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HomeMy WebLinkAbout061410_COST_REGULAR_MINUTES COUNTY OF KAUAI Minutes of Meeting REGULAR MEETING - OPEN SESSION Board/Committee: COST CONTROL COMMISSION Meeting Date June 14, 2010 Location Lihu'e Civic Center—Mo'ikeha Building Liquor Conference Room 3 Start of Session: 1:31 p.m. End of Session: 3:16 p.m. Present Commission Members: Lawrence Chaffin Jr., Chair, Sandi Sterker Vice-Chair, Dirk Apao, Linda Faye Collins Also present: Malcolm Fernandez, Director of Personnel Services, Thomas Takatsuki, Personnel Services Manager, Ernie Pasion, County Auditor, Lani Nakazawa, Attorney, Ron Rawls, CPA—staff internal auditor, John Isobe, Executive Assistant, Cyndi Ayonon, Administrative Aide, Amy Esaki, First Deputy County Attorney and Mercedes Youn, Staff Excused Commissioner Randy Finlay Absent SUBJECT DISCUSSION ACTION Call To Order Chair Chaffin called the meeting to order at 1:31 p.m. Approval of Vice-Chair Sterker Agenda moved to approve the agenda seconded by Commissioner Apao and unanimous) carried 4:0. Approval of Vice-Chair Sterker Minutes Regular meeting minutes of May 10, 2010. moved to approve the minutes seconded by Commissioner Collins and unanimously carried 4:0. Business o CCC 2010-11 Communication dated 05/13/10 from the Cost Control Commission to Mr. Malcolm Fernandez, Director of Personnel, requesting an overview of the department's operations, functions and training programs. a. Communication dated 06/07/10 from Director of Personnel Services Malcolm Fernandez responding to a request of an overview of the department's operations, functions and training programs. Mr. Fernandez based his presentation on written questions the Commission sent to him prior to the meeting. Vice-Chair Sterker asked what would it require to combine human resources services and personnel services into (1) centralized Human Resources Department; and what is included in the expanded services. Mr. Fernandez explained that the functions of a Human Resources Department would include processing of Continue from workmen's compensation, risk management, training, including benefits. The Department of Personnel Services Cost Control Commission Regular Meeting of June 14, 2010 Page 2 SUBJECT DISCUSSION ACTION page 2- primary functions is to process transactions, staff positions, maintain proper classification of positions to ensure Business pay equity and to manage the bargaining and labor relations including decision-making for the Administration. In order for his department to take on the Human Resources functions, more staff would be needed. Vice- Sterker asked what would the additional staff functions include. Mr. Fernandez stated that his department does not handle the workers compensations claims because of the extensive work involved, the Department of Finance handles it. Commissioner Collins asked who does one turn to for a sexual harassment complaint. Mr. Fernandez stated that the complainant would initially go to their department head and from there it goes up to the County Attorney's office. Ms. Collins asked if there is a qualified individual in each department to handle the complaint. Mr. Fernandez replied, there should be, because DPS (Department of Personnel Services) has provided training in that area in the past. Ms. Collins noted that if the situation is not properly handled, it could mean trouble for the County. Ms. Collins then asked whether there are any types of services provided for drug and alcohol cases. Mr. Fernandez said yes, and that his department has also trained in that area. Ms. Collins asked whether it would be beneficial if the Department of Personnel Services handle all functions, working directly with the Attorney's office. Mr. Fernandez stated that the staff members have been trained and that they should be able to handle these types of situations. Chair Chaffin said that if we took each staff member who performs personnel related functions for their respective departments and placed them in the Department of Personnel Services and give them proper training in Human Resources functions, would it save the County money. Mr. Fernandez stated that it would probably cost more based on the percentage of departmental personnel responsibilities it could take up 15% to 100% of their work time. Vice-Chair Sterker asked Mr. Fernandez for his input relating to the Commissions consideration to create a centralized department that performs all personnel related functions. Mr. Fernandez stated that the Commission should first look into how other organizations throughout the State are set up in this area, noting that the County of Kaua'i is a smaller version of the way the State operates. Mr. Fernandez stated that it would be much easier to have a staff member in other departments perform personnel related functions, adding that DPS interacts with them on a daily basis. Vice-Chair Sterker asked if there are any studies that have been done on how other counties operate in the capacity of Human Resources Department; noting that Oahu has a Human Resources Dept. with a number of staff members. Mr. Fernandez stated that in addition to having the basic central personnel core, they have staff members within the various departments to service their employees. Chair Chaffin said that it may be possible to streamline county government by taking the personnel staff out of each department and placing them in one centralized department. Cost Control Commission Regular Meeting