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HomeMy WebLinkAbout2012_0925_Minutes_Open_APPROVED COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Approved as circulated 10/23/12 Board/Committee: CIVIL SERVICE COMMISSION Meeting Date I September 25, 2012 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room Start of Meeting: 3:00 p.m. End of Meeting: 4:47 p.m. 3 Present Chair Gilbert Maerina; Vice-Chair Cathy Adams. Members: Lani Aranio; Ryan de la Pena(3:02 p.m.); John Low; Roy Morita Also: Deputy County Attorney Mauna Kea Trask; Director of Personnel Malcolm Fernandez; Boards & Commissions Office Staff: Support Clerk Barbara Davis; Administrator Paula Morikami; Administrative Aide Teresa Tamura; Managing Director Gary Heu; Director of Finance Wally Rezentes; IT Manager Brandon Raines; Personnel Services Manager Thomas Takatsuki; Personnel Management Specialist V Joyce Schuierer; Police Chief Darryl Perry; Deputy Police Chief Michael Contrades Excused Absent SUBJECT DISCUSSION ACTION Call To Order Chair Maerina called the meeting to order at 3:00 p.m. with 5 members present Approval of Open Session Minutes of August 28, 2012 Mr. Morita moved to approve the minutes as Minutes circulated. Ms. Aranio seconded the motion. Motion carried 5:0 Business CSC 2012-29 Implementation of the Human Resources Department on-going) a. Request dated 8/29/12 to Mayor Bernard P. Carvalho, Jr., requesting an ugpdate on the Status of Relocation Plans for the Department of Personnel Services and the HRIS Software Program and; ■ Request dated 6/28/12 to the Director of Finance requesting information on the timeframe and procedures for acquiring the HRIS Software Program(deferred from 8/28/12) Mr. Heu said he had been asked to address the space allocation to support the transition to the Human Resources Department. We have been in on-going discussions with Public Works because this accommodation is part of a larger space planning initiative. A few years back we had a consultant do a needs assessment of the various departments and they came up with conceptual Civil Service Commission Open Session September 25, 2012 Page 2 SUBJECT DISCUSSION ACTION designs which would impact a period of time 5 to 10 years out into the future. Subsequent to that, Big Save transitioned out of our space which caused another look at the space that is available to the County; that reassessment is also on-going. Mr. Heu said the ideal situation is to have the entire Human Resources operation under one roof but that is not necessarily a fundamental aspect of implementation or the transition from DPS to a Human Resources Department and it should not be an impediment to that transition. Accommodations for the 17 HR personnel will be accomplished with some construction to the current DPS Office, which will house 12 individuals, and placement of another 5 individuals in the current Boards and Commissions Office. These plans are temporary until we can get to the larger plan. The timing is based on the County Engineer's building staff should this become an in-house job. Ms.Adams asked if this would also accommodate the personnel files that will be coming from various other departments. Mr.Heu said they were primarily focused on the work space and he was not sure what floor space would be required to accommodate the files. There is space within the Office of Boards and Commissions and there is also some flex in the floor plan for the existing DPS section because one area considered for two individuals will now only have one. Mr. Morita said with the October 1 deadline set by the County Council and the Task Force, will we be at the point that all of the people are accommodated or will they be separated? Mr. Heu said some of the movement can take place but where construction is involved that will not be ready by October 1 but that should not be an impediment to the transition and the function of the Human Resources Department. Mr. Heu explained many departments in the County are not housed under the same roof but o erate uite efficiently. The transition will be measured on things such as Civil Service Commission Open Session September 25, 2012 Page 3 SUBJECT DISCUSSION ACTION have people been appropriately communicated to and do they understand the expectations of the new positions they are transitioning into. The key is communication. More important to assuring the successful transition to a Human Resources Department than everyone being under one roof is setting up protocols for the new department in terms of how communication is going to take place and if everyone understands the roles, responsibilities and the chain of command. As a practical matter, many things need to be looked at. We do have a good interim plan that will provide everyone with a comfortable and appropriate work space until such time other space can be built out. Mr. Morita voiced concern with communications to other departments. With people in various locations,will someone communicate with those departments to tell them exactly where to go to if they are having problems or need information? Mr.Heu asked Mr.Morita if he was asking about an operational matter between Mr. Fernandez,his staff, and the departments they serve. Mr. Morita said he was questioning the communication with the departments they serve. Mr. Heu said his opinion would be absolutely; all the stakeholders and all the customers that HR has, which is the entire County, need to be appropriately