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HomeMy WebLinkAboutAGENDA BACKUP (PERSONNEL) 1983 I Costa Sanitary District BOARD OF DIRECTORS N~ v. Administrative 2 12 1 8 POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE November 22, 1983 SUBJECT TYPE OF ACTION RESOLUTIONS RELATED TO APPOINTMENT OF THE SECRETARY OF THE DISTRICT Adopt Resolutions SUBMITTED BY Paul Morsen, Administrative Dept. Manager INITIATING DEPT./DIV. Administrative Department ISSUE: At the November 17, 1983, Board Meeting Joyce McMillan was appointed Secretary of the District. Because the position is within the management group, for statutory reasons, and for bank documentation, the adoption of three resolutions is required. BACKGROUND: The documents necessary for appointment are: 1. A resolution adopting the new class description of Secretary of the District, Range M-45, effective December 1, 1983. 2. A resolution appointing Joyce McMillan to the exempt position of Secretary of the District, effective November 17, 1983. 3. A resolution authorizing the Secretary of the District to be a signatory for the District Safe Deposit Box. The above documents are attached and, where appropriate, have been approved as to form by the Counsel for the District. RECOMMENDATION: Adopt the three attached resolutions and delete the class description of Deputy Secretary of the District and the previous class description of Secretary of the District. INI REVIEWED AND RECOMMENDED FOR BOARD ACTION "EXHIBIT A" CENTRAL CONTRA COST I>-. AN IT ARY DISTRICT CLASS DESCRIPTION CODE: EFFECTIVE: December I, 1983 TITLE: SECRET ARY OF TI-E DISTRICT r" DEFINITION Under general direction of the Boord of Directors to assist the Boord and serve os Secretory of the District within the meaning of Sections 6402, 6486, and 6542C of the Health and Safety Code; to act for the Boord of Directors in 0 variety of administrative, legal, and record keeping functions; and to do related work os required. EXAMPLES OF DUTIES This single position exempt closs is responsible for taking appropriate steps, making independent decisions os necessary, to implement Boord requests, decisions and official actions; ensures that minutes and actions of the Boord of Directors ore properly recorded and that subsequent actions ore token according to the legal requirements imposed on, and by, the Boord. Schedules, organizes, attends, participates in and records/transcribes various Boord of Directors' meetings and hearings; performs advanced level secretarial work including typing, fi ling, etc. of 0 confidential nature; receives and prepares response to various correspondence; edits and/or summarizes Boord of Directors' decisions on minutes and ordinances CI1d indexes and transcribes for District Code or permanent record; answers, screens and routes incoming telephone calls and correspond- ence; participates in Boord of Directors' meetings, informing Boord members of background and/or additional information on agenda items, reviewing post actions, reading documents; prepares, assembles and distributes agendas and related documents for Boord of Directors meetings and ensures involved parties and the general public ore informed within required time limits; acts os information source to the general public regarding Boord of Directors' activities and records; maintains calendar and appoint- ments for Boord members; administers District elections in accordance with State and County established procedures; designs and maintains District Board related filing systems, records, and logs; executes details of transactions of the Boord such os officially recording orders, preparing and ordering legal notices for publication, notifying the public of actions taken on matters submitted to the Board, furnishing Board minute orders to various offices; does research on matters of interest to the Boord and compi les information for their use; administers the District's historical archives to assure proper preservation of the District's historical records; participates and coordinates with management group in meetings and projects; and performs related duties as required. LICENSE Possession of a valid California Operator's License issued by the Department of Motor Vehicles. QUALIFICATIONS Knowledge of: Provisions of the Health and Safety Code related to functions of the secretary of the board of a sanitary district. General principles and concepts of organization, management and public administration. SECRET ARY OF Tt-E DISTRICT . ~ t The legal terminology and current statutes governing the procedures of a Special District and its Board of Directors. Knowledge of Federal, State and local laws, codes, and regulations governing elections, and Special District operation. Knowledge of modern office machines, practices, and procedures pertaining to receipt, processing, and storage of District records. English grammar, usage, spelling, punctuation and composition, filing indexing and cross referencing methods. Knowledge of the public bidding process. Abi Iity to: Understand and apply present new regulations, policies, rules, functions, pro- cedures and processes. Ability to conduct and perform special studies, analyses and research, and develop comprehensive and concise reports. Perform advanced level secretarial work including keeping records and prepar- ing correspondence, minutes, reports and notices accurately and clearly. Identify procedural problems and recommend effective resolutions. Abi Iity to read, interpret and follow departmental policies and procedures. Ability to operate standard office equipment. Ability to type at a speed of 70 words per minute from clear copy. - Take dictation at a speed of 120 w.p.m. and transcribe it accurately. Communicate effectively in oral and written form. Establish and maintain effective working relationships with staff, representa- tives of other County agencies and the general public. Attend evening and weekend meetings as required by the Board schedule. EXPERIENCE Five years of responsible administrative experience, including three years of work which required knowledge of the laws and procedures related to the functioning of a local government legislative body or in other legal procedural work including the preparation of agendas and the preparation of official minutes. EDUCA TIOI'.I Equivalent to graduation of two years of business college. Additional experience can be substituted on a year for year basis. RESOLUTION NO. 83- RESOLUTION ADOPTING A CLASS DESCRIPTION FOR THE POSITION OF SECRETARY OF THE DISTRICT BE IT RESOLVED by the Board of Directors of the Central Contra Costa Sanitary District that the class description attached hereto as "Exhibit A" is hereby adopted as the class description for the exempt position of Secretary of the District. PASSED AND ADOPTED this 1st day of December, 1983, by the District Board of the Central Contra Costa Sanitary District by the following vote: AYES: Members: NOES: Members: ABSENT: Members: President of the District Board of the Central Contra Costa Sanitary District, County of Contra Costa, State of Cal ifornia COUNTERSIGNED: Secretary of the Central Contra Costa Sanitary District, County of Contra Costa, State of Cal ifornia Approved as to Form: RESOLUTION NO. 83- A RESOLUTION APPOINTING JOYCE E. McMILLAN SECRETARY OF THE DISTRICT The District Board of the tENTRAL CONTRA COSTA SANITARY DISTRICT does resolve as follows: THAT Joyce E. McMillan be appointed to the exempt position of Secretary of the District as of November 17, 1983, to serve at the pleasure of the Board of Directors at a beginning salary of TWO THOUSAND FIVE HUNDRED SIXTY-TWO DOLLARS ($2,562) per month, (M-45), and shall be entitled to benefits normally accorded to the management group; and BE IT FURTHER RESOLVED THAT Joyce E. McMillan is hereby authorized and empowered to fulfill the statutory duties of the position of Secretary, including but not 1 imited to the execution of necessary documents, warrants and checks, and shall during this appointment fulfill such other duties as the Board may ordain. PASSED AND ADOPTED this 1st day of December, 1983, by the District Board of the Central Contra Costa Sanitary District by the following vote: AYES: Members: NOES: Members: ABSENT: Members: President of the District Board of the Central Contra Costa Sanitary District, County of Contra Costa, State of Cal ifornia COUNTERSIGNED: Secretary, Central Contra Costa Sanitary District, County of Contra Costa, State of Cal ifornia Approved as to Form: RESOLUTION NO. 83- A RESOLUTION REVISING RESOLUTION NO. 82-167 AND AUTHORIZING THE SECRETARY OF THE DISTRICT, FINANCE OFFICER, ACCOUNTING SUPERVISOR, AND ACCOUNTING TECHNICIAN II AS SIGNATORIES AND KEYHOLDERS FOR THE DISTRICT SAFE DEPOSIT BOX BE IT RESOLVED by the Board of Directors of the Central Contra Costa Sanitary District, a publ ic corporation (hereinafter referred to as Corporation), as follows: THAT, this Corporation has entered into a Rental Agreement (and renewals thereof) for a Safe Deposit Box in the vaults of Wells Fargo Bank (hereinafter called Bank); and THAT, anyone of the following officers and employees of this Corporation shall have the right of access to and control of the contents thereof, and to surrender the said Box, releasing Bank from all 1 iabil ity with respect thereto: JOYCE E. McMILLAN, SECRETARY OF THE DISTRICT WALTER N. FUNASAKI, FINANCE OFFICER STEVEN A. ELSBERRY, ACCOUNTING SUPERVISOR DEBORAH BARONE, ACCOUNTING TECHNICIAN I I BE IT FURTHER RESOLVED, that the certification of the Secretary of this Corporation as to election or appointment of authorized officers or employees shall be binding upon this Corporation, and the authority hereby conferred shall remain in force until written notice of the revocation or modification an officer of Bank at the office at which said thereof sha 11 be de 1 i vered to Safe Deposit Box is located. PASSED AND ADOPTED this AYES: Members: NOES: Members: ABSENT: Members: 1st day of December, 1983, by the following vote: President of the District Board of the Central Contra Costa Sanitary District, County of Contra Costa, State of Cal ifornia COUNTERSIGNED: Secretary of the Central Contra Costa Sanitary District, County of Contra Costa, State of Cal ifornia Approved as to Form: <CCSD Central l;ontra Costa Sanitary District BOARD OF DIRECTORS POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer N~ VI. Personnel 1 12/1/8 DATE November 22, 1983 SUBJECT TYPE OF ACTION CONSIDER ADVISORY ARBITRATOR'S RECOMMENDATION REGARDING EMPLOYEE'S DISCIPLINARY MATTER AND REND A RENDER DECISION SUBMITTED BY Paul Morsen, Adm. Dept. Manager INITIATING DEPT./DIV. Administrative ISSUE: The Memorandum of Understanding with the Central Contra Costa Sanitary District Employees' Assn., Local No. I requires that the Board of Directors render the final decision in appealed disciplinary matters. BACKGROl.N): Paul Louis, Maintenance Crew Member II in the C.S.O. Department, took issue with a disciplinary decision of his department manager and appealed this decision through the disciplinary procedures presently in effect in our