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HomeMy WebLinkAbout2014_0128_Minutes Open_APPROVEDCOUNTY OF KAUAI Minutes of Meeting OPEN SESSION Approved as circulated 2/25/14 Board /Committee: I CIVIL SERVICE COMMISSION Meeting Date January 28, 2014 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room Start of Meeting: 3:00 p.m. End of Meeting: 3:41 p.m. 3 Present Chair John Low; Vice -Chair Roy Morita. Members: Richard Jose; Karen Matsumoto; Gilbert Maerina (3:08 p.m.) Also: Deputy County Attorney Marc Guyot; Personnel Services Manager Thomas Takatsuki; HR Specialist Janine Rapozo; Boards & Commissions Office Staff. Support Clerk Barbara Davis; Administrative Aide Teresa Tamura Excused Members Lani Aranio; Cathy Adams Absent i SUBJECT DISCUSSION ACTION Council Administrative Assistant Eddie Topenio gave the Oath of Office to rea ointed Commission member John Low prior to the start of the meeting. Call To The Commission extended birthday wishes to Order/Roll Call Mr. Takatsuki prior to Chair Low calling the meeting to order at 3:00 p.m. with 4 members resent. Approval of Open Session Minutes of December 17, 2013 Mr. Morita moved to approve the minutes as Minutes circulated. Mr. Jose 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) The trainings that the Department will be undertaking have been delayed because of the start of the budget process in which staff is being called upon by the various agencies for help in computing the bargaining unit increases. The Department is also trying to complete the training for the Classification and Pay and the Labor Relations areas of HR. The County did a survey of the different types of training the departments want done and at the top of the list Civil Service Commission Open Session January 28, 2014 Page 2 SUBJECT DISCUSSION ACTION is grievance handling, which will be in addition to what will be discussed with each of the departments in the Labor Relations side of the training. Asked if there were funds for all the training, Mr. Takatsuki said there is some money left in the training budget. Todayl was the first budget meeting with the Administration and there will be lots of things happening because payroll should be moving to HR with a target date of July 1, 2014. Logistics, as far as space, will become an issue. Mr. Maerina entered the meeting at 3:08 p.m. The HRIS committee has been revitalized with Ms. Rapozo and Ms. Niitani as part of that committee. Ms. Rapozo explained the committee is comprised of staff from Finance, Payroll, IT (Information Technology) and the Department of Personnel Services with the Deputy Finance Director as the head. They provided some training background to DPS on the current system limitations as well as what features there were. Because there is no funding to invest in a new system, we need to figure out how powerful the current system is to see if it can accomplish what we need it to do. Nadine Nakamura, Managing Director, asked the committee to focus more toward personnel services because payroll will be moving to DPS.' and for Ms. Rapozo to take the lead with the committee. Ms. Rapozo noted that the IT Administrator will have to be a big part in this endeavor where before he was more of just a resource person. Mr. Morita noted with no funding slated for this project, what happens if it takes the committee three years to go through the whole process, and then it does not get approved for funding. Ms. Rapozo said this committee is undertaking this as if there is no funding by looking at what our current system is, and whether or not we are just not utilizing what is there. Ms. Matsumoto said if the departments look at this as something they want to Civil Service Commission Open Session January 28, 2014 Page 3 SUBJECT DISCUSSION ACTION mold and they envision what they want from the system it will be so expensive, which is one of the reasons it has never taken off. Ms. Rapozo said they are looking at the needs of Finance and Payroll, as well as the needs of Personnel and then the departments can provide input, but HR will be the lead in developing the necessary components. Ms. Rapozo said the Managing Director is very clear with the direction and that this is a top priority to move forward in this Administration. The Commission extended their support to Ms. Rapozo in whatever is needed to get this done. Ms. Matsumoto asked what happened to the money in the budget that was earmarked for this. Mr. Takatsuki said he thought the money was still there, but it is unknown whether the money will still be appropriated next year. Ms. Matsumoto said that is why it was put in the Capital Budget, instead of the regular operating budget, so it would not have to be renewed every year. Mr. Takatsuki said he could check on it. Also, the first week of February, an 89- day hire will be assisting with updating the files to make sure the data is accurate. Ms. Rapozo said some of the codes are not accruing correctly and is causing problems. The majority of the codes seem to be working okay with the accruals, but because so many modifications have been made to the system throughout the years it is not known how one affected the other. That is one area that has to be looked at to see if the codes are doing what they are intended to do. Ms. Rapozo explained step movements, which is an area that also needs to be looked at, and determine when someone's date changes based on all the different rules. Mr. Maerina pointed out that IT should be able to capture all the business rules into the system, and while it may be complicated it can be done. Director's CSC 2014 -01 a. Weekly Report Ending December 13, 2013 Reports b. Weekly Report Ending December 20, 2013 c. Weekly Report Ending December 26 2013 Civil Service Commission Open Session January 28, 2014 Page 4 SUBJECT DISCUSSION ACTION d. Weekly Report Ending g anuM 2, 2014 e. Weekly Report Ending January 10, 2014 Mr. Morita moved to receive the Director's Reports. Mr. Maerina 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 -001: RFA 2014 -01 to consider a request for a reallocation hearing. Mr. Maerina moved to go into Executive Session at 3:32 p.m. Mr. Morita seconded the motion. Motion carried 5:0 Return to Open Ratify Commission actions taken in Executive Session for items: ES -001 Mr. Maerina moved to ratify actions taken in Session Executive Session to send a letter as discussed. Mr. Morita seconded the motion. Motion carried 5:0 Announcements Next Meeting: Tuesday, February 25, 2014, 3:00 p.m. Mr. Low noted he will be off island for the February meeting. Mr. Morita requested an agenda item for February to request Ms. Adams to give an update on her presentation to the Charter Review Commission in which the Commission is requesting a Charter amendment to change the name from De artment of Personnel Services to Human Resources. Adjournment Mr. Morita moved to adjourn the meeting at 3:41 p.m. Mr. Maerina seconded the motion. Motion carried 4:0 Submitted by: Barbara Davis, Staff Support Clerk Reviewed and Approved by: John Low, Chair Civil Service Commission Open Session January 28, 2014 Page 5 () Approved as circulated. O Approved with amendments. See minutes of meeting.