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HomeMy WebLinkAbout2011_0711_CCC_Notice_AgendaPacket Sandi Sterker Members: Chair LmAxence Chaffin.Jr. Brant Fuchigami Glen Takenouchi Dirk Apao Laurie Yoshida Vice-Chair COUNTY OF KAUAI COST CONTROL COMMISSION NOTICE OF MEETING AND AGENDA Monday, July It, 2011 1:30 p.m. or shortly thereafter Mo'ikeha Building, Liquor Conference Room 3) 4444 Rice Street, Lihue, HI 96766 CALL TO ORDER APPROVAL OF MINUTES Regular Open Session Minutes of July 11, 2011 COMMUNICATION CCC 2011-12 Communication dated 06,105,111 to Chair Sandi Sterker from Ms. Linda Faye Collins tendering her resignation from the Cost Control Commission BUSINESS CCC 2011-09 Communication dated 041`28/11 from County Auditor Ernesto G. Pasion transmitting a copy of the Audit Implementation of the Recommendations of the Cost Control Commission Concerning Energy Savings. Report No. 11-01, April 2011 {Or file with the O of Boards and Commissions) a) Communication dated 06/`15/11 from Chair Sandi Sterker requesting the County Auditor's presence to discuss the findings of the report entitled "Audit of Implementation of the Recommendations of the Cost Control Commission Concerning Energy Savings" Z.1n, b) Response dated 06,'21/11 from County Auditor Ernesto Pasion relating to a request from Chair Sandi Sterker to discuss the findings of the audit report c) Communication dated 06.1"151/11 from Chair Sterker requesting a representative from the Department of Water be present to provide an update of the department's energy cost-savings measures and future plans of implementation based on the recommendations and findings of the Auditor's report An Equal Qpporttmi6y Emplo-wr CCC 2011-07 Discussion and possible decision making regarding the establishment of an Employee Incentive Program related to energy cost savings (Deferred from 05/09/11 meeting, awaiting a response from the Mayor) CCC 2011-08 Review and discussion of the County's real property tax exemptions and rate setting procedures (On-going) a) Communication dated 061/15111 from Chair Sandi Sterker requesting additional information and requesting that a representative from the Department of Finance be presence to discuss items relating to real property tax exemptions b) Response dated 06`21 A I from Deputy Finance Director Sally Motta providing additional information related to real property tax exemptions CCC 2011-11 Discussion and decision-making on a proposed Charter Amendment from Mayor Bernard P. Carvalho, Jr., amending Article XV Relating to Establishing a 4n Department of Human Resources (Deferred on 06%13/11 meeting) a) Communication dated 06/15111 from Chair Sterker to Chair Ryan De La Pena of the Civil Service Commission requesting written comments relating to a draft proposal from Mayor Bernard P. Carvalho, Jr., for a Charter Amendment to Article XV Relating to Establishing a Department of Human Resources b) Response dated 06/23111 from Chair Ryan De La Pena of the Civil Service Commission relating to a draft proposal from Mayor Bernard P. Carvalho, Jr., for a Charter Amendment to Article XV Relating to the Establishment of a Department of Human Resources c) Communication dated 06/15/11 from Chair Sterker requesting the County Attorney's legal review and recommendations relating to a draft proposal from Mayor Bernard P. Carvalho Jr., for a Charter Amendment to Article XV Relating to Establishing a Department of Human Resources ANNOUNCEMENT Next meeting- Monday, August 8, 2011 at 1:30 p.m. at the Mo'ikeha Building, Liquor Conference Room 3. NOTICE OF EXECUTIVE SESSION Pursuant to Hawal'i Revised Statutes. , ("H.R.S.") §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 H.R.S. §92-4 and shall be limited to those items described in H.R.S. §92-5(a). Discussions held in Executive Session are closed to the public. 2 1 11�� Cost Control Commission—July 11, 2011 ADJOUWN'MENT c C.* Amy Esak-i, First Deputy County Attorney PUBLIC COMMENTS and TESTIMONY Persons wishing to offer comments are encouraged to submit written testimony at least 24-hours prior to the meeting indicating: I 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 comment only. 4. If you are unable to submit your testimony at least 24 hours prior to the meeting, please provide 10 copies of your written testimony at the meeting. The length of time allocated to person(s) wishing to present verbal testimony may be limited at the discretion of the chairperson or presiding member. Send written testimony to: Cost Control Commission Attn: Mercedes Youn Office Boards and Commissions 4444 Rice Street, Suite 150 Lihue, HI 96766 E-Mail: mvoun(a—", apAl.gol Phone: (808) 241-4920 Fax: (808) 241-5127 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. 