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HomeMy WebLinkAbout2013_0528_Minutes Open_APPROVED COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Approved as amended 6/25/13 Board/Committee: I CIVIL SERVICE COMMISSION Meeting Date I May 28, 2013 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room Start of Meeting: 3:00 p.m. End of Meeting: 4: 12 p.m. 3 Present Chair Cathy Adams; Vice-Chair John Low. Members: Gilbert Maerina (3:26 p.m.); Karen Matsumoto; Roy Morita Also: Deputy County Attorney Marc Guyot; Deputy County Attorney Mauna Kea Trask; Personnel Services Manager Thomas Takatsuki; Boards & Commissions Office Staff: Support Clerk Barbara Davis; Administrator Paula Morikami; Administrative Aide Teresa Tamura Excused Member: Lath Aramo Absent SUBJECT DISCUSSION ACTION Call To Order / Chair Adams called the meeting to order at 3:00 Roll Call p.m. with a quorum of 4 members present. Approval of Open Session Minutes of April 23, 2013 A.R. Morita moved to approve the minutes. Ms. Minutes Matsumoto seconded the motion. Chair Adams noted a typo on page 3. Line 13 should read Chair Adams and not Chair Clark. Approval of corrected minutes carried 4:0 Executive Mr. Morita moved to go into Executive Session Session at 3:01 p.m. A.R. Low seconded the motion. Motion carried 4:0 Attorney Guyot read the Hawaii Revised Statutes provision as detailed on the agenda to take the Commission into Executive Session for ES-006 to take action on the Executive Session Minutes and for ES-23 to consider the hiring of an employee or officer of the County where consideration of matters affecting privacy will be involved. Attorney Guyot recused himself from the Civil Service Commission Open Session May 28, 2013 Page 2 SUBJECT DISCUSSION ACTION Executive Session at 3:03 p.m. and Attorney Trask stepped in to consult with the Commission in Executive Session. Return to Open The meeting returned to Open Session at 3:23 Session p.m. with Attorney Trask noting a motion to ratify the Commission's actions would be appropriate. Ratify Commission actions taken in Executive Session for items: o ES-006 and ES-23 A.R. Morita moved to ratify the actions taken in Executive Session. Ms. Matsumoto seconded the motion. Motion carried 4:0 ES-006 — Minutes approved as circulated ES-23 — On-going Attorney Trask exited the meeting as Attorney Guyot rejoined the meeting at 3:25 p.m. as the Attorney for the Commission. Business CSC 2012-29 Implementation of the Human Resources Department (On- oi b. Update from the Director of Personnel Services on the Transition Plan for the Implementation of the Human Resources Department (On-going) Mr. Maerina entered the meeting at 3:26 p.m. Mr. Takatsuki said DPS' work on the flow chart was put on hold in order to complete the budget process. The flow chart is about 90-95% completed in the areas of equipment, exam, classification and pay, and labor relations. Meetings to work on the flow chart will begin again next month and once it is completed it can be taken back to the departments to show DPS/ER's responsibilities and the department's responsibilities. One of the positions for Civil Service Commission Open Session May 28, 2013 Page 3 SUBJECT DISCUSSION ACTION Work Comp is vacant but recruitment has been completed and interview dates need to be scheduled to make the selection. During the budget sessions, the County Council removed the salary for the Director's position for six months. The office is now pretty well staffed with exception of the Work Comp position and the HR position in Labor Relations, which was dollar funded. A. Takatsuki said he is in the process of training the existing staff in Labor Relations. To update the progress with HRIS, DPS continues to work with IT to get training from Sun Guard for the Vacancy Report but A. Takatsuki did not yet have the particulars on it. In the long run it will hook into the Time and Attendance report. The file transition continues to move along slowly. The Water Department is an on-going issue but the Fire Department has almost finished their updating and the Police Department has submitted their personnel jackets. Liquor Department has not been submitted because the secretary has been on sick leave but that should be completed upon her return. A. Morita asked if anyone is T.A.'d into A. Takatsuki's position when he is off island doing negotiations. A. Takatsuki explained that he was not T.A.'d into the Director's position; he is not getting paid extra for doing the work of the Director. A. Takatsuki said when he is off island Crystal Fuj ikawa is first in line and then Janine Rapozo. DPS is working on the JPR (Job Performance Report) updates which will let the departments know when they need to do evaluations for their employees. A month before the due date, notices will be sent out to the departments advising them what they need to do. The problem with the