Memorandum of Understanding with the General Employee Representation Group. An arbitrator heard the matter and has rendered his opinion. It is now appropriate for the Board of Directors to consider the arbitrator's recommendation and render a decision. A copy of the arbitrator's findings and the District's present disciplinary procedures have been furnished to the Board under separate cover. If the Board wishes to discuss this matter, it is recommended that they do so in closed session to maintain confidentiality. RECOMMEN)ATIOI\I: Render a decision in the appealed disciplinary matter of Paul Louis, Maintenance Crew Member II. REVIEWED AND RECOMMENDED FOR BOARD ACTION c <CCSD Central l:ontra Costa Sanitary District BOARD OF DIRECTORS NO.VI. Consent Calendar POSITION PAPER VIA ROGER J. DOLAN General Manager-Chief Engineer DATE October 26, 1983 SUBJECT APPROVE A MEDICAL LEAVE OF ABSENCE, NOT TO EXCEED SIX (6) MONTHS, FOR LARRY SHEPARDSON, EFFECTIVE OCTOBER 27, 1983 TYPE OF ACTION APPROVE LEAVE SUBMITTED BY Gail B. Koff INITIATING DEPT./DIV. Administra ti ve /Personnel ISSUE: There is a need to approve a medical leave of absence for Larry Shepardson, effective October 27, 1983. BACKGROUND: Mr. Larry Shepardson, Materials Coordinator II, has been ill and off work since July 24, 1983. He has been able to use accumulative vacation and sick leave accruals to offset his absence. However, these accuruals will run out on October 26, 1983. The District recommends that Mr. Shepardson be granted a maximum six (6) month medical leave of absence, effective October 27, 1983. It is hoped that Mr. Shepardson will be able to return to work prior to the leave expiration date. RECOMMENDATION: Approve medical leave of absence, not to exceed six months, for Larry Shepardson, effective October 27, 1983. REVIEWED AND RECOMMENDED FOR BOARD ACTION Central Contra Costa Sanitary District BOARD OF DIRECTORS NO. X. Personnel 1 11/ /8 POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE 10/14/83 SUBJECT REVIEW AND APPROVE DISTRICT CLASSIFICATION STUDY, DELETE PRESENT CLASS DESCRIPTIONS, AND ADOPT NEW DISTRICT CLASS DESCRIPTIONS TYPE OF ACTION PERSONNEL SUBMITTED BY Gail B. Koff INITIATING DEPT./DIV. Administrati ve /Personnel ISSUE: On April 7, 1983 the Board of Directors authorized funds to retain the firm of Ralph Anderson and Associates for the purpose of conducting a District-wide classification study. The study is complete, has had management review, and is presented for Board consideration and approval. BACKGROUND: A need has existed for some time to update our present class descriptions to more accurately reflect our employees' actual job responsibilities and duties, as well as to address current legislation regarding equal opportunity and affirmative action. To oversee successful completion of this study, a committee, including representation from Management, the Central Contra Costa Sanitary District Employees' Association, Local No. 1 and the Management Support/Confidential Group, was formed with the purpose of ensuring a high degree of employee participation in the study and to monitor the successful completion of the key objectives of the study which were as follows: o The development of a comprehensive position classification system which includes realistic classification concepts and clear, accurate, and up-to-date classification descriptions. o To clearly document and describe the Classification Plan so that the study is not only understandable, but can also be administered on a continuing basis by the District's sta ff. o To maximize participation and input from the employees included within this study. The study's first major goal was the completion of the classification concepts. These concepts result in the design of easily administered and understood classification concepts which reflect, among other things, a consistent and logical use of titles and a thorough explanation and definition of commonly-used terms in the development and maintenance of a position classification system. To develop this design, each employee completed a job questionnaire form where they indicated their major areas of responsibility or assignments. These job questionnaires were then reviewed by Management and then forwarded to Ralph Anderson and Associates for review. After the consultants had an opportunity to review all these questionnaires, the consultants then interviewed all of the employees at the District to further clarify and understand each of the employees' position responsibility. This process is the basis of a classification system and is found in the first part of the attached study. The second, and most important phase of this study, was the actual development of class descriptions. The consultant, after assessing each individual position at the District, found the following: REVIEWED AND RECOMMENDED FOR BOARD ACTION o Fifty percent (50%) of all the positions audited required no change in title and only minor changes in the job responsibilities. o Thirty-three percent (33%) of the positions audited required a title change only and no substantive changes in the job responsibilities. o Two percent (2%) of the positions audited indicated that the individual is working at a higher existing level of work within the District's present classification plan. o Two percent (2%) of the positions audited indicated that the individual is not working at the appropriate level of work within our present classification plan. o Thirteen percent (13%) of the positions audited indicated a new class of work and title. These findings were categorized into five "Action Codes", the details which are shown on Attachment A. For those positions which have been categorized in Action Code 4 and Action Code 5, staff is recommending that the District undertake a position review and subsequent salary survey prior to the expiration of the present Memorandums of Understand- ing. The third and final phase of this classification study was the opportunity for employees to review the draft class descriptions which were prepared. Employees received from Ralph Anderson and Associates a copy of their draft Class Description with a Review Form providing them the opportunity to comment and make suggested revisions and corrections to their individual class description. Ralph Anderson and Associates then reviewed the 60 Review Forms received, requested additional information from Management concerning the recommen- ded changes, and then made a determination regarding the appropriateness of classification changes and submitted a corrected draft copy. The final aspect of the classification study was providing those employees who had submitted a Review Form and yet were still concerned regarding their classification to address their concerns to the District. The Employee Classification Committee, acting as an Appeals Board, received appeals from 20 employees who requested further changes or clarification. The committee conducted interviews with each of these 20 employees to better understand their concerns. The Management Group reviewed the Committee's input and made the final decision on each of the employee's appeals. These final comments were submitted to Ralph Anderson and Associates who provided guidance regarding these changes to assure that the soundness of the Classification Plan would not be jeopardized by these final changes. The study, in its entirety, is submitted to the Board for its consideration and approval. The following actions will take place if the Board approves this classification plan: 1. That all present class descriptions in the General and Management Support/Confi- dential Group Representation Units will be deleted and the attached class descriptions, as proposed in the Classification Plan, would be adopted. 2. That the Personnel Advancement Procedure would be amended to include personnel advancement opportunities from the Chemist I to Chemist II classification rather than the Laboratory Technician to Chemist I classification as the present Personnel Advancement program provides. UV'/!W~D AND II~CO~ND~D 1'011 SOAIID ACTION INITIATING DEPT./DIV. GEN. MGR.lCHIEF ENG. 3. That the following individuals be reclassified, effective July 1, 1983, to the following positions which more accurately reflect their responsibility: Name Present Allocation Recommended Allocation % Salary Increase Julie Lopez Alan Grieb Morris Medeiros Claude Odom Gregory Walker Clerk Typist II, $1812 Process Con. Engr., $3402 Bldgs. & Grnds. Crew Ldr., $2091 Mtce. Crew Mbr. II, $2298 Utile Wkr., $1812 Secretary III, $1946 Assoc. Engr., $3482 Mtce. Crew Ldr., $2190 Constr. Equip. Opr., $2470 Mtce. Tech. I, $1900 7.4% 2.4% 4.7% 7.5% 4.9% RECOMMENDATION: Review and approve Classification Plan as described in Attachment B submitted by Ralph Anderson and Associates. REVIEWED AND RECOMMENDED FOR SOARD ACTION INITIATING DEPT./DIV, GEN. MGR./CHIEF ENG. Action Code Recommended Action 1 No change in current title, classification of work, or current salary range. Example: Current title of Shift Supervisor is recommended to remain Shift Supervisor. 2 Title change only; no change in class of work or current salary range. Example: Current title of Clerk Typist II is recommended to be changed to Secretary II. 3 Change from a lower level class of work to an existing higher level class; upward salary adjustment in accordance with estab lished District policy. Example: One position assigned to the class of Maintenance Crew Member II is recommended to be re-allocated to the higher level class of Construction Equipment Operator. 4 No change in classification or salary range recommended at this time; however, audit results indicate that the position should be allocated to a lower level class. The District will review the duties assigned to the position over the next year to ensure it is functioning properly within the District's over all organization and management structure. Position will be re-audited prior to the beginning of the 1985 contract nego tiation with recognized employee bargaining groups to determine proper allocation. Example: Three positions currently assigned to the class of Engineering Assistant II are recommended to remain in the class of Senior Engineering Assistant, although audit results indicate lower level work is being performed. 