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HomeMy WebLinkAbout2013_0625_Minutes Open_APPROVED COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Approved as circulated 7/23/13 Board/Committee: CIVIL SERVICE COMMISSION Meeting Date I June 25, 2013 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room Start of Meeting: 3:00 p.m. End of Meeting: 3: 52 p.m. 3 Present Chair Cathy Adams; Vice-Chair John Low. Members: Lani Aranio (via teleconference); Gilbert Maerina; 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; Administrative Aide Teresa Tamura Excused Absent SUBJECT DISCUSSION ACTION Call To Chair Adams called the meeting to order at 3 :00 Order/Roll Call p.m. with 6 members present. Approval of Open Session Minutes of May 28, 2013 Mr. Low moved to approve the minutes as Minutes circulated. Mr. Maerina seconded the motion. Ms. Aranio pointed out that on page 6, line 9, there was a duplication of the word "a". Minutes were approved as corrected by a vote of 6:0 Executive Mr. Morita moved to go in to Executive Session Session at 3 :02 p.m. Mr. Maerina seconded the motion. Motion carried 6:0 Attorney Guyot and Mr. Takatsuki exited the room at 3 :02 p.m. Attorney Trask read the Hawai'i Revised Statutes provision as detailed on the agenda to take the Commission into Executive Session for ES-007 to take action on the Executive Session Minutes, for ES-23 to consider the hiring of an employee or officer of the County where Civil Service Commission Open Session June 25, 2013 Page 2 SUBJECT DISCUSSION ACTION consideration of matters affecting privacy will be involved and for ES-008 to consider a letter from an appellant regarding the rejection of an application. The meeting moved into Executive Session at 3:04 p.m. Return to Open The meeting resumed in Open Session at 3:26 Session p.m. following a brief break. Ratify Commission actions taken in Executive Session for items: ES-007, ES-23, and ES-008 Mr. Maerina moved to ratify actions taken in Executive Session: ES-007—Approved as circulated ES-23 —On-going ES-008—Letter to DPS and Applicant regarding Board's recommended actions Ms. Matsumoto seconded the motion. Motion carried 6:0 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) Mr. Takatsuki said the interview for the HR Specialist II position will not happen until July. The first HRIS informational meeting was held today with Sun Guard to go over the status of position changes, history and pending (inaudible); training will continue on Thursday. Mr. Takatsuki said they are continuing to meet to complete the flow charts, but continued discussions bring more issues and concerns so there is a constant adding of responsibilities to resolve the issues or problems that come up. Once the flow chart is Civil Service Commission Open Session June 25, 2013 Page 3 SUBJECT DISCUSSION ACTION completed,DPS will physically meet with and explain to the departments what everyone's responsibility will be. Chair Adams asked if any of the flows were changing as they learn more about the HRIS to which Mr. Takatsuki said the flow itself, no. The changes that affect the HRIS is deciding what needs to be inputted into the system to meet the goals for the reports to Council on the vacancies,following up on the JPR's (Job Performance Report)and notifying the departments when they have to do the JPR for their employees. Going back to the flow charts,the subject of JPR's did come up based on whether it is an initial or probationary evaluation. Mr. Takatsuki explained the timeline for completing JPR's depending on whether it is an initial or probationary evaluation. Mr. Morita asked if there should be any amendments to the recommendations made by the Task Force. Mr. Takatsuki said after the flow charts are completed, DPS will come back to the Commission if there are changes to be recommended. 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 (On-going) Mr. Takatsuki stated he had no concerns or problems with the Performance Evaluation for the Appointees. There were certain issues with the 360 evaluation in which Mr. Takatsuki did not think the peers or department heads would have knowledge of the budget process or performance for that specific department noting how difficult it is to evaluate someone on unknown information. It was noted that there were 3 different forms which the Committee recommended based on boards and commissions appointees,mayor appointees, and an evaluation using input from the peers. In scoring the individual the peers can include a score but that score is not going to be reflected in the final evaluation score based on percentages assigned to the Civil Service Commission Open Session June 25, 2013 Page 4 SUBJECT DISCUSSION ACTION appointing authority. Mr. Low explained that the Task Force wanted to know how well the appointee was perceived in the different categories through peer input to the board or commission but their scoring would be amongst themselves and not part of the scoring for the appointee. Mr. Takatsuki explained that he changed the word"employee"to"appointee" and also removed"department head"under the section of definitions unless it goes to the line of saying the department head reviews the deputy. Attorney Guyot said he thought "department head" should continue to be in the Policy and Procedures because they review their deputies;the Commission was in agreement. Chair Adams said the Policy and Procedures was the recommendation of the investigative committee but whatever form is to be used has to be approved by the Director and questioned whether it needs to go back to the investigative committee or is it approved at this point. Mr. Takatsuki said he would make the recommendation to accept it and it will become part of the process. Chair Adams questioned training and education in conjunction with the process, and for consistency would all the other commissions who appoint directors be using this same procedure? Attorney Guyot said according to the Salary Commission rules, the evaluation process is approved by the Director and is given to the appointing authorities; the appointing authorities conduct the evaluation. Mr. Takatsuki said he understood that regardless of whether there will be an increase or not the evaluation will be conducted annually. Chair Adams said that is why they replaced the word "regularly"with "annually". Ms. Matsumoto questioned if this covered the Legislative branch as well because she thought the Council had already set up an evaluation format. Civil Service Commission Open Session June 25, 2013 Page 5 SUBJECT DISCUSSION ACTION Chair Adams said the tool for evaluations was being made available to them for consistency sake,but did not think the Commission would have any control with the Legislative branch. Mr. Takatsuki agreed. Attorney Guyot said unfortunately it is fairly common in the County system that there is occasionally a conflict between the rules of the Salary Commission and the rules of the independent Legislative bodies such as the Council and Prosecuting Attorney. The tool is being provided to them, but it is confusing because it says they have to use it for the Salary Commission and yet there is only so much control that can be exerted over the semi-autonomous bodies. Attorney Guyot suggested providing this to the Council and Prosecuting Attorney and in the event they have a different format they can be asked to submit it to Mr. Takatsuki for his review. That should satisfy the needs of the Salary Commission,which only says there needs to be a review,but it does not say it has to be a uniform review. Chair Adams asked for a motion to accept as corrected the Administrative Policies & Procedures and the Evaluation Form Mr. Morita so moved. Mr. Low seconded the motion. Motion carried 6:0 Director's CSC 2013-09 a. Weekly Report Ending May 17, 2013 Report b. Weekly Report Ending May 24, 2013 c. Weekly Report Ending May 31, 2013 d. Weekly Report Ending June 7, 2013 Mr. Low moved to receive the Director's Report. Mr. Maerina seconded the motion. Motion carried 6:0 Announcements Next Meeting: Tuesday, July 23, 2013 — 3:00 p.m., Mo'ikeha Building, Liquor Conference Room 3 Reminder: Please bring the water bottle that was provided to you to the July meeting. Mahalo, Adjournment Mr. Morita moved to adjourn the meeting at 3:52 p.m. Mr. Maerina seconded the motion. Motion Civil Service Commission Open Session June 25, 2013 Page 6 SUBJECT DISCUSSION ACTION carried 6:0 Submitted by: Reviewed and Approved by: Barbara Davis, Staff Support Clerk Catherine Adams, Chair ( ) Approved as is. ( ) Approved with amendments. See minutes of meeting.