Loading...
HomeMy WebLinkAbout2014_0624_Minutes Open_APPROVEDCOUNTY OF KAUAI Minutes of Meeting OPEN SESSION Approved as circulated 7/22/14 Board /Committee: CIVIL SERVICE COMMISSION Meeting Date June 24, 2014 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room Start of Meeting: 3:00 p.m. End of Meeting: 4:20 p.m. 3 Present Chair John Low; Vice Chair Roy Morita. Members: Cathy Adams; Nancy Golden; Elizabeth Hahn (3:08 p.m.); Richard Jose; Karen Matsumoto Also: 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; Administrative Aide Teresa Tamura. Excused Absent SUBJECT DISCUSSION ACTION Call To Order /Roll Call Chair Low called the meeting to order at 3:05 p.m. with 6 members present. Approval of Open Session Minutes of May 27, 2014 Mr. Morita moved to approve the minutes as Minutes circulated. Ms. Adams seconded the motion. Motion carried 6:0 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 reported that while payroll will become part of DPS /HR effective July 1, 2014, the personnel have already been relocated into the Office of Boards & Commissions. Another change being put into place for the clerical staff is a flow chart of what they need to do and how they need to do it, which will become the policies and procedures for their position as well as establish backup for their position. Flow charts for Classification, Pay, Labor Relations, and Compensation are still a work in progress, and the hope is to Ms. Hahn entered the meeting at 3:08 p.m. have them completed very soon. Ms. Ra ozo reported that the HRIS Task Civil Service Commission Open Session June 24, 2014 Page 2 SUBJECT DISCUSSION ACTION Force subcommittee had a demonstration of NEOGOV, which is the vendor currently used for the recruitment module, and received a reasonable price quote which can be used county -wide for other reporting needs, but all the information needs to be gathered before anything can be implemented. As reported last month, Mr. Takatsuki said labor negotiations are starting with HGEA 2, 3, and 4. On June 30 proposals will be exchanged for Bargaining Unit 14, which is a new bargaining unit, so there will be a lot of proposals negotiating everything from the beginning. PKF Hawaii will be performing an audit, which will include payroll, compensation practices, and hiring practices. Mr. Takatsuki pointed out the dollar funded position shown in the budget is in the Labor Relations section so the Classification, Pay section handle grievances, labor relations negotiations, and classification and pay, which includes reallocations and reviewing of the various classes. Ms. Rapozo reiterated that there is one HR Specialist position that is dollar funded and with Mr. Takatsuki wearing two hats right now the Department is down two bodies. Director's CRC 2014 -06 a. Weekly Report Ending May 16, 2014 Reports b. Weekly Report Ending May 23, 2014 c. Weekly Report Ending May 30, 2014 d. Weekly Report Ending June 6, 2014 Asked about classification showing up in each of the weekly reports, Mr. Takatsuki explained that classification in on- going; the assignments are completed, but new ones come in, and around May the Fire Department submitted 145 requests to be reviewed. There are only two staff to do this job so it does take time. Ms. Rapozo announced that during the Department Heads meeting the Mayor and Managing Director gave out awards for budget, and she wanted to recognize Mr. Takatsuki and the Department for receiving the award for the best written presentation. Ms. Rapozo noted the recent tragedy within the Parks Department saying prior to the consolidation of the departments, every department had to handle this situation on their own. This time DPS /HR took the lead, contacted OSHA, and coordinated meetings with Civil Service Commission Open Session June 24, 2014 Page 3 SUBJECT DISCUSSION ACTION the pertinent parties, in addition to counseling sessions for all the employees, which took the burden off the department. Mr. Morita moved to receive the Director's Reports. Ms. Hahn seconded the motion. Motion carried 7:0 Deputy Attorney Jung explained if the Commission was going to ask legal questions in terms of the hiring of a director they can go into Executive Session. If the Commission only wants the background on the Planning Commission's rules for Chapter 14 that is best served in Open Session, Ms. Adams moved to amend the agenda to convert the sample rules covering Chapter 14 of the Planning Commission from ES -004 to Open Session. Ms. Hahn seconded the motion. Motion carried 7:0 Deputy Attorney Jung explained that he staffs all of the Planning Department related commissions, and in this particular case the originally proposed Chapter 14 that was included with the meeting packet has now become Chapter 15 of the Rules of Practice and Procedure of the Kauai County Planning Commission. This originated when some of the Planning Commissioners wanted to know what to do in the event there is a need to select a Director. A Permitted Interaction Group developed a process, which is the Chapter 15 presented, that could be a