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031411_MEETING_PACKET
Sandi Sterk-er OP Members: Chair Lawrence Chaffin Jr. Linda Faye Collins Dirk Apao Brant Fuchigami Vice-Chair Glen Takenouchi 0 Laurie Yoshida COST CONTROL COMMISSION MEETING NOTICE AND AGENDA Monday, March 14, 2011 1:30 p.m. Mo'ikeha Building- Liquor Conference Room 3 4444 Rice Street, Llhu'e. Kaua'i 96766 Taking of Oath for Commissioner Lawrence Chaffin Jr. CALL TO ORDER APPROVAL OF AGENDA APPROVAL OF MINUTES Regular meeting minutes of February 14, 2011 BUSINESS CCC 2011-03 Discussion and possible decision making with IT Manager Brandon Raines on various issues relating to the County's Internet Usage Policy. (Deferred on 02/141"11) (a) Copy of the County of Kaua'i Computer, Email and Internet Usage Policy 2010 Edition. CCC 2011- 04 Communication dated 02/17/2011 from the Cost Control Commission to the Office of the County Attorney requesting that the office provide an opinion on the scope of responsibilities and services that the Department of Personnel Services can provide under the current Charter language. Z:� (a) Confidential opinion dated 03/07/11 from Deputy County Attorney Jennifer Winn regarding the scope of the Department of Personnel Seri ices' authority under the current charter language contained in Article Z-1 XV, Kaua'i County Charter. Cost Control Commission Meeting Notice&Agenda March 14, 2011 CCC 2011-05 Discussion and possible decision making on future agenda items that are appropriate to the Cost Control Commission's responsibilities pursuant to Section 28.04, Kaua'i County Charter. CHAIR'S ANNOUNCEMENT Next meeting: 1:30 p.m. on Monday, April 11, 2011, at the Mo'ikeha Building in the Liquor Conference Meeting Room 3. EXECUTIVE SESSION Pursuant to Hawaii Revised Statutes §92-7(a), the Commission may when deemed necessary hold an executive session on any agenda item without written public notice if the executive session was not anticipated in advance. Any such executive session shall be held pursuant to Hawaii Revised Statutes §92-4 and shall be limited to the items described in the Hawaii Revised Statutes §92-5(a). ADJOURNMENT PUBLIC COMMENTS and TESTIMONY Persons wishing to offer comments are encouraged to submit written testimony at least 24 hours prior to the meeting: 1. Your name and if applicable, your position/title and organization you are representing. 2. The agenda item that you are providing comments on; and 3. Whether you will be testifying in person or submitting written comments only. 4. If you are unable to submit your testimony at least 24 hours prior to the meeting, please provide ten (10) copies of your written testimony at the meeting. The length of time allocated to persons wishing to present verbal testimony may be limited at the discretion of the chairperson or presiding member. Please send written testimony to: The Office of Boards and Commissions Attention: Boards and Commissions Support Clerk 4444 Rice Street, Suite 150 L-ihu'e, Hawaii 96766 Phone: (808) 241-4920 Fax: (808) 241-5127 E-mail: myoun(q_�'kauai.gov SPECIAL ASSISTANCE If you need an alternate format or an auxiliary aid to participate, please contact the Boards and Commissions Support Clerk at(808) 241-4920 at least five (5) working days prior to the meeting. sv c3 W (1) C) C3 tl! 72 CD eu < 0(D 0 > C 0 > M 0 0 (10 0 E z 0 u o CL CL F < CL W . < CL U-) < — M 0 . 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Carvalho,Jr. Gary K. Hen Mayor Managing Director of OFFICE OF THE MAYOR County of Kaua'i, State of Ha-*vai'i 4444 Rice Street.Suite 235,I-Ihu-e,11awai'i 96766 TEL(808)241-4900 FAX(808)241-6977 MESSAGE FROM THE MAYOR February 2011 Aloha! At the County of Kaua'i we strive to provide our employees with technologies that optimize their work efforts and communications. As part of this, many of you are provided with access to County computers, email, and/or Internet connectivity. Your continued use of these technologies requires a commitment to following established policies which may change over time. This policy was first issued in March 2001, and has been updated to better reflect our current environment. As an employee, it is important for you to know and understand this policy, as well as the role you play in ensuring proper use of the technologies provided to you. Please familiarize yourself with this policy and ask your supervisor if you have any questions or concerns. This document supersedes all previous policies on this matter. Mahalo for your commitment to making the County of Kaua'i the best place to work on the beautiful Garden Island! Mayor Bernard P. Carvalho, Jr. Countv of Kauali* Policy xd Com luter, Email and Internet Usaue Policy 6 i P0006 RVIRM 2.1 EXIMMMIMM 02/1-012011 PURPOSE: This policy covers the County of Kauai computer hardware, Internet connection and email system. The Information Technology Division is responsible for maintaining computers, providing Internet access and managing an email system to be used by designated County employees. The purpose of this policy is to define proper and professional use of these