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HomeMy WebLinkAbout2013_1022_Minutes Open_APPROVED COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Approved as circulated 11/26/13 Board/Committee: CIVIL SERVICE COMMISSION Meeting Date I October 22, 2013 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room 3 Start of Meeting: 3 :00 p.m. End of Meeting: 3 :48 p.m. Present Chair Cathy Adams; Vice-Chair John Low. Members: Lani Aranio; Richard Jose; Gilbert Maerina, Karen Matsumoto; Roy Morita Also: Deputy County Attorney Marc Guyot; Personnel Services Manager Thomas Takatsuki; Boards & Commissions Office Staff: Support Clerk Barbara Davis; Administrator Paula Morikami; HR Specialist Janine Rapozo; HR Specialist II Jill Niitani; Deputy Manager-Engineer, Department of Water, Kirk Saiki Excused Absent SUBJECT DISCUSSION ACTION Call To Chair Adams called the meeting to order at 3:00 Order/Roll Call p.m. with 7 members present Approval of Open Session Minutes of September 24, 2013 Ms. Aranio moved to approve the minutes. Mr. Minutes Morita seconded the motion. Page 5, Line 4: Ms. Matsumoto requested the word "of' between reorganization and policy and procedures be deleted. Motion to approve minutes as corrected carried 7:0 Mr. Takatsuki introduced Ms. Niitani, the new HR Specialist II who will be working with Ms. Rapozo. Communication CSC 2013- 17 Department of Personnel Services Annual Report Chair Adams commended Mr. Takatsuki on an excellent report but questioned with all the work, time and efforts put into the HRIS why there was no mention of it in the report. Mr. Takatsuki said it was still a work in progress and will be included in a future report. Mr. Morita moved to receive the Annual Report. Ms. Aranio seconded the motion. Motion carried 7:0 Business CSC 2012-29 Implementation of the Human Resources Department (On- going) Civil Service Commission Open Session October 22, 2013 Page 2 SUBJECT DISCUSSION ACTION b. Update from the Director of Personnel Services on the Transition Plan for the Implementation of the Human Resources Department(On-going) Mr. Takatsuki reported they have completed the Recruitment and Exam process, which in of itself, is an on-going process because of lots of questions coming in from the departments. Ms. Rapozo explained that following the meetings they sent out a communication to all departments asking for follow- up information on how they perceived handling some of the details so it can be customized to how the departments want it. DPS/HR is continuing to work on Classification and Pay but have not yet scheduled any meetings. The other issue being discussed concerns the HRIS and payroll and whether those positions should move from Finance to DPS/HR as they look at July 1, 2014 for the conversion. Ms. Rapozo noted that in the HR Task Force Report there was mention of the payroll functions and that possibly being the second step to the move of having a comprehensive HR Department. Approval was received to hire a HR Clerk so Kari will be returning to the Department. We are working with IT on getting the HRIS system to take one change and enter it into several fields rather than having to enter the same information in multiple fields. c. Response dated 10/4/13 from the Board of Water as relates to the transfer of personnel files from the Department of Water to the DPS/HR Department Chair Adams expressed her personal frustration by the seemingly lack of cooperation in getting the DOW files to DPS/HR,which is part of the design to have a comprehensive Human Resources Department. Mr. Saiki said the last correspondence sent from the Board of Water indicates the files will be transferred but DOW needs access to them because the Department has Civil Service Commission Open Session October 22, 2013 Page 3 SUBJECT DISCUSSION ACTION retained their own Human Resources Specialist. A concern is the logistics of who picks them up or does DOW have to deliver the files. Mr. Takatsuki said if the department can box the files and have them ready, his staff is willing to pick the files up. Mr. Saiki said they have also spoken with the union about keeping two sets of personnel files and if the DOW's or DPS' files are not totally complete and exactly alike there will be problems. Mr. Takatsuki clarified the issue saying there are departments that keep a personnel jacket on each of their employees, but it has to be understood that file is not the official file. The official file is located in the DPS/HR Office, and the employee has a right to review their personnel folder. Because DPS/HR will be performing all payroll certifications they can continue to make copies and send them to the department. Mr. Saiki said he thought the real issue was whether Debra(Peat') would have access when she needs it. Mr. Takatsuki said DPS will provide her with the access and asked the Deputy Attorney if DOW needed clearance from the employee to review a file since it is the employee's personnel jacket. Attorney Guyot said using Debra as an example, she would not need clearance because she is acting on behalf of the director and has a reasonable, logical basis on which to review it, and would normally do that within the course and scope of her employment. The same protocols and confidentiality would apply to her as anyone from DPS/HR. Asking about grievances, Mr. Morita was informed that if a grievance is filed