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C .` "✓ �-+ n i—s ...} ,—E +-+ .,..r tv r-i r t--a'.�—„ +.a n� j k I 1 ( ct Y+t E ct E € € cr 1� } N fl7 J to I Lr- 6 r € (t C3 CL tD i G r , Mercedes Youn From: Johnlsobe Sent: Tuesday, June 14, 2011 12:18 PM To: Mercedes Youn Cc: Paula Morikami Subject: Linda's Resignation - Place on next CCC agenda Follow Up Flag: Follow up Flag Status: Flagged From: Linda Faye Collins Lmaiftc Sent: Sunday, June 05, 2011 10:02 AM To: Mayor;-Mercedes Youn; John Isobe; Sandi Sterker dire Cc: —, _1,cv Lawrence Chaffin Jr; Takenouchi, Glen; Brant fuchigami; Amy Esaki Subject: Re: Request Dear Mayor, Mercedes, John, Chair Sandi and fellow Commissioners: It is with great regret that for personal reasons I find it necessary to resign from the Cost Control Commission after the next upcoming meeting which I do plan to attend. I will be moving to California in September and zn need time to prepare for the move. I have found great satisfaction in participating on this important Commission and will miss working with fellow Commissioners and the capable administrative staff. 99C 2011-12 Sandi Sterker Members: Chair Lawrence Chaffin Jr. Linda Faye Collins A) Brant Fuchigami Glen Takenouchi Laurie Yoshida Dirk Apao OF Vice Chair COUNTY OF KAUAI COST CONTROL COMMISSION TO: Ernesto G. Pasion, County Auditor Cc: Gary Heu, Managing Director FROM: Sandi Sterker, Chair Cost Control Commission Via: John Isobe, Boards and Commissions Administrato DATE: June 15, 2011 SUBJECT: Request for Information and Attendance At its meeting on Monday, June 13, 2011, the Cost Control Commission briefly discussed your report, "Audit of Implementation of the Recommendations of the Cost Control Commission Concerning Energy Savings." The Commission would like to discuss the findings with you at its next meeting which is scheduled for Monday, July 11, 2011 at 1:30 pm in Liquor Conference Room 3. We would also like to request that you provide an expanded written summary of your findings related to the 2008 Cost Control Commission Recommendations to include following additional pertinent information: 1. Energy cost-saving measures that have been implemented and are in place 2. Energy cost-saving measures that are being implemented or have been partially implemented 3. Energy cost-saving measures that have not been implemented to date a. IvVhich items are planned for future implementation b. Which items are delayed indefinitely For all of the above categorized items, please provide the anticipated cost of implementation. We look forward to meeting with you. If you have any questions, please call Paula at 241-4922. Thank you. An Equal 6pportunio; Employer C99 2011-09 a) OFFICE OF THE COUNTY AUDITOR COUNTY OF KAUA'I, STATE.OF HAW'AI`I `A - 1, HALE PUNIEHANA BUILDING � ~� °' _ 3083 AKAHI STREET. ROOM 203 OWE,E,HAWAF 1 96766-110? Ernesto G.Pasion Telephone: (808)241-4178 County Auditor Pax: (808)241-6208 Email: auditor= kauai.gov June 21, 2011 TO: Chair Sandi Sterker and Members Cost Control Commission FROM: Ernesto G. Pasion County Auditor SUBJECT: Request for Information and Attendance Thank you for your invitation to discuss the findings of our recent audit entitled"Audit of Implementation of the Recommendations of the Cost Control Commission Concerning Energy Savings" on July 11, 2011. I look forward to meeting with you again. In your invitation, you asked for additional pertinent information as follows. 1. Energy cost-saving measures that have been implemented and are in place Information: The audit found that three of your commission's recommended cost-saving measures were implemented by the administration. They are identified with green arrows on Attachment A to the audit report. 2. Energy cost-swing measures that are being implemented or have been partially implemented Information: The audit found that eight of the commission's cost-saving recommendations had been partially implemented. They are identified with the letter"P" on Attachment A to the audit report. 