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HomeMy WebLinkAbout2013_0723_Minutes Open_APPROVED COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Approved as circulated 8/27/13 Board/Committee: CIVIL SERVICE COMMISSION Meeting Date I July 23, 2013 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room Start of Meeting: 3:00 p.m. End of Meeting: 4:29 p.m. 3 Present Chair Cathy Adams; Vice-Chair John Low. Members: Lani Aranio; Gilbert Maerina (3 :12 p.m.); Karen Matsumoto; Roy Morita Also: Deputy County Attorney Marc Guyot; Personnel Services Manager Thomas Takatsuki; HR Specialist Janine Rapozo; Boards & Commissions Office Staff: Support Clerk Barbara Davis; Administrator Paula Morikami; 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 5 members present Approval of Open Session Minutes of June 24, 2013 Ms. Aranio moved to approve the minutes as Minutes circulated. Mr. Low seconded the motion. Motion carried 5 :0 Executive Attorney Guyot read the Hawai'i Revised Session Statutes provision as detailed on the agenda to take the Commission into Executive Session for ES-009 to take action on the Executive Session Minutes, for ES-23 to consider the hiring of an employee or officer of the County where consideration of matters affecting privacy will be involved, and for ES-010 to confer with their attorney on Civil No. 12- 1-0086 and related matters. Attorney Guyot exited the meeting at 3 :04 p.m. Mr. Morita moved to go into Executive Session at 3 :04 p.m. Ms. Aranio seconded the motion. Motion carried 5 :0 Civil Service Commission Open Session July 23, 2013 Page 2 SUBJECT DISCUSSION ACTION Return to Open The meeting resumed in Open Session at 3:33 Session p.m. with Attorney Guyot present. 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 distributed an update on the Task Force recommendations and the goals and objectives noting that a lot of the issues and concerns were still on-going. DPS is still working on completing the flow charts, and what may seem like a minor issue turns out to be a mile long with more and more things coming into play, which have to be resolved. Sun Guard is a separate issue being worked on with IT but it looks like DPS will be able to work with NEO GOV to assist with the beginning and ending dates for the vacancy reports. Staff could not meet this week on the HRIS because there were over 300 applicants to be tested for the Fire Department. Ms. Rapozo said they met with Chair Furfaro to make sure the vacancy report provides the information the Council wants. It was determined that Chair Furfaro is looking more for financial numbers, not necessarily just all the vacancies, but what is the true savings to the County, so that report is being revamped. Asked about tracking recruitment, Mr. Takatsuki said from the time the recruitment is started until the list is submitted to the employer is the timeline DPS is looking at. Sometimes it is difficult to determine when a vacancy occurred,and Mr. Takatsuki was not sure how that information could help with the vacancy report. The goals and objectives set for recruitment is from the time the recruitment starts to the time DPS gives the name to the department,which is so many days. Ms. Rapozo said every department puts a date into the NEO GOV system when they are recruiting,but that information is not always particularly useful on how many days each recruitment actually Civil Service Commission Open Session July 23, 2013 Page 3 SUBJECT DISCUSSION ACTION takes because what was inputted could have been for re-recruitment or for a new list, whatever the reason. Ms. Matsumoto asked if Ms. Fujikawa has relocated downstairs because she does not see how it could be effective for the recruitment staff to be downstairs and Ms. Fujikawa upstairs. Mr. Takatsuki stated that Ms. Fujikawa has released certain things to the division heads such as the grievances. Ms. Matsumoto asked if it was not the goal to have labor relation issues go to DPS instead of staying in the department. Mr. Takatsuki said some of the grievance steps remain at the department level with level II and level III staying in DPS. It seems because Ms. Fujikawa is not doing a lot of things now for Public Works there have been more grievances filed by the union in regard to relevant information. Mr. Maerina asked if there was a report that came out of the HRIS study or did they just settle for the Sun Guard system. Mr. Takatsuki said he thought they found out the most cost effective way was to go with Sun Guard. Ms. Matsumoto wanted to know if the money budgeted was just for the HRIS or did it include the time and attendance system. Mr. Takatsuki said he understands it will include the time and attendance system. Ms. Matsumoto was under the impression that the time and attendance system would have to go out for bid, but Mr. Takatsuki said the committee has not made a decision. Ms. Rapozo explained that because of the limited funding available they are looking at the current system to see what can be pulled from that system to help not only with the information needed for reports, but for the time and attendance. There may not be enough money but that is the goal right now to use the system available and attach on to it. Mr. Morita said it was nice to see the goals and objectives and the recommendations made by the Task