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HomeMy WebLinkAbout2021_1005_CSC_Minutes_Open_Approved COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board/Commission: CIVIL SERVICE COMMISSION Meeting Date: October 5, 2021 Location Teleconference via Microsoft Teams Start of Meeting: 3:00 p.m. End of Meeting: 4:18 p.m. Present Chair Beth Tokioka. Vice Chair Vonnell Ramos. Commissioners: V. Pamai Cano, Jennifer Carter (left at 3:56pm) and Fely Faulkner. Deputy County Attorney Mark Ishmael. Human Resources Director Annette Anderson (left at 3:36pm). Office of Boards and Commissions Staff: Administrator Ellen Ching and Commission Support Clerk Sandra Muragin. Excused Absent SUBJECT DISCUSSION ACTION Chair Tokioka, Vice Chair Ramos, Commissioner Cano, Commissioner Carter, Commissioner Faulkner, Deputy County Attorney Ishmael, Human Resources Director Anderson, Administrator Ching, and Commission Support Clerk Muragin were logged into Microsoft Teams Teleconference. Call To Order /Roll Call Chair Tokioka called the Open Session meeting to order at 3:00 p.m. and requested a roll call. Commission Support Clerk Sandra Muragin verified attendance and requested a verbal response of present or here and for the record announce and identify if anyone was present with them at their location during the meeting; Commissioner Cano replied present and alone. Commissioner Carter replied present and no one with her and informed the commission she would leave the meeting by 4:00 p.m. Commissioner Faulkner replied present and alone. Vice Chair Ramos replied present and by himself. Chair Tokioka replied present and alone. Deputy County Attorney Ishmael replied present and alone. Director Human Resources Anderson replied present and alone. Administrator Ching replied present and alone. Support Clerk Muragin replied present and alone. Quorum was established with five commissioners present. Civil Service Commission Open Session October 5, 2021 Page 2 SUBJECT DISCUSSION ACTION Public Comments and Testimony Ms. Muragin reported no one from the public called into the meeting and no written testimonies received. Approval of Meeting Minutes A. Open Session Special Minutes of August 31, 2021 Ms. Faulkner moved to approve the Open Session special minutes of August 31, 2021, as circulated. Ms. Cano seconded the motion. Motion carried 5:0. Human Resources Director’s Report CSC 2021-24 August/September 2021 period, October 5, 2021, meeting. a) Collective Bargaining b) HRMS Project c) HR Trainings d) Update on Review and Revisions to Internal Policies and/or Procedures e) Complaints/Lawsuits/Settlements f) Monthly Report from HR Divisions/Sections a. Administrative Services and Benefits b. Employee Development and Health Services c. HR Manager, Classification and Pay and Labor Relations d. Recruitment and Exam e. Payroll f. EEO/ADA Human Resources Director Annette Anderson reviewed the August/September 2021 period, October 5, 2021, meeting report. (Documents on file) Ms. Anderson presented an abbreviated report on the following; • Collective bargaining meetings continued with various units that have not settled and contract negotiations for fiscal year 2023 began. • HRMS project meetings continued with appointing training ambassadors from each department that would be assigned to disseminate the information to the staff. A kick-off meeting is planned in October. Civil Service Commission Open Session October 5, 2021 Page 3 SUBJECT DISCUSSION ACTION • Internal language access policies are being updated and will be distributed through power DMS. • HR was handling numerous complaints and took a proactive approach to address issues clustered in one department with the help of the deputy director. The county attorney’s office was handling a discrimination lawsuit. • Addressed the county’s compliance with Governor Ige’s emergency proclamation on page 4 under HR Manager, Classification and Pay and Labor Relations first bullet. She said the county received 100% response of the attestation of vaccination form that was sent out requesting employee disclosure of their vaccination status. The employees selected whether they were fully vaccinated, not fully vaccinated or chose to not disclose vaccination status. The results were 80% of employees were fully vaccinated, 18% not vaccinated and the remaining small percentage were employees on leave of absence and not counted. The mayor publicly announced that current employees would be allowed the option to be vaccinated or not; however, new hires are required to be vaccinated or fall into the medical or religious category. Chair Tokioka inquired if the county continued to allow telework. Ms. Anderson replied that teleworking was still allowed, and each department head had the authority to make that decision. She said department heads could also approve flexible work hour schedules. Ms. Faulkner asked for the total count of suspended employees up to October 5, and if their duties were reassigned. Ms. Anderson verified if Ms. Faulkner referenced page three that listed four suspended and did not know if the count was different than the information provided. Ms. Anderson said a normal suspension was one-day, and it was uncommon to have a 30-day suspension; however, department heads and supervisors were tasked with assuring proper coverage and timely completion of duties. Ms. Faulkner asked if the suspension of employees contributed to overtime? Ms. Anderson replied that she was not aware if it did, but department heads were put on notice to watch overtime. Civil Service Commission Open Session October 5, 2021 Page 4 SUBJECT DISCUSSION ACTION With no other questions or clarification from the commissioners on the information provided in the director’s report Chair Tokioka moved on to the next agenda item. Business CSC 2021-25 Director of Human Resources Goals and Objectives for evaluation period February 16, 2021 to February 15, 2022 (on-going) a) Review updated report b) Discussion and possible decision-making on other related matters Chair Tokioka commented that the August 31, meeting did not include updated information on the goals and objectives report. Ms. Anderson recalled that she was notified of the last- minute special meeting and due to the short notice, the report was a brief recap because the previous meeting was