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HomeMy WebLinkAbout2012_1023_Minutes Open_APPROVED COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Approved as circulated 12/11/12 Board/Committee: CIVIL SERVICE COMMISSION Meeting Date October 23, 2012 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room Start of Meeting: 3:00 p.m. End of Meeting: 4:17 p.m. 3 Present Chair Gilbert Maerina; Vice-Chair Cathy Adams. Members: John Low; Roy Morita Also: Deputy County Attorney Marc Guyot; Director of Personnel Malcolm Fernandez; Boards & Commissions Office Staff: Support Clerk Barbara Davis; Administrator Paula Morikami; Personnel Services Manager Thomas Takatsuki; Personnel Management Specialist V Joyce Schuierer; HR Manager II Crystal Fujikawa Excused Member: Lani Aranio Absent SUBJECT DISCUSSION ACTION Call To Order Chair Maerina called the meeting to order at 3:00 p.m. with 4 members present Approval of Open Session Minutes of September 25, 2012 Ms. Adams moved to approve the minutes as Minutes circulated. Mr. Low seconded the minutes. Motion carried 4:0 Letter dated October 19,2012 from Ryan de la Pena tendering his resignation from the Commission due to a conflict. Mr. Morita moved to receive the communication. Mr. Low seconded the motion. Motion carried 4:0 Business CSC 2012-29 Implementation of the Human Resources Department (On- going) b. Update from the Director of Personnel Services on the Transition Plan for the Implementation of the Human Resources Department (On-going1 c. Memo dated 8/29/12 to the Director of Personnel transmitting input from the CountyAgencies to the Civil Service Commission regarding transition to the Human Resources Department(On-going) 1) Response dated 8/9/12 from the Transportation A eg_ncX 2 Res onse dated 8/9/12 from the Department of Public Works Civil Service Commission Open Session October 23, 2012 Page 2 SUBJECT DISCUSSION ACTION 3) Response dated 8/14/12 from the Fire Department 4) Response dated 8/14/12 from the Police Department Mr. Fernandez said the Commission had received a copy of the updated transition plan and as of today DPS(Department of Personnel Services)added a clerk to the HR staff for a total of 16 employees to date. There is still one more clerk being considered but the Department needs to evaluate the type of volume anticipated before hiring that person. The training is on-going. Last week the personnel assistant from Public Works reviewed the process involved with the EUTF with the DPS staff. Since DPS only had a staff of 8 employees,the volume of interaction with the EUTF was minimal as compared to the 300 employees in Public Works. Next month the City and County of Honolulu person who deals with recruitment will do a training session with the DPS staff. Asked who was scheduling all of the trainings, Mr. Fernandez said he does all of the contacts with the other jurisdictions. Mr. Fernandez said that Maui County still goes under the name of DPS but it is a play on words when you say HR (Human Resources) because they do provide a certain level of services that is above the basic DPS. Ms. Adams referred to the September 25 meeting minutes which stated"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." There are no notes in the transition plan or the weekly reports as to when this meeting has or will happen. Mr.Fernandez said they held a senior staff meeting this past Monday to develop flow charts with the issues that need to be addressed with the departments. Mr. Fernandez said they will share this information with the departments sometime in November and ask them if there is a problem with how it flows. Civil Service Commission Open Session October 23, 2012 Page 3 SUBJECT DISCUSSION ACTION Asked if there were any new results with the HRIS system,Mr.Fernandez said it is ongoing but they met with the IT specialist to specifically go through several individual reports that the Department has to produce. The specialist is helping with where to find the information in the system. The reports apparently are in the system but they are named differently so either the name change needs to be made in the system or in the DPS program by which it is called up. A follow-up meeting has been scheduled with the IT specialist for the afternoon of October 30 and will involve more staff members. Ms. Adams asked if the department has received many of the personnel files. Mr. Fernandez said Public Works is boxing up their records but all departments have been reminded of the deadline to turn the files over to DPS/HR. Ms. Adams said at the last meeting they discussed sending a letter to the departments keeping them updated on the transition. Mr. Fernandez said a letter went out on October 1 and he thought the Commission was copied on it. While awaiting copies of the letter to be made, Mr. Fernandez introduced Thomas Takatsuki, Joyce Schuierer and Crystal Fujikawa, the DPS/HR staff Mr. Low moved to receive the communication present in the meeting. dated 10/1/12 from Mr. Fernandez. Ms. Adams seconded the motion. Motion carried 4:0 Mr. Fernandez stated he has not received any feedback from the departments re ardin the 10/1/12 memorandum. CSC 2012-36 Discussion of funding for a background checks person for KPD which would not be designated as an HR clerk Ms.Adams questioned why the Commission would be discussing the funding of a position, although this position was discussed during last month's meeting, since the Commission has no responsibility for funding. Civil Service Commission Open Session October 23, 2012 Page 4 SUBJECT DISCUSSION ACTION Mr.Morita referred to the July 16 minutes in which the demand was placed on the Civil Service Commission to assure that everything is fully functional with the new HR department by October 1 and the subsequent motion to send a memo to the various departments asking for their concerns or issues that need Based on the guidance from Attorney Guyot that to be addressed. the Commission cannot get involved in the day- to-day operations, Mr. Morita made the motion to not discuss funding for personnel positions. Mr. Low seconded the motion. Mr. Morita did request this item be placed on the agenda in an effort to see how the Commission could assist KPD in creating a position that is not attached to HR;however,the Commission cannot get involved with day-to-day operations. Ms.Adams said the Commission is asking Mr.Fernandez to work with the Police Department to resolve or address that issue. Mr. Fernandez explained that the funding request has to be justified to Administration by the KPD and then KPD has to obtain the approval and the money from the County Council. Ms. Adams recalled that Chief Perry said when the time was right he would do that. Motion carried 4:0 CSC 2012-37 a. Weekly Report Ending September 16, 2012 b. Weekly Report Ending September 23, 2012 c. Weekly Report Ending September 30, 2012 d. Weekly Report Ending October 7, 2012 Asked about the WorkWise workshop, Mr. Fernandez and Ms. Schuierer said DPS has been participating in the Job Fair for some time, which has gone from an annual basis to a quarterly basis at various locations around the island. Asked for an update on the space accommodations, Mr. Fernandez said it is with the County Engineer to make an assessment and find the funding within Public Works to make the renovations. Mr. Fernandez further said to find the funding within the budget would be faster than asking for a money bill. Mr. Morita moved to receive the re posts. Mr. Civil Service Commission Open Session October 23, 2012 Page 5 SUBJECT DISCUSSION ACTION Low seconded the motion. Motion carried 4:0 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-31 and ES-23: CSC 2012- 21 as listed. Ms. Adams moved to go into Executive Session at 3:32 p.m. Mr. Morita seconded the motion. Motion carried 4:0 Return to Open The meeting resumed in Open Session at 4:17 Session p.m. Ratify Commission actions taken in Executive Session for items: o ES-23 and Es-31 Ms. Adams moved to ratify the actions taken in Executive Session. Mr. Morita seconded the motion. Motion carried 4:0 Announcements Next Meeting: Tuesday, December 11, 2012—3:00 p.m. Adjournment Ms. Adams moved to adjourn the meeting at 4:17 p.m. Mr. Morita seconded the motion. Motion carried 4:0 Submitted by: Reviewed and Approved by: Barbara Davis, Staff Support Clerk Gilbert Maerina, Chair ( ) Approved as is. ( ) Approved with amendments. See minutes of meeting.