HomeMy WebLinkAbout2020_0107_CSC_Minutes_Open_ApprovedCOUNTY OF KAUAI
Minutes of Meeting
OPEN SESSION
Board/Commission:
CIVIL SERVICE COMMISSION
Meeting Date:
January 7, 2020
Location
Mo'ikeha Building, Liquor Conference Room 3
Start of Meeting: 3:00 p.m.
End of Meeting: 3:28 p.m.
Present
Chair Jeffrey Iida. Vice Chair Vonnell Ramos. Commissioners: Fely Faulkner, Elizabeth Hahn, Richard Jose, Beth Tokioka and
Ricky Watanabe.
Deputy County Attorney Todd Jenson. Acting Director of Human Resources Janine Rapozo (left at 3: 05 p.m.). Office of Boards and
Commissions Staff: Administrator Ellen Ching and Commission Support Clerk Sandra Muragin.
Excused
Absent
SUBJECT
DISCUSSION
ACTION
Prior to the meeting being called to order, Administrative Assistant to the County Clerk Eddie
Topenio administered the Oath of Office to Commissioner Vonnell Ramos serving a second
term ending 12/31 /22.
Call To
Chair Iida called the meeting to
Order/Roll Call
order at 3:00 p.m. with seven
members present constituting a
quorum.
Approval of
A. Open Session Special Minutes of December 14, 2019
Ms. Tokioka moved to approve
Minutes
the Open Session Special
minutes of December 14, 2019,
as circulated. Ms. Hahn
seconded the motion. Motion
carried 7:0.
B. Open Session Special Minutes of December 15, 2019
Ms. Tokioka moved to approve
the Open Session minutes of
December 15, 2019, as
circulated. Ms. Hahn seconded
the motion. Motion carried 7:0.
Civil Service Commission
Open Session
January 7, 2020
Page 2
SUBJECT
DISCUSSION
ACTION
C. Open Session Minutes of December 17, 2019
Ms. Tokioka moved to approve
the Open Session minutes of
December 17, 2019, as
circulated. Mr. Jose seconded
the motion. Motion carried 7:0.
Acting
CSC 2019-35 Acting Director's Reports for the December 2019 period.
Director's
A. Labor contracts and negotiations
Report
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. EEO/ADA
Acting Director of Human Resources Janine Rapozo reviewed the December report with the
Commission (on file). She shared that Unit 3 accepted a settlement and the ratification vote
would end tomorrow. If ratified, the next step would be funding approval from the County
Council. Unit 14 was scheduled for arbitration on January 13, and Unit 4 held their hearing
and was pending a decision. She hopes Unit 4 accepts the settlement. Ms. Rapozo said
BerryDunn was selected as the consultant to develop an RFP (request for proposal) for the
new HRMS (human resources management system). BerryDunn was contracted to
complete the RFP before the end of this fiscal year, June 30, 2020 and once that is done they
plan to encumber the funds. She also reported that HR began use of the new IRS W-4 form
this year.
Ms. Tokioka was concerned that there would not be sufficient time to solicit, close and
award a bid by June 30, 2020. Ms. Rapozo explained that they are allowed to encumber
CIP (capital improvement) funds and plan to begin the selection process at the beginning of
the new fiscal year.
Civil Service Commission
Open Session
January 7, 2020
Page 3
SUBJECT
DISCUSSION
ACTION
Ms. Janine Ra ozo let the meeting room.
Pursuant to Hawai `i Revised Statutes § §92-4 and 92-5 (a) (2) (4), 92-9 (a) (1-4) and (b), 76-
Ms. Tokioka moved to enter
47 (e) the purpose of this Executive Session is to receive and approve Executive Session
into Executive Session. Mr.
minutes, to consider the hire, evaluation, dismissal or discipline of an employee or officer of
Jose seconded the motion.
the County where consideration of matters affecting privacy will be involved and to discuss
Motion carried 7:0.
the hiring of a new Director of Human Resources, and to consult with the Commission's
legal counsel on questions and issues pertaining to the Commission's and the County's
Administrator Ellen Ching read
powers, duties, privileges, immunities, and/or liabilities as they may relate to this agenda
the Hawaii Revised Statutes to
item. (On -going)
move the meeting into
Executive Session.
At 3:06 p.m. the Commission
entered into Executive Session.
Return to Open
At 3:22 p.m. the Commissioners reconvened in Open Session.
Ms. Faulkner ratified the
Session
actions taken in Executive
Session for agenda items: ES-
001, ES-002, ES-003 and ES-
004. Mr. Jose seconded the
motion. Motion carried 7:0.
Business
CSC 2020-02 Discussion on the plans and actions regardingaudits udits performed for the
Ms. Tokioka moved to defer
following (ongoing):
CSC 2020-02 Discussion on the
A. Fiscal Year 2015-2016 Audit of County Hiring Practices (Report no. 15-01)
plans and actions regarding
B. Fiscal Year 2017-2018 Follow-up Audit of County Hiring Practices (Report no. 18-
audits performed for the
01)
following (ongoing):
C. Fiscal Year 2015-2016
Audit of County Hiring
Practices (Report no. 15-
01)
D. Fiscal Year 2017-2018
Follow-up Audit of
Civil Service Commission
Open Session
January 7, 2020
Page 4
SUBJECT
DISCUSSION
ACTION
County Hiring Practices
(Report no. 18-01)
Ms. Faulkner seconded the
motion. Motion carried 7:0.
CSC 2020-03 Discussion and possible outline of job expectations for the Director of
Ms. Tokioka moved to defer
Human Resources.
CSC 2020-03 Discussion and
possible outline of job
expectations for the Director of
Ms. Ching encouraged the commission to base their outline of job expectations using the
Human Resources. Ms. Hahn
job description and charter; the audit should also be incorporated. Ms. Tokioka said the
seconded the motion.
Department of Water had a useful document that outlined goals, measurements and due
dates and requested samples for the commission to view, as well as samples from other
departments. Ms. Ching advised that the information in the monthly reports could be
improved and more in -line with the job expectations. She said the report should
communicate the department's performance and accomplishments.
With no further discussion, Chair Iida asked the question.
Motion carried 7:0.
Announcements
Next Meeting: Tuesday, February 4, 2020 — 3:00 p.m., Mo'ikeha Building, Liquor
Conference Room 3.
Adjournment
With no objections, Chair Iida
adjourned the meeting at 3:28
p.m.
Submitted by:
Sandra Muragin, Commission Support Clerk
Reviewed and Approved by:
( X ) Approved as circulated. 02/04/20
( ) Approved with amendments. See minutes of meeting.
Jeffrey Iida, Chair