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2022 Civil Service Meeting packetsCITY OF PORT ORCHARD Human Resources 216 Prospect Street, Port Orchard, WA 98366 Voice: (36o) 876-7014 • Fax: (36o) 895-9029 dlund P cityofportorchard. us www.cityofportorchard.us Civil Service Commission Meeting Tuesday, January 18, 2022, 9:oo a.m. Remote access only: Link: https://us02web.zoom.us/j/82803505961?pwd=QmdiWW12pSVpzcjF6RzBOVXIZNz-2q Zz09 Zoom Meeting ID: 828 0350 5961 Zoom Call -In: 1253 215 8782 Item I. Call to Order AGENDA Lead Chair Outcome Status of Appointment of a New II. Commissioner Lund III. Election of Chair (CSR 3.01) Chair Action IV. Old Business Approval of minutes of a) October 19, 2021 meeting Chair Action Proposed revision to Rule 7.03 re: b) disqualifiers Chief Action V. New Business Proposed recruitment process for Certified Peace Officer and corresponding rule changes (2.xx Definition, 7.01, 7.02, 8.o1, 8.02, 12.02 Information a) and Appendix F Chief (First Reading) Proposed revision to Rule 4.04 re: meeting Information b) location Lund (First Reading) Proposed revision to Rule 8.04 re: exam Information c) postings Lund (First Reading) Proposed revision to Rule 8.05 re: time and Information d) place of examinations Lund (First Reading) Proposed revision to Rule 21.o1 re: Information e) classification titles Lund (First Reading) Various rule changes related to pronouns and Information f) correction to 8.oi(d) Lund (First Reading) Set a date for a Special Meeting for potential g) adoption of rules discussed at this meeting Lund Action VI. Reports a) Police Department Update Chief Information b) Secretary/Chief Examiner Update Lund Information i) Quarterly Report ii) List Status VII. Upcoming meeting(s) and topics All Discussion Next regular meeting: Tuesday, April lg, 2022 at g: 00 a.m. Adjourn Chair Civil Service Commission Meeting October 19, 2021 The City of Port Orchard Civil Service Commission meeting was called to order at 9:02 a.m. by Commission Chair Ken Kambich. In addition to Commissioner Ken Kambich, present were Commissioner Jerry Childs, Police Chief Matt Brown, Secretary/Chief Examiner Debbie Lund and guest Scott Snyder. Commissioner Rick Wyatt was absent. Motion was made, seconded and passed to approve the minutes of the January 19, 2021, civil service commission as presented. Secretary Lund introduced Scott Snyder to the commission. Secretary Lund and Mr. Snyder described the reasons for the Commission to have their own legal counsel and the proposed arrangement that Mr. Snyder would be on call to serve when and if the commission desired his input. The Commission asked Secretary Lund to forward the proposed engagement letter from Mr. Snyder. A motion was made, seconded and passed to authorize Secretary Lund to move forward with signing appropriate documents to engage the on -call services of Mr. Snyder once the Commissioners had a chance to review the engagement letter. The commission reviewed and discussed the proposed revision to Rule 7.03 which would add "has derogatorily used a slur about a protected group" to the list of reasons why an applicant's name could be removed from consideration. Chief brown provided an update from the Police Department. The Chief shared that the department had passed all accreditation standards in August, a huge accomplishment for the department. 3 new police officers have started since the commission last met, 2 vacancies for police officer remain including one as the result of the retirement of Officer Bill Schaibly. 2 more retirements are anticipated in early to mid 2022. Secretary Lund provided the commission with an update of activity including the 3rd quarter 2021 report to the commission. Secretary Lund also mentioned recent contact with Commissioner Rick Wyatt and his expressed interest in leaving the commission due to personal issues. Secretary Lund and Mayor Putaansuu will be following up with Mr. Wyatt. There being no further business the meeting adjourned at 9:33 a.m. Debbie Lund Secretary/Chief Examiner 7.03 NON -ACCEPTANCE OF APPLICANT OR CANDIDATE The Secretary/Chief Examiner, subject to the right of any person aggrieved to appeal to the Commission as provided in Rule 5, may refuse to accept an application or to examine an applicant or may withhold the name of any person from the eligibility list who: a. does not meet the requirements set forth in these Rules or in the bulletin announcing the examination; b. is deemed by competent medical authority to be physically or mentally unfit to perform the duties of the position; C. has a history of domestic violence or child abuse allegations or has been subject to a protective order as defined in RCW 10.99.090.3a; d. has been convicted of a felony or any crime involving moral turpitude or violence; e. has made any materially false statement or has attempted any deception or fraud in connection with this or any other civil service examination including false statements by others with the candidate's collusion, in connection with any application, examination for, or securing of an appointment; f. refuses to furnish all information required to complete the application, does not submit the application or background investigation package by the established deadline or fails to execute any oath as prescribed by law; g. has unacceptable personal references; h. has poor credit practices; i. is prohibited by Federal or State law from purchasing or possessing a firearm; j. who is knowingly a member of any organization which, to his knowledge, now advocates the overthrow of the government of the United States or of this state by force or violence or other unlawful means, or who now advocates the support of a foreign government against the United States in the event of hostilities; k. is, at the time of application an unlawful user of drugs including the use of narcotics or drugs not prescribed for the individual by a licensed medical practitioner, or addicted to the use of intoxicating liquors or narcotics or habit-forming drugs; 1. declines for a second time an invite to participate in an examination, or fails to appear at or pass a scheduled examination, any scheduled test or part thereof, Chiefs interview or investigation as requested; In. requests, in writing, to be removed; n. with or without accommodation, cannot participate in the examination process without posing a safety and health threat to the applicant or to others or who requires an accommodation that creates an undue hardship in administering the examination; o. is addicted to gambling or immoral practices or habits; P. is guilty of conduct not compatible with City employment, whether or not it amounts to a crime; q. has been dismissed or has resigned in lieu of discharge from any position, public or private, for any cause which would be a cause for dismissal from City service; or whose record of employment has not been satisfactory with any other employer; r. has abandoned any position in the City service or has been absent from duty without leave of absence duly granted; S. has assisted in preparing, conducting or scoring the examination applied for, or who has in any other manner secured confidential information concerning such examination which might provide unfair advantage over other applicants in the examination; t. has been discharged from the armed forces under conditions other than honorable; U. expresses unwillingness or inability to accept appointment, or refuses offer of an appointment without adequate explanation; V. fails to respond within ten days next succeeding the mailing of written inquiry regarding availability for regular employment or fails to respond within five business days of request to appear for interview or test for such employment; W. fails to present himself/herself for duty at any time agreed upon after having accepted an appointment; X. fails to maintain a record of current address with the Secretary/Chief Examiner as evidenced by the return of a properly addressed unclaimed letter, or other evidence; y. willfully violates any of the provisions of these rules or any applicable law; Z. resigns from the service and was on a promotional list; aa. is appointed to a regular position from a certified list; ab. is not selected after having been on the eligibility list for a position three (3) times in the same job class and department if removal is requested by the appointing authority/Chief; ac. cannot be reached in time for appointment when immediate temporary employment is required, but this shall apply to only such immediate temporary employment; or ad. is not qualified to perform the duties of the class based upon a finding by the Commission, or ae. has derogatorily used a slur about a protected group. 2.11 CERTIFIED PEACE OFFICER means the employment of a police officer who has (1) has a current and valid Peace Officer Certification from the Washing State Criminal Justice Training Commission; (2) been employed as a full-time sworn police officer within the last 24 months prior to date of hire; and (3) does not otherwise qualify to apply as a Lateral Entry applicant. For information only, the definition of Lateral Entry is provided below. 