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HomeMy WebLinkAbout2021_1207_CSC_Minutes_Open_Approved COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board/Commission: CIVIL SERVICE COMMISSION Meeting Date: December 7, 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, Beverly Gotelli and Francis Kaawa. Deputy County Attorney Mark Ishmael. Human Resources Director Annette Anderson (left at 4:16pm). Office of Boards and Commissions Staff: Administrator Ellen Ching and Commission Support Clerk Sandra Muragin. Excused Commissioner Fely Faulkner Absent SUBJECT DISCUSSION ACTION Prior to the meeting being called to order, Administrative Assistant to the County Clerk Eddie Topenio administered the Oath of Office to Mayoral Appointee Commissioner V. Pamai Cano serving a first term ending 12/31/24. Deputy County Clerk Scott Sato administered the Oath of Office to Mayoral Appointee Commissioner Francis Kaawa serving a first term ending 12/31/23 on Monday, 11/22/21, and Mayoral Appointee Commissioner Beverly Gotelli serving a partial term ending 12/31/22, took the Oath of Office from Mr. Topenio on Monday, 11/29/21. 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 to announce and identify if anyone was present with them at their location during the meeting; Commissioner Cano replied present and alone. Commissioner Faulkner was excused. Commissioner Gotelli replied present and alone. Commissioner Kaawa replied present and alone. Vice Chair Ramos replied present and alone. Chair Tokioka replied present and alone. Deputy County Attorney Ishmael replied present and alone. Human Resources Director 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 December 7, 2021 Page 2 SUBJECT DISCUSSION ACTION Public Comments and Testimony Ms. Muragin reported no written testimonies received. Approval of Meeting Minutes A. Open Session Minutes of October 5, 2021 Ms. Cano moved to approve the Open Session minutes of October 5, 2021, as circulated. Ms. Gotelli seconded the motion. Motion carried 5:0. Human Resources Director’s Report CSC 2021-27 September/October/November 2021 period, December 7, 2021, meeting. a) Collective Bargaining b) HRMS Project c) HR Trainings d) Update on Review and Revisions to Internal Policies and/or Procedures e) Litigation/Lawsuits/Settlements f) 100% Centralized Payroll System integration with new HRMS System g) Monthly Report from HR Divisions/Sections a. Administrative Services and Benefits b. Employee Development and Health Services c. Other d. HR Manager, Classification and Pay and Labor Relations e. Recruitment and Exam f. Payroll g. EEO/ADA Human Resources Director Annette Anderson reviewed the September/October/November 2021 period, December 7, 2021, meeting report. (Documents on file) • For the benefit of the new commissioners briefly explained the format of her report; o First couple of pages included updates from Ms. Andersons that correlated with her goals and objectives. o Followed by a standard report that contained detailed data from various areas • Collective bargaining: Civil Service Commission Open Session December 7, 2021 Page 3 SUBJECT DISCUSSION ACTION o Three bargaining units have not settled and would go into arbitration. Hawai‘i Fire Fighters Association (HFFA) Bargaining Unit (BU) 11 arbitration would begin mid-January 2022, Hawai‘i Government Employees Association (HGEA) Ocean Safety Officers BU 15 arbitration would be held in March 2022 and State of Hawai‘i Organization of Police Officers (SHOPO) BU 12 have not settled on an arbitration date. • HRMS Project and Training: o Purchased HRMS to replace the county’s outdated system that required numerous manual handlings of HR transactions. The vendor was currently assisting with the transfer of data and training back-end employees the mechanics and operation of the system. o Data Conversion and Testing: Once data is converted into HRMS testing was conducted and if needed the vendor assisted with any corrections needed to properly process the work. o Change Ambassadors: At the request of the vendor the county assigned 67 employees from all departments to communicate the new system to their department employees. o Schedule: The schedule did not include the additional time needed to adjust the new system to process the county’s various processes specific to the County of Kaua‘i. The HRMS system purchased was the same one used by Maui County and it was thought that the transition would be easier since most of the data was the same. However, they now realize that adjustments need to be done. The project was still within budget. • HR Training: Offered a supervisory training on effectively addressing employee conflict and a mandatory leadership training for all department heads and deputies on leading yourself through tough times. • Litigation/Lawsuits/Settlements: o Compiled a table chart that categorized and identified problem areas from the past six years. This was one of the goals that the commission requested. The department could work identify significant areas of concern, find a root cause and work on solutions. Civil Service Commission Open Session December 7, 2021 Page 4 SUBJECT DISCUSSION ACTION o The workplace/violence/hostile work environment contained the highest number of tallies followed by significant area of concern and other category. Most complaints in 2021 originated from one department and these were investigated. HR is working with that department to develop training and mediation to resolve and eliminate complaints. • 100% Centralized Payroll System Integration with new HRMS System o This task has been placed on hold until the new HRMS system is in place. Chair Tokioka appreciated and thanked Ms. Anderson for creating the table that highlighted problem areas. She said it was a great tool to focus and work to resolve issues. Ms. Anderson replied that if they took out data received from the one department and compared it to the number of employees it would not look as significant. 