5 New class of work and title are recommended to reflect presently assigned duties, responsibilities, and required qualifi- cations. No change in current salary range is recommended at this time; salary range will be reviewed prior to the 1985 negotiation period to determine if appropriate. Example: Current class of Senior Accountant is recommended to be changed to the new class of Accounting Supervisor. Attachment A # Positions Affected 103 67 5 5 26 % of Total Audit 50% 33% 2% 2% 13% 206 Positons 100% Audited <CCSD Central \.:ontra Costa Sanitary District BOARD OF DIRECTORS NO. V I. Consent Ca 1 enda 1 10/6/8 POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE SUBJECT TYPE OF ACTION 1983 MEDICAL LEAVE OF ABSENCE FOR ROY MARQUARDT UNTIL THE COMMENCEMENT OF HIS DISABILITY RETIREMENT PERSONNEL SUBMITTED BY Gail B. Koff INITIATING DEPT./DIV. Admin istra ti ve /Personne I BACKGROUND: Roy Marquardt has been unable to work due to a work-related injury since April 27, 1983. The State Compensation Insurance Fund, has determined that as of July 14, 1983, his condition has been permanent and stationary. The District has determined, after extensive review, that Roy Marquardt is unable to assume his prior responsibilities of Maintenance Crew Member II and that there are no other appropriate positions at the District, taking into consideration his limitations. Roy Marquardt has, therefore, applied for a disability retirement from the Contra Costa County Retirement Association. Until such time as the Contra Costa County Retirement Association makes a determination regarding his eligibility for disability retirement, it is recommended that he be given a medical leave of absence, effective as of July 14, 1983. If the Retirement Association approves his application, his medical leave of absence will terminate concurrent with the commencement of his disability retirement. RECOMMENDATION: Approve medical leave of absence for Roy Marquardt, effective July 14, 1983 until determination is made by the Retirement office concerning his disability retirement application. REVIEWED AND RECOMMENDED FOR BOARD ACTION PM ~ Costa Sanitary BOARD OF DIRECTORS POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer NO. V. Consent Ca 1 endar 4 9/15/83 September 6, 1983 DATE SUBJECT TYPE OF ACTION EXTENSION OF MEDICAL LEAVE OF ABSENCE FOR DONALD JOAQUIN UNTIL THE COMMENCEMENT OF HIS DISABILITY RETIREMENT Personnel SUBMITTED BY Gail B. Koff, Personnel Officer INITIATING DEPT./DIV. Administrative/Personnel BACKGROUND: Mr. Donald Joaquin has been on an approved six month medical leave of absence during which time his medical condition has remained unchanged. He has recently applied for a service-related retirement disability from the Contra Costa County Retirement Association. It is requested that his medical leave of absence be extended until the commencement of his disability retirement, which will be determined by the Retirement Office. His leave of absence will terminate concurrent with that date. RECOMMENDATION: Extension of medical leave of absence for Donald Joaquin until the commencement of his disability retirement. REVIEWED AND RECOMMENDED FOR BOARD ACTION iC. -~'~'i')"~i! !ff'II.^'nt-r- ,f7'_._,l1-~ , 'e[;jill"'~ ~liilta "9 \Y, , .... lit1;l ~V~iLg itary Distract BOARD OF DIRECTORS NO. ar POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE August 11, 1983 SUBJECT TYPE OF ACTION REQUEST FOR APPROVAL OF REGISTRATION DIFFERENTIAL FOR LEONARD SWANSON, SHIFT SUPERVISOR Personnel SUBMITTED BY Charles W. Batts INITIATING DEPT.!DIV. Plant Operations Department Issue: Leonard Swanson has passed the Civil Engineering Registration Examination. It is requested that the District grant him the registration differential. Background: Leonard Swanson is a Shift Supervisor assigned to the Plant Operations Division's training function. This classification does not require registration as a professional engineer; how3ver, Leonard Swanson's engineering background has been an asset in enabling him to create operator training material from technical literature. He has demonstrated an abi1 ity to assist in the accomplishment of the District's goal at this professional level. Mr. Swanson was notified of his successful completion of registration requirements on August 5, 1983. Recommendation: Grant Leonard Swanson the District's five percent professional registration differential effective August 5, 1983. REVIEWED AND RECOMMENDED FOR BOARD ACTION ENG. GK RJD /~-.._._... ~... _".,,,,_ '", ."""""..........;<:.,.... o. ......;,:.;.. -'~ e':' ,,'.'" .<.,~~,.." ,',,' .a'.~'..".....!.^~.. ..,.._,;:.- ".- ~~, 'STATE OF CALIFORNIA-STATE AND CONSUMER SERVICES AGENCY GEORGE DEUKMEJIAN, Gov..,no, DEPARTMENT OF dOnsumer ~AFfaJrs BOARD OF REGISTRATION FOR PROFESSIONAL ENGINEERS 1006 FOURTH ST., SIXTH flOOR, SACRAMENTO, CA 95814 TELEPHONE: (916) 4.45-554.4 AUG 5 1983 Leonard Douglas Swanson 275B MacArthur Blvd. Oakland, CA 94610 R . t t" No' 37274 egls ra lon . . Renewal Date: JUN 3 0 1984 Dear Sir/Madam: Congratulations! We are pleased to inform you that you have successfully passed the recent civil engineering registration examination. This letter will serve as temporary evidence that you now hold a valid registration as a registered civil engineer. A fonnal certificate will be prepared and mailed to you, as the Board's workload permits. Your certificate number and the date of expiration are shown above. Section 6731 of the Professional Engineers Act does not permit a civil engineer 'who became registered after January 1, 1982 to practice land surveying unless s/he passes the 8 hour land surveying examination. If you intend to practice land sur- veying, your civil engineering registration will qualify you to be admitted to the next land surveyor examination. Your application and fee must be received by this Board or postmarked no 'later than the final filing date or wi thin ten days from the date of this letter, whichever occurs last. An application package will be sent upon request. You should be aware that all certificates are subject to renewal, and the payment of a renewal fee will be required. A renewal notice will be mailed to you several weeks before the date of expiration shown above, but even if you do not receive the notice, you are still responsible for renewing your certificate. You should return the renewal notice with the indicated fee promptly. A penalty fee will be assessed if the renewal is'not paid within 30 days after the expiration date. You are required to advise the Board in the event you have a change of address. The mailings from the Board cannot reach you unless you have a current address on file. You may wish to order a stamp and/or a seaL The approved designs are set forth in Board Rule 411. The seal may be ordered from any stationery store or suitable vendor in your own locality. , , , STATE BOARD OR REGISTRATION FOR PROFESSIONAL ENGINEERs Revised 6/83 BOARD OF DIRECTORS POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer NO. V I II. Personne 1 1 DATE July 1, 1983 SUBJECT ACKNOWLEDGE RECE I PT OF LETTER FROM CCCSDEA LOCAL # 1, AN APPOINT A NEUTRAL THIRD PARTY TO HEAR THE APPEAL AND DIRECT THE SECRETARY PRO TEM OF THE DISTRICT TO MAKE THE NECESSARY ARRANGEMENTS. TYPE OF ACTION PERSONNEL SUBMITTED BY Gail Koff, Personnel Officer INITIATING DEPT./DIV. Administrative/Personnel ISSUE: Paul Louis, Maintenance Crew Member I I of the Collection System Operations Department requests to appeal a disciplinary action to the Board of Directors. BACKGROUND: In accordance with the current Memorandum of Understanding between the Central Contra Costa Sanitary District and the Central Contra Costa Sanitary District Employees Association Local #1, regarding Disciplinary Procedures, Mr. Louis wishes to appeal a disciplinary action to the Board of Directors. In accordance with the Memorandum of Understanding, the Board may either hear the appeal and render a decision or may appoint a neutral third party to hear the appeal and to recommend action to the Board. It is staff's recommendation that the Board exercise the latter option and appoint a neutral third party to hear the appeal. If the Board desires any additional information, staff is prepared to discuss this matter in closed session. RECOMMENDATION: 1. Acknowledge receipt of letter from Central Contra Costa Sanitary District Employees Association Local # 1. 2. Appoint a neutral third party to hear the appeal and render a recommendation to the Board of Directors. 3. Direct the Secretary Pro Tem of the District to make the necessary arrangements. REVIEWED AND RECOMMENDED FOR BOARD ACTION ./DIV. PM PuU;'c t~lUflUU '/Ini,o.n, .eo.~ No.. I AFFILIATED WITH C. C. C. E. A. P. O. BOX 222 . 2739 ALHAMBRA AVENUE . PHONE 228.1600 MARTINEZ, CALIFORNIA 94553 June 28, 1983 Board of Directors Central Contra Costa Sanitary District 5019 Imhoff Place Martinez, California 94553 Attention: Mr. Clyde M. Hopkins, Secretary Subject: Appeal by Mr. Paul Louis Dear Board Members: In accordance with the Memorandum of Understanding, Section 6, the Employees Association, Local No.1, hereby requests that the Board schedule a hearing on the matter of the five-day suspension of Mr. Louis. It is further requested that the Board exercise its option under Section 1 of the above stated Article and employ a neutral third party to hear the appeal. Sincerely, PUBLIC EMPLOYEES UNION, LOCAL NO. 1 fr~m~~~ent Central Contra Costa Sanitary District Unit RS/aw opeu/ll29 cc: Michael W. Roman, Attorney at Law , THE UNION FOR PUBLIC EMPLOYEES ORGANIZED 1941 ~25' Central Sanitary BOARD OF DIRECTORS NO. ers. 1 6/2/83 POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE June 2, 1983 1983-84 PERSONNEL BUDGET TYPE OF ACTION Budget Review & Approval SUBJECT SUBMITTED BY Gail B. Koff Personnel Officer INITIATING DEPT./DIV. Administrative Personnel ISSUE: The 1983-84 Personnel Budget is being submitted for review and approval by the Board of Directors. BACKGROUND: Each year the District submits a Personnel Budget proposal for Board consideration. Being that the Administrative and Engineering Departments are the only two departments submitting personnel changes in the coming fiscal year, there are only two sub-sections in the budget books. These sections outline the proposed changes in detail. A Summary Sheet indicating the overall personnel changes and budgetary effect is included. RECOMMENDATION: Review and Approve the 1983-84 Personnel Budget. REVIEWED AND RECOMMENDED FOR BOARD ACTION Central Contra Costa Sanitary District BOARD OF DIRECTORS NO. POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE April 21, 1983 ~EST TO BOARD OF DIRECTORS BY GM-CE TO REDUCE SALAR Y AND BENEFITS ADJUSTMENT FOR GM-CE FROM SCHEDULED 7% SALARY, $10/MONTH BENEFIT OPTION TO 0% TYPE OF ACTION PERSONNEL SUBMITTED BY Roger J. Dolan, General Mgr.