner Emergency Human Information Labor Risk Manager Administration Management Resources Services Relations Management 1. PURPOSE,AMENDMENT,ADMINISTRATION AND DISTRIBUTION 1.1 Purpose: The purpose of these rules is to supplement the provisions of RCW 41.14, which provides for a merit system of employment for sheriff's office employees. The rules set forth the principles and procedures that are to be followed in the conduct and administration of the Mason County Civil Service program. The rules are designed to provide the public,the sheriff, and employees with reasonable assurance that personnel actions will be carried out uniformly, equitably, and upon the basis of merit principles. 1.2 Amendment: Proposals for amendments to these rules may be submitted in writing to the commission by a commissioner,the chief examiner,the sheriff's department or their representatives, an employee, or any other interested person. Prior to the adoption, revision, or repeal of any rule,the commission shall hold at least one public hearing. Notice of such hearing must be given at least ten days prior to the hearing by providing the sheriff and sheriff's office employees with copies of the proposed amendment together with notice of the time, date, and place of such hearing. Notice will be given by transmitting a memo or email to the sheriff, under sheriff, and/or chiefs who will distribute the notice to all staff. Any amendments or revisions shall become effective when adopted by the Civil Service Commission. 1.3 Administration: The chief examiner is responsible for the administration of these rules and shall keep a record of all proposed amendments to these rules together with any action taken thereon. 1.4 Distribution: Mason County Civil Service Rules shall be posted on the commission's web site. The chief examiner shall provide a copy of these rules to any interested pa rty. 1.5 Severability: If any provision of these rules or their application to any person or circumstance is held to be invalid,the remainder of these rules and their application to other persons or circumstances shall not be affected. 1.6 Notices: Whenever these rules require a notice or mailing to the sheriff's office, an applicant or eligible the notice or mailing maybe provided by email if an email address has been provided. 2. DEFINITIONS Definitions of terms used in these rules and regulations: Unless a different meaning is plainly required by the context,the following words and phrases, as used in these rules and regulations, have the meanings indicated ALLOCATE means the act of assigning each position to its proper class. APPOINT means the act of the appointing authority in assigning to a position an eligible applicant who has been certified by the chief examiner for assignment in such position. APPOINTING AUTHORITY means the Mason County Sheriff or his or her designee. CERTIFY means the act of the chief examiner in supplying the appointing authority with the names of eligible persons to fill a vacant position in the classified service for which certification is requested. CHIEF EXAMINER means the position of secretary and chief examiner of the Commission. CLASS/CLASSIFICATION means a position or group of positions having similar duties, responsibilities, and authority, requiring similar qualifications, which can be properly designated by one title indicative of the nature of the work and salary range. CLASSIFIED SERVICE means all positions within the Mason County Sheriff's Office except those specifically included in the unclassified service. COMMISSION means the Mason County Civil Service Commission. COMMISSIONER means any one of the members of the Mason County Civil Service Commission. CONTINUOUS SERVICE means employment in the classified service as a regular or probationary employee for the requisite period of time immediately preceding the application deadline or other deadline as established by the commission that is uninterrupted except for authorized leave of absence, disability or family medical leave, or separation due to layoff; however,time lost due to layoff, disability leave, or approved absence in excess of 30 days without pay shall not be included in the determination of length of continuous service except as otherwise provided by these rules or required by federal or state statute. DAY(S) means calendar days unless otherwise defined in specific sections of the rules. Formatted:Font:Not Bold DEMOTION means the change of a regular employee from a position in one class to a position in another class having a lower maximum salary range. ELIGIBLE means a person listed on an active eligibility list that has rights under these rules to be certified for appointment. ELIGIBILITY LIST means a list of all persons who have qualified for appointment to positions within a certain class under the provisions of these rules and who have not yet been appointed to such class or removed from such list in accordance with these rules. EMPLOYEE means a person occupying a position within the classified service who is paid a salary or wage for services rendered. EXTRA HELP means a temporary appointment above normal staffing levels during a short term, non-emergency situation requiring additional staff. Reasons for extra help include but are not limited to leaves, boat patrol, special events,training, and unforeseen service needs. LATERAL ENTRY means entrance into a Deputy Sheriff or Correction Officer position through an open competitive testing process, where candidates are required to be currently employed in a like classification. LEOFF means the Washington law enforcement officers and fire fighters retirement system. PART-TIME EMPLOYEE means an eligible person hired off of an eligibility list, lateral entry list, recall list, or rehire list into the classified service of the sheriff's office that is an employee hired in a regular, county-budgeted position who is budgeted to work set hours on a regular, recurring basis for a minimum of twenty hours and less than forty hours per week, and is subject to the rights, responsibilities, and rules of civil service; or PRELIMINARY RANKING EXAMINATION means an examination used to narrow and rank the field of applicants in the first phase of a multi-phased examination process. POSITION means a group of current duties and responsibilities described by a job specification that has been assigned or delegated by the appointing authority and that requires the full time or part time service of an employee. PROBATIONARY EMPLOYEE means any employee who is serving a probationary period. PROBATIONARY PERIOD means a trial employment period prior to regular employment to test the actual performance of duties and to determine the employee's fitness for the position. PROMOTION means the appointment of an employee certified from the appropriate promotional register to a position in a class having a higher maximum salary range. PROMOTIONAL EXAMINATION..An examination for positions in a particular class, Formatted:Font:(Default)Tahoma,Bold admission to which is limited to employees in the classified service or exempt employees who Formatted:Font:(Default)Tahoma have previously served in the classified service who meet the qualifications set forth in the announcement of the examination. i PROMOTIONAL LIST means an eligibility list established by a promotional examination. PROVISIONAL APPOINTMENT means a non-competitive appointment to fill a classified position pending establishment of an eligibility list for the class. PROVISIONAL EMPLOYEE means any employee filling a position by provisional appointment. REALLOCATE means reassigning a position to a different class in the classification plan. RECALL LIST means an eligibility list established by listing former regular or probationary employees who have been separated from the classified service by layoff and current employees who have been reclassified or reallocated in accordance with Rule 4.8. RECLASSIFY means changing the classification of a position. REFERRAL means the names certified by the Chief Examiner to the appointing authority in response to a request in order to fill a position. REHIRE LIST means an unranked employment list of persons who resigned voluntarily, left employment due to being laid off, or was reclassified or reallocated from the sheriff's office. REGULAR EMPLOYEE means any employee in the classified service who has completed a probationary period in a regular county budgeted position. REINSTATEMENT means the appointment to the formerly held position without competitive examination of an employee who separated from the classified service while in good standing,who has completed the probationary period in the classification, and who has maintained the qualifications for the position. RESIGNATION means a voluntary separation from employment initiated by an employee in writing. SELECTIVE CERTIFICATION means certification of names from an eligibility list for a position as requested by the appointing authority based on specific bona fide occupational qualifications that are necessary for sexual privacy, medical or psychological treatment, or undercover law enforcement. SHERIFF means the elected Mason County Sheriff. SUSPENSION means the temporary removal of an employee from duty. TRANSFER means the change of a regular employee from one position to another position within the same classification, or the change of a regular employee from one classification to another. UNCLASSIFIED SERVICE consists of the positions of sheriff, undersheriff, chief criminal deputy, chief civil deputy, chief of corrections, chief deputy of administration, or such equivalent positions as designated in accordance with RCW 41.14.070. The unclassified service is exempt from the provisions of these rules. VACANCY means a position that is not occupied. WORKING DAYS, feF the pblFpese of any notice period provided for herein, means Monday Commented[TB1]:problematic deleting this.working days is relevant to appeals,change of address,restoration to eligibility lists and so forth.Perhaps changing it to the County's working days or County business days? Commented[GUM]:County business days seems a clearer explanation to me,especially since we have shift workers. Commented[DD3R1]:"Guest User"here is me prior to signing in to my account. Commented[MR4R1]:@Danielle Drogmund @Tami Beyer During our working group meeting we had decided to define DAYS as calendar days and put the definition here so we can use the word days throughout the document. Commented[TBSRS]:Yes,I do remember that conversation at he meeting.Upon reviewing the Rules,it seems that in doing so as a blanket change,it will conflict with some of the rules.I have noted them throughout for review as individual citations. 3. ORGANIZATION 3.1 Chair: On an annual basis,the commission shall elect one commissioner to serve as Chair. The chair shall serve for a calendar year and continue to serve until a successor is selected. 