2.26 LATERAL ENTRY means the employment of a uniformed police officer. who has (1) successfully completed an approved basic law enforcement academy and be eligible for lateral certification by the Washington State Criminal Justice Training Commission without attending the state's full basic law enforcement academy; (2) successfully completed a field training program with a previous law enforcement agency; (3) been employed as a full-time sworn police officer for a minimum of eighteen (18) continuous months with a single agency; and (4) not been out of full-time law enforcement service for longer than three (3) years at date of hire. 7.01 QUALIFICATIONS OF APPLICANTS In order to apply for examination, at the time of filing application: a. An applicant must be a citizen of the United States, or lawful permanent resident, and able to -read and write the English language. b. Unless otherwise provided in these Rules, no person will be admitted to an entrance examination for police officer who is less than twenty-one (21) years of age. C. An applicant must file a completed application form prescribed by the Commission giving fully, truthfully, and accurately all information required. A certification as to the truth and completeness of the information contained in the application, shall be required on each application. d. An applicant must provide proof to the Secretary/Chief Examiner or designee of education (high school diploma/GED certificate, college diploma or transcript), service discharge document (if claiming veteran's points), and proof of citizenship or lawful permanent residence. e. An applicant for Lateral Entry police officer employment must meet the criteria for lateral as defined in 2.26 of these rules; an applicant for Certified Peace Officer employment must meet the criteria as defined in 2.XX of these rules. 7.02 FILING TIME FOR APPLICATION a. Entry Level Application: Application to participate in the entry level police officer written and physical agility examination process is direct through the city's contract public safety testing provider (publicsafetytesting.com). A Certification of Scores for applicants that achieve a passing score is forwarded to the Port Orchard Civil Service Secretary/Chief Examiner. Upon receipt of certification of scores, the Secretary/Chief Examiner or designee will place each candidate on a waiting list to be invited to the next phase of the examination process. Entry level police officer applications are accepted on a continuous basis as provided in Rule 8.01. b. Certified Peace Officer and Lateral Police Officer Application: Applications for Certified Peace Officer and Lateral Level Police Officer are may accepted on a continuous basis as provided in Rule 8.01. Application must be made on City of Port Orchard application form provided by the Secretary/Chief Examiner. Applications must be received at the office of the Secretary/Chief Examiner not later than 4:30 p.m. on the last day for filing as posted in the official bulletin for all other competitive examinations outlined in Rule 8. Applications submitted after such last day for filing shall be considered late and ineligible for continuation in the process. d. Application amendments must be received not later than 4:30 p.m. on the last day for filing. Burden of proof of meeting requirements shall lie with the applicant. e. In case of any dispute as to the time of filing, the Commission's official time recorded on the application shall be conclusive. f. The time for filing applications may be extended or reopened by the Secretary/Chief Examiner as ordered by the Commission and as the needs of the service require, provided notice is immediately posted in accordance with the City's regular position posting procedures. 8.01 ORDERING EXAMINATIONS The Secretary/Chief Examiner shall order an examination as necessary to maintain the following eligibility list(s) (Entry Level police Or€i^eLateral no O€€ieerfor positions listed in Section 21 of these rules. Such order shall specify the class for which the examination is ordered. The order shall be reported to the Commission and be subject to its review. a. Continuous Testing Eligibility Lis . The Secretary/Chief Examiner may establish any eligibility list for use by applicants tested through and certified for eligibility through a continuous testing process. b. Subscription testing service authorized. The Secretary/Chief Examiner is authorized to use a subscription testing service when an agreement with one or more subscription testing service organizations is approved and executed by the Mayor and, if required, the City Council. C. Additional Testing. Applicants certified by a subscription testing services will be subject to such other testing processes, including but not limited to oral boards or any other testing process conducted by the Commission or by a subscriber pursuant to Rule 8.01(b). d. Certification. Candidates certified pursuant to a continuous testing process shall be placed on the entry level p liee effieer or the lateral rt„�, liee e ffieer applicable Eligibility List. Certification shall be in accordance with the rules and regulations of this Commission. As each applicant is placed in accordance with his or her scores and veteran's points (if applicable) the placement of all others on the list shall be adjusted. 8.02 LATER,4L ENTRY POLICE OFFICER EMPLOYMENT In addition to the examinations outlined in the applicable Appendix to these rules, Applieantsapplicants for lateral ent police officer employment must successfully pass (1) Oral Board Examination; (2) Department/Chiefs interview; (3) Truth Verification Testing; (4) Psychological Examination; (5) Medical Examination; (6) Background investigation prior to appointment; and (7) other tests as deemed appropriate. 12.02 LENGTH OF PROBATIONARY PERIOD The period of probation shall be one (1) year from completion of the basic academy, or date of hire if completion of an academy does not apply to the position for which the candidate was hired. For Certified Peace Officers and in -state lateral officersLateral Officers, the period of probation shall be equivalent to one (1) year of Full -Time service. Minor absences due to vacations, annual military leave, illnesses, etc., do not interrupt the probationary period unless the absence is so excessive that the Secretary/Chief Examiner approves a departmental request for an extension of the probationary period. At the request of the appointing authority/Chief the Secretary/Chief Examiner may approve an extension of a probationary period for performance related reasons. Port Orchard Civil Service Rules Appendix F Certified Peace Officer Examination Process 1. City advertises continuous recruitment for Certified Police Officer through job posting website and other advertising locations as determined appropriate by the Chief Examiner. 2. The Secretary/Chief Examiner will receive and review applications for minimum qualifications, and within 30 days of receipt notify candidates of receipt of application and outlining current hiring status and anticipated timeline. 3. When oral boards are needed/desired, Secretary/Chief Examiner begins inviting candidates based on date of application, working from the oldest to the newest until the day(s) of oral board examinations is filled. 4. A minimum 70% score is required on the oral board examination in order to be placed on the eligibility list. 5. The oral board examination (assuming 70% or higher) is weighted as 100% of the final score. The maximum score on the oral board exam can total no more than 100. 6. Additional Credit provided for in Civil Service Rule 8.10 is added, if applicable, to the score from Step 5 above. This could result in a score greater than 100. 7. Names are ranked on the eligibility list in order of the final calculated score and certified by the Secretary/Chief Examiner. 8. When requested by the Police Chief, the Secretary/Chief Examiner will provide an alphabetical list of applicants to the Chief in accordance with civil service rule 11.01. Proposed new Appendix. First Reading 1 / 18/21 4.04 PLACE OF MEETING All meetings shall be held i the Port Orehard Munieipal Building ing u,,,,v,., 306 unless the speeified some other plaee, or unless the Commission deter -mines at a prior meeting to meet at-some-otherplaee. virtually or at the physical location noted on the meeting agenda. 8.04 NOTICE OF EXAMINATION Public announcement of examinations shall; at the ,,.,;r;,,.,,,,...,, be published i ., legal designated newspaper pursuant to RCW 65.16.010, with general circulation in the C of port Orchard an be posted in the same manner as other job postings of the City -at least two (2) weeks preceding each examination for any entry level, lateral entry, o-F position open to the public. Public notice of continuous examinations shall state that the period for filing applications and taking examinations shall remain open until further order and notice. The secretary/chief examiner may amend any published announcement with appropriate public notice. Promotional examination announcements shall be made through communication with all eligible employees at least two (2) wee ten (10) calendar days before the application due date. 8.05 TIME AND PLACE OF EXAMINATIONS Whenever applicants are required to appear for an examination, the time and place shall be designated in the official bulletin, or the applicants shall be notified in person by e-mail, mail or by telephone a minimum of two Qone 1 weeks prior to the scheduled examination. The Secretary/Chief Examiner, with the approval of the Commission, may have an examination given in more than one session and/or at more than one place, either within or outside the City of Port Orchard. 