To: Board of Supervisors
From: Ann Elliott, Human Resources Director
Report Title: Amend Personnel Management Regulations
RECOMMENDATION: As recommended by the County Administrator
RECOMMENDATIONS:
ADOPT Resolution No. 2026/417 amending the Contra Costa County Personnel Management Regulations to add and revise: Part 1 - Definition of Terms, 123. “TRANSFER” and add new term 124. “TRANSFER LIST”; Revise the following rules: Part 3 - Position Classification, Section 302 Amendment of Classification Plan; Part 6 -Employment and Reemployment List, add Section 605.5 Transfer Lists; Part 7 - Certification Section 705 Order of Certification From Lists; and Part 10 -Personnel Transactions, Sections 1004 Transfer and 1004.1 Transfer Without Examination.
FISCAL IMPACT:
There is no fiscal impact associated with these changes.
BACKGROUND:
An ongoing priority of the Human Resources Department is to review and amend the Contra Costa County Personnel Management Regulations (PMRs), originally written in 1982, to modernize and streamline recruitment and assessment methods to meet today's labor market demands. The following PMR revisions have been identified to improve the County hiring processes.
PART 1 - DEFINITION OF TERMS
123. “TRANSFER”
The definition was revised to clarify that a transfer means the change of a permanent employee to another position.
124. “TRANSFER LIST” means a list of persons with permanent status who have requested to be placed on the voluntary transfer list for their classification.
Addition of Regulation 124 provides a definition for Transfer List
PART 3 - POSITION CLASSIFICATION
302. Existing classifications may be changed by the Director of Human Resources. Existing classifications may be abolished by the Director of Human Resources subject to approval by the County Administrator’s Office. New classes may be added to the classification plan by the Director of Human Resources subject to approval by the Board of Supervisors.
Amendment to Regulation 302 clarifies the current process to modify, add or delete classifications.
PART 6 - EMPLOYMENT, TRANSFER AND REEMPLOYMENT LISTS
605.5 Transfer Lists are established by the Director of Human Resources of permanent employees who have requested to be placed on a voluntary transfer list for their classification.
Amendment of Part 6 - Employment and Reemployment Lists to add new Regulation 605.5 Transfer List to the existing list types.
PART 7 - CERTIFICATION
705. ORDER OF CERTIFICATION FROM LISTS The order of certification from employment lists for any class shall be first, layoff list; second, reemployment list if mandatory on the appointing authority or if requested by an appointing authority; third, promotional employment list; and fourth, open employment list and voluntary transfer list. However, the Director of Human Resources may determine a different order of certification priority for a specific classification.
Amendment to Regulation 705 adds Transfer List to the existing list types.
PART 10 - PERSONNEL TRANSACTIONS
1004. TRANSFER. Transfer is the change of a permanent employee to another position in the same class in a different department, or to another position in a class which is allocated to a salary schedule the top step of which is within five (5) percent of the top step of the class previously occupied in the same or a different department or as otherwise defined in deep class ordinances or resolutions. Any permanent employee may request to be placed on a Voluntary Transfer List by contacting the Human Resources Department. An appointing authority will receive the Voluntary Transfer List to consider when filling a vacant position. If the transfer is to a position in a different class, the Director of Human Resources must determine that it is a comparable position. Transfers may also be accomplished through the regular examination and appointment procedures.
Amendment to Regulation 1004 clarifies that a Transfer means the change of a permanent employee to another position. It also outlines the process for an employee to be added to a Transfer List.
1004.1 Transfer Without Examination. After consultation with the appropriate appointing authority(s), the Director of Human Resources may transfer a permanent employee from one job classification to another job classification without examination under the following conditions:
(a) The duties and responsibilities of the position from which the employee is being transferred from are within the occupational area or directly associated with the duties and responsibilities of the position to which the employee is being transferred.
(b) The transfer is deemed appropriate by a review of the particular duties and responsibilities of the position under consideration.
(c) The employee must possess the minimum qualifications for the job classification to which the employee is being transferred.
(d) The employee must serve the probationary period required for the classification into which the employee is being transferred.
(e) An employee rejected during the probationary period or who resigns during the probationary period for other than disciplinary reasons shall have the right at that time to be restored to a position in the classification in the department from which the employee was transferred.
Amendment to Regulation 1004.1 clarifies that a Transfer means the change of a permanent employee to another position. A sentence was removed stating that this regulation would expire in 1987.
CONSEQUENCE OF NEGATIVE ACTION:
If the Personnel Management Regulations amendments are not approved, the County will continue to have outdated information included in this critical regulation document and changes needed to improve efficiency and effectiveness will not be implemented.