system right now is the dates are not current. Once that information is current DPS can generate monthly reports based on the employee anniversary date. It is difficult to set an annual date for evaluations because some of the departments have 300-400 employees and some of the supervisors have 10-15 Civil Service Commission Open Session May 28, 2013 Page 4 SUBJECT DISCUSSION ACTION employees under their supervision. Another problem is when employees are on a leave of absence without pay it changes the date. The departments also need to understand that because evaluations were not done, by default up to that point, the employee is considered a satisfactory employee. Ms. Matsumoto noted that when the positions moved from the department into the new HR, it left some of the departments with one technical level position and she questioned if those employees remaining in the department are performing at that higher level now? Mr. Takatsuki said they need to determine whether or not the responsibilities of the position have diminished because some of the duties are no longer there. Ms. Matsumoto said the Task Force envisioned Unit 3 positions as more technical and clerical. Mr. Takatsuki said until they can meet and specifically say what the department will be responsible for and what HR will be responsible for there are still some issues. Classification and Pay and the Position Description are all to come to DPS/HR. There has been some duplication with employment enrollment but after meeting with those departments they know they are not to submit the information directly to EUTF. The flow charts should help clear up some of the questionable areas. Ms. Matsumoto asked if the one position for equipment training was enough. Mr. Takatsuki said the employee who is training Public Works and Parks and Recreation on the smaller equipment will be assisting DPS in the training for one of the exams; the problem is the trainer has to travel from one end of the island to the other because he also does the training at the base yards. Civil Service Commission Open Session May 28, 2013 Page 5 SUBJECT DISCUSSION ACTION CSC 2013-04 Review of the Findings and Recommendations by the Civil Service Commission Investigative Committee on Performance Evaluations pursuant to HRS ¢92-2.5 from Personnel Services Manager Thomas Takatsuki (Deferred from 2/25/13) A. Takatsuki said his original concern regarding the 360 evaluation has been alleviated since it is no longer a part of the evaluation. Part of the concern was a peer evaluating the budget when they do not know what the budget is or whether or not the goals were met. The recommendation for the commission appointed department heads was that the Mayor would be evaluating the department head as well as the commission. Chair Adams clarified that the Mayor would provide input. A. Takatsuki asked if the Commission was recommending that there will still be a peer evaluation or recommendation because in the Policies and Procedures it appears that the commission will be responsible for 51 % of the input and the Mayor 49% of the input. Chair Adams replied, the Mayor would have the finance question as part of his input using the tool that is designed for the commission evaluation. A. Low explained that the peer review would not be part of the overall scoring but just another tool for the commission to see how the employee is perceived by people they work with. The peers will be directed to not answer a question in an area that does not apply to them. A. Low added that if everyone does respond that should respond, it will provide a fair evaluation of that person. Chair Adams stated that Exhibit G of the Findings and Recommendations report is the committee's final recommendation as an evaluation tool. Chair Adams pointed out that Exhibit L is the Policies and Procedures that may need to be tweaked. Ms. Matsumoto asked if the reason for using the term "executive" in the Policies and Procedures was to limit itto the Executive branch and further asked if the Commission has the authority to set procedures for the Legislative branch. Attorney Guyot said the Legislative Branch has two appointees, the County Clerk and the County Auditor, and their duties of Civil Service Commission Open Session May 28, 2013 Page 6 SUBJECT DISCUSSION ACTION oversight are specifically stated within the Charter as to how the Legislative Branch would address it. The evaluation form could be provided to the County Council for their use as they see fit but in terms of direct oversight that belongs to the Council. Mr. Morita said the County Council did ask to see the Commission's recommendations to the Policies and Procedures for the Performance Evaluation. Attorney Guyot said even though the word "executive" has been taken out of the Policies and Procedures the Charter would supersede. If the word "executive" is left in, ;future Council