21.01 CIVIL SERVICE CLASS SPECIFICATIONS As prescribed basically in RULE 6 - CLASSIFICATIONS, the positions of all fully -paid employees of the Port Orchard Police Department shall be allocated to the classes established herein on the basis of duties performed, level of responsibility, authority assigned, and qualifications required. The Class Specifications for the Police Department may include the following if the position is Full -Time: a. Police Officer b. Police Sergeant C. Police O ffiee Ma r a er ervices Coordinator d. Police Records/Evidence Specialist e. Public Service Officer — Court Security/Police Support f. Public Service Officer — Parking Enforcement g. Community Health Navigator OUS • 1.03 EMPLOYMENT PRACTICES No person in the classified civil service or seeking admission thereto shall be appointed, reduced, or removed, or in any way favored or discriminated against in hi�,-_employment or opportunity for employment because of hi�'-race, national origin, color, religion, gender, sexual orientation (including gender identity and gender expression), genetic information, marital status, military or veteran status, or political opinions or affiliations, or because of physical or sensory disabilities as prescribed in RCW 49.60, federal or local law. 3.01 ELECTION OF CH n IRM n NCHAIRPERSON At the first regular meeting in January of each year, the Commission shall elect one of its members asehairmanrchairperson to serve for a term of one year or until his4iertheir successor is duly elected and qualified. 3.02 DUTIES OF CHAIRPERSON The n person shall preside at all meetings of the Commission and act as spokesperson for the Commission. 3.03 CHAIRPERSON PRO TEM The ehairman chairperson shall designate one of the Commissioners to act as ehairmanrchairperson pro tern during the absence of the ehairmanchairperson. If no such designation has been made, the two Commissioners present shall agree who shall act as n chairperson pro tem. 4.03 SPECIAL MEETINGS A special meeting may be ordered at any time by the ehairman chairperson or by any two Commissioners by delivering personally or by mail written notice to each member of the Commission and all departments affected. Notification of said 1.03 EMPLOYMENT PRACTICES No person in the classified civil service or seeking admission thereto shall be appointed, reduced, or removed, or in any way favored or discriminated against in hi�,-_employment or opportunity for employment because of hi�'-race, national origin, color, religion, gender, sexual orientation (including gender identity and gender expression), genetic information, marital status, military or veteran status, or political opinions or affiliations, or because of physical or sensory disabilities as prescribed in RCW 49.60, federal or local law. 3.01 ELECTION OF CH n IRM n NCHAIRPERSON At the first regular meeting in January of each year, the Commission shall elect one of its members asehairmanrchairperson to serve for a term of one year or until his4iertheir successor is duly elected and qualified. 3.02 DUTIES OF CHAIRPERSON The n person shall preside at all meetings of the Commission and act as spokesperson for the Commission. 3.03 CHAIRPERSON PRO TEM The ehairman chairperson shall designate one of the Commissioners to act as ehairmanrchairperson pro tern during the absence of the ehairmanchairperson. If no such designation has been made, the two Commissioners present shall agree who shall act as n chairperson pro tem. 4.03 SPECIAL MEETINGS A special meeting may be ordered at any time by the ehairman chairperson or by any two Commissioners by delivering personally or by mail written notice to each member of the Commission and all departments affected. Notification of said meeting, shall be posted in accordance with City practices for such meetings not less than twenty-four hours prior to the meeting. 4.05 EMERGENCY MEETINGS If, by reason of fire, flood, earthquake, or other emergency, it shall be unsafe to meet in the place designated, the meetings may be held for the duration of the emergency at such place as is designated by the chairperson of the Commission. 6.02 REVIEW AND APPEALS a. If the appointing authority/Chief or any employee is affected by any classification actionhe ar shethey may request the Commission and Secretary/Chief Examiner to review such action. Such request shall be made in writing within ten days of notification of such action. 7.03 NON -ACCEPTANCE OF APPLICANT OR CANDIDATE The Secretary/Chief Examiner, subject to the right of any person aggrieved to appeal to the Commission as provided in Rule 5, may refuse to accept an application or to examine an applicant or may withhold the name of any person from the eligibility list who: j. who is knowingly a member of any organization which, to his -their knowledge, now advocates the overthrow of the government of the United States or of this state by force or violence or other unlawful means, or who now advocates the support of a foreign government against the United States in the event of hostilities; W. fails to present h mself/herse fthemself for duty at any time agreed upon after having accepted an appointment; 8.01 ORDERING EXAMINATIONS d. Certification. Candidates certified pursuant to a continuous testing process shall be placed on the entry-level police officer or the lateral entry police officer Eligibility List. Certification shall be in accordance with the rules and regulations of this Commission. As each applicant is placed in accordance with ertheir scores and etera 's points -additional credits (if applicable) the placement of all others on the list shall be adjusted. 8.19 REPEAT APPLICATIONS a. An applicant for a continuous recruitment may take the written test and physical agility test through the third -party provider as often as allowed by the provider. b. Candidates who chose to apply and repeat an examination given as part of the continuous recruitment process will be subject to their more recent score. C. An applicant on a current eligibility for hire list may not retake any examination other than the written and physical agility exam(s) until his/hertheir name expires or is removed under Rule 7.03 from the current eligibility list. 10.06 CANVASS OF ELIGIBILITY LISTS Whenever he/shethe Secretary/Chief Examiner believes the needs of the service require, the Secretary/Chief Examiner shall ascertain the availability for employment under certain specified employment conditions of persons whose names appear on an eligibility list. 11.06 EFFECT OF REMOVAL, WITHHOLDING, OR RESTORATION The removal or withholding of a name shall automatically advance all of the names below it on the eligibility list. Should any person whose name is removed or withheld file an appeal of this removal or withholding within the stipulated time allowed for filing of such appeals, no permanent appointment shall be made from those names under the name removed pending the disposition of the appeal, unless said appeal cannot be concluded within sixty days. The acceptance or refusal by a candidate of temporary employment shall not affect h s-the candidate's certification from the eligibility list for permanent employment. 11.07 APPOINTMENT OF CANDIDATES In filling position vacancies, the appointing authority/Chief may hire from any of the names provided to hie=, he Chief under Rule 11.01. 12.03 INTERRUPTION OF PROBATIONARY PERIOD Whenever the probationary period of an employee in a position in one class is interrupted due to hi-s-their appointment to a position in another class and the employee subsequently returns to a position in the first class during the second probationary period, hi, -their probationary period for the first appointment shall continue until completed. 12.04 FAILURE OF PROBATION Any employee failing to satisfactorily complete any promotional probationary period shall be restored to the most recent previous class for which heishe q the qualify. In the event of such reversion to a previous class and if no vacancy exists in the class and department in which hekl+ethey served the first appointment, a vacancy may be created by layoff or reduction in accordance with Rule 18. 14.01 ASSIGNMENTS The assignment of a candidate to a position, or of an employee from one position to another position within the class and department for which heishe hfts-they have been certified by the Secretary/Chief Examiner pursuant to these Rules, is a matter of departmental administration, except as provided in Rule 16. 16.01 CAUSES FOR DISCHARGE, DEMOTION, SUSPENSION AND OTHER DISCIPLINARY ACTIONS An employee may be discharged or suspended without pay for a period not to exceed thirty days from city service or demoted or deprived of vacation or other privileges for any of the following reasons: a. Incompetence, inefficiency, or inattention to or dereliction of duty. b. Dishonesty, intemperance, immoral conduct, insubordination, discourteous treatment of the public, or a fellow employee, or any other act of omission or commission tending to injure the public service, or any other willful failure on the part of the employee to properly conduct himselfthemself, or any willful violation of the provisions of this chapter or the rules and regulations to be adopted hereunder. 16.02 CONDITIONS OF DISCHARGE, DEMOTION, SUSPENSION, AND OTHER DISCIPLINARY ACTIONS A permanent employee may be discharged from city service or demoted, or suspended without pay, or deprived of vacation or other privileges only after notification in writing of the reasons for such action. Such notice shall state the specific grounds and the particular facts upon which the disciplinary action is based, and the employee shall be allowed ten days from the date of service of such notice in which to reply thereto in writing and request a hearing before the Commission. Such notice of disciplinary action shall state the time allowed for answer and for requesting a hearing before the Commission. A copy of such notice and a copy of the reply, if any, must be filed with the Commission. The appointing authority/Chief shall submit to the Commission an affidavit showing the employee has been served with the notice of disciplinary action, either personally or by certified or registered mail addressed to his -their last known address and the date of such service. 