HomeMy WebLinkAbout2014_1216_Minutes Open_APPROVEDCOUNTY OF KAUAI
Minutes of Meeting
OPEN SESSION
Approved as circulated 1/27/15
Board /Committee:
I CIVIL SERVICE COMMISSION
Meeting Date
December 16, 2014
Location
Mo'ikeha Building, Liquor Control Commission, Meeting Room
Start of Meeting: 2:03 p.m.
End of Meeting: 2:25 p.m.
3
Present
Vice Chair Roy Morita. Members: Cathy Adams; Nancy Golden; Elizabeth Hahn; Richard Jose; Karen Matsumoto
Also: Deputy County Attorney Nick Courson; Acting Personnel Services Manager Thomas Takatsuki; HR Manager II Janine
Rapozo; Boards & Commissions Office Staff. Support Clerk Barbara Davis
Excused
Chair John Low
Absent
SUBJECT
DISCUSSION
ACTION
Call To
Prior to Vice Chair Morita calling the meeting to
Order /Roll Call
order at 2:03 p.m. the Commission presented Mr.
Takatsuki with a token of their appreciation for
extending the date of his retirement by one year
in order to assist in the transition to a Human
Resources Department. Additionally a lei was
presented to Ms. Adams for her two terms as a
Commissioner and a lei was presented to the
incoming Director of Human Resources Janine
Rapozo. Following Roll Call in which 6
members were present, Vice Chair Morita
announced a change in the agenda with the Open
Session preceding the Executive Session.
Approval of
Open Session Minutes of November 7, 2014
Ms. Adams moved to approve both minutes as
Minutes
Open Session Minutes of November 25, 2014
circulated. Ms. Hahn seconded the motion.
Motion carried 6:0
Business
CRC 2012 -29 Update from the Director of Personnel Services on the transition
plan for the implementation of the Human Resources Department (On- going)
Mr. Takatsuki said one of the Department's priorities is to get an HRIS
program going sooner rather than later. Vice Chair Morita asked about the
Civil Service Commission
Open Session
December 16, 2014 Page 2
SUBJECT
DISCUSSION
ACTION
County Council's concerns with the audit program. Mr. Takatsuki explained
that Ms. Rapozo has been working with the various departments trying to get
the accruals up to date. Ms. Rapozo said the auditors cited the County for a
repeat finding that there is not enough documentation to show that a person
actually took the leave they reported on their timesheet. The Department was
under the impression that the findings were more about the accruals in the
HRIS system that did not jive with the department, which is an on -going
finding; but that has been brought down to a manageable level of 4
departments we are still working with. Ms. Rapozo asked the auditors what
can be done going forward to correct this area to which they said it was not
necessarily a payroll finding. The bottom line is the department managers and
supervisors are not accounting for people's time by not having corresponding
documents that go with the timesheet to show there was an approved leave.
Ms. Rapozo said she has previously questioned this as it does not make sense
to request an approval to take sick leave after the fact when someone called in
sick. The auditor's response was that it would be more of an approval to use
their sick leave. Since each of the departments have been using their own
system it was recommended that we come up with a policy and procedure that
everyone follows with the hope that finding will not come up in an audit next
ear.
Director's
CRC 2014 -15 a. Weekly Report Ending November 6, 2014
Reports
b. Weekly Report Ending November 13, 2014
c. Weekly Report Ending November 20, 2014
d. Weekly Report Ending November 27, 2014
Ms. Adams moved to receive the Director's
Reports. Ms. Hahn seconded the motion.
Motion carried 6:0
Business
CSC 2014 -14 Election of Chair and Vice Chair for calendar year 2015
Ms. Adams nominated Roy Morita as Chair.
With no further nominations Mr. Jose seconded
the motion. Motion carried 6:0
Civil Service Commission
Open Session
December 16, 2014 Page 3
SUBJECT
DISCUSSION
ACTION
Ms. Adams nominated John Low as Vice Chair.
Ms. Hahn seconded the motion. Motion carried
6:0
Executive
Ms. Adams moved to go into Executive Session
Session
at 2:13 p.m. Ms. Hahn seconded the motion.
Motion carried 6:0
Deputy Attorney Nick Courson cited the Hawai'i
Revised Statutes provision as detailed on the
posted agenda to take the Commission into
Executive Session for ES -020 and ES -021 to
approve Executive Minutes of 11/7/14 and
11/25/14 and ES -022: REA 2014 -02 for an
appeal filed against the Acting Director of
Personnel dated 10/31/14 requesting
reconsideration of the Department of Personnel
Services' decision to reject applicant's
application.
Return to Open
Ratify Commission actions taken in Executive Session for items:
The meeting resumed in Open Session at 2:24
ES -020, ES -021 and ES -022
Session
p.m.
Ms. Hahn moved to ratify the Commission's
actions taken in Executive Session to approve
the minutes and to receive appellant's
withdrawal of the appeal. Mr. Jose seconded the
motion. Motion carried 6:0
Announcements
Next Meeting: Tuesday, January 27, 2015 — 3:00 p.m.
Adjournment
Ms. Adams moved to adjourn the meeting at
2:25 p.m. Ms. Hahn seconded the motion.
Motion carried 6:0
Civil Service Commission
Open Session
December 16, 2014
Submitted by:
Page 4
Barbara Davis, Staff Support Clerk
() Approved as circulated.
() Approved with amendments. See minutes of
Reviewed and Approved by:
meeting.
Roy Morita, Vice Chair