-Chief Engr. INITIATING DEPT.!DIV. Administrative ISSUE: The Board action of June 24, 1982 relative to salary increases for F.Y. 1983/84 goes into effect May 1, 1983. This action included a schedule of salary increases for the General Manager- Chief Engineer. The Board is respectfully requested to reconsider the increase for the General Manager-Chief Engineer scheduled for May 1, 1983. BACKGROUND: The Board's June 24, 1982 action provided for a 7% salary increase and a $10 per month increase in the Benefits Option Plan, effective May 1, 1983. At the time this adjustment was granted, it was anticipated that inflation would proceed at a rate of 5% to 8%. Instead, inflation has been considerably less than anticipated. Over the past few years, the District has spent considerable attention to control of the cost of operation. The principle element of that cost is labor costs. In the long run, the control of operating costs means control of labor costs. In the interest of reducing the operating cost of the District and in appreciation for the continuing support and loyalty shown by the Board over the past several years, it is requested that the scheduled change of 7% salary and $10 Benefit Option increase be changed to 0% salary increase and a $300 per month increase in the Benefit Option Plan. The effect of this change is approximately equivalent to a 4% salary increase and will result in a continuing savings to the District in the future of over $2,700 per year. RECOMMENDATION: It is recommended that the Board approve a modification in the scheduled salary and benefits adjustments for the General Manager-Chief Engineer to eliminate the May 1, 1983 salary adjustment and change the Benefit Option increase to $300 per month, effective May 1, 1983. REVIEWED AND RECOMMENDED FOR BOARD ACTION INITIATING DEPT.!DIV. RJD Central Costa San BOARD OF DIRECTORS NO. VII I. Personnel POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE SUBJECT AUTHORIZE AWARD OF A TECHNICAL SERVICES AGREEMENT FOR A JOB CLASSIFICATION STUDY TO RALPH ANDERSEN & ASSOCIATES FOR A LUMP SUM OF $i5,500. TYPE OF ACTION PERSONNEL SUBMITTED BY Gail B. Koff, Personnel Officer INITIATING DEPT./DIV. Administrative/Personnel ISSUE: An award of a technical services agreement for a job classification study to be conducted by Ralph Andersen & Associates is recommended for Board approval. BACKGROUND: Included in the fiscal year 1982-1983 0 & M Budget was an approved expenditure of $17,848 for the purpose of conducting a classification description study. The need for such a study, which will result in rewritten job classifica- tions for all employees, was identified over the past two years and will only deal with classification issues and (as agreed with employee bargaining groups) will not address the issues of salaries. The scope of the study will be: - To develop and recommend comprehensive position classifications which include: 1) a realistic approach to relationships among District classifications; 2) clear, accurate and up-to-date classification descriptions; 3) logical use of titles and consistency in language definition; 4) career ladders; and 5) EEO considerations - To clearly document and describe the classification plan so it is uniform, consistent and can be administered on a continuing basis by District staff. - To maximize participation and input from the District's classification committee, management, and individual employees included within the study. In order to begin the project, a job classification study committee, including representation from both management and the District's employee representation units, was established to develop the scope of the project, interview and select a qualified consulting firm, and oversee the project to its anticipated conclusion in July, 1983. The committee, after evaluating four competitive proposals submitted by consulting firms, concluded that the most responsive proposal was submitted by the firm of Ralph Andersen & Associates. REVIEWED AND RECOMMENDED FOR BOARD ACTION Page 1 of 2 To accomplish the earlier stated objectives, the project consultants will include: - a review with management staff to finalize the work program - employee group briefings to clarify project goals and objectives, and to maximize employee participation - position description questionnaires to be completed by all employees - structured interviews with all employees - a management review of the proposed cl?ss descriptions - a structured employee review process - a final classification plan for Board consideration and approval Ralph Andersen & Associates proposal indicates acceptance of completion of this study by July 1, 1983, a timeframe established by the District and in accordance with both Memorandums of Understanding. A fixed fee amount of $15,500 is well within the approved budget for this study. RECOMMENDATION: Authorize award of a technical services agreement for a job classification study to Ralph Andersen & Associates for a lump sum of $15,500. REVIEWED AND RECOMMENDED FOR SOARD ACTION INITIATING DEPT./DIV, GEN. MGR'/CHIEF ENG. Page 2 of 2 Central Cont BOARD OF DIRECTORS NO. V II I . Personne 1 2 4 7 83 POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE SUBJECT TYPE OF ACTION AUTHORIZATION TO HIRE PERSONS FOR SEASONAL PROJECTS IN 1983 PERSONNEL SUBMITTED BY Gail B. Koff, Personnel Officer IN IT IATING DEPT./DIV. Admi ni s tra ti ve/Personne 1 NUMBER OF PERSONS NEEDED J\uthori zed Person 1983 Last Year Dept./Division @5/Hr @6/Hr @9/Hr @11 /Hr ~10n ths Tota 1 1982 Administrative 2 1 9 3 2 Construction 2 Engineering 2 6 2 2 Co 11 . Sys . Opers . 3 7 30 10 10 Plant Operations 6 5 3 65 15 15 ~ 30 3"l It is recommended that the hourly rate for seasonal help (persons not having special qualifications or prior experience at the District) be maintained at $5.00 per hour and the rate for persons having special qualifications and/or prior experience with the District be maintained at $6.00 per hour. The $9.00/hour and $ll.OO/hour categories are recommended for those persons who are about to graduate from college or who are graduate students and would offer specialized experience to the District. Last year we received authorization to hire 31 persons for our summer program and 33 the previous year. Attached are memos from each Division or Department outlining the goals they wish to achieve with the additional personnel. The approximate cost of this action would be $129,600 to be drawn from departmental o & M Budgets. RECOMMENDATION: Approve the hiring of personnel for seasonal projects. INITI~~ ')0- JL (~,~ RHH RJD " March 31, 1983 MEMORANDUM TO: HONORABLE MEMBERS OF THE BOARD OF DIRECTORS FROM: SUBJECT: Clyde M. Hopkins, Secretary of the District DON JOAQUIN, MAINTENANCE CREW LEADER, REQUEST FOR MEDICAL LEAVE OF ABSENCE (APRIL 7, 1983 AGENDA ITEM UNDER PERSONNEL) The attached Position Paper is a confidential item to be considered by the Board under IPersonne1" at the April 7, 1983 meeting. If there are any questions the Board may have, they will be responded to in Closed Session. ((sD Central Contra Costa Sanitary District BOARD OF DIRECTORS NO. POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE March 30,1983 SUBJECT AUTHORIZE A MEDICAL LEAVE OF ABSENCE FOR DON JOAQUIN, MAINTENANCE CREW LEADER FROM FEBRUARY 15, 1983 THROUGH JULY 20, 1983 TYPE OF ACTION Author i ze Leave SUBMITTED BY Robert H. Hinkson INITIATING DEPT./DIV. Collection System Operations alflrENTIAL ISSUE: It is requested that Don Joaquin, Maintenance Crew Leader in the C.S.O. Department receive a medical leave of absence until his employment status with the District can be determined. BACKGROUND: Don Joaquin has a severe vision problem (20/320 in the right eye and worse than 20/320 in the left eye). In December of last year, Don fell over a chain stretched between two posts at a work location. State Compensation Insurance Fund has taken the position that Mr. Joaquin did not suffer any permanent additional visual disturbance from this fall and has denied him any benefits. Dr. Davis has reported that Don, because of his vision, is disabled for his regular work in c.s.o. and would be a hazard to himself, to his fellow employees, and any other people he might be around in a working capacity. Don has used all his accumulated sick leave and vacation time and has applied for S.D. I.. The Contra Costa County Social Welfare Department has recommended a program for him to assess his employment capabil ity within the District and outside it and to determine other courses of action he might follow. This should be completed by July 20, 1983. RECOMMENDATION: Authorize a medical leave of absent for Donald Joaquin from February 15l 1983 through July 20, 1983. REVIEWED AND RECOMMENDED FOR BOARD ACTION 1t-lITIATING DEPT./DIV. J).~~ <::.....- <.,._ L- RHH Costa itary District BOARD OF DIRECTORS NO. POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE March 3, SUBJECT REQUEST FOR APPROVAL OF REGISTRATION DIFFERENTIAL FOR GARTH WILLI AMS TYPE OF ACTION Personnel Will iam Brennan INITIATING DEPT./DIV. Plant Operations Department/Operations Div. SUBMITTED BY Issue: Garth Williams has passed the Control Systems Engineering Registration Examination. It is requested that the District grant him registration differential. Background: Garth Williams is the Control Systems Engineer for the Plant Operations Department. His classification does not require registration as a professional engineer. Garth Williams has demonstrated an ability to assist in the accomplishment of District activities requiring a level of skills and importance normally expected of a registered engineer. Mr. Williams was notified of his successful completion of registration requirements on February 25, 1983. Recommendation: Approve Garth Williams a one step salary increase in accordance with the Registration Differential Pol icy and Procedure. REVIEWED AND RECOMMENDED FOR BOARD ACTION We3 INITIATING DEPT./DIV. WEB CWB GBK RJIJ <((sD Central Contra Costa Sanitary District BOARD OF DIRECTORS N~ VI. Personnel 2 POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE March 8, 1983 SUBJECT TYPE OF ACTION REQUEST FOR APPROVAL OF REGISTRATION DIFFERENTIAL FOR DAVID J. REINDL PERSONNEL SUBMITTED BY Jay S. McCoy INITIATING DEPT./DIV. Construction & Services Division ISSUE: David J. Reindl has passed the Mechanical Engineering Registration Examination. It is requested that the District grant him registration differential. BACKGROUND: David J. Reindl is the Senior Mechanical Inspector for the Construction and Services Division. His classification does not require registration as a professional engineer, Mr. Reindl has demonstrated an abil ity to assist in the accompl ishment of District activities requiring a level of skills and importance normally expected of a registered engineer. Mr. Reindl was notified of his successful completion of registration requirements on February 25, 1983. RECOMMENDATION: Approve David Reindl a_one step salary increase in accordance with the Registration Differential Policy and Procedure. INIT T7/liJ Central ra Costa BOARD OF DIRECTORS District NO. VI. Personnel POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE 2/3/83 SUBJECT TYPE OF ACTION ADOPT ORDINANCE REFLECTING CHANGES TO CHAPTER 4 OF THE DISTRICT CODE Personnel SUBMITTED BY Gail Koff, Personnel Officer INITIATING DEPT./DIV. Administrative Department ISSUE: A need exists to update Chapter 4 of the District Code. BACKGROUND: Over the past two years, District Board Representatives have been engaged in Meet and Confer activities with both the Management Support/Confidential Group and the Central Contra Costa Sanitary District Employees I Association Local No.1 regarding a variety of personnel-related topics. Although it was recognized that Chapter 4 would need to be revised as a result of these Meet and Confer activities, it was agreed that this should be done after Meet and Confer sessions regarding wages were concluded. The changes requested are indicated on the attached summary sheet (Attachment A) and are the result of: - Board-approved Personnel Policy and Procedure statements which supersede the