san mateo county office of education personnel …

SAN MATEO COUNTY OFFICE OF EDUCATION PERSONNEL COMMISSION VIRTUAL REGULAR MEETING

AGENDA Meeting #581

April 14, 2021 – 2:30 p.m.

Register for Zoom Meeting @ https://tinyurl.com/pcm41421 Meeting ID: 921 6566 4758

A. Call To Order

B. Approval of Agenda

C. Approval of Meeting Minutes

• March 10, 2021 Regular Meeting Minutes • March 22, 2021 Special Meeting Minutes • March 29, 2021 Special Meeting Minutes • April 5, 2021 Special Meeting Minutes

D. Board of Education/Superintendent Communications

E. Public/Employee Communications

To efficiently accommodate public comment for Public/Employee Communications agenda item, please submit your question or comment online at least two hours prior to the meeting using the following link: https://tinyurl.com/smcoepc

F. Information Items

1. Recruitment and Selection Update/Staffing Report 2. Personnel Commission Budget 2021-2022 FY – First Reading 3. Personnel Commission Services Executive Director’s Report

G. Action Items

1. Establishment of Classification & Salary Range Assignment: Personnel Commission Analyst

2. Approval for BoardDocs 3. Approval for Renewal for eSkill 4. Approval of Eligibility Lists

H. Public Comment Re Closed Session Item(s)

I. Closed Session

Public Employee Performance Evaluation (Govt. Code § 54957) Title: Executive Director, Personnel Commission Services

https://tinyurl.com/pcm41421

https://tinyurl.com/smcoepc

April 14, 2021 Meeting Agenda

J. Reconvene in Open Session

The Commission will report on any action taken during closed session.

K. Next Meeting – May 19, 2021 @ 2:30 pm

L. Adjournment

Special accommodations for persons with disabilities will be made available to the individual upon request of service with a three-day advanced notice. For further information please contact Facilities Services at (650) 802-5690; TCC (650) 802-5480 Members of the public may request to review materials related to the agenda items by contacting Personnel Commission Services at [email protected].

Commission Members Present: Christine Coffey, CommissionerVeronica Palmer, Commissioner Karen Schwarz, Commissioner

Commission Staff Present: Lycette KintanarEric SooHoo Dr. Karen D. White

Others Present: Beverly Gerard, Board of TrusteeNancy Magee, Superintendent

SAN MATEO COUNTY OFFICE OF EDUCATIONPERSONNEL COMMISSION VIRTUAL REGULAR MEETING MINUTES

Zoom Meeting ID: 895 0425 9956Meeting #577

March 10, 2021 - 2:30p.m.

Terri Aiello Ellen Arenas Janeen Bonnevie Lisa Cesario Jean Corpuz Francesca D'Amato Natasha Dinis Kirsten Ellinger Lilian Flores Tim Fox Robert Fuertes

Philip J. Gordillo Denice Grogan Margie Gustafson Kenee Houser Rashami Kaur Amanda Lee Cindy Matsuyama Tami MooreChristian Morales-Aponte Lauriene Mouton Lori Musso

Lorrie Owens Jennifer Perna Shelene Peterson Denise Porterfield Luz Roman-Amaro Alma Sandoval Dalma Sato Elvira Tapia May Tran Loriarm Villanis Karen Williams

A. CALL TO ORDER - 2:30 p.m.Personnel Commission Chairperson Veronica Palmer welcomed everyone in attendance and introduced School Personnel Commissioners Association of Northern California (SPCA/NC) President Kenee Houser and her assistant Denice Grogan. Ms. Houser is also the Director of Classified Personnel from Santa Cruz City Schools. Ms. Palmer thanked Ms. Houser and Ms. Grogan for their assistance in hosting the Personnel Commission meeting.

B. APPROVAL OF AGENDAChairperson Palmer proposed to amend the March 10, 2021 Personnel Commission agenda and add “Recognition of an Employee” as item number four (4) of “Information Items.”

Action: A motion to approve the March 10, 2021 regular meeting agenda with the amendment was made and seconded. Motion passed, and agenda was approved as amended.

Votes Taken, By Roll Call:

Coffey - Aye Palmer - Aye Schwarz - Aye

March 10, 2021 Meeting Minutes

C. FEBRUARY 10, 2021 CLOSED SESSION REPORTChairperson Palmer announced that no action was taken during closed session at the February 10, 2021 meeting. The Personnel Commission had nothing to report.

D. APPROVAL OF MEETING MINUTES #576

Action: A motion to approve the February 10, 2021 regular meeting minutes was made and seconded. Motion passed, and minutes were approved as submitted.