3. Energy cost-saving measures that have not been implemented to date Information: The audit found that twenty-nine of the commission's cost-sawing recommendations had not been implemented. They are identified with red arrows on Attachment A to the audit report. 4. Which items are planned for future implementation, which items are delayed indefinitely, and the anticipated cost of implementation. 9CC 2011-09 b) Information: In his April 19, 2011 responses, the Managing Director stated that the Mayor would issue complete, regular, and timely reports to your commission on the status of pending recommendations that have been approved by the Mayor. Since the response, my office has not received any further information from the administration about any implementation plan. We also do not have access to information regarding anticipated implementation costs. The Mayor and the Managing Director might be able to provide you zn with the requested information. Thank you for your interest in our audit. I look forward to meeting with you. C: Council Chair Furfaro Mayor Carvalho Managing Director Heu Johnlsobe Paula Murakami Mercedes Youn Sandi Sterker Members: Chair Lawrence Chaffin Jr. Linda Faye Collins Brant Fuchigami Glen Takenouchi Dirk Apao Laurie Yoshida Vice Chair COUNTY OF KAUAI COST CONTROL COMMISSION TO: David Craddick, Manager and Chief Engineer, Department of Water Cc: Gary Heu, Managing Director Chair Roy Oyama and Members of the Board of Water FROM: Sandi Sterker, Chair Cost Control Commission ns Via: John Isobe, Administrator, Office of Boards and Cornmisse> DATE: June 15, 2011 SUBJECT: Request for Information and Attendance At its meeting on Monday, June 13, 2011, the Cost Control Commission briefly discussed the report, "Audit of Implementation of the Recommendations of the Cost Control Commission Concerning Energy Savings," written and provided by the County Auditor's Office. The Commission would like to have a representative from your department present at its next commission meeting being held on Monday, July 11, 2011 at 1:30 pm in Liquor Conference Room 3. We would like an update from your department on what energy cost-saving measures have been implemented and future plans of implementation based on the recommendations and findings of the Auditor's report. Attached are pages 38-40 of the Energy Study section of the report relating to the Department of Water. We look forward to meeting with you. If you have any questions, please call Paula N-Torikami at 241-4922. Thank you. An Equal Qpportunity Employer CC C 2011-09 0 Higher Cost Measures • Study and implement water and wastewater power energy efficiency measures, including self-generation DOW: The DOW's primary use of electricity is to operate motors on groundwater wells located throughout the island. Once the water is lifted out of the ground and placed into surface storage tanks, the water system is a gravity system and uses very little electricity. There are a few opportunities for the DOW to potentially reduce the demand for electricity. Storage and pump modifications: At the present time, the DOW attempts to supply water from its storage tanks during periods of high demand. If the tanks are emptied before the demand subsides, then the peak demand must be supplied by pumping water out of the ground at higher pumpage rates. The well pumps are sixed larger in order to meet this demand situation. Modifications could be made to reduce the electricity demand. First, more storage tank capacity would allow the demand to be met without operation of well pumps during peak periods. This would allow the pumps to be sixed smaller and to operate at a more efficient operating point. Larger tanks and smaller pumps would result in lower electricity usage over time. At the present time, the DOW has plans to add 5.0 MG of storage capacity to the system in the short term with another 4.0 MG planned for the longer run. Pipe size modification: Several places on the island have undersized pipe feeding storage tanks and customers. This operating arrangement results in higher friction losses in moving water throughout the system and therefore, more energy is required to pump the water into the tanks. If all undersized pipes on the island were 38 replaced with appropriately sized pipes, there would be less energy required to pump water into storage and ultimately to customers. Gravity systems: Making more use of gravity surface water systems may also save energy. While surface water sources require treatment, the