language in Chapter 4. - Agreements reached with both employee representative groups and included in respective Memorandums of Understanding and, therefore, no longer required or appropriately placed in Chapter 4. Meet and Confer sessions addressing Sections of Chapter 4 which have resulted in agreement among the parties, have received Board approval, and, therefore, require language revision to Chapter 4. - Staff reviewing and making grammatical corrections throughout the document, such as capitalizing the word "District" throughout and having numbers shown in both written and numeric form. Representatives from both employee representative groups have reviewed and concur with these recommended changes (letters attached, Attachment B). Accordingly, the District recommends the Board adopt an ordinance to change Chapter 4 of the District Code, as shown on Attachment C. RECOMMENDATION: Adopt ordinance reflecting changes to Chapter 4 of the District Code (Attachment C). REVIEWED AND RECOMMENDED FOR BOARD ACTION Section 4-204 4-301 4-401B 4-408 4-409 4-410 4-411 4-412 4-414 4-416 4-601 4-602 4-603 4-604 4-605 4-606 4-607 SUMMARY SHEET - CHANGES TO CHAPTER 4 INDEX ATTACHMENT A Title Grievance Pol icy Adoption of Class Descriptions Promotional Examinations Employment of Relatives Appointments Permanent-Intermittent Appts. for Seasonal or Irregular Work Temporary Appointments Special Emergency Appointments Delegation of Authority Limits to Appeal Rights Board May Suspend Employee Demotion or Dismissal of Employees Grounds for Suspension, Demotion, or Dismissal Appeal Board May Designate Rep. to Hear Appeal Adopt or Modify Recommendation Reinstatement Requested Change Delete Language change Language change Delete Reason Page No. Policy has been amended 3 and is contained in both Memorandums of Understanding Conforms with other 3 sections of Chapter 4 Agreement with CCCSDEA, 4 Local 1, provides for promotional exam if 4 qual ified District employees apply Pol icy has been amended 6 and is contained in both Memorandums of Understanding Grammatical change Language change Language change 7 Referenced Section 4-604 will be deleted and replaced with Section 4-416 7 References Section 4-416 which has been added 8 Grammatical change 8 Language change Additional section Delete Delete Delete Delete Delete Delete Delete Deletes reference to sections 8 which will be eliminated Although Section 4-604 9 will be deleted, certain issues must be addressed within Chapter 4 and have been included within this new section Pol icy has been amended 11 and is contained in both Memorandums of Understanding II II 11 II II 11 II II 12 II II 12 II II 12 II II 12 CHAPTER 4 MERIT SYSTEM AND CIVIL SERVICE CLASSIFICA nON*- ARTICLE 1. IN GENERAL. Section 4-101. Declaration of policies. It is the policy of the District to evaluate and select employees on the basis of merit and to determine individual merit through performance and competitive examinations. In return for faithful service, District employees are entitled to reasonable security of tenure. Tenure shall be dependent upon performance, good behavior, efficiency, necessity of work and the appropriation of sufficient funds. The acts and decisions of the District regarding the selection of individuals shall be in accordance with the practices and policies established under this Chapter. (Adopted by Ord. 50, Dec. 5, 1963; readopted by Ord. 50A, June 21, 1973; as amended by Ord. 142, Feb. 7, 1980.) Section 4-102. Establishment of merit system. The merit system and staff positions, as classified in the manner prescribed in this Chapter, are hereby established. Every classified position is under the merit system. (Adopted by Ord. 50, Dec. 5, 1963; as amended by Ord. 50A, June 21, 1973; as amended by Ord. 114, Mar. 18, 1976; as amended by Ord. 142, Feb. 7, 1980.) Section 4-103. Board authorization of positions and recoqnition of appointments. The Board shall authorize all positions provided in this Chapter and shall be advised on all appointments to all such positions. (Adopted by Ord. 142, Feb. 7, 1980.) ARTICLE 2. AFFIRMATIVE ACTION, EQUAL OPPORTUNITY, GRIEVANCE POUCY. Section 4-201. Affirmative action. It is the policy of the District to have an Affirmative Action Program which is a program of equal opportunity policies and affirmative action procedures of the Central Contra Costa Sanitary District. It is consistent with prior District standards and policies of equal opportunity and follows and implements the requirements of the Office of Federal Contract Compliance rules issued pursuant to Executive Order 11246, and of the Civil Rights Act of 1964. The program includes policies and procedures for the communication of Central Contra Costa Sanitary District Equal Employment Opportunity Policy; formal internal and external dissemination of our policy; establish ment of responsibilities for the implementation of the Affirmative Action Program; identification of areas of underutilization of minorities by organization units and job categories; establishment of goals and objectives by organization units and job category, development and execution of action-oriented programs designed to eliminate underutilization and further designed to attain established goals and objectives; design Page 1 of 12 Pages Summary of Changes and implementation of internal audit and reporting systems, and active support of local and national community action programs in the area of equal opportunity. (Adopted by Ord. 50, Dec. 5, 1963; readopted by Ord. 50A, June 21, 1973; as amended by Ord. 114, Mar. 18, 1976; as amended by Ord. 142, Feb. 7, 1980.) Section 4-202. Equal opportunity. It is the policy of the Central Contra Costa Sanitary District to: A. Recruit, hire, and/or promote for all job classifications without regard to race, religion, color, national origin, ancestory, marital status, age, sex or non-job related physical handicap or medical conditions. B. Base decision of employment upon an individual's qualifications as related to the position being filled. C. Make promotion decisions on the individual's qualifications as related to the requirements of the position for which the employee is being considered. D. Insure that all other personnel actions such as compensation, benefits, transfers, layoffs, returns-from-Iayoffs, District sponsored training, education, tuition assistance, social and recreation programs, will be administered without regard to race, religion, color, national origin, ancestory, marital status, age, sex or non-job related physical handicap or medical condition. E. Consider all employees and all applicants as fellow human beings entitled to equal considera tion and treatment in every respect. F. Continue to sustain and develop an implementing, reporting, and auditing system that insures the maintenance and application of District standards. G. When contracting for supplies or service, to continue to do so without regard to race, religion, color, national origin, ancestory, marital status, age, sex or non-job related physical handicap or medical condition. (Adopted by Ord. 114, Mar. 18, 1976; as readopted by Ord. 142, Feb. 7, 1980.) Section 4-203. Dissemination of policy. In order that the equal opportunity and affirmative action policies of the District be understood and known within the communities in which the Sanitary District operates, the following activities have and will be undertaken. A. The sections of the District Code on equal opportunity and affirmative action will be made available to all the individual employees of the Central Contra Costa Sanitary District. B. Copies of the District Affirmative Action policy will be maintained on permanently affixed bulletin boards and displayed in areas frequented by substantial numbers of employees and where initial contact with applicants for employment and the general public is made. C. On appropriate occasions special meetings will be held for the future dissemination and implementation of the Affirmative Action Program. Page 2 of 12 Pages Summary of Changes D. In advertising, for District personnel, an equal opportunity clause will be included. (Adopted by Ord. 114, Mar. 18, 1976; as amended by Ord. 142, Feb. 7, 1980.) Grievance policy. It is the polic of the District to provide a ocedure to consider employee complaints prompt ere The purpose of this policy is: A. To promote improve procedures on matters mployer-employ relationships by establishing grievance is not provided by other regulations. B. To afford employees, indivi consideration of complaints aft through discussion. , a systematic means of obtaining further reasonable effort has failed to resolve them C. To provide a means point of origin. e grievance settled as near as possible to the *NOTE: A sanita district under Section 6497 (2), Health a make rules to c ry out a classified civil service system. Safety Code, may ARTICLE 3. CLASSIFICA TIONS. Section 4-301. Adoption of class descriptions. Th8 69ard Gh~ll QQOpt, Qmend or Qboliih -.11 d-'~i dliiQriptioni fQr -.11 Diitrict positions of ~mrlnym~nt Class descriptions coverinq all positions of District employment shall be approved, amended and adopted, or abolished by the Board of Directors. (Adopted by Ord. 50, Dec. 5, 1963; readopted by Ord. 50A, June 21, 1973; as amended by Ord. 142, Feb. 7, 1980J Section 4-302. Standards of establishing class of employment. Each class of employment shall include positions sufficiently similar in respect to duties and responsibilities so that the same descriptive title may be used to designate each position allocated to the class. The same qualifications and tests of fitness for appointment and the same salary range shall apply. (Adopted by Ord. 50, Dec. 5, 1963; readopted by Ord. 50A, June 21, 1973; as readopted by Ord. 142, Feb. 7, 1980.) Section 4-303. Description of classifications. Each class description shall specify the duties and responsibilities and the mInImUm qualifications for each position in the class. However, the description of duties does not limit the authority of either the General Manager-Chief Engineer or the Board to assign other duties or to direct and control the work of employees. (Adopted by Ord. 50, Dec. 5, 1963; as amended by Ord. 50A, June 21, 1973; as amended by Ord. 142, Feb. 7, 1980.) Page 3 of 12 Pages Summary of Changes Section 4-304. Change of classifications. The Board may amend or abolish a class and it may establish, amend or abolish provisions relating to a class or positions within a class. A copy of any revised or amended class description shall be posted in the employee's normal work area. (Adopted by Ord. 50, Dec. 5, 1963; as amended by Ord. 50 A, June 21, 1973; as amended by Ord. 142, Feb. 7, 1980.) Section 4-305. Employment status. The District employs persons in five (5) different kinds of status. These are temporary, permanent-intermittent, permanent-probationary, permanent and permanent part-time. (Adopted by Ord. 142, Feb. 7, 1980.) *NOTE: A sanitary district under Section 6497 (1), Health and Safety Code may classify all the places of employment in or under the District. ARTICLE 