1.3 Meetings: The commission will establish the time and place of the regular monthly meetings. Notice of the regular meeting schedule shall be transmitted at least annually by a memo to the sheriff and will be posted on the Mason County Civil Service website. Special meetings and executive sessions may be called in accordance with provisions Formatted:Font:Not Bold of Chapter 42.30 RCW. 3.3 Chief Examiner: The chief examiner shall, subject to direction by the commission: A. Prepare such forms and procedures considered necessary, appropriate, or desirable to fulfill the commission's responsibilities and duties. B. Maintain the classification plan provided for in rule four(4). C. Provide for the establishment and maintenance of such records as the commission deems advisable or necessary. D. Certify or refuse to certify the payroll pursuant to the commission's instructions. E. Develop and administer such recruiting and examination programs as may be necessary to obtain an adequate supply of competent applicants, and prepare eligibility lists based upon results of competitive examinations. F. Act as secretary to the commission at its regular and special meetings by taking, transcribing, and maintaining minutes of such meetings; submitting the same for approval of the commission and the signature of the chair; and performing such other duties related to meetings as may be assigned by the commission. G. Perform such other duties, not inconsistent with Chapter 41.14 RCW or these rules, as the commission may direct. 3.4 Continuation of Business: If the chief examiner is unavailable, the commission or chair may delegate the responsibility to perform duties of the chief examiner to a Mason County employee other than an employee of the sheriff's office, provided that the commission shall be briefed on the duties performed at its next regular meeting. 4. THE CLASSIFICATION PLAN 4.1 Classification,Allocation,Appointments-General: The commission shall classify positions pursuant to RCW 41.14.070 within the classified service. The classification plan shall standardize titles, each of which shall be indicative of a range of comparable duties and responsibilities and shall have the same meaning throughout the classified service. No allocation,appointment, promotion, or demotion to any position shall be made except as provided for herein. 4.2 Classification of Positions: The chief examiner will review the duties of each position and determine placement into an appropriate classification in accordance with the character, difficulty, and responsibility of its designated duties. Positions shall be allocated to a given class when: A. The same descriptive title may be used to designate each position in the class; B. The same level of education, experience, knowledge, ability, and other qualifications are required. 4.3 Classification Titles: Classification titles shall be used in all personnel, accounting, budgeting, and financial records. No applicant or employee shall be appointed to or employed in a position in the classified service under a title not included in the classification plan. 4.4 Classification Specification: The classification specifications shall be used as a guide in the classification of positions and have the following force and effect: A. The specifications are descriptive and not restrictive. They are intended to indicate the type and level of duties and responsibilities that may be performed by a particular class. Specifications are to be interpreted in their entirety and will identify distinguishing features from other class specifications. B. In determining the classification to which a particular position should be allocated,the specifications of each classification shall be considered. Consideration shall be given to the duties, specific tasks, responsibilities, and qualifications of a class and to the relationship to other classes. 4.5 Use of Classification Plan: The classification plan shall be used: A. In preparing public announcements of examinations or vacancies. B. As a guide in preparing examinations that test the relative ability of applicants to perform the work of specific classes. C. In determining promotional sequences. D. In providing uniform job terminology that is understandable to county officials, employees, and the geneFal publiepublic. E. In creating employment lists from which applicants may be certified to fill vacancies. F. As a guide for the appointing authority in assigning duties. 4.6 Maintenance of the Classification Plan: The chief examiner is responsible for maintaining the classification plan to ensure each position is appropriately classified. The chief examiner shall periodically recommend to the commission, after consultation with the sheriff, necessary amendments to the classification plan in the form of new classes, revision of existing classes, and the abolition of classes no longer required in the plan. Upon the commission's approving the establishment of a new classification or the revision or abolition of an existing classification, the sheriff and human resources shall be notified. Revisions of classification specifications and reallocations or reclassifications within the classification plan shall be made as follows: A. The chief examiner shall study the duties and responsibilities of each new position as it is created and place the position in the appropriate classification within the classification plan. B. Changes in the duties and responsibilities of a position involving the addition of new assignments, or removal or modification of existing assignments shall be reported to the chief examiner by the appointing authority. If such changes are determined to be on-going and sufficient to justify a reallocation or reclassification, the chief examiner shall reallocate or reclassify such position to its appropriate class. C. The chief examiner shall periodically review the classification of positions and, upon the basis of such review, make appropriate changes in allocations or classifications or recommend changes in the classification plan. D. The appointing authority and all employees in a class subject to a reclassification, reallocation, or other change to the classification shall be given written notice at least ten (10)days prior to the commission meeting where the item will be considered. E. Changes to classification specifications, no matter how minor, must be approved by the commission. 4.7 Revisions: Requests for revisions or review of classifications by the appointing authority shall be accompanied by organization charts and position classification recommendations. 4.8 Status of Employees Reallocated/Reclassified: The status of regular employees affected by reallocation or reclassification occurring in the administration of the classification plan shall be resolved in the following manner: A. Any employee whose position is reclassified or reallocated from one classification to a lower classification shall retain regular status in the classification from which the position is reallocated or reclassified and shall, if practicable, be appointed to another position in that classification or voluntarily transferred in accordance with these rules. Otherwise, the employee shall be granted regular status in the lower classification and be placed on the recall list for the higher classification. Employees placed on the recall list under this provision shall have the same rights as employees placed on the recall list as-a result efbecause of layoff. B. Any employee whose position is reallocated or reclassified to a substantially equivalent classification shall be given regular status in the position and classification to which allocated. C. Any employee whose position is reallocated or reclassified to a higher classification may occupy the reclassified position on a temporary basis until the commission determines whether a test to demonstrate qualifications is needed. The employee shall be placed in a position as follows: 1. If the employee can demonstrate that he or she meets the qualifications for the higher classification by passing a non-competitive exam for that classification, he or she will be placed in the higher position. 2. The employee may choose to be placed in a vacant position either in the classification to which his or her position was formerly allocated, or a vacant position in a lower classification for which he or she is qualified as determined by the chief examiner. in the event thatIf no vacancy exists in the former classification, the employee may choose to have his or her name placed on the recall list for the classification to which the position was formerly allocated. Employees placed on the recall list under this provision shall have the same rights as employees placed on the recall list as awe because of layoff. 4.9 Allocation and Classification Appeals: The appointing authority or any regular employee who believes his or her position has been improperly allocated or reclassified may appeal to the commission within thirty days of the allocation or reclassification. Such appeals shall be in writing and fully set forth the reasons for appeal. Upon receipt of such appeal,the chief examiner shall set the matter for an informal hearing where interested persons shall be given an opportunity to be heard. Written notice setting out the nature of the appeal and the date,time, and place of the hearing shall be transmitted to the appellant and appointing authority with an email copy to all sheriff's office employees at least five(5) days prior to the hearing. Any decision of the commission pursuant to this provision that modifies the allocation or classification shall be retroactive to the date the appeal was filed or a date mutually agreed upon by the county and the union. 4.10 Perform Duties of Class: The appointing authority shall neither require nor permit employees to perform duties outside their proper classifications except in emergencies and then only for a maximum period of thirty (30) calendar days, unless permission for a longer period is given by the commission. 4.11 Reporting Violations of Classification Regulations: Any employee who believes he or she is being required to perform duties outside the proper scope of the appropriate class may notify the commission in writing. The chief examiner shall investigate and report findings and recommendations to the commission. 4.12 Request by Appointing Authority for Allocation or Reclassification: Whenever it becomes necessary to establish new positions or to significantly alter the duties and responsibilities of existing positions, the appointing authority shall submit a written request for allocation or reclassification to the chief examiner accompanied by"before and after" organization charts and position specification. 