HomeMy WebLinkAbout2020_1201_CSC_Minutes_Open_ApprovedCOUNTY OF KAUAI
Minutes of Meeting
OPEN SESSION
Board/Commission:
CIVIL SERVICE COMMISSION
Meeting Date:
December 1, 2020
Location
Teleconference via Microsoft Teams
Start of Meeting: 3:00 p.m.
End of Meeting: 4:11 p.m.
Present
Chair Jeffrey Iida. Vice Chair Vonnell Ramos. Commissioners: Jennifer Carter, Fely Faulkner, Richard Jose, Beth Tokioka and
Ricky Watanabe.
Deputy County Attorney Mark Ishmael. Human Resources Director Annette Anderson (disconnected at 3: 54 p.m.). Office of Boards
and Commissions Staff. Administrator Ellen Ching and Commission Support Clerk Sandra Muragin.
Excused
Absent
SUBJECT
DISCUSSION
ACTION
Chair Iida, Vice Chair Ramos, Commissioner Carter, Commissioner Jose, Commissioner
Tokioka, Deputy County Attorney Mark Ishmael, Human Resources Director Annette
Anderson, Administrator Ellen Ching 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 present.
Commissioner Faulkner replied here.
Commissioner Jose replied here.
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 replied here.
Quorum was established with
Commission Support Clerk Sandra Muragin replied here.
seven commissioners present.
Civil Service Commission
Open Session
December 1, 2020
Page 2
SUBJECT
DISCUSSION
ACTION
Public Hearing —
A. Read the Notice of Public Hearing
Proposed
B. Public comments and testimony
Amendments to
C. Discussion on other related matters
the Rules of the
Civil Service
Administrator Ellen Ching read the Notice of Public Hearing published in the Garden Island
Commission/Me
Newspaper on Wednesday, October 28, 2020, ad # 0001299788 and notarized by Colleen E.
rit Appeals
Soranaka, Notary Public of the First Judicial Circuit, State of Hawaii on October 28, 2020 (on
Board
file).
Ms. Muragin reported no receipt of testimonies and no one from the public called into the
meeting.
Public
No one from the public signed into the meeting.
Comments and
Testimony
Approval of
A. Open Session Minutes of November 10, 2020
Ms. Tokioka moved to approve
Minutes
the Open Session minutes of
November 10, 2020, as
circulated. Vice Chair Ramos
seconded the motion. Motion
carried 7:0.
Human
CSC 2020-27 Director's Reports for the October/November 2020 period.
A. HRMS Project
Resources
Director's
B. Update on Review and Revisions to Internal Policies and/or Procedures
Report
C. Personnel Documents and Retrieval
D. Update regarding HR Organizational Structure
E. Cross training, Career Paths, and Succession Planning
F. Collective Bargaining
G. Documentation Retention and Maintenance Policy
H. Administrative Services and Benefits
I. Employee Development and Health Services
Civil Service Commission
Open Session
December 1, 2020
Page 3
SUBJECT
DISCUSSION
ACTION
J. Classification and Pay and Labor Relations
K. Recruitment and Exam
L. Payroll
M. EEO/ADA
Human Resources Director Annette Anderson reviewed the October/November 2020 report
with the Commission (on file).
Human Resources Management System (HRMS,) Project:
Ms. Anderson shared updated data not included in the report. The council committee
passed the transfer of CIP funds and it would be reviewed by the full council at its next
meeting. The selection committee was meeting with Maui to review their HRMS program.
Maui's HRMS program was contracted under the same vendor that Kauai is pursuing.
Personnel Documents and Retrieval:
The department reviewed and analyzed how information was documented and filed. They
summarized that each department had its own files, which should have been uploaded into
the AS400 system. What they discovered was that older files were not. Instead of spending
time gathering old files, the department decided their time would be best utilized preparing
for the transition to the HRMS system. The new goal was to now concentrate on converting
paper to electronic files.
Classification and Pay and Labor Relations:
Ms. Anderson shared that HR Manager Janine Rapozo assisted in honoring employees with
an annual service award. A virtual event was held with the Mayor handing out plaques to
the honored employees.
Ms. Tokioka asked if the commission show of support was needed for the CIP funds
transfer hearing before council. Ms. Anderson stated most members in the council
supported it but would reach out to the new councilmember and brief him on the subject.
Civil Service Commission
Open Session
December 1, 2020
Page 4
SUBJECT
DISCUSSION
ACTION
Chair Iida also requested for an information on the council meeting.
With no further questions, Ms. Anderson asked to remain in the meeting.
Business
CSC 2020-28 Discussion and possible decision -making on the 360 Survey for evaluation
of the Director of Human Resources.
A. Chair Iida to share recommendations from consultation with the Office of Boards
and Commissions Administrator regarding the 360 Survey questions.
B. Discussion on other related matters.
Chair Iida presented the draft list of questions and opened the floor to questions. Ms. Carter
stated that the questions referred to both the director and department and was curious as to
how they could separate the question if someone only wanted to direct their answer to the
director. Administrator Ching said they would restate the questions to either one. Ms.
Tokioka requested question # 1 be clarified as to what were they recommending the HR
director for? She suggested question #1 be changed to: "How likely is it that you would
recommend the HR Director to a colleague for assistance or problem?" She also felt
question # 15 should be clarified and suggested it be changed to "Overall, with the HR
Director, are you:" Ms. Tokioka and Mr. Watanabe agreed that question #14 should be
taken out. With concurrence from the other commissioners regarding the changes, Chair
Iida requested a motion.