informed as to what is taking place,who their points of contact are.,and that should be the expectation. Ms. Aranio asked if there were any budgetary concerns that the Commission should be aware of as it relates to restructuring DPS to accommodate the additional staff. There was some concern that DPS did not have the money in its budget for renovations and that Public Works was not going to pay for it. Relative to the construction issues, Mr. Heu said he is working with Public Works to see if there are any opportunities to leverage current funding to accomplish some of that work. Mr. Heu said he also would not have a problem going back to the County Council with a money bill to supplement budgets to accommodate whatever is required to make sure we appropriately Civil Service Commission Open Session September 25, 2012 Page 4 SUBJECT DISCUSSION ACTION handle the transition. The key is identifying what those costs are and determine if those expenses can be dealt with internally to see if it would be appropriate to transmit a proposed money bill. Councilmembers want to see this succeed and Mr. Heu thought the Administration could work with the County Council to provide the resources that are needed to ensure the success of this transition. Mr. Low said the Commission was briefed in the beginning of July and was told the Commission had the responsibility to make this transition work. The Commission has never received anything from upper Administration or the County Council giving any direction in terms of where and how they want it to go. Mr. Low said he feels uneasy that the rest of the employees involved in this process may not have gotten that either. It is very important that everyone understands this is what upper Administration wants and you are behind it and everyone needs to work together as a team to make it work. Not everyone is clear how this is to come about and that puts a big challenge in Mr. Fernandez's office. There seem to be missing parts on how,as a team,we are going to make this work. Mr. Heu said there were a number of meetings the Task Force held with the employees and the departments who were being impacted. This transition has also been discussed at the department head meetings. We can always do a better job in communicating as this is one of the easiest things to loose in the shuffle. The Mayor is absolutely supportive of this transition and has been a driving force in terms of assuring it stays on track. Mr.Heu said they could do additional outreach from the Mayor's Office if that is needed and work with Mr.Fernandez to make sure all the benchmarks are being met relative to proper communication with all departments that are Mr. Heu exited the meeting at 3:24 p.m. impacted. Mr. Rezentes introduced Brandon Raines who is the County's IT manager. Mr. Rezentes said there is definitely a short term need for specific reporting tools and a long term, grander strategic need to look at where this department Civil Service Commission Open Session September 25, 2012 Page 5 SUBJECT DISCUSSION ACTION wants to go, what their role is going to be, and how it will change from the present day. Combined with that, what are the electronic software tools that could be put in place to support this transition to a more robust department? Based on our initial discussions with DPS we would likely recommend a certain direction to provide that assistance. Recently IT met with DPS and there was a little bit of a disconnect in understanding what the roles should be between IT and Personnel and what the scope was that we should be talking about and solving. Our IT staff was thinking of the longer term, broader potential solutions based on a strategic plan and DPS was focused on a specific report requirement. We arranged for our current software vendor, HT SunGard,to do a demonstration of their system. For the long term we believe a strategic plan should be understood with ITs help to work on the solution. Based on what we know today,if we had to move forward on a long term plan we would probably advise the hiring of an HR consultant with systems expertise to help in the guidance of that long term planning to work with Personnel and IT. Personnel, which is often times called the content expert, needs to have a major primary role in that process because ultimately they will own that process and they will be the ones charged with implementing and making it work for all the departments they serve. IT would be more in the support/maintenance mode and provide the necessary assistance to the departments. On the short term plan there is a need for further exchange of information and data to better work with IT and the vendor for the requisite reporting needs. Mr. Morita said DPS was currently creating the reports manually and asked if there was a temporary solution so they could computerize the reports now. Mr. Rezentes said a lot of departments do off-shoot things with Excel or Access but he did not know DPS' in-house expertise for those programs. Mr. Raines said for the short term if the process is going from a hard copy paper manual process you can use things like Excel or Access even though it Civil Service Commission Open Session September 25, 2012 Page 6 SUBJECT DISCUSSION ACTION may not be the best solution. For the long term,we need to do an analysis of our current HT SunGard system, which already has a lot of information in there,to see if we are duplicating information from Personnel and the