systems, establish required protocols for all users, and ensure that the systems are used for County business only. This policy supersedes the Internet and E-mail Policy dated March 15, 2001. SCOPE: The Computer., Email and Internet Usage Policy of the County of Kaua'i is applicable to all employees of the County of Kaua'i ("'County"). FAILURE TO COMPLY: Non-compliance with the County's Computer., Email and Internet policy, guidelines or procedures may result in the revocation of the Internet or email privileges and/or other appropriate disciplinary action, including reprimand, suspension and termination of employment in accordance with applicable bargaining unit agreements, or if warranted, criminal prosecution or civil liability. BACKGROUND: Not applicable. DEFINITIONS: Network–interconnected group of computer equipment User–Computer user authorized to be on the County network LEGISLATION: Not applicable. POLICY: The County supplies an employee computer, email and Internet access only if it can be demonstrated that such access is required, expedient and beneficial for completion of normally assigned tasks. When communicating with others, employees must do so in a professional manner that reflects positively on themselves and the County of Kaua'i. County systems should be used for County business only. Additionally, it is advised that you do not post or share personal information using County systems. COK1`0006 Computer Email Intemet Usage 2-10-201 1,doex Paae I of Use of County of Kaua*i computers. Internet and email is a privilege granted by management and may be revoked at any time for inappropriate conduct including, but not limited to: • Engaging in private or personal business activities; • Sending chain letters- Handling material with pornographic or sexual content, • Misrepresenting oneself or the County of Kaua'i; • Engaging in unlawful or malicious activities,* Using abusive, profane, threatening, racist, sexist, or other-wise objectionable language in either public or private messages- Religious or political causes; • Causing congestion, disruption, disablement., alteration, or impairment of County networks or systems, Infringing in any way on the copyrights or trademark rights of others: • Using recreational games; 1 9 • Defeating or attempting to defeat security restrictions on County systems and applications; and/or • Using another person's account, • Virus creation or propagation. The County reserves the right to modify this Policy at its sole discretion. PROCEDURE(S) THAT APPLY: A. Computer Use: The County of Kaua'i provides computers, peripheral devices, servers and networks to the extent required for daily operations. This equipment is property of the County and will be maintained and moved by the County IT Division. Users need to protect against unauthorized access to the County computers in their area. Users are not to share their passwords with anyone, and are responsible for any misuse of their authentication information. The County provides licensed copies of software that is installed on computers. The IT Division must approve and install all software. No County owned software may be installed on non-County computers. No unauthorized software shall be installed on County computers. Files stored on County computers must be related to the County's Mission. No mp', mp4, wav, mpg, are to be stored on County jpeg, audio or video files not related to work computers. As part of the County's efforts to have a workplace free of discrimination and harassment, the County prohibits the use of computers, email or the internet in ways that are disruptive, offensive to others, or harmful to morale. Department heads may request employee computer access via the Add Delete Change User Account form located at the County's central forms repository (bltt The employee and department head must also sign the Acknowledgement of Receipt form. Exhibit A. before computer access will be granted. COK110006 Computer Email Internet Usage 2-10-201 J-doex Page 2 of'4 B. Electronic Mail (Email) Use: Electronic mail is provided as a communication tool for County business purposes. Email messages should be written in a clear, concise, businesslike style, as these communications represent the County. When sending email, ensure they are addressed to individuals authorized to receive the information contained in it, does not contradict County policy, and does not contain statements that could be construed as racist, sexist, insulting or otherwise offensive. Information or attachments that are considered confidential should not be sent outside the County network. Data sent outside the County's secure network is not secure and may be read by others. Computer viruses can be contained in email attachments which could replicate through the I County network, pose a security risk to County data, or hinder daily operations. Do not open suspicious email attachments, or attachments from persons you do not know. All email messages are the property of the County, are subject to periodic, unannounced inspection and may be disclosed without user permission. This