three weeks prior on August 3. Chair Tokioka announced that Commissioner Carter would be given the opportunity to complete an evaluation if she chose to. The commissioners did not have any questions or require further clarification on the information provided; Chair Tokioka moved on to the next agenda item. CSC 2021-26 Discussion and possible decision-making on the annual evaluation of the Human Resources Director for period February 16, 2021 to February 15, 2022 (on-going) a) Review and possible approval on use of the 2021 evaluation form for 2022 b) Review and possible approval on the evaluation timeline c) Discussion and possible decision-making on other related matters Chair Tokioka directed the commission to the sample form included in their packet and said they had the option to use the same form that was used for the last annual evaluation. Administrator Ellen Ching said she had been in discussion with human resources department on the evaluation and there were two points to share. The first was a change to the due date of the evaluation. HR’s due date fell on the hire date of the directors which due to the lengthy process the commission evaluated performances of 10 months or less. HR agreed to extend the due date to after the hire date, which would allow the commission Civil Service Commission Open Session October 5, 2021 Page 5 SUBJECT DISCUSSION ACTION a full year to evaluate. Second HR asked that the commission unify their responses or comments for each goal instead of bulleting each comment received by the commissioners. Ms. Ching added that last year the commission did a 360 survey and asked if they wanted to include another survey for this evaluation period. The commission agreed that the extended timeline made more sense and unanimously agreed that the dates listed on the timeline would need to be pushed out two months. Chair Tokioka clarified the evaluation timeline as follows; 1. February 1, 2022, commissioners receive evaluation form to complete 2. February 10, 2022, commissioners email completed evaluation form 3. Ms. Muragin would compile everyone’s evaluation onto one form 4. March 5, 2022, meeting the commission would review and discuss and come up with a unified evaluation to approve. 5. After March 5, 2022, the Chair and HRD Anderson would meet one on one and review the evaluation and sign. 6. April 15, 2022, deadline to submit to HR the completed evaluation form. 7. Ms. Muragin would have from March 5 to April 15 to submit the completed evaluation form to HR. Chair Tokioka said that the timeline did not include possible new goals and objectives for the next period of evaluation. Ms. Cano moved to approve the use of last year’s evaluation form with an approved date of August 4, 2020 for the annual evaluation of Human Resources Director Annette Anderson for period February 16, 2021 to February 15, 2022. Ms. Carter seconded the motion. Motion carried 5:0. Ms. Cano moved to approve the commission’s recommendations to amend the timeline as Civil Service Commission Open Session October 5, 2021 Page 6 SUBJECT DISCUSSION ACTION Ms. Ching asked if the commission wanted to discuss use of the 360-survey. Chair Tokioka asked for a motion if the commission wanted to use the 360-survey again. With no response, Chair Tokioka moved on to the next agenda item. Ms. Anderson left the meeting at 3:36 p.m. follows; change email annual evaluation form to commissioners to February 1, 2022 and change all other dates ahead by two months. Ms. Faulkner seconded the motion. Motion carried 5:0. Executive Session Ms. Ching announced that at the August 31, meeting Deputy Attorney General Henry Kim stated that Ms. Ching could not be allowed into executive session to preserve the confidentiality and client attorney privilege. Ms. Ching read the Hawaii Revised Statutes to move the meeting into Executive Session. Pursuant to Hawai‘i Revised Statutes §92-7(a), the Commission may, when deemed necessary, hold an Executive Session on any agenda item without written public notice if the Executive Session was not anticipated in advance. Any such Executive Session shall be held pursuant to HRS §92-4 and shall be limited to those items described in HRS §92-5(a). Discussions held in Executive Session are closed to the public. Ms. Faulkner moved to enter Executive Session. Vice Chair Ramos seconded the motion. Motion carried 5:0. The commission and staff, disconnected from open session at 3:42 p.m. and connected into executive session. Return to Open Session Chair Tokioka, Vice Chair Ramos, Commissioner Cano, Commissioner Faulkner, and Commission Support Clerk Muragin were logged into Microsoft Teams Teleconference. Civil Service Commission Open Session October 5, 2021 Page 7 SUBJECT DISCUSSION ACTION Call To Order in Open Session /Roll Call Chair Tokioka called the Open Session meeting to order at 4:17 p.m. and requested a roll call. Commission Support Clerk Muragin verified attendance by roll call and requested a verbal response of present or here; Commissioner Cano replied present and alone. Commissioner Faulkner replied present and alone. Vice Chair Ramos replied present and alone. Chair Tokioka replied present and alone. Commission Support Clerk Muragin replied present and alone. Quorum was established with four commissioners present. Ratify Actions Ratify actions taken by the Civil Service Commission in executive session for agenda items: ES-024, ES-025 and ES-026. Ms. Faulkner moved to ratify actions taken in Executive Session for ES-024, ES-025, and ES-026. Vice Chair Ramos seconded the motion. Motion carried 4:0. Announcements Next Meeting: Tuesday, November 8, 2021 – 2:00 p.m., Microsoft Teams Teleconference Chair Tokioka announced that the November 8, 2021, meeting would probably be canceled unless an urgent agenda item required their attention. The December 7, 2021, would be the next scheduled meeting. Adjournment With no objections from the commission, Chair Tokioka adjourned the meeting at 4:18 p.m. Civil Service Commission Open Session October 5, 2021 Page 8 Submitted by: ________________________________________ Reviewed and Approved by: _________________________________________ Sandra Muragin, Commission Support Clerk Beth Tokioka, Chair ( X ) Approved as circulated. 12/07/21 ( ) Approved with amendments. See minutes of________meeting.