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HomeMy WebLinkAbout2012_0424_AgendaPacket ORION Roy Morita Members: Chair Cathy Adams Lam Aranio Gilbert Maerina Ryan de la Pena Vice-Chair John Low COUNTY OF KkUA'l CIVIL SERVICE COMMISSION AMENDED - NOTICE OF MEETING AND AGENDA Tuesday, April 24, 2012 3:00 p.m. or shortly thereafter Mo'ikeha Building, Liquor Conference Room 3 4444 Rice Street, L-ihu'e, HI 96766 CALL TO ORDER ROLL CALL APPROVAL OF MINUTES Open Session Minutes of March 27, 2012 DIRECTOR'S REPORT CSC 2012-17 a. Weekly Report Ending March 18, 2012 b. Weekly Report Ending March 25, 2012 c. Weekly Report Ending April 1, 2012 d. Weekly Report Ending April 8, 2012 EXECUTIVE SESSION Pursuant to Hawaii Revised Statutes §§92-4 and 92-5 (a) (2) (4), 92-9 (a) (1-4) and (b), the purpose of this executive session is to receive and approve Executive Session minutes, to consider the hire, evaluation, dismissal or discipline of an employee or officer of the County where consideration of matters affecting privacy will be involved and to consult with the Commission's legal counsel on issues pertaining to the Commission's and the County's powers, duties, privileges, immunities, and/or liabilities as they may relate to this item, deliberate and take such action as appropriate. ES-24: Executive Session Minutes of February 28, 2012 ES-16: CSC 201-1-11 Confidential communication dated February 16, 2012, from the Board of Water Supply regarding personnel issues (ongoing) ES-17: CSC 2012-13 Communication dated February 22, 2012, from the Department of Finance regarding personnel issues (ongoing) ES-20: CSC 2012-18 Memorandum dated 2129/12 from the Civil Service Commission to the Director of Personnel Services requesting written response on how complaints and personnel issues have been resolved (ongoing) An Equal Opportunity Employer JAMES.. APE& W W b. Memorandum dated 3/28/12 from the Civil Service Commission to the Director of Personnel Services requesting resolution to unresolved matters and a subsequent report to his 3016/12 communication ES-21:CSC 2012-19 Letter dated 3/15/12 from Dale Shimomura, Union Agent HGEA/AFSCME, requesting an explanation from the Civil Service Commission regarding its denial of his appellant's right to due process. ES-22: CSC 2012-20 Letter dated 3012/12 from an appellant requesting an appeal on the Notice of Examination Results and Eligibility for the Field Operations Clerk (SR- 10) ES-23: CSC 2012-21 Discussion and possible decision-making to consider the hire, evaluation, dismissal or discipline of an employee or officer of the County RETURN TO OPEN SESSION Ratify Commission actions taken in Executive Session for items: o ES-16, ES-17, ES-20, ES-21, ES-22, ES-23 and ES-24 ANNOUNCEMENTS Next Meeting: Tuesday, May 22, 2012—3:00 pm., Mo'ikeha Building, Liquor Conference Room 3 ADJOURNMENT NOTICE OF 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 H.R.S. §92-4 and shall be limited to those items described in H.R.S. §92-5(a). c: Marc Guyot, 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: 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. Civil Service Commission—April 24, 2012 - Amended Page 12 ENRON= ama.' 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 clearly indicating the name of the testifier; and While every effort will be made to copy, organize and collate all testimony received, materials received on the day of the meeting or improperly identified may be distributed to the members after the meeting is concluded. The length of time allocated to persons wishing to present verbal testimony may be limited at the discretion of the chairperson or presiding member. Send written testimony to: Civil Service Commission Attn: Barbara Davis Office of Boards & Commissions 4444 Rice Street, Suite 150 L-ihu'e, HI 96766 Email: bdavisCakauai.gov Fax: 241-5127 Phone: 241-4919 SPECIAL ASSISTANCE If you need an alternate format or an auxiliary aid to participate, please contact the Boards & Commissions Support Clerk at 241-4919 at least five(5) working days prior to the meeting. Civil Service Commission--April 24, 2012 - Amended Page 13 COUNTY OF KAIJAI Th Q tI . Ito Minutes of Meeting OPE'N SESSION Board/Committee: CIVIL SERVICE COMMISSION Meeting Date I March 27, 2012 Location Mo'ikeha Building, t,iquor Control Commission, Meeting