treatment costs may be less than then groundwater pumping costs, given the relatively high quality of the surface waters available on the island. Wastewater: A wastewater utility uses electricity for pumping and in the operation of a wastewater treatment plant. Electricity is one of the Wastewater's largest expenses, and the division tries to minimize electricity use whenever possible. R1 and UV impacts: Over the next ten years, most of the County's wastewater treatment plants are expected to be upgraded to produce RI reclaimed water. "R1" refers to a designation made in State guidelines that allows broader use of reclaimed water. To produce R1 reclaimed water, the division will discontinue using chlorine for disinfection and install disinfection systems using ultraviolet (UV) light. Although UV disinfection uses more energy than chlorination, energy savings elsewhere may result as described below. Reduction in pumping requirements: The combination of UV disinfection and increased use of R1 reclaimed water could result in a decrease in groundwater pumping for irrigation as use of reclaimed water offsets the need for using pumped groundwater supplies. The amount of energy saved from reduced pumping will vary for each customer and will depend on factors such as the depth to groundwater and the distance from the customer to the wastewater treatment plants, With UV disinfection and subsequent use of R1 reclaimed water, the division may be able to reduce the use of its 39 injection wells for effluent disposal, thus reducing energy costs because electricity would not be required to pump effluent into the ground for disposal. Alternate energy for operations: The City of Eugene, Oregon, has a wastewater treatment plant. Ninety percent of the methane produced by the wastewater facility is directed to produce power, which fills half of the power needs of the wastewater plant. In another project in the city of Santa Barbara, California, a wastewater treatment plant uses electricity and heat generated by digester gas from its anaerobic digesters and two 250 kW fuel cells. All of the project's capital and operating costs are paid by the City's private partner. The partner sells the power generated to the City by the partner at a cost below that charged by the local electric utility, and the net operating benefit to the city is approximately $20,000 per year given the then-current electric prices. Solar power is another option that could be considered for providing some of the power needed for the County's larger wastewater treatment facilities. DOW and Wastewater: Power factor correction capacitors- A power usage analysis for water and wastewater in the city of Sugar Land, Texas, recommended that power factor correction capacitors be installed at water facilities to yield a five-year savings of$181,459.'8 Work with KIUC to study and implement converting street and traffic lighting to energy efficient alternatives 18 The relative electric cost in Texas is about$.11 per kilowatt hour, compared to $,34 for Kaua'i in 2006. 40 Sandi Sterker Members: Chair Lawrence Chaffin Jr. Linda Faye Collins "o Brant Fuchigami Glen Takenouchi Dirk Apao 0 Laurie Yoshida Vice Chair COUNTY OF KAUA'1 COST CONTROL COMMISSION TO: Wally Rezentes, Director of Finance Cc: Sally Motta, Deputy Director of Finance Steven Hunt, Real Property Review Officer Gary Heu, Managing Director FROM: Sandi Sterker, Chair Cost Control Commission Via: John Isobe, Administrator, Office of Boar s Commissions DATE: June 15, 2011 SUBJECT: Request for Information and Presence Thank you for having Sally Motta and Steven Hunt present at our Cost Control Commission meeting held on Monday, June 13,2011 to explain the Summary of Appeals report. After they left, we reviewed the list of real property tax exemptions your department provided us. We have questions regarding Kaua'i's real property tax exemptions and would appreciate your assist in completing the attached form. (Note: The yellow highlighted sections are samples of the information we are seeking as you complete the form.) Please note that the age exemptions highlighted in red are for discussion purposes only. In addition, the commission would like to know what are the age and other real property tax exemptions for each of the other three(3) counties. The next Cost Control Commission meeting is scheduled for Monday, July 11, 2011 at 1.30 pm in Liquor Conference Room 3. We