of June 14, 2010 Page 3 SUBJECT DISCUSSION ACTION Referring to the list of positions of departmental personnel responsibilities, Vice-Chair Sterker stated that it would be less cumbersome for the employee who was hired as an accountant to simply concentrate on the accounting aspect, instead devoting 15% or more of their time performing personnel related functions. For clarification purposes on whether or not his staff can or cannot perform the work of Human Resources, Personnel Services Manager Mr. Thomas Takatsuki stated that what you must take into consideration is the differences between personnel and human resources management and that his personnel staff specializes in various operational responsibilities and performs primary functions such as maintain proper classification of positions to ensure pay equity, recruitment and exams, manage labor relations negotiations. On the human resources side would encompass programs and benefits such as the workers' compensation and temporary disability insurance, employee relations program for training and development and health and safety of the employees. Currently, the personnel department does not have anyone who specializes in training in areas related to sexual harassment, workplace violence, workers' compensation and drug and alcohol. However, for other areas we do coordinate training throughout the whole county and work with the county attorney's office and finance to secure funding. Mr. Takatsuki said that their department staff would need extensive training in order to provide training in the aforementioned areas. Mr. Takatsuki stated that if the Commission wants to consolidate all personnel/human resources functions into one department and call it a Human Resources Department, we are going to need to properly train the staff, adding that this is not something that is going to happen overnight. Commissioner Collins asked who does the training for the county. Mr. Takatsuki said that most of the training the county has done that relates to work place violence, sexual harassment and drug and alcohol testing have been with in coordination with the State. Commissioner Collins asked First Deputy County Attorney Amy Esaki, if there is a concern with the county's liability concerning a sexual harassment case and if training or the lack of training of personnel plays a factor in whether the county is liable? Ms. Esaki stated that it might have a negative effect on the county; in the past she believes that the county had a training session on sexual harassment, but not recently. However, the last two (2)Administrations did draft a sexual harassment policy and circulated it and that policy is currently being revisited and either a new policy or a revised policy would be available soon, along with a new training policy. In reference to the list of training opportunities that the county is planning to offer to its employees, Vice-Chair Sterker asked which training will be made available if the funds were available. Mr. Takatsuki said it will probably be the sexual harassment training; however, no funds have been secured. Cost Control Commission Regular Meeting of June 14, 2010 Page 4 SUBJECT DISCUSSION ACTION Chair Chaffin asked what does the pre-retirement workshop entails. Mr. Takatsuki stated that the workshop is for the employees who plan to retire within two (2)years. The workshop consists of speakers from different organizations who specialized in the retirement process, they provide information on what to expect and what to do. Chair Chaffin stated that it is his feeling that each department within the county has one or more individuals performing a certain amount of personnel related functions, and if we took those people out of each department and place them into the Personnel Department, the county could be saving time and money. Mr. Takatsuki stated that even through you move these individuals into the Personnel Department, you still would need personnel individuals within each department, because the hiring and the selection of the employee should be shifted into each individual department because the interest is there. Commissioner Collins agreed saying that when you are hiring someone you would want the manager of the department be satisfied with that individual. She feels that it not so important to centralize but if there is duplication of efforts we need to look at that to save cost. Commissioner Collins expressed that she is concerned about the consistency in the training. In reference to the Hawai'i Revised Statues, Mr. Fernandez noted that the appointing authority is the department head that is responsible for making the selection for its respective departments. Mr. Takatsuki stated that throughout the State all departments have DPO (Departmental Personnel Officers)and support staff in each one of them, and they perform day to day personnel related functions for each different division. Commissioner Collins asked if there is a standard policy in place should the employee have an issue against their manager. Mr. Takatsuki stated that each bargaining unit has a contract with is a section that explains the procedure on how to properly file a grievance against a manager or supervisor for violating of any kind of provisional within the contract. Mr. Takatsuki added that if the provisional is not part of the contract, the employee can file an internal complaint that is part of the Civil Service rules and regulations. Commissioner Collins Vice-Chair Sterker suggested that the Commission continue its discussions regarding this item and perhaps moved to receive for the consider inviting other department heads to discuss their personnel related functions as well a representative record the from the Civil Service Commission to get their input on the issue of combing all personnel functions into a communication dated Human Resources Department. 