Rule 2 - Organization and Administration
Effective December 4, 2017
Table of Contents for Rule 2
- Section 2.1 - Civil Service System
- Section 2.2 - Civil Service Commission
- Section 2.3 - County Human Resources Director
- Section 2.4 - Roster of Employees and Positions
- Section 2.5 - Reports by Appointing Authorities
- Section 2.6 - Ex Parte Rule
Read next: Rule 3 - Classification
Section 2.1 - Civil Service System
Administration of the Civil Service System of the County of Sonoma shall be based on the principle of employment and promotion on a merit basis for the purpose of obtaining the highest efficiency and assuring that the best qualified persons available shall be employed in the service of the County.
Section 2.2 - Civil Service Commission
- The officers of the Civil Service Commission shall be Chairperson and Vice-Chairperson.
- The Civil Service Commission shall, at its first meeting in January of each year, elect one of its members to serve as Chairperson for a period of one year, or until the election and qualification of a successor.
- At the same time, and in the same manner, the Civil Service Commission shall elect one of its members to serve as Vice-Chairperson.
- The Chairperson shall be the presiding officer at all regular and special meetings of the Commission. In the event of the absence of the Chairperson, the Vice-Chairperson shall preside. In the event of the absence of both the Chairperson and the Vice-Chairperson, the members present shall elect an Acting Chairperson.
- Regular public meetings shall be held on the first and third Thursday of each month at 3:30 p.m. at the Human Resources Department or at a place and time so designated in a posted agenda. If the regular meeting falls on a holiday, the meeting shall be held at the call of the Chairperson. (revised 1/20/00)
- Special meetings shall be held at the call of the Chairperson or any three members of the Civil Service Commission.
- Three members shall constitute a quorum for the transaction of business. A majority of the quorum shall be required to take an action. (revised 1/20/00)
- Written notice of each special or adjourned meeting of the Commission shall be posted at least seventy-two hours in advance thereof in the lobby of the Central Human Resources Department, and shall be mailed or delivered at the time of the posting to each person entitled to such notice.
- Each meeting shall be conducted in accordance with the most current edition of Robert's Rules of Order, except as may be provided in these rules. (revised 1/20/00).
- Communications and requests to the Civil Service Commission shall be made in writing. The substance of such requests and the action taken thereon shall be incorporated in the minutes.
- A member of the Commission may vote a ye, no, or abstain. A vote of abstain does not constitute concurrence, does not constitute a no vote . (1/20/00)
- A Commissioner recognizing a conflict of interest shall recuse him/herself from the discussion as soon as the conflict is recognized. (1/20/00)
Section 2.3 - County Human Resources Director
The Human Resources Director shall:
- Perform and discharge, under the direction and control of the Civil Service Commission, such authority and duties as are delegated.
- Carry out all procedures in the administration of the County personnel system in conformity with the provisions of the Civil Service Ordinance and the Rules of the Civil Service Commission.
- Check department payroll documents for legality and accuracy of appointment of persons named therein and certify the names to the Auditor- Controller.
- Conduct recruitment and examinations, prepare employment and re-employment lists, and certify the names of candidates for employment.
- Maintain various personnel records and other records of the Civil Service Commission, and prepare minutes of each meeting of the Commission.
- Shall be appointing authority for the staff of the Human Resources Department.
- Administer, maintain and adjust the Classification Plan and recommend rates of pay for each classification of position.
- Maintain the central roster of employees and positions.
- Maintain an official record of all actions taken by the Commission and shall prepare an annual report which summarizes such actions. After Commission review, this report shall be submitted to the Board of Supervisors.
- Prepare such special reports and studies as requested by the Civil Service Commission.
- Officially interpret Civil Service Rules prescribed by the Commission. Such interpretation shall be given great deference by the Commission when enforcing or amending these rules.
Section 2.4 - Roster of Employees and Positions
A central roster of employees and positions shall be maintained in the Central Human Resources Department. It shall include the record of employment of each employee in the classified service, including dates of service, positions held, salaries received, and such other information as may be deemed appropriate.
Section 2.5 - Reports by Appointing Authorities
Each appointing authority shall promptly report the following matters to the Human Resources Director:
- Requests for certifications.
- Appointments of any and all employees.
- Separations of any and all employees.
- Promotions, demotions and transfers of employees.
- Leaves of absence, whether with or without pay.
- Disciplinary actions, together with reasons therefore.
- Refusal or failure of certified candidates to accept employment.
- Other matters which the Civil Service Commission may direct.
Neither the Civil Service Commission, nor any member thereof, nor if applicable, the designated hearing officer, may communicate, directly or indirectly, upon the merits of a contested matter while the proceeding is pending, with any party, including any agents or employees of either party, or with any person who has a direct or indirect interest in the outcome of the proceeding, without reasonable notice and an opportunity for all parties to participate in the communication. (revised 7/20/94)