4. EXAMINA TIONS AND APPOINTMENTS. Section 4-401. Examination(s). Except for those Board appointed positions identified in Section 4-409.A, the District shall hold an examination(s) to establish an Eligibility List for appointments to each class of position to be filled. The examination shall be oral or written or a demonstration of physical ability or skills or any combination thereof. Each examination shall test objectively the skills, knowledge and ability necessary for the position to be filled. Examinations are categorized as follows: A. Personnel Advancement Examination(s). The District shall provide a Personnel Advancement Procedure to allow employees who qualify to advance to a designated higher level, non-supervisory position. B. Promotional examinations. In the case of positions other than those identified in Section 4-409.A as being Board appointed, promotional examinations will take place when, (1) no current Eligibility List exists and/or the Personnel Advancement Procedure is not in order and, (2) when it is determined that there is a need to fill such positions and, (3) when there are at least four (4) qualified District permanent or permanent-intermittant qeneral employees or five (5 ualified District permanent or permanent-intermittant Manaqement Support Confidential employees who are currently occupying position(s) at the same or lower pay range and who applied for such positions, (4) that the candidate selection process meets affirmative action guidelines prescribed under Section 4-201. If a promotional examination is authorized, qualified temporary employees may also take the examination. p.age 4 of 12 Pages Summary of Changes c. Open examinations. If the position(s) cannot be filled using examination categories A & B, examina- tions shall be held on an open basis. An open examination and the resulting eligibility list may involve District personnel and/or members of the general public. D. Special appointments. In the case of Board appointed positions, as defined in Section 4-409.A, the Board will make a determination of method of examination and appointment on a case by case basis. (Adopted by Ord. 50, Dec. 5, 1963; readopted by Ord. 50A, June 21, 1973; as amended by Ord. 142, Feb. 7, 1980; as amended by Ord. 148, Aug. 27, 1981; as amended by Ord. 149, Dec. 17, 1981.) Section 4-402. Grounds for disqualification. The District may refuse to examine, or after examination may disqualify an applicant, or it may remove his or her name from an eligibility list on any of the following grounds: A. That the applicant does not meet the minimum qualifications of the position. B. That the applicant does not successfully pass each part of the examination procedure. C. That physical handicap, medical condition, or medical disablement which makes a person unfit to perform the duties of the position. D. That a history of behavior which when considered in the light of the particular duties of the position applied for renders the person unfit to perform said duties. (Adopted by Ord. 50, Dec. 5, 1963; readopted by Ord. 50A, June 21, 1973; as amended by Ord. 142, Feb. 7, 1980.) Section 4-403. Appeal in case of disqualification. If an applicant is disqualified as provided under Section 4-402, the applicant may appeal to the Board. The applicant shall, upon request to the District, be given grounds for the disqualification. The Board may hold a hearing on the matter of the disqualification. (Adopted by Ord. 50, Dec. 5, 1963; as amended by Ord. 50A, June 21, 1973; as amended by Ord. 142, Feb. 7, 1980.) Section 4-404. Grading standards. To qualify for appointment, an applicant must pass each part of an examination. Examinations shall be prepared consistent with Section 4-201. District shall establish the standards for grading an examination, prior to its administration, giving consider- ation to the kind of examination, number of candidates, and the needs of the District. Page 5 of 12 Pages Summary of Changes The grading of a written examination shall be under the supervision of the personnel office or under the supervision of an appropriate supervisor. (Adopted by Ord. 50, Dec. 5, 1963; readopted by Ord. 50A, June 21, 1973; as amended by Ord. 138, Sept. 21, 1978; as amended by Ord. 142, Feb. 7, 1980.) Section 4-405. Medical report. Each candidate for appointment shall be subject to a medical examination and report by a licensed physician selected by the District. The purpose of the medical report is to establish the physical fitness of prospective employees for the position offered. The District will pay the cost for the initial medical examination and required report. The examination shall be conducted within one (1) month prior to appointment. (Adopted by Ord. 50, Dec. 5, 1963; as amended by Ord. 50A, June 21, 1973; as amended by Ord. 142, Feb. 7, 1980.) Section 4-406. Duration of eligibility list. An established list shall be effective for one (1) year unless depleted or extended by the District, but in no event shall exceed two (2) years. The District may abolish any eligibility list for good reason. (Adopted by Ord. 50, Dec. 5, 1963; readopted by Ord. 50A, June 21, 1973; as amended by Ord. 1l0, Nov. 20, 1975; as amended by Ord. 142, Feb. 7, 1980.) Section 4-407. Removal from eliqibility list. r The District may remove the name of a person from an eligibility list for any cause set forth in Section 4-402 or for the following: 1. Failure to respond to notice within five (5) days after the District (a) receives verification of receipt of certified mail or (b) determines that the individual cannot be located after making a reasonable effort to do so. 2. Request by applicant that his name be removed from the eligibility list. 3. Refusal by the applicant to accept permanent appointment offered by the District. (Adopted by Ord. 50, Dec. 5, 1963; as amended by Ord. 50A, June 21, 1973; as amended by Ord. 1l0, Nov. 20, 1975; as amended by Ord. 138, Sept. 21, 1978; as amended by Ord. 142, Feb. 7, 1980; as amended by Ord. 148, Aug. 27, 1981.) Section 4- appointed officials shall not be appointed Members of imme . te family of elected to District employmen Members of the division. Employees who are i ediate family m bers shall not be appointed, transferred, promoted or demo CI into the same division, r be placed in such a position as to evaluate a relat" e or be in the same line of super " ion. Page 6 of 12 Pages Summary of Changes family members are defined as husband, ughter, in-laws, or grandparents. ther, father, brother, Section 4-409. Appointments. A. The positions of General Manager-Chief Engineer, Deputy General Manager, Deputy Chief Engineer, District Counsel, Secretary of the District, department and division managers, and the Finance and Personnel Officers are Board appointed positions and, such appointments shall be so adopted by resolution. B. The District shall make all other staff level appointments from the appropriate District eligibility list. The appointment may be offered to one (1) of the three (3) candidates having current highest standing on the eligibility list. If a current eligibility list has less than three (3) candidates remaining on the list, appoint- ment may be offered to the remaining one (1) or two (2) eligibile candidates or the list may be abolished. If an eligibility list is not available, the District may either make a temporary appointment, an emergency appointment, or a pro- visional appointment as provided in Sections 4-411, 4-412 and 4-413. (Adopted by Ord. 50, Dec. 5, 1963; readopted by Ord. 50A, June 21, 1973; as amended by Ord. 110, Nov. 20, 1975; as amended by Ord. 138, Sept. 21, 1978; as amended by Ord. 142, Feb. 7, 1980; as amended by Ord. 148, Aug. 27, 1981.) Section 4-410. Permanent-intermittent appointment for seasonal or irregular work. If the District finds that a position requires duties on an irregular, intermittent, seasonal basis for a stated time to be determined by the District, the District shall make a permanent-intermittent appointment from a current eligibility list for that position subject to conditions of employment as necessary, and, excepting the rights of Section 4-416, such appointed employee shall have the benefits and obligations of a permanent employee. Inclusion in the retirement plan will be restricted to employees who work fifty percent (50%) or more of full time. Full time is the standard forty- (40) hour week or work period for District employees. If no candidate on the list accepts the permanent-intermittent appointment, the District may make a temporary appointment. Any employee(s) having permanent-intermittent status in position(s) in the classified service may be laid off when the position(s) is no longer necessary, or for reasons of economy, of lack of work, or lack of funds, or if the position can be consolidated with another position, or for such reasons that the Board of Directors deems sufficient for abolishing the position(s). Time served in this status may be included in the computation determining vacation longevity, when a permanent-intermittent employee transfers, with no break in District service, to a permanent status position. (Adopted by Ord. 50, Dec. 5, 1963; readopted by Ord. 50A, June 21, 1973; as amended by Ord. 110, Nov. 29, 1975; as amended by Ord. 112, Dec. 18, 1975; as amended by Ord. 138, Sept. 21, 1978; as amended by Ord. 142, Feb. 7, 1980; as amended by Ord. 148, Aug. 27, 1981.) Page 7 of 12 Pages Summary of Changes Section 4-411. Temporary appointments. The District may from time to time require the services of temporary work forces to perform those duties and responsibilities normally performed by existing personnel. A temporary appointment is limited to twelve (12) months and does not qualify the appointee for the retirement plan, the insurance plans, vacation and sick leave allowances, or other employment rights and benefits including those as defined in Section 4-416 made available to employees of the other statuses. (Adopted by Ord. 50, Dec. 5, 1963; as amended by Ord. 55, May 21, 1964; as readopted by Ord. 50A, June 21, 1973; as amended by Ord. 1l0, Nov. 20, 1975; as amended by Ord. 142, Feb. 7, 1980.) Section 4-412. Special emergency appointments. If the District finds that there is a threatening stoppage of public business, it may make an emergency appointment effective for a period of ninety (90) working days. An appointee may receive not more than two (2) successive emergency appointments for an effective total combined maximum appointment period of one hundred eighty (180) working days. A special emergency appointee shall be considered a temporary employee as described in Section 4-411. Such appointments are considered additional positions, and as made by the District, shall be confirmed by the Board at its earliest possible convenience. (Adopted by Ord. 50, Dec. 5, 1963; readopted by Ord. 50A, June 21, 1973; as amended by Ord. 142, Feb. 7, 1980.) Section 4-413. Provisional appointments. The District may appoint an existing employee to a vacated authorized position, on a provisional basis, for a period generally not to exceed six (6) months duration. The appointed employee mayor may not be on an established eligibility list for that position. The provisional appointment does not grant to any individual so appointed any permanent rights to that position or relinquish any rights to the position held by that employee prior to such appointment. (Adopted by Ord. 142, Feb. 7, 1980.) Section 4-414. Delegation of authority. The Board hereby delegates to the General Manager-Chief Engineer the authority to conduct those employment and personnel-related activities, including but not limited to those matters covered by Sections 4-303, 4-401, 4-402, 4-404, 4-406, 4-407, 4. 