5. RECRUITMENT&ELIGIBILITY Commented[TB8]:adopt something similar to Thurston but changing 5(county or business days)to 15 days 5.1 5.1 Announcement of Examination: Announcement of Examination A. Notice of all promotional examinations shall be sent to all Sheriff's Office -. -- -- employees via email and notice may be provided in any other at least fifteen (15)daYS PFieF te the anneuneefnent�s elesing date as manner determined by the Commission or Chief Examiner. B. Notice of all other examinations shall be posted on the Civil Service website and e9nif$$i61 may be posted or advertised in any other manner as determined by A. Notice of all promotional examinations shall be sent to all Sheriff's Office the chief Examiner or Commission.The notice shall state the applicable employees via email and notice may be provided in any other manner deadlines for C.submitting an application applying to take an examinati° determined by the Commission or Chief Examiner. B. Notice of all other examinations shall be posted on the Civil Service website and' The Chief Examiner may amend any announcement providing a may be posted or advertised in an other manner as determined b the Chief minimum of five y p y y (5)days'notice. Examiner Or Commission. D. All notices will be posted for a minimum of five(5)days. C. The notice shall state the applicable deadlines for submitting an application or E. applying to take an examination. All notices will identify the minimum qualifications set forth in the classification E.D. The Chief Examiner may amend any announcement providing a minimum specification. of five 5 days'notice. (and keep current B language"The announcement shall state the y plan for the examination process and list the components of the D. All notices will be posted for a minimum of fifteen (15)days. examination process...) E. All notices will identify the minimum qualifications set forth in the classification Formatted:Strikethrough specification. Formatted:Strikethrough $. F All promotional examinations shall be publicized at least fifteen (15)days prior Formatted:Indent:Left: 0.5",Hanging: 0.5" to the closing date by sending the announcement to all sheriff's office Formatted:Strikethrough employees via email and may include posting the announcement as determined Formatted:Indent:Left: 0.5",Hanging: 0.5" by the commission or chief examiner.The announcement shall state the plan for Formatted:Strikethrough the examination process and list the components of the examination process as required by Section 6.10. 5.2 Filing of Applications: All applicants for positions in the classified service that are advertised externally to the sheriff's office must submit a signed application on the form prescribed by the commission. All applications must be received in the commission's office within the time limit fixed in the official announcement of examination. A. Promotional Exams: All applicants for promotional examinations must submit a notice of intent to test or other required materials as specified in the official announcement to the chief examiner within the time limit fixed in the official announcement of examination. B. Application Fee: All applicants for exams advertised externally to the sheriff's office may be required to pay an appropriate application fee in accordance with applicable Mason County ordinances,tape aceeu-Rt siderina the ability of the applicant to pay. An application shall not be considered received until the appropriate application fee has been paid if required. 5.3 Change of Applicant's Address: All applicants are responsible for notifying the commission in writing withing five (5)days of any change of address and or status. Notice will be accepted via email. Commented[TB9]:Add change ofemail address&number of days required to notify CS such as 5 business days 5.4 Qualifications: To be eligible for examination, including promotional examinations, applicants must meet the qualifications as set out in the announcement.Applicants must meet the minimum qualifications set forth in the classification specification at time of submission of application unless otherwise specified in these Rules, or for promotional testing,at time of submission of notice of intent to test. -The commission Commented[TBlo]:Insert language:must be eligible bydate shall prescribe for each position such qualifications as in its judgment are necessary for opening/promotion posted(?) job performance. -Unless specifically designated otherwise by the commission or state Commented[TB11R10]: soorth iglike:Applicantsmust meet the minimum qualificationss set f forth n the law,the following shall be qualifications for all positions: classification specification at time of submission of application unless otherwise specified in these Rules,or for promotional testing,at time of submission of A. Citizenship. An applicant must be a citizen of the United States, a lawful notice of intent to permanent resident, or a deferred action for childhood arrivals(DACA) recipient test. who can speak, read, and write,the English language se as teto be easily understood. B. Age. The minimum employee age shall be stated in the announcement of examination. The commission shall permit filing by applicants not more than one (1)year under the specified minimum age. If such applicants are successful in passing the examination, their eligibility shall be held in abeyance until they reach the required minimum age, at which time they must report reaching the minimum age in writing. They shall then be placed on the eligibility list in accordance with their final examination ratings. Any eligibility so attained shall expire with that of other eligibles from the same examination. Commented[TB12]:Insert section regarding notification: 5.5 Notifications by Email: Notifications and/or correspondence to applicants Notifications candidates Notifications and/oremail mess Cherence to applicants and candidates will be sent via email unless other and candidates will be sent via email unless other arrangements are made in arrangements we made in writing to thechie£Examiner. writing to the Chief Examiner. 5.5 Proof of Qualifications: The chief examiner may require evidence of a satisfactory degree of education,training, experience, or any other qualifications required for eligibility. Commented[TB13]:What about including that the examiner shall post the Employment Standards on the CS Website and include a copy with each employment announcement? 5.6 Rejection of Application: The chief examiner shall reject any application or applicant for appointment, promotion, or re-employment for any of the following reasons: A. The applicant lacks the minimum qualifications set forth in the criuRmnatien Commented[TB14]:should this say examination annieuneemcrrr Classification position description. -- -- armouncemenfor'classification position description' Formatted:Strikethrough B. The applicant has made a false statement on the application with regard Formatted:Strikethrough tereaarding any material facts. C. The applicant has been dismissed for cause from any classified position in a law enforcement agency within the preceding twelve(12) months and no grievance or appeal is pending. D. The applicant, after notification, did not appear at the time and place designated for examination, E. Failed to respond to a request for contact,failed to provide requested Formatted:Indent:First line: 0.49" information for exam or background- Commented[TB151:failed to respond to a request for contact, failed to provide requested information for exam or background i. F. The applicant has directly or indirectly paid or promised to pay any money or Formatted:Strikethrough other valuable thing to any person to achieve appointment, promotion, or re- employment. G. Failure to pass pre-employment screening standards. If rejection is for this,the commented[T616]:s.c Eaad failure plicant pre-employment screening standards.If reject is for this,the applicant must be applicant must be notified in writing of the reason. notified in writing ofthe reason. Commented[TB17]:Review Thurston's 5.8&5.9 instead of 5.7 5.7 De u}y�Sheriff or Corrections De uty Lateral Entry: An eligibility list for deputy this lie p �7 h _.._ _� g �l h �Y Applications for CJTC Academy-Certified Entry:Applicants for sheriff may be created from the names of persons whojare oF haVe been eFf1pleyed CJTC academy-certified entry Deputy Sheriff and Corrections mthon the last twelve (12) Frienths by anether civilian law enfemement agency as full Deputy must submit a completed Thurston County application and meet the following criteria: time, paid, peaee effiEers having law enfereeFflent autheFit)�Applicants n9ust pessess A.Meet minimum qualifications of the Thurston County position (Deputy Sheriff or Corrections Deputy)in which the applicant is applying,to include passing required examinations. B.Must have a current Washington State Criminal Justice Training Commission Basic Law Enforcement Academy Certificate(Deputy state-and meet the following qualifications: Sheriff)or Corrections Deputy Certification(Corrections Deputy). C.Must have been employed with a law enforcement agency in A. Meet minimum qualifications of the Mason County position (Deputy Sheriff or Corrections Washington State within the prior 12 months. Deputy) in which the applicant is applying,to include passing required examinations. 5.10 Applications for Lateral Entry:Applicants for lateral entry Deputy Sheriff and Corrections Deputy must submit a completed B. Must have a current Washington State Criminal Justice Training Commission Basic Law Thurston Comfy application and meet the following criteria: Enforcement Academy Certificate(Deputy Sheriff)or Corrections Deputy Certification A.Meet minimum qualifications of the Thurston Comfy position (Deputy Sheriff or Corrections Deputy)in which the applicant is (Corrections Deputy) or equivalent certification from another state-approved academy applying,to include passing required examinations. and have the ability to obtain an equivalency certification within the first twelve 12 B.MnsthonBasiave a rr awEnont rcemengton tAcadeate yCeJustate(ice De Training `y q y ( � Commission Basic Law Enforcement Academy Certificate(Deputy months of employment by meeting the standards of the Washington State Criminal sheriff)or Corrections Deputy Certification(Corrections Deputy)or Justice Trainin Commission. equivalent certification from another state-approved academy and g have the abifity to obtain an equivalency certification within the first C. Have successfully completed the testing process and been hired by another jurisdiction twelve(12)months ofemployment by meeting the standards ofthe Washington State Criminal Justice Training Commission. from a civil service commission certified eligibility list or other like process. C.Have successfully completed the testing process and been hired D. Have at least 12-months continuous work experience and successfully completed and by mother 14 probationary_period as a full-time,paid,peace officer with law enforcement authority jurisdiction from a civil service eemmssion certified eligibility list (for Deputy Sheriff a licants` or as a Corrections Deputy with general corrections D.other like process. p `7 applicants), h `Y D.Have at least 12-months continuous work experience and experience (for Corrections Deputy applicants . successfully completed any probationary period as afull-time,paid, peace officer with law enforcement authority(for Deputy Sheriff E. From the most recent law enforcement or corrections agency, the applicant must have no applicants),or as a Corrections Deputy with general corrections more than a 12-month break in service. experience(for corrections Deputy applicants). E.From the most recent law enforcement or corrections agency,the applicant must have no more than a 12-month break in service. i an Commented[DD18R17]:The title of 5.7 should be modified to "Deputy Sheriff or Corrections Deputy Lateral Entry"since the body 6. EXAMINATIONS of 5.7(and,alternatively,TCSO 5.8&5.9)refers to both Deputy Sheriff and Corrections Deputy. 