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HomeMy WebLinkAbout2015_0324_Minutes Open_APPROVED_1COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Approved as circulated 4/28/15 Board /Committee: CIVIL SERVICE COMMISSION Meeting Date March 24, 2015 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room Start of Meeting: 2:01 p.m. End of Meeting: 2:32 p.m. 3 Present Chair Roy Morita; Vice Chair John Low. Members: Cathy Adams; Nancy Golden; Elizabeth Hahn (2:06 pm); Richard Jose; Karen Matsumoto Also: Deputy Attorney Nick Courson; Boards & Commissions Office Staff: Support Clerk Barbara Davis; Administrator Paula Morikami; Director of HR Janine Rapozo Excused Absent SUBJECT DISCUSSION ACTION Call To Chair Morita called the meeting to order at 2:01 Order /Roll Call p.m. with 6 members present. Executive Ms. Adams moved to go into Executive Session Session at 2:01 p.m. Mr. Low seconded the motion. Motion carried 6:0 Deputy Attorney General Halvorson cited the Hawaii Revised Statutes to go into Executive Session as fully described on the posted agenda. Return to Open Ratify Commission actions taken in Executive Session for items; ES -004 and ES -005 Session ES -004 — deny appeal ES -005 — continue appeal to April Approval of Open Session Minutes of February 24, 2015 Ms. Hahn moved to approve the minutes as Minutes circulated. Mr. Low seconded the motion. Motion carried 7:0 Business CSC 2015 -03 Goal Setting for the Director of Human Resources for fiscal year 2015/2016 Defer to-April 281 No action required. CSC 2015 -04 Review Department and Commission's procedures and forms for filing appeals (On- going) Civil Service Commission Open Session March 24, 2015 Page 2 SUBJECT DISCUSSION ACTION Deputy Attorney Courson said they hope to have this ready for the next agenda in which a proposal can be presented to the Commission. Once the procedure and forms are approved they can be set up for the Rule making process but for now this item will remain on the agenda for some time. Ms. Adams suggested that all future forms be placed on the web page in either PDF format which can be printed and then filled out or as a writable PDF format. Deputy Attorney Courson said HR was moving in the direction of writable forms. CSC 2015 -06 Discussion on adopting Guidelines for Implementing Civil Service Commission Procedures for the Selection, Evaluation and Dismissal of the Director of Human Resources and possible decision-making to schedule a Public Hearing on adding such Rule Changes as Subchapter 7 (On-going) Deputy Attorney Courson explained the one big change made to the guidelines is that the resumes will not go to Human Resources but to the Commission. Ms. Adams said she would be happy to attend the Public Hearing when it is scheduled if the Commission would like her assistance. Ms. Rapozo noted these were guidelines and not the rules the Planning Commission adopted and questioned the status of the Commission's rules. Deputy Attorney Courson said they have not done the rules yet as the plan would be to incorporate as many changes as they can for an efficient use of resources. Vice Chair Low clarified that the rules go before a public hearing whereas the guidelines are a working document to which the Attorney stated he would have to check on that. Chair Low suggested incorporating a step by step process whereby new commissioners would understand what needs to be done at a certain point. Deputy Attorney Courson said he could work on a flow chart to let the commissioners know the various steps in the complaint process. Chair Morita noted that most of the commissions that appoint their directors might be okay using the guidelines developed by the Planning Commission, but the uniqueness of the Civil Service Commission working with and Civil Service Commission Open Session March 24, 2015 Page 3 SUBJECT DISCUSSION ACTION responsible for the hiring of the Director of Human Resources makes our amendments quite specific to this Commission. Ms. Rapozo agreed it seemed appropriate that HR would not be accepting resumes for the position of Director of HR. Director's CSC 2015 -08 March 2015 Director's Report Reports Mr. Low verified that Ms. Rapozo had zero managers, and asked if she was going to be able to fill any of those position. Ms. Rapozo said she does have one that is going through inter - departmental recruitment, which means anyone in HR has the ability to apply for that one manager position. As part of the budget process they had to look at cuts and how to reorganize, and therefore they eliminated one manager position and dollar funded another. However Ms. Rapozo did ask to reallocate some of the current staff so they can be at a higher level, but this still has to go through Council. The intent is to eventually fund the other dollar funded position so there would be two managers. Ms. Hahn asked if the reallocation would be acceptable for the new budget to which Ms. Rapozo said they met their cuts, but the Council hearing is on April 16 which allows them to hear how everyone else presents their budgets and address any concerns that may come up. Ms. Rapozo clarified that they do have one manager who is in the payroll section and is an EM 3. Chair Morita said instead of naming a manger would a deputy director be in line for that position as opposed to a manager. Ms. Rapozo said she wanted to proceed in that way, but the quirky thing about the deputy is that the salaries of all appointed officials are set by the Salary Commission and currently there is no salary for a deputy of HR. Even if she could convert the manager to a deputy she would not be able to pay that person without asking the Salary Commission to set the salary. In light of Council not accepting the last Salary Resolution a month ago if the Council rejected that salary she most likely would not get a position. When the Salary Commission does meet they can make a plea to them asking for a disclaimer that any new deputy positions in general that come about during the year would be set at the same level. Even Civil Service Commission Open Session March 24, 2015 SUBJECT DISCUSSION ACTION though the pay level for deputies are all the same they are categorized by department. Announcements Next Meeting: Tuesday, April 28, 2015 — 2:00 p.m. Adjournment Ms. Golden moved to adjourn the meeting at 2:32 p.m. Mr. Jose 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. Roy Morita, Chair