16.06 PROBATIONARY PERIOD FOLLOWING FIRST APPOINTMENT An employee who has not completed him --their probationary period may be discharged without cause by the appointing authority/Chief by written notice served on the employee. 18.08 RESTORATION TO REINSTATEMENT LIST The name of any person who has been appointed to a permanent position from a reinstatement list and subsequently is separated from the service without delinquency or fault on his -their part shall be restored to the reinstatement list. This restoration shall have the effect of extending the time the employee's name is carried on the reinstatement list. 18.09 DISABILITY An employee may be separated for disability when Ee/shethey cannot perform the required duties because of a physical or mental impairment as determined by appointing authority/Chief. CITY OF PORT ORCHARD Human Resources 216 Prospect Street, Port Orchard, WA 98366 Voice: (36o) 876-7014 • Fax: (36o) 895-9029 dlund P cityofportorchard. us www.cityofportorchard.us MEMORANDUM To: Civil Service Commissioners ` From: Debbie Lund, Police Civil Service Secretary/Chief Examiner Date: January 13, 2022 RE: 4th Quarter 2021 Report to Commission Position Recruitment Status Eligibility List Status Police Officer, Entry Level Open Continuously Open Continuously Police Officer, Lateral Open Continuously Open Continuously Police Sergeant n a Expired o6 2021 Police Office Manager None None Police Records/Evidence Specialist Completed 8 25 2021 Expires 9/2/2022 Community Health Navigator Completed 12 18 2o2o Expired 12 29 2021 Public Service Officer — Court Security/Police Support No Civil Service employee in this position. Position is vacant and will likely be eliminated. Public Service Officer — Parking Enforcement No Civil Service employee in this position as employees are art -time Personnel changes this Quarter • Nick Smith was hired as an Entry Level Police Officer in October. • Police Records/Evidence Specialist Val Francom retired in October. • Kathleen Thoma was hired as a Police Records/Evidence Specialist in November. Police Officer Nathan Lynch has submitted his resignation effective January 13, 2022. Vacancies• As of December 31, 2021, the department has 2 vacancies for police officer. There are no other Civil Service vacancies in the department. The departure of Officer Lynch in January will result in an additional vacancy. We have extended conditional offers to two police officer candidates. Report to Commission January 13, 2022 Page 2 Lateral Police Officer Eligibility List (As of December 31, 2021) A continuous recruitment for lateral police officer was opened on June 9, 2020. The information below reflects applicant activity from October 1-December 31, 2021. Oral boards were held in October. Step # of Candidates at this Ste New applications received this quarter 6 New applications accepted (meet minimums, eligible, etc.) 2 Invited to oral boards 1 Participated in oral boards 1 New names added to list this quarter 1 Candidates removed from list (hired, expired, voluntary or involuntary) 4 Names on eligibility list as of 12 31 2021 7 Entry Level Police Officer (as of December 31, 2021) The recruitment for Entry Level Police Officer is continuous, the numbers below reflect eligible candidates from October 1-December 31, 2021. Oral boards were held in October and November. Step # of Candidates at this Ste New applications received this quarter 3 New applications accepted (meet minimums, eligible, etc.) 3 Invited to oral boards 38 Participated in oral boards 9 New names added to list this quarter 9 Names on eligibility list as of 12 31 2021 29 Applicants awaiting oral board exam 22 The schedule for oral boards in 2022 is being developed. We are seeing a number of non -responses from applicants. This requires me to contact many more applicants than exam slots available. We also typically have at least one last minute cancellation or no show for the exam. Civil Service Rules allow me to remove candidates who fail to respond to invites to two separate oral exams and to remove candidates who are no shows. CITY OF PORT ORCHARD Human Resources 216 Prospect Street, Port Orchard, WA 98366 Voice: (36o) 876-7014 • Fax: (36o) 895-9029 dlund P cityofportorchard. us www.cityofportorchard.us Special Civil Service Commission Meeting Tuesday, January 25, 2022, 9:oo a.m. Remote access only: Link: https://us02web.zoom.us/j/82803505961?pwd=QmdiWW12pSVpzcjF6RzBOVXIZNz-2q Zz09 Zoom Meeting ID: 828 0350 5961 Zoom Call -In: 1253 215 8782 AGENDA Outcome Item Lead I. Call to Order Chair IV. Old Business Proposed recruitment process for Certified a) Peace Officer and corresponding rule changes (2.xx Definition, 7.01, 7.02, 8.o1, 8.02, 12.02 and Appendix F) Lund Action b) Proposed revision to Rule 4.04 re: meeting location Lund Action c) Proposed revision to Rule 8.04 re: exam postings Lund Action d) Proposed revision to Rule 8.05 re: time and place of examinations Lund Action e) 1 osed revision a sificat on titles to Rule 21.01 re: Lund Action f) Various rule changes related to pronouns and correction to 8.o1(d) Lund Action Adjourn Chair Next regular meeting: Tuesday, April 19, 2022 at 9: oo a.m. 2.11 CERTIFIED PEACE OFFICER means the employment of a police officer who has (1) has a current and valid Peace Officer Certification from the Washing State Criminal Justice Training Commission; (2) been employed as a full-time sworn police officer within the last 24 months prior to date of hire; and (3) does not otherwise qualify to apply as a Lateral Entry applicant. For information only, the definition of Lateral Entry is provided below. 2.26 LATERAL ENTRY means the employment of a uniformed police officer. who has (1) successfully completed an approved basic law enforcement academy and be eligible for lateral certification by the Washington State Criminal Justice Training Commission without attending the state's full basic law enforcement academy; (2) successfully completed a field training program with a previous law enforcement agency; (3) been employed as a full-time sworn police officer for a minimum of eighteen (18) continuous months with a single agency; and (4) not been out of full-time law enforcement service for longer than three (3) years at date of hire. 7.01 QUALIFICATIONS OF APPLICANTS In order to apply for examination, at the time of filing application: a. An applicant must be a citizen of the United States, or lawful permanent resident, and able to -read and write the English language. b. Unless otherwise provided in these Rules, no person will be admitted to an entrance examination for police officer who is less than twenty-one (21) years of age. C. An applicant must file a completed application form prescribed by the Commission giving fully, truthfully, and accurately all information required. A certification as to the truth and completeness of the information contained in the application, shall be required on each application. d. An applicant must provide proof to the Secretary/Chief Examiner or designee of education (high school diploma/GED certificate, college diploma or transcript), service discharge document (if claiming veteran's points), and proof of citizenship or lawful permanent residence. e. An applicant for Lateral Entry police officer employment must meet the criteria for lateral as defined in 2.26 of these rules; an applicant for Certified Peace Officer employment must meet the criteria as defined in 2.XX of these rules. 7.02 FILING TIME FOR APPLICATION a. Entry Level Application: Application to participate in the entry level police officer written and physical agility examination process is direct through the city's contract public safety testing provider (publicsafetytesting.com). A Certification of Scores for applicants that achieve a passing score is forwarded to the Port Orchard Civil Service Secretary/Chief Examiner. Upon receipt of certification of scores, the Secretary/Chief Examiner or designee will place each candidate on a waiting list to be invited to the next phase of the examination process. Entry level police officer applications are accepted on a continuous basis as provided in Rule 8.01. b. Certified Peace Officer and Lateral Police Officer Application: Applications for Certified Peace Officer and Lateral Level Police Officer are may accepted on a continuous basis as provided in Rule 8.01. Application must be made on City of Port Orchard application form provided by the Secretary/Chief Examiner. Applications must be received at the office of the Secretary/Chief Examiner not later than 4:30 p.m. on the last day for filing as posted in the official bulletin for all other competitive examinations outlined in Rule 8. Applications submitted after such last day for filing shall be considered late and ineligible for continuation in the process. d. Application amendments must be received not later than 4:30 p.m. on the last day for filing. Burden of proof of meeting requirements shall lie with the applicant. e. In case of any dispute as to the time of filing, the Commission's official time recorded on the application shall be conclusive. f. The time for filing applications may be extended or reopened by the Secretary/Chief Examiner as ordered by the Commission and as the needs of the service require, provided notice is immediately posted in accordance with the City's regular position posting procedures. 