PERSONNEL COMMISSION MINUTES AMENDMENT

Transcription

1 PERSONNEL COMMISSION MINUTES AMENDMENT Regular Meeting, November 20, 2013 at 12:00 p.m. Board Room, Business Building Room 117, 1900 Pico Blvd., Santa Monica, CA Distribution List for Personnel Commission Announcements, Agendas and Minutes DEPARTMENTS PLEASE POST 3400 Airport/SBDC: M. King AET: R. Watts Admissions & Records: K. Elliott African American Center: Airport: J. Portal-Purdy Athletics: K. Stallings Auxiliary Services: O. Meza Bookstore: D. Dever Bundy: B. Redd-Walker Business Department: Campus Police Office: J. Jones Counseling Office: L. Gugliemo Custodian Time Clock: R. Bruce Disabled Students Center: M. Weil Early Childhood Ed.: L. Manson Emeritus College: V. Rankin-Scales EOP&S: R. Thomas-Green ESL Office: P. Nemeth Events Office: J. Bice Faculty Association: M. Moassessi Financial Aid Office: T. Thomas Health Sciences: I. Danzey Health Office: International Students Ctr.: A. Jara Career Services: L. Moss KCRW: C. Gee Letters & Science: L. Sallovitz HSS: C. Baugh Library: M. Martin Maint./Facilities Time Clock: C. Rogers Math Village: A. Emerson Media Center: L. Nakamura M.I.S.: Lee Johnston Modern Language: J. Laurie Music: L. Geller Madison: G. Johnson Payroll: I. Fraser Science: I. Cardwell School Relations Outreach: B. Simmons Student Life: A. Trejo Superintendent/Pres. Office: L. Caldwell STEM: Vanan Yahnian Theater Arts: J. Louff W& ED/Bundy: T. Ramos ADMINISTRATORS and MANAGERS Acad. Comp.: J. John Emeritus: R. Furuyama Facilities: B. Wyban HR: S. Lee-Lewis Info Mgmt: J. Chong Int. Ed. Ctr: D. Kinsella Maint.: Operations: A. Barlow/ C. Pierce Pico Partner: R. Gonzalez Receiving: R. Jauregui PRESIDENT/SUPERINTENDENT and SENIOR STAFF Superintendent/President: C. Tsang Exec. VP: R. Lawson VP Academic Affairs: J. Shimizu VP Business/Admin: R. Isomoto VP Enroll. Services: T. Rodriguez VP Human Resources: M. Wade VP Student Affairs: M. Tuitasi Sr. Director Gov t Relations & Inst. Communications: D. Girard PUBLIC POSTING LOCATIONS 2714 Pico: exterior display box Library for Public Posting (1) Library for Archives (2) Mailroom SMC Personnel Commission Office SMC Human Resources Staff Lounge EMPLOYEE ORGANIZATIONS CSEA Labor Rep.: T. Burdick( ) CSEA Chapter Pres.: B. Rosenloecher CSEA Chapter 1 st V.P.: R. Villanueva CSEA Chief Job Steward: M. Roberts CSEA Corresponding. Sec y: N. Ghasami CSEA Recording: Sec y: C. Lemke SMC POA Pres: Officer Cadena Mgmnt Assoc: G. Brown/B. Dammer PERSONNEL COMMISSION / BOARD OF TRUSTEES Personnel Commission Staff (1) Board of Trustees (9) / Minutes Only Rev. 11/13 IF YOU NEED AN ACCOMMODATION Written requests for disability-related modifications or accommodations that are needed in order to participate in the Commission meeting are to be directed to the Personnel Commission Office as soon in advance of the meeting as possible For information regarding Personnel Commission Agenda/Minutes distribution, please contact Personnel Commission at (310)