E. BOARD OF EDUCATION/SUPERINTENDENT COMMUNICATIONSSuperintendent Nancy Magee addressed the Personnel Commission and provided an update from the San Mateo County Office (SMCOE) Board of Education and Superintendent's office.

Superintendent Magee reported on the status of the vaccination process for educators in San Mateo County.

Superintendent Magee announced that San Mateo County will be moving into the orange tier of the governor’s blueprint for safer economy by Wednesday, March 17, 2021 as COVID-19 cases continue to decrease. This means that more schools will be cleared to return to in-person learning.

Superintendent Magee concluded her report by commending Fluman Resources Analyst Eric SooHoo for his 23 years of dedicated service in the county office. Ms. Magee wished Mr. SooHoo some freedom, joy, and time to enjoy and celebrate his retirement.

F. PUBLIC/EMPLOYEE COMMUNICATIONSChief Technology Officer, Information Technology Services Lorrie Owens addressed the Personnel Commission. Ms. Owens reported about her meeting with Executive Director, Personnel Commission Services Dr. Karen White.

G. INFORMATION ITEMS1. Recruitment and Selection Update/Staffing Report

Human Resources Analyst Eric SooHoo presented to the Personnel Commission the monthly update on classified recruitment.

Mr. SooHoo reported that Personnel Commission Services has no open recruitment currently. Written examinations are scheduled for the Custodial/Maintenance Worker position on Thursday, March 11, 2021 and oral board examinations are scheduled on Thursday, March 25, 2021 for the same position.

Mr. SooHoo announced that an eligibility list was created for the Financial Analyst position, ready for the Personnel Commission to ratify.

2. Personnel Commission Services Executive Director's Report

Page 3March 10, 2021 Meeting Minutes

Personnel Commission Services, Executive Director Dr. Karen D. White addressed the Personnel Commission and provided an update on the department's current activities.

Dr. White presented the two action items that were tabled from the February 10, 2021 meeting and responded to the questions raised about the Personnel Commission Analyst position and the eligibility lists.

3. Personnel Commission Orientation

San Mateo County Deputy Counsel Tim Fox addressed the Personnel Commission and presented a brief orientation about the Merit System structure. Attorney Fox’s presentation focused on the roles and responsibilities of parties charged with administering the functions for the classified employees in SMCOE.

Discussion ensued.

4. Recognition of an Employee

Commissioner Veronica Palmer commended Mr. Eric SooHoo for his service and dedication in the Personnel Commission as Human Resources Analyst. Commissioner Palmer wished Mr. SooFIoo the best and a good retirement.

Commissioner Karen Schwarz congratulated Mr. Eric SooHoo and wished him well on his retirement.

Commissioner Christine Coffey expressed her gratitude for Mr. SooHoo’s dedication in his work and wished him joy and good luck on his retirement.

The following colleagues of Mr. SooHoo addressed the Personnel Commission, thanked and congratulated him for all his work, dedication, and professionalism:

• Lauriene Mouton - President, CSEA 887• Philip J. Gordillo - Executive Director, CSPCA• Lori Musso - Associate Superintendent, FIR/TAD• Margie Gustafson - Executive Director, Internal Business Services• Nancy Magee - Superintendent

ACTION ITEMS

1. Eligibility List

Personnel Commission action is requested to ratify the open eligibility list developed for the Financial Analyst position classification in accordance with Education Code Section 45272.

Commissioner Palmer provided a recapitulation about the brief discussion regarding the eligibility lists from the February 10, 2021 Personnel Commission meeting.


Commissioner Palmer posed the question, addressed to Executive Director Dr. Karen White, of why it was necessary to change the eligibility period from one (1) year to six (6) months for the Financial Analyst position.

Dr. Karen D. White, Executive Director, Personnel Commission Services addressed the Personnel Commission and reiterated her responses to the question.

The following individuals addressed the Personnel Commission and expressed their points of view on the issue of the eligibility lists:

• Lauriene Mouton - CSPCA 887 President• Lori Owens - Chief Technology Officer, Information Technology Services• Philip J. Gordillo - Executive Director, CSPCA

Discussion ensued.

Commissioner Palmer requested to place a motion on the floor to vote on the agenda item.

Commissioner Palmer opened the floor for Commission discussion.

Commissioner Schwarz addressed the floor and expressed her discomfort about the back-and- forth discussion that occurred on the floor that was out of order. Commissioner Schwarz emphasized that she would want for the discussion to have occurred first between the three Commissioners and the Executive Director get it sorted out before this information goes out to the public, even in a closed session if appropriate.

Discussion ensued.

Action: A motion to approve the ratification of the open eligibility lists developed for the Financial Analyst position classification in accordance with Education Code Section 45272 was made and seconded.