8.01 ORDERING EXAMINATIONS The Secretary/Chief Examiner shall order an examination as necessary to maintain the following eligibility list(s) (Entry Level police Or€i^eLateral no O€€ieerfor positions listed in Section 21 of these rules. Such order shall specify the class for which the examination is ordered. The order shall be reported to the Commission and be subject to its review. a. Continuous Testing Eligibility Lis . The Secretary/Chief Examiner may establish any eligibility list for use by applicants tested through and certified for eligibility through a continuous testing process. b. Subscription testing service authorized. The Secretary/Chief Examiner is authorized to use a subscription testing service when an agreement with one or more subscription testing service organizations is approved and executed by the Mayor and, if required, the City Council. C. Additional Testing. Applicants certified by a subscription testing services will be subject to such other testing processes, including but not limited to oral boards or any other testing process conducted by the Commission or by a subscriber pursuant to Rule 8.01(b). d. Certification. Candidates certified pursuant to a continuous testing process shall be placed on the entry level p liee effieer or the lateral rt„�, liee e ffieer applicable Eligibility List. Certification shall be in accordance with the rules and regulations of this Commission. As each applicant is placed in accordance with his or her scores and veteran's points (if applicable) the placement of all others on the list shall be adjusted. 8.02 LATER,4L ENTRY POLICE OFFICER EMPLOYMENT In addition to the examinations outlined in the applicable Appendix to these rules, Applieantsapplicants for lateral ent police officer employment must successfully pass (1) Oral Board Examination; (2) Department/Chiefs interview; (3) Truth Verification Testing; (4) Psychological Examination; (5) Medical Examination; (6) Background investigation prior to appointment; and (7) other tests as deemed appropriate. 12.02 LENGTH OF PROBATIONARY PERIOD The period of probation shall be one (1) year from completion of the basic academy, or date of hire if completion of an academy does not apply to the position for which the candidate was hired. For Certified Peace Officers and in -state lateral officersLateral Officers, the period of probation shall be equivalent to one (1) year of Full -Time service. Minor absences due to vacations, annual military leave, illnesses, etc., do not interrupt the probationary period unless the absence is so excessive that the Secretary/Chief Examiner approves a departmental request for an extension of the probationary period. At the request of the appointing authority/Chief the Secretary/Chief Examiner may approve an extension of a probationary period for performance related reasons. Port Orchard Civil Service Rules Appendix F Certified Peace Officer Examination Process 1. City advertises continuous recruitment for Certified Police Officer through job posting website and other advertising locations as determined appropriate by the Chief Examiner. 2. The Secretary/Chief Examiner will receive and review applications for minimum qualifications, and within 30 days of receipt notify candidates of receipt of application and outlining current hiring status and anticipated timeline. 3. When oral boards are needed/desired, Secretary/Chief Examiner begins inviting candidates based on date of application, working from the oldest to the newest until the day(s) of oral board examinations is filled. 4. A minimum 70% score is required on the oral board examination in order to be placed on the eligibility list. 5. The oral board examination (assuming 70% or higher) is weighted as 100% of the final score. The maximum score on the oral board exam can total no more than 100. 6. Additional Credit provided for in Civil Service Rule 8.10 is added, if applicable, to the score from Step 5 above. This could result in a score greater than 100. 7. Names are ranked on the eligibility list in order of the final calculated score and certified by the Secretary/Chief Examiner. 8. When requested by the Police Chief, the Secretary/Chief Examiner will provide an alphabetical list of applicants to the Chief in accordance with civil service rule 11.01. Proposed new Appendix. First Reading 1 / 18/21 4.04 PLACE OF MEETING All meetings shall be held i the Port Orehard Munieipal Building ing u,,,,v,., 306 unless the speeified some other plaee, or unless the Commission deter -mines at a prior meeting to meet at-some-otherplaee. virtually or at the physical location noted on the meeting agenda. 8.04 NOTICE OF EXAMINATION Public announcement of examinations shall; at the ,,.,;r;,,.,,,,...,, be published i ., legal designated newspaper pursuant to RCW 65.16.010, with general circulation in the C of port Orchard an be posted in the same manner as other job postings of the City -at least two (2) weeks preceding each examination for any entry level, lateral entry, o-F position open to the public. Public notice of continuous examinations shall state that the period for filing applications and taking examinations shall remain open until further order and notice. The secretary/chief examiner may amend any published announcement with appropriate public notice. Promotional examination announcements shall be made through communication with all eligible employees at least two (2) wee ten (10) calendar days before the application due date. 8.05 TIME AND PLACE OF EXAMINATIONS Whenever applicants are required to appear for an examination, the time and place shall be designated in the official bulletin, or the applicants shall be notified in person by e-mail, mail or by telephone a minimum of two Qone 1 weeks prior to the scheduled examination. The Secretary/Chief Examiner, with the approval of the Commission, may have an examination given in more than one session and/or at more than one place, either within or outside the City of Port Orchard. 21.01 CIVIL SERVICE CLASS SPECIFICATIONS As prescribed basically in RULE 6 - CLASSIFICATIONS, the positions of all fully -paid employees of the Port Orchard Police Department shall be allocated to the classes established herein on the basis of duties performed, level of responsibility, authority assigned, and qualifications required. The Class Specifications for the Police Department may include the following if the position is Full -Time: a. Police Officer b. Police Sergeant C. Police O ffiee Ma r a er ervices Coordinator d. Police Records/Evidence Specialist e. Public Service Officer — Court Security/Police Support f. Public Service Officer — Parking Enforcement g. Community Health Navigator OUS • 1.03 EMPLOYMENT PRACTICES No person in the classified civil service or seeking admission thereto shall be appointed, reduced, or removed, or in any way favored or discriminated against in hi�,-_employment or opportunity for employment because of hi�'-race, national origin, color, religion, gender, sexual orientation (including gender identity and gender expression), genetic information, marital status, military or veteran status, or political opinions or affiliations, or because of physical or sensory disabilities as prescribed in RCW 49.60, federal or local law. 3.01 ELECTION OF CH n IRM n NCHAIRPERSON At the first regular meeting in January of each year, the Commission shall elect one of its members asehairmanrchairperson to serve for a term of one year or until his4iertheir successor is duly elected and qualified. 3.02 DUTIES OF CHAIRPERSON The n person shall preside at all meetings of the Commission and act as spokesperson for the Commission. 3.03 CHAIRPERSON PRO TEM The ehairman chairperson shall designate one of the Commissioners to act as ehairmanrchairperson pro tern during the absence of the ehairmanchairperson. If no such designation has been made, the two Commissioners present shall agree who shall act as n chairperson pro tem. 4.03 SPECIAL MEETINGS A special meeting may be ordered at any time by the ehairman chairperson or by any two Commissioners by delivering personally or by mail written notice to each member of the Commission and all departments affected. Notification of said 1.03 EMPLOYMENT PRACTICES No person in the classified civil service or seeking admission thereto shall be appointed, reduced, or removed, or in any way favored or discriminated against in hi�,-_employment or opportunity for employment because of hi�'-race, national origin, color, religion, gender, sexual orientation (including gender identity and gender expression), genetic information, marital status, military or veteran status, or political opinions or affiliations, or because of physical or sensory disabilities as prescribed in RCW 49.60, federal or local law. 3.01 ELECTION OF CH n IRM n NCHAIRPERSON At the first regular meeting in January of each year, the Commission shall elect one of its members asehairmanrchairperson to serve for a term of one year or until his4iertheir successor is duly elected and qualified. 3.02 DUTIES OF CHAIRPERSON The n person shall preside at all meetings of the Commission and act as spokesperson for the Commission. 3.03 CHAIRPERSON PRO TEM The ehairman chairperson shall designate one of the Commissioners to act as ehairmanrchairperson pro tern during the absence of the ehairmanchairperson. If no such designation has been made, the two Commissioners present shall agree who shall act as n chairperson pro tem. 4.03 SPECIAL MEETINGS A special meeting may be ordered at any time by the ehairman chairperson or by any two Commissioners by delivering personally or by mail written notice to each member of the Commission and all departments affected. Notification of said meeting, shall be posted in accordance with City practices for such meetings not less than twenty-four hours prior to the meeting. 4.05 EMERGENCY MEETINGS If, by reason of fire, flood, earthquake, or other emergency, it shall be unsafe to meet in the place designated, the meetings may be held for the duration of the emergency at such place as is designated by the chairperson of the Commission. 