Room 3 Start of Meeting: 3:00 p.m. I nd of Meeting: 4:19 p.m. Present Chair Roy Morita; Vice-Chair Gilbert Maerina. Members: Cathy Adams; Lani Aranio; Ryan de la Pena; John Low Also: Deputy County Attorney Justin Kollar; Director of Personnel Malcolm Fernandez; Boards & Commissions Office Staff, Support Clerk Barbara Davis; Administrator Paula Morikami; Administrative Aide Teresa Tamura; IIRI'ask Force Members: John Isobe and Janine Rapozo Excused Absent SUBJECT DISCUSSION ACTION Call To Order Chair Morita called the meeting to order at 3:00 m. with 6 membersyresent Approval of Open Session Minutes of February 28, 2012 Ms. A—ranio-mo-"v­e"­dto'- approve-t--h-e--minutes--"-a-s"--" Minutes circulated. Mr. de la Pena seconded the motion. Motion carried 6:0 T1 i�0--i�u n-i-ca'i i-o--"-n-"--C-S-C-2-0-1-2-----J--4--C-o-m"mn-i i-i c-"at,—io n--r e-c-e--iv-e--d-—3/1-4-/--1-2-fr o-m- the 5 1 Circuit C o u r t in the matter of Eric Rita vs. Civil Service Commission of the county of Kauq'i and County ofKauq Civil No. 12-1-0086 JRV compellin production of records and transmittal of same Mr. de la Pena moved to receive the communication. Ms. Aranio seconded the motion. Motion carried 6:0 Ms. Adams moved to take CSC 2012-16 out of order as they await the arrival of Mr. Isobe and Ms. Rapozo. Mr. de ]a Pena seconded the motion. Motion carried 6:0 Director s CAC Report a. Weekl �y report_Eqding February 19, 2012 b. WeeklV Re Dort I:fndi. , Februay 26, 2012 Civil Service Commission Open Session March 27, 2012 Page 2 SUBJECT DISCUSSION ACTION c. Weeklv Report Endirqy March 4, 2012 d. WeekIv Report Eiidiru� March I I 2012 Mr. I"'eruandez clarified from the March 4 report that the listing"reviewed resumes and quotes for solicitation for internal investigator for a misconduct complaint" was for an outside investigator to conduct an investigation for DPS. Mr. Fernandez explained that a PSO applicant was a Police Service Officer. Ms. Aranio moved to receive the Director's Report. Ms. Adams seconded the motion. Motion carried 6:0 A brief recess was called at 3:05 p.m. The meetirrg was called back to order at 3:09 pit _ Business CSC 201,2-15 Letter dated 3/7/12 fi-orn the Human Resources Taskforce to the Civil Service Conimission providim-, a copy of the communication to the Kaua'i County Council with an update on centralizing personnel functions and services John Isobe introduced himself as one of the members of the Taskforce along with Janine Rapozo. The Taskforce wanted to update the Commission because they did endorse the Cost Control Commission's recommendation that a Taskforce be formed to look at expanding the functions of the Personnel Department into a full-fledged Human Resources Department, The Cost Control Commission also recommended that the Taskforce look into bow they could minimize any duplication of effort by people who were doing personnel functions and ensure that a greater level of training would be provided to employees of the County of Kaua'i. Other members of the Taskforce include Karen Matsumoto, a former member of the Personnel Department, Kris Nakamura and Marc Guyot. Mr. Isobe stated the Taskforce would make a formal presentation t1p April Civil Service Commission Open Session March 27; 20112 Page 3 SUBJECT DISCUSSION ACTION ._.. ._.____ __.__ __ -___.__ __ _ _a. _ along with the Personnel Department as part of the budget presentation. Ms. Aranio thanked the Taskforce for all the work they had done and for putting together such a comprehensive report. In identifying the positions that will fall under Human resources, did the Taskforce take the positions identified as closer to doing 100%personnel functions to move to Hr.? Mr. Isobe said initially they looked at all the positions that had personnel rebated functions in their duties and specifically targeted those who had a majority of personnel related duties. The Taskforce then conducted desk audits of all of the people that were affected and came up with recommendations on what positions should be transferred to the Personnel Department. One of the things found as part of the desk audit was some of the position descriptions and the actual work being performed were not necessarily the same. So some of the recommendations that are being made are based on the work that is actually performed by the