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Home My WebLink About2021-02-04 Agenda Packet (2)V.03 REGULAR MEETING OF THE CIVIL SERVICE COMMISSION OF THE CITY OF CHULA VISTA February 4, 2021 VIA TELECONFERENCE 5:15 p.m. Public Services Building C, Room B129 Chula Vista PLEASE NOTE THAT, PURSUANT TO THE GOVERNOR OF THE STATE OF CALIFORNIA'S EXECUTIVE ORDER N-29-20, AND IN THE INTEREST OF THE PUBLIC HEALTH AND SAFETY, MEMBERS OF THE CIVIL SERVICE COMMISSION AND STAFF MAY PARTICIPATE IN THIS MEETING VIA TELECONFERENCE. IN ACCORDANCE WITH THE EXECUTIVE ORDER, THE PUBLIC MAY VIEW THE MEETING ONLINE AND NOT IN PUBLIC SERVICES BUILDING C, ROOM B129. HOW TO WATCH: Members of the public can access a link to the livestream at www.chulavistaca.gov/virtualmeetings. Members of the public who wish to join by telephone only, may call 1-408-418-9388 (United States Toll) and enter the access code: 146 777 3959. HOW TO SUBMIT COMMENTS: Visit the online eComment portal for this meeting at: www.chulavistaca.gov/virtualmeetings. The commenting period will be open shortly after the agenda is published for a particular meeting and will remain open through the meeting, as described below. All comments will be available to the public and the Civil Service Commission using the eComment portal. Comments must be received prior to the time the Chair calls for the close of the commenting period. Comments received after such time will not be considered by the Civil Service Commission. If you have difficulty or are unable to submit a comment, please contact Courtney Chase for assistance at cchase@chulavistaca.gov. ACCESSIBILITY: Individuals with disabilities are invited to request reasonable modifications or accommodations in order to access and/or participate in a Civil Service Commission meeting by contacting the Human Resources at humanresources@chulavistaca.gov (California Relay Service is available for the hearing impaired by dialing 711) at least forty - eight hours in advance of the meeting. ***The City of Chula Vista is relying on commercial technology to livestream and accept public comments via Granicus, Inc. With the increase of virtual meetings, most platforms are working to scale their systems to meet the new demand. If we have technical difficulties, we will resolve them as quickly as possible. City staff will take all possible measures to ensure a publicly accessible experience. *** City of Chula Vista Boards & Commissions Civil Service Commission Page 2 ׀ Civil Service Commission Agenda February 4, 2021 CALL TO ORDER ROLL CALL: Commissioners Carbuccia, Gonzales, Salas, Sepulveda, Vice Chair Fish and Chair Gersten CONSENT CALENDAR The Board/Commission will enact the Consent Calendar staff recommendations by one motion, without discussion, unless a Board/Commission Member, a member of the public, or staff requests that an item be removed for discussion. If you wish to comment on one of these items, please submit comments electronically at: www.chulavistaca.gov/virtualmeetings. 1. APPROVAL OF REGULAR MEETING MINUTES of November 5, 2020 Staff recommendation: Commission approve the minutes. PUBLIC COMMENTS Persons may address the Board/Commission on any subject matter within the Board/Commission’s jurisdiction that is not listed as an item on the agenda. State law generally prohibits the Board/Commission from discussing or taking action on any issue not included on the agenda, but, if appropriate, the Board/Commission may schedule the topic for future discussion or refer the matter to staff. If you wish to comment, please submit comments electronically at: www.chulavistaca.gov/virtualmeetings. ACTION ITEMS The Item(s) listed in this section of the agenda will be considered individually by the Board/Commission and are expected to elicit discussion and deliberation. If you wish to comment on one of these items, please submit comments electronically at: http://www.chulavistaca.gov/virtualmeetings. 