I. PUBLIC COMMENT RE CLOSED SESSION ITEM(S)The following individuals addressed the Personnel Commission and expressed their comments regarding the closed session item:

• Christian Morales-Aponte - Administrative Assistant I, Bilingual* Nancy Magee - Superintendent

J. CLOSED SESSIONPublic Employee Performance Evaluation {Govt. Code § 54957)Title: Executive Director, Personnel Commission Services


The Commission adjourned the meeting and moved into a closed session at 4:00 p.m.

K. RECONVENE IN OPEN SESSIONThe Commission reconvened and reopened the meeting to the public at 5:25 p.m. Commissioner Palmer announced that the Personnel Commission had nothing to report.

L. NEXT MEETINGThe next Personnel Commission meeting is scheduled on April 14, 2021, at 2:30 p.m.

M. ADJOURNMENTPersonnel Commission Chairperson Veronica Palmer adjourned the meeting at 5:25 p.m.

Respectfully Submitted By:

Dr. Karen D. WhiteEx-Officio Secretary to the Personnel Commission

SAN MATEO COUNTY OFFICE OF EDUCATIONPERSONNEL COMMISSION SPECIAL MEETING MINUTES


March 22, 2021-1:30p.m.



Others Present:

Ellen Arenas Janeen Bomievie Lisa Cesario Jean Corpuz Francesca D'Amato Natasha Dinis Lilian Flores Tim Fox

Nancy Magee, Superintendent

Philip J. Gordillo Margie Gustafson Diem Hoang Rashami Kaur Amanda Lee Cindy Matsuyama Tami MooreChristian Morales-Aponte

Lauriene Mouton Eugenie Obina Jennifer Perna Shelene Peterson Denise Porterfield Dalma Sato May Tran Karen Williams

A. CALL TO ORDER -1:30 p.m.Personnel Commission Chairperson Veronica Palmer called the meeting to order and introduced School Personnel Commissioners Association of Northern California (SPCA/NC) Vice President Isabel Barreras. Ms. Barreras is also the Director of Classified Human Resources from Madera Unified School District. Ms. Palmer thanked Ms. Barreras for hosting the Personnel Commission meeting.

B. PUBLIC COMMENT RE CLOSED SESSION ITEM(S)None to report.

C. CLOSED SESSIONPublic Employee Performance Evaluation {Govt. Code § 54957)Title: Executive Director, Personnel Commission Services

The Commission adjourned the meeting and moved into closed session at 1:32 p.m.

D. RECONVENE IN OPEN SESSIONThe Commission reconvened and reopened the meeting to the public at 3:00 p.m.

Commissioner Palmer announced that the Personnel Commission had nothing to report.


E. NEXT MEETINGThe next Personnel Commission meeting will be a special meeting scheduled on March 29, 2021 @ 9:30 a.m.

The next Personnel Commission regular meeting is scheduled on April 14, 2021 @2:30 p.m.

F. ADJOURNMENTHaving no further business, Commissioner Veronica Palmer adjourned the meeting at 3:01 p.m.







March 29, 2021 - 9:30 a.m.

Others Present:Lisa Cesario Jean Corpuz Kirsten Ellinger

Tim FoxLauriene Mouton Jennifer Perna

A. CALL TO ORDER - 9:30 a.m.Personnel Commission Chairperson Veronica Palmer called the meeting to order and introduced School Personnel Commissioners Association of Northern California (SPCA/NC) Vice President Isabel Barreras. Ms. Barreras is also the Director of Classified Human Resources from Madera Unified School District. Ms. Palmer thanked Ms. Barreras for hosting the Personnel Commission meeting.


C. CLOSED SESSIONPublic Employee Performance Evaluation {Govt. Code § 54957)Title: Executive Director, Personnel Commission Services

The Commission adjourned the meeting and moved into closed session at 9:34 a.m.



E. NEXT MEETINGThe next Personnel Commission meeting will be a special meeting scheduled on April 5, 2021 @ 9:30 a.m.

The next Personnel Commission regular meeting is scheduled on April 14, 2021 @ 2:30 p.m.


ADJOURNMENTHaving no further business, Commissioner Veronica Palmer adjourned the meeting at 1:16 p.m.


# iJU__________Dr. Karen D. WhiteEx-Officio Secretary to the Personnel Commission





April 5, 2021 - 9:30 a.m.

Others Present:Lisa Cesario Tim Fox Philip J. Gordillo Jennifer Perna

A. CALL TO ORDER - 9:30 a.m.Personnel Commission Chairperson Veronica Palmer called the meeting to order and introduced School Personnel Commissioners Association of Northern California (SPCA/NC) Vice President Isabel Barreras. Ms. Barreras is also the Director of Classified Human Resources from Madera Unified School District. Ms. Palmer thanked Ms. Barreras for hosting the Personnel Commission meeting.


