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HomeMy WebLinkAbout2018_1023_CSC_Minutes_Open_ApprovedCOUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board/Commission: I CIVIL SERVICE COMMISSION Meeting Date: I October 23, 2018 Location Mo'ikeha Building, Liquor Control Conference Room 3 Start of Meeting: 3:00 p.m. End of Meeting: 4:00 p.m. Present Chair Jeffrey Iida. Vice Chair Richard Jose. Members: Fely Faulkner, Elizabeth Hahn, Karen Matsumoto and Vonnell Ramos. Also: Deputy County Attorney Peter Morimoto. Director of Human Resources Janine Rapozo. Office of Boards and Commissions Staff: Administrator Nicholas R. Courson and Commission Support Clerk Sandra Muragin. Excused Absent SUBJECT DISCUSSION ACTION Call To Chair Iida called the meeting to Order/Roll Call order at 3:00 p.m. with six members present constituting a quorum. Approval of Open Session Minutes of September 7, 2018 Mr. Jose moved to approve the Minutes minutes of September 7, 2018, Ms. Matsumoto asked that the minutes be amended and to change "Payroll Department" to as amended. Ms. Hahn "Payroll Division" in the first and second paragraphs on page two. seconded the motion. Motion carried 6:0. Director's CSC 2018-10 a. 2018 September Report b. Department of Human Resources Annual Report CSC 2018-11 2018 October Director of Human Resources Janine Rapozo reviewed the Director's Report for September and October 2018 with the Commission (on file). Ms. Rapozo said that due to the various flash flood warnings and hurricane threats, the August 25th Fire Fighters Trainee exam was postponed to September 29th. She said they received over 250 applicants and from that only 120 applicants showed up for the written exam, which resulted in around 70 that passed. The 70 applicants were then scheduled to take a performance test the following week. Normally only the top 40 applicants from the written exam are moved on to the performance test but they changed their process and opened it up to everyone who passed the written exam. She Civil Service Commission Open Session October 23, 2018 Page 2 SUBJECT DISCUSSION ACTION said the performance test was extended to four days because of the higher number of applicants. At the end of the four days, 42 applicants qualified. She said they will analyze and evaluate the results to see if opening up the performance testing resulted in the possibility of some applicants passing, who may not have made it with the old procedure. Ms. Rapozo said they also plan to look into improving the scoring system from a pass/fail to a percentage grade for both the written exam and performance testing. Ms. Rapozo reviewed the various personnel changes in HR; Candace Tada, Payroll Specialist I started on September 16th, Kris Nakamura was promoted to HR Specialist III and newly hired Tiffany Hiranaka is the Program Support Technician II. Ms. Matsumoto said several years ago there were lawsuits regarding The Fair Labor Standards Act (FLSA) and asked if it was being tracked in the system. Ms. Rapozo said it is being tracked and she is working with IT Department Manager Del Sherman to make their system compliant with the Employees' Retirement System (ERS). She said recently ERS required that retroactive pay must be logged into the payroll period time frame that it happened. The current system is unable to record retroactive pay into past payroll periods, so the plan is to meet with the systems programmer and trainer for one week to rectify these issues. Ms. Rapozo said they are no longer allowed to input retroactive pay in the payroll period that it's being processed in. Ms. Matsumoto inquired about the time and attendance system. Ms. Rapozo said a Request for Proposal (RFP) with a software company was processed two months ago; however, the company was purchased by another competitor which made the County's current software system not compatible. At the suggestion of Mr. Sherman they processed another RFP to purchase a new software system several months ago; however, the magnitude of the work involved to integrate a new software system was overwhelming. Ms. Rapozo said they rescinded that RFP and are now researching the systems used by the State of Hawaii and Maui County, and estimate the cost to be around $5 million. Civil Service Commission Open Session October 23, 2018 Page 3 SUBJECT DISCUSSION ACTION Mr. Jose inquired if there were more or less Administrative Reviews. Ms. Rapozo said there were more requests for Administrative Reviews than in previous years and she has encouraged anyone to move through that process. She said she views it as an alternative route to applicants and many times it has been necessary to obtain additional information that proved to be advantageous to the applicant. She supports it and feels it should be viewed as a positive procedure. Ms. Faulkner referenced the Annual Report, page III-13, Recruitment. She said the County accepted 1,997 applications for Fiscal Year 2018 and only 137 new hires, and inquired if HR looked at these remaining applications when similar jobs became available. Ms. Rapozo said all applications are filed electronically and once the eligibility of the applicant expired, they do not go back; the applicant would have to initiate applying for another position. Ms. Faulkner referenced the Annual Report, page III-14, Transactions. She asked about the category "Other" and said it showed 788 for Fiscal Year 2018 which she felt was a sizable amount. Ms. Rapozo said a large portion is due to retroactive pay and amendments to transactions. Ms. Faulkner was also concerned regarding the low ratio of exit interviews conducted. She felt strongly about obtaining data from these individuals because it could identify weaknesses and inadequacies and, if addressed, may possibly build a stronger workforce. Ms. Faulkner inquired if HR had a process in place to increase the number of exit interviews. Ms. Rapozo said they have collected data on exit interviews and annually provided a confidential report to the respective department heads. With no further discussion, the Commission moved on to the next agenda item. Executive Ms. Hahn moved to go into Session Executive Session at 3:25 p.m. Mr. Jose seconded the motion. Motion carried 6:0. Civil Service Commission Open Session October 23, 2018 Page 4 SUBJECT DISCUSSION ACTION Return to Open The meeting resumed in Open Session Session at 3:59 p.m. Announcements Next Meeting: Tuesday, November 27, 2018 — 3:00 p.m., Mo'ikeha Building, Liquor Conference Room 3 Adjournment With no objections, Chair Iida adjourned the meeting at 4:00 p.m. Submitted by: Sandra Muragin, Commission Support Clerk Reviewed and Approved by: ( X ) Approved as circulated. 11/27/18 ( ) Approved with amendments. See minutes of meeting. Jeffrey Iida, Chair