6.1 Examinations: All examinations shall be impartial and shall relate to those matters Formatted:Strikethrough that will fairly test the capacity and fitness of candidates to efficiently perform the Formatted:Indent:Left: 0",Hanging: 0.5" duties of the position to be filled. Examinations may include written, oral, physical Formatted:Indent:Left: 0 Hanging: 0.5" fitness, and performance tests, or any combination of these. Tests may take into Formatted:Strikethrough consideration such factors as education, experience, aptitude, knowledge, physical Formatted:Strikethrough fitness, or any other qualifications or attributes that, in the judgment of the Formatted:Strikethrough Formatted:Strikethrough commission or chief examiner, enter intoenter the determination of the relative fitness of applicants. The results of personality tests, if given, may be considered as part of the scoring of any oral examination. Support Specialist Examination Process: Written application and examination by Civil Service in the presence of the chief examiner. Any of the examination modes outlined in Civil Service Rules 6.14 may be altered for good cause in the discretion of the Civil Service Commission. Continuous Testing:The Commission may adopt continuous testing when the duration of the recruitment is open-ended and applications are accepted at any time. Formatted:Indent:Left: 0.44" 6.2 Identity of Examinees Concealed: The chief examiner may require that the identity of all persons taking a competitive test be concealed by use of an identification number for all or specific parts of the examination process until all scores are established. 6.3 Rating Examinations: Final examination scores shall be expressed on, or converted to, a scale of one hundred (100)for maximum possible attainment with the required passing score set by the commission or the chief examiner. 6.4 Minimum Score on each Section: The commission or chief examiner may set a minimum score for any part, parts, or phase of entry-level examinations. Any candidate who fails to attain such minimum score shall be considered to have failed the entire examination. 6.5 Number of Applicants: There are no limits to the number of applicants for a testing examination. scam Formatted:Strikethrough ^f`ests' Formatted:Strikethrough r Formatted:Strikethrough Formatted:Strkethrough 6.6 Review of Examinations: If the commission or chief examiner determines that the nature of an examination would allow review, a candidate may review the examination and the examination answer key. Such review must be requested and made within ten (10) calendar days after the examination. The review shall be made in the presence of the chief examiner, and the candidate may not take notes. A. After such review, if a candidate wishes to challenge any answer, a written challenge shall be submitted to the commission. Such challenge must be made within the ten (10)day review period. All such challenges shall be considered by the commission. If the commission determines such challenge is valid, the examination answer key shall be revised accordingly. The original examination answer key,together with any changes, shall be used in scoring all examination papers. B. No eligibility list shall be established until the commission issues its determination. 6.7 Notification of Results: As soon as the grading of the examination is completed the Chief Examiner shall,for e,E-ach applicant taking an examination shall-begi en _ Formatted:Strikethrough eetF .: rovided-a written and/or,�� ,�email-notification of the results theFee€,whether Formatted:Strikethrough they passed or failed, and if successful, of the total earned rating and relative position Commented[DD20]:change"provided"to provide on the eligibility list. Commented[TB21]:This should say'email'toconfomtwith definitions and previous sections regarding notification 6.8 Error in Scoring: An error in scoring or rating, if called to the attention of the chief Formatted:Strikethrough examiner within the ten (10) day review period, shall be corrected. Corrections shall Formatted:Strikethrough not impact any appointments made prior to the corrections. Formatted:Strikethrough Formatted:Strikethrough 6.9 Credit Applied to a Passing Examination: These credits may not be combined. A. Veterans Scoring Criteria: Veterans, as defined in RCW 41.04.90-,5007, who Commented[TB22]:Should this be41.04.001instead? obtain a passing score on an examination for original appointment, shall receive credit in accordance with Chapter 41.04 RCW. To receive such credit, a Department of Defense Certification Number DD 214 must be presented prior to or on the day of examination. In addition, applicants must certify that they have not previously obtained employment using such veteran's preference. B. Service Credit for Reserve Deputies and Provisional Employees: Applicants who are current reserve deputies or provisional employees for the Mason County Sheriff's Office and who obtain a passing score on an examination for original appointment, shall receive an additional 10 (ten) percent preference points. C. Service Credit for Employees of the Mason County Sheriff's Office: Applicants, who are current employees in good standing and off probation within the Mason County Sheriff's Office and who obtain a passing score on an examination for original appointment shall receive an additional 10 (ten) percent preference points. D. Credit for Mason County Residents: Applicants who have a physical address in Mason County and who obtain a passing score on an examination for original appointment shall receive an additional 10 (ten) percent preference points. 6.10 Promotional Examinations: Vacancies may be filled through promotional examination. When the commission determines that there will be a promotional examination, the commission shall: Commented[TB23]:spacing A. Establish, in addition to other eligibility requirements,the required minimum period of service in the lower classification or classifications, which shall not be less than ones year; B. Approve the examination plan for each promotional examination process,which shall include the date of a single examination, or each date of a multiphase examination process. The examination plan shall include the specific process for application, scoring or weight process, materials needed, interview process and method of notification and timelines; C. Set the minimum score required to advance in each phase of a multi-phased examination process if a minimum score will be required; D. Set the maximum number of applicants that may advance at the completion of each phase of a multiphase examination process. 1. When twos or more applicants achieve the same minimum score and occupy the lowest rank of applicants approved to advance from the preliminary ranking examination, then all applicants with that minimum score advance to the next phase of the examination process even if the resulting number of applicants to advance will exceed the set maximum number of applicants Commented[MR24]:Anyrecommendatonsforre-wordng this paragraph? )or more 2. A preliminary ranking examination may be waived by the chief examiner commented[UU2s same minimum scorebout and cup(zelowest applicants achieve the same minimum score and occupy the Lowest when the number of applications received at the deadline for filing rank of applicants approved toadvance from the preliminary ranking examapplications is equal to or less than the number approved to advance The nextphas[henheexamina all tonpro procat ess,even exceedadvancs the pp q pp the next phase of the examination process,even if this exceeds the from a preliminary ranking examination. set maximum number ofaa°an°ingapplicants." Formatted:Strikethrough E. Veteran's Scoring Criteria: Veteran's as defined by RCW 41.04.005 who were Formatted:Strikethrough called to active military service from employment with Mason County shall be awarded 5 (five) percent added to promotional examinations until the first promotion only per JRCW 41.04.010(3)3. ^ommented[TB26]:correct statute to read RCW 41.04.010(3) Formatted:Strikethrough Promotion in Place is permissible for Support Specialists when a position is filled - Formatted:Indent:Left: 0.97" at an entry level for recruitment,training,and development and when the employee's job performance and skill development support upgrading the incumbent and the position to the higher level. Formatted:Indent:Left: 0.98" Promotion in Place is permissible for Support Specialist I&II. A promotion is the appointment of an employee to a different classification with a higher salai-Y range. (eq. Support Specialist I to Support Specialist II). 6.11 Qualified as Eligible for Promotion: Applicants that successfully complete an assessment center examination or other type of final examination phase and are determined to be qualified as eligible for promotion will be ranked on the appropriate promotional eligibility list. 6.12 Time Interval: Any person who unsuccessfully competes in an examination for a particular class or is removed from an eligibility list under Rule 7.3 or 7.4 E shall not Abe Commented[TB27]:during final draft,cross-check to make eligible to compete in another examination for the same class within six(6) months of Sure these rules are correctly cited the establishment of the eligibility list resulting from the first examination unless otherwise authorized by the commission. 6.13 Postponement and Cancellation: Any examination may be postponed or cancelled at the discretion of the commission or chief examiner. In either{case,each applicant Commented[TB28]:Where is the language for promotion in shall be notified of the postponement Or cancellation. place?What am I missing here.A couple of years ago language was p p approved for promotion in place when an employee in a lessor SS 6.14 Clerical Promotions: (Promotions in Place): It is the policy of class meets criteria for class,puts it in writing to Division Chief,is Mason County Sheriff's Office to fill a position at a lower level for approvedby Chief and then by the Board. Commented[BR29R28]:@Tami Beyer-Possibly you are recruitment and/or training and development,until the employee's referring to 6.14 Clerical Promotions? knowledge,skills and abilities Nob performance)support grade of the Commented[TB30R28]:@Becky Rogers Can you pull the position to the higher level. meeting minutes surroundingthis?My recollection is that were should be something in here that allows,with CS approval,to by- pass a fomtal CS examination for Promotion in Place. When vacancies occur in any grade class they shall, whenever practicable, be filled by promotion from the next lower grade class(ea. Support Specialist I to Support Commented[BR31R28]:@TarmBeyer-I've included the Specialist II).: Such promotions shall be upon merit and examination open to language approved 7/l/2021 that was omitted. members from the next lower grade er grades class or classes of the division in which Formatted:Indent:Hanging: 0.01" the vacancies exist,as may be determined by the Commission. Promotion shall be made upon positive merit of the person promoted as shown by previous service,as well as upon merit shown by the examination. A. Examinations for promotions shall be practical in character and shall test the general intelligence,accuracy,and qualifications of applicants for the position involved. Formatted:Indent:Left: 1", No bullets or numbering B. No person who fails to attain a 701100 score or 70%average overall complete proficiency shall be deemed eligible for promotion. Formatted:Indent:Left: 1", No bullets or numbering C. Qualifications for admission for promotional examinations are set forth in CSR Section 6.10. 