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HomeMy WebLinkAbout2012_0716_Minutes Open_APPROVED COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Approved as circulated 8/28/12 Board/Committee: CIVIL SERVICE COMMISSION Meeting Date July 16, 2012 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room Start of Meeting: 3:03 p.m. End of Meeting: 5:17 p.m. 3 Present Chair Gilbert Maerina(3:11 p.m.); Vice-Chair Cathy Adams. Members: Lani Aranio; Ryan de la Pena; John Low; Roy Morita Also: Deputy County Attorney Marc Guyot; Director of Personnel Malcolm Fernandez; Boards & Commissions Office Staff: Support Clerk Barbara Davis; Administrative Aide Teresa Tamura Excused Absent SUBJECT DISCUSSION ACTION Call To Order Vice-chair Adams called the meeting to order at 3:03 p.m. with 5 members present and Chair Maerina in route to the meeting. Approval of Open Session Minutes of June 26, 2012 Ms. Aranio moved to approve the minutes as Minutes circulated. Mr. Morita seconded the motion. Motion carried 5:0 Business CSC 2012-29 On-going discussion of the Implementation of the Human Resources Department a.Request dated 6/28/12 to the Director of Finance requesting information on the timeframe and procedures for acquiring the HRIS Software Program Mr.Morita reported that the Director of Finance was working on the details for the HRIS Software Program. Mr. Morita moved to defer the report from the Director of Finance to the next meeting. Ms. Aranio seconded the meeting. Motion carried 5:0 b. Request dated 6/28/12 to the Director of Personnel Services Requesting a Transition Plan for the implementation of the Human Resources Department Mr. Morita moved to receive the Transition Plan submitted by the Director of Personnel Services. Civil Service Commission Open Session July 16, 2012 Page 2 SUBJECT DISCUSSION ACTION Mr. de la Pena seconded the motion. Training and Orientation is listed with a target date of 10/1/2012 but the status column lists entries for mid-September and early September prompting Mr. Morita to ask if those employees would not be in Mr. Fernandez' office until the October date. Mr.Fernandez stated some would be in his office a head of the schedule. They are still recruiting for the new employee for Labor Relations. Mr.Morita asked if the new employees who start in September would be ready to go by October 1 with regard to their training,job duties and responsibilities. Mr.Fernandez said they would like that to be the case but training takes longer if the person has not been working in that area. They may be qualified overall to go into the position as an HR Specialist I or lI but to specifically be working in that area,they might not be ready. Asked if they could be hired earlier,Mr. Fernandez said one of the difficulties they are experiencing is people dropped off the list which made it difficult to convene an interview panel for only one or two candidates. We recruited again in order to expand the list to provide more of a choice of candidates for when the interview panel does convene. Mr. Morita asked Mr. Fernandez if he had met with Mr. Heu on the physical accommodations for the additional staff. Mr.Fernandez said Mr.Heu referred him to Public Works and they have met twice. Public Works is gathering more information on the space details. Ms. Aranio asked if the Target Dates were Targeted Completion Dates and if some of those dates could be changed to reflect dates other than just October 1. Ms. Aranio suggested targeting a date a month earlier than October 1 for the filling of the HR vacancies to have the selections completed and in place since everything has to be up and running by October 1. Mr.Fernandez agreed the Civil Service Commission Open Session July 16, 2012 Page 3 SUBJECT DISCUSSION ACTION could put those dates in as their"wish list". Vice-chair Adams asked Mr.Fernandez if he had been involved in discussions with the Finance Director about the HRIS System update and software requirements. Mr. Fernandez said he has had 2 meetings with Mr. Rezentes since the last Civil Service Commission meeting. Vice-chair Adams asked if he was specifying what his requirements were for this system. Mr.Fernandez said that is the number one thing to do and his staff is listing all the reports they need to get out of this system. We have been told we should be looking at the current vendor the County has for an easier conversion and simpler procurement purposes. We are looking at our total requirements and trying to get a demonstration with the vendor to let them know exactly what requirements they need to meet. Chair Maerina entered the meeting. Mr. Fernandez