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HomeMy WebLinkAbout2014_0325_Minutes Open_APPROVEDCOUNTY OF KAUAI Minutes of Meeting OPEN SESSION Approved as circulated 4/22/14 Board /Committee: I CIVIL SERVICE COMMISSION Meeting Date March 25, 2014 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room Start of Meeting: 3:02 p.m. End of Meeting: 3:50 p.m. 3 Present Vice Chair Roy Morita. Members: Cathy Adams; Lani Aranio; Gilbert Maerina (3:03 p.m.); Karen Matsumoto Also: Deputy County Attorney Mauna Kea Trask; Personnel Services Manager Thomas Takatsuki; HR Specialist Janine Rapozo; Boards & Commissions Office Staff. Support Clerk Barbara Davis; Administrative Aide Teresa Tamura; Administrator Paula Morikami Excused Chair John Low. Member Richard Jose Absent SUBJECT DISCUSSION ACTION Call To Vice Chair Morita called the meeting to order at Order/Roll Call 3:02 p.m. with 4 members present Approval of Open Session Minutes of February 25, 2014 Ms. Adams moved to approve the minutes as Minutes circulated. Ms. Matsumoto seconded the motion. Motion carried 4:0 Mr. Maerina entered the meeting at 3:03 p.m. Mayor Carvalho stopped by to say how much he appreciates what the Commission is doing and will be doing and acknowledged his appreciation for the Boards and Commissions team for preparing the information for this Commission to make those hard decisions. The Mayor then focused on Lani Aranio and Gilbert Maerina, thanking them for their years of service to the Civil Service Commission. The Mayor again thanked the Commission for making time, giving back, and being part of the process noting that government is very, very challenging because of all of the different factors that seem to come at one time. Business CRC 2012 -29 Implementation of the Human Resources Department (On- going) b. U date from the Director of Personnel Services on the Transition Plan for Civil Service Commission Open Session March 25, 2014 Page 2 SUBJECT DISCUSSION ACTION the Implementation of the Human Resources Department (On- going) Mr. Takatsuki reminded the Commission that the Department's efforts were focused on the upcoming budget during February and March, which delayed meeting with the departments and working on the flow charts. The Department will present its budget to the County Council on April 15 from 1:30 to 2:30 p.m. Ms. Adams asked if it would be helpful to have Commission representation present at the budget hearing to which Mr. Takatsuki said it was very helpful last year since they were able to answer questions about the Director's position. There has also been emphasis on training with a lot of the training having been completed by Ms. Rapozo and her staff. Negotiations are coming up for Bargaining Units 2, 3, and 4 and a new Bargaining Unit 14 for the Water Safety and Public Safety Workers. Ms. Adams noted that Consultant Services had gone up substantially and asked if that was related to the payroll or HRIS. Ms. Rapozo said since 2011, Worker's Comp, Flexible S endin , and the EAP have all been moved from other departments to DPS. Director's CSC 2014 -03 a. Weekly Report Ending February 14, 2014 Report b. Weekly Report Ending February 21, 2014 c. Weekly Report Ending February 28, 2014 d. Weekly Report Ending March 7, 2014 e. Weekly Report Ending March 14, 2014 Mr. Takatsuki explained the steps involved with grievances and said he is training two of his staff, who are assigned to the Classification Pay /Labor Relations division, to do the initial write up for each of the hearings. Ms. Matsumoto expressed concern whether an HR clerk can actually do the re- description reviews and trainee classification, wondering if they would be able to catch a slight change in the wording or percentage. Mr. Takatsuki said there is a check and balance; it goes through the Classification Section to the clerk and two of the clerks can actually do the Technician level of work. The clerks have been given training and there will be additional training from the senior Civil Service Commission Open Session March 25, 2014 Page 3 SUBJECT DISCUSSION ACTION Classification staff to cover the points that need to be in the position description and the class specification to make sure the duties and responsibilities are within the perimeters. Ms. Aranio questioned the status on the backlog of the classification requests. Mr. Takatsuki thought they started with 33 positions, which is now down to 16 because they are still working on some of the re- organizational classes. Ms. Matsumoto asked if they were using the position descriptions for the job evaluations to which Mr. Takatsuki said he hoped so because it is time for all departments and agencies to do initial, new, and annual evaluations. Ms. Rapozo confirmed that training is scheduled for May for those commissions that evaluate department heads. Ms. Matsumoto questioned if the position card that was done electronically was an official document now or just an internal document. Mr. Takatsuki said they have not made it part of the official document but it is part of the NEOGOV. Ms. Rapozo added that it had not been fully converted but the HRIS task force was working on it. Ms. Adams moved to receive the Director's Reports. Ms. Aranio seconded the motion. Motion carried 5:0 Executive Attorney Trask read the Hawai'i Revised Session Statutes provision as detailed on the agenda to take the Commission into Executive Session for ES -003: RFA 2014 -01 to review a request for an appeal of denial of reclassification and ES -004: CSC 2014 -05 to consider implementation of the hiring of the Personnel Director. Ms. Adams moved to go into Executive Session at 3:30 p.m. Mr. Maerina seconded the motion. Motion carried 5:0 Return to Open Ratify Commission actions taken in Executive Session for items: The meeting resumed in Open Session at 3:46 ES -003 and ES -004 Space p.m. Ms. Aranio moved to ratify the Commission's actions. Ms. Adams seconded the Civil Service Commission Open Session March 25, 2014 Page 4 SUBJECT DISCUSSION ACTION motion. Motion carried 5:0 Ms. Adams made a motion that at the Chair's discretion someone from the Commission attend the County Council meeting on April 15 to represent the Commission in support of the Department of Personnel in their budget presentation. Mr. Maerina seconded the motion. Motion carried 5:0 Announcements Next Meeting: Tuesday, April 22, 2014 — 3:00 p.m., Moikeha Building, Li uor Conference Room 3 Adjournment Ms. Adams moved to adjourn the meeting at 3:50 p.m. Ms. Aranio seconded the motion. Motion carried 5:0 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