C. CLOSED SESSIONPublic Employee Performance Evaluation (Govt. Code § 54957)Title: Executive Director, Personnel Commission Services

The Commission adjourned the meeting and moved into closed session at 9:31 a.m.



E. NEXT MEETINGThe next Personnel Commission regular meeting is scheduled on April 14, 2021 @ 2:30 p.m.

F. ADJOURNMENTHaving no further business, Commissioner Veronica Palmer adjourned the meeting at 12:20 p.m.

Api-il 5, 2021 Meeting Minutes


TX/.i) iL________Dr. Karen D. WhiteEx-Officio Secretary to the Personnel Commission

San Mateo County Office of EducationPersonnel Commission

Agenda Item F (1)

To:

From:

Date: April 14, 2021

Members of the Personnel Commission

Dr. Karen D. White, Executive Director, Personnel Commission Services Dc -i..- () 1

Subject: Recruitment and Selection Update - MARCH 2021

Recommendation:

Information item only.

Background:

Personnel Commission Staff presents the attached report for the Personnel Commission Services department’s recruitment and selection activities for the month of March, 2021.

STAFFING REPORT - CLASSIFIEDMarch 1, 2021 - March 31, 2021

RECRUITMENT / TESTING IN PROGRESS - POSITIONS OPENPosition Division/

Department Replacing Date Opened Date Closed WrittenExam Oral Exam Cert List

DatePersonnel Commission Services Specialist SUPT/PCS New Position 01/04/2021 01/20/2021 02/04/2021 02/18/2021Custodial/Maintenance Worker BSD/MOTS Juan Rodriguez 02/20/2021 02/26/2021 03/11/2021 03/25/2021Administrative Assistant I ESD/CIS Amanda Lee 03/15/2021 03/31/2021 04/19/2021 05/03/2021Systems Analyst BSD/ITS Gabor Sziladi 03/25/2021 04/08/2021 04/26/2021 05/06/2021Manager, Information Technology Support BSD/ITS Crystal Roman 03/29/2021 04/14/2021 N/A 05/04/2021Coordinator, Information Systems BSD/DBS Nasiha Rahman 03/30/2021 04/15/2021 04/29/2021 05/13/2021

SELECTION / TESTING IN PROGRESS - POSITIONS OPENPosition Division/

Department Replacing Applicants Met MQ’s WrittenPass Oral Pass Eligible

CandidatesPersonnel Commission Services Specialist SUPT/PCS New Position 17 5 4 3 3Custodial/Maintenance Worker BSD/MOTS Juan Rodriguez 100 38 17 10 10Administrative Assistant I ESD/CIS Amanda Lee 156Systems Analyst BSD/ITS Gabor Sziladi In ProgressManager, Information Technology Support BSD/ITS Crystal Roman In ProgressCoordinator, Information Systems BSD/DBS Nasiha Rahman In Progress

CERTIFICATION LISTSPosition

Personnel Commission Specialist Custodial Maintenance Worker

Date Sent Department03/05/2021 SUPT-Personnei Commission Services03/30/2021 BSD-Facilities Services Department

Page 1March 2021 Staffing Report

STAFFING REPORT - CLASSIFIEDMarch 1, 2021-March 31, 2021

PROMOTIONSPOSITION FILLED DIV./DEPT. FILLED BY REPLACINGNone to report.

TRANSFERSPOSITION FILLED FILLED BY Fr DIV. / DEPT. To DIV. / DEPT. EFFECTIVE DATE

None to report.

NEW EMPLOYEES - REGULARPOSITION DIV. / DEPT. FILLED BY DATE OF HIREFinancial Analyst BSD/DBS Soojung Kim 03/08/2021

REEMPLOYMENT FROM LAYOFFPOSITION DIV. / DEPT. FILLED BY DATE OF HIRENone to report.

NEW EMPLOYEES - SUBSTITUTEPOSITION DIV. / DEPT. FILLED BY DATE OF HIRENone to report.

SEPARATIONSPOSITION DIV./DEPT. VACATING EMPLOYEE REMARKSParaeducator, Special EducationCoordinator, Information Systems

ESD/E-22BSD/DBS

Lorie SilvaNasiha Rahman

SeparationResignation



Page 2March 2021 Staffing Report

San Mateo County Office of Education Personnel Commission

Agenda Information Item F (2)

Date: April 14, 2021 To: Members of the Personnel Commission From: Dr. Karen D. White, Executive Director, Personnel Commission Services Subject: Personnel Commission Budget FY 2021-2022 (First Reading)

Recommendation: Information item only, intended for discussion.

