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HomeMy WebLinkAbout2013_0319_Minutes Open_APPROVED COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Approved as circulated 4/23/13 Board/Committee: CIVIL SERVICE COMMISSION Meeting Date I March 19, 2013 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room 3 Start of Meeting: 3 :07 p.m. End of Meeting: 3:42 p.m. Present Vice-Chair John Low. Members: Lani Aranio; Gilbert Maerina; Karen Matsumoto; Roy Morita Also: Deputy County Attorney Marc Guyot; Human Resources Manager II Janine Rapozo; Boards & Commissions Office Staff: Support Clerk Barbara Davis; Administrator Paula Morikami; Administrative Aide Teresa Tamura Excused Absent Chair Cathy Adams SUBJECT DISCUSSION ACTION Call To Order Vice-Chair Low called the meeting to order at 3 :07 p.m. with 5 members present Executive Attorney Guyot requested to take ES23: CSC Session 2012-21 out of order. Attorney Guyot read the Hawai'i Revised Statutes provision as detailed on the agenda to take the Commission into Executive Session to take action on the Executive Session Minutes and to consider the hiring of an employee or officer of the County where consideration of matters affecting privacy will be involved. Ms. Aranio moved to go into Executive Session at 3 : 10 p.m. Mr. Morita seconded the motion. Motion carried 5:0 Attorney Guyot recused himself and exited the meeting. Attorney Mauna Kea Trask took over as legal adviser to the Commission. Return to Open After a brief recess, the meeting resumed in Session Open Session at 3:27 p.m. Civil Service Commission Open Session Marchl9, 2013 Page 2 SUBJECT DISCUSSION ACTION Ratify Commission actions taken in Executive Session for items: o ES-004 and ES-23 Mr. Morita moved to ratify actions taken for ES- 004 and ES-23. Ms. Aranio seconded the motion. Motion carried 5:0 Attorney Trask exited the meeting. Attorney Guyot resumed legal counsel for the Commission. Approval of Open Session Minutes of February 26, 2013 Mr. Morita moved to approve the minutes as Minutes circulated. Ms. Aranio seconded the motion. Motion carried 5:0 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-going) Ms. Rapozo was present on behalf of Mr. Takatsuki who was tied up with a Step II grievance and complimented Mr. Takatsuki on the great job he is doing in keeping up with everything. To update the Task Force recommendations, the Department is currently working on next year's fiscal budget along with the goals and highlights to be presented to the County Council. Money is very tight for this next fiscal year so there are no new positions being proposed by the Administration and vacant positions are being dollar funded, meaning they won't be filled. DPS does have one vacancy for an HR Specialist which has been dollar funded so the Department will have to work around this to make sure all of the departments are covered. Another update is the Finance Department has taken the lead and created a Task Force of 6 members to work on the HRIS system; 2 are from the IT Department, 2 are from the Accounting Payroll Department and 2 are from Personnel and they are scheduled to start Civil Service Commission Open Session Marchl9, 2013 Page 3 SUBJECT DISCUSSION ACTION meeting this week. Also in line with the Task Force recommendations is a New Hire Orientation, which started in October, and last month and today all of the departments were invited to an orientation on what exactly Personnel's role is in the New Hire Orientation and what each department is responsible for. The feedback from the departments has been really great saying this was long overdue. They also shared other things they think Personnel needs to do such as include the line supervisors in the orientation. The Department is also working on transferring some functions from the departments such as the processing in of the participants for the spring and summer programs for the Parks and Recreation Department. DPS processed the contracts, exemptions, and scheduled the drug and alcohol testing, all of which used to be done by the Parks and Recreation Department. DPS also posted the application for the summer interns online like all the other County jobs. DPS will participate in the spring job fair in April to make sure individuals are aware of the County opportunities that are available. On the worker's comp side, which is now part of the Personnel Department, staff is doing risk management assessments and investigations so when a claim comes in they work with the department to see what went wrong, what can be prevented the next time, and if there is any discipline with the employee that needs to be done. Since October, fifteen assessments have been completed and we are working closely with the departments to get employees back to work as soon as possible, which is in line with the return to work program. Since that was started, twelve employees have returned to modified or light duty. Prior to that the County was very averse to having people come back to light duty but in working with the departments, Risk Management has been able to show the benefits of having those employees come back. Next year's fiscal budget will be decreased overall by 8.3% so the one position that is dollar funded will also decrease benefits with a bigger decrease in not budgeting for the extra equipment and furniture for the new staff. Asked if there were any trends appearing since the assessments were started in October, Ms. Rapozo said Civil Service Commission Open Session Marchl9, 2013 Page 4 SUBJECT DISCUSSION ACTION there is not a lot of reoccurrence of the same thing except for stress, which seems to be coming about a little more. Stress is very difficult because it is based on the employee's perception, the law and the doctor's assessment. Asked if more training of the supervisors could reduce some of the stress, Ms. Rapozo said that is part of it; there are some employees who just do not get along with their supervisors and not necessarily because the supervisor is doing something wrong but it is maybe just not a good fit. DPS does need to work with the supervisors on understanding from the outset of someone being hired that if they are not meeting expectations you cannot be nice and let it go; it needs to be addressed at the outset. Ms. Rapozo said she would be attending a training for supervisors in Honolulu with the hope of bringing that training to the supervisors in the County. Mr. Morita congratulated the Department noting it was long overdue that these functions are being done by HR and hopes that DPS can regain the confidence of the employees. CSC 2013-05 Update from Chair Adams following an appearance before the Cost Control Commission at their March 11, 2013 meeting regarding the implementation of a Human Resource Information System (HRIS) Ms. Aranio moved to defer this report to the next meeting. Mr. Maerina seconded the motion. Motion carried 5:0 Director's CSC 2013-06 a. Weekly Report Ending February 14, 2013 Report b. Weekly Report Ending February 22, 2013 c. Weekly Report Ending March 1, 2013 Ms. Rapozo pointed out that Mr. Takatsuki was really busy with negotiations because there are contracts that have not been settled for the last two years for Fire and Police and yet the new contracts are also starting. Mr. Morita asked if the budget for training would be reduced this fiscal year. Ms. Rapozo said the training budget was not reduced. Asked where on the Organization Chart the vacancy would fall, Ms. Rapozo said it is the Civil Service Commission Open Session March19, 2013 Page 5 SUBJECT DISCUSSION ACTION Specialist in the Classification and Labor Division. Ms. Aranio moved to receive the Director's Report. Ms. Matsumoto seconded the motion. Motion carried 5:0 Announcements Next Meeting: Tuesday, April 23, 2013 —3:00 p.m. Adjournment Mr. Maerina moved to adjourn the meeting at 3:42 p.m. Ms. Matsumoto seconded the motion. Motion carried 5:0 Submitted by: Reviewed and Approved by: Barbara Davis, Staff Support Clerk John Low, Vice-Chair ( ) Approved as is. ( ) Approved with amendments. See minutes of meeting.