agencies and departments. For the more immediate term,those are reports to improve the way we do business today and that may be where the disconnect is. There is a lot of homework that needs to be done before we can make a system selection,whether it is our existing vendor or looking at other vendors that are `best of breed' in the marketplace. The two short term things we have are Excel and Access and getting all that data entered so we can run a report instead of cobbling it together manually. We are starting to analyze the reports DPS has given us and get a more detailed representation of the report request which would include a report example,report documentation,and parameters you put in when you run the report. We are taking an inventory of those reports and working with Personnel and the vendor to determine if we can get these reports out of the existing system and do we need the vendor to do it? If the vendor is going to do it,how much cost is involved and to what extent are the slots within our existing system to meet the existing reporting needs? What is the time line they are being filled in because a lot of the payroll functionality is focused on payroll? It is always difficult to decide what to do in the interim as you don't want to input all this information if there is another solution six months later. For the long term and a larger HRIS system there are a lot of things that our system currently does not do. We did look at the HR module in SunGard HE but it is more what is available today versus what is out there that may be more appropriate. We need to focus on these immediate needs which are the reports; the HRIS is a longer term goal. Ms. Adams said the Commission has been tasked with making sure the transition occurs and when the Department does not have some of the basic tools it led the Commission to invite Finance/IT to the meeting. Ms. Adams urged Mr. Rezentes and Mr. Raines to come back when they are making headway with systems and decisions and update the Commission on what tools Civil Service Commission Open Session September 25, 2012 Page 7 SUBJECT DISCUSSION ACTION DPS has available to them. Mr.Raines agreed and said in order for IT to be of service and provide the appropriate tools,we need the HR function personnel to take control of the business requirements and the business modeling of whatever this new HR function is going to be and lay that strategic plan. We can then help them select the system. Mr. Morita asked if IT was planning to purchase the HRIS system or if it will be leased? Mr. Rezentes said they will need to make that decision down the road. It may work to the County's advantage not to lay out all the capital up front. Some vendors have been willing in the past to allow County and State entities to pay as we go with a long term maintenance or lease agreement and pay it over the useful life of the asset. It is something we can definitely look into when we are at the point that we are ready to work on an RFP(Request for Purchase) or have that as a potential option in the proposal process. Mr. Raines said the SunGard and HGE systems are licensed in the traditional software model,which means we would buy a license to the software and pay an annual fee for the maintenance, and that provides help desk support and new versions including bug fixes and enhancements. If that does not meet either the short term reporting needs or the long term broader HR goals there are opportunities to pursue software as a service which is a hosted type of application service and referred to as"in the cloud". This is where the vendor hosts the infrastructure and also the application in their environment and all you need is internet access through your web browser. That software as a service model is much more of a leasing arrangement because you are typically paying for a little upfront implementation and then a monthly service charge which provides a hosted application with the most recent versions and enhancements. It is a different licensing model for software and allows us to get further more quickly when we adopt other systems. Ms.Aranio said Mr.Raines mentioned the need for input or feedback from the Department regarding the specifies before he could provide them with a Civil Service Commission Open Session September 25, 2012 Page 8 SUBJECT DISCUSSION ACTION recommendation on where to go and what tools he can assist them with and asked if he had received that. Mr. Raines said there has been an exchange of information on the immediate reporting needs for the current personnel function. We got the high level and now we are digging to get the deeper level so we can assess costs and whether or not the system can do the job for those reports. In the broader picture and where HR is going across the County there is a lot of work to be done yet to identify the business requirements. From the IT perspective the people who own and drive this are the business owners.We will help them with the selection process but ultimately they are making the selection and we are a member on their team helping guide that selection. We are not going to say we think this HR solution is best for the County. It is our role to support it and determine if it is meeting these requirements from a technology perspective that can be supported,does it fit in our environment,is it going to interface with our other systems, which are all important but not necessarily the feature function matrix. Mr.Low