HomeMy WebLinkAbout2020_0602_CSC_Minutes_Open_ApprovedCOUNTY OF KAUAI
Minutes of Meeting
OPEN SESSION
Board/Commission:
I CIVIL SERVICE COMMISSION
Meeting Date:
June 2, 2020
Location
Teleconference via Microsoft Teams
Start of Meeting: 3:14 p.m. 7End
of Meeting: 3:28 p.m.
Present
Chair Jeffrey Iida. Vice Chair Vonnell Ramos. Commissioners: Fely Faulkner, Beth Tokioka and Ricky Watanabe.
Deputy County Attorney Mark Ishmael. Human Resources Director Annette Anderson (disconnected at 3: 27 p. m). Office of Boards
and Commissions Staff. Administrator Ellen Ching and Commission Support Clerk Sandra Muragin.
Excused
Commissioner Richard Jose
Absent
SUBJECT
DISCUSSION
ACTION
Return to Open
Chair Iida, Vice Chair Ramos, Commissioner Tokioka, Deputy Attorney Mark Ishmael, Human
Session
Resources Director Annette Anderson and Commission Support Clerk Sandra Muragin were
logged onto Microsoft Teams by video. Commissioner Faulkner, Commissioner Watanabe and
Administrator Ellen Ching called into Microsoft Teams and entered the meeting by audio.
Call To Order In
Chair Iida called the meeting to order in open session at 3:14 p.m. and requested a roll call.
Open Session
/Roll Call
Commission support clerk Sandra Muragin verified attendance by roll call and requested a
verbal response of present or here;
Commissioner Faulkner replied present.
Commissioner Tokioka replied here.
Commissioner Watanabe replied present.
Vice Chair Ramos replied here.
Chair Iida replied here.
County Attorney Mark Ismael replied here.
Human Resources Director Annette Anderson replied here.
Administrator Ellen Ching replied here.
Quorum was established with
Commission Support Clerk Sandra Muragin replied here.
five commissioners present.
Ratify Actions
Ratify actions taken by the Civil Service Commission in executive session for agenda items:
Ms. Faulkner moved to ratify
ES-010, ES-0I I and ES-012.
the actions taken in Executive
Session for agenda items ES-
010, ES-011 and ES-012. Ms.
Tokioka seconded the motion.
Civil Service Commission
Open Session
June 2, 2020
Page 2
SUBJECT
DISCUSSION
ACTION
Roll Call Vote: 5-Ayes and 0-
Nays. Motion carried 5:0.
Public
No one from the public logged into the meeting.
Comments and
Testimony
Approval of
A. Open Session Minutes of May 5, 2020
Ms. Tokioka moved to approve
Minutes
the Open Session minutes of
Chair announced corrections to the minutes on page 4, third paragraph, last sentence, change
May 5, 2020, with amendments
"through negotiations with HGEA" to "through informal consultation with HGEA".
to page 4, third paragraph, last
sentence, change "through
negotiations with HGEA" to
"through informal consultation
with HGEA." Mr. Watanabe
seconded the motion. Motion
carried 5:0.
Director's
CSC 2020-14 Director's Reports for the April/May 2020 period.
Report
A. COVID-19
B. Collective Bargaining
C. HRMS Project
D. Administrative Services and Benefits
E. Classification and Pay and Labor Relations
F. Recruitment and Exam
G. Payroll
H. Employee Development and Health Services
I. EEO/ADA
Human Resources Director Annette Anderson reviewed the April/May report with the
Commission (on file).
Human Resources Management System (HRMS):
Ms. Anderson reported that consultants Be Dunn posted the Request for Proposal RFP
Civil Service Commission
Open Session
June 2, 2020
Page 3
SUBJECT
DISCUSSION
ACTION
on May 14, 2020. They scheduled a telephone conference with 19 potential vendors on
May 28, 2020, of which 15 participated in the conference call. The next step would be that
potential vendors could submit RFP questions by June 19. The deadline for vendors to
submit their proposals was July 9.
COVID 19:
Ms. Anderson reported that to date they have not received any complaints or issues with
regards to the temporary 4-10 work schedule. She said that HR continued to accept and
grant exemptions from the 4-10 work schedule even though the deadline passed. As far as
the HR Department, most of her staff telework at home and they continue to schedule daily
meetings and report a daily work list to the Mayor's office.
Collective Bargaining:
Ms. Anderson reported that funding for Unit 4, clerical supervisors was approved. Ocean
Safety Officer Unit 14 had its first reading at the County Council on May 20 and should
conclude in July. They are pending an updated status of funding from the Legislature for
the remainder of the bargaining units. The Legislature is anticipated to resume session in
June.
Negotiations:
Ms. Anderson reported that she has been in discussions with the other jurisdictions on the
uncertainty and financial crisis from the COVID 19 pandemic. Most unions have agreed to
postpone bargaining negotiations and formal proposal deadlines. She said that all
jurisdictions are uncertain on how they would accommodate contract negotiations that were
approved before the pandemic.
Recruitment Process:
Ms. Anderson reported changes were made to their recruitment process to ensure fairness to
all applicants. The new procedure would only consider information and documents
submitted within the recruitment announcement period. They eliminated acceptance of new
information or documentation after the recruitment closure date, which was allowed in the
Civil Service Commission
Open Session
June 2, 2020
Page 4
SUBJECT
DISCUSSION
ACTION
past. An HR recruitment specialist would work with the applicant to clarify information
from the application received. The applicant would continue to be offered an administrative
review, which would involve Ms. Anderson's review of the information that the HR
recruitment specialist verified. If after the administrative review Ms. Anderson sustains its
decision, the applicant could file an appeal to the Civil Service Commission.
Ms. Faulkner expressed concern that only five exit interviews were conducted after 15
separations/terminations. She felt strongly about the importance of obtaining data from
these individuals were valuable in identifying improvement. Exit interviews contained
valuable information that could strengthen the Counties recruitment and retention of
employees. Ms. Anderson agreed with Ms. Faulkner. She said her staff explained that the
numbers vary due to different cycle periods; however, they confirmed that they contact
100% of these separated and terminated individuals.
With no further questions, Ms. Anderson disconnected from the Teams meeting.
Announcements
Next Meeting: Tuesday, July 7, 2020 — 3:00 p.m., Teleconference by Microsoft Teams
Adjournment
Ms. Faulkner moved to adjourn
the meeting. Mr. Watanabe
seconded the motion. Motion
carried 5:0
Meeting adjourned at 3:28 p.m.
Submitted by:
Sandra Muragin, Commission Support Clerk
Reviewed and Approved by:
( X ) Approved as circulated. 07/07/20
( ) Approved with amendments. See minutes of meeting.
Jeffrey Iida, Chair