Unified Personnel Policy Committee
April 2, 2009

Grace Hutchinson
Mike Lewis
Paul Matilla
Steve Stamson
Cheyenne Johnson
Dewun Settle
Clyde Brown
Paula Sample_sims
Carolyn Leaks
Lorraine Washington
Betty LovelessJames Bostic

Members Absent
Jeanne Hubbard

Ms. Grace Hutchinson, Chairman, called the meeting to order.

Motion was made to approve the minutes of August 26, 2008 by Paul Mattila.  Seconded by Paula Sample-Sims.  Motion carried.
 

Presentation of Proposed Revisions of the Civil Service Regulations - Mike Lewis

Mr. Lewis explained that the revisions are a result of a concerted effort to review and modernize the Civil Service regulations as recommended by the County efficiency study.  The proposed revisions are as follows:

Section 12-28.  Unclassified and classified services (Add (d) in this section)

• Unclassified positions are excluded from the civil service merit system and are considered non-civil service. The classified/unclassified status of a job position is determined when the job position is initially established and/or each time the duties, responsibilities and scope of the position are reviewed by human resources.  The classified/unclassified status may be changed upon determination by the administrator of human resources that the job position duties, scope and relationship to the appointing authority have changed significantly to warrant such change in status. The board must approve a position change from classified status to unclassified status.

Section 12-35.  Appointment; probationary period (add the following in (c) of this section)

• If the appointing authority chooses not to appoint one of such persons whose name appears on the certificate, the appointing authority must state in writing the reason(s) and may request the secretary review the list of applicants  to determine if others may be eligible who were not included on the original certificate of eligibles.  If it is determined that no others were excluded from the original certificate or that those excluded are not acceptable to the appointing authority, the appointing authority may redraft the qualifications for the position and repost the position in accordance with the provisions of this Act.  If the appointing authority chooses to appoint an eligible applicant, such appointment shall be for a probationary period of six months, commencing with the first working day. Certain positions require pre-service training periods greater than six months and are specifically so designated by policy under the County Personnel Management System.

Section 12-35.  Appointment; probationary period (Add (d) in this section)

• Employees who have not completed original appointment probation, or who are on disciplinary probation or suspension, shall not apply for positions posted as closed promotional positions.

Section 12-38. Promotion (Add the following to (b) of this section)

• However, promotion to certain positions requiring a specific pre-service training period will be governed by the established pre-service training period for the position.
• However, for employees hired after the date of the Act’s revision, if the position is unavailable, the employee will be placed on unpaid leave for up to 90 calendar days to allow the employee to apply for other available positions for which the employee is qualified. Unsuccessful placement in the classified service during the 90 day period will result in employment separation.
• The following limitations set forth below regarding fallback rights shall be applied prospectively to employees hired after the date of the Act’s revision, not retroactively.  For such employees, fallback rights are only applicable if all of the following conditions are met:

1. Current position assignment in the unclassified service must have occurred immediately from classified service under the control of the same appointing authority.
2. Total length of service in the unclassified service is not greater than the total length of service in the classified service.
3. Total length of service in the unclassified service is not greater than 2 consecutive full terms of the appointing authority.

• Equivalent classification level means a salary grade not less than the last salary grade held in the classified service. Pay rate upon fallback in the same salary grade level will not be less than the average pay of the employees in that grade under the appointing authority, but not less than the pay rate earned by the employee in the last classified service position held. Pay rate upon fallback in a higher salary grade will be determined by established rule covering initial assignment (new hire) under the existing county salary policy at the time of fallback. Should a position at an equivalent or lesser classification level be unavailable, the employee will be placed on unpaid leave for up to 90 calendar days to allow the employee to apply for other available positions for which the employee is qualified. Unsuccessful placement in the classified service during the 90 day period will result in employment separation.

Section 12-39. Service rating (Add the following to this section)

• Employee competency in performing job responsibilities may be a factor in making pay adjustments within the structure of the county salary administration program.  Nothing in this provision shall prevent the appointing authority from utilizing additional management tools to measure employee performance and providing feedback to employees in relation to the quality or improvement of the employee’s job performance.

Section 12-42. Reply to discipline; appeal from discipline

• The section removes the Board’s ability to modify an order of discipline.

Section 12-64. Powers and duties (Change (2) to read the following)

• To forward to the secretary and to the county legislative body any recommendations concerning the policies, plans, processes and effective administration of the system.

Section 12-66. Powers and duties of the secretary (Add (9) to this section)

• To prepare such rules, procedures, resolutions or regulations for submission to and adoption by the board of county commissioners that would delay or suspend hiring due to the financial conditions in any department or office of the county or due to the financial condition of the county.

After discussing each of the changes listed, the committee made several recommendations to be submitted to the commission.

Section 12-28 (d).  Motion was made by Lorraine Washington and seconded by Steve Stamson to add the statement "at the initiation of the elected official."  Motion passed unanimously.

Section 12-38 (b).  Motion was made by Steve Stamson to recommend extending 90 days to 12 months.  Seconded by Paul Mattila.  Motion passed unanimously.

Section 12-38 (b).

Section 12-38 (c).  Motion was made by Paula Sample-Sims that number 1 of this section is stricken in entirety.  Seconded by Cheyenne Johnson.  Motion passed unanimously.

Section 12-42.  Motion was made by Carolyn Leaks to allow the Civil Service Merit Board to modify orders discipline.  Seconded by Paul Mattila.  (Eleven- yes, one-no).  Motion passed.

Section 12-38 (c).  Motion was made by Steve Stamsom to change the 90-day provision to one year.  Seconded by Paul Mattila.  Motion passed unanimously.
 

Alternative Work Schedule - Mike Lewis

Several departments have alternative work schedules depending on the nature of their particular operations, and are without a negative impact on service delivery to the public or the County.
 

Paid Leave - Mike Lewis

Human Resources will provide an updated policy within the next month.

Adjournment

Motion was made to adjourn by Betty Loveless.  Seconded by Cheyenne Johnson.  Meeting adjourned.
 

Respectfully submitted,
 

__________________________________
Shasta L. Sharp, Committee Recorder
April 3, 2009