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HomeMy WebLinkAbout2015_0224_Minutes Open_APPROVEDCOUNTY OF KAUAI Minutes of Meeting OPEN SESSION Approved as circulated 3/24/15 Board /Committee: CIVIL SERVICE COMMISSION Meeting Date February 24, 2015 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room Start of Meeting: 3:00 p.m. End of Meeting: 3:45 p.m. 3 Present Chair Roy Morita; Vice Chair John Low. Members: Cathy Adams; Elizabeth Hahn; Richard Jose; Karen Matsumoto Also: Deputy County Attorney Nick Courson; Director of Human Resources Janine Rapozo; Boards & Commissions Office Staff: Support Clerk Barbara Davis; Administrator Paula Morikami. Resource Person: John Isobe Excused Member: Nancy Golden Absent SUBJECT DISCUSSION ACTION Call To Chair Morita called the meeting to order at 3:00 Order /Roll Call p.m. with 6 members present. Approval of Open Session Minutes of January 27, 2015 Ms. Hahn moved to approve the minutes as Minutes circulated. Mr. Low seconded the motion. Motion carried 6:0 Business CSC 2015 -06 Discussion on adopting Guidelines for Implementing Civil This item was taken out of order in consideration Service Commission Procedures for the Selection, Evaluation and Dismissal of Mr. Isobe's presence as a Resource Person. of the Director of Human Resources and possible decision - making to schedule a Public Hearing on adding such Rule Changes as Subchapter 7 Mr. Isobe explained the Planning Commission's guidelines were a result of needing to standardize the practices and procedures of how Directors are selected, especially those Directors that are appointed and removed by Commissions. It was noticed that every Commission handled the process differently, which was creating confusion in what was the proper process and procedure for selecting various department heads within the County. Those appointed by the Mayor within the Administration are fairly consistent as the Mayor is a single appointing authority. Because all of the Directors are employees of the County of Kauai and serve a function within the County there was a need to have a conversation with the various Commissions to standardize the procedure; not just the appointment procedure but the Civil Service Commission Open Session February 24, 2015 Page 2 SUBJECT DISCUSSION ACTION evaluation procedure and at some point the removal procedure if necessary. While Mr. Isobe was serving on the Planning Commission, a committee was created that began to look at the process and procedure that particular body wanted to follow in appointing, evaluating, and removing the Planning Director. A lot of time was spent with the County Attorney, Ms. Rapozo in Personnel, and Boards and Commissions developing the guidelines. The work done on the Planning Commission could eventually serve as a catalyst for other Commissions that have similar responsibilities in appointing their respective Directors. Ms. Adams asked if this meant there would be a scheduled public hearing on the rule change. Staff said once it is determined what they want to adopt a public hearing will be scheduled in accordance with the Hawaii Revised Statutes. Ms. Hahn said her understanding is that if they do not adopt a rule they can still function in hiring a Director without having to go through the formal process of adopting rules. Deputy Attorney Courson said that was his understanding. The Commission is vested with the discretion, and it would make it official and increase consistency and transparency, but it would bind future Commissions until they repeal the rules. Asked if the Planning Commission went through that process, Mr. Isobe replied yes and they hope future Commissions would at least handle the process in a very consistent manner. Because this is not something that happens every year, typically it will be a brand new body going through the process. Mr. Isobe noted there were no concerns from the public or otherwise on the proposed rule change for the Planning Commission. Mr. Morita stated the Civil Service Commission did not have anything in place when it went through this process recently, and he thought adopting something like this would be good for future Commissions. Ms. Adams asked if any other Commissions that have appointing authority have looked at guidelines on how to go about doing this, and if not perhaps they were setting a trend. Ms. Civil Service Commission Open Session February 24, 2015 Page 3 SUBJECT DISCUSSION ACTION Adams felt it was a very helpful document and was something she would support. Mr. Low agreed that standardization would be good for all the Boards and Commissions that appoint their director. Mr. Low said in looking at the draft of the guidelines, he has an issue with no. 5 under Step 1 which says the resumes for the Director of Human Resources would go to Human Resources; it needs to go only to the Commission and through a review committee to make sure the applicants have met the basic requirements. Ms. Morikami added that unlike the Planning Commission the Department of Human Resources does not have a Deputy so that section was not included in the guidelines but it is something this Commission can consider. Mr. Low said if they were to ever get a Deputy, which he supports, that could be added on as an amendment to which Ms. Matsumoto said it would require another public hearing. Ms. Morikami noted they could also add that language now. Chair Morita thought they should do all of the changes at once and add the Deputy. Discussion regarding ex- officio members confirmed that this Commission has only one ex- officio member, which is the Mayor who does not have voting privileges. Mr. Isobe suggested they might just want to say the Mayor rather than ex- officio. Staff suggested they could say the Mayor as an ex- officio member, which would explain why the Mayor has input. Mr. Low wanted to make sure item 5 would say that resumes from nominated candidates will be forwarded to the Commission in a confidential memorandum for review to ensure the minimum qualifications set forth by the County charter are met. Ms. Hahn asked if there was a time when there would be another ex- officio member other than the Mayor. Deputy Attorney Courson said if it is the intent that the ex- officio only be the Mayor it is easier to say the Mayor. Ms. Hahn agreed it would be clearer to say the Mayor. Ms. Matsumoto said if they want to standardize the Rules with other Boards and Commissions they have to leave ex- officio because the Water Department has ex- officio members other than the Mayor. The Commission agreed to keep the language of ex- officio as resented. Mr. Low moved to bring back the