2. CONSIDERATION OF APPROVING AN EARLY STEP INCREASE FOR STEPHANIE COX, DETENTION FACILITY MANAGER, PER CIVIL SERVICE RULE 1.05(I)(2) Staff recommendation: Commission approve the early step increase. OTHER BUSINESS 3. STAFF COMMENTS 4. CHAIR’S COMMENTS 5. COMMISSIONERS’COMMENTS ADJOURNMENT to the regular meeting on March 4, 2021 in in Conference Room B129, Public Services Bldg. C, Chula Vista, California. Page 3 ׀ Civil Service Commission Agenda February 4, 2021 Materials provided to the Civil Service Commission related to any open-session item on this agenda are available for public review at https://chulavista.granicusideas.com/meetings or by contacting the City Clerk at cityclerk@chulavistca.gov. I declare under penalty of perjury that I am employed by the City of Chula Vista in the Human Resources Department and that I caused the document to be posted according to Brown Act requirements. Dated: ______ Signed: ______________ 1/29/2021 Page 1 | Civil Service Commission November 5, 2020 MINUTES OF A REGULAR MEETING OF THE CIVIL SERVICE COMMISSION OF THE CITY OF CHULA VISTA November 5, 2020 Via Teleconference 5:15 PM Pursuant to the Governor of the State of California's Executive Order N-29-20, and in the interest of public health and safety during the COVID-19 pandemic, members of the Civil Service Commission and staff participated in this meeting via teleconference. All votes were taken by roll call. CALL TO ORDER A regular Meeting of the Civil Service Commission of the City of Chula Vista was called to order at 5:15 p.m. in the Public Services North Building B128 located at 276 4th Avenue, Chula Vista, California and by teleconference. ROLL CALL PRESENT: Commissioners: Carbuccia, Sepulveda, Salas, Co-Chair Fish, Chair Gersten ABSENT: ALSO PRESENT: Erin Dempster, Human Resources Operations Manager; Summer Haskins, Human Resources Technician CONSENT CALENDAR Chair Gersten called for a two-minute pause to allow members of the public to submit any final electronic comments on items on the consent calendar. Secretary Haskins announced that zero electronic comments had been received and zero comments had been received via email. 1. APPROVAL OF REGULAR MEETING MINUTES of June 4, 2020 Staff recommendation: Commission approve the minutes. 2. REQUEST FOR AN EXCUSED ABSENCE FROM COMMISSIONER CARBUCCIA FOR THE JUNE 4, 2020 CIVIL SERVICE COMMISSION MEETING. Staff recommendation: Commission approve the absence. ACTION: Commissioner Fish moved to approve staff’s recommendations and offered Consent Calendar Items 1 and 2. Commissioner Salas seconded the motion, and it carried by the following roll call vote: Page 2 | Civil Service Commission November 5, 2020 Yes: 4 – Fish, Sepulveda, Salas, Gersten No: 0 Abstain: 1 – Carbuccia PUBLIC COMMENTS Chair Gersten called for a two-minute pause to allow members of the public to submit any final electronic comments. Secretary Haskins announced that zero electronic comments had been received and zero comments had been received via email. ACTION ITEMS 3. INTRODUCTION OF CITY MANAGER MARIA KACHADOORIAN Chair Gersten called for a two-minute pause to allow members of the public to submit any final electronic comments on items on the Item. Secretary Haskins announced that zero electronic comments had been received and zero comments had been received via email ACTION: There was no action taken. City Manager Maria Kachadoorian introduced herself to the Commission and gave an update on different City projects. 4. INTRODUCTION OF NEWLY APPOINTED COMMISSIONERS OF THE CIVIL SERVICE COMMISSION Chair Gersten called for a two-minute pause to allow members of the public to submit any final electronic comments on items on the Item. Secretary Haskins announced that zero electronic comments had been received and zero comments had been received via email ACTION: There was no action taken. The newly appointed Commissioners gave their introduction to the current Commissioners and City staff. 