includes attachments included with email. No email shall be retained on the County systems longer than 90 days. County mailboxes may not exceed the limit of storage space. Users are responsible for deleting or archiving email messages from their mailbox. The email system will send warnings as mailboxes approach their size limits. If mailboxes reach their limits, they will be automatically disabled. Users must contact the helpdesk to reopen the mailbox, and must immediately clean the mailbox to prevent it from being locked again. Department heads may request employee email access via the Add Delete Change User Account form located at the County's central forms repository The employee and department head must also sign the Acknowledgement of Receipt form, Exhibit A. before email access will be granted. C. Internet Use: The County of Kaua'i permits access to the Internet to those who require it for business purposes. Every County computer user is responsible for ensuring that the Internet service will be used in an efficient, ethical and lawful manner. The Information Technology Division monitors web sites that users visit and may disclose this information without user permission. Internet usage is regulated by the rules of conduct listed above, Z:� - The Internet is largely unsecure, thus leaving the County vulnerable to attacks from hackers or viruses. For this reason, only IT personnel are allowed to download software from the internet, or install any software on County computers. The County purchases services that provide bandwidth, or the capacity for data transfer of an electronic communications system. Restrictions must be placed on Internet usage for security purposes and to prevent communications reaching capacity. Web filters are in place to regulate the sites that may be visited, according to the rules of conduct. and which assists in preventing over-usage Wbandwidth.' Any time you have the Internet open, you are using bandwidth. Streaming media such as internet radio and on-line videos are restricted, unless expressly approved for business purposes by the department head and Director of Finance. COKP0006 Computer Fmail Internet(;sage 2-10-1.011 docx Page 3 of 4 Department heads may request employee Internet access via the Internet Access Request D`on located at the County's ccoou| forms repository . The employee and department head must also sign the Acknowledgement of Receipt fbon, Exhibit A, hefh,c Internet access will hcgranted. D. Acknowledgment of Receipt: The Acknowledgment of Receipt [hno for this policy is attached as Exhibit A. When n new hire joins the County. the personnel rcpn:ocutu1ivc in the respective department will provide copy of this policy 10 the new hire. The new oruy\oycc will romj the policy and sign the Acknowledgment of Receipt form. The original signed copy is ibcn to be filed by the department*s personnel representative. who also makes a copy and forwards to the Personnel l)cpurUncn1 for inclusion in the erop{oyce`ypersonncl files. REFERENCE: rigination Finance - IT Division Modification Finance - IT Division Review IT Manager.. Director of Finance, Mayor's Office, Approval Mayor's Office, County Attorney's Office MODIFICATION HISTORY: 03-21-2001 1.0 Wallace Rezentes,Jr. Original policy published as Internet and Email Policy 12-16-2010 2.0 Kelly Agena, Policy updated and renamed, but not Wallace Rezentes, Jr. published 02-10-2010 2.1 Brandon Raines Policy updated and changed to standard fon-nat, reviewed as noted in Reference section, and published ATTACHMENTS: Attachments listed below are appended to the policy document following this section. IMMINNIM Rec rJ W7agree to this policy Exhibit A: Required from all employees to acknowledge and Acknowledgement of Receipt Form CoKpnmm Computer Email Internet o sage-2'/0-zo/|u^cx Page*o/* Exhibit A ��������� �����y����� ��� ����K�� ��v.���n�� rr ��vu�~�"��/v^���" � �vm RECEIPT County of Koua'i Computer, Email and Internet Usage Policy I HEREBY acknowledge that I have received a copy of the County of Kaua*1 Computer, Email and Internet Usage Policy. / understand that / am to read and follow the policy, Furthermore, l understand that the County will not be liable for any ofcoy actions that violate the terms of this policy. 1fnny violations o[this policy result io damage io the County. including but not limited io claims or suits against the County, 1 agree to indemnify, defend and hold harmless the County, and shall pay for all damapres and reimburse the County any and all fees and costs it may incur. Noo>r (print): Department: Division: Date Received: Signature: Signature fDepartment U�� �o urco : File: Employee personnel folder OP Sandi Sterker Members: Chair Lawrence Chaffin Jr. Linda Fave Collins Dirk Apao Brant Fuchigaini Vice Chair Glen Takenouchi Laurie Yoshida COUNTY OF KAUAJ COST CONTROL COMMISSIONi The Office of Boards and Commissions 4444 Rice Street. Suite 150 Lihu*e. Hawaii 96766 TO: Alfred Castillo Jr., County Attorney Amy Esaki, First Deputy County Attorney FROM: Paula Morkami, Administrative Aide For- Sandi Sterker, Chair DATE: