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HomeMy WebLinkAbout091310_CCC_MINUTES COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board/Committee: Cost Control Commission Meeting Date: September 13, 2010 Location Mo'ikeha Building- Liquor Conference Room 3 Start of Meeting: 1:35 p.m. End of meeting: 2:15 p.m. Present Commissioner's: Lawrence Chaffin Jr., Chair, Sandi Sterker Vice-Chair, Dirk Apao and Linda Faye Collins. Also present: Lenny Rapozo Director of Parks and Recreation (left meeting at 1:52 p.m.), 1 st Deputy County Attorney Amy Esaki, John Isobe Boards and Commissions Administrator, Cyndi Ayonon Administrative Aide and Mercedes Youn Staff. Excused Commissioner Randy Finlay Absent SUBJECT DISCUSSION ACTION Call To Order Chair Chaffin called the meeting to order at 1:35 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 September 13, 2010. moved to approve the minutes; seconded by Commissioner Apao and unanimously carried 4:0. Communication CCC 2010-18 Communication dated 8/5/10 from Mayor Bernard P.Carvalho Jr. to Chair Lawrence Chaffin Jr., Vice-Chair Sterker and members of the Cost Control Commission relating to the recommendations on the expansion of the Adopt-A- moved to receive; Park Program and the need for additional training in the Office of the County Attorney. seconded by Commissioner Collins and unanimously carried 4:0. o CCC 2010-17 Discussion relating to consolidating Human Resources functions under the Personnel Cost Control Commission Open Session September 13, 2010 Page 2 SUBJECT DISCUSSION ACTION Department. (c) Discussion with Lenny Rapozo Director of Parks and Recreation, regarding employees who perform Business departmental personnel functions including training programs that have been provided to the departments' employees. Mr. Rapozo stated that he unclear on what is to be discussed today, but will provide the Commission with an overview on how his department handles personnel related matters. Chair Chaffin asked Mr. Rapozo to describe the functions as he sees it being handled in his department. Mr. Rapozo stated that the Parks and Recreation Department has two staff members who handle all personnel related functions. Their function includes recruitment, advises the department head on any collective bargaining issues at the department level and makes the recommendations for disposition of such grievances. Other duties include planning, organizing, coordinating, and implementing personnel management activities encompassing position management and job analysis, position classification and pay and other related functions. They also perform as principal staff specialists in labor relations activities and regularly carry out the full range of a variety of work assignments. They also assist the employees and applicants in completing personnel forms, disseminate the information and explain civil service matters, vacation, sick leave, retirement requirements and benefits to its new employees and departmental personnel. Vice-Chair Sterker asked what types of training do these staff members receive. Mr. Rapozo stated that their training comes from what the Department of Personnel provides. Vice-Chair Sterker then asked if any training programs were provided within the last year. Mr. Rapozo said, none. Chair Chaffin asked Mr. Rapozo if there were any programs he felt that was needed. Mr. Rapozo stated that his department needs supervisory skill level training which would help to increase personnel management skills. Vice-Chair Sterker asked Mr. Rapozo if he was provided with in service training, what would be his top priority. Mr. Rapozo explained that his top priority would be Supervisory Training followed by Report Writing; in addition the County should have a standardized format in place. Commissioner Collins asked Mr. Rapozo if he keeps his department own personnel files. Mr. Rapozo stated yes and that all of the department's personnel files are kept in his office. Commissioner Collins then asked Mr. Rapozo if his evaluations are standardized. Mr. Rapozo explained that the evaluations are done once a ear and believes that the evaluations are standardized county wide. Cost Control Commission Open Session September 13, 2010 Page 3 SUBJECT DISCUSSION ACTION Vice-Chair Sterker asked Mr. Rapozo if he had any cases relating to workplace violence within the last year and where was the complaint referred too. Mr. Rapozo stated yes and explained that the cases are usually handled within his department based on the County's policy. Vice-Chair Sterker questioned if this procedure is part of the County's handbook of procedures. Mr. Rapozo explained that it is more of a part of the new Employee packet which is given to each new employee of the County. First Deputy County Attorney Amy Esaki noted that the County has a handbook that has not been formally adopted, and the workplace violence is under a separate policy and is unsure if it has been recently updated, however, the policy is currently being reviewed by the Attorney's Office and Department of Personnel Services. Vice-Chair