model for other commissions that appoint their department head. One of the critical items is not just the selection itself, but the evaluation, which follows the standardized process that HR came up with and incorporate that into the rule making procedures. The Planning Commission first looked at various types of a nomination process in which one step allows Commissioners to bring to the table someone they feel is best suited for the position. Internally the Commission would have to come Civil Service Commission Open Session June 24, 2014 •,_- . SUBJECT DISCUSSION ACTION up with a process to make sure the Minimum Qualifications (MQs) are met. Mr. Morita pointed out that the Civil Service Commission hires the Director for DPS, and asked who would verify the MQs. Deputy Attorney Jung said there could be a conflict situation, but if there is an acting or outgoing department head perhaps that person could do it. There would probably need to be some type of contingency plan with an independent review. If the Commission wants to implement this process that will need to be part of the dialogue. Once it has been certified that a candidate meets the minimum MQs based on the resumes submitted, and if any Commissioner wanted to submit someone's resume they would need to make sure that resume covers the minimum MQs. The second layer is if the Commissioners do not nominate someone, or there is no agreement among the Commissioners to get the nomination process through and they are divergent on the views of who should be the Director. You move to the second layer if you do not succeed at the first layer in which no candidates are nominated, or the Commission fails to take action on any of the nominated candidates; there are 3 steps outlined in the Rules such as compiling a list of candidates for recommendation to the Commission, contract with a consultant, or develop a process to select the Director. Mr. Low asked if they could form a committee to look at the qualifications of personnel already working in the Department to which Deputy Attorney Jung said that was an option. He continued by saying the Commission could develop its own process now. For the review of the MQs this Commission could form a select committee to verify, and tender its recommendation on those MQs to the full Commission. With 6 Commissions that appoint their Director Mr. Morita asked if it is possible to set a standard for consistency in handling the selection, evaluation, and dismissal process. Deputy Attorney Jung said each Commission has its own rule set; one approach could be to standardize through County Ordinance. The Planning Commission wanted the potential for dismissal without a hearing, but a hearing is required for the Police Chief Standardizing through a Civil Service Commission Open Session June 24, 2014 Page 5 SUBJECT DISCUSSION ACTION charter amendment would be setting the structure of government organization. Ordinance are the details that implement the structure and carves out duties and responsibilities. Ms. Adams said it could be a two -step approach with the Commission recommending this be the standardized approach with a charter amendment worked out to make it the actual rule. Ms. Adams stated she would like time to review the Planning Commission's rules and make sure she is in harmony with them, but she does like the concept. Ms. Rapozo confirmed that the evaluation format was the one adopted by the Civil Service Commission, but the Resolution does state that it is the call of the Director. Deputy Attorney Jung explained the 3 step process involved with a Permitted Interaction Group, and normally an attorney would be available to assist in the process. Mr. Morita asked to place consideration of amending the Civil Service Commission Rules on the next agenda for discussion to which Deputy Attorney Jung offered to help with the agenda item. Executive Deputy Attorney Ian Jung read the Hawai'i Session Revised Statutes provision as detailed on the agenda to take the Commission into Executive Session for ES -007 to approve Executive Minutes of 5/27/14 and ES -003: RFA 2014 -01 to review a request for an appeal of denial of reclassification and ES -004: CSC 2014 -05 for discussion and implementation of the hiring of the Personnel Director. Ms. Adams moved to go into Executive Session at 3:46 p.m. Mr. Morita seconded the motion. Motion carried 7:0 Return to Open Ratify Commission actions taken in Executive Session for items: The meeting resumed in Open Session at 4:19 Civil Service Commission Open Session June 24, 2014 '._- • SUBJECT DISCUSSION ACTION Session ES -007, ES -003 and ES -004 p.m. Ms. Adams moved to ratify actions of the Commission. Mr. Jose seconded the motion. Motion carried 7:0 Announcements Next Meeting: Tuesday, July 22, 2014 Adjournment Ms. Adams moved to adjourn the meeting at 4:20 p.m. Mr. Jose /Ms. Hahn seconded the motion. Motion carried 7:0 Submitted by: Barbara Davis, Staff Support Clerk O Approved as circulated. () Approved with amendments. See minutes of Reviewed and Approved by: meeting. John Low, Chair