would appreciate a representative from your department present at our meeting to answer any questions we may have regarding the information requested above. In order to allow our office time to properly prepare for this meeting, we would appreciate receiving your written response by July 1, 2011. If you are unable to provide a response by this date, or if you have any questions, please call Paula Morikami at 241-4922. Thank you. CCC 2011-08 a] Exemption Description Total No. Total Exempted 'I COIF j C&C Maui HI of Taxes Revenues Properties Affected jinance I'm pfoyee n=twn j5 1 s1,5qo,a s yes no no no Sketed-O .ftiafs Evem ption j 2 5,000,000 no des des rya t Basic Home <Age 60 $48.000 Age 60-69 $96,000 Age 70+ $1270,000 <Age 65 (for discussion only Age 6'5-7 4 (for discussion only) Age 75-- (for discussion onhil Income Exem ption X55,000 Disabled Veterans (varies) Leprosy Exemption $50,000 Totally Disabled ($50,000) Nonprofit Medical Charitable Pulp and Paper Crop Shelters Dedicated in Urban Districts Air Pollution Control Facilitv Alternative Energy Manufacturing Fixtures I Public Property Lessees of Exempt Property US Prop/Nat'l Housing Act Low& Moderate Income Housing Historic Residential Dedication Credit Unions Orchard Development Tree Farm Development Safe Room Long Term Affordable Rental {tax credit; not exemption) Kuleana Exemption 2 Bernard P. Canvalho. Jr. Wallace{9. RezentesJr. Mayor Finance Director Gary K. Hem Sally Managing Director Deputy Finance Director COUNTY OF KAUA'V Department of Finance Real Property Assessment Division June Il. 2O1l T0: Cost Control Commission FROM: 8m}h/Mottu Deputy Finance Director RE: Exemption and Tax Relief Data Attached are the exemption types and amounts for all four Hawai'i counties for the 20 10 tax year and the updated exemption types and amounts for Kouu'i County for 2011. Unfortunately, these exemptions straddle several tax classifications(tax rates),so the taxes for each exemption type cannot be determined separately. Thus, the exemption amounts are reported in terms of value rather than taxes. In addition to these exemptions, there are several tux relief measures that are administered in the form of tax credits, /k summary oy these tax credits for tax year Z0ll (FY l2)io shown below: 2011-12 Tax Credits Count Tax Credit Long-Tenn Affordable Rental 166 S44,627 Circuit Breaker 320 g202.219 Permanent Home Use(2Y6cap) 8.753 $4.867.670 Per you request,the exemptions amounts shown below reflect each county's current status: City 6LCounty Exemption Type of Honolulu Maui County Hawaij County Kaua'i Count Basic Home Use 980'000 $300,000* $40.800 548~000 Home Use dO-6P y46A N/A $80.000 396.000 Home Use 65+ $120.000 N//\ N/A N/A Home Use 70+ N/A N/A D100.000 $120,000 ~ Maui County is attempting to amend the Home Use exemption amount,post-certification of the assessment list, from$]DQ,000to$20O`0O0 for fiscal year 2Ul2. Under the current exemption amount of $300,000,approximately one-third of Maui's owner-occupants pay the minimum property tax of S|jU. '_-, allyA. Mona Deputy P inance Director (808) 241-4281 4444 RICE STREET SUITE A~454,LIHUE,HAWAII 96766,(8]8)241~4224, FAX/808Y241~6252 9C9 2011-08 b) Tax Year 2011 (FY 12) Total Exempt Exemption Type Count Value (in thousands) Income Exemption 3,481 $80,630 Credit Union 12 $18,222 Basic Horne Use (all types) 5,753 $277,073 Home Use 60-69 (all types) 3,183 $305,239 Home Use 70+ (all types) 3,358 $401,711 Disabled Veterans 888 $38,389 Disability (all types) 390 $19,341 Government Owned (all types) 1,541 $1,307,286 Government Lease (all types) 34 $18,474 Hawaiian Homelands (all types) 753 $295,199 Historic Residential 8 $24,266 Kuleana 20 $14,216 Crop Shelter 12 $337 Safe Room 44 $1,760 Church 152 $115,571 Native Forest 1 $1,157 Cemeteries 13 $7,387 Hospitals (nonprofit) 4 $14,173 Low- to Mod. Housing 20 $54,412 Miscellaneous 3 $698 Charitable 139 $132,626 Roadways 411 $27,067 Schools 3 $21,837 Public Utility 67 $448,237 Tree Farm 114 $56,005 TOTAL 17,604 $3,671,315 C, C, 00 to zo wl M ol o o 06 cc 14 -'t t- cc fg co 10 10 as � c 04. cc Ic 10 0 0 ct 10 'o t2 - T T Lm a a, co za 'D co C4 ON 'o C2 o $ w Cc 2� Y T .2 49 DRAFT: Proposing A Charter Amendment to Article XV Relating to Establishing A Department of Human Resources. Charter Amendment Article XV of the Kauai County Charter is amended to read as follows: "ARTICLE XV DEPARTMENT OF[PERSONNEL SERVICES] HUMAN RESOURCES