HomeMy WebLinkAbout071210_CCC_MEETING_PACKET Lawrence Chaffin Jr. Members:
Chair RundrFinlmy
DirkApuo
Sandi 8t rker Linda FuycCollins
Vice-Chair
COST CONTROL COMMISSION
NOTICE AND AGENDA OF REGULAR MEETING
Muuduv. July |2, 2O1U
1:30 p.m.
Mo`ikrboBuUdiog
Liquor Conference Room �
4444 Rice Street, L7bo`c, l{aua`i96766
CALL TO ORDER
APPROVAL OF AGENDA
APPROVAL OF MINUTES
Regular meeting minutes ofJune 14, 2010.
COMMUNICATION
CCC2O|O-|5 Communication dated 06/28/|0, from the Cost Control Commission to
Ernesto Pasion. Office of the County Auditor requesting for a Pre-
Assessment Survey to the possibility of centralizing Buooun Resources
functions |n the Personnel Department.
BUSINESS
CCC2O|0-l6 Discussion with Ernesto Pasino, Office o[the County Auditor, relating
to the proposed Annual Audit Plan for Py20/0/28l |.
(o). Communication dated U6/28/lO, from Ernesto Pauion,
County Auditor to Council Chair Bill "Kuipn" Asing and Members o[the
County Council relating to the Proposed Annual Work P|ou for
FY -2010-1 1.
CCC2O1O-l7 Discussion relating to consolidating Human Resources functions under
the Personnel Department.
&d. Discussion with Donald Fujimoto. Director ofPublic YVncka
regarding employees who perform departmental personnel functions.
Cost Control Commission
Meeting Agenda
July 1'?. ''014
(b). Discussion with Cathy Adams'. Chair of the Civil Service Commission
regarding the initiative of the Civil Service Commission as it relates to the
possibility of transitioning the Personnel Department into a comprehensive
Human Resources Department.
CHAIR'S ANNOUNCEMENTS
Next meeting: Monday, August 9, 2010 at 1:30 p.m. at the Moikeha Building- in
Liquor Conference Meeting Room 3.
EXECUTIVE SESSION
Pursuant to H.R.S. §92-7(a), the Commission may,when deemed necessary, hold an
Executive Session on any agenda item without written public notice if the Executive
Session was not anticipated in advance. Any such executive session shall be held
Pursuant to H.R.S. §92-4 and shall be limited to those items described in
H.R.S. 95-5 (a).
ADJOURNMENT
PUBLIC COMMENTS and TESTIMONY
Persons wishing to offer comments are encouraged to submit written testimony at least
24 hours prior to the meeting:
1. Your name and if applicable,your position/title and organization you are
representing.
2. The agenda item that you are providing comments on; and
3. Whether you will be testifying in person or submitting written comments only.
4. If you are unable to submit your testimony at least 24 hours prior to the meeting,
please provide 10 copies of your written testimony at the meeting.
The length of time allocated to persons wishing to present verbal testimony may be limited
at the discretion of the chairperson or presiding member. Please send written testimony to:
The Office of Boards and Commissions
Attention: Boards and Commissions Support Clerk
4444 Rice Street, Suite 150
Uhu'e, Hawaii 96766
Phone: (808)241-4920
Fax: (808)241-5127
E-mail: mvoun(a-)kauai.gov
I —
SPECIAL ACCOMODATIONS
If you need an alternate format or an auxiliary aid to participate, please
contact the Boards and Commissions Support Clerk at(808)241-4920 at
least five(5)working days prior to the meeting.
Page 3 of 3
RR'AF�T�T�o� B10 A '0
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COUNTY OF KAUAI
Minutes of Meeting
REGULAR MEETING -OPEN SESSION
Board/Committee: =COST CONTROL COMMISSION Meeting Date June 14, 2010"
Location Uhu'e Civic Center–Mo'ikeha Building Liquor Conference Room 3 Start of Session: 1:31 p,m. End of Session: 316 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
unanimously 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 06/07110 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
in
,LO_(l centralized Human Resources Department and what is included in the expanded services. Mr.
Cost Control Commission
Regular Meeting of
June 14, 2010 Page
SUBJECT DISCUSSION ACTION
Fernandez explained that the functions of a Human Resources Department would include processing of
workmen's compensation, risk management, training, including benefits. Currently, DPS primary functions is to
Continue from process transactions, staff positions, maintain proper classification of positions to ensure pay equity and to
page 2- manage the bargaining and labor relations including decision-making for the Administration. In order for his
Business 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 Kauai 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 andlplacincgthem in one centralized department.
Cost Control Commission
Regular Meeting of
June 14, 2010 Page 3
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
— :._.�,...__ACTIC?N
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 HRS, 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.
Vice-Chair Sterker suggested that the Commission continue its discussions regarding this item and perhaps Commissioner Collins
consider inviting other department heads to discuss their personnel related functions as well a representative moved to receive for the
from the Civil Service Commission to get their input on the issue of combing all personnel functions into a record the
Human Resources Department. communication dated
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 ACffbN'__
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 rani 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.