6.15 Make-Up Examinations.An applicant who is unable to take the regular promotional Formatted:Font:(Default)Tahoma examination,as scheduled, may be given a special examination upon written request. Formatted:Indent:Left: 0",Hanging: 0.44" Such applicant must submit a written request setting forth the reasons requiring the absence and provide documentary evidence which demonstrates that the applicant was unable to take the regular examination as scheduled. A. The following are the only reasons for granting a special examination time for an Formatted:Indent:Left: 0.49" entry level examination: 1)Activated for military duty. Applicant must provide a copy of their separation papers ' Formatted:Indent:Left: 0.44" no later than 10 days from the termination of such military duty; 2) Receipt of military orders requiring the applicant to report for active duty.Applicant must provide a copy of their orders at the time of the request. Formatted:Font:(Default)Tahoma 3)Absence from the test within one week after the date of death of a spouse,domestic partner, mother, father,sister, brother, child or child of a domestic partner of such applicant. B. The following are the only reasons for granting a special examination time for a promotional examination: 1)Activated for military duty. Applicant must provide a copy of their separation papers no later than 10 days from the termination of such military duty; 2) Receipt of military orders requiring the applicant to report for active duty. Applicant must provide a copy of their orders at the time of the request; 3)Compulsory attendance before a court or other public body or official having the power to compel attendance; 4)Any mandatory agency training; 5)Absence from the written test within one week after the date of a birth of a child or death of a spouse, domestic partner, mother,father, sister, brother, child or child of a domestic partner of such applicant. 7. ELIGIBLITY LISTS 7.1 Establishment of Eligibility Lists: The chief examiner shall establish and maintain such eligibility lists for the various classifications as are necessary to meet the needs of rCommented[TB32]:Here it says classification but in A says the sheriff's office. The names of applicants who receive passing scores on Level.Should match examinations shall be placed on the proper eligibility list in order of relative scores. When tie scores exist, persons shall occupy the same relative position. Types of eligibility lists that may be established in accordance with these rules include: �^", ^I Formatted:Strikethrou h A. Entry__._. Each classified position, e Formatted:Font: B. Lateral Entry for corrections officer and deputy sheriff only C. Rehire D. Recall E. Extra Help F. Promotional G. Criminal Justice Training Commission (CJTC) academy-certified entry for corrections officer and deputy sheriff only Commented[TB33]:change entire document from corrections officer to corrections deputy 7.2 Duration: Each list shall remain in effect until it has fewer than five (5) names on it or one (1)year unless extended by the Commission or unless stated otherwise in these rules. However, a new eligibility list may be established pursuant to Civil Service Rule 7,g, rommented[TB34]:The Commission has approved extensions epast.May need language here such as"An eligibility list canbe extended once." A. Eligible persons not certified on expired eligibility lists are rendered no longer eligible when a list expires. B. Eligible persons certified prior to expiration for a vacant position(s) shall continue to remain eligible for that vacant position(s) until filled. When that position(s) has been filled, certified names not selected from the expired list shall expire with the list. Commented[TB35]:This is way too wordy.What are we C. Continuous Testing: missing if we use this language? When using continuous testing,the Chief Examiner may establish a A continuous or periodic examination may be ordered and administered by the minimum score or a maximum number ofcandidates from the chief examiner for any class of positions for other than promotional candidate roster mto ay anedwith the cent eligesona candidate roster may be merged with the current eligibility list if the examinations. The chief examiner may close the filing period at any time after same examination was used.When merging lists,each eligible shall be ranked based on their examination scores,and their position on 10 ten days when a sufficient number of applications from qualified the list may change as additional eligibles are added and removed candidates are received. Filing will be open, applications received, and the from the list.Each eligible shall remain on the list for one year, unless removed in accordance with these roles. examinations administered according to the needs of the service. The names of Commented[TB36]:Why is this value needed? qualified eligibles resulting from such examinations shall be entered on the eligibility list and certifications for appointments shall be made in the same manner as from any eligibility list. Names of eligibles from successive examinations in the same program shall be entered on the eligibility list for the class at the appropriate places as determined by final scores. Names may be withheld from certification or removed from such eligibility lists in the same manner and for the same reasons as from any eligibility list. 7.3 Removal of Names by Commission: The commission will remove a person's name from any eligibility list if evidence disclosed in the pre-hire interview, polygraph test, psychological examination, and/or background investigation establishes that the person is unfit for service. �endar Commented TB A. At least ten (10) r-days prior to the date on which the commission is [ 37]:This should be working days,county or scheduled to consider the proposed removal the chief examiner shall deliver to business days.ner example days shortens the amount of response r time the Examiner has. the person, or mail to the person's last known address, a notice containing the reason for the proposed removal and the date upon which the commission will consider the issue. This notice is intended to give the person an opportunity to hear the specific issue being presented to the commission by the appointing authority in support of the removal request. It is not a hearing for the applicant, and it does not give the person any right to review records generated by the appointing authority. The person may address the commission in writing or in person, but the restoration provisions of section 7.5 do not apply to removals under this section. B. The commission shall review the applicant's background investigation file and shall hear from the sheriff's representative and the chief examiner regarding the proposed removal. 7.4 Removals of Names by Chief Examiner: The chief examiner may at any time remove the name of an eligible person from an eligibility list for any one or more of the following causes: A. A request from the eligible person that his or her name be temporarily or permanently removed. B. Failure to respond to an inquiry by the commission or sheriff's office regarding the eligible person's availability. C. Failure to respond to any documented request for any form of contact within the established and published period of time, or failure to provide requested information in connection with any one of the following: medical examination, background investigation, employment interview, polygraph examination, or psychological examination. D. Declining an offer of regular employment. E. For attempted deception,fraud, or other impropriety in connection with any application or test or the securing of an appointment; failure to pass a required test; or if evidence disclosed in the pre-hire interview, polygraph test, psychological examination, and/or background investigation establishes that the person is unfit for service. F. In any case where the chief examiner finds that an eligible person is or has in any manner become disqualified for the position for which they are listed in accordance with Rule 8.5. G. Failure to notify the chief examiner of changes in address. H. In the case of promotional lists only, upon separation, other than layoff, from the classified service. I. Failure to attain a score of 70%on the employment interview. 7.5 Restoration of Names to Eligibility List: A. Whenever any person's name is removed from any eligibility list for the reason stated in Section 7.4 A,the removal shall be confirmed in writing by delivering it personally, by email or mailing it to the person's last known address. commented[TB36]:should this be updated to say email(1.6) AND last known address? 1. Such person may, at any time during the duration of the list, make a written request to the chief examiner for restoration of their name to the list for the duration of the eligibility list. 2. The chief examiner shall restore the name to the list within three (3) Commented[TB39]:again I think this should be working days, working days of the re uest and shall mail confirmation of °°°nybUs;nessaays.whatifitisTnanksgivingweek? y q ALso,does"mail'need to be clarified to match A? the action. B. Whenever any person's name is removed from an eligibility list for any reason listed in Section 7.4 B through 7.4 H, the person shall immediately be given written notice delivered in person or mailed to the person's last known address. Commented[TB40]:Same comment here as A C. Such person may, within ten (10)werking days from the date of removal, make Commented[TB41]:county business days not Days a written request to the chief examiner for restoration of his or her name to such list for the duration of the eligibility list. The request shall clearly set forth the reasons advanced for restoration of the name to the list. 1. The chief examiner, after full consideration of the request, may restore the name to the eligibility list or may refuse such request. The person shall be notified in writing of the chief examiner's action. 2. Should such a person wish to protest the chief examiner's decision, he or she must so notify the commission in writing within ten (10)weFl(ing days of the notification of refusal to reinstate. commented[rsaz]:county business days not Days 3. The commission shall then review the file, affirm or reverse the chief examiner's action, and notify the person of its decision. 