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HomeMy WebLinkAbout2020_1110_CSC_Minutes_Open_ApprovedCOUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board/Commission: CIVIL SERVICE COMMISSION Meeting Date: November 10, 2020 Location Teleconference via Microsoft Teams Start of Meeting: 3:00 p.m. End of Meeting: 4:19 p.m. Present Chair Jeffrey Iida. Vice Chair Vonnell Ramos. Commissioners: Jennifer Carter, Fely Faulkner, Beth Tokioka and Ricky Watanabe (disconnected at 3:36 p.m). Deputy County Attorney Mark Ishmael. Human Resources Director Annette Anderson (disconnected at 3: 31 p.m.) and Human Resources Manager Janine Rapozo(entered meeting at 3: 03 p.m. and disconnected at 3:31 p.m). Office of Boards and Commissions Staff. Administrator Ellen Ching (entered meeting at 3: 02 p.m) and Commission Support Clerk Sandra Muragin. Excused Commissioner Richard Jose Absent SUBJECT DISCUSSION ACTION Chair Iida, Vice Chair Ramos, Commissioner Carter, Commissioner Tokioka, Deputy County Attorney Mark Ishmael, Human Resources Director Annette Anderson and Commission Support Clerk Sandra Muragin were logged onto Microsoft Teams by video. Commissioner Faulkner and Commissioner Watanabe called into Microsoft Teams and entered the meeting by audio. Call To Order In Chair Iida called the Open Session meeting to order at 3:00 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 Carter replied here. Commissioner Faulkner replied here. Commissioner Jose was excused. Commissioner Tokioka replied here. Commissioner Watanabe replied here. Vice Chair Ramos replied here. Chair Iida replied here. Deputy County Attorney Mark Ismael replied here. Human Resources Director Annette Anderson replied here. Administrator Ellen Ching no reply. Quorum was established with Civil Service Commission Open Session November 10, 2020 Page 2 SUBJECT DISCUSSION ACTION Commission Support Clerk Sandra Mura in replied here. six commissioners present. Public No one from the public signed into the meeting. Comments and Testimony Approval of A. Open Session Minutes of October 6, 2020 Minutes Ms. Tokioka moved to approve Administrator Ellen Ching joined the meeting. the amended Open Session Human Resources Manager Janine Rapozo joined the meeting. minutes of October 6, 2020, with corrections to the last Ms. Tokioka referenced correction to the minutes on the bottom of page 4, last sentence under paragraph sentence on page 4, Documentation Retention and Maintenance Policy. Delete "are eminent" and replace with delete "are eminent" and "may be necessary". Corrected sentence should read "Concerned with the county's bleak replace with "may be financial outlook, Ms. Tokioka remarked that potential furloughs may be necessary and necessary". Mr. Watanabe requested that the commission be kept informed of any budget shortfall." Chair Iida concurred seconded the motion. Motion with the corrections. carried 6:0. Human CSC 2020-23 Director's Reports for the September/October 2020 period. A. HRMS Project Resources Director's B. COVID-19-Quarantine, Exemptions, Leave of Absence for Employees Who Travel Report C. Training D. Investigations E. Teleworking Update F. Update on Review and Revisions to Internal Policies and/or Procedures G. Update Regarding Payroll Office Structure H. Collective Bargaining I. Documentation Retention and Maintenance Policy J. Administrative Services and Benefits K. Employee Development and Health Services L. Classification and Pay and Labor Relations M. Recruitment and Exam Civil Service Commission Open Session November 10, 2020 Page 3 SUBJECT DISCUSSION ACTION N. Payroll O. EEO/ADA Human Resources Director Annette Anderson reviewed the September/October 2020 report with the Commission (on file). Human Resources Management System (HRMS,) Project: Ms. Anderson shared that the selection committee was in active negotiations with the top vendor. She said the final cost might exceed the designated CIP funds, so they have started discussions with the County Council on the possible transfer of CIP funds from other departments as a possible source of additional funds, if needed. Once the final cost is agreed upon they can enter into the final phase of the contract. The transfer of additional CIP funds would delay the timeline and take approximately two months to complete. COVID 19-Quarantine, Exemptions, Leave of Absence for Employees Who Travel: HR department continues to draft advisories to county employees with updates from the Governor's and Mayor's office. The latest was an update was Advisory #9 for employees who travel off island and steps they need to take before returning back to work. The County started free COVID testing every Sunday around the island. Training: HR staff attended an online Neogov conference. Information obtained from the