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HomeMy WebLinkAbout2019_1001_CSC_Minutes_Open_Approved COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board/Commission: CIVIL SERVICE COMMISSION Meeting Date: October 1, 2019 Location Mo’ikeha Building, Liquor Conference Room 3 Start of Meeting: 3:00 p.m. End of Meeting: 4:27 p.m. Present Chair Richard Jose. Vice Chair Jeffrey Iida. Commissioner: Fely Faulkner, Elizabeth Hahn, Vonnell Ramos, Beth Tokioka and Ricky Watanabe (arrived at 3:02 p.m.). Deputy County Attorney Mark Ishmael. Human Resources Manager Jill Niitani (left at 3:07 p.m.). Office of Boards and Commissions Staff: Administrator Ellen Ching and Commission Support Clerk Sandra Muragin. Excused Absent SUBJECT DISCUSSION ACTION Call To Order/Roll Call Chair Jose called the meeting to order at 3:00 p.m. with six members constituting a quorum. Approval of Minutes A. Open Session Minutes of September 3, 2019 B. Open Session Special Minutes of September 10, 2019 Vice Chair Iida moved to approve the Open Session minutes of September 3, 2019 and Open Session Special minutes of September 10, 2019, as circulated. Ms. Hahn seconded the motion. Motion carried 6:0. Acting Director’s Report CSC 2019-18 Acting Director’s Reports for the September 2019 period. A. Labor contracts and negotiations B. Administrative Services and Benefits C. Classification and Pay and Labor Relations D. Recruitment and Exam E. Payroll F. Employee Development and Health Services G. ADA/EEO Civil Service Commission Open Session October 1, 2019 Page 2 SUBJECT DISCUSSION ACTION Commissioner Ricky Watanabe arrived. Human Resources Manager Jill Niitani reviewed the September report with the Commission (on file) for Acting Director of Human Resources Janine Rapozo, who was taking part in arbitration negotiations for Unit 4. Ms. Niitani reported that for the past couple of weeks they worked with the vendor on the Human Resources Management System (HRMS). The vendor assisted in modifying the system to fit the County of Kaua‘i with the State system in its retirement reporting and retirement contributions and to eliminate manual processes that were being done. There would be changes to internal procedures and processes and departments would need to be trained on them. She said there were still more testing that needed to be done but retirement reporting to the state should become accurate. Ms. Niitani shared that Ms. Janine Rapozo was one of the speakers for the Mayor’s economic summit. She said at the department’s request, they are also working to provide a supervisory training workshop and safety training. Ms. Jill Niitani left the meeting room. Pursuant to Hawai‘i Revised Statutes §§92-4 and 92-5 (a) (2) (4), 92-9 (a) (1-4) and (b) the purpose of this Executive Session is to receive and approve Executive Session minutes, and to discuss the hiring of a new Director of Human Resources and other related matters where consideration of matters affecting privacy will be involved, and to consult with the Commission’s legal counsel on questions and issues pertaining to the Commission’s and the County’s powers, duties, privileges, immunities, and/or liabilities as they may relate to this agenda item. (On-going) Administrator Ellen Ching read the Hawai‘i Revised Statutes to move the meeting into Executive Session. Vice Chair Iida moved to enter into Executive Session. Mr. Ramos seconded the motion. Motion carried 7:0. At 3:07 p.m. the Commission entered into Executive Session. Return to Open Session The meeting resumed in Open Session at 4:14 p.m. Civil Service Commission Open Session October 1, 2019 Page 3 SUBJECT DISCUSSION ACTION Business CSC 2019-23 Discussion and implementation of the hiring process to begin selection of a Director of Human Resources. [12/11/18, 1/22/19, 2/26/19, 3/19/19, 4/2/19, 5/7/19, 6/4/19, 7/2/19, 8/6/19, 9/3/19, 9/10/19] A. Discussion on formulating the process for the oral interview step in the hiring process. 1. Review and possible approval of the draft “selected to oral interview phase” letter. 2. Review and possible approval of the draft “not selected” letter. 3. Discuss the oral interview process. 4. Select a Commissioner to work with the Administrator on formulating the list of oral interview questions. 5. Possible formation of a Permitted Interaction Group (PIG) pursuant to Hawai‘i Revised Statutes Section 92-2.5(b)(1-2) which scope of duties may include; a. Formulate a list of questions to use during the oral interview. b. Create a scoring tool to rate applicants during oral interview. B. Discussion and possible approval of obtaining the following additional information from applicants; personal or professional references, certificates or diplomas and letters of recommendation. Vice Chair Iida moved to approve that the Permitted Interaction Group 3 be comprised of the following members; Vice Chair Jeffrey Iida, Commissioner Vonnell Ramos and Commissioner Beth Tokioka, which scope of duties include to formulate a list of questions and create a scoring tool to rate applicants during the oral interview. Mr. Watanabe seconded the motion. Motion carried 7:0. Civil Service Commission Open Session October 1, 2019 Page 4 SUBJECT DISCUSSION ACTION 1. Decide which documents to request. 2. Discuss timeline and process to request and receive these documents. The Commission decided they would request personal and professional letters of recommendations before the oral interview. Mr. Watanabe moved that the commission request the six applicants submit two personal letters of recommendation and two professional letters of recommendation. Vice Chair Iida seconded the motion. Motion carried 7:0. Announcements Next Meeting: Tuesday, November 5, 2019 – 3:00 p.m., Mo'ikeha Building, Liquor Conference Room 3. Adjournment With no objections, Chair Jose adjourned the meeting at 4:27 p.m. Submitted by: ________________________________________ Reviewed and Approved by: _________________________________________ Sandra Muragin, Commission Support Clerk Richard Jose, Chair ( X ) Approved as circulated. 11/05/19 ( ) Approved with amendments. See minutes of ___________ meeting.