2 PUBLIC PARTICIPATION ADDRESSING THE PERSONNEL COMMISSION Members of the public may address the Personnel Commission by oral presentation concerning any subject that lies within the jurisdiction of the Personnel Commission provided the requirements and procedures herein set forth are observed: 1. Individuals wishing to speak to the Commission at the Personnel Commission meeting during Public Comments or regarding an item(s) on the agenda must complete an information card with their name, name of organization (if applicable) and the topic or item on which the comment is to be made. Five minutes is allotted to each speaker per topic. If there are more than four speakers on any topic or item, the Commission reserves the option of limiting the time for each speaker. A speaker s time may not be transferred to another speaker. Each speaker is limited to one presentation per specific agenda item before the Commission, and to one presentation per Commission meeting on non-agenda items. General Public Comments The card to speak during Public Comments must be submitted to the recording secretary at the meeting before the Commission reaches the Public Comments section in the Agenda. Five minutes is allotted to each speaker per topic for general public comments. The speaker must adhere to the topic. Individuals wishing to speak during the Public Comments will be called upon during Public Comments. Agenda Items The card to speak during Agenda Items must be submitted to the recording secretary at the meeting before the Commission reaches that specific item in the agenda. Five minutes is allotted to each speaker per Agenda Item. The speaker must adhere to the topic. Individuals wishing to speak on a specific Agenda Item will be called upon at the time that the Commission reaches that item in the Agenda. Exceptions: This time allotment does not apply to individuals who address the Personnel Commission at the invitation or request of the Commission or the Director of Classified Personnel. 2. Any person who disrupts, disturbs, or otherwise impedes the orderly conduct of any meeting of the Personnel Commission by uttering loud, threatening, or abusive language or engaging in disorderly conduct, shall, at the discretion of the presiding officer or majority of the Personnel Commission, be requested to be orderly and silent and/or removed from the meeting. No action may be taken on items of business not appearing on the agenda. Reference: Merit Rule Government Code sections , , Page 2 of 12

3 AMENDMENT TO PERSONNEL COMMISSION AGENDA NOVEMBER 20, 2013 AGENDA AMENDMENT NO. 1 SUBJECT: PERSONNEL COMMISSION INTERNAL STAFF ACTION RATIFICATION OF PROMOTIONAL APPOINTMENT DIRECTOR OF CLASSIFIED PERSONNEL DATE: November 20, 2013 TO: FROM: Personnel Commission Carol Long, Director of Classified Personnel It is recommended that the Personnel Commission ratify the appointment of Ms. Carol Long to Director of Classified Personnel, effective November 12, Ms. Long competed in the examination for Director of Classified Personnel, and she placed within the top three ranks on the eligibility list. Final interviews for Director of Classified Personnel were held on Friday, November 8, 2013 with all five Personnel Commissioners. Ms. Long was selected to fill the Director of Classified Personnel vacancy on a permanent basis. Merit Rule (A) Status of Commission Employees A. The Personnel Director and other persons required to carry out the responsibilities of the Commission shall be appointed by and be responsible to the Personnel Commission. However, they shall be considered part of the classified service, and the rules, procedures, benefits, and burdens pertinent to the classified service of the Santa Monica Community College District shall apply to Commission employees. DISPOSITION BY THE COMMISSION Amendments/Comments MOTION MADE BY: Deborah Jansen SECONDED BY: Barbara Greenstein AYES: 5 NAYS: 0 ABSTENTIONS: 0 Motion was passed. Page 3 of 12

4 AMENDMENT TO PERSONNEL COMMISSION AGENDA NOVEMBER 20, 2013 AGENDA AMENDMENT REPORT NO. 2 SUBJECT: EXAMINATION SCHEDULE DATE: November 20, 2013 TO: FROM: BY: Members of the Personnel Commission Carol Long, Director of Classified Personnel José Guzmán, Personnel Specialist It is recommended that the Personnel Commission approve the following Examination Schedule: Class Title Community College Police Sergeant Custodial Operations Supervisor Director of Fiscal Services Health Assistant Laboratory Technician- Chemistry Field of Competition Merged Promotional & Open Competitive Promotional Merged Promotional & Open Competitive Merged Promotional & Open Competitive Merged Promotional & Open Competitive Time 3 weeks 3 weeks 3 weeks 3 weeks 3 weeks Merged Promotional Supervising Personnel Analyst & Open Competitive *pending approval by the Board of Trustees 3 weeks DISPOSITION BY THE COMMISSION Amendments/Comments MOTION MADE BY: Deborah Jansen SECONDED BY: Joy Abbott AYES: 5 NAYS: 0 ABSTENTIONS: 0 Motion was passed. Page 4 of 12

