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HomeMy WebLinkAbout2015_0127_Minutes Open_APPROVEDCOUNTY OF KAUAI Minutes of Meeting OPEN SESSION Approved as circulated 2/24/15 Board /Committee: CIVIL SERVICE COMMISSION Meeting Date January 27, 2015 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room Start of Meeting: 3:03 p.m. End of Meeting: 3:42 p.m. 3 Present Chair Roy Morita; Vice Chair John Low. Members: Elizabeth Hahn; Richard Jose; Karen Matsumoto Also: Deputy County Attorney Philip Dureza; Director of Human Resources Janine Rapozo; Boards & Commissions Office Staff: Support Clerk Barbara Davis; Administrator Paula Morikami. Excused Members: Cathy Adams; Nancy Golden Absent SUBJECT DISCUSSION ACTION Prior to the start of the meeting, Council Administrative Assistant Eddie Topenio gave the Oath of Office to reappointed Commission member Richard Jose and newly appointed Director of Human Resources Janine Ra ozo Call To Chair Morita called the meeting to order at 3:03 Order /Roll Call p.m. with 5 members present. Approval of Open Session Minutes of December 16, 2014 Ms. Hahn moved to approve the minutes as Minutes circulated. Mr. Jose seconded the motion. Motion carried 5:0 Communication CSC 2015 -01 Memo dated December 17, 2014 from Councilmember Yukimura regarding Articles of Interest RE: Workplace Wellness Programs Mr. Low moved to receive the communication. and Injured Employees Mr. Jose seconded the motion. Motion carried 5:0 Business CSC 2015 -02 Memorandum from the Civil Service Commission to Neighbor Island Merit Appeals Board /Civil Service Commissions and Bargaining Units regarding the he appointment of the new Director of Human Resources Ms. Hahn moved to approve. Mr. Low seconded the motion. Ms. Matsumoto questioned why the memo was being sent to DHS. Staff explained this was the same formatting /contacts used by other counties when they appointed a new director with the contact information updated. Ms. Ra ozo stated she was fortunate to meet a lot of the people last week and will Civil Service Commission Open Session January 27, 2015 Page 2 SUBJECT DISCUSSION ACTION assist Barbara in getting the additional names. Staff suggested the Commission approve the content of the memorandum so when the additional contact names are available the memo can be sent out. Ms. Hahn amended the motion to approve the content of the memo. Mr. Low seconded the amended motion. Motion carried 5:0 CSC 2015 -03 Goal setting_ for the Director of Human Resources for fiscal year 2015/2016 Staff advised the Commission in accordance with the Sunshine Law, goals have to be set in Open Session as there are no provisions in the statutes for discussion in a closed session. Mr. Low asked if they could discuss what the Commission is looking for in executive session without discussing the Director's goals. Staff said that the Director would be helping the Commission in setting the goals. Deputy Attorney Dureza agreed that there is not an exception covering goal setting in the HRS (Hawai`i Revised Statutes). Mr. Low said he thought they would be kicking around suggestions and was not prepared to discuss goals. He would like to see what had previously been set as goals to use as a guideline. Chair Morita noted last year's budget session at Council included goals that were set by Thomas Takatsuki for FY 2015, and suggested they use part of those for the goals. Asked if Ms. Rapozo had any personal goals she noted that she has not had time to revisit that lately and would like to make sure they are online, and whether or not any have been accomplished or are falling behind. She is trying to ensure they work toward becoming that HR department that everyone expects them to be, and to determine what transitional movements they need to make. At the forefront there is a lot of catchup that needs to be done; that is where she is focusing in addition to working with the departments to see what their needs are. Chair Morita noted it is budget season and Ms. Ra ozo has lost 3 key people. He does not wish to Civil Service Commission Open Session January 27, 2015 Page 3 SUBJECT DISCUSSION ACTION overburden her with goals, but would be curious to see what her goals would be. Ms. Rapozo said an immediate goal is reorganizing to see how to make this work given the financial situation and whether they need to hold off with the 3 vacancies, but still accomplish what they need to accomplish. There is a dollar funded position in the budget and would it be more fruitful to fill that position and keep one of the manager positions open. HR was asked to cut $169,000 from the budget so we are still massaging the reorganization to see how it would best meet the needs. Ms. Hahn brought up the County's budget presentations a couple of weeks ago. It seems this particular department, not only for its own internal workings, could have a big opportunity to reinvent the wheel, so to speak, for the whole County. The Department of Human Resources is in a unique position to brainstorm and envision a new era for the County of Kauai. The budget is a catalyst for change for the whole County, not just the HR Department, and she would like to see that kind of thinking. All of the good plans will not be feasible unless it falls within the overall limitations and constrictions, which can be a good thing because it will call for a greater amount of cooperation amongst all the different agencies and departments. Mr. Low said he was compelled to add, because it has been bothering him for the past year, that the Task Force, after approval from the County Council and the blessing of the Administration, came to the Commission to start working to turn this into Human Resources from just a Personnel Department and expand the service provided to the County. The Commission accepted that and went through some difficult issues to do that. He realizes the County is short on the dollars, but things that absolutely had to occur will be looked at again and he finds it hard as a Commission to tell the new Director this is what we think you ought to do when the