Section 15.01. Organization. There shall be a department of [personnel services] human resources consisting of a civil service commission, a director and the necessary staff for the purpose or 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] generally accepted methods governing classification of positions and the employment, conduct, movement, and separation of public officers and employees. Section 15.02. Civil Service Commission Organization. The civil service commission shall consist of seven members who shall be in sympathy with and who shall believe in the principles of the merit system in public employment, [or] of the members appointed, one shall be selected from among persons employed in private industry in either skilled or unskilled laboring positions as distinguished from executive or professional positions. (Amended 2006) Section 15.03. Powers and Duties. The civil service commission shall: A. Adopt rules and regulations to carry out the civil service and compensation laws of the State and county. Such rules and regulations shall distinguish between matters of policy left for the determination of the commission and matters of technique and administration to be left for execution by the director. B. Hear and determine appeals made by any officer or employee aggrieved by any action of the director or by any appointing authority. Appeal from the decision of the commission shall be as provided by law. C. Advise the mayor and director of personnel services on problems concerning personnel and classification administration. D. Execute such powers and duties as may be provided by law. Section 15.04. Director of [Personnel Services] Human Resources. The director of [personnel services] human resources shall have had a minimum or five years of training and experience in personnel administration either in public service or private business, or CCC 2011-11 both, at least three years of which shall have been in a responsible administrative capacity and shall be in sympathy with the principles of the merit system. He shall be appointed and may be removed by the commission and come under the general supervision of the Mayo The director shall be the head of the department of [personnel services) human resources and shall be responsible for the proper conduct of all administrative affairs of the department, and for the execution of the [personnel] human resources management program prescribed in this charter and in the ordinances and regulations authorized by this charter. Section 15.05. [Civil Service and Exemptions. All positions in the county, except those exempted by law, shall be under civil service.] Human Resources Management Program. The director of human resources shall be responsible for the execution of the human resources management program which shall Include: A. Classification, recruitment, selection, employment, deployment, promotion, evaluation, discipline, and separation of employees. B. Labor relations and negotiations. C. Administration of employment policies and trainings related to employe benefits, conduct, development, and safety and iniury Prevention. D. Workers' compensation. E. Equal employment opportunities, F. Workforce coordination and planning. G. Administration of the civil service system as prescribed by statute, H. Other related duties as may be determined by the Mayor." Note: Charter material to be repealed is bracketed. New charter material is underscored. Proposed Ballot Question: Shall the title of the Department of Personnel Services be changed to Department of Human Resources and its existing scope of responsibilities broadened to include a more comprehensive human resources function? Sandi Sterker Members: Chair of, Lawrence Chaffin Jr. Linda Faye Collins Brant Fuchigami Glen Takenouchi Laurie Yoshida Dirk Apao OF Vice Chair COUNTY OF KAUAI COST CONTROL COMMISSION TO: Chair Ryan de la Pena and Members of the Civil Service Commission Cc: Gary Hen, Managing Director Malcolm Fernandez, Director of Personnel Services FROM: Sandi Sterker, Chair Cost Control Commission Via: John Isobe, Administrator, Office of Boards and Commissiot DATE: June 15, 2011 SUBJECT: Request for Comments At its meeting on Monday, June 13, 2011, the Cost Control Commission reviewed a draft proposal from Mayor Bernard P.Carvalho, Jr. for a Charter Amendment to Article XV Relating to Establishing a Department of Human Resources. (See attached.) For the