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HomeMy WebLinkAbout2013_0827_Minutes Open_APPROVED COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Approved as circulated 9/24/13 Board/Committee: CIVIL SERVICE COMMISSION Meeting Date I August 27, 2013 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room Start of Meeting: 3:02 p.m. End of Meeting: 3:40 p.m. 3 Present Chair Cathy Adams; Vice-Chair John Low. Members: Lani Aranio; Richard Jose; 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 Member: Gilbert Maerina Absent SUBJECT DISCUSSION ACTION Prior to the start of the meeting, Council Administrative Assistant Eddie Topenio gave the Oath of Office to new Commission member Richard Jose. Call To Chair Adams called the meeting to order at 3 :02 Order/Roll Call p.m. with 6 members present Approval of Open Session Minutes of July 23, 2013 Ms. Aranio moved to approve the minutes as Minutes circulated. Mr. Morita 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 announced that one of the DPS clerks will be moving to Council Services on September 4; on October 1 the new Human Resources Specialist II, who will be handling Workman's Comp, will be coming on board. Mr. Takatsuki distributed a schedule of meetings at which DPS will discuss the recruitment process with the various departments. The other on-going issue has been the vacancy report that DPS has to provide to the County Council. In working with IT, we have gotten the first run but now we need to talk to the Council Chair to see if that is what he wants. Civil Service Commission Open Session August 27, 2012 Page 2 SUBJECT DISCUSSION ACTION The HRIS Task Force is on hiatus because Ms. Motta is out on medical leave and their work will resume when she returns in about 6 weeks. DPS continues to work with Eric on vacancy reports and some of the other on-going issues that are not part of the HRIS. Chair Adams asked if DPS had received the Department of Water personnel files; Mr. Takatsuki replied no. Ms. Rapozo explained that the Mayor did meet with the Water Manager and their HR Coordinator;DOW will determine what they feel they still need from the personnel files and let DPS know exactly what they need. Mr. Low asked when the files were supposed to be turned over to DPS;the response was October 2012. Prosecuting Attorney's Office is also outstanding, but Mr. Kollar thought it might be his fault as he had his office manager doing too many things. Ms. Rapozo said they hope to address some of these items during the first quarterly meetings scheduled. Ms. Matsumoto asked if the old files that need to be archived were being turned in. Mr. Takatsuki said the files for those who have terminated or left government service are being sent in. CSC 2013-13 Update on Act 208 as relates to the County of Kaua'i Park Security Officers Mr. Takatsuki said DPS has been working with the Parks Department to meet the August 1 deadline of qualifying the Park's Security Officers. Because of the short lead time that date was not possible so the new target date is August 31. There was an issue as to whether or not the interpretation of the law required us to participate. From DPS's investigation and discussing with the other jurisdictions whether they did or did not do it, we are the only jurisdiction that has not done anything. Attorney Guyot said this goes back approximately two years at which time they met with the Private Investigator/Security Board who had control of this Civil Service Commission Open Session August 27, 2012 Page 3 SUBJECT DISCUSSION ACTION Act. The Board was reluctant to exclude State,County and Federal employees from that Act. At that time the language was not clear as to whether they were covered or not; they just said they were covered under the whole umbrella of activities. While other jurisdictions were upset,they did not push but they did consider having the State Legislators work on it, which apparently was not successful. Before the Bill was finalized, language was included that now does specifically include State, County and Federal employees. It can be argued whether DCCA (Department of Commerce and Consumer Affairs), which is an agency that governs commercial activities, is allowed to pass a rule for a governmental agency. If it was to get pushed and a court agreed that we were they would merely amend it to make it comport to any minor differences they have. Ms. Matsumoto asked if the County would be responsible for paying for the certification. Attorney Guyot said they would have to. Mr. Takatsuki said the class specification and the position description have not been amended yet to require the certification. Ms. Matsumoto asked if the certification will be required at the time of employment when they recruit or will it be covered by the County within the 6 months probation to which Mr. Takatsuki said the short answer is no;they have not done anything yet because of the other issues they are working on. (inaudible - static with sound system) Mr. Takatsuki said they were working with KCC (Kaua'i Community College)for training classes, but the full session classes are on August 314 and he does not know if Parks and Recreation has done anything yet. Attorney Guyot said there are on-going discussions with the department as to what they want to do. Asked about training programs the County may have with KCC's OCET(Office of Continuing Education & Training), Ms. Rapozo said there is no formal agreement but they can look into possibly getting this into the training program. Ms. Matsumoto thought the requirements tied into the assigned job duties. Mr. Takatsuki said most of the jurisdictions amended their class specifications to require they have the license and the certificate. Ms. Civil Service Commission Open Session August 27, 2012 Page 4 SUBJECT DISCUSSION ACTION Matsumoto remembered that the cost of getting the certification was a big problem and would not want to see that expense put on the employees. Ms. Rapozo thought it was only O`ahu that was providing certification classes,but if it can be brought here that would help the situation. In fairness to the department there was a lot of discussion on whether they could revise the class specifications in that manner. Chair Adams asked that the Commission be updated on this at the next meeting. Director's CSC 2013-14 a. Weekly Report Ending July 12, 2013 Report b. Weekly Report Ending July 19, 2013 c. Weekly Report Ending August 2, 2013 d. Weekly Report Ending August 9, 2013 Mr. Morita asked if the review and classification was one of the recommendations made by the Task Force to which Mr. Takatsuki said the classification and compensation section continues to operate the way it has always operated. Mr. Takatsuki said some of the requests the Department is working on is for re-organization and he is looking at the one the Water Department just did for their billing section. Mr. Morita moved to receive the Director's Report. Ms. Aranio seconded the motion. Motion carried 6:0 Executive Ms. Matsumoto moved to go into Executive Session Session at 3:25 p.m. Ms. Aranio seconded the motion. Motion carried 6:0 Attorney Guyot read the Hawaii Revised Statutes provision as detailed on the agenda to take the Commission into Executive Session for ES-011 to take action on the Executive Session Civil Service Commission Open Session August 27, 2012 Page 5 SUBJECT DISCUSSION ACTION 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 exited the meeting at 3:27 p.m. Return to Open Ratify Commission actions taken in Executive Session for items: Session ES-011 and ES-23 ES-23: Mr. Morita moved to appoint Thomas Takatsuki as the Acting Director of Personnel Services through December 2014. Mr. Low Mr. Morita said the County was so fortunate to have Mr. Takatsuki stay on seconded the motion. because there are a lot of unsettled Task Force recommendations and it would be unfair to hire a Director who inherits these issues and is told to fix them. It is hoped most of those recommendations would be accomplished so the new Director can begin to maintain those policies. Motion carried 6:0 ES-011: Ms. Aranio moved to ratify the actions taken in Executive Session to approve the minutes as circulated. Mr. Morita seconded the motion. Motion carried 6:0 Announcements Next Meeting: Tuesday, September 24, 2013 —3:00 p.m. Adjournment Mr. Morita moved to adjourn the meeting at 3:40 p.m. Mr. Low seconded the motion. Motion carried 6:0 Submitted by: Reviewed and Approved by: Barbara Davis, Staff Support Clerk Catherine Adams, Chair ( X) Approved as circulated 9/24/13 Civil Service Commission Open Session August 27, 2012 Page 6 ( ) Approved with amendments. See minutes of meeting.