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HomeMy WebLinkAbout2016_1122_Minutes Open_APPROVEDCOUNTY OF KAUAI Minutes of Meeting OPEN SESSION Approved as circulated 12/14/16 Board /Committee: CIVIL SERVICE COMMISSION Meeting Date November 22, 2016 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room Start of Meeting: 3:02 p.m. End of Meeting: 3:56 p.m. 3 Present Chair John Low; Vice Chair Richard Jose. Members: Elizabeth Hahn; Jeffrey Iida (3:03 p.m.); Karen Matsumoto Also: Deputy Attorney Teresa Tumbaga; Boards & Commissions Office Staff Support Clerk Barbara Davis and Administrator Jay Furfaro; Director of HR Janine Rapozo Excused Member: Fely Faulkner Absent SUBJECT DISCUSSION ACTION Call To Chair Low called the meeting to order at 3:02 Order /Roll Call p.m. with 4 members present. Approval of Open Session Minutes of October 25, 2016 Ms. Hahn moved to approve the minutes as Minutes circulated. Mr. Jose seconded the motion. Motion carried 4:0 Mr. Iida entered the meeting at 3:03 p.m. Director's CRC 2016 -11 a. November 2016 Director's Report Reports CRC 2016 -12 b. Update of Directors Goals and Objectives for FY 2016 -2017 as part of ES -013 annual job performance Ms. Rapozo said on Monday, Tuesday and Wednesday of next week they will be starting the Fire arbitration with more days scheduled in January until they have a decision. We are also headed that way with the HGEA contracts but we are still at the mediation stage on those particular contracts. Our Classification section did meet the goal of getting all our Organizational Charts for all our Departments completed, standardized and posted on the County's SharePoint site so the Departments can now access it. Council used to ask for this information every budget session but it was sporadic when we of it and what it looked like. We now upkeep it every time there is a change Civil Service Commission Open Session November 22, 2016 Page 2 SUBJECT DISCUSSION ACTION in a position. We have been working on a lot of the HRIS initiatives. We are ready to launch, maybe in January, the employee self - service. It is part of the current system whereby employees will be able to go on line and make changes to demographic information as well as to their withholdings. Rather than going through the paper process of turning it in to our Department they can process on line their change of address, change of marital status, et cetera. They also can do a `what if calculation as far as if they change their withholdings what their check would look like. We will be rolling this out to our Department Heads at a December meeting and let them try it out first. If there are no glitches that they think should be changed we will roll it out in January to all of the employees. The blue collar workers do not have access to the site so hopefully there will be kiosks set up at the various base yards that they would be able to use. We are working feverishly on the Time and Attendance with ExecuTime. We now have pilot groups from Fire, Police and HGEA members that will be part of the first ones we will be testing. They have all of our contractual requirements, pay codes and ExecuTime is reviewing that trying to get all of it into the software system so we can then test it. There was a little bit of a delay because of the Hawaii Compliance requirement in that they weren't up -to -date on their taxes. We are underway now and can hopefully move forward a little quicker. Ms. Hahn asked for clarification that the HRIS was still viable. Ms. Rapozo said she thought so. Ms. Hahn said they have a contractor that is dealing with the interface to which Ms. Rapozo said yes. Ms. Rapozo felt she would not be able to discuss what was going on with the Fire negotiations in Open Session since negotiations are confidential. Chair Low had a question on Classifications and Pay and Labor Relations Civil Service Commission Open Session November 22, 2016 Page 3 SUBJECT DISCUSSION ACTION concerning the Reallocations process with the school crossing guard to police sergeant, which seems like a big jump. Ms. Rapozo said that was part of the budget process last year. The Police have had difficulty filling the school crossing guard positions for the longest time. They are looking into the HRIS (sic) and basically police need to make sure that the areas surrounding schools are safe; it didn't necessarily say you needed to hire school crossing guards. Because they could never fill them KPD is reallocating four school crossing guard position to traffic monitors. They are looking at it being a little bit lower level than a police services officer to be able to monitor at the schools as well as possibly giving out traffic tickets within the area. They would be doing dual duty but the majority portion of the duty would be to look at the various (elementary) schools and make sure people are abiding by the school zones. They do have two that are still working as school crossing guards but it is one hour in the morning and one hour in the afternoon so it is very difficult to fill that position. They did take four (of those positions) and will convert them to traffic monitors and will use three as background investigators to help them in their recruitment and the other two police sergeants will be used as training sergeants to offset some of their overtime costs. That is how they presented it as a package during budget basically saying if we can do this, this is how we are going to meet the needs of what we need to do. Ms. Matsumoto said one of the other jurisdictions has school crossing guards in their civil service employees and that was one of the problems in trying to hire originally for Kauai because they were always contract employees. A lot of older people who are retired want to help at the schools but because of the Kona decision they had to post it as civil service and hardly any one applied. Unless they can change the duties and responsibilities, make it different than Maui County, they are still going to run into that same problem. Ms. Rapozo thought the Police Department's intent is to keep whoever was currently employed as school crossing guards but they are probably going to phase them out once the traffic monitor positions are fully established and can meet the requirement of monitoring at the school districts. Ms. Matsumoto said the background Civil Service Commission Open Session November 22, 2016 01M SUBJECT DISCUSSION ACTION investigators were always hired under contract adding that every jurisdiction handles it differently. The Kauai Police Department is so thorough in their background investigations and they don't want to be like other jurisdictions; they have always tried to do what they feel is right. Anyone who works at KPD, regardless if they are an officer, a worker or a janitor, has to go through a real thorough background check. It is an expensive undertaking and Ms. Rapozo did not know if there have been studies to see if the return on investment is really there. One problem with hiring retirees is after the contract ends they can then file for unemployment and still collect retirement. Executive Deputy Attorney Teresa Tumbaga read the Session Hawai'i Revised Statutes provision as detailed on the agenda to take the Commission into Executive Session for ES -011 to approve Executive Minutes of 10/25/16 and ES -013: discussion and decision making for initiating the annual job performance review for the Director of Human Resources. Mr. Iida moved to go into Executive Session at 3:18 p.m. Mr. Jose 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 3:54 Session ES -011 and ES -013 p.m. Mr. Iida moved to ratify the Commission's actions taken in Executive Session for ES -011 and ES -013. Ms. Hahn seconded the motion. Motion carried 5:0 Announcements Next Meeting: WEDNESDAY, December 14, 2016 — 3:00 p.m. MEETING ROOM 2 A/B Adjournment Ms. Hahn moved to adjourn the meeting at 3:56 Civil Service Commission Open Session November 22, 2016 Page 5 SUBJECT DISCUSSION ACTION p.m. Mr. Jose seconded the motion. Motion carried 5:0 Submitted by: Barbara Davis, Staff Support Clerk () Approved as circulated. () Approved with amendments. See minutes of Reviewed and Approved by: meeting. John Low, Chair