purposes of background, the Cost Control Commission previously requested that the County Auditor's Office conduct a pre-audit on the feasibility of consolidating the training and all personnel and/or human resources functions under the Department of Personnel Services. In its response, the County Auditor's Office indicated that the Personnel Department's limited scope of responsibility as provided for in the County Charter made it difficult for their Office to conduct the pre-audit requested by the Cost Control Commission. Furthermore, the Auditor's Office suggested that the Cost Control Commission pursue a Charter amendment or seek a legal opinion regarding the scope of the Personnel Department's responsibility and authority under the Kaua'i County Charter. As a result, the Commission felt that the issue raised by the County Auditor's Office regarding Department of Personnel Services limited scope of responsibilities as currently provided for in An Equal Opportunity Employer CCC 2011-11 a) Article XV, Kaua'i County Charter had merit and felt that the Charter should be amended to include a more comprehensive human resources focus. The Cost Control Commission would appreciate receiving any written comments from the Civil Service Commission related to the Mayor's proposal. You are also welcome to attend our next Cost Control Commission meeting which scheduled for Monday, July 11, 2011 at 1:30 pm in Liquor Conference Room 3 to participate in our discussions and provide additional input. We look forward to hearing from you. If you have any questions, please call Paula Morikami at 241-4922. Thank you. RYAN DE LA PEfN4A Members: CHAIR CATHERINE ADAMS S.LANI ARANIO GILBERT MAERINA Roy MORITA p JOHN LOW VICE CHAIR COUNTY OF KAUAI CIVIL SERVICE COMMISSION MOIIKEHA BUILDING c/o Department of Personnel Services 4444 Rice Street,Suite 140 LIHUIE,KAUAI,RAWAIII %766 Telephone(808)241-4956•Fax(808)241-6593 t June 23, 2011 JUIN 4 2011 Ms. Sandi Sterker, Chair Cost Control Commission 0 A County of Kauai Office of Boards and Commissions 4444 Rice Street Uhu'e, Hl 96766 Dear Ms. Sterker: At its regular meeting on Tuesday, June 21, 2011, the Civil Service Commission received and accepted the following communications: 1. Letter dated May 9, 2011 from the Cost Control Commission to Mayor Carvalho regarding County Employee Training and Consolidation of Personnel Functions; 2. Letter dated May 25, 2011 from Mayor Carvalho responding to the Cost Control Commission; and 3. Letter dated June 15, 2011 from the Cost Control Commission requesting for comments. This is to inform you that after some discussions, the Commission unanimously voted to support the Mayor's recommendation in transitioning the training functions to the Department of Personnel Services; the development of an internal task force to analyze the feasibility and cost implications with respect to moving personnel functions and services out of the various departments; and lastly, approves the draft amendment for a Charter amendment to change the title of the Department of Personnel Services and further expand the functional responsibilities of the Department. AN EQUAL OPPORTUNITY EMPLOYER CCC 2011-11 b) Chair Sandi Sterker Page 2 June 23, 2011 Thank you for allowing the Civil Service Commission the opportunity to review and comment on your efforts in the consolidation of personnel functions. Very truly yours, RYAN DE LA PENA Chairman Cc: Mayor Bernard P. Carvalho, Jr. Mr. Malcolm C. Fernandez, Director of Personnel Services Mr. John Isobe, Administrator, Office of Boards and Commissions Ms. Janine Rapozo, Risk Management Administrator Civil Service Commission Sandi Sterker Members: Chair Lawrence Chaffin Jr. Linda Faye Collins Brant Fuchigami Glen Takenouchi Laurie Yoshida Dirk Apao 0 Vice Chair COUNTY OF KAUAI COST CONTROL COMMISSION TO: Alfred Castillo, County Attorney Cc: Amy Esaki, Deputy County Attorney Gary Heu, Managing Director FROM: Sandi Sterker, Chair Cost Control Commission Via: John Isobe, Administrator, Office of Boards and Commissio DATE: June 15, 2011 SUBJECT: Request for Legal Review and Comment At its meeting on Monday, June 13, 2011, the Cost Control Commission reviewed a draft proposal from Mayor Bernard P. Carvalho, Jr. for a Charter Amendment to Article XV Relating to Establishing a Department of Human Resources. (See attached.) The Commission is seeking your legal review and recommendations to ensure that the language is in compliance with statutes and superior laws. The next Cost Control Commission meeting is scheduled for Monday, July 11, 2011 at 1:30 pm in Liquor Conference Room 3. In order to allow our office time to properly prepare for this meeting, we would appreciate receiving your written response by July 1. 