7.6 Use of New Examination: The commission may choose, at its discretion,to employ a new examination to establish a specific eligibility list., r a partiEular class. If a new Commented[TB44]:to establish a spccifccligibility list examination is used by the commission, the commission reserves the right to require Formatted:Strikethrough eligible persons to take the new examination for the same eli ibili c[ass. Notice will Commented[TB45]:eligibility list be mailed a minimum of ten 10 days prior to the examination date to eligible persons Formatted:Strikethrough informing them of the requirement that they retest for the same class. The commission may then establish an entirely new eligibility list for that class, based on Commented[TB47]:eligibility list the results of the new examination. Any eligible person previously ranked on the eligibility list for that class who fails to retest for the same class will be placed at the bottom of the new eligibility list for the remainder of the original eligibility period. 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 lists. 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 fives persons highest on Commented[TB48]:(5) 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. For any certified eligiblity list, including promotional, wWhen the name of anetry- Formatted:Strikethrough level-eligible has been certified two 2 wee times and has not been appointed,the Formatted:Strikethrough appointing authority may request the eligible person's name be removed from the entry level list within five (5)werking days of the last certification. commented[TB49]:It would be more efficient and in line with other counties if we change this to two(2)times instead of three Also add language for promotional or any type of eligibility list 8.6 Selective Certification: The appointing authority may submit a requisition for insteadof'entry level'.There is no definition ofentry level in the selective certification of names to fill a position for which a specific bona fide rules so maybe we should not use that term 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, commented[TB50]:other CS rules seem to be eliminating the the appointing authority may demote that employee from a position in one class to a word"demotion"replacing it whh'transfer' position in another class providing that, prior to the transfer, the appointing authority assures that the conditions of Section 8.12 are flget_and a vacancy exists in that classification. 8.10 Conditions of Voluntary Demotion or Transfer between Classes: Unless the Commented[TB51]:Same as above.May consider removing employee has previously held regular status in the class to which the transfer is the demotion language 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 whetheF eetwhether 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 Commented[TB52]:What situation would this occur?It seems like require a six(6) month probationary period. During such probationary period serve sshoul onthst saybation that an ryperiod.loyee equestingtmnsferw;u r serve six(6)months probationary period. the appointing authority may revert the employee to a position in the class from which the employee came upon fifteen (15)ealendar days'written notice to the Commented[TB53]:still not sure this shouldn't be working or employee and the chief examiner. county business days. Commented[MR54R53]:(cjami Beyer we had decided to define days in the definitions section and use"days"language throughout the document. 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 Commented[TB55]:I think this should be D.starting here 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, evidence technician, support specialist 1, support specialist 2, support specialist 3 and food services coordinator. Commented[MR56]:(ijan,i Beyer should these be renamed -- to SS1-39 Commented[TB57]:Yes.Support Specialists 1,2,3 Do we still have food services coordinator?Please add evidence A. The chief examiner shall place the name of any probationary or regular technician. employee who resigns voluntarily, leaves employment due to a layoff, or has AND on the CS website they have Financial Manager as a classified position?Should be non-rep Finance Manager been reclassified or reallocated, on the rehire list on the effective date of his or Formatted:ldbe non-rep her resignation, layoff, reclassification or reallocation. Formatted:Strikethrough B. In lieu of filling a vacancy from an eligibility list, the appointing authority may appoint a person from the rehire list. teTo 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. f &�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(Tyears 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 ones 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 easecase,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 Gerreetions Officer: Formatted:Strikethrough a. Placement on current employment eligibility list for deputy sheriff jaF eeFFeetienseffiee or Formatted:Strikethrough 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 COmmented[TBSB]:consider adding this qualification: Federally eertified law enforcement officers(c.g.FBI,DEA, Military Police)and certified federal background investigators,or d. A certificate of Reserve Academy completion issued by the commented[Da59R58]:I think Deputy Sheriffand Washington State Criminal Justice Training Commission, corrections Deputy should be separated for the extra help qualifications and their respective qualifications added to each list.If not separated,then specify in a-f which requirements apply to e. Federally certified law enforcement officers(e.g. FBI, DEA, Military Deputy Shcriffand which ones apply to Corrections Deputy,i.e. Basic Law Enforcement certificate required for Deputy Sheriff vs. Police) and certified federal background investigators, or Basic corrections certificate for Corrections.otherwise it reads that being on the corrections eligibility list or having proof of a minimum of two hundred forty(240)hours of full-time or reserve corrections e7f_ Proof of a minimum of two hundred forty(240) hours of full-time experience within the preceding eighteen(18)months qualifies for or reserve law enforcement or corrections experience within the the Deputy Sheriff eligibility list. preceding eighteen (18) months, sufficient to pass evaluation Formatted:Indent:Left: 1.44°,Hanging: 0.5" standards set by the sheriffs office. Formatted:Strikethrough 2. Corrections Deputv Formatted:Indent:Hanging: 1" a. A certified corrections officer certificate issued by the Washington State Criminal Justice Training Commission ' Formatted:Indent:Left: 0",First line: 0" 2-.3. Other Classified Positions: Formatted:Stnkethrough a. Placement on current employment eligibility list, or b. Meet the minimum qualifications for the position. 4-Experience: The same level of education, experience, knowledge, ability, and other Formatted:Indent:Left: 0.25", No bullets or numbering 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. Commented[MR60]:Any feedback for this sewmil Commented[GU61R60]:I think we still need to work on some of the language,including changing"appointees"to different A. Commissioned Employees: All appeintmentshires, except those made from recall language.I suggest saving this section for our next committee lists, shall be probationary for a period of lone (1)year after appeintFneigt hire, meeting. except for appointees whose probationary period is extended as provided in t Commented[GU62R60]:d CBal Aso includes matching his language with the commissioned('BA. section. The probationary period for appointees who attend academy training Commented[T663R60]:The Corrections/Support CBA is not shall be extended beyond one iyear an equivalent number of days to the ratified.Will need to check on that language once it is number the appointee was in attendance a attended the academy. Appeintn9eetHires made from recall lists shall be probationary for the period of Commented[DD64]:Deputy SheriffsCBAArticlex(10) Section 1 wording states new hires will serve a probationary period, probation remaining un-served at the time of the layoff. The appointing which begins on the date ofh;re and ends one(1)calendar year from authority shall make such periodic reports during the probationary period as the ahesta date°fthewAclTCBas;ctawEnf°rcementAcademY; and, commission requires and shall certify to the chief examiner the name of each "Lateral Entry Deputies will serve a probationary period of one(1) employee who satisfactorily completes the probationary period. At any time calendar year from the date ofhire." during the probationary period,the appointing authority may terminate the Ithink wording/phrasing should match or be similar. 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 SheFi€f appointing Commented[TB65]:For consistency,it is'appointingauthority' authority in cases where the individual has been absent for more than a week everywhere in this paragraph except for here is says Sberiff or when additional time to review the individual ms eensmdeFed`e "eis Formatted:Strikethrough appropriate. Formatted:Indent:Left: I", No bullets or numbering A-.B. Non-Commissioned Employees: All employees, except those made from recall lists, shall be probationary for a period of one (1)year after hire, except for Commented[MR66]:Any feedback for this section? appointees whose probationary period is extended as provided in this section. Hires 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 satisfactoM provided that the chief examiner shall be notified in writing of such action. Any probationary period may be extended at the discretion of the appointing authority in Commented[TB67]:same comment.For consistency,it is cases where the individual has been absent for more than a week or when 'appointing authority'everywhere in this paragraph except for Here is says Sheriff additional time to review the individual is appropriate. 8C. If a regular employee who has been appointed to a higher class as a-result efbecause 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. GD. 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. 9. SEPARATION,SENIORITY,AND LEAVE OF ABSENCE 9.1 Resignation in Writing: Resignation of an employee from the classified service shall be made in writing to the appointing authority and the fact of resignation shall be reported in writing to the Chief Examiner prior to the start of the next pay period. The commission may permit the withdrawal of a resignation upon a written request filed by the employee with the appointing authority prior to the effective date of the resignation, provided such request for withdrawal is supported by the appointing authority and a job offer has not been made to fill the position. 9.2 Layoff/Recall: The appointing authority may lay off employees in the classified service whenever such action is made necessary by reason of shortage of work or funds, or the abolition of a position because of changes in organization; however, no regular or probationary employee shall be laid off while there are temporary or provisional employees serving in a position within the same classification for which the regular or probationary employee is eligible and available. A. Layoff of probationary or regular employees shall be made in inverse order of seniority in the class involved. A regular or probationary employee, holding his or her position by virtue of promotional appointment may, upon receipt of a layoff notice, request demotion to a position in the class from which promoted in lieu of layoff. No employee so demoted shall displace a regular employee except in order of seniority. B. The commission shall be notified in writing of any such layoff. The names of regular or probationary employees laid off or demoted in lieu of layoff shall be placed in order of seniority on the recall list for the class from which the layoff or demotion took place. The period of eligibility for recall by appointment from the recall list shall be eighteen (18) months from the date of layoff. 