training is being discussed to see if some of the information could be used in different areas. Investigations: Ms. Anderson stated that she was conducting two highly confidential investigations that have consumed a lot of her time. Teleworking Update: No u dates to report. Civil Service Commission Open Session November 10, 2020 Page 4 SUBJECT DISCUSSION ACTION Update on Review and Revisions to Internal Policies and/or Procedures: Ms. Anderson said that HR continues to review existing policies and procedures. They recently discovered that the Police Departments General Orders overlapped and superseded HR policies and procedures. This would be reviewed and addressed to avoid inconsistency. Update Regarding Payroll Office Structure: Ms. Anderson said the new HRMS system would result in a reduction of hiring future payroll staff due to the automated processing of payroll. Collective Bargaining Ms. Anderson said they are participating in the negotiations with UPW and HGEA concerning furlough of state employees. She reiterated that the County of Kauai does not anticipate any furloughs or pay cuts through this fiscal year; however, it will be reviewed in the new fiscal year. Documentation Retention and Maintenance Policy Completed, but still pending review from the county attorney's office. Administrative Services and Benefits Ms. Anderson pointed out that information was included on the pay increases of over 550 employees that incurred from the HGEA contract. She said they had to manually generate 950 paper documents to complete the process and that once the new HRMS system is up and running it would be automatically done. Mr. Watanabe asked for an explanation on the difference between essential and non- essential workers. Ms. Anderson said at the beginning of COVID they needed to identify essential and non -essential workers and basically essential workers were 24/7 county employees. Non -essential were clerical office worker positions. Civil Service Commission Open Session November 10, 2020 Page 5 SUBJECT DISCUSSION ACTION With no further questions, Chair Iida asked Ms. Anderson to remain in the meeting to discuss the next agenda item. Business CSC 2020-24 DHR response to the commission seeking clarification on the particulars of determining minimum qualification requirements on employment applications Ms. Anderson explained that they now review all class specifications as new postings come up. They are standardizing substitutions and work experience to be more consistent and contact other jurisdictions to align with their review process. Ms. Anderson introduced the head of recruitment and classifications Janine Rapozo to comment on the process. Ms. Rapozo said they have reviewed and updated about a dozen classes, especially clarifying substitutions. In the past they added substitutions onto the job posting which created inconsistency. This review process would continue until all classes are updated, reviewed and standardized. Chair Iida asked if an applicant did not have a bachelor's degree could they substitute with work experience and could they then also use the work experience as fulfilling the years of work requirement. Ms. Rapozo said work experience could not be used to fulfill two requirements. Chair Iida asked that it be placed on the posting to avoid confusion and Ms. Rapozo thought it was already stated but would double check. With no further questions Chair Iida thanked them. Ms. Anderson and Ms. Rapozo disconnected from the Teams meeting at 3:31 p.m. CSC 2020-25 Update on the final draft of substantive and non -substantive amendments to the Rules of the Civil Service Commission/Merit Appeals Board document. A. Publication of Notice of Public Hearing B. Timeline overview C. Discussion on other related matters Su ort clerk Sandra Mura in reported that the Notice of Public Hearing was published in Civil Service Commission Open Session November 10, 2020 Page 6 SUBJECT DISCUSSION ACTION the newspaper and posted on the civil service website. Their packets contained copies of the notice as well as an updated timeline overview. CSC 2020-26 Discussion and possible decision-makingon n the process and tools for the evaluation of the Director of Human Resources. A. Review and possible decision -making on use of the six-month evaluation form B. Review and possible decision -making on the use of the 360 evaluation C. Discussion on other related matters Commissioner Watanabe disconnected from the Teams meeting at 3:36 p.m. and left the meeting. The commission reviewed an eight page document that was brought up on the Team screen that was not included in their packet. Ms. Ching said the commission could decide if they wanted to include a 360 survey as part of the evaluation that would be sent to staff and department heads. The