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HomeMy WebLinkAbout2014_0422_Minutes Open_APPROVEDCOUNTY OF KAUAI Minutes of Meeting OPEN SESSION Approved as circulated 5/27/14 Board /Committee: I CIVIL SERVICE COMMISSION Meeting Date April 22, 2014 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room Start of Meeting: 3:02 p.m. End of Meeting: 3:27 p.m. 3 Present Chair John Low; Vice Chair Roy Morita. Members: Nancy Golden; Liz Hahn; Richard Jose; Karen Matsumoto Also: Deputy County Attorney Marc Guyot; HR Manager II Janine Rapozo; HR Manager II Crystal Fujikawa; Boards & Commissions Office Staff: Support Clerk Barbara Davis; Administrative Aide Teresa Tamura Excused Member Cathy Adams Absent SUBJECT DISCUSSION ACTION Prior to the start of the meeting, Council Administrative Assistant Eddie Topenio gave the Oath of Office to new Commission members Nancy Golden and Elizabeth Hahn. Call To Chair Low called the meeting to order at 3:02 Order/Roll Call p.m. with 6 members present Approval of Open Session Minutes of March 25, 2014 Mr. Morita moved to approve the minutes as Minutes circulated. Mr. Jose seconded the motion. Motion carried 4:2 silent — Golden; Hahn Business CRC 2012 -29 Implementation of the Human Resources Department On- oin b. Update from the Director of Personnel Services on the Transition Plan for the Implementation of the Human Resources Department (On-going) Chair Low and Vice Chair Morita attended the budget review at the County Council in which the Department (of Personnel Services) did an outstanding job on their presentation, and he wanted to bring that to the attention of the other Commissioners. I[BD1] Ms. Rapozo noted that Mr. Takatsuki was on Oahu for Unit 11, Firefighters, ne otiations. She then highlighted areas of their presentation from the budget Civil Service Commission Open Session April 22, 2014 Page 2 SUBJECT DISCUSSION ACTION review such as Recruitment where there were a lot of concerns regarding the length of time it took to get the eligible lists. DPS committed to assist the departments in the various phases of recruitment, to proactively monitor the vacancies, to provide support in reviewing and amending position descriptions, and with the interview /hiring process. Ms. Fujikawa is responsible for recruitment in which they met all their goals that were set last year, and assisted departments with difficulties they were encountering with the NEOGOV system. Ms. Rapozo said that DPS is now very involved in assisting the Police Department with background investigations, the non- selection letters, and other clerical duties in which they might need help with recruitment. DPS also committed to the County Council that the quarterly vacancy report would be provided to them in a timely manner; the last quarter and this current quarter have been on time. Another success was the development of a new Customer Service Mission Statement (distributed to the Commission members). Asked about background checks, Ms. Fujikawa explained that the DPS staff does the professional reference checks with former employers; they do not do the in -depth background investigation. Vice Chair Morita complimented DPS in gaining back the confidence of the various departments and employees, and asked they keep up the good work. When asked if anyone on the staff is in fact checking to make sure the vacant position is authorized in the budget, the response is they do check, and it was pointed out that short-term hires are not included in that report. Director's CSC 2014 -05 a. Weekly Report Ending March 21, 2014 Report b. Weekly Report Ending March 28, 2014 c. Weekly Report Ending April 4, 2014 d. Weekly Report Ending April 11, 2014 Vice Chair Morita commented that it was nice to see the trainings being conducted since that was pretty much non - existent in the past. Asked for progress with HRIS, Ms. Rapozo explained that the members of the task force havespec fic work tasks assigned, in addition to the overall work of the group; Civil Service Commission Open Session April 22, 2014 Page 3 SUBJECT DISCUSSION ACTION to ensure staying on track the task force meets twice a month. Ms. Rapozo further discussed some of the requirements and due dates involved with getting payroll moved into DPS, and the challenges with office space allocation that go with that transition. Attorney Guyot mentioned that during the County Attorney's Office callback at Council, the Council questioned ethics training at which point it was explained that it is part of the on- boarding process. Attorney Guyot said they may bring it up again as part of the county -wide training. Executive Ms. Hahn moved to go into Executive Session at Session 3:22 p.m. Ms. Golden seconded the motion. Motion carried 6:0 Attorney Guyot read the Hawai'i Revised Statutes provision as detailed on the agenda to take the Commission into Executive Session for ES -005 to approve Executive Minutes of 3/25/14 and ES -003: RFA 2014 -01 to review a request for an appeal of denial of reclassification to be deferred to 5/27/14 Director's Vice Chair Morita moved to receive the Report Director's Reports. Ms. Matsumoto seconded the motion. Motion carried 6:0 Return to Open Ratify Commission actions taken in Executive Session for items: ES -005 Mr. Jose moved to ratify the Commission's Session action. Ms. Hahn seconded the motion. Motion carried 6:0 Announcements Next Meeting: Tuesday, May 27, 2014 — 2:00 p.m. Adjournment Ms. Matsumoto moved to adjourn the meeting at 3:27 p.m. Vice Chair Morita seconded the motion. Motion carried 6:0 Civil Service Commission Open Session April 22, 2014 Page 4 Submitted by: Barbara Davis, Staff Support Clerk Reviewed and Approved by: () Approved as circulated. () Approved with amendments. See minutes of meeting. John Low, Chair