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Title:
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Adoption of a Resolution Approving an Amendment to the Civil Service Rules Related to the Elimination of the Civil Service Commission Post Office Box as Recommended by the Civil Service Commission.
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City of Culver City, California
Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council adopt the proposed Resolution approving an
amendment to the Civil Service Rules related to the elimination of the Civil Service
Commission Post Office Box as recommended by the Civil Service Commission.
BACKGROUND:
Since 1967 the Civil Service Commission (“Commission”) has been required to
maintain a post office box. Specifically, Civil Service Rule (CSR) 2.10 provides that
“[t]he Commission shall maintain a mail box at the post office for the purpose of
receiving mail directly from the sender. Mail received at this box shall only be
opened at a meeting of the Commission.”
At its regular August 1, 2012 meeting, the Commission discussed its authority to
possess a post office box. Specifically, the discussion focused on the history of the
mail box, the frequency in which mail is received, and the relevance of continuing to
maintain a post office box in light of the changing role of the Commission. The
Commission determined that they would like to consider amending CSR 2.10 and
directed staff to place this item on a future agenda in accordance with the public
hearing procedures.
Meeting Date: 12/10/12 Item Number: C-2
CITY COUNCIL AGENDA ITEM: Adoption of a Resolution Approving an
Amendment to the Civil Service Rules Related to the Elimination of the Civil
Service Commission Post Office Box as Recommended by the Civil Service
Commission
Contact Person/Dept.: Serena Wright Phone Number: (310) 253-5640
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Public Notification: (E-Mail) Agenda and Meetings – City Council (12/07/12); Culver
City Management Group (12/07/2012); Culver City Employees Association
(12/xx/2012); Culver City Police Management Group (12/07/2012); Culver City Fire
Management Group (12/07/2012); Culver City Police Officers’ Association (12/07/2012);
Culver City Firefighters’ Association (12/07/2012)
Department Approval:
Serena Wright (12/05/12)
City Attorney Approval:
Carol Schwab (by H. Baker) (12/06/12)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (12/06/12)
City Manager Approval:
John M. Nachbar (12/07/12) City of Culver City, California
Agenda Item Report
DISCUSSION:
The Commission’s practice in handling mail received from the post office box
provides that any mail retrieved is given to the Commission Chair at the next
regularly scheduled meeting for the Chair to open during the meeting. To ensure
compliance with applicable laws and rules, the Chair will then turn the mail over to
staff to process appropriately.
Staff will determine if the mail is a disclosable public record, or if an exemption from
disclosure under the Public Records Act applies. Staff will also evaluate whether the
content of the mail raises any potential legal issues, including the possibility of
violating employee privacy rights if the content is disclosed in a public setting, or
compromising the Commission’s role as a neutral hearing body. If it is determined
that the mail contents do not require any special processing, the correspondence is
then copied and provided to the entire Commission.
On October 3, 2012 the Commission held a public hearing. After receiving and
considering public comment, the Commission determined that the public and
employees would continue to have the option of providing comment to the
Commission regardless of maintaining a post office box. Furthermore, the
Commission believed that maintaining the post office box was irrelevant in light of
their revised role and duties. Therefore, the Commission voted unanimously to
recommend that the City Council delete Section 2.10 from Civil Service Rule 2. The
Commission’s recommendations are being provided to City Council tonight for
consideration of approval and adoption in accordance with Civil Service Rule 17.3
(a) (6).
FISCAL IMPACT:
There would be minimal savings realized of $96 from the annual cost of the post
office box.
ATTACHMENTS:
1. Proposed Resolution
2. Excerpt of minutes from the August 1, 2012 and October 3, 2012 Civil Service
Commission meetings
MOTION:
That the City Council:
Adopt the proposed Resolution approving an amendment to the Civil Service
Rules as recommended by the Civil Service Commission.
MEETING DATE: 12/10/12
AGENDA ITEM: Adoption of a Resolution Approving an Amendment to the
Civil Service Rules as Recommended by the Civil Service Commission
ATTACHMENTS
Pages
1. Resolution
1 — 2
2. Civil Service Commission Meeting Minute Excerpts
3 — 4 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CULVER CITY, CALIFORNIA, APPROVING AND ADOPTING
AN AMENDMENT TO CIVIL SERVICE RULE 2, DELETING
SECTION 2.10, AFTER PUBLIC HEARINGS HELD THEREON
BEFORE THE CIVIL SERVICE COMMISSION.
I RESOLUTION NO. 2012-R
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WHEREAS, pursuant to Culver City Municipal Code Section 3.03100.D, the
Civil Service Commission conducted a duly noticed public hearing to consider a proposed
amendment to delete Section 210 of Civil Service Rule 2, fully considering the proposed
amendment, staff report, related information and all comments from the employee
organizations and the public; and
WHEREAS, following the conclusion of the public hearing and the
Commission's thorough deliberation of the matter, the proposed amendment to delete
Section 2.10 of Civil Service Rule 2 was approved by the Civil Service Commission ler
recommendation to the City Council for its approval and adoption.
NOW, THEREFORE, the City Council of the City of Culver City, California,
DOES HEREBY RESOLVE as follows:
1. Section 7.10, Mail Box, of Civil Service Rule 2 (which states, 'The
Commission shall maintain a mail box at the post office for the purpose of receiving mail
directly from the sender. Mail received at this box shall only be opened at a meeting of
the Commission.") is hereby deleted in its entirety.
2. Section 2.11 of Civil Service Rule 2 is hereby renumbered as Section
2.10.
3. Civil Service Rule 2, as amended by this Resolution, shall replace in
its entirety existing Civil Servi -ce Rule 2, which was previously adopted by Resolution No.
-1-
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29 APPROVED AS TO, FORM:
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ATTEST:
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MARTIN R. COLE, City Clerk