4.88, 4- 409.~, 4-410, 4-411, 4-412, 4-413, and 4-415. 'I 505, 'I ~:i(n and ~ 'Q2. (Adopted by Ord. 50, Dec. 5, 1963; as amended by Ord. 50A, June 21, 1973; as amended by Ord. 138, Sept. 21, 1978; as amended by Ord. 142, Feb. 7, 1980.) Section 4-415. Probationary period. Each person appointed to a permanent or permanent part-time position shall serve a probationary period which shall not be less than six (6) months or more than twelve (12) months. During the probation period, an employee may be dismissed without cause by either the Board or the General Manager-Chief Engineer with the approval of the Board. This discharge is at the sole discretion of the District with no recourse under the grievance or appeals provision. Page 8 of 12 Pages Summary of Changes If a promoted, permanent employee is found to be unable to adequately perform under the increased responsibility of the new position, the employee may demote back to the previously held position. (Adopted by Ord. 50, Dec. 5, 1963; readopted by Ord. 50A, June 21, 1973; as amended by Ord. 1l0, Nov. 21, 1975; as amended by Ord. 142, Feb. 7, 1980.) *NOTE: A sanitary district under Section 6497 (2) and (3), Health and Safety Code, may make rules for examinations, appointments, promotions, and removals. Section 4-416. Limits to appeal riqhts. An employee having an employment status as provided in Section 4-410, 4-411, 4-412, or 4-415 shall not have the riqhts of appeal to the Board in case of a suspension, demotion or dismissal. ARTICLE 5. SEPARATION THROUGH LAYOFF FOR PERMANENT EMPLOYEES. Section 4-501. Grounds for layoff. Any employee(s) may be laid off when the position(s) is no longer necessary, or for reasons of economy, or lack of work, or lack of funds, or if the position can be consolidated with another position, or for such reason(s) that the Board of Directors deems sufficient for abolishing the position(s). However, in the case of consolidation, the salary range for the higher classification may prevail when an employee is currently occupying that consolidated position. (Adopted by Ord. 50, Dec. 5, 1963; readopted by Ord. 50A, June 21, 1973; as amended by Ord. 142, Feb. 7, 1980.) Section 4-502. Preference where position is re-established. If the Board abolishes a position and within two (2) years of abolishment, either; (1) re- establishes the position or (2) creates a new position which involves substantially the same or comparable duties and responsibilities previously performed, or (3) approves of a positional classification previously occupied or at a lesser classification level with qualification requirements and experience possessed by the person laid off, the person who occupied such position before it was abolished shall have preference on the eligibili ty list created for such position. (Adopted by Ord. 50, Dec. 5, 1963; readopted by Ord. 50 A, June 21, 1973; as amended by Ord. 142, Feb. 7, 1980.) Section 4-503. Layoff by displacement. A. In same class. When a reduction in force becomes necessary, layoff shall be accomplished in inverse order of total District seniority within the affected class except as may be provided by applicable Federal or State regulations. For purposes of this rule, total District seniority shall be defined as in Section 4-504. An employee's tenure in a class is his/her length of service in that classification and service in any higher classi fication. Before any permanent employee in an affected class is laid off, all appointees working in affected classes in the same department under emergency, temporary, Page 9 of 12 Pages Summary of Changes temporary, permanent-intermittent or probationary appointments shall be sepa- rated from District employment. Any employee subject to layoff as a result of being in a promotional probationary status in a new department may be allowed to demote in lieu of layoff to the employee's former classification and department as identified in the organization chart. B. Demotion to lower class. An employee in a classification affected by a reduction in force may, in lieu of lay-off, elect to demote to a lower classification, provided that such employee had held tenure in the lower classification. When both the employee demoting and the employee in the lower paying class have equal total District service, the employee in the lower paying classification would be laid off or demoted first. Reduction in force or demotion in lieu of layoff in one department shall not affect employees in another department. C. Notification of layoff. Notice of layoff shall be given to all but temporary and emergency employees at least thirty (30) calendar days prior to the effective date of layoff. D. Duration of reemployment list. Names of persons laid off shall be carried on a reemployment list for twenty- four (24) months. If, after a layoff, the working force is increased, the District shall offer each appointment from the established reemployment list in reverse order of layoff, hiring the most recently laid off first. Persons appointed to permanent positions of the same classification and status as previously held, shall be dropped from the list. Persons reemployed in a lower classification or on a temporary or part-time basis shall be continued on the list for the higher permanent position. Any person rejecting an offer of reemployment to a previously held permanent position of the same classification and status shall be dropped from the list. Any person who does not respond within five (5) working days to a certified letter offering such employment shall be dropped from the list, unless a sufficient reason is given. (Adopted by Ord. 142, Feb. 7, 1980; as amended by Ord. 148, Aug. 27, 1981.) Section 4-504. Seniority. An employee's seniority at the District is based upon total length of continuous service in the District's employ, regardless of position or class in other than temporary employment status. A layoff, Board authorized leave of absence, or termination and subsequent reemployment within a six (6) month period is not considered a break in continuous service and therefore can be used to bridge two (2) interrupted periods of District employment; however, break in service time is not computed in total seniority. (Adopted by Ord. 50, Dec. 5, 1963; readopted by Ord. 50A, June 21, 1973; as amended by Ord. 142, Feb. 7, 1980.) Page 10 of 12 Pages Summary of Changes ARTICLE SUSPENSION, DEMOTION AND DISMISSAL. Board may suspend employee. The Board or t General Manager-Chief Engineer, with the approval of the Board, may suspend an employee for a period of not more than thirty ( ) days in any calendar year for ny of the grounds set forth in Section 4-603. the event the suspension is for a . olation of safety rules or regulations, the Gene 1 Manager-Chief Engineer may suspe d immediately and notify the Board of his ction at its next scheduled meeting. e employee's rights of appeal are as provi d in Section 4-604. The Board may modify suspension if it finds that a modificatio is in the interest of fairness. An employee will receive a written notification 0 the reasons for such suspension and the rights f appeal. (Adopted by Ord. 50, Dec. 5, 1963; as amended by Ord 50A, June 21, 1973; as amended by Ord. 142, Feb. 7, 980; as amended by Ord. 14 Section 4-602. The Board or the General Manage -Chief Engineer, th the approval of the Board, may demote or dismiss an employe for any of the g unds set forth in Section 4-603. Before taking action to demote or 'smiss an emp yee, the District shall serve on the employee either personally or 0 certified ail, a written statement of the reasons for the demotion or dismissal. 5. Violation of Dis ict safety rules and regulations. de otion or dismissal. Where required employee of his right of appeal in It shall also include the effective date herein, the statement shall also advise accordance with Section 4-604. (Adopted by Ord. 50, Dec. 5, 1963; amended by Ord. 142, Feb. 7, 1980.) ed by Ord. 50A, June 21, 1973; as Section 4-603. An employee may be suspended, d moted or dism"ssed for any of the following grounds: 1. Misconduct. 2. 3. Incompetency. 4. Inefficiency. 6. Any ground sp cified in Section 4-402. (Adopted by Ord. , Dec. 5, 1963; as amended amended by Ord. 1 2, Feb. 7, 1980.) Page 11 of 12 Pages Summary of Changes Appeal. An employee except as provided in Sections 4-410, 4-411, 4-412 and 4-415, may appeal the suspension, demotion or dismissal by following the grievan e procedure referenced to in Section 4- 4, or by appealing to the Board by filing notice of appeal within fifteen (15) days fter notice of suspension, demotion or dO missal. The Board shall make a decision wi in thirty (30) days after closing the hea ng. as amended June 21, 1973; as (Adopted by Ord. 5 amended by Ord. 142, Section 4-605. The Board may employ Board. 1 and to recommend action to the by Ord. 50A, June 21, 1973; as Section 4-606. The Board may adopt or modify the r decision of the Board is the final action of the hearing officer. The (Adopted by Ord. 50, Dec. 5, 196 readopted by Ord. 142, Feb. 7, 1980.) Ord. 50A, June 21, 1973; as Section 4-607. Reinstatement. If the Board does not confirm e suspension, demor' n or dismissal of the employee, the Board shall reinstate th employee beginning n the effective date of the suspension, demotion or dis Issal. The employee is titled to compensation from that date less any amount aid by the District to the ployee during that period when the disciplinary actio was in effect. (Adopted by Ord. 50, De . 5, 1963; readopted by Ord. 50A, J e 21, 1973; as amended by Ord. 142, Feb. 7, 198 .) Page 12 of 12 Pages Summary of Changes ATTACHMENT B February 9, 1983 TO: Gail Koff, Personnel Officer FROM: Rod Smith, President CCCSD Employees' Association Local #1 SUBJECT: Chapter 4 of the District Ordinance Code In reviewing the changes to the Code as discussed in the negotiation process this year, I have found them to be satisfactory. W-~:t:tZ Rod Smith ATTACHMENT B MANAGEMENT SUPPORT/CONFIDENTIAL GROUP February 1, 1983 MEMORANDUM TO: Gail Koff, Personnel Officer FROM: John Walter, President, Management Support/Confidential Group SUBJECT: DISCUSSION ON CHAPTER FOUR OF THE DISTRICT CODE In accordance to Chapter Four of are satisfactory. JW:mg cc: P. Morsen with our meeting on January 20, 1983 regarding changes the District Code, the changes as we discussed them /);-;;? ---0 /J 4 ?