individual positions and not just reflective of the position descriptions themselves. If the transition does occur, the new expanded personnel functions would also have to entail a review of the individual departments to see how adjustments need to be made within individual departments. s. Adams noted that the committee had lost 3 members and there was g more work to be done at a later point. Ms. Adams asked if they had thought about who they would add to that committee so they could continue to evaluate the functioning of the department once it is all put together. Mr. Isobe said the committee did not lose any members, although Karen and he had retired, they were continuing to volunteer their time to the Taskforce and hope the work would be completed no later than the end of April at which point they plan to provide.a formal report. A part of that report will Civil Service Commission Open Session March 27, 2012 Page 4 SUBJECT DISCUSSION .ACTION probably be a recommendation that if Personnel is expanded to a fully functioning HR Department,and with the addition of the new personnel, they would then be able to do the internal reviews that are required to look at the adjustment needed within the County and the various departments. Ms. Adams asked how they would know if they succeeded? The Commission has supported the whole concept of the NR Department and wants it to succeed, but how would they know? Mr. Isobe said the success of this transition will be predicated on the leadership and management within the Personnel Department. Secondly the Taskforce is hopeful that the Civil Service Commission would ensure the success of the transition and the implementation of the program because;this body oversees the Personnel Department. We hope the Civil Service Commission will take ownership of the recommendations made by the Taskforce and put "teeth" to the recommendations to ensure that the management of the Personnel Department will be held accountable to meet those milestones and ensure the transition goes forward smoothly. The Taski"orce has no authority because it is merely a recommending body. The authority in terms of the success rests with the Civil Service Commission. Mr. Low asked if there will be modifications to the original reconnnendations such as training which might be better handled by an individual department because of the specialized knowledge that is needed. Is there room for modification as they try things? Mr. Isobe said the entire system that is being recommended is a work in progress, The departments who have staff focusing on highly specialized training, such as police and fire, will remain in those specific departments. The more encrc trainin5 for sexual harassment, workplace violence and Civil Service Commission Open, Session March 27, 2012 Page 5 SUBJECT DISCUSSION AC TI ON safety, which are currently done within some of departments, are areas in which the Taskforce is looking at beefing up within the Personnel Department. Mr. Maerina asked if there was a prioritization for positions to be created or is it based on the needs of Personnel now'? Will the Taskforce try to phase in each position or will that fall within the hands of the Personnel Department. Mr. Isobe said they have a proposed organizational structure and it is based on what the Taskforce believes to be the major functions that need to be performed once they have expanded into the HR functions. The Taskforce tried to recommend people that are currently working within the County to be slotted into some of these positions or at least give them the opportunity to apply for these positions. The Taskforce is only a recommending body and has no control over how it ultimately will be done. Chair Morita asked who would be responsible for this new process. Mr. Isobe said the implementation of the new functions would ultimately be by the Personnel Department. It will be critical that the Civil Service Commission understand the recommendations and based on the budget, the Taskforce would be happy to come back to the Commission with the final recommendations. The first quarter of the fiscal year, July through October, has been identified as the transition period where employees would begin to shift and move. There is concern as to how the Taskforce can ensure that the service level to all of the