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HomeMy WebLinkAbout2012_1211_Minutes Open_APPROVED COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Approved as circulated 1/22/13 Board/Committee: CIVIL SERVICE COMMISSION Meeting Date December 11, 2012 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room Start of Meeting: 3:07 p.m. End of Meeting: 4:34 p.m. 3 Present Vice-Chair Cathy Adams. Members: Lani Aranio; 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; Administrative Aide Teresa Tamura; Personnel Services Manager Thomas Takatsuki; Personnel Management Specialist V Joyce Schuierer Excused Chair Gilbert Maerina Absent SUBJECT DISCUSSION ACTION Call To Vice Chair Adams called the meeting to order at Order/Roll Call 3:07 p.m. with 4 members present Approval of Open Session Minutes of October 23, 2012 Ms. Aranio moved to approve the minutes as Minutes circulated. Mr. Morita seconded the motion. Motion carried 4:0 Business CSC 2012-29 Implementation of the Human Resources Department (On- oin b. Update from the Director of Personnel Services on the Transition Plan for the Implementation of the Human Resources Department(On-going) c. Memo dated 8/29/12 to the Director of Personnel transmitting input from the County Agencies to the Civil Service Commission regarding transition to the Human Resources Department(On-going) 1) Response dated 8/9/12 from the Transportation Agency 2) Response dated 8/9/12 from the Department of Public Works 3) Response dated 8/14/12 from the Fire Department 4) Response dated 8/14/12 from the Police Department Mr. Fernandez provided a written update on the transition plan that went Civil Service Commission Open Session December 11, 2012 Page 2 SUBJECT DISCUSSION ACTION out in the meeting packet. As of last week, Public Works completed the renovations in the Personnel Office in which the counter at the front has been moved and there is a wall there now. Mr. Fernandez said they are also working with Finance to get the funding to purchase desks and equipment. Asked about the follow-up meeting that was scheduled with the IT specialist, Mr. Fernandez said there have been several meetings with the IT specialist,which also included training sessions on what the system can do. This is on-going and includes all the staff and clerks. There is still one vacancy open which is being monitored but because there may be a need to cut back budget-wise, that vacancy is being held as an option. The file centralization has not been completed. Certain departments do have issues which are being addressed. One of the larger departments volunteered to update the files before turning them over which will help the DPS staff. Some of the departments have been slow and are only now starting to make copies for their own files. Ms. Aranio asked if an updated organizational chart can be provided to the Commission. Mr. Fernandez said there has been only a slight modification to the original chart given to the Commission; Ms. Schuierer stated there was only 1 change and the Department would provide the new chart. Mr. Low asked if there had been any feedback to the November 1 memorandum from the departments. Mr. Fernandez said they were surprised to not have received any responses. Mr. Low questioned the status of the meetings that were to be held with all the departments to update them on the DPS/HR transitions. Mr. Fernandez said they have not scheduled those meetings yet; DPS is working on the now charts and following yesterday's senior staff meeting it was determined that the flow charts need to be put into a more manageable format. DPS is processing all the new hires coming into the County,which includes 18 new hires coming into the Police Department by the end of the month. CSC 2012-39 Election of Chair and Vice chair for 2013 Mr. Morita nominated Cathy Adams as the Chair. Ms. Aranio seconded the motion. Civil Service Commission Open Session December 11, 2012 Page 3 SUBJECT DISCUSSION ACTION Mr. Morita nominated John Low as the Vice Chair. Ms. Aranio seconded the motion. Motion to approve Cathy Adams as Chair and John Low as Vice Chair carried 4:0 Director's CSC 2012-37 a. Weekly Report Ending October 14, 2012 Report b. Weekly Report Ending October 21, 2012 c. Weekly Report Ending October 28, 2012 d. Weekly Report Ending November 4, 2012 e. Weekly Report Ending November 11, 2012 f. Weekly Report ending November 18, 2012 Mr. Morita asked about the meeting with IT, referenced in the October 21 report, to process and produce the reports and asked if that was the one where the software went down. Mr. Fernandez said yes and that is the main area they are working on (with Sungard). With budget just around the corner, Mr. Morita said he would hate to see staff have to produce the reports manually. Ms. Schuierer said while they are still looking over what the system can do for them, it is getting closer. They need to determine what is in the system in order to be able to use the system. It will always be a mixture of using the reports manually because they are not able to get the recruitment status imported into the Sungard system; that will take more time and money. Ms. Schuierer said the recruitment report is supposed to be generated on a quarterly basis but requests do come in for the information as of specific dates. If the majority of the work has been completed it is just a matter of pulling up a few extra records. Mr. Low asked if DPS was satisfied with the assistance they have been getting from IT. Mr. Fernandez said definitely. Asked if DPS felt they were on a good timetable and do they feel assured they will be able to implement some of these programs they want for the long term, Mr. Fernandez said that would be difficult to answer at this point because the recruitment is on the Neo ov Civil Service Commission Open Session December 11, 2012 Page 4 SUBJECT DISCUSSION ACTION program and it is not known what it will take to import it to the Sungard system. Ms. Aranio moved to receive the Director's Reports. Mr. 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-32 and ES-23: CSC 2012- 21 as listed. Mr. Morita moved to go into Executive Session at 3:25 p.m. Ms. Aranio seconded the motion. Motion carried 4:0 Return to Open Ratify Commission actions taken in Executive Session for Items: Session o ES-23 and ES-32 Mr. Morita moved to ratify actions taken in Executive Session. Ms. Aranio seconded the motion. Motion carried 4:0 Announcements Mr. Morita asked that the January agenda include an item to discuss the reorganization of the Investigative Committee on Performance Next Meeting: Tuesday, January 22, 2013 Evaluations. Adjournment Mr. Low moved to adjourn the meeting at 4:34 p.m. Ms. Aranio seconded the motion. Motion carried 4:0 Submitted by: Reviewed and Approved by: Barbara Davis, Staff Support Clerk Cathy Adams, Vice Chair ( ) Approved as is. ( ) Approved with amendments. See minutes of meeting.