6.02 REVIEW AND APPEALS a. If the appointing authority/Chief or any employee is affected by any classification actionhe ar shethey may request the Commission and Secretary/Chief Examiner to review such action. Such request shall be made in writing within ten days of notification of such action. 7.03 NON -ACCEPTANCE OF APPLICANT OR CANDIDATE The Secretary/Chief Examiner, subject to the right of any person aggrieved to appeal to the Commission as provided in Rule 5, may refuse to accept an application or to examine an applicant or may withhold the name of any person from the eligibility list who: j. who is knowingly a member of any organization which, to his -their knowledge, now advocates the overthrow of the government of the United States or of this state by force or violence or other unlawful means, or who now advocates the support of a foreign government against the United States in the event of hostilities; W. fails to present h mself/herse fthemself for duty at any time agreed upon after having accepted an appointment; 8.01 ORDERING EXAMINATIONS d. Certification. Candidates certified pursuant to a continuous testing process shall be placed on the entry-level police officer or the lateral entry police officer Eligibility List. Certification shall be in accordance with the rules and regulations of this Commission. As each applicant is placed in accordance with ertheir scores and etera 's points -additional credits (if applicable) the placement of all others on the list shall be adjusted. 8.19 REPEAT APPLICATIONS a. An applicant for a continuous recruitment may take the written test and physical agility test through the third -party provider as often as allowed by the provider. b. Candidates who chose to apply and repeat an examination given as part of the continuous recruitment process will be subject to their more recent score. C. An applicant on a current eligibility for hire list may not retake any examination other than the written and physical agility exam(s) until his/hertheir name expires or is removed under Rule 7.03 from the current eligibility list. 10.06 CANVASS OF ELIGIBILITY LISTS Whenever he/shethe Secretary/Chief Examiner believes the needs of the service require, the Secretary/Chief Examiner shall ascertain the availability for employment under certain specified employment conditions of persons whose names appear on an eligibility list. 11.06 EFFECT OF REMOVAL, WITHHOLDING, OR RESTORATION The removal or withholding of a name shall automatically advance all of the names below it on the eligibility list. Should any person whose name is removed or withheld file an appeal of this removal or withholding within the stipulated time allowed for filing of such appeals, no permanent appointment shall be made from those names under the name removed pending the disposition of the appeal, unless said appeal cannot be concluded within sixty days. The acceptance or refusal by a candidate of temporary employment shall not affect h s-the candidate's certification from the eligibility list for permanent employment. 11.07 APPOINTMENT OF CANDIDATES In filling position vacancies, the appointing authority/Chief may hire from any of the names provided to hie=, he Chief under Rule 11.01. 12.03 INTERRUPTION OF PROBATIONARY PERIOD Whenever the probationary period of an employee in a position in one class is interrupted due to hi-s-their appointment to a position in another class and the employee subsequently returns to a position in the first class during the second probationary period, hi, -their probationary period for the first appointment shall continue until completed. 12.04 FAILURE OF PROBATION Any employee failing to satisfactorily complete any promotional probationary period shall be restored to the most recent previous class for which heishe q the qualify. In the event of such reversion to a previous class and if no vacancy exists in the class and department in which hekl+ethey served the first appointment, a vacancy may be created by layoff or reduction in accordance with Rule 18. 14.01 ASSIGNMENTS The assignment of a candidate to a position, or of an employee from one position to another position within the class and department for which heishe hfts-they have been certified by the Secretary/Chief Examiner pursuant to these Rules, is a matter of departmental administration, except as provided in Rule 16. 16.01 CAUSES FOR DISCHARGE, DEMOTION, SUSPENSION AND OTHER DISCIPLINARY ACTIONS An employee may be discharged or suspended without pay for a period not to exceed thirty days from city service or demoted or deprived of vacation or other privileges for any of the following reasons: a. Incompetence, inefficiency, or inattention to or dereliction of duty. b. Dishonesty, intemperance, immoral conduct, insubordination, discourteous treatment of the public, or a fellow employee, or any other act of omission or commission tending to injure the public service, or any other willful failure on the part of the employee to properly conduct himselfthemself, or any willful violation of the provisions of this chapter or the rules and regulations to be adopted hereunder. 16.02 CONDITIONS OF DISCHARGE, DEMOTION, SUSPENSION, AND OTHER DISCIPLINARY ACTIONS A permanent employee may be discharged from city service or demoted, or suspended without pay, or deprived of vacation or other privileges only after notification in writing of the reasons for such action. Such notice shall state the specific grounds and the particular facts upon which the disciplinary action is based, and the employee shall be allowed ten days from the date of service of such notice in which to reply thereto in writing and request a hearing before the Commission. Such notice of disciplinary action shall state the time allowed for answer and for requesting a hearing before the Commission. A copy of such notice and a copy of the reply, if any, must be filed with the Commission. The appointing authority/Chief shall submit to the Commission an affidavit showing the employee has been served with the notice of disciplinary action, either personally or by certified or registered mail addressed to his -their last known address and the date of such service. 16.06 PROBATIONARY PERIOD FOLLOWING FIRST APPOINTMENT An employee who has not completed him --their probationary period may be discharged without cause by the appointing authority/Chief by written notice served on the employee. 18.08 RESTORATION TO REINSTATEMENT LIST The name of any person who has been appointed to a permanent position from a reinstatement list and subsequently is separated from the service without delinquency or fault on his -their part shall be restored to the reinstatement list. This restoration shall have the effect of extending the time the employee's name is carried on the reinstatement list. 18.09 DISABILITY An employee may be separated for disability when Ee/shethey cannot perform the required duties because of a physical or mental impairment as determined by appointing authority/Chief. CITY OF PORT ORCHARD Human Resources 216 Prospect Street, Port Orchard, WA 98366 Voice: (36o) 876-7014 • Fax: (36o) 895-9029 dlund (& cityofportorchard.us www.cityofportorchard.us Civil Service Commission Meeting Tuesday, April 19, 2022, 9:oo a.m. Remote access only: Link: https://us02web.zoom.us/j/82803505961?pwd=QmdiWW)pSVpzcOF6RzBOVXIZNza2Zz09 Zoom Meeting ID: 828 0350 5961 Zoom Call -In: 1253 215 8782 AGENDA Outcome Item Lead Requested I. Call to Order Chair II. Introduction of a New Commissioner Lund Information III. Approval of Minutes Approval of minutes of a) January 18, 2022 meeting Chair Action Approval of minutes of b) January 25, 2022 special meeting Chair Action IV. Old Business None V. New Business a) Correction of Clerical Error in CSR 4.01 Information VI. Reports a) Police Department Update Chief Information b) Secretary/Chief Examiner Update Lund Information i) Quarterly Report ii) List Status VII. Upcoming meeting(s) and topics All Discussion Next regular meeting: Tuesday, July 19, 2022 at 9: oo a.m. Adjourn Chair Civil Service Commission Meeting January 18, 2022 The City of Port Orchard Civil Service Commission meeting was called to order at 9:05 a.m. by Commission Chair Ken Kambich. In addition to Commissioner Ken Kambich, present were Commissioner Jerry Childs, Police Chief Matt Brown, and Secretary/Chief Examiner Debbie Lund. Secretary Lund reported to the Commission that the process to find a commissioner to replace Mr. Wyatt, who resigned in December, was underway but not yet completed. Motion was made, seconded and passed to elect Ken Kambich as the commission chair for 2022. Motion was made, seconded and passed to approve the minutes of the October 19, 2021, civil service commission as presented. The commission reviewed and discussed the proposed revision to Rule 7.03 which would add "has derogatorily used a slur about a protected group" to the list of reasons why an applicant's name could be removed from consideration. A motion was made, seconded and passed to approve the change to Rule 7.03 as presented. Chief Brown shared with the commission his reasons for the suggested change to the Civil Service rules to allow for the recruitment of Certified Peace Officers. The Chief explained that applicants would have already passed the Washington Basic Law Enforcement Academy but for a variety of reasons, not meet the qualifications for Lateral Police Officer including their FTO status or short duration of service. After discussion, the commission indicated support for the changes. Secretary Lund reviewed with the commission a proposed change to Rule 4.04 allowing the commission some flexibility in their meeting location. After discussion, the commission indicated support for the changes. The commission then reviewed the proposed changes to Rule 8.04 regarding exam postings including removal of a reference