said the County needs to get something where the Administration,the County Council,the department heads,and managers can get the information they need in a timely fashion so decisions can be made. We need to think about the most precious resource in the County and that is the people who work here; they need to know they are getting paid on time and their balances in sick leave are correct. With the 1,000 person workforce that this County has,without a system it cannot be done manually. Even a small system that would get us a little faster would be better than where we are at today. c. 4, Response dated 8/14/12 from the Police Department Chief Darryl Perry submitted KPD's concerns on the implementation of the new Human Resources Department. Chief Perry noted that reflected in the August 28 Civil Service Commission minutes, Ms. Aranio asked what task DPS would not be able to provide assistance with to KPD. Ms. Schuierer said Civil Service Commission Open Session September 25, 2012 Page 9 SUBJECT DISCUSSION ACTION we would not be able to assist KPD with pretty much all of it. Mr. Takatsuki agreed it was beyond what DPS normally does. Attorney Guyot then told the Commission to be mindful that the position taken from KPD was only occupied 6 to 8 months. Chief Perry said the clerk in that position made a tremendous impact because she was tasked with functions that were critical to the recruitment efforts. KPD currently has 20 vacancies and we have implemented some of the steps the clerk recommended and made great strides in consolidating our efforts to reduce the amount of time it takes to get new officers in. KPD has a 20-year strategic plan that requires,with proper support systems in place, doubling the number of police beats based on population growth, officer safety concerns with respect to the geographical amount of time it takes to get from one area to another and the increase in crime rate. Those new beats were put together about 3 years ago with the plan to implement them on an incremental basis, but because it has been difficult to fill the vacancies we were not given the opportunity before the County Council to ask for new positions. When the clerk position was moved to HR there was no guarantee that she would be providing the same type of work that we required. Our concern is articulated in our letter in that our needs won't be met with the way HR is going to be structured. We understand this is new and it needs a chance to succeed. Chief Perry expressed his concern with the lengthy process in handling complaints and issues and feels that the EEOC, hostile work environment, and duress must be included in the responsibilities of HR. Chief Perry then asked Deputy Police Chief Contrades to explain the progress the Department has made and why it is so imperative that the assistance provided by HR is important to the long term strategic planning. Deputy Chief Contrades said the backgrounds clerk was very instrumental in helping move the process forward. The recruit class that will graduate in November took 2 '/2 years to get to the point from when they signed up until the actual hiring. We believe we can do this process within 6 months and that is a tremendous turn-a-round from what it was before. DC Contrades said Mr. Civil Service Commission Open Session September 25, 2012 Page 10 SUBJECT DISCUSSION ACTION Fernandez, Mr. Takatsuki, and Ms. Schuierer were all an integral part of helping the Department make this happen. Without the backgrounds clerk doing those duties, a lieutenant and a sergeant have taken over the duties of a clerk. We were told when the backgrounds clerk position went over that nothing would change, they would just be in a different position over at HR and the same duties would be managed. Reading the Commission's minutes,it is not what we came to understand so we do have some concerns. We have worked really well with DPS to get our process to this point and we hope to be able to recruit every six months. The protocol for the Physical Readiness Standards Test (the physical agility test) was to give them notice between 8 and 10 weeks so they can get in shape and be prepared for the test. One of the innovative things we did in conjunction with DPS is when they apply on the computer they check off saying they reviewed the Physical Readiness Standards Test, which is on video and gives step-by-step instructions, and eliminates the 8 to 10 week period before the test can be given. There have been other things to shorten that time span but one of the big things was having that support to mail out the letters, make contact with and talk to the people. That is a big concern with the new system and how it is going to work. Chief Perry added that when an individual is hired for the Police Department they go through an extensive background check because KPD handles very confidential and sensitive information. We have to be assured the individuals meet the high standards set for KPD so we cannot have any individual who comes from the outside without knowing what security checks they have had. Every individual who works with the Honolulu Police Department is checked security wise to make sure there is nothing in their background that would compromise their information but this County is not autonomous. For instance, IT has access to the Department's computer system but none of the employees have gone through a background check and that is one of the Department's concerns. Civil