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HomeMy WebLinkAbout2015_0428_Minutes Open_APPROVEDCOUNTY OF KAUAI Minutes of Meeting OPEN SESSION Approved as circulated 5/26/15 Board /Committee: CIVIL SERVICE COMMISSION Meeting Date April 28, 2015 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room Start of Meeting: 2:00 p.m. End of Meeting: 4:04 p.m. 3 Present Chair Roy Morita; Vice Chair John Low. Members: Nancy Golden; Elizabeth Hahn (2:38 p.m.); Richard Jose; Karen Matsumoto Also: Deputy Attorney Phil Dureza; 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 2:00 Order /Roll Call p.m. with 5 members present. Executive Deputy Attorney General Halvorson read the Session Hawai'i Revised Statutes provision as detailed on the agenda to take the Commission into Executive Session for ES -006 to approve Executive Minutes of 3/24/15 and ES -007: RFA 2015 -01 to review a request for consideration of rescheduling applicant's disqualification and ES- 008: RFA 2015 -02 appealing the classification or reclassification of a particular position by the Department of Human Resources. Ms. Matsumoto moved to go into Executive Session at 2:00 p.m. Mr. Low seconded the motion. Motion carried 5:0 Return to Open Ratify Commission actions taken in Executive Session for items: ES -006, ES -007 and ES -008 Session Mr. Low moved to ratify all actions taken in Executive Session. Ms. Matsumoto seconded the motion. Motion carried 6:0 Approval of Open Session Minutes of March 24 2015 Ms. Hahn moved to approve the minutes as Civil Service Commission Open Session April 28, 2015 Page 2 SUBJECT DISCUSSION ACTION Minutes circulated. Mr. Jose seconded the motion. Motion carried 6:0 Business CSC 2015 -03 Goal setting for the Director of Human Resources for fiscal year 2015/2016 (Deferred to April 28) a. 2016 HR Budget Presentation Ms. Rapozo noted the Department of Human Resources' 2016 budget presentation to the County Council was included in the Commission's meeting packet. On page 10, no. V, are the goals and objectives for 2015/2016, which covers the upcoming fiscal year for the County. There were 3 overall goals: 1. To support all County departments, employees and the general public with the full range of human resource functions while recognizing the current budgetary challenges of the County; 2. To continue to standardize and centralize various human resource functions that will lead to greater efficiencies; 3. To attract, support, and retain a qualified and diversified workforce by fostering employee development and providing a safe environment. Under each goal are the listed the objectives to achieve those goals. Ms. Rapozo suggested they jointly look at establishing the goals for the department and her position. Chair Morita asked about the goal the Commission had set regarding the evaluation process for executive appointees. Ms. Rapozo said that was item 2. c). Mr. Low pointed out that the goals for last year and her accomplishments were really outstanding considering the vast amount of change they went through. In particular the vacancy report was the only one that fell a little bit short at 92% or 94% considering that when Mr. Low came on the Commission the department was usually 60 to 90 days behind, so the department really deserves a big thank you. Ms. Rapozo acknowledged it is the team effort and she has to give kudos to the staff. Chair Morita thanked Ms. Rapozo for her Civil Service Commission Open Session April 28, 2015 Page 3 SUBJECT DISCUSSION ACTION presentation during the Council budget hearings and noted Councilmember Yukimura's kind words to her. One of the hot topics was training and Ms. Rapozo did make it very clear on the training for supervisors. Ms. Rapozo thanked Chair Morita and Ms. Matsumoto for being at that hearing and felt their presence weighed a lot on the Council. Ms. Matsumoto referenced the centralized repository and asked if HR was working with the County Clerk's Office, which is the central records keeper. Ms. Rapozo said she was referring to the County's Sharepoint site through which all departments can access from their computers. The department is working on putting all their forms on that site for easy access and to keep them up to date. One of the goals with HRIS is to get a full time person, however the Task Force continues to move forward. The IT Department is working on procuring the modules to add on to the system for Time and Attendance, On- Boarding which is putting all the new hire forms on electronically, and an employee Self- Service program whereby they can make changes to their address or phone numbers. Asked if there was a time frame in terms of efficiency or usefulness, Ms. Rapozo said they should be able to move towards greater efficiency within the next six months. At some point Administration needs to look at how much longer that system is Mr. Low moved to adopt the 2015/2016 goals as going to be able to function as it is very old. Ms. Hahn said that was a concern set by Ms. Rapozo. Ms. Hahn seconded the of hers. motion. Motion carried 6:0 CSC 2015 -04 Review Department and Commission's procedures and forms for filing appeals (On- going) Ms. Rapozo explained that Deputy County Attorney Nick Courson is the lead on this, but is absent today and therefore asked for a deferral. Ms. Hahn moved to defer this item to the next meeting. Mr. Jose seconded the motion. Motion carried 6:0 CSC 2015 -06 Discussion on adopting Guidelines for Implementing Civil Service Commission Procedures for the Selection, Evaluation and Dismissal Civil Service Commission Open Session April 28, 2015 SUBJECT DISCUSSION ACTION 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) Ms. Hahn moved to defer CSC 2015 -06. Mr. Jose seconded the motion. Motion carried 6:0 Director's CSC 2015 -09 April 2015 Director's Report Reports a. January -March 2015 Quarterly Report to the County Council Ms. Hahn referenced Bargaining Unit 14 which puts Ocean Safety together with the Sheriff's Department and asked whose thinking was that. Ms. Rapozo said that was the Legislature. They have been facing difficulties trying to come up with a contract because it is two very different groups of employees. Mr. Low asked with these two groups together does that in any way influence hiring one way or the other for either one. Ms. Rapozo said what they are fighting for is in looking at their salary scale they came from Unit 3 which was clerical and the Sheriffs are saying they are closer to Police while Water Safety is saying they are closer to Fire. Now we have to come to some middle ground, and a lot of what is in the contract would be articles supporting what they do which is very different from clerical staff. Announcements Next Meeting: Tuesday, May 26, 2015 — 2:00 p.m. Adjournment Ms. Matsumoto moved to adjourn the meeting at 4:04 p.m. Mr. Low seconded the motion. Motion carried 6:0 Submitted by: Barbara Davis, Staff Support Clerk Reviewed and Approved by: ( ) Approved as circulated. ( ) Approved with amendments. See minutes of Roy Morita, Chair meeting.