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HomeMy WebLinkAbout2014_0527_Minutes Open_APPROVEDCOUNTY OF KAUAI Minutes of Meeting OPEN SESSION Approved as circulated 6/24/14 Board /Committee: CIVIL SERVICE COMMISSION Meeting Date May 27, 2014 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room Start of Meeting: 2:00 p.m. End of Meeting: 4:40 p.m. 3 Present Chair John Low; Vice Chair Roy Morita. Members: Cathy Adams; Nancy Golden; Elizabeth Hahn; Richard Jose; Karen Matsumoto Also: Deputy County Attorney Mauna Kea Trask; Deputy County Attorney Ian Jung; Acting Personnel Services Manager Thomas Takatsuki; HR Specialist Janine Rapozo; Boards & Commissions Office Staff. Support Clerk Barbara Davis; Administrator Paula Morikami. Public Testifier: Lonnie Sykos Excused Absent SUBJECT DISCUSSION ACTION Call To Chair Low called the meeting to order at 2:00 Order /Roll Call p.m. with 7 members present. Chair Low noted a change in the posted agenda schedule in that the meeting will begin with Open Session. Approval of Open Session Minutes of April 22, 2014 Ms. Hahn moved to approve the minutes as Minutes circulated. Ms. Golden seconded the motion. Motion carried 6:1 (abstain -Adams 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 noted that payroll will become part of DPS /HR and housed in the Office of Boards and Commissions. The HRIS task force is looking at forming another sub - committee to consider issues regarding collective bargaining. Ms. Adams asked if that was just to put the contract rules into the HRIS. Mr. Takatsuki said they would be looking at the contract language to make sure the language matches. Ms. Rapozo said they want to make sure all of the compensation language from the collective bargaining agreements are Civil Service Commission Open Session May 27, 2014 Page 2 SUBJECT DISCUSSION ACTION included as part of the payroll codes, and to make sure vacation, sick leave, and all other components are accruing correctly. Ms. Matsumoto asked if any of the Business Rules had already been set to which Ms. Rapozo said they did have an old document from which they will build from. Mr. Takatsuki said they were having issues providing training for First Aid/CPR and tried working with the Fire Department to have their personnel do the actual training, but they hit a roadblock because of the amount of time it would consume on an on -going basis. DPS has two employees, Jill Niitani and Steven Carvalho, who are certified instructors in CPR/First Aid, and will be doing the training for the various County departments and agencies. Asked if there was a Federal law that requires one person to be certified for a certain number of employees, the response was it is part of the OSHA (Occupational Safety and Health Administration) law. Ms. Rapozo added that it is based on how far you are from a medical facility so those areas that are required to have someone certified will be trained first. Asked about the possibility of outsourcing, Ms. Rapozo said that would be an option, but given the number of people that need to be trained it would be more cost effective to have in -house training. Mr. Takatsuki also said they are currently in negotiations again for HGEA bargaining units 2, 3, and 4. In addition, they met to go over proposals for bargaining unit 14, which is a new bargaining unit that includes the water safety officers and the State public workers. With regard to the budget, Ms. Rapozo said across the board departments had a slight cut in overtime and travel costs. DPS' budget in those areas have been somewhat low so this year it is a little higher with transitioning employees into the department. Because of working on the budget, the plan to meet with and update the departments and agencies on the various operational functions for the various sections has not taken place; the Recruitment and Examination portion has been completed. DPS is also working on the training for the job performance evaluation. Testimony Lonnie Sykos stated he has been following this issue for a number of years and asked the County Council what the deficiencies in the HR/Personnel function are that need to be corrected. It is apparent the County's computer system is Civil Service Commission Open Session May 27, 2014 Page 3 SUBJECT DISCUSSION ACTION obsolete and there is no oversight within payroll, especially with overtime. Without a list of deficiencies how will they know at the end of this process they are going to have a functional HR process. There does not appear to be a cohesive master plan to bring all of these pieces together in a coherent and cost effective fashion. Chair Low said he could not address the 5 years Mr. Sykos was talking about, but for the past almost 4 years that Mr. Low has been involved they have been moving forward, although it is not an easy process. Problems do have to be identified before they can be fixed, and we are moving forward in attempting to fix those issues, but it is not something that can be done overnight. Mr. Sykos asked if there was a master plan to address this change. Mr. Morita stated that two years ago a Task Force was created and their report addresses the issues Mr. Sykos is concerned about. Mr. Sykos commented that so much of this does not occur in public, even this meeting, to which Ms. Adams stated that all of the Commission's minutes and discussions are available on the internet. Director's CRC 2014 -06 a. Weekly Report Ending April 18, 2014 Reports b. Weekly Report Ending April 25, 2014 c. Weekly Report Ending May 2, 2014 d. Weekly Report Ending May 9, 2014 Ms. Adams moved to receive the Director's Reports. Ms. Matsumoto seconded the motion. Motion carried 7:0 Executive A short recess was called at 2:27 p.m. The Session meeting was called back to order at 2:32 p.m. Ms. Hahn moved to go into Executive Session seconded by Ms. Adams. Motion carried 7:0 Deputy Attorney Mauna Kea Trask read the Hawaii Revised Statutes provision as detailed on the agenda to take the Commission into Executive Session for ES -006 to approve Executive Minutes of 4/22/14 and ES -003: RFA Civil Service Commission Open Session May 27, 2014 SUBJECT DISCUSSION ACTION 2014 -01 to review a request for an appeal of denial of reclassification deferred to 5/27/14 and ES -004: CSC 2014 -05 for discussion and implementation of the hiring of the Personnel Director. Deputy Attorney Trask stated that due to his current relationship with the appellant he will need to step down and Deputy Attorney Jung will represent the department. Return to Open Ratify Commission actions taken in Executive Session for items: ES -006, ES -003 and ES -004 Session Mr. Morita moved to ratify the Commission's decision for deferral for ES -003. Mr. Jose seconded the motion. Motion carried 7:0 Ms. Adams moved to ratify all actions taken by the Commission to approve minutes listed as ES- 006 and to continue with the hiring process listed as ES -004. Ms. Matsumoto seconded the motion. Motion carried 7:0 Announcements Next Meeting: Tuesday, June 24, 2014 — 3:00 p.m. Adjournment Ms. Adams moved to adjourn the meeting at 4:40 p.m. Ms. Hahn seconded the motion. Motion carried 7:0 Submitted by: Barbara Davis, Staff Support Clerk ( ) Approved as circulated. Reviewed and Approved by: ( ) Approved with amendments John Low, Chair See minutes of meeting.