to newspaper advertising. After discussion, the commission indicated support for the changes. The proposed change to Rule 8.05 regarding time and place of examinations was reviewed by the commission. After discussion, the commission indicated support for the changes with the acknowledgement that examinations in a virtual environment were easier to schedule with applicants. Secretary Lund shared with the commission that recent union negotiations lead to a title change for one of the office positions, thus necessitating a proposed change to Rule 21.01 for the position of Police Office Manager. The commission reviewed a variety of rule changes related to the use of pronouns throughout the Civil Service Rules. After discussion, the commission indicated support for the changes to remove references to gender and correction to Rule 8.01(d) to include all types of additional credits, when applicable. The commission set a special meeting for Tuesday, January 25, 2022, at 9:00 a.m. to potentially take action on the rules that were on today's agenda for first reading. Chief Brown provided an update from the Police Department. The Chief shared that the department received their accreditation in November. Now all Kitsap County agencies are accredited. One entry level officer just came off of FTO status, another candidate graduates from the academy in February and a third graduates from the academy in March. A lateral officer candidate is in the final stages of the hiring process and could be here in March. In conjunction with the Secretary/Chief Examiner more oral boards will be held in February. Staffing remains a challenge as more retirements are anticipated, potentially one in March and another in April. Commissioner Childs asked about contingency plans if the department was short staffed. The Chief reported that the department is evaluating options including additional overtime, reassignment of the School Resource Officer, and prioritization of calls for service. The department is monitoring staff for burnout due to staffing needs and an increase in calls for service. Secretary Lund provided the commission with an update of activity including the 4th quarter 2021 report to the commission. There being no further business the meeting adjourned at 9:40 a.m. Debbie Lund Secretary/Chief Examiner Civil Service Commission Meeting January 25, 2022 The City of Port Orchard Civil Service Commission meeting was called to order at 9:04 a.m. by Commission Chair Ken Kambich. In addition to Commissioner Ken Kambich, present were Commissioner Jerry Childs, Police Chief Matt Brown, and Secretary/Chief Examiner Debbie Lund. The commission reviewed and discussed the proposed revision to rules which were first presented at their regular meeting on January 18, 2022. A motion was made, seconded and carried to adopt, as presented, proposed rule changes to create a definition of Certified Peace Officer and alter rules 7.01, 7.02, 8.01, 8.02, 12.02 and create Appendix F to allow for the recruitment of Certified Peace Officers. A motion was made, seconded and carried to adopt, as presented, proposed changes to Rule 4.04 allowing the commission some flexibility in their meeting location. A motion was made, seconded and carried to adopt, as presented, proposed changes to Rule 8.04 regarding exam postings including removal of a reference to newspaper advertising. A motion was made, seconded and carried to adopt, as presented, proposed changes to Rule 8.05 regarding time and place of examinations. A motion was made, seconded and carried to adopt, as presented, proposed changes to Rule 21.01 as a result of union negotiations for the position of Police Office Manager. A motion was made, seconded and carried to adopt, as presented, proposed changes to a variety of rules related to the use of pronouns throughout the Civil Service Rules, including a correction to Rule 8.01(d) to include all types of additional credits, when applicable. There being no further business the meeting adjourned at 9:06 a.m. Debbie Lund Secretary/Chief Examiner Report to Commission from Secretary/Chief Examiner Lund: Civil Service Rule 8.15 allows the Secretary/Chief Examiner to correct any clerical errors in the Civil Service Rules. When the Commission changed the rules (on January 19, 2021), to move from monthly to quarterly meetings, the word "monthly" was inadvertently left in the sentence. I believe this to be a clerical error allowing the Secretary/Chief Examiner to change the language without Civil Service Commission action. The change is reflected below: 4.01 REGULAR MEETINGS Regular meetings shall be held monthly at 9:00 AM, on the third Tuesday of the first month of each calendar quarter, unless same shall be a holiday, and then meetings shall be held the next business day or on a date designated by the Commission. All activities of the Commission shall be conducted in a manner which is in total compliance with what is commonly referred to as the "Open Public Meeting Act of 1971", as amended, of the State of Washington (CH 42.30 RCW). CITY OF PORT ORCHARD Human Resources 1101 s 216 Prospect Street, Port Orchard, WA 98366 ^u� - Voice: (36o) 876-7014 • Fax: (36o) 895-9029 ■HIM MR dlundocitofportorchard.us www.cityofportorchard.us MEMORANDUM To: Civil Service Commissioners lial—a From: Debbie Lund, Police Civil Service Secretary/Chief Examiner Date: April 7, 2022 RE: ist Quarter 2022 Report to Commission Position Recruitment Status Eligibility List Status Police Officer, Entry Level Open Continuously Open Continuously Police Officer, Certified Open Continuously Open Continuously Police Officer, Lateral Open Continuously Open Continuously Police Sergeant n a Expired o6 2021 Police Services Coordinator None None Police Records Evidence Specialist Completed 8 25 2021 List exhausted Community Health Navigator Completed 12 18 202o Expired 12 29 2021 Public Service Officer — Court Security/Police Support No Civil Service employee in this position. Position is vacant and will likely be eliminated. Public Service Officer — Parking Enforcement No Civil Service employee in this position as employees are art -time Personnel changes this Quarter • Noah Sanchez was hired as a Lateral Police Officer in March. • Police Officer Nathan Lynch resigned effective January 13, 2022. • Police Officer (Detective) Beth Deatherage has announced her retirement as of May 1, 2022. Vacancies As of March 31, 2022, the department has 2 vacancies for police officer. There are no other Civil Service vacancies in the department. The retirement of Officer Deatherage in May will result in an additional vacancy. Additionally, the City Council has authorized the department to "over hire" by two officers in anticipation of additional retirements within the next 12 months. The Chief currently has six candidates in various stages of the background process. Report to Commission April 7, 2022 Page 2 Lateral Police Officer Eligibili , List (As of March 31, 2022) A continuous recruitment for lateral police officer was opened on June 9, 2020. The information below reflects applicant activity from January 1-March 31, 2022. Oral boards were held in February. Step # of Candidates at this Ste New applications received this quarter 5 New applications accepted (met minimums, eligible, etc.) 5 Invited to oral boards 4 Participated in oral boards 3 New names added to list this quarter 3 Candidates removed from list (hired, expired, voluntary or involuntary) 4 Names on eligibility list as of 3 31 22 6 Certified Police Officer Eligibility List (As of March 31, 2022) A continuous recruitment for certified police officer was opened on January 15, 2022. The information below reflects applicant activity from January 15-March 31, 2022. Oral boards were held in February. Step # of Candidates at this Ste New applications received this quarter 6 New applications accepted (met minimums, eligible, etc.) 4 Invited to oral boards 2 Participated in oral boards 2 New names added to list this quarter 2 Candidates removed from list (hired, expired, voluntary or involuntary) 1 Names on eligibility list as of 3/31/22 1 Report to Commission April 7, 2022 Page 3 Entry Level Police Officer (as of March 31, 2022) The recruitment for Entry Level Police Officer is continuous, the numbers below reflect eligible candidates from January 1-March 31, 2022. Oral boards were held in February. Step # of Candidates at this Step New applications received this quarter 8 New applications accepted (meet minimums, eligible, etc.) 7 Invited to oral boards 6 Participated in oral boards 2 New names added to list this quarter 2 Candidates removed from list (hired, expired, voluntary or involuntary) 10 Names on eligibility list as of 3 31 22 18 Applicants awaiting oral board exam 24 Additional Position Information Position Activity Police Sergeant No civil service activity. The City anticipates discussion with the Sergeant's Union related to a voluntary demotion and the creation of an additional position. Police Services Coordinator No civil service activity. Police Records/Evidence Specialist A recruitment for an additional employee in this job classification was opened on March 28, 2022 and will close on April 18, 2022. This will establish a hiring list for an additional position authorized by the City Council for the latter part Of 2022. Community Health Navigator No civil service activity. Related Information Additional oral boards for all levels of police officer are planned for July and October. More can be scheduled, if needed. We are fortunate in that we continue to see a slow trickle of applications coming in. Entry level applicants are, understandably, our largest applicant pool. The City Council has authorized a lateral incentive of $15,000 for a lateral police officer