HomeMy WebLinkAbout2020_0204_CSC_Minutes_Open_ApprovedCOUNTY OF KAUAI
Minutes of Meeting
OPEN SESSION
Board/Commission:
CIVIL SERVICE COMMISSION
Meeting Date:
February 4, 2020
Location
Mo'ikeha Building, Liquor Conference Room 3
Start of Meeting: 3:00 p.m.
I End of Meeting: 3:31 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: 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
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 Minutes of January 7, 2020
Ms. Tokioka moved to approve
Minutes
the Open Session minutes of
January 7, 2020, as circulated.
Vice Chair Ramos seconded the
motion. Motion carried 7:0.
Acting
CSC 2020-04 Acting Director's Reports for the January 2020 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 January report with the
Commission (on file). She shared that all labor contracts were completed and because the
Civil Service Commission
Open Session
February 4, 2020
Page 2
SUBJECT
DISCUSSION
ACTION
contracts expired June 2019, there would be lump sum or retro payments to settle. Unit 4
and Unit 14 are pending arbitration awards and all units need final approval from the
Legislature for funding. There is a bill in the Legislature to split Unit 14 Ocean Safety
Officers and State Law Enforcement Sheriffs Division. If the bill passes Unit 15 would be
the Ocean Safety Officers and Unit 14 would be for the State Law Enforcement Sheriffs
Division. There is also another bill in the legislature to extend the required electronic
Employee Retirement System (ERS) to the state for another five years.
Ms. Rapozo said they secured and have a signed contract with BerryDunn who would
prepare an Request For Proposal (RFP) before the end of June.
Ms. Tokioka asked if the 26 short term under transactions were 89-day contracts and if that
number included new contracts or a carryover from last month. Ms. Rapozo explained there
were approximately 12-15, 89-day contracts included in that count. The count included 89-
day contract hires and 89-day contract terminations.
Ms. Janine Rapozo let the meeting room.
Pursuant to Hawaii Revised Statutes §§92-4 and 92-5 (a) (2) (4), 92-9 (a) (1-4) and (b), 76-
Administrator Ellen Ching read
47 (e) the purpose of this Executive Session is to receive and approve Executive Session
the Hawaii Revised Statutes to
minutes, to consider the hire, evaluation, dismissal or discipline of an employee or officer of
move the meeting into
the County where consideration of matters affecting privacy will be involved and to discuss
Executive Session.
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
Ms. Tokioka moved to enter
powers, duties, privileges, immunities, and/or liabilities as they may relate to this agenda
into Executive Session. Ms.
item. (On -going)
Hahn seconded the motion.
Motion carried 7:0.
At 3:08 p.m. the Commission
entered into Executive Session.
Return to Open
At 3:21 p.m. the Commissioners reconvened in Open Session.
Ms. Hahn ratified the actions
Civil Service Commission
Open Session
February 4, 2020
Page 3
SUBJECT
DISCUSSION
ACTION
Session
taken in Executive Session for
agenda items: ES-005, ES-006,
and ES-007. Ms. Faulkner
seconded the motion. Motion
carried 7:0.
Business
CSC 2020-05 Update on the hiring process of the Director of Human Resources
(ongoing
A. Coordination of protocol announcement procedures.
B. Discussion and decision making on the notification to all applicants.
C. Discussion on other related matters.
CSC 2020-05 was discussed in executive session and no further comments were required.
CSC 2020-06 Discussion on the plans and actions regardingaudits udits performed for the
Ms. Tokioka moved to defer
following (on -going.):
CSC 2020-06 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
O1)
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 County
Hiring Practices
(Report no. 18-01)
Ms. Hahn seconded the motion.
Motion carried 7:0.
CSC 2020-07 Discussion and possible outline of job expectations for the Director of
Civil Service Commission
Open Session
February 4, 2020
Page 4
SUBJECT
DISCUSSION
ACTION
Human Resources (on -going).
A. Review samples of evaluation tools.
a. Department of Water Goals and Objectives
b. Evaluation Factors: Appointees/Managers
c. Self -Evaluation Letter
d. Position description and Charter
Ms. Ching proposed several options and advised a clear outline of job expectations for the
new HRD. She suggested they formulate a six month evaluation with a list of preliminary
expectations and guidelines that would evolve into an in-depth assessment. Ms. Ching also
suggested they consider developing a digital survey for the HR staff to complete that would
compile interaction and the internal function of the department. They should also plan to
address the HRMS (human resources management system) system and set June 30, 2020 to
encumber the CIP (capital improvement program) funds.
Ms. Tokioka advised the first responsibility should be to review the audit and develop an
action plan. There should also be an area that would look at the office structure, how things
are assigned and come up with a preliminary report on her findings for the commission to
Ms. Tokioka moved to defer
review.
CSC 2020-07 Discussion and
possible outline of job
expectations for the Director of
Human Resources. Ms.
Faulkner seconded the motion.
With no further discussion, Chair Iida asked the question.
Motion carried 7:0.
Announcements
Next Meeting: Tuesday, March 3, 2020 — 3:00 p.m., Mo'ikeha Building, Liquor Conference
Room 3.
Adjournment
With no objections, Chair Iida
adjourned the meeting at 3:31
p.m.
Civil Service Commission
Open Session
February 4, 2020
Submitted by:
Sandra Muragin, Commission Support Clerk
Page 5
Reviewed and Approved by:
( X ) Approved as circulated. 03/03/20
( ) Approved with amendments. See minutes of meeting.
Jeffrey Iida, Chair