Background:

Attached for your consideration is a budget proposal for the Personnel Commission Services Department. This budget will fund Personnel Commission activities during the fiscal year 2021-2022, beginning July 1, 2021.

Based on our review of budget expenditures over the past year, we propose a slight increase in the budget's operations section (Expense Code Sections 4305). Due to COVID, the building was closed to the public, so the Personnel Commission Services department moved to an online platform called eSkills to continue conducting written examinations. This software was purchased by the Interim Director and is up for annual renewal. The Personnel Commission Services department also uses an applicant tracking system called CalOpps, which is up for renewal and has been in place for over five years. The Personnel Commission Services department is also requesting approval to begin using an online Agenda software called BoardDocs. (SMCOE is currently using BoardDocs.) Moving the PC Agenda to an online platform allows the Agenda and supporting documentation to be more accessible to Personnel Commission Staff and Commissioners before public meetings as an effective communication tool to discuss and clarify agenda items. In summary, there are two software subscription renewals and one new subscription approval request.

There is a decrease in salaries, but an increase in employee benefits for Personnel Commission staff. Health and welfare and unemployment rates increased for SMCOE classified employees. The difference from last years' budget is a decrease of $31,707.

In accordance with Education Code Section 45253, we will place a final budget proposal on the Personnel Commission's May meeting agenda for a required public hearing. After considering any views expressed by the Superintendent and Board of Education, the Commission may adopt a budget after holding a public hearing. Prior to the public hearing, we will forward the proposed budget to the Board and Superintendent, inviting them to attend. After the Personnel Commission adopts a budget, we will send the final version to Superintendent Magee for her review and approval as required by the Education Code.

San Mateo County Office of Education, Office of the SuperintendentPERSONNEL COMMISSION SERVICES

Proposed Budget2021 - 2022 Fiscal Year

2300 Supervisor & Administrative Salaries $167,5932304 Personnel Commission Salaries $1,8002401 Administrative Assistant Support $203,9162402 Clerical Xtra Help/OT/Sub $10,0002408 Vacation Longevity Pay $0

Classified Salaries - Subtotal: $383,309

3202 P.E.R.S. - Classified $87,7473312 Social Security - Classified $23,7653322 Medicare - Classified $5,5583402 Health & Welfare Benefits - Classified $40,6923412 Long Term Disability - LTD Classified $1503502 Unemployment Insurance - Classified $4,7153602 Workers' Compensation - Classified $13,7103752 OPEB-Active Employees - Classified $6,130

Employee Benefits - Subtotal: $182,467

4300 Materials & Supplies $2,0004302 Office Supplies $2,0004303 Photocopy Expense $5004305 Subscriptions $11,0704400 Noncapitalized Equipment $5,000

Books and Supplies - Subtotal: $20,570

5201 Mileage Reimbursement - Staff $1,5005202 Staff Development, Conferences, Travel $10,0005300 Dues & Memberships $8,0005450 Insurance - Other $945710 Direct Cost for Transfer Svc $5005800 Professional/Consultant Services & Operations $14,6805803 Employee Fingerprint/X-Ray $2005815 Advertising $10,5005816 Employee Tuition Reimbursement $3,0005825 Printing Expense $7505901 Postage & Shipping Charges $1,5005902 Telephone/Communications $3,2005903 Cell Phone Stipend $1,200

Contracts/Other Services - Sub Total $55,124

$641,470

2021-2022 Proposed

Budget

Total Commission Budget:

Expense Object Code

Expense Description

San Mateo County Office of Education, Office of the SuperintendentPERSONNEL COMMISSION SERVICES

Three-Year Budget ComparisonApril 8, 2021

2300 Supervisor & Administrative Salaries $168,048 $173,088 $167,5932304 Personnel Commission Salaries $1,800 $1,800 $1,8002401 Administrative Assistant Support $211,976 $220,487 $203,9162402 Clerical Xtra Help/OT/Sub $10,000 $10,000 $10,0002408 Vacation Longevity Pay $5,432 $7,487 $0

Classified Salaries - Subtotal: $397,256 $412,862 $383,309

3202 P.E.R.S. - Classified $81,108 $91,531 $87,7473312 Social Security - Classified $24,630 $25,597 $23,7653322 Medicare - Classified $5,760 $5,987 $5,5583402 Health & Welfare Benefits - Classified $38,088 $39,888 $40,6923412 Long Term Disability - LTD Classified $151 $150 $1503502 Unemployment Insurance - Classified $199 $206 $4,7153602 Workers' Compensation - Classified $16,359 $14,768 $13,7103752 OPEB-Active Employees - Classified $6,270 $6,494 $6,130

