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HomeMy WebLinkAbout2018_1127_CSC_Minutes_Open_ApprovedCOUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board/Commission: CIVIL SERVICE COMMISSION Meeting Date: November 27, 2018 Location Mo'ikeha Building, Liquor Control Conference Room 3 Start of Meeting: 3:04 p.m. End of Meeting: 4:42 p.m. Present Chair Jeffrey Iida (arrived 3:07p.m.). Vice Chair Richard Jose. Members: Fely Faulkner, Elizabeth Hahn, Karen Matsumoto and Vonnell Ramos. Also: Deputy County Attorney Peter Morimoto (arrived 3:14 p.m.). Director of Human Resources Janine Rapozo (left at 3:49 p.m.). Office of Boards and Commissions Staff. Administrator Nicholas R. Courson (left at 4: 03 p.m.) and Commission Support Clerk Sandra Muragin. Excused Absent SUBJECT DISCUSSION ACTION Call To Chair Pro Tem Jose called the Order/Roll Call meeting to order at 3:04 p.m. with five members present constituting a quorum. Approval of Open Session Minutes of October 23, 2018 Mr. Ramos moved to approve Minutes the minutes of October 23, 2018. Ms. Faulkner seconded the motion. Motion carried 5:0. Director's CSC 2018-12 2018 November Report Director of Human Resources Janine Rapozo reviewed the Director's Report for November with the Commission (on file). Ms. Rapozo said the Department was busy processing new positions and reclassifying positions for the December 3rd start of the new Administration and shared that Human Resources Specialist III Kathy Tanita transferred to a position with the Fire Department. She said HR Department also continues to assist the Fire and Police Commissions as they go through the process of selecting their Chiefs. Ms. Rapozo then invited the Commissioners to stay after their December l lth meeting and enjoy HR's annual Christmas party. Civil Service Commission Open Session November 27, 2018 Page 2 SUBJECT DISCUSSION ACTION Chair Iida arrived. Mr. Jose inquired if applications were received for the Fire and Police Chief and if they are almost finished with their selection. Ms. Rapozo explained that the Police Commission finalized their interviews and have narrowed their selection of potential candidates for the Chief of Police. She said the Police have a lengthy process and candidates go through an extensive background check as well as a psychological exam. She said the Fire Commission is further along in the process and could complete selection of their Fire Chief soon. With no further inquiries, the Commission moved on to the next agenda item. Communication CSC 2018-14 Letter dated November 19, 2018 from Janine M.Z. Rapozo regarding a position change in Human Resources Ms. Faulkner thanked Ms. Rapozo for her service as Director and commended her on a job well done. Ms. Hahn stated that based on Ms. Rapozo's letter, she wasn't aware that the Director of Human Resources changed with the new Administration. Ms. Rapozo said it didn't but it was the right choice for her make personally, and extended her assistance with the Commission until they found a replacement. Ms. Faulkner asked if her Human Resources Manager II position was held vacant for the last four years and inquired why it wasn't filled. Ms. Rapozo said they dollar funded the position to keep it on hold and did not fill it because it would have been a temporary position. Based on collective bargaining rules, she had the right to hold that position. Ms. Hahn asked Ms. Rapozo if she would agree to continue to serve as Director, if the Commission asked. Ms. Rapozo said she had a similar conversation with Chair Iida and offered to serve as Acting Director. Ms. Hahn asked Ms. Rapozo if she would take a reduction in salary by moving back to her old position. Ms. Rapozo replied that as a Human Civil Service Commission Open Session November 27, 2018 Page 3 SUBJECT DISCUSSION ACTION Resource Manager II she had a higher salary than her salary as a Director, and that also played a role in her decision. Ms. Hahn asked Ms. Rapozo if the Director's pay was commiserate with the Resource Manager II pay, would she have stayed. Mr. Iida commented that there were other circumstances that he discussed with Ms. Rapozo that were personal. Ms. Faulkner questioned the withholding of privileged information that was not being shared with the rest of the Commission. Deputy County Attorney Peter Morimoto said the sharing of information between Ms. Rapozo and Chair Iida is "ex parte contact" and because it did not affect a decision there was nothing wrong with what occurred. He said he agreed with Ms. Faulkner only if the withheld information impacted the decision making, then the Commission would need access to that information. Mr. Jose motioned to receive the letter dated November 19, 2018 from Janine M.Z. Rapozo. Ms. Matsumoto