06/07/10 from Malcolm Fernandez, seconded by Vice-Chair Sterker and unanimously carried 4:0. Cost Control Commission Regular Meeting of June 14, 2010 Page 5 SUBJECT DISCUSSION ACTION The Commission requested that the Public Works Director attend the next meeting to discuss the issue of(2) employees that perform the departments' personnel functions and that the Parks and Recreation Director attend the August meeting to discuss the similar issue as it relates to their (2) employees. Also, invite the Civil Service Commission Chair Cathy Adams to attend the upcoming Cost Control Commission meeting to discuss the possibility of centralizing & restructuring of the Personnel Dept. as a Human Resources Dept. o CCC 2010-12 Presentation by Mr. Ernie Pasion, County Auditor providing an overview of the County Auditor's powers, duties and functions pursuant to Section 32.02 of the County of Kaua'i Charter. Mr. Pasion handed out copies of his written presentation to the members in which he based his presentation on. Mr. Pasion began by explaining his role as the County Auditor; he also introduced Attorney Lani Nakazawa who serves in the capacity of Audit Manager and Mr. Ron Rawls, CPA and staff internal auditor who is currently in the process of obtaining his Hawai'i CPA license. Cost Control Commission Regular Meeting of June 14, 2010 Page 6 SUBJECT DISCUSSION ACTION Commissioner Collins questioned whether the County Auditor's office can undertake a pre-assessment survey relating to the restructuring of the Personnel Department into a Human Resources Department for the centralization of personnel functions to increase efficiencies and to decrease expenses. Mr. Pasion stated that the request for audits that his office performs comes from the County Council, community and the Administration. The Cost Control Commission can make a recommendation in areas that they feel should be audit. Ms. Nakazawa informed that Commission that an audit can take up to 6-8 months to complete, and during the new fiscal year her office is hoping to accomplish 3-5 audits. She asks the Commission for their patience. Ms. Nakazawa stated that they had intend to provide the Commission with the Proposed Audit work plan for FY 2010-11, but due to lack of resources the work plan was not available and has offered to come back to the Commissions next meeting in July with the Proposed Annual Work Plan for FY 2010-11. The Commission requested that the County Auditor undertake a pre-audit assessment survey relating to the restructuring of the Personnel Department into a Human Resources Department for the centralization of personnel functions to increase efficiencies and to decrease cost. As a follow up staff will send a written notification to the County Auditor's Office requesting for the pre- audit assessment survey. Cost Control Commission Regular Meeting of June 14, 2010 Page 7 SUBJECT DISCUSSION ACTION Vice-Chair Sterker o CCC 2010-13 Discussion and deliberation on a draft of recommendations regarding additional training moved to approve the for the County Attorney's Office to reduce the cost of hiring special outside legal counsel. draft of recommendations relating to additional training for the County Attorney's office as submitted, seconded by Commissioner Collins and unanimously carried 4:0. Vice-Chair Sterker o CCC 2010-14 Discussion and deliberation on a draft recommendations encouraging the Department of moved to approve the Parks and Recreation to enhance cost-saving opportunities by soliciting community service organizations draft of to participate in Ho'olokahi related projects. recommendations as amended seconded by a. Listing of Community Organizations Commissioner Apao and b. Listing of Rotary and Lions Clubs of Kaua'i unanimously carried 4:0 Staff will amend the draft Vice-Chair Sterker requested a correction be made to#3, of the findings; to state that: of recommendations as requested by the "7t is emphasized that the Adopt-a-Park volunteers do perform work that the county workforces do not do on a Commission. regular basis such as painting over graffiti, repainting picnic tables, restrooms and bus shelters, trimming plants and bushes, picking up cigarette butts on the beaches, etc." Chair Chaffin requested that the draft be amended to reflect a 4th recommendation stating that KPAA (Kaua'i Planning &Action Alliance, Inc.) to be contacted for a list of additional organizations that that may be interested in participating in this program. Chair Cost Control Commission Regular Meeting of June 14, 2010 Page 8 SUBJECT DISCUSSION ACTION Announcements Next meeting: Monday, July 12, 2010 at 1:30 p.m. at the Mo'ikeha Building in the Liquor Conference Meeting Room 3. Adjournment Vice-Chair Sterker moved With no further business to discuss Chair Chaffin called for the motion to adjourn. to adjourn seconded by Commissioner Collins and unanimously carried 4:0 Meeting adjourned at 3:16 p.m. Submitted by: Reviewed and Approved by: Mercedes Youn, Staff Lawrence Chaffin Jr., Chair (x) Approved as is. Approved on 7/12/2010 ( ) Approved with amendments. See minutes of meeting.