February 17, 2011 RE: Department of Personnel Services At its meeting on February 14, 2011, the Cost Control Commission heard from Ernesto G. Pasion and Lani Nakazawa, County Auditor's Office, regarding the feasibility of converting the Department of Personnel Services to a human resources department. They suggested that the Commission obtain a legal opinion regarding the scope of the department's authority. Attached is a copy of their Pre-Audit Assessment. As a result, the Commission is requesting that the County Attorney's Office provide an opinion on the scope of responsibilities and services that the Department of Personnel Services can provide under the current charter language. We are requesting that the County Attorney's Office provide an opinion by March 7, 2011 in time for our next meeting on March 14, 2011. We would also appreciate that the author of the opinion be present at the next Cost Control Commission meeting to answer any questions. If you have any questions, please contact the Office of Boards and Commissions at 241-492Z Thank you. C. Gary Heu, Managing Director CCC 2011-04 Malcolm Fernandez, Personnel Director of k. OFFICE OF THE COUNTY AUDITOR COUNTY OF KAUAI,STATE OF HAWAII . ...... HALE PUMEHANA BUILDING 3083 AKAHI STREET,ROOM 203 LTHU'E,HAWAII 96766-1102 Ernesto G.Pasion Telephone: (808)241-4178 County Auditor Fax: (808)241-6208 ECIFOVE [f- Email: auditorf��,,kauai.gov JAN 14 2-111 January 14, 2011 TO: Cost Control Commission FROM: Ernesto G. Pasion County Auditor SUBJECT: Pre-audit Assessment Attached for your information is a pre-audit assessment by my office to determine the feasibility of converting the Department of Personnel Services into a full-service human resources function and consolidating employees performing personnel functions under the human resources entity. The pre-audit assessment concludes that such an audit is not feasible at this time because there is no audit criterion that can be used to determine if the Department of Personnel Services should be performing the full range of human resources activities. The existing criterion defining the duties of the Department of Personnel Services is the Kaua'l County Charter, which appears to limit the duties, and may not include the delivery of all the human resources functions deemed necessary by the commission. Without legal guidance regarding the department's charter authority, a performance audit to measure the department's ability to perform as a full service human resources department is not appropriate or feasible. Please call me if you have any questions. Attachment (1) C: Jay Furfaro, Council Chair (w/o attachment) COUNTY OF KAUA'l PRE-AUDIT ASSESSMENT Conversion of Personnel Services Office of the County Auditor 1/1412011 [The pre-audit assessment was initiated to determine the feasibility of an audit regarding whether the department or personnel services is or should be providing the full range of human resources functions required by the county, and whether consolidating all county employees who provide personnel-related functions would reduce costs and provide resources to provide the expanded function.] PRE-AUDIT ASSESSMENT Pre-audit assessments are conducted only to determine the feasibility of audits. This pre-audit assessment responds to the suggestion of the cost control commission for an audit to determine whether the department of personnel services is or should be providing the full range of human resources functions required by the county, and whether consolidating all county employees who provide personnel-related functions under the singular umbrella of the department would reduce costs and provide sufficient resources to expand the department's functions. Short Summary The government auditing standards require that a performance audit to determine if the department of personnel services is performing its required functions should measure the department's performance "against stated criteria, such as specific requirements, measures, or defined business practices..." The department's authority under the Kaua'i County Charter may not include the authority to provide the other human resource services contemplated or desired by the commission. For this reason, there are no criteria or requirements against which to measure whether the department is or should be providing the full range of human resources functions needed by the county. Therefore, a performance audit is not appropriate or feasible until the scope of the department's authority and jurisdiction is defined. Background The department of personnel services consists of a director, a manager, four professionals, a secretary, and a clerk. The secretary supports the department and the civil service commission. The department has a ninth position, a clerk, which has been kept vacant for cost-savings. Attachment A is a table of organization for the department. The pre-audit assessment was initiated by the cost control commission to provide it information to determine whether the department of personnel services is or should be providing the full range of human resources functions required by the county, and that consolidating all county employees under the singular umbrella of the department would provide sufficient resources to expand the department's functions. Comparative Functions A comparison of the functions performed by the Kaua'i department of personnel services and its counterparts in the other counties is shown in the table below. 