guidelines Civil Service Commission Open Session February 24, 2015 01W SUBJECT DISCUSSION ACTION with the requested changes to next month's meeting for further review and possible adoption. Mr. Jose seconded the motion. Motion carried 6:0 CSC 2015 -03 Goal setting for the Director of Human Resources for fiscal year 2015/2016 (On- going) Ms. Rapozo said they have to set goals and explain what they have accomplished this year as part of the budget presentation. It is not due until the end of this week and she has not had time to get to it so she would like to request a deferral for one month. She further explained that it is difficult to do goals without knowing what budget you will have. Asked if the budget cut was still at $169,000 Ms. Rapozo said there has been confusing discussion on that because she was told the collective bargaining increases don't count for that. Because budget discussions have not been completed they do not know what the budget looks like. Chair Morita said one of the goals is the evaluation for the executive appointees. Ms. Adams felt the 2015 goals were all fine goals, but the devil is in the detail and without knowing the budget you cannot flush this out. For instance attract, value, support and retain a fully - staff, qualified and diversified workforce requires a lot of training but it depends on how big your budget is as to how much training you can have. Enhance the quality and delivery of services through technology and the one thing we don't want to get lost is the HRIS, but until Ms. Rapozo knows how much financial support she will have for financial improvements that may not be realistic. Mr. Low agreed they do not want to set a goal that is not attainable and then explain why that goal was set. Ms. Adams stated that if Ms. Rapozo thought it would be helpful to enhance the quality and delivery of services through technology by going to the County Council and saying she needs these modules because the Civil Service says she needs it, then Civil Service Commission Open Session February 24, 2015 Page 5 SUBJECT DISCUSSION ACTION use us. Mr. Low said if they decide that is the way to go he would like to see all the issues that were brought up by the Task Force as part of the goals. It is hard to have gone through all of this process and now to not have anything to support it with. Ms. Rapozo pointed out those goals were Tom's and part of this year's budget presentation. Each of the bullets presented to Council had objectives for each one and that is what she is working on for the coming year. If the Commission wishes to add anything Ms. Rapozo said she could still adjust the budget presentation as long as they have the resources to do it. Chair Morita said they did not want to hold Ms. Rapozo's feet to the fire, but they do have to do an evaluation in June and need to have something to look at. Ms. Hahn said she sees this as a ramp up time so the June evaluation is not the kind of evaluation they might see a year from now. Discussion on deferring this item led Ms. Rapozo to point out it is difficult to make budget deadlines when they don't have the final budget that will be submitted to Council. Ms. Rapozo suggested they could shoot for April and then they may have to look at it again should Council cut their budget. Ms. Matsumoto pointed out these goals were accepted for FY 2015, which ends June 30, and asked if they could not be used for the evaluation in June. Ms. Adams said Ms. Rapozo has the details for these goals already to which Ms. Rapozo said she could update the status of each goal as it is part of the presentation they have to do anyway. Ms. Adams asked if Ms. Rapozo would like a representative from the Civil Service Commission to go with her to the Council presentation to which she replied they do not have the dates yet. Ms. Hahn moved to defer this item to April. Mr. Low seconded the motion. Motion carried 6:0 CSC 2015 -04 Review Department and Commission's procedures and forms for filing appeals (On- going) Ms. Hahn pointed out that forms need to be changed to reflect Human Resources rather than Personnel Services but she likes that the forms will have a control number so everyone will be working with the most up-to- Civil Service Commission Open Session February 24, 2015 1 • SUBJECT DISCUSSION ACTION date version of the form. Deputy Attorney Courson said they are looking to improve the forms and he has been consulting with Ms. Rapozo in HR but it will be an evolving process. Under consideration is to request the appellant to attach the decision of the Director to the appeal form so the Commission will know right away if that step was missed. HR is also looking to revise some of their letters to make them clearer as well as possibly revising the classification rules which may lead to appeals that are not timely filed. Director's CSC 2015 -07 a. February 2015 Director's Report Reports b. October — December 2014 Quarterly port to County Council Ms. Rapozo pointed out the change in the format of the report, which is in a summary form with an update on the divisions, and which will be done on a monthly basis rather than weekly. The Commissioners were in agreement with the new format and said they needed only to know what the issues are and that they are being dealt with without the repetitiveness of the weekly reports. Ms. Adams questioned whether they should be listing details of claims such as workers' compensation in the report. Ms. Rapozo stated it was only the statistics and not the detail of the claim, but they could list the total number of claims without listing the type of claim. Ms. Matsumoto suggested not including non -civil service positions which do not affect the Civil Service Commission. Questioned about the Quarterly Report that went to the Council Chair, Ms. Rapozo noted that it is required as part of the budget ordinance. Chair Morita complimented Ms. Rapozo on the training recently conducted with the Fire Department noting training is something this Commission has been asking to be done for the past 5 I/2 ears. ES -003 Executive Session Minutes of January 27, 2015 Ms. Adams moved to approve the minutes as circulated. Mr. Low seconded the motion. Motion carried 6:0 Announcements Next Meeting: Tuesday, March 24, 2015 — 2:00 p.m. Adjournment Ms. Adams moved to adjourn the meeting at Civil Service Commission Open Session February 24, 2015 Page 7 SUBJECT DISCUSSION ACTION 3:45 p.m. Mr. Jose seconded the motion. Motion carried 6:0 Submitted by: Barbara Davis, Staff Support Clerk O Approved as circulated. () Approved with amendments. See minutes of Reviewed and Approved by: meeting. Roy Morita, Chair