agencies within the County improve because we are shifting people from various departments into Personnel and some of those departments are concerned they may lose the level of service they are ly M�s,�Ra p�zo hasher assurance to these Civil Service Commission Open Session March 27, 2012 Page 6 SUBJECT DISCUSSION ACTION departments that the service level should at least be comparable, if not better, and will be the acid test which will measure the success of what is being recommended. It will be imperative that the Civil Service Commission hold the Department accountable and ensure that the level of service is improved. Chair Morita asked that the Taskforce return with a final report once the recommendations and budget have gone before the County Council. Mr. Isobe said the Commission would also receive a copy of the final written re ort. Executive Mr. de la Pena moved to go into Executive Session Session at 3:33 p.m. Ms. Adams seconded the motion. Motion carried 6:0 Attorney Kollar read the Hawaii Revised Statutes provision as outlined on the agenda to take the Commission into Executive Session for consideration of ES-18, ES-16: CSC 2012-11, EES- : CSC 20012-13, FS 19: CSC 2012-17 and S-17: CSC 2 2 12-18 as listed. Return to Open The meeting resumed in Open Session at 4:18 p.m. Session Ratify Commission actions taken in Executive Session for items: o ES-18, ES-19 and ES-20 Ms. Adams moved to ratify the Commission's action taken in Executive Session. Mr. de la Pena seconded the motion. Motion carried 6:0 Announcements Next Meeting: Tuesday, April 24, 2012 ---3:00 p.rn, Adjournment Mr. de la Pena moved to adjourn the meeting at 4:19 p.m. Ms. Adams seconded the motion, Civil Service C'ormnission Open Session March 27, 2012 Page 7 SUBJ pC`I DISCUSSION ACTION Motrot� carried fi:(J Submitted by: __.... _..__. _ Reviewed and Approved by: Barbara Davis, Staff'Support Clerk � � Roy Morita, Chair s ( Approved as is. ( ) Approved with amendments. See minutes of meeting. DPS WEEKLY REPORT Week Ending March 18, 2012 Significant Events/meetings - Responded to Finance Accounting regarding status of Accounting Technician PD. - Drafted Section 3 language and submitted same to budget personnel for inclusion in FY '13 Budget. - Distributed calendar/notice for filing for Early Partial Payment for Vacations for retirees and/or Post Separation Vacation Payout Deferral. - Director and PIVIS V attended Cost Control Meeting as requested to entertain questions regarding quarterly vacancy report. - Met with Mayor, Managing Director and Procurement and Budget Manager regarding adjustments to proposed FY'13 budget. - Discussion with eternal investigator on scope of proposed investigation. Transmitted requested information for review and initiation of process. - Met with Deputy County Attorney to discuss request for information from appellant. Provided information as recommended by DCA. - Distributed Labor Registration Announcement. Recruitment included: Golf Course Groundskeeper, Groundskeeper, Laborer,Janitor, Landfill Laborer, and Park Caretaker. - Submitted Director's Reports to Boards and Commissions for upcoming CSC meeting. - Reviewed/prepared DAT Training Materials for sessions scheduled for March 20th and 21st. - Attended Mayor's State of the County address on March 16 th - Responded to CSC queries regarding Finance and DOW complaints. - Responded to request for records info from Deputy County Attorney regarding police personnel. - Met with UPW and jurisdictions for presentation by State on Council on Revenues (COR) report. Risk Management - N/A Personnel - N/A Heads-up CSC 2012-1T Due to scheduling priorities DAT Training originally scheduled to be held at the EOC on March 20th was relocated to the Kaua'i Veterans Center for this day only. The March 21�t session will be held at EOC as originally announced. The UPW mass grievance resolution meetings are slated for April Stn at DPS. 03/19/12 CSC 2012-17 DPS WEEKLY REPORT Week Ending March 25, 2012 Significant Events/Meetings - FF 11 Physical Agility was done on Tuesday, March 201h with 11 of 14 passing. - The following DAT training session were conducted on March 20th and 215t with noted attendance numbers versus no-shows: a. BU-lNon-CDL DAT—27attendees/9no-show b. BU-1 Non CDL DAT Supervisors—25 attendees/16 no-show c. HGEA DAT