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HomeMy WebLinkAbout2018_0327_CSC_Minutes_Open_ApprovedCOUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board/Commission: CIVIL SERVICE COMMISSION Meeting Date: March 27, 2018 Location Mo'ikeha Building, Liquor Control Conference Room 3 Start of Meeting: 3:03 p.m. End of Meeting: 4:30 p.m. Present Chair Jeffrey Iida; Members: Elizabeth Hahn, Karen Matsumoto, and Vonnell Ramos. Also: Deputy County Attorney Peter Morimoto; Director of Human Resources Janine Rapozo; Boards and Commissions Office Staff: Administrator Nicholas R. Courson and Commission Support Clerk Sandra Muragin. Excused Vice Chair Richard Jose and Commissioner Fely Faulkner Absent SUBJECT DISCUSSION ACTION Call To Chair Iida called the meeting to Order/Roll Call order at 3:03 p.m. with four members present. Approval of Open Session Minutes of January 23, 2018 Ms. Hahn moved to approve the Minutes minutes of January 23, 2018, as circulated. Mr. Ramos seconded the motion. Motion carried 4:0. Director's CSC 2018-02 2018 February Reports CSC 2018-04 2018 March Human Resources (HR) Director Janine Rapozo reviewed her February and March report with the Commission (on file). She said County Council approved a four-year contract for SHOPO, and the Unit 14 Ocean Safety Officers is the only contract left to settle. She said they are expecting a decision within the next week and then it would be taken to the Legislature for funding approval. Ms. Rapozo said that the County Council through Council Services procured Spire Hawaii, formerly NHK, who conducted the original audit two years ago. Ms. Rapozo shared that the original audit looked into the County's hiring practice and they are now checking if their recommendations were implemented. She said the De artment provided responses to their list of questions, and the auditor(s) will be onsite Civil Service Commission Open Session March 27, 2018 Page 2 SUBJECT DISCUSSION ACTION tomorrow to review work and subsequently follow up with a report. Ms. Hahn inquired about the installation of the second lifeguard station tower at Po`ipu Beach Park and asked if that would also increase the personnel. Ms. Rapozo said Council is lookin at converting two on -call positions into full-time positions. Business CSC 2018-03 Discussion on policregarding Administrative Review. Ms. Rapozo said that when this topic was placed on the agenda, she discussed it with Sandra Muragin. She explained that all applicants who contest the Director's decision automatically go through an administrative review process. That process may include a hearing or the receipt of additional information from the applicant for HR to include in their qualification requirements. Once the additional information is received, a decision is rendered to the applicant and at that point HR will attach a copy of the Civil Service Commission/Merit Appeals Board form to their letter that is sent to the applicant. If a Civil Service Commission/Merit Appeals Board form was directly received by the Office of Boards and Commissions, Ms. Muragin would first verify with HR that an administrative review process was completed before proceeding. She explained that in the last review, the applicant did not show up for the scheduled administrative review appointment, which led to an appeal to the CSC. Ms. Rapozo admitted in hindsight, their decision should have been based on timeliness, not on merit. The Department looked at how this applicant was handled and adjustments were made so it doesn't happen again in the future, including working with the Office of Boards and Commissions to assess each applicant or appeal before it's referred to the CSC. Ms. Matsumoto asked for an explanation of what an administrative review process is and if it is done by the Director or staff, because she wanted it made clear that HR took the proper steps and that the Commission understands what the process is. Ms. Rapozo explained that either she or the Human Resources Manager Jill Niitani would sit in on the administrative review meetings. The applicant, at that time, is afforded an opportunity to provide additional information that they feel was not considered in the initial review of their application or Civil Service Commission Open Session March 27, 2018 Page 3 SUBJECT DISCUSSION ACTION position. Ms. Rapozo said although the applicants are given another chance to bring information they feel can provide them the qualifications required for the position, many do not show up for the administrative review or do not provide information they can use that show they now qualify for the position they are applying for. Ms. Hahn asked that future documentation in their packet be labeled or tabbed so the Commission knows it is part of the administrative review or appeal. She said this would eliminate confusion of where and who the documentation came from. Ms. Matsumoto said that based on the last applicant, she felt confusion existed between what was required from the applicant and how HR handled the administrative review. She requested that the HR staff educate the applicants on the process and clearly define the expectations and what the next steps are. With no further discussion, the Commission went into Executive Session. Executive Ms. Matsumoto moved to go Session into Executive Session. Ms. Hahn seconded the motion. Motion carried 4:0. Deputy County Attorney Peter Morimoto read the Hawai `i Revised Statutes provision as detailed on the agenda to take the Commission into Executive Session for ES-002 and ES-003. The meeting moved into Executive Session at 3:23 p.m. Return to Open Ratify Commission actions taken in Executive Session for items: ES-002 and ES-003. The meeting resumed in Open Session Session at 4:19 p.m. Civil Service Commission Open Session March 27, 2018 Page 4 SUBJECT DISCUSSION ACTION Ms. Hahn moved to ratify the Commission actions taken in Executive Session for ES-002 and ES-003. Ms. Matsumoto seconded the motion. Motion carried 4:0. Announcements Next Meeting: Tuesday, April 24, 2018 — 2:00 p.m., Mo'ikeha Building, Liquor Conference Room 3 Adjournment Mr. Ramos moved to adjourn the meeting at 4:20 p.m. Ms. Hahn seconded the motion. Motion carried 4:0. Submitted by: Sandra Muragin, Commission Support Clerk ( X ) Approved as circulated. 4/24/18 ( ) Approved with amendments. See minutes of Reviewed and Approved by: meeting. Jeffrey Iida, Chair