1n erder teTo be eligible for the recall as a deputy sheriff or corrections officer, persons must have the current academy training certification from the Washington State Criminal Justice Training Commission for the classification in which they are to be recalled. 9.3 Seniority: Seniority for the purposes of layoff, demotion in lieu of layoff, and re- employment shall be the length of service as a probationary or regular employee. Persons originally hired or promoted from the same eligibility list to the specific class involved shall be ranked in order of position on the eligibility list. In cases where seniority is identical, seniority shall be determined by lot. 9.4 Broken Service: Employment service broken by resignation or leaves of absence greater than thirty(30)days shall not be counted in computing seniority except where such absence is due to the following: A. Employee is drafted into or, while subject to being drafted, enlists in or volunteers during time of war for service in the United States military. B. Employee is granted medical disability leave for injury, sickness, or disease. C. Employee is granted a leave of absence to work in an unclassified status pursuant to Section 9.6. D. Any other reason required by state or federal law. 9.5 Leave of Absence: Leaves of absence without pay may be granted by the appointing authority to any employee provided the appointing authority gives notice of such leave in writing to the commission. A. Vacancies resulting from leaves of absence shall be filled in accordance with rule 8.18. Commented[TB68]:There isn't a Rule 8.18 Commented[BR69R68]:LTami Rcycr-I looked at an older B. No leave shall be granted by the appointing authority for more than one(1) version zohere08 was no that 8.18ireferen that hesion incsR however,there was no CSR 8.18 in that version. CSR 8.16 refers to year without commission approval. Temporary Vacancies. 9.6 Appointment to Unclassified Position: Any person who has been appointed to, accepts, and occupies continuously an unclassified position within the Mason County Sheriff's Office shall retain civil service status. A. Within thirty (30) days after termination of the appointment term in the unclassified position,the person must inform the commission of his or her intention to assume the former classified position under civil service rules. B. Seniority and benefits shall be computed on the same basis as though the person had rendered service in the classified position as set forth in these rules. C. Should no vacancy exist in the classified position held at the time an unclassified position was accepted, a vacancy shall be created by removing from such position the incumbent with the lowest seniority standing. The incumbent shall have the same rights as an employee who is laid off, as set forth in these rules. 10. DISCIPLINARY PROCEEDINGS 10.1 Removal,Suspension without Pay, Reduction of Rank,or Deprivation of Formatted:Indent:Left: 0°,Hanging: 0.49" Privileges-Cause for: The removal, suspension without pay, reduction of rank, or deprivation of privileges of employees may be effected affected by the appointing authority as provided by RCW 41.14.110. The following are declared to be adequate causes for removal or other disciplinary action: A. False statements or fraudulent conduct as an applicant, examinee, eligible, or employee, or such actions by others with their connivance. B. Conviction of a felony or of a misdemeanor involving moral turpitude. C. Willful violation of any lawful and reasonable regulation, order, or direction made or given by a superior officer where such violation has amounted to insubordination or serious breach of proper discipline or has resulted in loss or injury to the county or to the public. D. Carelessness or negligence in the use of handling of county property under the control of the department. E. Violation of Section 11.1 or Section 12.1 of these rules. Commented[TB70]:Unless you are going to direct copy the language in RCW 41.14.110(1)through(7)this probably should not written here.This should not be paraphrased like this.And,what 10.2 Appeal of Removal,Suspension, Demotion,or Discharge: Any regular non- happens when the legislatures change the language in the law and probationary employee who is removed, demoted, suspended, or discharged may you don't? request a hearing by submitting a written request for appeal to the Commission within ten days of the action that is the subject of the appeal. The request for appeal shall Commented[TB71]:(10) be in writing and include the following information: A. Appellant's name, address, and phone number; B. A brief description of the facts giving rise to the appeal; C. A concise statement of the reason for the appeal; D. The remedy or relief requested; and E. A copy of the written statement or accusation that was the basis for the removal,demotion, suspension, or discharge being appealed. 10.3 Notice of Hearing: The chief examiner shall notify the appointing authority of the appeal and shall schedule the hearing within the time periods established in RCW 41.14.120 unless the appellant and appointing authority agree to modify the time for scheduling and conducting the hearing. 10.4 Pre-Hearing Investigation: The commission or chair may authorize the chief examiner or other designee to investigate the matters set forth in the appeal and present a report on the matters at the hearing. 10.5 Preliminary Matters: The chief examiner may decide preliminary matters, including timeliness of the appeal,discovery matters, or briefing schedules. The chief examiner may schedule the hearing and conduct pre-hearing meetings to discuss procedural matters, settlement or summary disposition, and may clarify the issues raised in the request for hearing. 10.6 Service: All notices, documents, and papers regarding the appeal shall be served upon all parties by personal service or fiFSt mail. Service shall be regarded as complete when personally delivered or upon deposit in the US mail. 10.7 Hearing: At any hearing on appeal from a demotion, suspension, or termination,the appointing authority shall have the burden of showing that its action was in good faith for cause. Hearings may be conducted in informal fashion, and the commission shall not be bound to follow technical rules of evidence. The commission may designate a hearing officer to carry out the proceedings. 10.8 Failure to Appear: If anyone who requests a hearing fails to attend or participate in the hearing or pre-hearing conference, a decision denying the request may be entered, or the hearing may be conducted without the participation of that party, having due regard for the interests of justice, orderly, and prompt conduct of the proceedings. 10.9 Decision: The commission shall issue its decision within ten (10)days of the close of the hearing unless the parties agree to a longer period. 11. POLITICAL ACTIVITY, RACE AND CREED 11.1 Discrimination: Appointment or promotion to any position in the classified service shall be made solely on merit, efficiency, and fitness. No such appointment or promotion shall be withheld or denied because of race, color, creed, national origin, political affiliation or belief, sex, FnaFtialmarital status, age, religion, ethnicity,veteran status, sexual orientation, or the presence of any mental, physical, or sensory disability unless based upon a bona fide occupational qualification, nor shall any person be dismissed, demoted or reduced in scores for such reason. 12. RECORDS AND FILES 12.1 Security of Material: General records, examinations, answer keys, examination instructions manuals, or material pertaining thereto shall be kept in a secured area. Persons entrusted with handling or processing of examinations shall exercise proper security control to prevent access to such material by unauthorized persons. 12.2 Record Retention: Records shall be retained in accordance with Washington State records retention guidelines. NAME YEARS Karin Bennett Al Rogers 1/15/1986 1/21/1987 Janis Byrd 3/18/1987 3/17/1988 Jayne DeBoer 5/19/1988 7/15/1992 Penelope Campos 8/19/1992 5/12/2005 Louann Davis 6/9/2005 9/20/2012 Roxanne Bruner 10/18/2012 12/20/2012 Louann Davis 1/17/2013 12/19/2013 11/21/2013 New HR Director Bill Kenny discussed reorganization, new HR Analyst position include CS duties Dawn Twiddy 1/16/2014 8/18/2016 Heidi Bailey 12/9/2014 Interim Meghan Andrews 10/20/2016 9/21/2017 7/20/2017 HR Director Dawn Twiddy discussed budget cut impacts; reorganization; new Administrative Clerk position includes CS duties Becky Rogers 10/1/2017 Present MASON COUNTY CIVIL SERVICE COMMISSION Regular Meeting November 21, 2013 A) Call Meeting to Order—Commissioner Lindsey called the meeting to order at 5:04 pm. B) Roll Call— Present: Chair Danielle Skeeters-Lindsey, Commissioner Brian Kelly, Chief Examiner Louann Davis, Commissioner Joene Lott, Human Resource Director, Bill Kenny and Chief Tom Haugen Q Approval of Minutes: October 17, 2013—Commissioner Kelly moved to accept. Motion passed. D) Business 1. Sheriff Update—The Sergeant and Corporal eligibility lists are done. Chief Haugen requested that the Community Service Officer position does the monitoring at the jail be changed to a Corrections Officer. Commissioner Kelly moved to change the CSO to a Corrections Officer. Motion passed. 2. Chief Examiner Recruitment& New Concept— Bill Kenny, HR Director, briefly explained his background prior to coming to Mason County. He stated that he has a workshop with the County Commission on Monday when he will be asking for a new HR Analyst position. Part of the duties of this position would be to serve the Civil Service Commission. Discussion followed about the hours and needs of Civil Service. Chair Skeeters- Lindsey requested that one or two of the CS commissioner's to sit on the interview process. Commissioner Kelly moved to authorize him to proceed with his request for the additonal FTE and to evaluate the needs at the next meeting of the Civil Service. The motion was passed. 