Service Commission Open Session September 25, 2012 Page 11 SUBJECT DISCUSSION ACTION When the discussion occurred about the position being moved out of KPD and into DPS/HR,Ms.Aranio asked who communicated that the duties would not change. Chief Perry said that was from Janine Rapozo who was also concerned because she wants to provide the best service she can to our Department. Mr. Low asked what the ratio was of applicants to those hired. Chief Perry said on average out of every 100 they may get 10%. Mr. Low asked if the sworn personnel did the intensive background checks on the applicants. Chief Perry said it is done by sworn personnel and those from the outside who also have to pass the intensive background checks. DC Contrades said they do have people who specialize in background checks and they hire from the outside to augment the KPD staff. KPD does not have enough people with the current staffing to do the checks. To use detectives or other personnel to help with the background checks means they are no longer concentrating on the crimes and the work they have to deal with; it takes them away from their normal duties. To avoid that as much as possible we hired outside people, such as former police officers, who had to undergo an extensive background check. Mr. Morita asked if those positions were funded. DC Contrades said the Department is currently using vacant positions and hiring them on an 89-day contract. When we get to the point of filling all the positions we will no longer have positions to take to hire people to do the backgrounds. DC Contrades explained that applicants first take a written exam and after they pass they have to do the Physical Readiness Standards Test. Next is a personal history questionnaire that the applicant completes and then an appointment is set up to go over the responses. Once all of that has been completed,there is a pre job offer psych eval (psychological evaluation) which gives KPD a rating on whether or not the person is a high,moderate or low risk. Following that they are given a conditional job offer and then a series of polygraph lie detector Civil Service Commission Open Session September 25, 2012 Page 12 SUBJECT DISCUSSION ACTION tests as well as the post job offer psychological test. After the conditional job offer is made, the applicant has to do a drug screening and a medical exam which they set up on their own. DC Contrades wanted to point out that there is a series of things that have to be done to be a police officer whereas any other position in the County you just interview the applicant and make the job offer. Mr.Morita asked if it might jeopardize the background investigations because there is currently no one in DPS to do background checks. DC Contrades clarified that if someone is going to work with the Department on sensitive things they need to be background checked to make sure there is nothing in their history. The Chief and Deputy Chief both relayed instances where personnel had been hired in the past without background checks and they turned out to have criminal backgrounds. Mr.Morita asked if the background clerk was a civil service position and why couldn't KPD create a new position and give that position a different title stating the position has to have gone through a background check. Chief Perry said they could include that position in the budget to see if they can get the position but they would have to convince both the County Council and the Mayor's Office to approve that position. Mr. Low thought the same would hold true for an IT person noting the Department should have their own IT person considering the sensitivity of the files and cases KPD works on. Chief Perry said KPD has not asked for frivolous positions. The other counties have labor and management specialists that deal primarily with grievances but KPD deals with those issues and it is the same with EEOC issues. The other Chiefs do not deal with that because it takes away too much from overseeing the department. Ms.Adams asked Chief Perry if the clerk had been left in the Department she would not have taken a job outside the County. The Chief said that is what she Civil Service Commission Open Session September 25, 2012 Page 13 SUBJECT DISCUSSION ACTION told them. Ms.Adams asked if the concern was because her job was changing or because she would be relocated. Chief Perry said she was not confident that the move would be beneficial to the Police Department and there was no guarantee it would be. Mr. Rezentes, Mr. Raines, Chief Perry and Deputy Chief Contrades exited the meeting at 4:09 p.m. b. Update from the Director of personnel Services on the Transition Plan for the Implementation of the Human Resources Department(on-going) Mr.Fernandez noted there were further updates to the transition plan that were not reflected in the worksheet. There is another personnel person coming in on October 1,another clerk coming in around October 23rd,and one more clerk position that is pending because of physical requirements. Ms. Adams asked if any of the clerks would be doing the duties such as the background checks that Chief Perry was asking for. Mr. Fernandez said that has not been decided on. Mr. Fernandez further said he thought there was a miscommunication as to what was said and what DPS understands that the clerks will be doing. Mr. Morita asked if the clearance was a legitimate concern because he personally thought it was. Mr. Fernandez said everyone who is