candidate to work for the City of Port Orchard. As of this writing, the Police Guild has not signed the required Memorandum of Understanding, thus preventing the City from advertising and offering the incentive program. CITY OF PORT ORCHARD Human Resources 216 Prospect Street, Port Orchard, WA 98366 Voice: (36o) 876-7014 • Fax: (36o) 895-9029 dlund@cityofportorchard.us www.cityofportorchard.us Civil Service Eligibility List Status Position Status Expiration Police Officer, Entry Level Open continuous Various, per candidate Police Officer, Certified Open continuous Various, per candidate Police Officer, Lateral Level Open continuous Various, per candidate Police Sergeant n/a Expired o6/2021 Police Services Coordinator n/a Unknown Police Records/Evidence Specialist 2022 recruitment open, Closes 4/18/22 2021 list exhausted; new recruitment underway Community Health Navigator n/a Expired 12 29 2021 Public Service Officer — Court Security/Police Support No full-time civil service covered positions Public Service Officer — Parking Enforcement No full-time civil service covered positions As of April 12, 2022 CITY OF PORT ORCHARD Human Resources 216 Prospect Street, Port Orchard, WA 98366 Voice: (36o) 876-7014 • Fax: (36o) 895-9029 dlund P cityofportorchard. us www.cityofportorchard.us Civil Service Commission Meeting Tuesday, October 18, 2022, 9: oo a.m. Council Chambers, Port Orchard City Hall Remote access: Link: https://usO2web.zoom.us/i/82803505961?pwd=QmdiWWppSVpzciF6RzBOVXIZNz 2c� Zz09 Zoom Meeting ID: 828 0350 5961 Zoom Call -In: 1253 215 8782 AGENDA Outcome Item Lead Requested I. Call to Order Chair II. Introductions Lund Information New Commissioner Lund Information New Deputy Police Chief Brown Information III. Approval of Minutes a) Approval of minutes of April 19, 2022 meeting Chair Action IV. Old Business None V. New Business a) Rule 21: Class Specifications proposed change Lund b) Future meetings: In person, hybrid? Lund VI. Reports a) Police Department Update Chief b) Secretary/Chief Examiner Update Lund i) Quarterly Report VII. Upcoming meeting(s) and topics All Next regular meeting: Tuesday, January 17, 2023 at 9: oo a.m. Adjourn Chair 1st Reading Discussion Information Information Discussion Civil Service Commission Meeting April 19, 2022 The City of Port Orchard Civil Service Commission meeting was called to order at 9:13 a.m. by Commission Chair Ken Kambich. In addition to Commissioner Ken Kambich, present were Commissioner Jerry Childs, Police Chief Matt Brown, and Secretary/Chief Examiner Debbie Lund. Commissioner Eric Worden was absent. Motion was made, seconded and passed to approve the minutes of the January 18, 2022, civil service commission as presented. Motion was made, seconded and passed to approve the minutes of the January 25, 2022, civil service commission as presented. Secretary Lund reported to the Commission an error found in Civil Service Rule 4.01 that was the inadvertent result of a change in that rule on January 19, 2022. The error was grammatical and fixed by Secretary Lund as permitted by Civil Service Rule 8.15. Chief Brown provided a department update to the Commission. The department has three police officer new hires in various stages of Field Training (FTO). In addition, the department has 5 candidates in various stages of the background process. More oral boards are scheduled for tomorrow. The department has 2 current vacancies, 1 retirement within the next two weeks and authorization of the City Council to hire an additional 2 positions due to anticipated retirements. The Chief reported that the department is busy. The crime rate has increased 15% in the last 3 years. The Chief shared with the Commission that he anticipates conducting a group oath of office ceremony for new hires once the City Council resumes in person or hybrid meetings and the Commission is welcome to attend virtually or in person. Secretary Lund shared with the Commission that a recruitment for Police Records/Evidence Specialist is currently underway to fill an additional position authorized by the City Council in anticipation of the officers wearing body worn cameras and the public records requests that will ultimately be generated by the use of the cameras. There being no further business the meeting adjourned at 9:25 a.m. Debbie Lund Secretary/Chief Examiner RULE 21 - CLASS SPECIFICATIONS FOR THE UNIFORMED AND NON - UNIFORMED POLICE SERVICE 21.01 CIVIL SERVICE CLASS SPECIFICATIONS As prescribed basically in RULE 6 - CLASSIFICATIONS, the positions of all fully -paid employees of the Port Orchard Police Department shall be allocated to the classes established herein on the basis of duties performed, level of responsibility, authority assigned, and qualifications required. The Class Specifications for the Police Department may include the following if the position is Full -Time: a. Police Officer b. Police Sergeant C. Police Services Coordinator d. Police Records/Evidence Specialist g-e. Community Health Navigator CITY OF PORT ORCHARD Human Resources 216 Prospect Street, Port Orchard, WA 98366 Voice: (360) 876-7014 • Fax: (36o) 895-9029 dlund P cityofportorchard. us www.cityofportorchard.us MEMORANDUM To: Civil Service Commissioners ` From: Debbie Lund, Police Civil Service Secretary/Chief Examiner Date: October 3, 2022 RE: 3 rdQuarter2022 Report to Commission Position Recruitment Status Eligibility List Status Police Officer, Entry Level Open Continuously Open Continuously Police Officer, Certified Open Continuously Open Continuously Police Officer, Lateral Open Continuously Open Continuously Police Sergeant n a Expired o6 2021 Police Services Coordinator None None Police Records/Evidence Specialist Oral Boards May 2022 List Expires 513112023 Community Health Navigator Completed 12 18 202o Expired 12 29 2021 Public Service Officer — Court Security/Police Support No Civil Service employee in this position. Position is vacant and will likely be eliminated. Personnel changes this Quarter • Michael Bradshaw was hired as a Lateral Police Officer on July 6, 2022 • Dakotah Melton was hired as an Entry Level Police Officer on July 18, 2022 • Caroline Eberhardy was hired as a Police Records/Evidence Specialist on August 31, 2022. Michael Bradshaw resigned as a Police Officer on September 13, 2022 Chuck Schandel retired as a Police Officer on September 14, 2022 Melissa Stern resigned as the Community Health Navigator on September 15, 2022. Although not a Civil Service covered position, please know that Dan Schoonmaker started as Deputy Police Chief on September 12, 2022. Vacancies: Police Officer: As of September 30, 2022, the department has 4 vacancies for police officer and a retirement pending effective in December. A Certified Peace Officer candidate will start with the department on October 10. Additional candidates are in the background check process. Report to Commission October 3, 2022 Page 2 Community Health Navigator: The position is now vacant. At this time, the City will not be recruiting to fill the position. Due to some factors outside of the City's control related to available social services resources, the City has decided to postpone any recruitment related to this position at this time. List Activity Lateral Police Officer Eligibility List (As of September 30, 2022) A continuous recruitment for lateral police officer was opened on June 9, 2020. The information below reflects applicant activity from July 1-September 30, 2022. Oral boards were held in July and September. Step # of Candidates at this Ste New applications received this quarter 2 New applications accepted (met minimums, eligible, etc.) 2 Invited to oral boards 1 Participated in oral boards 1 New names added to list this quarter 1 Candidates removed from list (hired, expired, voluntary or involuntary) 2 Names on eligibility list as of 9/30/22 1 Certified Police Officer Eligibili , List (As of September 30, 2022) A continuous recruitment for certified police officer was opened on January 15, 2022. The information below reflects applicant activity from July 1-September 30, 2022. Oral boards were held in July and September. Step # of Candidates at this Ste New applications received this quarter 2 New applications accepted (met minimums, eligible, etc.) 2 Invited to oral boards 2 Participated in oral boards 1 New names added to list this quarter 1 Candidates removed from list (hired, expired, voluntary or involuntary) 0 Names on eligibility list as of 9 30 22 1 Report to Commission October 3, 2022 Page 3 Entry Level Police Officer (as of September 30, 2022) The recruitment for Entry Level Police Officer is continuous, the numbers below reflect eligible candidates from July 1-September 30, 2022. Oral boards were held in July and September. Step # of Candidates at this Ste New applications received this quarter 9 New applications accepted (meet minimums, eligible, etc.) 9 Invited to oral boards 30 Participated in oral boards 11 New names added to list this quarter 8 Candidates removed from list (hired, expired, voluntary or involuntary) 4 Names on eligibility list as of 9 30 22 15 Applicants awaiting oral board exam 12 Additional Position Information Position Activity Police Sergeant No civil service activity. Police Services Coordinator No civil service activity. Police Records Evidence Specialist Current eligibility list exists Community Health Navigator No civil service activity. Related Information Additional oral boards for all levels of police officer may be held before year end. Applicant numbers are slowing down. As previously reported, the City Council has authorized a $1o,000 hiring incentive for Lateral Police Officers. Negotiations with the union are still underway for an additional $5,000 incentive for Lateral Officers completing probation.