7 L Function F Hawaii Coun Maui County Honolulu Kauai County Labor Relations X X X X EEO X I X X X Recruiting X X X X Classification X X X X Employee X X X X Assistance Benefits X X Training X 1 X X Limited (most I conducted by Mayor's Office and Finance) Safety X X Workers'Comp X X Civil Service X X j X X Commission Health I X Workforce X I X LPlanninq 2 The Effect of Charter Language Since county personnel departments function according to the authority granted by charter, it is not unexpected to find that counties with charters (and/or ordinances and regulations) authorizing and requiring more personnel-related functions have personnel departments that perform more functions. This may be the reason Hawaii County and the City and County of Honolulu personnel departments perform more functions, as shown above. Therefore, It can be argued that the services provided by the Kaua'i personnel department are limited because it operates under less robust charter language. Kauai Charter Authority The Kaua'i County Charter describes the duties of the department and the director of personnel services in the language underscored below: Department's duties: "Section 15.01. {organization. There shall be a department of personnel services consisting of a civil service commission, a director and the necessary staff for the purpose of establishing a system of personnel administration based upon merit principles, devoid of any bias or prejudice and providing a systematic and equitable classification of all positions through adequate job evaluation." Director's duties: "Section 15.04, Director of Personnel Services......The director shall be the head of the department of personnel services and shall be responsible for the proper conduct of all administrative affairs of the department, and for the execution of the personnel program prescribed in this charter and in the ordinances and regulations authorized by this charter." 3 Comparisons With the Other County Charters The following are excerpts from the charters of the other Hawaii counties relating to the personnel departments and directors. Maui County Department's duties: No specific charter language Directors duties: Heads the personnel services department, responsible for the personnel management program of the county, performs such duties as are established under the State civil service laws (Charter section 8- 9.3} Hawaii County Department's duties: No specific charter language Director's duties: Responsible for the human resources management program with two duties. Major duties are equal employment opportunity, personnel development, personnel deployment, personnel relations and personnel welfare including safety and workers' compensation. Secondary duty is administration of the civil services system. Also responsible for the proper conduct of administrative affairs of the department and for the execution of the human resources management program prescribed by charter, ordinances, laws and regulations (Charter section 7-1.4) City and County of Honolulu Department's duties: Charter states the department's responsibilities are as follows: establish a system of personnel administration based on merit principles and generally accepted methods governing the classification of positions and the employment, conduct, movement and separation of public officers and employees, build a career service which will attract, select and retain, on a merit basis, the 4 best qualified civil servants who shall hold their offices or positions free from coercive political influences with incentives in the form of genuine opportunities for promotions in order that they may provide competent and impartial service to the public according to the dictates of ethics and morality. In order to achieve these purposes, the declared policy of the city states that the personnel system be applied and administered in accordance with the following merit principles: • equal opportunity, • impartial selection, • just opportunity for promotion, • reasonable job security, • systematic classification through adequate job evaluation, • proper balance in employer- employee relations to achieve a well-trained and productive working force (Charter section 6- 1102) Director's duties: Determines the applicability of city civil service laws to employees or services in the executive branch (Charter section 6-1103) and is responsible for the proper conduct of the administrative affairs of the department and for the execution of the personnel program prescribed in this charter and in the ordinances and rules (Charter section 6-1105) 5 Analysis and Conclusion The pre-audit assessment was initiated by concerns that the department of personnel services is not