3. Chief Examiner Update: The assessment center was very successful and the Sheriffs Office has the eligibility lists for promotion. F) Adjournment—The meeting adjourned at 5:43 pm Approved D c ber 1 , 2013 CD Danielle Skeeter - dsey, Chair Ore Joen64.46ft, Commi oner Louann Davis, Chi xaminer Brian Kelly, Cothmissioner N—ison County Civil Service Commis-,ion Building 1— Commission Chambers 411. N. 51h Street, Shelton, WA 98584 July 20, 2017 5:00 p.m. Call Meeting to Order 5:02 PM Roll Call: Commissioners Brian Kelly, Chair, Danielle Skeeters-Linsey, Chief Examiner Meghan Andrews, Chief Ehrich, Chief Osterhout, Chief Beyer, and Dawn Twiddy Absent: B. Dean Byrd Business: A. There were no meeting minutes to approve at this time. B. Chief Examiner Update a. Chief Examiner stated the vacant positions are the same as the previous week with the comment the Evidence Tech written will be scheduled soon. b. Update on the promotional Corporal position and that the Work Performance Evaluations will be on August loth.When completed an eligibility list will be created. c. Dawn Twiddy discussed the budget cut impacts on Human Resources and that Human Resources created and posted a position of Administrative Clerk that was offered to Becky Rogers and will do Civil Service, BOE and HR duties. d. Dawn Twiddy also gave a brief update and clarification on the Public Records request from Steve Van Denover. e. Dawn followed up with Danielle on her previous request regarding executive sessions and that Michael Dorcy or Tim Whitehead must be present. f. Danielle Skeeters-Lindsey made a statement about why she wanted to hold an executive session regarding the public records request from Steve Van Denover and she asked that that Commission please stay neutral in the comments made on social media about this request. C. Sheriff's Office Update a. Tam Beyer stated that the Sheriff's Office is looking into ways to cut their budget, including not filling the g vacant positions and communication with Civil Service regarding those cuts. Tami also stated the James Ward is planning to retire. D. Adjourned: Meeting adjourned at 5:21 PM Approved August 17, 2017 D e a"Irr B y r d Brian Kelly Danielle Skeeters Lindsey Comms,,g� Chair Vice Chair Meghan Andrews, Chief Examiner Chief Examiner Kristen Bennett <KBennett@co jefferson.wa.us> Mon 10/21/2024 9:37 AM To:Becky Rogers <Rsr@masoncountywa.gov>; (J 1 attachments (18 KB) CSC Chief Examiner Comparable Counties.xlsx; Caution: External Email Warning!This email has originated from outside of the Mason County Network. Do not click links or open attachments unless you recognize the sender,are expecting the email,and know the content is safe. If a link sends you to a website where you are asked to validate using your Account and Password, DO NOT DO SO! Instead, report the incident. Hi Becky, Here is the research for the Chief Examiner Position moving to HR. I had an update form Walla Walla added. I conducted the research from June 2024 through August 2024. Please let me know if there is anything else you need. Kristen Kristen Bennett Human Resources Analyst PO Box 1220 --------------- Jefferson County, WA - ---------------- --------- 360-385-9147 (She, Her, Hers) County Chief Examiner Chief Examiner Chief Examiner email response CSC Link HR Contacts Chelan County HR HR Civil Service Examiner/HR Civil Service Examiner/HR Assistant https://www.co.chelan.wa . Rosa Barragan/ Margaret Assistant us/human- Walters resources/contacts Clallam County HR HR Human Resources Director Per County Policy— https://www.clallamcount Brenda Wenzl -The Chief Examiner is filled by the Human Resources Director ywa.gov/240/Human- •The HR Director has retired Resources •The Deputy Chief Examiner is filling the duties *If notifications require signatures,the Chair of the Civil Service Commission signs them. Island County HR 2019 Secretary/Chief Examiner Secretary/Chief Examiner https://www.islandcounty Catherine Reid •Chief Examiner in HR Department since 2019 wa.gov/225/Civil-Service- •Appointed by CSC Commission *Did not need to revise code since appointed by CSC volunteers Lewis County Secretary/Chief Examiner Secretary/Chief Examiner Secretary/Chief Examiner https://Iewiscountywa.gov Rachel Lester •Only completes 4 hours of work per month /offices/commissioners/ad *Appointed by CSC visors-boards-and- Did not need to revise code since appointed by CSC volunteers commissions/lewis-county- civil-service-com mission/ Linda Bailey Mason County HR HR Admin Clerk https://www.governmenti Meghan Andrews obs.com/careers/masonco untywa/classspecs/153945 2?keywords=administrativ e%20clerk&pagetype=class Specifications Pacific County Commissioners Office Deputy Clerk of the Board Our Examiner position is part of the duties of our Deputy Clerk of the Board and it Marie Guernsey works well. Chief Examiner/Secretary Mindy Young San Juan HR HR Currently looking for a paid HR Generalist serving as the Chief Examiner https://www.sanjuancount Angie Baird position-HR Generalist is • HR staff person does this on paid time ywa.gov/661/Civil-Service- filling in •Looking to pay someone who is not already on staff Board •Originally paid position when the position held recruiting responsibilities for Sheriff and Dispatch •Currently have a full-time recruiter; recruiting is fully under HR -The duties of the Chief Examiner/Secretary; limited to the items in the RCW •Position posted as a volunteer position, similar to everyone else on the Civil Service Board (and our many other committees). •Civil Service Board will likely appoint the HR person, if no volunteers Stevens County HR HR Civil Service https://www.stevenscount Christina Radzinska Secretary/Chief Examiner • Chief Examiner in HR Department since 2022 ywa.gov/pview.aspx?id=21 -Appointed by BOCC 421&catid=0 •No rule revision Benton County HR HR Cheif Examiner/HR •HR assistant acts as Chief Examiner https://www.bentoncount Devon Henry Assistant •Appointed by Commission ywa.gov/pview.aspx?id=71 *No rule revision 0 County Chief Examiner Chief Examiner Chief Examiner email response CSC Link HR Contacts Whatcom County HR 2006 Chief Examiner/HR -HR Rep for Sheriff's is Chief Examiner https://www.whatcomcou Julie Smith *Appointed by Commission nty.us/274/Civil-Service- Commission Kitsap HR Over 20 years ago Chief Examiner/HR *HR is Chief Examiner https://www.kitsap.gov/hr Carol Mackie •Appointed by Commission /Pages/Civil-Service.aspx Franklin County N/A Moved in 2023 out of HR Chief Examiner/HR- •HR Generalist I is Chief Examiner until 2023 https://www.franklincount Lizette Parra Generalist I/Sectretary *Appointed by Commission ywa.gov/459/Civil-Service- •No rule revision Commission Clark County HR 1992 https://clark.wa.gov/huma Keely Warren n-resources/civil-service- commission Douglas County HR Chief Examiner/Secretary The Chief Examiner/Secretary is appointed by the Civil Service Commissioners. https://www.douglascount Secretary Annette Eggers ywa.net/476/Civil-Service- 509-884-6965 Commission Walla Walla County Commissioners Office Chief Examiner/Secretary separate division-works remotely-will do in house testing in HR conference room https://www.co.waIla- Amber Brooks when space is not available. walla.wa.us/government/b oards and committees/ci vil service commission.ph P Thurston County HR 2011 HR Manager/Chief •Paid-stand alone position https://www.thurstoncoun Wayne C.Jones Examiner *Appointed by Commission tywa.gov/departments/civi •No rule revision I-service Okanogan County HR HR Assistant https://www.okanogancou Shelley Keitzman 3.00-SECRETARY-CHIEF EXAMINER nty.org/government/civil_ 3.01 SECRETARY AND CHIEF EXAMINER-APPOINTMENT The Okanogan County Human Resources Assistant,or designee,shall serve as the service/index.php Secretary/Chief Examiner. 3.02 QUALIFICATIONS The Secretary/Chief Examiner shall be appointed as a result of a competitive examination, which examination must be open to all properly qualified citizens of the County;provided, that no appointee of the Commission,either as Secretary/Chief Examiner(or any assistant of Secretary/Chief Examiner),shall be an employee of the Sheriff s Department. Grant County HR 2014 HR Director https://www.grantcounty Tina Brissey wa.gov/200/Civil-Service Whitman County HR At least 24 years HR-Benefits/Programs -Commission rules have been amended to say Human Resources act as the Examiner https://www.whitmancou Kelli Campbell Coordinator •Benefits/Programs Coordinator description is created and appointed by the Human nty.org/393/Civil-Service- Resources Director Commission Skagit County HR 2013 Civil Service Before 2013 it was an appointed position by the County Commissioners https://www.skagitcounty. Skagit County Human Secretary/Specialist net/Departments/HumanR Resources Department Position/Chief Examiner esources/main.htm Comparable Counties Civil Service Commission Chief Examiner and Secretary Designations County Chief Examiner Secretary Chelan County HR HR Clallam County HR HR Island County HR HR Lewis County Secretary/Chief Examiner Secretary/Chief Examiner Mason County HR HR Pacific County Commissioners Office Commissioners Office San Juan HR HR Stevens County HR HR Benton County HR HR Whatcom County HR HR Kitsap HR HR Franklin County N/A HR Clark County HR HR Douglas County HR HR Walla Walla County Commissioners Office Commissioners Office Thurston County HR HR Okanogan County HR HR Grant County HR HR Whitman County HR HR Skagit County JHR JHR CS Examiner 1 FTE?Combined with other How is testing done?PST or in- County CS Examiner a County Employee? duties? CS Examiner housed in HR?Or separate division? house? How is recruiting done?Coordinate with HR? Coordinate with HR and Sheriff's Office Chief's(Civil,Criminal or Corrections— Clallam Yes,HR Director designation Yes 1 FTE HR PST depending on the openings). Both.Currently use PST for Deputies Recruitment is mostly decentralized with the department leading the process,but is Jefferson Yes HR Director or delegate Combined with HR Director HR and Corrections. done in coordination with HR,especially for job postings and outreach. Kitsap HR appointed by Comission Combined with HR Director HR PST Brought to comission and appoint but also posted for info-internal only Thurston Yes HR Manager yes and combines HR PST Coordination with HR and Sheriff's Office Sheriff's Office-Civil Service Secretary/Examiner will place newspaper ads,and will deliver other postings to local community college and other locations. Sheriff's Office employees attend job fairs,post to Sheriff's Office social media,etc. County HR will Lewis Contract employee No and No.1 PTE 4 hours per month Works from home and attends meetings onsite. PST also post to their countyjob board online. Cowlitz Yes Part time,stand alone(Open) Sheriffs office(Remotes Sheriff PST,Corrections in house usual channels as a job posting-posting is completed through HR Job posting in Neogov, Indeed,Washington Counties Job Board,Worksource Website- Skagit Yes yes and combines HR PST posting is completed through HR HR posts the positions when there are openings,but applicants do not need to apply through neogov.When they test through PST,they have the option to send their passing scores to differing counties.If they choose to send their scores to Island County,they Island Yes Yes,HR Specialist HR PST will pay the applicant's fee. HR manages recruitment from the time applicants apply until they make it onto the certified roster.At that point,the Sheriff's office handles everything else including the Kittitas Yes Full-time,combined with other position/duties. CS Examiner is HR Representative. PST job offer. Walla Walla 1 1Seperate Division IPST Grays Harbor Yes 5 FTE(no benefits) ISeparate division reportingto CS directly In-house for everything Mostly separate from HR,does own recruiting