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HomeMy WebLinkAbout2012_0424_Minutes Open_APPROVED COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Approved as circulated 5/22/12 OPEN SESSION— CIVIL SERVICE COMMISSION Meeting Date April 24, 2012 Board/Committee: Location Mo`ikeha Building, Liquor Control Commission, Meeting Room Start of Meeting: 3:00 p.m. End of Meeting: 4:39 p.m. 3 Present Chair Roy Morita; Vice-Chair Gilbert Maerina(3:09 p.m.);Members: Cathy Adams; Lani Aranio; Ryan de la Pena; John Low Also: Deputy County Attorney Marc Guyot; Director of Personnel Malcolm Fernandez; Boards & Commissions Office Staff: Support Clerk Barbara Davis; Administrator Paula Morikami; Administrative Aide Teresa Tamura Excused Absent SUBJECT DISCUSSION ACTION Call To Order Chair Morita called the meeting to order at 3:00 m. with 5 members present Approval of Open Session Minutes of March 27, 2012 Mr. de la Pena moved to approve the minutes as Minutes circulated. Ms. Aranio seconded the motion. Motion carried 5:0 Director's CSC 2012-17 a. Weekly Report Ending March 18, 2012 Ms. Adams moved to receive the Director's Report b. Weekly Report Ending March 25, 2012 Reports. Ms. Aranio seconded the motion. c. Weekly Report Ending April 1, 2012 d. Weekly Report Ending April 8, 2012 Ms. Adams asked Mr. Fernandez if his response to Council's request for a copy of all Position Descriptions with the OPA required that he had to resubmit the list of open positions that Chairman Furfaro sent to the Commission around September asking why there were so many open positions. Mr. Fernandez said the request noted in his report was not the one Ms. Adams was referring to. This request was for the Office of the Prosecuting Attorney. Ms. Adams said in the meeting with the County Council, Mr. Fernandez spoke about the vacant positions and the Council asked why that report took so long to be created. Mr. Fernandez had ex lained to the County Council that the system DPS used was no longer Civil Service Commission Open Session April 24, 2012 Page 2 SUBJECT DISCUSSION ACTION functioning. Mr. Fernandez said that was correct. The system went down over one year ago, and IT tried to retrieve it but they were not successful. That system was inputted by hand and would now have to be recreated which there has not been time to do. Ms. Adams believed the Chair's question was what was the Department doing to get the system fixed or a new one purchased, and she asked Mr. Fernandez what else they had been able to do. Mr. Fernandez said they had been in discussion with IT and Finance in trying to get an HR system for years but they have not decided what they want to do. Mr. Fernandez explained that this does not fall under DPS's budget but it is part of Finance's budget and does not know if it is in their upcoming budget. Currently, the report is being done manually and every three months they have to reconcile everything. Mr. Fernandez pointed out that Chair Furfaro was willing to give the Department 30 days to generate the report instead of just 10 days because they were barely able to get the report in on time with the system before it crashed. The Department was barely able to generate the report on time and then to revert to doing it manually, we have to drop everything and concentrate on getting the report finished. Chair Morita asked how many more hours it takes to input the information by not having the system and using two personnel. Mr. Fernandez said he would not want to speculate at this point and would have to ask Ms. Schuierer how many more hours she is spending now doing the report, but it is substantially more time to get the correct information. Motion to receive carried 5:0 Executive Ms. Adams moved to go into Executive Session Session at 3:09 p.m. Ms. Aranio seconded the motion. Motion carried 5:0 Vice-Chair Maerina entered the meeting at 3:09 p.m. Civil Service Commission Open Session April 24, 2012 Page 3 SUBJECT DISCUSSION ACTION Attorney Guyot read the Hawai'i Revised Statutes provision as outlined on the agenda to take the Commission into Executive Session for consideration of ES-24, ES-16, ES-17, ES-20, ES-21, ES-22 and ES-23 as listed. Return to Open The meeting resumed in Open Session at 4:38 p.m. 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 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,May 22, 2012—3:00 p.m. Adjournment Mr. de la Pena moved to adjourn the meeting at 4:39 p.m. Ms. Adams seconded the motion. Motion carried 6:0 Submitted by: Reviewed and Approved by: Barbara Davis, Staff Support Clerk Roy Morita, Chair ( ) Approved as is. ( ) Approved with amendments. See minutes of meeting.