5. DISCUSSION AND VOTE FOR CHAIR AND VICE CHAIR OF THE CIVIL SERVICE COMMISSION FOR THE FISCAL YEAR 2021. Chair Gersten called for a two-minute pause to allow members of the public to submit any final electronic comments on items on the Item. Secretary Haskins announced that zero electronic comments had been received and zero comments had been received via email. Page 3 | Civil Service Commission November 5, 2020 ACTION: After discussion, Commissioner Fish moved to approve Commissioner Gersten as Chair for Fiscal Year 2021. Commissioner Carbuccia seconded the motion, and it carried by the following roll call vote: Yes: 5 – Fish, Gersten, Sepulveda, Salas, Carbuccia No: 0 ACTION: After discussion, Commissioner Gersten moved to approve Commissioner Fish as Vice Chair for Fiscal Year 2021. Commissioner Carbuccia seconded the motion, and it carried by the following roll call vote: Yes: 5 – Fish, Gersten, Sepulveda, Salas, Carbuccia No: 0 6. CONSIDERATION TO APPROVE THE ADDITION OF THE FOLLOWING CLASSIFICATION TO THE CLASSIFICATION PLAN PER THE CIVIL SERVICE RULE 1.02 A (3) Police Facility and Supply Coordinator (ACE) Chair Gersten called for a two-minute pause to allow members of the public to submit any final electronic comments on items on the Item. Secretary Haskins announced that zero electronic comments had been received and zero comments had been received via email. ACTION: After discussion, Commissioner Carbuccia moved to approve the new classification. Commissioner Fish seconded the motion, and it carried by the following roll call vote: Yes: 5 – Fish, Gersten, Sepulveda, Salas, Carbuccia No: 0 OTHER BUSINESS 7. CHAIR’S COMMENTS Chair Gersten was inquiring about any possible items that will need the Commission’s assistance. 8. COMMISSIONERS’ COMMENTS Commissioner Fish welcomed and thanked the new Commissioners. 9. STAFF COMMENTS Erin Dempster gave an update on the hiring and eligible lists that have been created since the last meeting. Page 4 | Civil Service Commission November 5, 2020 ADJOURNMENT at 6:10 p.m. to the Regular Civil Service Commission on Thursday, December 3 at 5:15 p.m., in Conference Room B129, located at 276 Fourth Avenue, Building C, Chula Vista, California. ____________________________________ Summer Haskins Secretary Summer Haskins DATE:January 20, 202 l TO:Chula Vista Civil Service Cornrnission VIA:Maria Kachadoorian, City Manager, and Courtney Chase, Director of Human Resources FROM:Roxana Kennedy, Chief of Police SUBJECT:Early Step Increase Request Effective January 3, 2020, Stephanie Cox was re-classified from Police Services Officer Supervisor to a Detention Facility Manager (Step A pay). The Police Department is requesting an early step increase for Stephanie Cox due to the outstanding performance she has demonstrated. Attached for your review and information is a recent performance evaluation. Stephanie Cox is scheduled to move to Step D effective January 3, 2022, but I am requesting an early step increase to Step D upon ratification by the Civil Service Cornrnission. Civil Service Rule 1.05 I(2) states: Merit Increases: Merit increases for outstanding pedormance may be provided by: (1) granting an employee's normal step increase before the regularly scheduled date (Early Step Increase) or (2) granting a double step increase at the time the employee's normal step increase is scheduled (Double Step Increase). en an Early Step Increase is awarded, the employee will become eligible for consideration for any higher step afler the requisite period of service. All requests for step increases must be initiated by the Appointing Authority, recommended by the Director of Human Resources, approved by the City Manager, and ratified by the Civil Service Commission. The effective date for merit increases will be the beginning of the pay period following approval. In cases where the exceptional merit increase has been denied by the Director of Human Resources and City Manager, the case shall automatically be brought before the Civil Service Commission for a final determination. Detention Facility Manager Stephanie Cox is justified in receiving an early step increase due to the many responsibilities she has accepted above the expectations of a Detention Manager. The Chula Vista Police Department operates a Type I and Type 2 jail facility housing Federal inmates under an Enterprise Fund. This past year has been extremely challenging in maintaining safe operations and implementing COVID- 19 protocols