Employee Benefits - Subtotal: $172,565 $184,621 $182,467

4300 Materials & Supplies $2,000 $2,000 $2,0004302 Office Supplies $2,000 $2,000 $2,0004303 Photocopy Expense $500 $500 $5004305 Subscriptions $750 $750 $11,0704400 Noncapitalized Equipment $5,000 $5,000 $5,000

Books and Supplies - Subtotal: $10,250 $10,250 $20,570

5201 Mileage Reimbursement - Staff $1,500 $1,500 $1,5005202 Staff Development, Conferences, Travel $10,000 $10,000 $10,0005300 Dues & Memberships $8,000 $8,000 $8,0005450 Insurance - Other $94 $94 $945710 Direct Cost for Transfer Svc $500 $500 $5005800 Professional/Consultant Services & Operations $25,000 $25,000 $14,6805803 Employee Fingerprint/X-Ray $200 $200 $2005815 Advertising $10,500 $10,500 $10,5005816 Employee Tuition Reimbursement $3,000 $3,000 $3,0005825 Printing Expense $750 $750 $7505901 Postage & Shipping Charges $1,500 $1,500 $1,5005902 Telephone/Communications $3,200 $3,200 $3,2005903 Cell Phone Stipend $1,200 $1,200 $1,200

Contracts/Other Services - Sub Total $65,444 $65,444 $55,124

$645,515 $673,177 $641,470Total Commission Budget:

2020-2021 Approved

Budget

2021-2022 Proposed

Budget

Expense Object Code

Expense Description2019-2020 Approved

Budget


Agenda Action Item G (1)

Date: April 14, 2021

To:

From:

Members of the Personnel Commission n Dr. Karen D. White, Executive Director, Personnel Commission Services 1). I(_ O. �

Establishment of Classification and Salary Range Assignment: Personnel Commission Analyst

Subject:

Recommendation: Executive Director, Personnel Commission Services, Dr. Karen D. White recommends the Personnel Commission approve the following:

• establish the classification of: Personnel Commission Analyst (see attachment for the respectivejob description), and;

• assign the classification of Personnel Commission Analyst at salary range 137 ($7,586 - $9,220monthly) of the California School Employees Association, Chapter 887 Salary.

Background:

This classification has been brought forward to the Commissioners twice: • On February 10, 2021, Commissioners approved to table this classification until an

agreement was reached between the Administration and the Union.• On March 10, 2021, additional background information was presented to the

Commissioners and public to imply how a job description and salary survey weredeveloped.

On April 6, 2021, I received a signed CSEA Unit Modification Agreement (see attached) from Lori Musso, Associate Superintendent, Human Resources/Teacher & Administrator Development.

AGREEMENTBETWEEN

THE CALIFORNIA SCHOOL EMPLOYEES ASSOCIATION AND ITS CHAPTER 887AND .

THE OFFICE OF THE SAN MATEO COUNTY SUPERINTENDENT OF SCHOOLS

This Agreement is entered into by the undersigned representatives of the Office of the San Mateo County Superintendent of Schools ("County Office") and California School Employees Association and its Chapter 887 ("CSEA"), collectively referred to as the "parties."

1. The County Office approved a new classified position, entitled Personnel Commission Specialist and is in the process of creating a new classified position, entitled Personnel Commission Analyst. The job descriptions for both new job classifications are attached as Exhibit A - with the job description for Personnel Commission Specialist being an approved job description and the job description for the Personnel Commission Analyst being a draft job description.

2. PERB Regulation 32781 allows parties to agree to modify existing bargaining units.

3. The parties have agreed that both the Personnel Commission Specialist and Personnel Commission Analyst positions are appropriately included within the CSEA Chapter 887 bargaining unit.

4. Subject to the official creation of the Personnel Commission Analyst position, including the approval of the Personnel Commission, the County Office and CSEA agree to modify CSEA's bargaining unit to include the classifications of Personnel Commission Specialist and Personnel Commission Analyst.

5. The modification of CSEA's bargaining unit to include the Personnel Commission Specialist classification will be effective upon the full ratification of this Agreement and the modification for the Personnel Commission Analyst classification will be effective the date of the official creation of that classification.

6. The parties agree that the classifications will be placed onto the following CSEA salary ranges:

a. Personnel Commission Analyst: Range 137

b. Personnel Commission Specialist: Range 130

7. The parties understand that both of the positions are unfilled and do not have incumbents in those positions, but that the County Office will fill those positions in accordance with the Personnel Commission's Merit Rules and the CSEA Chapter 887 collective bargaining agreement.