County is not sure what they want to do at this point. Mr. Low said he could see Civil Service Commission Open Session January 27, 2015 SUBJECT DISCUSSION ACTION setting very general goals with the biggest one being as Ms. Rapozo stated about helping the other departments reorganize the best they can and to see if there are further consolidations of Human Resources services that can be done by pulling from other departments to free up a position. It is difficult at this point without clear direction. Chair Morita asked Ms. Rapozo where they were with the evaluation training. Ms. Rapozo said she is looking at tweaking the evaluation tool a little bit to add on for trending, whether it is downward or upward, and then they can look at scheduling something within the next 6 months. Chair Morita said he would look at that as a goal. Ms. Rapozo asked for clarification that they were speaking of the executive appointee evaluation to which the response was yes. Mr. Low thought that was a very legitimate goal to continue that to implementation by all the departments affected. Chair Morita said goal setting was new to this Commission and what he would like to do is set that particular one as a goal and wait for Ms. Rapozo to come up with her goals. Mr. Low said he would like to see what the Director comes up with as goals or recommendations to address the $169,000 budget issue. Ms. Morikami said another option is what other commissions do in that they jointly set the goals with the director. Ms. Rapozo explained the hearing schedule for budget and noted prior to the March submittal to Council they could work on the goals together and what resources it would take to get those goals done. Mr. Low moved that the Commission ask the Director to prepare a report on what she feels are the important goals and objectives of her position and the department in general to include addressing the issue of the County's request to Civil Service Commission Open Session January 27, 2015 Page 5 SUBJECT DISCUSSION ACTION cut $169,000, the status and proposal for the executive evaluation and how they wish to go forward with FY 2015 goals. Ms. Hahn seconded the motion. Motion carried 5:0 CSC 2015 -04 Review Department and Commission's procedures and forms for filing appeals Staff noted it was unfair to Deputy Attorney Dureza as he has not be part of the meetings before. It was Deputy Attorney Courson who wanted to help make sure the Department and the Commission's forms are better aligned in order to provide more of a one stop shop for the employees by being given the steps they need to take them through the Administrative Review before bringing their appeal to the Commission. Staff is proposing adding two new sections to the Commission's form to allow the appellant to indicate whether they want their appeal heard in an open or closed meeting and a short provision governing the filing of an appeal. Mr. Low suggested waiting for Deputy Attorney Courson's return to have him look at the forms, and then work on it as a team. Ms. Hahn moved to defer this item until the Attorney has returned. Ms. Jose seconded the motion. Motion carried 5:0 Ms. Hahn asked if there was a checklist a person could follow if they were filing an appeal listing paperwork they need to complete for each of the steps along with a space they can indicate the day they filed it. Mr. Low said he would like to see Deputy Attorney Courson working with HR to make sure it works for them and we are not causing unnecessary work or delay. Director's To include any pdates on the transition plan Reports CSC 2015 -05 a. Weekly Report Ending December 4, 2014 b. Weekly Report Ending December 11 2014 Civil Service Commission Open Session January 27, 2015 '.:- • SUBJECT DISCUSSION ACTION c. Weekly Report Ending December 18, 2014 d. Weekly Report Ending December 24, 2014 Ms. Rapozo said these reports finish out Mr. Takatsuki's tenure. She is looking to revise the format for future reports. The report to the Mayor used to be weekly and now it is every three months, but Tom felt it was easier to track by the week. In trying to look for the best way to do the report(s) there will still be some of the same things being repeated. Asked about on -going negotiations, Ms. Rapozo explained the various bargaining units and their contractual dates. She noted that the negotiations were very enlightening, and it was important to be able to meet the people. It is important that all of the jurisdictions keep in contact with each other so that one is not doing something that may affect the rest of us. Chair Morita asked if someone is TA'd into Ms. Rapozo's position when she is off island. Ms. Rapozo said technically the Central Payroll Analyst is at a manager level so there is still one manager. Ms. Hahn asked if there was anyone on staff who could TA to which Ms. Rapozo said this is something she is looking at. Mr. Low moved to receive the Director's Reports. Mr. Jose seconded the motion. Motion carried 5:0 Executive Deputy Attorney Phil Dureza read the Hawaii Session Revised Statutes provision as detailed on the agenda to take the Commission into Executive Session for ES -001 to approve Executive Minutes of 12/16/14 and ES -02: RFA 2014 -03 for possible decision - making on Findings of Fact, Conclusions of Law and Order. Ms. Matsumoto moved to go into Executive Session at 3:38. Ms. Hahn 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 3:41 Civil Service Commission Open Session January 27, 2015 Page 7 SUBJECT DISCUSSION ACTION Session ES -001 and ES -002 p.m. Ms. Hahn move to ratify actions approved in Executive Session. Mr. Low seconded the motion. Motion carried. ES -001 — approved as circulated ES -002 — a pproved for distribution Announcements Next Meeting: Tuesday, February 24, 2015 — 3:00 p.m. Adjournment Ms. Matsumoto moved to adjourn the meeting at 3:42 p.m. Mr. Jose seconded the motion. Motion carried 5:0 Submitted by: Barbara Davis, Staff Support Clerk () Approved as circulated. O Approved with amendments. See minutes of Reviewed and Approved by: meeting. Roy Morita, Chair