document included a list of possible questions to include in the survey. Ms. Tokioka commented that some of the questions listed do not fit the various individuals and their role in the county. She requested that the questions be scrubbed and preferred that the 360 survey be separated into three different surveys and tailored to department employees, peers/department heads, and the Mayor. Ms. Ching suggested the commission form a working group of no more than two to speed along the process and finish the evaluation by the February 15, 2021 due date. The commission discussed the timeline and suggested options on how to process the evaluation by the due date. Chair Iida volunteered to be part of the working group and assist with scrubbing the questions with Ellen Ching. The commission agreed to create three separate surveys; staff, department heads and mayor. Civil Service Commission Open Session November 10, 2020 Page 7 SUBJECT DISCUSSION ACTION The commission agreed to schedule a special meeting. The commission agreed to use the six month evaluation for the annual evaluation. Ms. Tokioka moved to adopt use of the six month evaluation form for the annual evaluation of Human Resources Director Annette Anderson. Ms. Faulkner seconded the motion. Roll Call Vote: 5-Ayes and 0- Nays. Motion carried 5:0. Vice Chair Ramos inquired on how they would include the goals and objectives in the evaluation. Ms. Carter replied that the last page of the evaluation had a section titled Ms. Tokioka approved the "Achievement of Goals" that could be used. formation of a working group that would include Chair Jeffrey Iida and possibly another commissioner to work with Administrator Ellen Ching and draft three separate 360 survey's one for Human Resources staff, second for department heads and third for the Mayor. Vice Chair Ramos seconded the motion. Roll Call Vote: 5-Ayes and 0-Nays. Motion carried Chair Iida suggested a special meeting be scheduled after the December 1 meeting and 5:0. unanimously the commission selected December 9 as the date. Executive Administrator Ellen Ching read the Hawaii Revised Statutes to move the meeting into Session Executive Session. Pursuant to Hawaii Revised Statutes §§92-4, 92-5 (a) (2) (4), 92-9 (a) (1-4) and (b), 76-47 (e) the purpose of this Executive Session is to receive and approve Executive Session Civil Service Commission Open Session November 10, 2020 Page 8 SUBJECT DISCUSSION ACTION minutes, to consider the hire, evaluation, dismissal or discipline of an employee or officer of the County 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 and take such appropriate action. Ms. Tokioka moved to enter into Executive Session. Ms. Carter seconded the motion. Motioned carried 5:0. The commission and staff, disconnected from open session at 4:10 p.m. and connected into executive session. Return to Open Chair Iida, Vice Chair Ramos, Commissioner Carter, Commissioner Tokioka, Deputy County Session Attorney Mark Ishmael, Administrator Ellen Ching, and Commission Support Clerk Sandra Muragin were logged onto Microsoft Teams by video. Commissioner Faulkner called into Microsoft Teams and entered the meeting by audio. Call To Order In Chair Iida called the meeting back to order in open session at 4:18 p.m. and requested a roll Open Session call. /Roll Call Commission support clerk Sandra Muragin verified attendance by roll call and requested a verbal response of present or here; Commissioner Carter replied present. Commissioner Faulkner replied here. Commissioner Tokioka replied here. Vice Chair Ramos replied here. Chair Iida replied here. Deputy County Attorney Mark Ismael replied here. Administrator Ellen Ching replied here. Quorum was established with Commission Support Clerk Sandra Muragin replied here. five commissioners present. Civil Service Commission Open Session November 10, 2020 Page 9 SUBJECT DISCUSSION ACTION Ratify Actions Ratify actions taken by the Civil Service Commission in executive session for agenda items: Ms. Faulkner moved to ratify ES-023 and ES-024. the actions taken in Executive Session for agenda items ES- 023 and ES-024. Ms. Tokioka seconded the motion. Motion carried 5:0. Announcements Next Meeting: Tuesday, December 1, 2020 — 3:00 p.m., Teleconference by Microsoft Teams. Adjournment With no further business to conduct, Chair Iida called for a motion to adjourn the meeting. Ms. Tokioka moved to adjourn the meeting. Ms. Carter seconded the motion. Motion carried 5:0 Chair Iida adjourned the meeting at 4:19 p.m. Submitted by: Digitally signed by Sandra Muragin Date: 2020.12.07 09:28:36-10'00' Sandra Muragin, Commission Support Clerk Reviewed and Approved by: ( X ) Approved as circulated. 12/01/20 meeting ( ) Approved with amendments. See minutes of meeting. Jeffrey Iida, Chair