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HomeMy WebLinkAbout09-20-17 Salary Commission Open Session Approved Minutes COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board/Committee: Kaua‘i Salary Commission Meeting Date September 20, 2017 Location Mo`ikeha Building – Meeting Room 2A/B Start of Meeting: 9:02 a.m. End of Meeting: 9:32 a.m. Present Chair Robert Crowell; Vice-Chair Lenie Nishihira; Commissioners: Daniel Aki, Charles King and Camilla Matsumoto Also present: Board & Commissions Office Staff: Support Clerk Mercedes Omo; Administrator Paula Morikami; Office of the County Attorney: First Deputy County Attorney Matthew Bracken. Excused Commissioner JoAnn Shimamoto Absent SUBJECT DISCUSSION ACTION Call To Order At 9:02 a.m. Chair Crowell called the meeting to order with five (5) Commissioners present constituting a quorum. Approval of Minutes Regular Open Session Minutes of July 13, 1017. Mr. King moved to approve the meeting minutes of July 13, 2017 as circulated. Ms. Matsumoto seconded the motion. The motion carried 5:0. SC 2017-10 Deliberation and possible decision-making on making Salary Commission recommendations for the 2018 Salary Resolution. Mr. King explained that the data in the spreadsheet reflect the different salary ranges for the mayors and department heads of each County and the areas that are not highlighted in purple reflect the current salaries and percentage changes. Kaua‘i Salary Commission Regular Open Session Meeting Minutes of September 20, 2017 Page 2 SUBJECT DISCUSSION ACTION Chair Crowell thanked Mr. King for the taking the time to incorporate all of the new data into the spreadsheet. He mentioned that although the percentages look high (15% to 17%) everyone needs to understand that there were no increases prior to current to salary increases. He shared that the last time, the Commission sent a resolution to the County Council the Commissioners had concerns about not wanting to play catch-up. Mr. Aki asked relative to the new resolution is it the Commission’s intent to look at the individual salaries versus the group of individuals. Chair Crowell opined that the Commission should look at the individual positions, but he’s open to suggestions. He stated that the last time, the Commission looked at the possibility of creating multiple tiers it eventually ended up with only two tiers. Mr. Bracken stated to clarify the Commission originally had four tiers but Council scaled it down to two tiers because the Commission split the resolution into two separate resolutions. Chair Crowell stated that the question now is, does the Commission want to submit two (2) separate resolutions or just one resolution and just tack on a certain percentage to all of the current salaries. Vice Chair Nishihira asked if the salaries listed in the 2017 column reflect the salaries in Resolution 2017-1 to which Mr. King replied yes. Vice Chair Nishihira stated that from what she recalls the Director of Human Resources did not want to reinvent the wheel in terms of creating new job descriptions and questioned whether or not that’s something the Commission should look into. Mr. King commented that the Commission could always ask for a qualified consultant to come in and assign points to the different job descriptions, but he knows that’s never going to happen. However, in the private sector that’s normally how it’s done. Kaua‘i Salary Commission Regular Open Session Meeting Minutes of September 20, 2017 Page 3 SUBJECT DISCUSSION ACTION Ms. Matsumoto stated that she noticed that the old list did not reflect the Director of Transportation position. Ms. Morikami clarified that the Director of Transportation and the Elderly Affairs Director positions were not included in the last Salary Resolution and that the salaries in the current resolution were previously approved by the County Council. Mr. Aki asked if the Commission is looking to recommend a range of salaries or what’s already allocated in the new budget. Ms. Morikami stated that compared to the other counties they set the salaries for their officers and elected official as is, Kaua‘i is the only County that sets the maximum salary caps. For example, say the Salary Commission sets the maximum cap for the Chief of Police at $100,000, the Police Commission as his appointing authority under the Charter can give the Chief the maximum cap or an amount lower than the cap. If the Commission wants to set the maximum salary caps or base its recommendation on the collective bargaining agreements that’s totally up to the Commission. She shared in the past, the Salary Commission made a recommendation that gave salary increases over a span of three (3) years, so if the Commission wants to mirror those steps it could do that as well. Also, worth mentioning is that some of the individuals who are in the same tier may or may not receive an increase because their salaries are based on the maximum caps. Mr. Aki asked who determines whether or not the individual receives the maximum salary cap or an amount lower than the cap. Ms. Morikami explained that when it comes to the mayoral appointees, the Mayor is the sole authority who determinations whether or not the individual would receive the maximum cap or amount lower than the cap because he’s the appointing authority. As for certain department heads, the appointing authority such as the Police, Fire and Civil Service Commissions to name a few would be the ones to make that determination, which normally occurs after the annual performance evaluation is done. Kaua‘i Salary Commission Regular Open Session Meeting Minutes of September 20, 2017 Page 4 SUBJECT DISCUSSION ACTION Mr. Bracken stated to clarify further, all elected officials like the mayor and the councilmembers would automatically receive increases. Ms. Morikami stated that in normal circumstances that would be true, but it may not be the case for the current councilmembers because Section 29.05 Changes in Salary of the Kaua‘i Charter states that “no change in the salary of councilmembers shall be effective during the term in which a change is enacted or for twenty-four months after a change is enacted, whichever is less.” In other words, because next year is an election year, the current sitting councilmembers would not receive any increases until after the election (December 1, 2018) provided that they are reelected back into office. Chair Crowell also noted that the Council’s staff salaries are determined by members of the County Council. Mr. Aki asked if the salary increases are based on the individual performance level, meaning if the person scores low he or she won’t get a raise. Chair Crowell stated that as far as the process goes, he doesn’t know how the salaries are determine but to his knowledge it’s normally based