2011. If you are unable to provide a response by this date, or if you have any questions, please call Paula Morikami at 241-4922. Thank you. An Equal Opportunity Employer 9C9 2011-11 W DRAFT: Proposing A Charter Amendment to Article XV Relating to Establishing A Department of Human Resources. Charter Amendment Article XV of the Kaua! County Charter is amended to read as follows: "ARTICLE XV DEPARTMENT OF[PERSONNEL SERVICES] HUMAN RESOURCES Section 15.01. Organization. There shall be a department of (personnel services) human resources consisting of a civil service commission, a director and the necessary staff for the purpose or 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] -generally accepted methods governing classification of positions and the employment, conduct, movement, and separation of public officers and employees. Section 15.02. Civil Service Commission Organization. The civil service commission shall consist of seven members who shall be in sympathy with and who shall believe in the principles of the merit system in public employment, [or] of the members appointed, one shall be selected from among persons employed in private industry in either skilled or unskilled laboring positions as distinguished from executive or professional positions. (Amended 2006) Section 15.03. Powers and Duties. The civil service commission shall: A. Adopt rules and regulations to carry out the civil service and compensation laws of the State and county. Such rules and regulations shall distinguish between matters of policy left for the determination of the commission and matters of technique and administration to be left for execution by the director. B. Hear and determine appeals made by any officer or employee aggrieved by any action of the director or by any appointing authority. Appeal from the decision of the commission shall be as provided by law. C. Advise the mayor and director of personnel services on problems concerning personnel and classification administration. D. Execute such powers and duties as may be provided by law. Section 15.04. Director of [Personnel Services] Human Resources. The director of [personnel services] human resources shall have had a minimum or five years of training and experience in personnel administration either in public service or private business, or both, at least three years of which shall have been in a responsible administrative capacity and shall be in sympathy with the principles of the merit system. He shall be appointed and may be removed by the commission and come under the general supervision of the Mayor. The director shall be the head of the department of [personnel services] human resources and shall be responsible for the proper conduct of all administrative affairs of the department, and for the execution of the [personnel] human resources mans emen program prescribed in this charter and in the ordinances and regulations authorized by this charter. Section 15.05. (Civil Service and Exemptions. All positions in the county, except those exempted by law, shall be under civil service.] Human Resources Management Program. The director of human resources shall be responsible for the execution of the human resources management program which shall include: A. Classification, recruitment, selection, employment, deployment, promotion, evaluation, discipline, and separation of employees. B. Labor relations and negotiations. C. Administration of employment policies and trainings related to employee benefits, conduct, development, and safety and iniury prevention. D. Workers' compensation. E. Equal employment opportunities, F. Workforce coordination and planning. G. Administration of the civil service system as prescribed by statute, H. Other related duties as may be determined by the Mayor." Note: Charter material to be repealed is bracketed. New charter material is underscored. Proposed Ballot Question: Shall the title of the Department of Personnel Services be changed to Department of Human Resources and its existing scope of responsibilities broadened to include a more comprehensive human resources function?