for Supervisors—56 attendees/21 no-show - Discussion with Deputy County Attorney regarding status of EEO Complaint by OPA employee. Procurement process for outside investigator modified on recommendation of DCA and BPD. - Discussion with KPD DPA regarding extension of referred list for Police Lieutenant and Police Sergeant/Detective. - Reviewed PD for HR Specialist 11 (EEO-ADA). - Discussion with Parks and Rec Department Personnel Specialist regarding HR Task Force Study. - Discussion with staff on ee banquet status. Banquet is scheduled for June 7th at the Convention Hall. - Distributed ERS Newsletter to departments/agencies for their info and distribution. - Met with KFD Admin. Officer, HGEA BA, and WSO regarding return to work issues, including clarification of limitations, light duty, and leave donations for leave pool. Risk Management - N/A Personnel - N/A Heads-up - The UPW mass grievance resolution meetings are slated for April 5th at DPS. - CSC meeting scheduled for March 27th at 3:0013M. - Council has requested DPS representative to discuss Agenda Item 02012-87 (Quarterly Vacancy Reports) at the March 281" meeting. 03/27/12 DPS WEEKLY REPORT Week Ending April 1, 2012 Significant Events/meetings - Responded to Council's request for copy of all Position Descriptions within the OPA. - Responded to Civil Defense's request for copies of CBAs for FEMA regarding damage assessment/associated costs for storm in early March. - Finalized DIPS Budget Presentation for 2013 Budget. - Responded to Worksite Wellness Task Force. DPS will be represented by Pua Borales at meeting scheduled for April loth at Kaua'i Beach Resort. - Responded to Council's request for information on the staffing for previous PA tenures at OPA. - Drafted contract to engage consultant to do internal investigation on harassment complaint from employee at OPA. - Provided information to County Attorney regarding recruitment of Administrative Officer. - Met with Deputy Finance Director regarding reallocation effective date. Date to be changed upon amendment to established date. - Met with CSC Chair and PSM to discuss concerns at DPS and reviewed Budget Presentation. - Distributed notice regarding the Employee Banquet with info on Outstanding Ee Nomination process. Risk Management - N/A Personnel - N/A Heads-up - The UPW mass grievance resolution meetings are slated for April 5th at DPS. - Council has requested DPS representative to discuss Agenda Item 02012-87 (Quarterly Vacancy Reports) at the March 28th meeting. Request to attend meeting rescheduled for April 4 th 04/02/12 A AM ha DIPS WEEKLY REPORT Week Ending April E, 2O12 SignDficantEwemts/meetngs - Followed-up on contract to engage consultant for internal investigation concerning OPA employee harassment complaint. - Followed-up On budget issues with Budget and Purchasing Director. - Discussion with Deputy County Attorney regarding UPVV settlement offer on Temporary Assignments. - Issued memo to Department/Agency Heads regarding release of specific employees for meeting of the Employee Recognition Banquet committee On April 9th. - Discussion with County Clerk regarding destruction Of paper applications and supporting documents which are also electronically stored. - Attended Council meeting to discuss quarterly vacancy report and recruitment of OPA Administrative Officer. - Drafted contract information for report by County Treasurer. - Arranged for place for upcoming negotiation meeting with SHOPO. Meeting scheduled for May 23m m at and 24 Kauai,s E[>C. - Followed-up with Accountant III recruitment a5requested by Finance. - Replied to request by KPD on extension on list for Sergeants and Lieutenants. - Discussion with OPA personnel on recruitment outreach for Administrative Officer. OPA decided tO recruit intra, inter and open. - Met with UPW and specific departments (PW, Transportation, and DOW)to discuss resolution Ofgrievances. - Met with Deputy County Attorney, Risk Manager, and PSN1 to discuss personnel iS5Wgs relative to meeting with UPVV. - Met with Mayor to update him on meetings with UPVV. ' Met with Fire Chief, Deputy Fire Chief, and staff tO discuss VVSD reorganization proposal. - Discussion with DHRD Safety Personnel and staff On scheduling of Workplace Violence Training Sessions. Risk Management Personnel - N/AHeads-up O4/O9/12