told Mr. Low he would continue to provide the Commission with a written update on the progress of the Transition Plan. With the demand on the Civil Service Commission to assure that everything is fully functional by October 1,Mr.Morita asked if the Commission should send a memo to the various departments asking for their concerns or issues that need to be addressed. Attorney Guyot offered the Commission guidance to avoid becoming involved in the day to day operations of the department. By asking other agencies if there is anything the Commission can do to assist them and DPS,it will allow free exchange and for the Commission to be the conduit. Mr. Morita said this would be to just identify the issue or problem and then to pass it on to the Director for him to determine further action. Attorney Guyot noted it was important to get input from the other stakeholders to provide insight. Vice-chair Adams moved to send a memo to the Civil Service Commission Open Session July 16, 2012 Page 4 SUBJECT DISCUSSION ACTION County agencies asking how the Commission could assist them and DPS in this transition to a HR Department. Mr. Morita seconded the motion. Mr. de la Pena noted they were still in discussion of the open motion on the floor to receive the Transition Plan. Vice-chair Adams withdrew the motion. Mr. Morita withdrew the second. Ms.Aranio noted the first two positions listed on the HR vacancies have been filled as well as the HR clerk, which was pending. Mr. Fernandez said they were waiting on the HR clerk because they were going to fill the HR assistant first. Some of the people applied for both positions and we want to fill the higher level position first and see who we have left. Asked how it was working with those employees still residing in other departments, Mr. Fernandez said there is contact with almost everyone on a daily basis. Currently Kris from Parks and Recreation is physically in the department and Leimomi is coming from Transportation. The end office that has been used as storage will be cleaned out for Crystal to move into. Employees who are not physically in the DPS Office are in the process of cleaning up any other duties they may have been handling for their department as they start to assume their duties for DPS. We do need to work with the departments since we are all in this transition time. Motion to receive the Transition Plan carried 6:0 Mr. Morita moved to send a communication to all County agencies asking if there is anything the Commission can do to assist them and DPS in the transition to a DPS/HR Department. Mr. de la Pena seconded the motion. Motion carried 6:0 Director's a. Weekly Report Ending June 17, 2012 Civil Service Commission Open Session July 16, 2012 Page 5 SUBJECT DISCUSSION ACTION Report b. Weekly Report Ending June 24, 2012 c. Weekly Report Ending July 1, 2012 Mr. Fernandez explained that the Nash Study was the excluded managerial staff salary study from about 5 years ago which also branched out into other professional areas and for the appointees. "Favored nation"was to get parity between HGEA and UPW for the EUTF medical plan. Ms.Adams said they discussed at the last meeting the clarity of the Director's Reports and the use of acronyms. Understanding the reports are used for multiple purposes, the Commission asked Mr. Fernandez to provide descriptions for reports and acronyms to help with a better understanding of the his work. Mr. Low moved to receive the Director's Reports. Ms. Aranio seconded the motion. Motion carried 6:0 Executive Attorney Guyot read the Hawai'i Revised Session Statutes provision as outlined on the agenda to take the Commission into Executive Session for consideration of ES-28, ES-23: CSC 2012-21, ES-26: CSC 2012-23, and ES-29: CSC 2012-28 as listed. Ms. Morita moved to go into Executive Session at 3:26 p.m. Mr. de la Pena seconded the motion. Motion carried 6:0 Return to Open The meeting resumed in Open Session at 5:17 Session p.m. Ratify Commission actions taken in Executive Session for items: o ES-23, ES-26, ES-28 and ES-29 Mr. de la Pena moved to ratify the Commission's actions taken in Executive Session. Ms. Aranio seconded the motion. Civil Service Commission Open Session July 16, 2012 Page 6 SUBJECT DISCUSSION ACTION Motion carried 6:0 Announcements Next Meeting: Tuesday, August 28, 2012—3:00 p.m. Adjournment Ms. Adams moved to adjourn the meeting at 5:17 p.m. Mr. de la Pena seconded the motion. Motion carried 6:0 Submitted by: Reviewed and Approved by: Barbara Davis, Staff Support Clerk Gilbert Maerina, Chair ( ) Approved as is. ( ) Approved with amendments. See minutes of meeting.