REPORT TO CIVIL SERVICE COMMISSION
SUBJECT
Title
Action to Establish Civil Service Commission Meeting and Board of Review Dates for 2020
Report
BACKGROUND
No City Charter or City Code provision specifies the frequency of the Civil Service Commission meetings. Historically, City practice has been that the Commission meets at least every two months and when necessary as a hearing board.
DISCUSSION
For 2019, the Civil Service Commission approved a meeting schedule of every second Monday (except if the Monday falls on a holiday) of alternating months beginning in January, with a start time of 7:00 p.m. The alternating months are reserved for Board of Review meetings, if necessary.
In many cases, prior to recruiting to fill a vacant or new position, modifications to a class specification (or job description) are needed, usually to modernize the requirements of a description that has not been updated in several years. When revisions to the classification specification are made, the City is required to bring those revisions before the CSC for approval. Once approved, the revisions must also be approved by the City Council. Since the CSC currently meets every other month, at times, the hiring departments are required to wait nearly two months until the classification specification is approved by the CSC. Once the item is approved by the CSC, it is brought forward within 3-4 weeks to the City Council for approval. As a result, the hiring for the vacant positions can be delayed by several months.
For the 2020 calendar year, the Administration is recommending scheduling monthly meetings on the second Monday (except if the Monday falls on a holiday) of the month. It is also recommended that the meetings begin at 6:00 p.m., as that would provide additional time in the event a board of review hearing was to follow the Civil Service Commission meeting. In addition, in the event departmental staff attends to provide information to the Commission in support of the department’s request, the earlier start time would aid in securing attendance of the correct staff members. For each alternating month, it is recommended that, if necessary, the Board of Review convene immediately following the conclusion of the CSC meeting. The meeting dates proposed for 2020 are as follows:
January 13, 2020
February 10, 2020*
March 9, 2020
April 13, 2020*
May 11, 2020
June 8, 2020*
July 13, 2020
August 10, 2020*
September 14, 2020
November 9, 2020
December 14, 2020*
* The Board of Review will commence immediately following the conclusion of the CSC meeting, if necessary.
If approved by the Commission, these dates and the modified start time will be brought to Council for approval as the regular meeting dates of the Civil Service Commission.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
FISCAL IMPACT
There is no additional cost to the City other than administrative staff time and expense.
PUBLIC CONTACT
Public contact was made by posting the Civil Service Commission agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Approve Civil Service Commission meeting and Board of Review dates for 2020.
Staff
Reviewed by: Aracely Azevedo, Assistant Director of Human Resources
Approved by: Teresia Zadroga-Haase, Director of Human Resources