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HomeMy WebLinkAbout2013_1217_Minutes Open_APPROVED COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Approved as circulated 1/28/14 Board/Committee: CIVIL SERVICE COMMISSION Meeting Date I December 17, 2013 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room Start of Meeting: 3:00 p.m. End of Meeting: 3:21 p.m. 3 Present Chair Cathy Adams. Members: Lani Aranio; Gilbert Maerina, Roy Morita Also: Deputy County Attorney Marc Guyot; HR Specialist Janine Rapozo; Boards & Commissions Office Staff: Support Clerk Barbara Davis; Administrative Aide Teresa Tamura Excused Vice-Chair John Low. Member Karen Matsumoto Absent Member Richard Jose SUBJECT DISCUSSION ACTION Call To Chair Adams called the meeting to order at 3 :00 Order/Roll Call p.m. with 4 members present Approval of Open Session Minutes of November 26, 2013 Mr. Morita moved to approve the minutes as Minutes circulated. Mr. Maerina seconded the motion. Motion carried 4:0 Business CRC 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) Personnel Files: Water Department is complete except for the medical portion of the files. Still waiting for the files from the Prosecuting Attorney's Office. Because of the holidays, scheduling a meeting with the departments was not possible this month so the target date is January to discuss termination procedures, drug and alcohol testing for all employees in the different bargaining units, and a more centralized worker's compensation claim filing. Chair Adams questioned the status of the HRIS system. Ms. Rapozo said they are working in conjunction with the HRIS Task Force as well as individually Civil Service Commission Open Session December 17, 2013 Page 2 SUBJECT DISCUSSION ACTION with payroll;there are some access issues such as having too many people with access to make changes. There are some very specific tasks that need to be inputted into the system and they are trying to work with the current system rather than investing in a new system because of financial issues. Mr. Morita questioned the vacancy report that is being done manually. Ms. Rapozo said they just turned in their first quarter report to Council,which was very late. Part of the issue is they have been working with Chair Furfaro to see exactly what they want on the report rather than to just continue to give the Council a report that may not be useful. When DPS revisited the Budget Ordinance, which is where it directs the department to do the report, it was realized that the section was changed and the information wanted is for new hires, transfers, reallocations, promotions, and vacancies. Ms. Rapozo said they had moved from manually to semi-computerized,but all the information has not been inputted into the system. Noting that the reports are still late,Ms. Rapozo stated they would be at Council the following day to answer any questions the Council may have about the report. In conjunction with the first quarter,the second quarter up to December 16 has already been prepared. This should show the commitment that the next report will be on time. Attorney Guyot asked if the drug and alcohol recognition training would be for both UPW and HGEA. Ms. Rapozo responded that was correct. CSC 2013-20 Election of Chair and Vice Chair for 2014 Ms. Aranio moved to nominate John Low as Chair. Mr. Maerina seconded the motion. Motion carried 4:0 Ms. Aranio moved to nominate Roy Morita as Vice Chair. Mr. Maerina seconded the motion. Motion carried 4:0 Attorney Guyot advised the Commission that a communication had just been Civil Service Commission Open Session December 17, 2013 Page 3 SUBJECT DISCUSSION ACTION received from the Charter Review Commission as a result of their meeting held the previous evening. They are requesting the presence of the Chair of the Civil Service Commission at their next meeting to discuss the proposed name change from "Personnel Services"to "Human Resources". Attorney Guyot asked for consideration to amend the agenda to address the request. Mr. Maerina moved to amend the agenda to receive the Charter Review Commission's request. Mr. Morita seconded the motion. Chair Adams confirmed she would be available to attend the CRC meeting on Motion carried 4:0 January 27th at 4:00 p.m. CSC 2013-21 Approval of Meeting Schedule for 2014 Mr. Morita moved to approve the 2014 meeting schedule. Mr. Maerina seconded the motion. Motion carried 4:0 Director's a. Weekly Report Ending November 22, 2013 Report b. Weekly Report Ending November 29, 2013 c. Weekly Report Ending December 6, 2013 Mr. Morita asked if the evaluation form for executive appointees was approved by the Mayor and Mr. Takatsuki. Ms. Rapozo said the Civil Service Commission approved the form. The Commissioners said it was sent to Mr. Takatsuki and they recalled that he did approve it. Attorney Guyot confirmed that the Civil Service Commission creates the format,which is then approved by the Director for use. Asked about the training for the new format, the Commission was advised that it is scheduled for May 6, 2014. Mr. Morita asked what "Globally Harmonized Systems Training" is. Ms. Rapozo said OSHA(Occupational Safety and Health Administration)is going to be standardizing the MDS (Material Data Safety)sheets,which will then be called SDS (Safety Data Sheets)and it will be standardized world-wide. Part of OSHA's requirement is that all employees be trained on it whether or not they deal with chemicals. A 4 page informational sheet was attached to all Civil Service Commission Open Session December 17, 2013 Page 4 SUBJECT DISCUSSION ACTION employee's paychecks as well as training for supervisors followed by actual training with employees at the base-yards. Mr. Morita moved to accept the Director's Reports. Ms. Aranio seconded the motion. Motion carried 4:0 ES-015: Regular Executive Session Minutes of November 26, 2013 With no questions or discussion of the Executive Session Minutes, Mr. Morita moved to approve the minutes as circulated during Open Session. Mr. Maerina seconded the motion. Motion carried 4:0 Announcements Next Meeting: Tuesday, January 28, 2014 —3:00 p.m.; Liquor Conference Room Adjournment Mr. Morita moved to adjourn the meeting at 3:21 p.m. Mr. Maerina seconded the motion. Motion carried 4:0 Submitted by: Reviewed and Approved by: Barbara Davis, Staff Support Clerk Catherine Adams, Chair ( ) Approved as circulated. ( ) Approved with amendments. See minutes of meeting.