The undersigned parties represent that they have read and understand the terms of this

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e

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Date Laurie Mouton, President CSEA CHAPTER 887

Date

Date I

CSEA CHAPTER 887

Lori Musso, Associate Superintenden Office of the San Mateo County Superintendent of Schools

April 14, 2021 San Mateo County Office of Education

SAN MATEO COUNTY OFFICE OF EDUCATION CLASS TITLE: PERSONNEL COMMISSION ANALYST BASIC FUNCTION: Under the direction of the Executive Director, Personnel Commission Services or Assigned Administrator, performs professional analytical, specialized, and technical work in the areas of recruitment, examination, selection, classification, and compensation of County Office classified employees under Merit System guidelines; assists with job analysis, compensation studies, and analysis of rules to assure activities comply with established laws, rules and regulations per Merit System and Education Code. REPRESENTATIVE DUTIES: ESSENTIAL FUNCTIONS: Plans, develop, and coordinate professional-level duties in the areas of recruitment, examination, administration, personnel selection, and classification of Classified employees. E Develops recruitment sources; administer and composes job announcements, bulletin announcements, and other types of notifications for advertisements of job postings to appropriate media and sites. E Conducts job analysis activities (e.g., prepares various testing materials, reviews qualifications, etc.) to ensure test validity and valid screening assessments for each job classification. E Assists in the research for examination and classification appeals and protests to respond and defend procedural validity, integrity, and fairness as required. Plans and prepare examination content and procedures; plans and develop methods of testing required knowledge, skills, and abilities; assists in the preparation of developing examination standards; obtain, constructs, analyzes, and edits examination materials and confers with subject matter experts in the development and evaluation of examination to establish an eligibility list. E Coordinates scheduling and administration of examination; determine appropriate qualifications of raters and oral panel members; explain examination procedures; distribute and collect examinations; correct examinations and compute scores; analyze examination results and rank applicants; update records and notify applicants of test results; maintain eligibility lists. E Processes and maintains a variety of recruitment and examination administration data before and after final selection recommendations (e.g., applicant information, examination scores, examination panels, eligibility list, etc.) to ensure efficient processing of applicants and compliance with established guidelines. E

Personnel Commission Analyst - Continued Page 2


Assists in analyzing positions or classifications to prepare analytical reports and recommendations regarding establishing new job classifications, revisions of current specifications, salary allocations, and reclassification of positions. Prepares and maintains data for monthly Personnel Commission meetings; attends meetings and assists in preparing the annual report. E Conducts or prepares salary surveys; collects and analyzes data to prepare reports and summaries to assist Executive Director or Assigned Administrator. Meets and consults with employees, supervisors, administrators, and outside agencies regarding personnel needs, policies, procedures, laws, codes, rules, regulations, and the administration of classified programs. Communicates with personnel, outside agencies, and the public to exchange information, coordinate activities, and resolve issues or concerns. Researches, evaluates, recommends, and implements new examination administration processes to meet the changing, develop, or future testing needs in the area of recruitment and retention. Attends and participates in various meetings and in-services as assigned; attends job fairs and other recruitment activities as assigned, and workshops and conferences. Operate various office equipment, including a copier, scanner, computer, and assigned software. OTHER DUTIES: Performs related duties as assigned. KNOWLEDGE AND ABILITIES: KNOWLEDGE OF: Principles, practices, methods, and terminology used in public personnel commission administration, including job analysis, selection, recruitment, classification, and compensation. Various governmental guidelines and regulations relating to the classified recruitment selection process for classified employees. Current laws, codes, regulations, and rules related to assigned personnel commission services functions. Merit system rules and regulations. Operations, policies, and objectives relating to human resources or classified employees’ activities. Organizational personnel policies and procedures. County Office occupations and their requirements. Organizational operations, policies, and objectives. Techniques and tools used to develop and administer employee examinations, position classifications, job analysis, and salary surveys. Record-keeping and report preparation techniques. Correct English usage, grammar, spelling, punctuation, and vocabulary.