to ensure the inmate population is healthy and safe. Manager Cox implemented immediate procedures ensuring their safety and has successfully maintained zero positive cases among the inmates. During this time, the facility nurse resigned leaving a sudden gap of care for the inmates. Manager Cox negotiated a new contract wich ultimately provided a higher level of care for the inmates and reduced transportation costs. Manager Cox has accepted managing all financial responsibility for the jail facility. She is the only manager that tracks and bills for services rendered. This is an extremely important aspect and determines whether an Enterprise Fund is successful. The daily balance of ensuring an inmate population can sustain the operating costs has been challenging due to COVID-19. The inmate population has been reduced this year due to the limitations in the transferring of inmates to ensure COVID-19 does not affect the inmate Page 2 January 20, 2021 Stephanie Cox Early Step Increase population. The low inmate population has forced Manager Cox to evaluate all aspects of the Jail to ensure it is running as efficiently as possible. Shortages in Jail staffing has created numerous challenges for Manager Cox. The Jail is approved for one manager and two supervisors to ensure proper supervision and 24-hour care of the Federal inmates. Manager Cox ran the Jail with no supervisors for the first five months last year and currently has only one supervisor. This has required Manager Cox to not only manage the Jail but supervise employees and has even had to cover shifts for employees when no staffing was available. Manager Cox oversees a Jail facility housing Federal inmates 24 hours a day, seven days a week, 365 days a year. She is responsible for the housing, feeding, and care of the inmates. She takes this responsibility seriously and has implemented programs to assist in their rehabilitation and stay. Manager Cox implemented technology to allow inmates to have religious services virtually becoming the first jail facility in the country to provide this provision during COVID-19 lockdown. She created arts and crafts programs and ensured the inmates had a special Christmas with decorations and a special meal that she cooked with staff. Detention Facility Manager Stephanie Cox goes above and beyond what is expected of a Department Manager. She handles the finances, contracts, supervision, and care of the inmates with little to no assistance and has shown she is extremely capable and efficient. Her current Step C pay does not reflect her experience, dedication, and work ethic to the Jail, Department, and the community. Chula Vista Police Department Performance Management Tool %sn i i H . , u i i . . gl4 ib *a,l.','?W&d :)m i 'l u !f W @W d t H m hi M %Thm I I II I I I u.... . j IXNi]-LffiJ .1in]V ]i-lNlf g J-MlA11 L[l'WQmsawimRWamhwxmis!ffii ei iiia ix Q!fl m m m a Employee Name:Stephanie Cox Employee ID:1898 From: 01-05-2020 To: 07-01-2020 Job Title:Jail Manager Unit: Chula Vista City Jail Type of Evaluation: 0Transfe-r/Promotion/Separation 0 End of Shift G Annual @ Not Observed (Less than 60 days) @Probationary [1] 3 month € ei month € g month € 12 month 1.4 0VERALL RATING €Outstanding [Z Above Standard € Satisfactory € * Needs Improvement € * Unsatisfactory * Requires a Performance Improvement Plan Above Needs Outstanding Standard Satlsfadory Improvement Unsatlsfadory 1. Knowledge What Is the depth or the employee's understanding/knowledge or job-related adivlties pertaining to his/her pOSltlOn? 2. Application of Knowledge HOW effecttve is the employee In applying this knowledge? 3. Initiative/Independence Does the employee seek new work, recognize work to be done and perform work with little to no supervlsion? 4. Quality of Work (a). HOW dosely do work results meet standards ror accuracy, completeness, reliability, cons(stency and care? (b). Are customers satisfied with the quallty of work performed? 5. Communtcation (a). HOW effediVe iS the employee In expressing and understanding Ideas and instructions In a wrltten fashion? (b). How effedive Is the employee In [1] ta Revised 6/20/17 Chula Vista Police Department verbally expressing Ideas ara instrudions anri utilizing listening skills to understand ideas? 