~/#:l~ ~. John Wa 1 ter President Management Support/Confidential Group Central Contra Costa Sanitary District BOARD OF DIRECTORS NO. February 17, POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE SUBJECT CHANGE THE STATUS OF THE PERMANENT-INTERMITTENT POSIT N OF CLERK TYPIST 1/11 TO A PERMANENT POSITION AND CHANGE THE STATUS OF THE INCUMBENTA GWEN VANECEK, TO PERMANENT STATUS, EFFECTIVE JANUARY 24, 1~83 TYPE OF ACTION Personnel INITIATING DEPT./DIV. Administrative SUBMITTED BY ISSUE: A need exists to change the status of a Clerk Typist 1/11 position from a permanent-intermittent status to a permanent status. BACKGROUND: In July 1979, the District requested and received approval to increase clerical support within the Plant Operations Department by one position. At that time a decision was made to classify the position as permanent-intermittent in order to conduct an evaluation of the long term needs of this position. Although the evaluation was completed and indicated the Plant Operations' clerical workload more than justified this position being permanent, other circumstances prevented this change being recommended at the time. With the move to the new home office, the clerical support function for the District has been centralized within the Administrative Department. The permanent-intermittent clerk typist position was one of four clerical positions laterally transferred to the Administrative Department and is considered an integral part of the centralized clerical support activities. Accordingly, staff recommends that this position be changed from permanent-intermittent to a permanent work status. This position is the only remaining permanent-intermittent position at the District. RECOMMENDATION: Change the status of the permanent-intermittent position of Clerk Typist 1/11 to a permanent position and change the status of the incumbent, Gwen Vanecek, to permanent status, effective January 24, 1983, the first day of the move to the new home office. VIEWED AND RECOMMENDED FOR BOARD ACTION BOARD OF DIRECTORS NO. 1 POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE January 11, 1983 SUBJECT TYPE OF ACTION DELETE & ADOPT CERTAIN CLASS DESCRIPTIONS, RECLASSIFY, TRANSFER & APPOINT CERTAIN MANAGEMENT EMPLOYEES PERSONNEL TO NEW POSITIONS SUBMITTED BY Roger J. Dolan, General Manager-Chief Engr. INITIATING DEPT./DIV. Administrative ISSUE: An opening has developed in the Engineering and Construction Department. BACKGROUND: Dr. Clark Weddle, Deputy Chief Engineer, has submitted his resignation from the District, effective January 20, 1983. As a result of this action a vacancy will exist in the Engineering and Construction Department. This vacancy comes at a particularly critical juncture in the District's activities. Numerous projects are planned or underway at this time and if outside recruiting is implemented to fill the vacancy, it is anticipated that four to five months could elapse prior to having this critical base covered. Accordingly, I recommend that the best course of action for the District is to appoint an individual who has demonstrated managerial skills, engineering expertise, and who is familiar with the myriad problems associated with the District's present situation as well as familiarity with projects which are in the planning stages. It is proposed, therefore, that Robert Baker, the present Plant Operations Department Manager be appointed to this critical management position. Mr. Baker's prior experience working in the Engineering Department and his familiarity with our Treatment Plant in his two years of experience in managing this important District responsibility, as well as his background in biological science, environmental engineering, and engineering makes him a superior candidate for this assignment. As well, a significant number of positive accomplishments has occurred at the Treatment Plant under his direction. For these reasons, I recommend Mr. Baker be moved to the position of Engineering and Construction Department Manager. The appointment of Robert Baker to manage the Engineering and Construction Department will, of course, leave a vacancy as Plant Operations Department Manager. It is proposed that Mr. Charles Batts, presently Plant Maintenance Division Manager, be appointed to manage the Plant Operations Department. Mr. Batts has a proven track record of managerial expertise, sensitivity to labor relations problems, and the background and desire to manage the District's Treatment Plant. Accordingly, I recommend that Mr. Batts be appointed as Plant Operations Department Manager. Class descriptions covering the above recommendations appear as attachments to this position paper for the Board's approval. The recommendations contained in this position paper do not address the filling of Mr. Batts' present position of Plant Maintenance Division Manager at this time. REVIEWED AND RECOMMENDED FOR BOARD ACTION INITIATING DEPT./DIV. (j,.., :'-':L.~"'.. .~. ...... ~ '.-~; RECOMMENDATIONS: 1. Rescind class description and salary range M-19 ($4545-$5524) of Deputy Chief Engineer and adopt new class description and salary range for Engineering and Construction ~. Department Manager, salary range M-20 ($4435-$5392). Appoint Robert Baker to the new osition and provide for a 7.5 percent increase over his current salary, effective January 1, 1983. 2. Rescind class description and salary range M-22 ($4221-$5130) of Plant Operations Depart- ment Manager and adopt new class description and salary range for Plant Ope\ations Department Manager, salary range M-24 ($4019-$4885). Appoint Charles Batts to the new " position and provide for a 7.~ percent intreq,se over his current salary, effective January 21, 1983. U\ \2;': .7 .. C' REVIEWED AND RECOMMENDED FOR BOARD ACTION INITIATING OEPT./OIV. GEN. MGH.!CHIEF ENG. I BOARD OF DIRECTORS No.VH~. Personnel 1 8 18 83 POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE August 9, 1983 SUBJECT APPOINT JOYCE McMILLAN TO THE EXEMPT POSITION OF DEPUTY SECRETARY OF THE DISTRICT, EFFECTIVE AUGUST 29~ 1983 TYPE OF ACTION PERSONNEL SUBMITTED BY Paul Morsen, Admin. Department Manager INITIATING DEPT./DIV. Administrative ISSUE: The District has completed the recruitment activity for the exempt position of Deputy Secretary of the District. The candidate who ranked #1 on the Eligibil ity List has accepted the position and it is, therefore, appropriate that the Board make the appointment as required in Chapter 4 of the District Code. BACKGROUND: The Board interviewed and ranked candidates for the subject position. An offer of employment was made to Joyce McMillan which she accepted. Ms. McMillan is scheduled to begin her employment on August 29, 1983. A job description for Deputy Secretary of the District as well as the appropriate resolutions for appointment of this position are attached. RECOMMENDATION: Adopt class description of Deputy Secretary of the District, appoint Joyce McMillan to that position effective August 29~ 1983~ and adopt the attached resolutions. REVIEWED AND RECOMMENDED FOR BOARD ACTION BOARD OF DIRECTORS NO. POSITION PAPER VIA: ROGER J. DOLAN General Manager-Chief Engineer DATE December29 ,1982 TYPE OF ACTION Cancel old Class Descrip- tion and Adopt New Class D n SUBJECT ORGANIZA TIONAL CHANGES AND CLASS DESCRIPTION CHANGES REGARDING THE SAFETY FUNCTION AT THE SUBMITTED BY Paul Morsen INITIATING DEPT./DIV. Administrative De artment ISSUE: With the vacancy in the Safety Officer position, it is appropriate to make certain organizational changes at this time. BACKGROUND: Patrick Hassey, Safety & Training Officer resigned in July, 1982. Since that time, the District's Central Safety Committee has been reviewing its current needs and requirements in order to identify the most appropriate and beneficial course of action to follow regarding Safety-related District activities in the future. After considerable discussion and debate, the Committee reached a consensus that the best approach would be separating the responsibility between safety program and training activities;and safety enforcement activities. Recognizing that a successful safety program requires full participation and support by all employees, it was agreed that having that same person responsible for both policing safety compliance, while at the same time managing various safety program activities, was impractical and would result in the undermining of positive motivation this person endeavors to install in other employees. This position paper then, if approved, removes the compliance activities of the old Safety Officer classification and creates, in its stead, a Safety Coordinator classification to deal with safety program activities under the direction of the Personnel Officer and by working closely with the Central Safety Committee. As regards the enforcement and compliance issue, the Committee will appoint a sub- committee for safety compliance that, in concert with a safety consultant, will complete a walk-through of various areas of the District on a monthly basis. This program will begin in January, 1983. These regularly scheduled audits will seek to bring all areas of the work place into full compliance as required under State and Federal regulatory agencies, an activity not currently done on a regular basis throughout the District. The overall goal is to make the District a safer place to work. To implement a program addressing the concerns outlined above, the following changes must be made in the District's Central Safety Program: o Monitoring of the Safety Program be placed under the direction of the Central Safety Committee, using a safety consultant as required. o The development, coordination, and implementation of District Safety programs and training be placed under the direction of the Personnel Section. REVIEWED AND RECOMMENDED FOR BOARD ACTION ENG. o The present Safety and Training Officer position be eliminated and replaced by a Safety Coordinator I. It is further recommended that this position allow for and the incumbent be encouraged to seek professional growth so that the District will have the benefit of this person's increasing expertise over a longer term. Accordingly, a Safety Coordinator II class description should be adopted, to be filled under the provisions of the Personnel Advancement Procedure, as appro- priate. Salary ranges have been established based upon a salary survey and our internal organization. o The Personnel Officer class description be rewritten to include the responsibilities for managing Safety Program activities. RECOMMENDA nON: (1) (2) Delete the position and rescind the class description of Safety & Training Officer, effective January 1, 1983. Establish a class description for the positions of Safety Coordinator I, Range MSC 55, $1652-$1999, and Safety Coordinator II, Range MSC 62, $1953-$2362 (Attachment A and B). Establish one authorized position of Safety Coordinator 1/11. Adopt a Personnel Advancement Procedure for Safety Coordinator I to Safety Coordin- ator II (Attachment C). ,Rescind old an,d adopt new class description for the position of Personnel Officer. (Attachment DJ (3) (4) (5) REVIEWED AND RECOMMENDED FOR BOARD ACTION INITIATING DEPT./DIV. GEN. MGR./CHIEF ENG.