seconded the motion. Motion carried 6:0. Business Chair Iida requested to move and discuss CSC 2018-15 Appointment of Interim or Acting Director of Human Resources before CSC 2018-13 Review and approval of the 2019 meeting schedule. CSC 2018-15 Appointment of Interim or Acting Director of Human Resources. Administrator Nicholas R. Courson explained that there were two examples of appointed Acting Directors, one was the current Acting Police Chief Contrades and the other was an Acting HR Director appointed by this Commission in the past. He said he wasn't aware of any rules; however, the only constraint is that the appointed person must have the qualifications in the first place. He advised the Commission to appoint the Acting Director and move through the process of selecting a permanent Director as quickly as possible. Mr. Morimoto advised that any sharing of personal information should take place in Executive Session. Civil Service Commission Open Session November 27, 2018 Page 4 SUBJECT DISCUSSION ACTION Ms. Hahn inquired about the process of collecting prospective applicants to which Ms. Rapozo stated that she sat on a Planning Commission task force and they came up with three different ways. 1. Nominate. Any Commissioner could nominate an qualified individual. 2. Post. HR could post the position and the Commissioners decide the process of how to select the applicants. 3. Hire. Select an outside consultant to do the work. Ms. Hahn moved to nominate Janine Rapozo as Acting The Commission questioned whether Ms. Hahn's motion should be placed in Executive Director. Session. Mr. Courson clarified that the Commission would only go into Executive Session if there were privacy concerns, the nominee request to go into Executive Session or if the Commission had legal questions for Counsel. Mr. Morimoto clarified that if they felt that the withheld privilege conversation between Ms. Rapozo and Chair Iida would affect their decision to nominate her as Acting Director, this would warrant going into Executive Session. Ms. Faulkner requested to go into Executive Session. Mr. Jose seconded the motion. Mr. Courson read the "NOTICE OF EXECUTIVE SESSION, Pursuant to Hawaii Revised Statutes §92-7 (a), the Commission may, when deemed necessary, hold an executive session on any agenda item without written public notice if the executive session was not anticipated in advance. Any such executive session Civil Service Commission Open Session November 27, 2018 Page 5 SUBJECT DISCUSSION ACTION shall be held pursuant to HRS §92-4 and shall be limited to those items described in HRS Mr. Courson stated the Executive Session would be for CSC 2018-15 Appointment of §92-5(a)." Interim or Acting Director of Human Resources and would involve matters of privacy and consultation with the Commissions Counsel. Ms. Faulkner moved to go into Executive Session at 3:37 p.m. Ms. Hahn seconded the motion. Motion carried 6:0. Return to Open The meeting resumed in Open Session Session at 3:45 p.m. Business CSC 2018-15 Appointment of Interim or Acting Director of Human Resources. Chair Iida reminded the Commission that they had a motion on the floor to appoint Janine Rapozo as Acting Director of Human Resources. Ms. Faulkner shared that she understood and respected Ms. Rapozo's decision and requested the Commission find another Acting Director. The Commission discussed and weighed the information that was shared. The fact that Ms. Rapozo herself offered to be Acting Director convinced the Commission to move forward with the appointment. Mr. Morimoto announced the roll call vote; Hearing no further discussion, Chair called for a roll call vote. Commissioner Faulkner — Aye Commissioner Hahn — Aye Chair Iida — Aye Commissioner Jose — Aye Commissioner Matsumoto — Aye Commissioner Ramos — Aye Motion carried 6:0 CSC 2018-13 Review and approval of the 2019 meeting schedule. Civil Service Commission Open Session November 27, 2018 Page 6 SUBJECT DISCUSSION ACTION Ms. Rapozo left the meeting. The Commission unanimously agreed to the suggested 3rd Tuesday for March, November and December due to holidays and the 4th Tuesday for the remaining months. Executive Mr. Jose moved to go into Session Executive Session at 3:52 p.m. Ms. Faulkner seconded the motion. Motion carried 6:0. Return to Open The meeting resumed in Open Session Session at 4:41 p.m. Announcements Next Meeting: Tuesday, December 11, 2018 — 3:00 p.m., Mo'ikeha Building, Liquor Conference Room 3. Adjournment With no objections, Chair Iida adjourned the meeting at 4:42 p.m. Submitted by: Sandra Muragin, Commission Support Clerk Reviewed and Approved by: ( X ) Approved as circulated. 12/ 11 / 18 ( ) Approved with amendments. See minutes of meeting. Jeffrey Iida, Chair