performing the full range of human resources functions required by the county or currently assigned as a responsibility of another department, and that consolidating all county employees under the singular umbrella of the department would provide it sufficient resources to expand its functions. The Kaua'i County Charter requires performance audits to be conducted following the Government Auditing Standards (also known as GALAS or the Yellow Book). The relevant portions of charter section 32.02A.4 state: ".....The county auditor shall conduct or cause to be conducted all audits in accordance with government auditing standards." Under GALAS, a performance audit of the department to address these concerns would be designed to "provide assurance or conclusions based on an evaluation of sufficient, appropriate evidence against stated criteria, such as specific requirements, measures, or defined business practices...so that management and those charged with governance and oversight can use the information to improve program performance and operations, reduce costs, facilitate decision making by parties with responsibility to oversee or initiate corrective action, and contribute to public accountability." GALAS section 1.25. A performance audit to address the concerns about whether the department should or could deliver the full range of human resources functions required by the county is not advisable, because the department's authority under the Kaua'i County Charter appears limited, and may not include the delivery of all the human resource services deemed necessary by the commission. Without legal guidance regarding the department's charter authority, a performance audit to measure the department's ability to perform as a full service human resources department is not appropriate or feasible. The commission could obtain a legal opinion about the scope of the department's authority. If the opinion confirms that the department's authority is limited, the commission could recommend a charter amendment to require the department to provide the full range of human resource services required by the County. In addition to changing the charter language, the commission could also request that the council pass companion ordinances to further expand on the specifics of the desired human resource function. When these additional requirements are codified in the charter and/or ordinances, the department can be audited to determine whether it is fulfilling its duties as required by the new charter language or ordinances. 6 Other Considerations Even if an audit is not conducted, the commission may be interested in knowing the level of costs that may be necessary to add services or consolidate functions. Attachment B, prepared by the personnel services department, shows that personnel functions are conducted by employees in other departments. The employees in the various departments spend from 15 to 100 percent of their time on personnel matters, but transferring this time resource to the personnel services department may result in cost increases, rather than savings,' For example, if an employee spends the majority of his or her time doing non-personnel duties such as serving as a fiscal officer or department head secretary, it would not make sense to move the employee to the personnel services department and create a new position to perform the primary (non- personnel) duties, For this reason, the likely positions available for transfer into the personnel services department may be the five employees who spend 100 percent of their time doing personnel work for the parks, police, public works, and water departments. Even if the five positions are added to the personnel services department, the total of 14 positions may still be insufficient to provide the full range of human resource services. As shown below, the counties providing more services have far greater budgets and positions. It is also noteworthy that the Maui personnel department has more than 14 positions (18 in total)otal) even if it provides almost the same services as Kaua'i. POSITIONS AND BUDGETS OF COUNTY PERSONNEL DEPARTMENTS (FY 10111) T_ -County Authorized Positions Budget Honolulu 94.88 $51770,568 Hawaii 127 I $1,757,889 Maui 18 $1,422,510 Kaua'i 9 $588,345" It should also be noted that although employees perform personnel-related functions, it Is an open question whether they are all qualified or trained to perform these functions. 2 Budget figures for Kaua'i are adjusted to exclude employer contributions for social security, workers' compensation costs, and pension and other benefit costs, since the budgets of the personnel departments in the other counties do not include these costs. 7 CL A 0 Cl) 7u r- CO Z ct 0 a) LLJ b ry 0) 0 CL 0- cq UJ 0 E Ul z co < Z 0 F- Z z a CL w CO �6 z 0 0 z 04 0 z 4 IL LLI 0 LL 0 N ca IL LU w 0 1Lu � 0 c Lu U) ry 0. d 0 0 C-C i0d W to UJ F- C) 00 LU q 7 10)0 2 ,Q : E 0 -----1— LU ' ev F- LL 10� —= to 1 zo ;>o 0 0 0 w i 0< 0— tz U. CL LIJ U) N 0 F- w Z 0 75 ry 0 Z 0 L11 CL 0 C14 15 C CL . ul LL. 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