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 pers i1nel functions to increase efficiencies and to decrease
_9_ 11—--—------------
Cost Control Commission
Regular Meeting of
June 14, 2010 Page 6
SUBJ>~CT - — DISCUSSIQN`._._m.___ _. _. _ _r._ w.r_a _. -----ACTION rv_
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
o CCC 2010-13 Discussion and deliberation on a draft of recommendations regarding additional training Vice-Chair Sterker
for the County Attorney's Office to reduce the cost of hiring special outside legal counsel. moved to approve the
draft of
recommendations
relating to additional
training for the County
Attorney's office as
submitted, seconded by
Commissioner Collins
and unanimously carried
4:0.
o CCC 2010-14 Discussion and deliberation on a draft recommendations encouraging the Department of Vice-Chair Sterker
Parks and Recreation to enhance cost-saving opportunities by soliciting community service organizations moved to approve the
to participate in No'olokahi related projects. draft of
recommendations as
a. Listing of Community Organizations amended seconded by
b. Listing of Rotary and Lions Clubs of Kaua'i Commissioner Apao and
unanimously carried 4:0
Vice-Chair Sterker requested a correction be made to#3, of the findings; to state that: Staff will amend the draft
of recommendations as
"It is emphasized that the Adopt-a-Park volunteers do perform work that the county workforces do not do on a requested by the
regular basis such as painting over graffiti, repainting picnic tables, restrooms and bus shelters, trimming plants Commission.
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
i"articipatinc in this�aro�c ramp ��--
Chair � - ----- -_-.� -__
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
Cast Control Commission
Regular Meeting of
June 14, 2010 page 8
SUBJECT DISCUSSION ACTION
and unanimously carried
4:Q
Meeting adjourned at
3:16 p,m
Submitted by: Reviewed and Approved by:
Mercedes Youn, Staff Lawrence Chaffin Jr., Chair
( ) Approved as is.
( j Approved with amendments. See minutes of meeting.
Lawrence Chaffin Jr. N—t L"MUI0��
Chair Randv FioJay
' ktiubeUcS*:xrtman
Sandi Steckoc Benjamin Brcgo/uo
Vice Chair DirkAnao
LindaFmvcCollins
[OU"N'TT0FKACA'l
COST CONTBOLCOMMISSION
The Office of Boards and Commissions
4444 Rice Street. Suite 150
Libu'c, Bosvui'i967h6
1[O: Ernesto Pasion. County Auditor
FROM: MeroedeaYoun. oands and Commissions Support Staff
For: Lawrence Chaffin Jr,. Chairman
DATE: June 28, 2010
RE: Request for a Pre-Assessment Survey Relating bn the possibility Vf
Centralizing Human Resources functions in the Personnel Department.
Aloha Mr. Paeion.
Thank you for providing information to the Cost Control Commission relating to your powers.
duties and functions pursuant to Section 32.02 of the Kaua'i County Charter,
At its June 14. 2010 meeting the Cost Control Commission requested that the County Auditor
undertake apre-assessment survey relating to the restructuring of the Personnel Services
Department into a Human Resources Department for the purpose of centralizing personnel
functions boincrease efficiencies and to decrease costs for the County ofKaua'i.
Please confirm if you are able to fulfill this request and provide a timeline for completion so that
vve may continue tu work together and collaborate on this initiative,
|f you have any questions please contact Mercedes Youn@t orat241-492O
Moha|o for your time and assistance,
ca
CCC _ 2010 — 15
OFFICE OF THE COUNTY AL IDITOR
COUNTY OF KAUAI,STATE OF HAWAI'l
4386 RICE STREET,SUITE 107
L T fu'E,HAWAI'l 96766-1819
Telephone: (808)241-4178
Ernesto G. Pasion Fax: (808)241-6208
County Auditor Email. auditor@kauai.clov
June 28, 2010
iJ
TO: Council Chair Bill "Kaipo" Asing
W
BOAIFT, "S, tc� C
Vice Chair Jay Furfaro
Councilmember Tim Bynum
Councilmember Dickie Chang
Councilmember Daryl Kaneshiro
Councilmember Lani Kawahara
Councilmember Derek Kawakami
FROM: Ernesto G. Pasion
County Auditor
SUBJECT: Proposed Annual Work Plan for FY 2010-11
In accordance with Kaua'i County Charter section 32.02.A.3., I submit my plan of proposed
audits for FY 2010-11 as follows:
• Audit of the County's Capital Project Planning and Implementation Processes (Road
Maintenance and Kaiakea Fire Station)
• Audit of the County's Budget Practices and Budget Monitoring
• Audit of the County's Fuel Costs, Consumption and Management
• Audit of the County's Implementation of the Cost Control Commission's Energy
Conservation Recommendations
Audit of the County's Programs to Manage Employee Costs: Partial Hiring Freeze
Review and Assessment of the Feasibility of Consolidating Personnel Functions
(pre-audit survey)
Review and Assessment of Selected Issues Regarding the Enforcement of Planning
Permit Conditions (pre-audit survey)
Review and Assessment of the County's Programs to Manage Employee Costs:
Furlough (pre-audit survey)
Financial Audit of the County of Kaua'i for the Fiscal Year Ending June 30, 2010
(contract audit)
As explained in the budget presentations, we anticipate being able to complete between
three and five audits each fiscal year. I will notify you in writing if we add audits, terminate
audits, or otherwise change the audit plan.
In addition to the audits, the Office of the County Auditor will issue a citizen-friendly, plain
language publication describing the highlights of the Financial Audit. Through these audits
and publications, we intend to provide professional and objective information, consistent
with applicable government auditing standards, for the purpose of promoting efficiency,
effectiveness, and transparency in county operations. We will also procure professional
(CPA) services for the independent financial audits for the next three fiscal years.
C: Mayor Bernard P. Carvalho
County Clerk