Sterker asked Mr. Rapozo if he had any cases relating to sexual harassment. Mr. Rapozo said no, adding that he has referred some cases relating to personnel issues to the County Attorney's Office. Commissioner Collins asked Mr. Rapozo if he has the power to terminate or whether it is an issue that needs to be addressed by the union. Mr. Rapozo explained that by Charter the Director is the appointing authority of an employee and the Union's role is to see that the County does not violate the employee's rights according to the bargaining unit contract. And although he has the power to terminate an employee, it is ultimately the Mayor's decision. Commissioner Collins then asked if the issue still needs to go through the Union, if they feel that the contract has been breached. Mr. Rapozo explained that the Union will always object, making it clear that the County is the employer and reserves the right to terminate or not. *Staff will request a copy of the position Vice-Chair Sterker requested information on what the qualifications are for the two positions in the descriptions for the Department of Parks and Recreation. Departmental Personnel Assistant I and Departmental Personnel Specialist II. Chair Chaffin asked Mr. Rapozo how he felt about the County having one (1) department of Personnel and Human Resources independent of the other departments. Mr. Rapozo stated that he feels that the Mayor is heading towards the right direction. Cost Control Commission Open Session September 13, 2010 Page 4 SUBJECT DISCUSSION ACTION With no further questions, Mr. Rapozo left the meeting at 1:52 p.m. Vice-Chair Sterker Chair Chaffin called for the motion to receive the information provided by Parks and Recreation Director moved to receive Lenny Rapozo. item CCC 2010-17; seconded by Commissioner Apao and unanimously carried 4:0. Vice-Chair Sterker Vice-Chair Sterker stated that she would like to make a requested to all Department/Agency Heads for moved to request information to determine what types of appropriate personnel and industrial relations training opportunities that staff draft a are being provided to the County employees. The reason for this is to see if the appropriate training is letter to all needed and or necessary. department heads to identify what As part of the discussion, Boards and Commissions Administrator John Isobe explained that within the training they have County, there are various facets of training, and if it's the Commissions desire to request information from in the areas of 1. the Departments on the types of training they have received, he suggests that the Commission be specific by Industrial Relations narrowing it to personnel related matters. 2. Human Resources. 3. Commissioner Collins asked if the Commission would like to receive more information from the County Workers Attorney's Office that may help to elevate them. First Deputy County Attorney Amy Esaki stated her Compensation department is currently reviewing the County's personnel polices to see if it needs to be updated. Ms. Esaki Claims and 4. To stated that an overall uniformed training is probably necessary and should be considered. request the County Attorney report on Mr. Isobe suggested that the Commission also look into workers compensation (industrial relations)claims to the union see what kinds of personnel injuries are the most prevalent in the County. contractual requirements that is Commissioner Collins asked whether the County has contractual obligations through the Unions, as it relates training necessary. to the employer providing the proper training for its Union members. Ms. Esaki explains that she believes In addition, the that the Unit Contract has stipulations on training, but to what extent she is not certain. Ms. Esaki stated that Commission she will research it and report back to the Commission. requested for information on the With no further discussion, Chair Chaffin called for the motion. number of employees in each Cost Control Commission Open Session September 13, 2010 Page 5 SUBJECT DISCUSSION ACTION department, the number of employees per department that handle personnel matters, the percentage of time spent on personnel matters and their job descriptions; seconded by Commissioner Collins and unanimously carried 4:0. Chair's Announcements o Next meeting: Monday, October 11, 2010 at 1:30 p.m. at the Mo'ikeha Building in the Liquor Conference Room 3. o Chair Chaffin announced that the Cost Control Commission has requested that the County Auditor's office provide a timeline of their work plan for FY 2010-2011 and to date the Commission has been unable to secure that information. Adjournment Vice-Chair Sterker Chair Chaffin called for the motion to adjourn. moved to adjourn the meeting; seconded by Commissioner Collins and unanimously carried 4:0. Meeting adjourned at 2:15 p.m. Submitted by: Reviewed and Approved by: Cost Control Commission Open Session September 13, 2010 Page 6 Mercedes Youn, Staff Lawrence Chaffin Jr., Chair ( ) Approved as is. Approved on 10/11/10 ( ) Approved with amendments. See minutes of meeting.