6. Interpersonal Skills How well do,the employee's Interpersonaljkllls 411oyr him/her.t6 deil with others? 7. Judgment/DecisionMaking Doestheemployeeuse sound reasoning to reach conclusions that are appropriate and effective':' 9. Job Pertormance How consistent is the employee in meeting deadlines? Outstanding Above Standard UnsatisfactoryNeeds "idado' Improvement a. Leadership (a) Does the supervisor accept responsibillty and accountbllity? a C. Employee Management (a) DOes the supervlsor provide effective counsel, evaluations, coaching, tralnlng and development of € employees? demqpkaM % abiiity ;ointergew, sele@, hi+'e 4rid ivqid all but e. Quantity of Work Results Does the quantity ofwork produced by the supervisor's employees/teams meet expedations? [1] f.Qu0jityof!Jork-Reputts Dpes$equ41ltyof.workproduced g. Standards of Ethias and Values Does the supervisor promote the standards of ethics and review the knowledge and understanding of such with employees under his/her supervislon? supervPiorpr6vlde Umelyand balanmdfeedbackwith pffiiseand constzctive dsm that enc6urages and asilsts in erriployee Explain below areas in which the employee is performing well and areas for improvement. kx mlleqandto mntent. Stephanie was promoted to Jail Manager from the Jail Supervisor role on Janaury 5, 2020. As a supemsor, Stephanie performed as the lead supenrisor, handling tasks like USMS liaison, inmate welfare to name a few, though there is no formal lead supervisor position. Stephanie was without any PSO supeivisors until late May. Though she was performing management duties, she was also handling day to day supervisory tasks and attempting to develop staff for future supenrisory duties. Additionally, she was a part of the department's COVID-19 leadership team and was responsible forensuri iene was o andim withabifurcated Revised 6/20/'17 Chula Vista Police Department emergency staffing plan to limit exployee exposure. Stephanie's work continued to be timely, and she offered solutions to issues that arose that needed little if any edits. Stephanie is extremely dedicated to the jail and to the welfare of her people and the inmates. She has assumed management of the enterprise fund under which the jail operates, and has kept me informed in a timely manner of any important issues that arise. Stephanie has begun delegating some tasks to the new supervisor and continues to manage the faciltiy effectively, working with regulatory groups, our USMS contracts, and with the various patrol lieutenants whose officers interact with jail staff daily. Stephanie organized and collaborated with HR on a recruitment and hiring/promotiorial process for jail supervisor. Ultimately, one of the current jail service operators was selected for one opening and an outside applicant is currently in backgrounds for the other. Stephanie's leadership and employee develooment efforts played a role in the success of the internal candidate. Stephanie recently learned about some training reimbursement funds the department was able to pursue and worked with fiscal operations to put that into motion. Revised 6/20/17 Chula Vista Police Department !!!.r i. . ,l i' . , . ? i . 4 .. ". ' iffi ' . :.' RNB!!ffi!a!!Nl!!!ffia*l!!MaNt!!!!!WffiliMW!!ffll !i 'n)II II J;1-ffilI V l E M'I -4$!J r-!it !if:lIig!I!i 5 I i i gi j l !!!i I !!I n i l"'a;:';'pt',;ni;'i:c;"perfornii;i'g as-exp-eded"ixrlieri shffl was selecEed- to the-mariager position andsi.e is also pursuing her doctorate and considering pursuing a law degree as well. Stephanie exhibits a high level of comrriitment to the police departmerit and to the jail specifically. She devotes a lot of time to ensuring the welfare of the USMS inmates in our care and works very hard to ensure they leave our care better than when they arrive. She is an instructor at the community college level and plans to continue to be involved in various jail mariagement professional organizations. Stephanie will eventually be able to rely upon her two supeivisors and allow them to develop their own skillsets to maximum effect, ' I !![1i I m Emiai'P !I ais !!mg I @} )M [[u j EElS X:5[Nn €1 Jl Ji ._'l Wffi ai w j my sR a as s w w w s a M u , End of Annual Period (ASsesS goal results and employee performance): i JI have discussed this report with my supervisor. [1 I would like to da with other than my supervisor. Employee Signature:Date: 01 0'L '20 Employee Comments: g ,/ . I Q 4s POa m I n !!lMs ffil m!!t'l!