HomeMy WebLinkAboutAgenda Statement 1977/03/22 Item 13CITY OF CHULA VISTA .ITEM N0. 13
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COUNCIL AGENDA STATEMENT ~ 3~~~77
FOR MEETING OF:
ITEM TITLE: Resolution No. 8552
Establishing an administrative policy on employee- participation on
Civil Service examination boards of other agencies.
SUBMITTED BY• Director of Personnel~~9~~:%%~ ~~
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ITEM EXPLANATION For many years City appointing authori ti es have al 1 owed employees to
serve on Civil Service examination boards for other government agencies. This practice
has become essential to the City's own Civil Service selection processes which rely to
a significant extent on employees of other public agencies reciprocating with service
on our boards. Recently, in other governmental jurisdictions, legal action has been
taken against individuals for alleged discriminatory acts while serving on similar
public boards. Since the City may be called upon to authorize such defense and/or
payments of damages for an action against a City employee in connection with service
on such boards, it appears appropriate to establish a policy designed to minimize the
possibility of such legal actions.
Therefore, it is recommended that the City Council adopt the attached policy requiring
that (1) all City employees who serve as a representative of the City on any Civil
Service examination board of any public agency other than the City, must obtain prior
written authorization by the employees appointing authority (2) all City employees who
serve on any such board must first receive a general orientation by the Personnel Depart-
ment and (3) the Personnel Department shall keep written records of City employee's
participation on Civil Service examination boards.
EXHIBITS ATTACHED
Agreement Resolution X Ordinance Plat Other ~
Environmental Document: Attached Submitted on
STAFF RECOMMENDATION: Adopt Resolution
BOARD/ COMMISSION RECOMMENDATION
COUNCIL ACTION
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December 8, ]976
T0: Lane F. Cole, City Manager
VIA: Gene Asmus, Assistant City Manager ~'~';~~~~___
FROM: A. A. Bigge, Director of Personnel <Y-''--z
SUBJECT: Employee Participation on Civil Service Examination Boards of
Other Agencies
BACKGROUND
For many years the City has allowed employees to serve on Civil Service
examination boards for other government agencies. This practice has
become essential to the City's own Civil Service selection processes which
rely to a significant extent on employees of other public agencies
reciprocating with service on our boards. Recently, in other governmental
jurisdictions, legal action has been taken against individuals for alleged
discriminatory acts while serving on similar public boards.
RECOMMENDATIONS
Adopt the attached policy which formally authorizes appointing authorities
to allow employees to serve on Civil Service examination boards for other
public agencies; but requires that the employee first receive an orientation
from the Personnel Department on the legal requirements of such service.
DISCUSSION
As mentioned above, legal action has been taken against members of oral
boards for alleged discrimination. Government Code, Section 825, provides
that if requested, the City may be required to defend and indemnify a City
employee acting within the course of his/her employment. Since the City
may be called upon to authorize such defense and/or payments of damages for
an action against a City employee in connection with service on such boards,
it appears appropriate to formalize a policy designed to minimize the
possibility of such legal action.
Requiring appointing authorities to provide written authorization in each
instance where an employee is to serve on a Civil Service examination board
of another agency and providing a form for this purpose (Attachment C) will
benefit the City in several ways:
1. It will provide the City with complete and formal record of all
such service, easily accessible for future use if necessary.
2. It ensures that department heads are aware of every instance where
an employee serves on an oral board for another agency and that
the department head is satisfied with the qualifications of that
employee relative to such service.
3. Over a period of time, information obtained from these forms
will enable the Personnel Department to determine which agencies
are requesting participation, frequency of the requests and
positions involved. This may be used to decide from which agencies
to request reciprocation on our own oral boards.
The "Guide To Interviewing" (Attachment B) provides a general orientation
on the interviewing process and includes background information on legal
requirements, dealing with stereotypes and biases, filling out rating forms,
areas of caution and lawful and unlawful pre-employment inquiries. In
addition, it offers some basic guides for improving interviewing techniques.
Requiring that all employees read this guide before serving on an oral
board for another agency will help to ensure that the employee is aware
of proper interviewing techniques and possible problem areas and thereby
minimize potential liability to the City.
CONCLUSION
The practice of reciprocating with other agencies for employee participation
on Civil Service examination boards is an important aspect of the City's
selection process. While recognizing that risks are involved in allowing
employees to serve on oral boards of other agencies, they can be minimized by:
1. Establishing specific authority to allow employees to serve on
these boards.
2. Providing information and training for employees to enable them
to avoid discriminatory actions while so serving.