Force are all being worked on, and Civil Service Commission Open Session July 23, 2013 Page 4 SUBJECT DISCUSSION ACTION acknowledged DPS for doing a great job. Asked if DPS was handling Worker's Comp or if it was still with Finance,Ms. Rapozo said it is her division. The HR Specialist left in April, but there is a highly qualified candidate coming in October to fill that position. CSC 2013-10 Review and Discussion of the Administrative Policies & Procedures for Performance Evaluation for Appointees Ms. Rapozo noted there were two recommended corrections for the procedures. Mr. Takatsuki pointed out that V. Procedure deals with clarification of peer evaluations scores, which are not reflected in the overall score, but can be taken into consideration by the appointing authority. Ms. Rapozo said the Committee who worked on the recommendations went back and forth on whether or not to include the peers, and when it was decided not to include the peers as part of the scoring, it was just left hanging; the peers could evaluate but then what do you do with that information. Also the statement "copies will be maintained at DPS" was removed from the responsibilities section because it was redundant since all personnel files are now with DPS. Ms. Aranio moved to approve the revised Administrative Policies & Procedures for Performance Evaluation for Appointees. Mr. Morita seconded the motion. Motion carried 6:0 CSC 2013-11 Letter dated July 8, 2013, from Department of Water(DOW) requesting consideration of a Personnel Files Access Agreement between DOW and DPS/HR Mr. Maerina moved to receive the correspondence. Ms. Aranio seconded the motion. Motion carried 6:0 Mr. Takatsuki said Mr. Craddick has been making demands of what he wants DPS to do rather than the Department of Water giving DPS the personnel files. Mr. Takatsuki said DPS had received the Personnel Files Access Agreement earlier but DPS would not be signing off on it. Mr. Takatsuki said he would be Civil Service Commission Open Session July 23, 2013 Page 5 SUBJECT DISCUSSION ACTION corresponding with Mr. Craddick, not so much on this issue, but on other issues that have been popping up more often than usual. Attorney Guyot suggested the Commission go into an unanticipated Executive Session for an explanation of some of the items that should be discussed in an Executive Session and to consider the Commission's duties, privileges, immunities, and/or liabilities as they may relate to this item. Mr. Maerina moved to go into Executive Session at 3:54 p.m. Ms. Aranio seconded the motion. Motion carried 6:0 Return to Open The meeting resumed in Open Session at 4:18 Session p.m. Mr. Maerina moved to ratify the actions of the Commission to send a letter to the Board of Water Supply regarding the letter referenced in CSC 2013-11. Ms. Aranio seconded the motion. Motion carried 6:0 Director's CSC 2013-12 a. Weekly Report Ending June 14, 2013 Report b. Weekly Report Ending June 21, 2013 c. Weekly Report Ending June 28, 2013 d. Weekly Report Ending July 5, 2013 Mr. Morita questioned the status of the Job Performance Report(JPR)that was noted as not being in the employee's personnel jacket. Mr. Takatsuki stated they have not been able to find the JPR, which may have been kept separate and apart from the personnel jacket. In checking with the Boards and Commissions' Office they do not have any JPR files. The employee was notified that the JPR could not be located,but DPS will continue to look for it and notify them accordingly; it may be in a separate file with the payroll changes that are initiated when there are pay raises. With the handover of the personnel files to DPS, Mr. Morita asked who takes the responsibility in the Civil Service Commission Open Session July 23, 2013 Page 6 SUBJECT DISCUSSION ACTION future if something is not in the file. Ms. Matsumoto explained that there is a procedure in place requiring the Departments to sign off when they hand over a file. Mr. Takatsuki said they sign that they are submitting a complete folder, but DPS does not know exactly what is inside the folder when it is accepted. Ms. Matsumoto said July 1, Act 208 became effective in which security officers have to be certified, and asked if DPS has worked with the Departments on getting those positions certified where needed. Mr. Takatsuki said it is under discussion and review. It was requested by Ms. Matsumoto that Act 208 be placed on the August agenda for discussion. Ms. Aranio moved to receive the Director's Reports. Mr. Maerina seconded the motion. Motion carried 6:0 Ratify Commission actions taken in Executive Session for items: ES-009, ES-23, and ES-010 Mr. Morita moved to ratify the actions taken in Executive Session: ES-009—approved as circulated ES-23 —On-going ES-010—Commission approved to not waive the attorney-client privilege to release Executive Session Minutes. Ms. Aranio seconded the motion. Motion carried 6:0 Announcements Next Meeting: Tuesday, August 27, 2013 at 3:00 p.m. Adjournment Mr. Maerina moved to adjourn the meeting at 4:29 p.m. Ms. Aranio seconded the motion. Motion carried 6:0 Civil Service Commission Open Session July 23, 2013 Page 7 Submitted by: Reviewed and Approved by: Barbara Davis, Staff Support Clerk Catherine Adams, Chair ( ) Approved as is. ( ) Approved with amendments. See minutes of meeting.