}!!ff m m ttsII " " li ' ""l ' lu rQfE::*]!JI,iIQS i.€el.,l j 1,1iJ,IJd_.l si m m J Ma W W m ffl b M w b m g v Rater (print): Bxic, 'Th4'-n'%tsC Cz Rater (signature) Manager (signare) Division Commander/Department Head (signature) Command Staff Comments i Date: C'2-4-2-o2-o Date: laZCo2-b2-e> Date: C a 2-C - loz-eh Revised 6/20/17 Chula Vista Police Department Personal Development Plan I , , ' "" , .=. ,-,, - ii z ! i M a [2 &J H>M Th;a ;1 ;m !%:€I . . . . . . 1. . .. i 1. .. . . . . 141 . 111111 I . ....ljjl il. .i I 11011 l:ll:l , h I :il N !;1[MJN ]:il 'JG!A [il l.@'-iN *ffl a s s m m W u h R aa ma !a Employee Name:Stephanie Cox Employee ID: 1898 Rating Period:Hire Date:Promotion Date: 01/05/2020 Previous Experience:,,,Bso Su yervisor Cell Phone Number: 619-315-3749 l- = "' . ""' -;""':"l py * m afflj o!!o< u'e ffi ii Ill I II 'i::i;iiiii . .11 'ai . . . i . . 1, Please list all areas of expertise, specialized training, certifications. POST - Supervisory Core Course STC Corrections Academy PERT academy Prison Gang and Detentions Gang Classification Mental Health and Preparedness for Detentions 2. Please list collateral duty assignments. Jail Contract Management STC training Manger US Marshal Inmate relations tiaNson Jail Staff Scheduling Jail Inspections Maintenance 3. Please list any memberships in professional organizations. Southern Califonia Jail Managers Association 4. Please list any shott: term (6 months-l year) goals. Gain all Management training available at the state level and continue to settle into and learn the Jail Commander functions and duties. ,5. Please list any long term (2-5 years) goals. Complete my; Doctorate and graduate with my Ph.D.. 1 plan to register to sit for the State of Ca, Bar exam and probably continue teaching at the local community college level. Become more involved in the Jail Management Associations and attend as much training as possible; networking and engaging with others in my profession to stay on top of patterns and trends. 6, Please list any trainings or classes you would like to attend during this rating period. Revised: June 20, 2017 Managers Core Course for Detetnsions Manger requirement, BSCC Summit, Motorola Summit, and other availabfe rnentaJ heaHth awareness and Senate Biff trainings. 7. What wouid you consider your biggest strength and what are you doing to maximize it? Conflict re!tioJution - We encounter various types of coriflicts daily here in the Jail from tech issues to medical emergencies. DaHy- I learn something new by applying action research and intelligence. I prefer to have access to as rriuch information as possible and be aware and involved in all areas of tbe Jail facility. In keeping rnyseff informed I can aid and app!y any techniques or engage in researcbEng an issue that I hadn't before. 8. Whatwouldyouconsideryourbiggestweaknessandwhatareyoudoingtostrengthenit? X must be involved in everything, and I do not delegate well. I am putting together an organized systeni and outline of duties for my subordinates so that there are clear lines and directions. This ensures that the task is completed by a routine reporting and I can let go of the task a bit while remaining "in the know". It also allows me to trust others to complete the work appropriately and efficiently, 9. How do you feel you are percegved by your peers/teamrnates? Dependable, Strong and intelligent. 10. Whatareyoulookingforfromyoursupervisor? Fafrness 11. Please identify a problem solving project you are interested in working on during this rating period? Jail Tectxnology and upgrade of old facility structures. *Please attach to Performance Management Tool (Eval) Revised: June 20, 2017