on the individual’s job performance. Mr. Aki stated that he appreciates the fact that the appointing authorities are conducting annual performance evaluations because it gives them the latitude in determining whether a person is average or above average. Mr. King stated historically, the appointing authorities have always given their respective department heads the maximum cap; however, he can’t recall if it was the Salary Commission who asked that the performance appraisals be done on an annual bases. Vice Chair Nishihara stated based on Ms. Morikami’s comments about recommending increases based on the bargaining unit agreements perhaps it would be a good idea to find out what the actual numbers are, in case, the Commission have to address any salary inversions. Ms. Morikami stated that at the last Salary Commission meeting, she provided a packet of information pertaining to the salaries of the various executive appointed positions from the different counties. Vice Chair Nishihara thanked Ms. Morikami for providing the information and inquired if it was possible to get a copy of the current Consumer Price Index (CPI) Report as well. Kaua‘i Salary Commission Regular Open Session Meeting Minutes of September 20, 2017 Page 5 SUBJECT DISCUSSION ACTION Mr. King stated as a suggestion perhaps the Commission could recommend an across the board increase somewhere between two (2) to three (3) percent which he thinks is going to keep the Commission from having to recommend double digit increases three (3) to four (4) years from now. Chair Crowell asked if his recommendation would come in a form of a single resolution similar to that of the collective bargaining agreements where the county employees would receive a two percent across the board increase followed by additional increases up to 2019. Mr. King stated in the past, the Salary Commission made a recommendation to increase the salaries over a span of three (3) years, but when it came to the second and the third year those increases were deferred and the Commission had to deal with the inversions, so for all intensive and purposes, he thinks it would be good practice for the Commission to review the salary caps on an annual bases. Mr. Bracken stated to clarify the Commission could recommend a two and half percent (2.5%) across the board increase. Mr. King added as long as it’s reflected in the resolution as to who the increases would apply to. Mr. Bracken agreed, and said he’d look into it. Ms. Morikami stated that whatever amount turns out to be, the Department of Human Resources has one request that the number be equally divisible by twelve (12) months to avoid the staff having to do the calculations manually. Mr. King stated that he would like to have the actual positions listed in the resolution to make it clear. Mr. Bracken stated that if that’s the direction the Commission wants to take, then he would draft the resolution in that fashion. Mr. Aki agreed. With no further discussion, Chair Crowell called for a motion. Mr. Bracken asked when drafting the resolution does the Commission want him to list all of the positions defined in Section 23.01 of the Kaua‘i County Charter to which Mr. King replied yes. Mr. Bracken asked relative to the two and half percent (2.5%) across the board increase is it the Commission’s intent to have HR deal with the calculations or would the Commission prefer he spell it out in the resolution. Mr. King moved to recommend a two and half percent (2.5%) across the board increase for certain officers and employees as defined in Section 23.01 D of the Kaua‘i County Charter to be submitted to the County Council in early 2018. Mr. Aki seconded the motion. The motion carried 5:0. Kaua‘i Salary Commission Regular Open Session Meeting Minutes of September 20, 2017 Page 6 SUBJECT DISCUSSION ACTION Mr. King asked if he should revise his original motion or make a new motion to reflect that increase should be divisible equally by twelve (12) months. Mr. Bracken pointed out that dividing the number by twelve (12) is not going to result in an exact number, it’s always going to be a little above or a little below. Chair Crowell asked shouldn’t it be left up to the appointing authorities to inform HR that the two and half percent (2.5%) increase should be divisible equally by twelve (12) because according to the Charter, the Salary Commission is only responsible to set the maximum caps. Besides whatever the appointing authority decides on may never please HR anyway. Ms. Morikami stated that she agrees with Chair Crowell that it should be left up to the appointing authorities to inform HR that the two and half percent (2.5%) across the board increase should be divisible equally by twelve (12) months. Mr. Bracken mentioned that HR has done it for his office, so they are familiar with what needs to be done. Chair Crowell asked for clarification if the maximum caps would reflect the two and a half percent (2.5%) percent increase to which Mr. King replied yes; however, it’s also worth mentioning that the Commission is not saying that everyone should receive an increase. Mr. Bracken stated that he would draft two (2) resolutions, the first resolution would be based on Mr. King’s motion and include all of the positions subject to the increase and the second resolution would simply say there’s a two and half percent (2.5%) across the board increase. He added that he doesn’t know which of the two (2) resolutions Council is going to perceive as better; simplicity can be good or not, he doesn’t know. But for all intent and purposes he would draft two (2) resolutions and have the Commission decide at the next meeting which one would be best suited. Mr. King asked for clarification if one of the resolutions would include an exhibit showing the actual positions affected by the increase to which Mr. Bracken replied yes, and repeated that he would draft two (2) resolutions for Commissioners to review and decide on at the next scheduled meeting. Kaua‘i Salary Commission Regular Open Session Meeting Minutes of September 20, 2017 Page 7 SUBJECT DISCUSSION ACTION Announcements After brief discussion to select the date of the next meeting, the Commissioners came to a consensus that the next meeting will be on Wednesday, November 8, 2017, at 9:00 a.m. Adjournment With no further business to conduct, Chair Crowell called for a motion to adjourn the meeting. Ms. Matsumoto moved to adjourn the meeting. Mr. King seconded the motion. The motion carried 5:0. At 9:32 a.m. the meeting adjourned. Submitted by: __________________________________ Reviewed and Approved by: _________________________________________ Mercedes Omo, Staff Support Clerk Robert Crowell, Chair ( ) Approved as circulated on (x) Approved as amended. See minutes of November 9, 2017 meeting.