working for the Police Department does go through the background check. The difference between Kaua'i's Police Department and the other police departments in the State is they are much larger than us and may be able to fund separate specialties where they can have non-uniformed staff budgeted for that very reason. It is a question of whether the County Council and the Administration are willing to fund the positions. The civil service positions that do not require stringent security clearance or background checks are covered under the Hawai'i Revised Statutes. Mr. Fernandez acknowledged that the IT staff did not re uire background checks because they are not dedicated to KPD. Civil Service Commission Open Session September 25, 2012 Page 14 SUBJECT DISCUSSION ACTION Mr. Morita expressed concern with the security issue and asked if there could be follow up to see if one person could be dedicated to do background checks as well as just one person in IT because of the sensitive materials. Mr. Fernandez said they could research to see what they could do in that area. Ms. Adams asked for additional information on communications with the employees and department heads. Mr. Fernandez said there have been discussions with some of the departments but before we meet with all of the departments we want to have all the pieces in place first. We want to do a general response to all the questions that have come up and follow that up with a general meeting to discuss all the issues that seem to be generic in some instances. Ms. Adams asked if the concerns from Transportation, Public Works and the Fire Department have been addressed. Mr.Fernandez said not specifically but DPS is working with these departments on a daily basis. DPS needs to have it all together before we can tell them exactly what we want. Mr. Morita asked if there were specific plans on how DPS is going to address these issues. Mr.Fernandez said DPS is looking at the Policies and Procedures that are in place and pre-HR Department. Ms. Schuierer said they are also looking at recommendations from the Task Force such as Payroll Certification. We have a procedure but it is pre-dated so it needs to be updated to address the changes because the departments are not going to be doing as much as they were before. That is part of the process now and once we have everyone in place and know what they are going to be doing, we will be able to sit down and tell everyone exactly what is going to happen. We will be putting out a memo by this week just to keep the departments updated that October 1 is coming up and where the transition is at this point and where we are going. We will be holding meetings to discuss with everyone to let them know when the actual change will take place and how it will take place. Civil Service Commission Open Session September 25, 2012 Page 15 SUBJECT DISCUSSION ACTION Mr.Morita asked if DPS has acknowledged any of the departments'responses to the Commission's request for input on the transition. Mr. Fernandez said no;they could answer some of the questions now but they want to do it all one time. Mr. Morita asked who would be responsible for the drug testing. Ms. Schuierer said it is something we need to look at but it appears it will be the responsibility of HR. Mr. Takatsuki said every department may have the same concerns as the questions voiced by some of these departments. For DPS to address one department at this time may only lead to bigger confusion. We are looking at the questions,trying to put everything together plus we aren't fully staffed to be able to say which position is going to be responsible for what. Some of the recommendations made by the Task Force are not something that may be fully implemented because we don't want to short-circuit some of the other things we want to do. Some of the positions that were recommended, it has been difficult to hire for that position because they may meet the minimum qualification requirement but not have the knowledge, skills and ability to do the work. Mr. Takatsuki said they have made great strides to get the main things with HR going. Mr. Takatsuki voiced concern saying that what the Chief said is in a sense correct. DPS does not know what was discussed between the Task Force and Chief Perry. Mr. Takatsuki did not think the transfer from the Police Department came into HR with the idea they were only going to serve the Police Department. That defeats the whole purpose of consolidating the HR person from the outside to come in and work for HR. We advocated keeping everybody the same but get DPS the position that we can still operate as an HR and better service the County. The departments are still going to have to have people to do certain types of work that is still associated with HR. The Task Force made so many recommendations but they can't take everything away(from the department) and yet we will work with the recommendations to get HR implemented as soon as we can. We are trying to get answers to all the questions and hopefully when we get all the Civil Service Commission Open Session September 25, 2012 Page 16 SUBJECT DISCUSSION ACTION answers we can get everyone together and present all the information at one time so everyone is on the same page. Mr. Morita said his concern is that October I is the magic number and there are only 4 departments that responded to concerns with the transition. Can't DPS send out a communication to everyone to at least inform them