Operation of a variety of office equipment, including a computer and assigned software. Oral and written communication skills. Interpersonal skills using tact, patience, and courtesy. Technical aspects of the field of specialty. Research methods. ABILITY TO: Perform various complex and professional level functions in the recruitment, examination, selection, classification, and compensation of County Office classified employees. Interpret, apply, explain and assure compliance with rules, regulations, policies, and procedures. Coordinate and administer pre-employment examinations. Plan and conduct classification, job analysis, salary, and other studies as directed. Screen and process employment applications and other related documents. Stay abreast of developments in examination development, classification, and compensation Coordinate and participate in the recruitment and selection of applicants. Maintain current knowledge of laws, rules, and regulations related to personnel commission services activities. Maintain confidentiality of sensitive and privileged information. Compose correspondence and written materials independently or use departmental templates. Operate a variety of office equipment, including a computer and various types of software. Analyze situations accurately and adopt a practical course of action. Communicate effectively both orally and in writing. Establish and maintain cooperative and effective working relationships with others. Maintain records and prepare reports. Plan, prioritize, and organize work. Meet schedules and timelines. Determine appropriate action within clearly defined guidelines. EDUCATION AND EXPERIENCE: A bachelor’s degree in business administration, human resources, public administration, or related field and four years of professional human resources experience involving recruitment, selection, or classification activities. LICENSES AND OTHER REQUIREMENTS: Valid California driver’s license. WORKING CONDITIONS: ENVIRONMENT: Office environment Constant interruptions PHYSICAL DEMANDS: Dexterity of hands and fingers to operate a computer keyboard. Hearing and speaking to exchange information.



Sitting or standing for extended periods of time. Reading a variety of materials. Bending at the waist, kneeling, or crouching to file materials. Carries reports and records that typically weigh up to ten (10) pounds.



Date: April 14, 2021 To: Members of the Personnel Commission From: Dr. Karen D. White, Executive Director, Personnel Commission Services Subject: Approval for BoardDocs

Recommendation: Executive Director, Personnel Commission Services, Dr. Karen D. White recommends the Personnel Commission approve BoardDocs to use as the online agenda software for PC meetings:

Background:

In order to establish better communication and discussion about agenda items between Executive Director and Commissioners before PC meetings, the software is recommended based upon the rationale listed below.

An online software agenda allows a more practical and efficient method to develop a working agenda and make supporting documentation more accessible to the PC Staff and PC Commissioners before publishing the information to the Public. Corrections are also more manageable online. Thus, PCS Staff will not have to send email retractions with attachments and multiple emails to participants, leading to confusion. The agenda and documents are currently manually compiled, emailed, mailed, and posted, which is a tedious process.

• All PCS Staff reviewed, researched, and participated in software demonstrations in at least threedifferent software companies about an Online Agenda software package.

• SMCOE (The Board of Education) is currently using BoardDocs.

• BoardDocs support multiple users and departments, with separate access to documents and files,agenda templates, and different permission levels in an online platform.

• The ability to immediately post or update agenda and supporting documentation online, send alink to participants, and print hard copies.

• A trainer will provide formal training for all PCS Staff and Commissioners if approved.

• We can ask existing users at SMCOE about functions if there is a problem.

• One software cost to the organization, but split between two departments ($3,000 each)

• The current cost is $1,767.13 until August 31, 2021. (Renewal subscription cost is $3,000.)



Date: April 14, 2021 To: Members of the Personnel Commission From: Dr. Karen D. White, Executive Director, Personnel Commission Services Subject: Approval for Renewal of eSkills

Recommendation: Executive Director, Personnel Commission Services, Dr. Karen D. White, recommends the Personnel Commission approves renewal for eSkills.

Background:

Due to COVID, the building was closed to the public, so the Personnel Commission Services department moved to an online platform called eSkills to continue conducting written examinations. This software was purchased by the Interim Director and is up for annual renewal.

eSkills Corporation is a software company that provides its members access to job-customizable tests, opportunities to create newly written examinations, and schedule examinations through their online platform.

• All PCS Staff reviewed, researched, and participated in software demonstrations in at least fourdifferent software companies that offered job-customized tests with or without a bank ofquestions.

• Several county offices and school districts are currently using eSkills.

• Have access to various types of industry-based questions or software simulations.

• Provides immediate scores that result in faster turnaround response to applicants

• The subscription expires on April 30, 2021.

• The renewal cost is $4,500.

San Mateo County Office of EducationPersonnel Commission

Agenda Item G (4)

Date:

Department:

From:

Subject:

April 14,2021

Personnel Commission Services

Dr. Karen D. White, Executive Director, Personnel Commission Services

Approval of Eligibility Lists

Recommendation:

Personnel Commission action is requested to ratify the Open and Promotional eligibility list(s) developed for the Personnel Commission Specialist and Custodial/Maintenance Worker classifications in accordance with Education Code Section 45272.

Background:

Personnel Commission Services staff completed the recruitment and examination procedures to fill vacancies for the Personnel Commission Specialist and Custodial/Maintenance Worker job classifications. The eligibility lists developed for these classifications will be valid as indicated on the recruitment announcement in accordance with Merit Systems Rule 60.1.

Classification Date Unit Eligible Candidates Transfer Candidates

Personnel Commission Specialist

03/05/21 CONF 3 0

Custodial/MaintenanceWorker

03/30/21 CSEA 789 10 0

san mateo county office of education personnel …

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