5 AMENDMENT TO PERSONNEL COMMISSION AGENDA NOVEMBER 20, 2013 AGENDA AMENDMENT NO. 3 SUBJECT: EXTENSION OF WORKING OUT OF CLASS ASSIGNMENT JOANNE GILDEN DATE: November 20, 2013 TO: FROM: Personnel Commission Carol Long, Director of Classified Personnel BACKGROUND On October 16, 2013, the Personnel Commission approved the following provisional working out of class assignment for Joanne Gilden, Accounting Manager at 50%: Name Assignment Length of Assignment Joanne Gilden Director of Fiscal Services 4/15/2013 6/30/2013 7/1/2013 Not to exceed 90 additional working days Personnel Commission staff completed an examination for Director of Fiscal Services, and produced an eligibility list which consisted of only two ranks. An offer was made to one of the eligibles, and this offer was declined. We are now requesting that the Personnel Commission approve another examination for Director of Fiscal Services (Agenda Amendment No. 2). We are also requesting an extension to Ms. Gilden s provisional working out of class assignment, in order to continue services as needed until this position can be filled on a permanent basis. With Personnel Commission approval, this extension will be in compliance with Merit Rule Name Assignment Initial Assignment (approved 10/16/2013) Joanne Gilden Director of Fiscal Services 4/15/2013 6/30/2013 7/1/2013 Not to exceed 90 additional working days Extension of Assignment 12/4/ /23/2013 1/2/ Not to exceed 36 additional working days from 12/4/2013 Page 5 of 12

6 Merit Rule 7.2 Provisional Appointment (Education Code Section ) (B -C) GENERAL PROVISIONS B. An employee may receive one or more provisional appointments, which may accumulate to a total of 90 working days in a fiscal year, after which a 90-calendar-day interval shall elapse during which the employee shall be ineligible to serve in any full-time provisional capacity. C. Notwithstanding the provisions of paragraphs A and B above, the Personnel Commission may extend the 90-working-day provisional appointment for a period not to exceed 36 additional working days provided: 1. An examination for the class was given during the initial 90 working days of the employee's provisional assignment. 2. Satisfactory evidence is presented indicating: a. Adequate recruitment effort has been, and is being made; b. Extension of this provisional assignment is necessary to carry on vital functions of the district; c. The position cannot satisfactorily be filled by use of the following in priority order: 1.) the eligibility list for the class; 2.) other employment lists such as reinstatement, or transfer; 3.) other appropriate substitute eligibility lists. 3. No person shall be employed full-time in provisional capacities under a given Governing Board for a total of more than 126 working days in any one fiscal year. Rule TERMINATING PROVISIONAL APPOINTMENT A. The services of a provisional appointee shall be terminated within 15 working days after the date on which certification for interview from an eligibility list has been made, provided that this 15 day period does not extend beyond the statutory time limitation for a provisional assignment listed in Rule B. A provisional appointment may be terminated at any time, at the discretion of the appointing authority. Page 6 of 12

7 RECOMMENDATION Ms. Gilden has been requested to continue performing additional duties at the level of Director of Fiscal Services until a permanent replacement has been hired. The Merit Rules allow for working out of class provisional appointments to be made, not to exceed ninety (90) working days in a fiscal year. This assignment can be extended for an additional thirty-six (36) working days, if appropriate criteria is met as defined under Merit Rule C. These higher-level duties assigned to Ms. Gilden make up less than fifty percent (50%) of her daily assignments. Therefore, it is recommended that the Commission approve the extension of the provisional appointment for Joann Gilden for fifty percent (50%) of the stipend as indicated under Merit Rule 7.2. DISPOSITION BY THE COMMISSION Amendments/Comments MOTION MADE BY: Barbara Greenstein SECONDED BY: Deborah Jansen AYES: 5 NAYS: 0 ABSTENTIONS: 0 Motion was passed. Page 7 of 12