where you are at with the transition? Ms. Schuierer said they just said they were going to do that. Mr. Morita said that will settle people down and they will know it is going to be addressed rather than saying nothing. Mr. Low said they might also want to include what DPS has accomplished so far. You don't need to explain in great detail but you can say briefly what has been done and what you are working on. Ms. Adams added that they will never have all the answers but you can say how far you have come and what is still being worked on. As broad as this organization is, some type of communication is needed sooner rather than later. Chair Maerina asked if there will be overlap coverage in case one of the Managers is out sick. Mr. Takatsuki said there will be coverage because they have section heads overseeing the various areas of HR. If the HR manager is not in the staff should be able to accommodate and answer questions that were directed to the HR manager. All of the information as to who to contact if there are questions is the reason we are trying to set our organization so we know who is going to be assigned to which section and everyone knows who is in charge of benefits or who is in charge of work comp training. Once the information is set it is Mr. Fernandez' plan to get that information out so the departments and agencies know who to contact. Mr. Fernandez said some of the comments from the job fair in Honolulu the prior week was that there were a lot of people there but they weren't qualified which is a problem his office is encountering in filling the positions. Mr. Morita said that was a legitimate Civil Service Commission Open Session September 25, 2012 Page 17 SUBJECT DISCUSSION ACTION answer and the Commission supports DPS but is asking that DPS put out the fires before they spread. Mr. Low said the main concern of the Commission is that the departments receive answers and to keep the communication flowing both ways. The Commission is here to help DPS. Mr.Fernandez reported that the file cabinets that were ordered did come in on Monday. Ms. Adams said everyone knows the difference between short term and long term and what is needed now. For the long term we know you will have a better place but you need to get some movement on the short term solutions and tools and what is needed to be able to do this. Mr. Takatsuki said an earlier notice had been sent regarding the personnel files being transferred to DPS and to give the departments the opportunity to make copies if they want copies of their own. We will now be sending out a notice to have those files sent to us. We are hoping that all those files will be centralized in DPS close to the clerks who will be working with them. Ms. Aranio asked how KPD's concerns with the recruitment process will be addressed. Mr. Fernandez said that clerk position is separate and apart from what DPS does and suggested KPD should go back to the County Council and ask for another position instead of having a uniformed person doing that work. Ms. Adams suggested the position not be called an HR clerk. Attorney Trask reminded the Commission to return to the item as agendaed and agreed with Mr. Morita that it could be placed on the next agenda for discussion. Mr. Morita moved to include discussion of funding for a background checks person for KPD, which would not be designated as an HR Civil Service Commission Open Session September 25, 2012 Page 18 SUBJECT DISCUSSION ACTION clerk, on the October agenda. Mr. Low seconded the motion. Motion carried 6:0 Director's a. Weekly Report Ending August 19, 2012 Report b. Weekly Report Ending August 26, 2012 c. Weekly Report Ending September 2, 2012 d. Weekly Report Ending September 9, 2012 Ms.Adams asked if there was someone in DPS representing the department in the discussions about short term IT solutions. Mr. Fernandez said he had not yet designated anyone. At this point,all of the people in DPS who work with reports are involved in the meetings so nothing gets missed. Mr. Morita moved to receive the Director's Report. Mr. de la Pena seconded the motion. Motion carried 6:0 CSC 2012-35 Budget Report as of July 31, 2012 Ms. Adams moved to receive the budget. Ms. Aranio seconded the motion. Motion carried 6:0 Mr. Morita suggested the budget be provided on a quarterly basis Mr. Morita moved to receive the budget quarterly. Mr. de la Pena seconded the motion. Motion carried 6:0 Executive Deputy County Attorney Mauna Kea Trask explained the Commission's Session regular Attorney Marc Guyot was on vacation and the substitute, Attorney Kollar,was not able to be present. For reasons of attorney-client privilege and the relationship with the Department it would not be wise for Attorney Trask to preside over the Executive Session and requested that the Commission defer the Executive Session until their appointed attorney returns. Attorney Trask asked this as a professional courtesy from the Commission with regard to Hawai'i Rules of Professional Conduct which govern him separate and apart from any other rules that apply. Ms. Adams moved to defer the Executive Session to October. Ms. Aranio seconded the motion. Motion carried 6:0 Announcements Next Meeting: Tuesday, October 23, 2012—3:00 p.m. Civil Service Commission Open Session September 25, 2012 Page 19 SUBJECT DISCUSSION ACTION Adjournment Mr. de la Pena moved to adjourn the meeting at 4:47 p.m. Ms. Adams 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.