Mr. Watanabe moved to accept
the amended 360 survey with
the changes to questions # 1 and
# 15, and to separate the
questions to either the HR
Director or HR Department and
remove question # 14. Ms.
Tokioka seconded the motion.
Roll Call Vote: 7-Ayes and 0-
Nays. Motion carried 7:0.
Ms. Ching said there were different surveys one for department heads, second for the Mayor
Civil Service Commission
Open Session
December 1, 2020
Page 5
SUBJECT
DISCUSSION
ACTION
& staff and third for HR staff. With the questions approved by the commission, Ms. Ching
outlined a timeline for Support Clerk Sandra Muragin to complete;
1. Input questions into survey software.
2. January 4 — email survey with a January 8 deadline.
3. January 11-15 complete a report.
4. January 18-22 email report to commissioners along with evaluation form.
5. January 25-29 collate completed evaluation.
6. February 2 review and approve collated evaluation and survey results.
CSC 2020-29 Director of Human Resources Goals and Objectives (on -going).
Ms. Tokioka moved to defer
A. Review updated report.
CSC 2020-29 Director of
B. Discussion on other related matters.
Human Resources Goals and
Objectives. Ms. Faulkner
seconded the motion. Motion
carried 7:0.
CSC 2020-30 Review and approval of 2021 meeting schedule.
Ms. Tokioka moved to approve
the 2021 meeting schedule, as
circulated. Ms. Faulkner
seconded the motion. Motion
carried 7:0.
CSC 2020-31 Election of Chair and Vice Chair to serve a one-year term for calendars
Ms. Faulkner moved to
2021.
nominate Commissioner Beth
Tokioka to serve as Chair for
calendar year 2021. Mr.
As a normal succession Ms. Tokioka defaulted to Vice Chair Ramos if he wanted to serve
Watanabe seconded the motion.
as Chair. Vice Chair Ramos requested to remain in the same position. Ms. Ching clarified
that Charter rules were silent on Vice Chair's serving consecutive terms.
Roll Call Vote: 7-Ayes and 0-
Nays. Motion carried 7:0.
Mr. Watanabe moved to
nominate Vice Chair Ramos to
Civil Service Commission
Open Session
December 1, 2020
Page 6
SUBJECT
DISCUSSION
ACTION
serve as Vice Chair for calendar
year 2021. Ms. Faulkner
seconded the motion. Roll Call
Vote: 7-Ayes and 0-Nays.
Motion carried 7:0.
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
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. Faulkner moved to enter
into Executive Session. Ms.
Carter seconded the motion.
Motioned carried 7:0.
The commission and staff,
disconnected from open session
at 3:41 p.m. and connected into
executive session.
Return to Open
Chair Iida, Vice Chair Ramos, Commissioner Carter, Commissioner Jose, Commissioner
Session
Tokioka, Deputy County Attorney Mark Ishmael, Administrator Ellen Ching, and Commission
Support Clerk Sandra Muragin 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 meeting back to order in open session at 4:06 p.m. and requested a roll
Open Session
call.
Civil Service Commission
Open Session
December 1, 2020
Page 7
SUBJECT
DISCUSSION
ACTION
/Roll Call
Commission support clerk Sandra Muragin verified attendance and requested a verbal
response of present or here;
Commissioner Carter replied present.
Commissioner Faulkner replied here.
Commissioner Jose replied here.
Commissioner Tokioka replied here.
Commissioner Watanabe 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 Mura in replied here.
seven commissioners present.
Ratify Actions
Ratify actions taken by the Civil Service Commission in executive session for agenda items:
Mr. Watanabe moved to ratify
ES-025 and ES-026.
the actions taken in Executive
Session for agenda items ES-
025 and ES-026. Ms. Tokioka
seconded the motion. Motion
carried 7:0.
Announcements
Next Meeting: Tuesday, January 5, 2021 — 3:00 p.m., Teleconference by Microsoft Teams.
Chair Iida thanked Commissioner Richard Jose for his six years of service on the
commission and announced that this would be Commissioner Jose's last meeting. He
thanked the commission for their support in this trying year and wished them happy
holidays.
Ms. Ching wished everyone happy holidays and also thanked Commissioner Jose for his
dedication. She said Chair Iida agreed to extend his term for an additional three months.
She wished everyone happy holidays and thanked them for their commitment, cooperation
and support to the County during these challenging times.
Civil Service Commission
Open Session
December 1, 2020
Page 8
SUBJECT
DISCUSSION
ACTION
Adjournment
With no further business to conduct, Chair Iida called for a motion to adjourn the meeting.
Vice Chair Ramos moved to
adjourn the meeting. Ms.
Tokioka seconded the motion.
Motion carried 7:0
Chair Iida adjourned the
meeting at 4:11 p.m.
Submitted by:
Digitally signed by Sandra Muragin
Date: 2021.01.26 14:34:50-10'00'
Sandra Muragin, Commission Support Clerk
Reviewed and Approved by:
( X ) Approved as circulated. 01/05/21 meeting.
( ) Approved with amendments. See minutes of meeting.
Jeffrey Iida, Chair