may feel _ - _ - -( Deleted: a they are prohibited from using this evaluation whereas if it is left a little open they have the opportunity to use it as guidelines if they want to adopt it. Perhaps somewhere within the proposed Policies and Procedures it could be asterisked that the Legislative Branch may or may not use this as they so choose. Ms. Matsumoto said what confuses her is that the Salary Commission needs something like the evaluation, which includes the County Clerk and the County Auditor. Attorney Guyot thought that problem had existed for a while since the County Auditor has a specialized process within the Charter in order to be evaluated. The Salary Commission sets the salary but the Charter is very specific with regard to oversight of the Auditor. The County Clerk also falls under the Legislative Branch so the County Council would need to adopt something on their own; by leaving it open it could make it easier for them to adopt it if they choose. The Council seems to have a bit more latitude by the nature that they are separate although there is some confusion in the Salary Commission's resolution which states the evaluations must be done and presented to the Director of Personnel Services prior to any changes. Chair Adams said she believed it was the Director of DPS who would say whether or not the revised Performance Evaluation was an acceptable tool and asked Mr. Takatsuki if it needed to be tweaked further. Mr. Takatsuki said it was pretty much acceptable but he did need some clarification as to the intent and what the committee looked at to make their determination. Mr. Low said the committee hopes the evaluation is something Civil Service Commission Open Session May 28, 2013 Page SUBJECT DISCUSSION ACTION that will help DPS, the various departments, and the employees to function better, but the Commission is open if there are areas that might work better. Mr. Low said he felt that every employee of the County should be evaluated at least once a year; otherwise how would they know if they are doing their job or not. Mr. Takatsuki said there is an annual evaluation that has to be done and he has asked Eric Inouye to see if it can be available on line. Mr. Morita asked who would be doing the Evaluation Performance training for those commissions who have oversight of a department head. Ms. Tamura said the Office of Boards and Commissions will handle the training once the process is finalized. Chair Adams said the packet was created to give the reasons why, the surveys taken, and the evolution of the tool, but different documents may need to be created for the training. Attorney Guyot said it would need to be a multi-phase training to also meet the middle management level who would be evaluating the line employees. Mr. Takatsuki said his questions have been answered so he will look at it again and make any suggestions that might help in finalizing the process for department heads, deputies and executives; later down the line they can look at the evaluation for employees. Director's CSC 2013-08 a. Weekly Report Ending April 12, 2013 Report b. Weekly Report Ending April 19, 2013 c. Weekly Report Ending April 26, 2013 d. Weekly Report Ending May 3, 2013 e. Weekly Report Ending May 10, 2013 A. Takatsuki said he drafted a bill for an Ordinance for Bargaining Units 1, 2, 3, and 4 which will be taken up at a Council meeting in June. There has not been a decision rendered by the arbitrator for Unit 11, which is the Firefighters unit. For Unit 12, which is the Police unit, the arbitrator is almost finished but Civil Service Commission Open Session May 28, 2013 Page 8 SUBJECT DISCUSSION ACTION they are doing some tweaking so they do not know what that decision is going to be. Mr. Takatsuki will be attending a mediation meeting on May 31 for HGEA Unit 13 to see if they can resolve issues before it has to go to arbitration. Mr. Morita thanked Mr. Takatsuki for providing training for supervisors noting it apparently was not funded in the past. Mr. Takatsuki said the thanks goes to Ms. Rapozo who went to the training in Honolulu and thought it was a good training so DPS was able to get funds. Mr. Morita moved to receive all of the Director's reports. Mr. Low seconded the motion. Motion carried 5:0 Announcements Next Meeting: Tuesday, June 25, 2013 — 3:00 p.m., Mo'ikeha Building, Liquor Conference Room 3 The Office of Boards and Commissions will no longer be providing bottled water to our members starting July 1st, 2013. This is one of our sustainability goals. Staff will provide cold water using a filtered system (i.e. Brita), so please bring in your water bottle that was provided to you. Adjournment Chair Adams adjourned the meeting at 4: 12 p.m. Submitted by: Reviewed and Approved by: Barbara Davis, Staff Support Clerk Catherine Adams, Chair O Approved as is. O Approved with amendments. See minutes of meeting.