8 AMENDMENT TO PERSONNEL COMMISSION AGENDA NOVEMBER 20, 2013 AGENDA AMENDMENT NO. 4 SUBJECT: EXTENSION OF WORKING OUT OF CLASS ASSIGNMENT VERONICA DIAZ DATE: November 20, 2013 TO: FROM: Personnel Commission Carol Long, Director of Classified Personnel BACKGROUND On October 16, 2013, the Personnel Commission approved the following provisional working out of class assignment for Veronica Diaz, Accounting Manager at 50%: Name Assignment Length of Assignment Veronica Diaz Director of Fiscal Services 4/15/2013 6/30/2013 7/1/2013 Not to exceed 90 additional working days Personnel Commission staff completed an examination for Director of Fiscal Services, and produced an eligibility list which consisted of only two ranks. An offer was made to one of the eligibles, and this offer was declined. We are now requesting that the Personnel Commission approve another examination for Director of Fiscal Services (Agenda Amendment No. 2). We are also requesting an extension to Ms. Diaz s provisional working out of class assignment, in order to continue services as needed until this position can be filled on a permanent basis. With Personnel Commission approval, this extension will be in compliance with Merit Rule Name Assignment Initial Assignment (approved 10/16/2013) Veronica Diaz Director of Fiscal Services 4/15/2013 6/30/2013 7/1/2013 Not to exceed 90 additional working days Extension of Assignment 11/21/ /23/2013 1/2/ Not to exceed 36 additional working days from 11/21/2013 Page 8 of 12

9 Merit Rule 7.2 Provisional Appointment (Education Code Section ) (B -C) GENERAL PROVISIONS B. An employee may receive one or more provisional appointments, which may accumulate to a total of 90 working days in a fiscal year, after which a 90-calendar-day interval shall elapse during which the employee shall be ineligible to serve in any full-time provisional capacity. C. Notwithstanding the provisions of paragraphs A and B above, the Personnel Commission may extend the 90-working-day provisional appointment for a period not to exceed 36 additional working days provided: 1. An examination for the class was given during the initial 90 working days of the employee's provisional assignment. 2. Satisfactory evidence is presented indicating: a. Adequate recruitment effort has been, and is being made; b. Extension of this provisional assignment is necessary to carry on vital functions of the district; c. The position cannot satisfactorily be filled by use of the following in priority order: 1.) the eligibility list for the class; 2.) other employment lists such as reinstatement, or transfer; 3.) other appropriate substitute eligibility lists. 3. No person shall be employed full-time in provisional capacities under a given Governing Board for a total of more than 126 working days in any one fiscal year. Rule TERMINATING PROVISIONAL APPOINTMENT A. The services of a provisional appointee shall be terminated within 15 working days after the date on which certification for interview from an eligibility list has been made, provided that this 15 day period does not extend beyond the statutory time limitation for a provisional assignment listed in Rule B. A provisional appointment may be terminated at any time, at the discretion of the appointing authority. Page 9 of 12

10 RECOMMENDATION Ms. Diaz has been requested to continue performing additional duties at the level of Director of Fiscal Services until a permanent replacement has been hired. The Merit Rules allow for working out of class provisional appointments to be made, not to exceed ninety (90) working days in a fiscal year. This assignment can be extended for an additional thirty-six (36) working days, if appropriate criteria is met as defined under Merit Rule C. These higher-level duties assigned to Ms. Diaz make up less than fifty percent (50%) of her daily assignments. Therefore, it is recommended that the Commission approve the extension of the provisional appointment for Veronica Diaz for fifty percent (50%) of the stipend as indicated under Merit Rule 7.2. DISPOSITION BY THE COMMISSION Amendments/Comments MOTION MADE BY: Joy Abbott SECONDED BY: Dolores Press AYES: 5 NAYS: 0 ABSTENTIONS: 0 Motion was passed. Page 10 of 12

11 AMENDMENT TO PERSONNEL COMMISSION AGENDA NOVEMBER 20, 2013 AGENDA AMENDMENT NO. 5 SUBJECT: RECRUITMENT AND EXAMINATION STATUS REPORT INFORMATION ONLY DATE: November 20, 2013 TO: FROM: BY: Members of the Personnel Commission Carol Long, Director of Classified Personnel José A. Guzmán, Personnel Specialist This item is presented for the Commission s review no action is required Please see next page. Page 11 of 12

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