the official file, which is with DPS, would be the primary file. Mr. Takatsuki stated he would not sign the agreement DOW had sent over to which Mr. Saiki said he understood. Mr. Saiki said a lot of what Debra does sometimes is on the weekend which is why she needs access. Chair Adams said she would like to nail this down before the Commission's Civil Service Commission Open Session October 22, 2013 Page 4 SUBJECT DISCUSSION ACTION next meeting and asked when the files would be transferred. Mr. Saiki said since he is standing in for Debra and David (Craddick) he would not make a commitment, but he would let them know that the files need to be boxed. Ms. Aranio requested that a date be established for the transfer of the files in which the Commission said all files should be completely turned over to DPS by November 26. Ms. Matsumoto noted from the annual report that no classifications were abolished and asked why they were keeping the Personnel Management Specialist levels, which may get confused with the HR Specialist, and further added that when the classes were adopted,some of them were being considered to be dropped or abolished. Mr. Takatsuki said the issue with the PMSs is two were picked up as Personnel Management Specialists I when they were hired, so at this time they will stay as such. Ms. Matsumoto thought that would become a problem in the future. Ms. Matsumoto thought other jurisdictions might have Personnel Management Specialists,but they are in the departments. Mr. Takatsuki said because of individuals currently classified as PMS I, he was not going to abolish any of the classes at this time,but those classes could be deleted down the line. CSC 2013-18 Discussion on proposing an amendment to Article XV of the Kaua`i County Charter to change the Department of Personnel Services to the Department of Human Resources Chair Adams said she is getting tired of the term DPS/HR and asked the Commission to make a proposal to the Charter Commission to change the name to Department of Human Resources. Attorney Guyot noted that Article XV of the Charter covers the Department of Personnel Services, however it is required under HRS (Hawai`i Revised Statutes)which discusses a concept of a Department of Personnel Services,but Civil Service Commission Open Session October 22, 2013 Page 5 SUBJECT DISCUSSION ACTION they now allow it to be under a variety of different names. Ms. Morikami said the Charter Review Commission is currently looking at Charter amendment proposals for the 2014 general election ballot and they will determine if they would like to place this on the ballot. This amendment was proposed last year but it was felt that it was too early because the transition was just then happening. Ms. Morikami suggested the Civil Service Commission send a letter to the Charter Review Commission asking them for their consideration in incorporating this as a ballot question. Chair Adams said it was a perfect time as sometimes it takes several election cycles to get people to actually vote on amendments. Mr. Morita moved that the Civil Service Commission send a letter to the Charter Review Commission asking for their consideration in incorporating the departmental name change as a 2014 ballot question. Mr. Maerina seconded the motion. Motion carried 7:0 CSC 2013-16 a. Weekly Report Ending September 13, 2013 b. Weekly Report Ending September 20, 2013 c. Weekly Report Ending September 27, 2013 d. Weekly Report Ending October 4, 2013 Chair Adams said these reports are included on the public website and asked if they should have anything under Risk Management for vehicular incident or industrial accident because if something were to happen is that really something that should be publicized. Mr. Takatsuki said they are sensitive to the information included in the reports. Ms. Rapozo said it follows the report that goes to the Managing Director,but if the Chair prefers it can be left off the Commission's report to which the reply was yes. Chair Adams also noted that each of the reports uses the term "exists interviews" instead of "exit interviews". Civil Service Commission Open Session October 22, 2013 Page 6 SUBJECT DISCUSSION ACTION Attorney Guyot said they may also want to have some thoughts regarding some of the items listed in the report below Risk Management. If there is something of significance to be brought to the Commission it could be placed in Executive Session under the personnel information exception or under consultation with the attorney. Ms. Aranio moved to receive the reports. Mr. Jose seconded the motion. Motion carried 7:0 Executive Ms. Aranio moved to go into Executive Session Session at 3:38 p.m. Mr. Low seconded the motion. Motion carried 7:0 Attorney Guyot read the Hawaii Revised Statutes provision as detailed on the agenda to take the Commission into Executive Session for ES-013. Return to Open Ratify Commission actions taken in Executive Session for items: The meeting resumed in Open Session at 3:47 Session ES-013 p.m. with no items to be ratified Announcements Next Meeting: Tuesday, November 26, 2013 —3:00 p.m. Adjournment Mr. Morita moved to adjourn the meeting at 3:48 p.m. Mr. Low seconded the motion. Motion carried 7:0 Submitted by: Reviewed and Approved by: Barbara Davis, Staff Support Clerk Catherine Adams, Chair ( ) Approved as is. ( ) Approved with amendments. See minutes of meeting.