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HomeMy WebLinkAbout2014_0225_Minutes Open_APPROVEDCOUNTY OF KAUAI Minutes of Meeting OPEN SESSION Approved as circulated 3/25/14 Board /Committee: I CIVIL SERVICE COMMISSION Meeting Date February 25, 2014 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room Start of Meeting: 3:01 p.m. End of Meeting: 3:21 p.m. 3 Present Vice -Chair Roy Morita. Members: Cathy Adams; Lani Aranio; Richard Jose; 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 Chair John Low. Members Karen Matsumoto; Gilbert Maerina Absent SUBJECT DISCUSSION ACTION Call To Vice -Chair Morita called the meeting to order at Order/Roll Call 3:01 p.m. with 4 members present Approval of Open Session Minutes of January 28, 2014 Ms. Aranio moved to approve the minutes as Minutes circulated. Ms. Adams 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) Mr. Takatsuki said on -site training with the various agencies has not been scheduled yet due to the on -going budget process during January and February. Now that the budget review with the Mayor is completed the training sessions can be scheduled starting in March. The flow charts have also been completed and will be discussed with the departments so they understand what their responsibilities are as well as the responsibilities of Human Resources. There was an increase to the Human Resources budget for the upcoming fiscal year mostly due to the relocation of the payroll section to HR. Logistics for this move still need to be worked out as HR is currently very tight on offices ace. Mr. Takatsuki mentioned that the Cost Control Civil Service Commission Open Session February 25, 2014 Page 2 SUBJECT DISCUSSION ACTION Commission has requested an update on the transition to a Human Resources Department so he or one of his staff will attend their March 10 meeting. The 89 -day contract employee is currently working on updating the employee files so the correct information can be imputed into the AS 400 system to assist with the accuracy of the reports that need to be generated. Ms. Rapozo said the HRIS committee now meets twice a month with Brandon Raines, head of the IT Division, and Ms. Rapozo is co- chairing the committee. Previously the Committee was not moving in any particular direction so with participants from IT, Finance, and HR they can start to form task groups. At the last meeting the most critical goals and tasks were assigned with the first task being an inventory of customizations in the HRIS system. In the past to solve certain problems, they customized solutions, and over the years with the continued customizing no one knows what is in the system. IT is taking the lead to see if the system needs to be kept, changed, or even eliminated while keeping the necessary components. The second task assignment is to reconcile the accruals with the departments. The audit finding for the last few years indicate the accruals in the system do not match with the hard copy of the timesheets and accruals in the departments. HR staff will be working on defining employee information needs to make sure the correct information is being put into the system along with creating a new payroll certification form where the information is in line with the system. The payroll codes will also be reviewed since it is the essence of what is creating the problems. Asked about the audit, Ms. Rapozo explained that it is part of the overall annual audit. CSC 2014 -02 Verbal Update from Commissioner Adams on presentation to the Charter Review Commission for Article XV changing the name from "Personnel Services" to "Human Resources" Ms. Adams attended the Charter Review Commission meeting on January 27th and the Commission was questioning why the Civil Service Commission was Civil Service Commission Open Session February 25, 2014 Page 3 SUBJECT DISCUSSION ACTION recommending this change. Ms. Adams explained to the Charter Commission the process of going from Personnel Services to Human Resources in which the question came up that while the Director would be appointed and removed by the Commission there was new language added that the Director would come under the general supervision of the mayor. Because of the concern with the Police Commission's suit, the Charter Commission felt that task is already part of the present description of the mayor's duties and that appointees are under the general supervision of the mayor so why did the Civil Service Commission want to add that in? Ms. Adams explained that it was only to clarify it further because there seems to be confusion. Ms. Adams stated that there was further discussion after she left and the Charter Commission seemed to accept all but that phrase. It is believed that the Charter Commission wants to wait until everything is settled in court before doing anything with clarification. Ms. Adams thought the Charter Commission might draft an amendment to put before the electorate. CSC 2014 -03 a. Weekly Report Ending January 17, 2014 b. Weekly Report Ending g anuary 24, 2014 c. Weekly Report Ending January 31, 2014 d. Weekly Report Ending February 7, 2014 Ms. Aranio questioned the term Billy Pugh to which the Commission was informed that it is a type of equipment. Mr. Takatsuki responded to a question as to whether there is a problem defining the HR roles and responsibilities between the Police Department and DPS to which Mr. Takatsuki said the issue came up because some employees within the department were doing things a certain way knowing that procedures had already been setup, but things are slowly moving forward. Asked about Verbal Judo, Ms. Adams explained it is how to say things in a non - confrontational way; it is both customer service and education in non - confrontational ways for handling situations. Ms. Adams moved to receive the Director's Reports. Ms. Aranio seconded the motion. Motion carried 4:0 Civil Service Commission Open Session February 25, 2014 Page 4 SUBJECT DISCUSSION ACTION ES -002 Executive Session Minutes of January 28, 2014 Mr. Aranio moved to approve the minutes as circulated. Mr. Jose seconded the motion. Motion carried 4:0 Announcements Next Meeting: Tuesday, March 25, 2014 — 3:00 p.m. Adjournment Ms. Adams moved to adjourn the meeting at 3:21 p.m. Ms. Aranio seconded the motion. Motion carried 4:0 Submitted by: Barbara Davis, Staff Support Clerk () Approved as circulated. () Approved with amendments. See minutes of Reviewed and Approved by: meeting. Roy Morita, Vice -Chair