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. Communication CSC 2021-28 Letter received from Charter Review Commission Chair Reid Kawane dated October 1, 2021, requesting any proposals to amend the Charter. Chair Tokioka said this was a routine proposal from the charter review commission prior to an election. Administrator Ellen Ching offered to email sections of the charter that were relevant to this commission and a link to the current charter. The commission could defer this agenda item to the next meeting to allow time to review the email or receive it for the record and that would take it off the agenda. Shared examples of previous charter amendments from other commissions; o Charter commission approved and placed on the ballot an amendment to increase the level of requirements for hiring the Chief of Police. The public voted to approve this amendment. o Charter commission approved mandating a larger number of county employees to file financial disclosures to avoid conflicts. The public voted to approve this amendment. o Charter commission did not place on the ballot a request to eliminate the one-year Civil Service Commission Open Session December 7, 2021 Page 5 SUBJECT DISCUSSION ACTION absence once a commissioner completes a full term. Chair Tokioka said the last amendment from this commission was to change personal department to human resources department. After some discussion the commission requested to review Ms. Ching’s information and they would provide feedback at the January meeting. Ms. Gotelli moved to defer action on the letter received from Charter Review Commission Chair Reid Kawane dated October 1, 2021, requesting any proposals to amend the Charter to the January 4, 2021, meeting. Mr. Kaawa seconded the motion. Motion carried 5:0 Business CSC 2021-29 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 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 2021-30 Revisit of the evaluation form that includes Human Resources Department recommendations of amendments for the commission to review and possible decision-making. a) Review of Option #1 and Option #2 and possible approval of final document. b) Review amended evaluation timeline c) Discussion and possible decision-making on other related matters Chair Tokioka directed the commission to Option #1 and Option #2 forms included in their packet. She said the rating scale for Option #1 was either meet or does not meet and Option #2 Civil Service Commission Open Session December 7, 2021 Page 6 SUBJECT DISCUSSION ACTION provided five different rating scales. Ms. Ching replied that human resources department recommended a point system to identify and define the evaluation. HR addressed issues with the collated report which did not always define a unified evaluation. Ms. Ching said the commission had the authority to amend the form and this was not a final document. After some discussion each commissioner commented they preferred Option #2. Vice Chair Vonnell asked for an updated or more detailed description of 2-needs improvement and 1-unsatisfactory. Chair Tokioka replied that the commission could amend the motion or approve as is. With no amendments from the original motion, Chair Tokioka called for the vote. Ms. Cano moved to approve use of Option #2 for the annual evaluation of Human Resources Director Annette Anderson for period February 16, 2021 to February 15, 2022. Ms. Gotelli seconded the motion. Motion carried 5:0. CSC 2021-31 Annual selection of officers for calendar year 2022. a) Nominate a commissioner to serve as chair. b) Nominate a commissioner to serve as vice chair. c) Discussion and possible decision-making on officers and other related matters. Chair Tokioka opened the floor for nominations for chair. Vice Chair Ramos declined to accept the chair nomination due to an anticipated heavy work obligation in 2022 and could possibly be absent from half of the scheduled meetings. Ms. Cano asked for a list of responsibilities for the Chair. Chair Tokioka replied that the chair was present in most meetings, facilitated the meetings, responsible for approving the agenda and in the chairs absence the vice chair stepped into the chair role. Ms. Gotelli nominated Vice Chair Vonnell Ramos to serve as Chair for calendar year 2022. (motion died with no second) Civil Service Commission Open Session December 7, 2021 Page 7 SUBJECT DISCUSSION ACTION Ms. Ching said Jeffrey Iida would join the commission at the January 4, 2022, meeting and previously served as chair several times on this commission. The commission may want to defer nominating a chair until January 4, 2022. DCA Ishmael stated that the commissions actions were validated by quorum and according to the charter the chair or vice chair did not have any special powers or specific duties. But he would need to reference other documents and confer with the attorney’s office to validate his response. After much discussion the commission decided to nominate a vice chair and elect a chair at the January 2022 meeting. Ms. Cano declined to accept the nomination of vice chair. She explained her inexperience on the commission along with balancing her work obligations as a concern. DCA Ishmael said the Charter made no mention of a chair or vice chair for the civil service commission. Ms. Muragin referenced the rules required a chair or chairperson delegate. DCA Ishmael said the commission rules required a chairperson or chairperson delegate and he would research the rules and accompanying Hawai‘i Revised Statutes. To avoid any disruption to the January 4, 2022 meeting that was scheduled for a hearing, Ms. Gotelli volunteered to serve as vice chair. Ms. Gotelli moved to defer selection of chair to the January 4, 2022, meeting. Ms. Cano seconded the motion. Motion carried 5:0 Ms. Gotelli moved to nominate V. Pamai Cano as vice chair for calendar year 2022. (motion died with no second) Ms. Cano moved to nominate Commissioner Beverly Gotelli to serve as Vice Chair for calendar year 2022. Mr. Kaawa seconded the motion. Motion carried 5:0 Civil Service Commission Open Session December 7, 2021 Page 8 SUBJECT DISCUSSION ACTION CSC 2021-32 Review and approve 2022 meeting schedule Ms. Gotelli moved to adopt the 2022 meeting schedule as circulated. Mr. Kaawa seconded the motion. Motion carried 5:0. CSC 2021-33 Update on vacant commissioner positions. a) Administrator Ching to share. Ms. Ching shared the following; • Chair Tokioka would term out 12/31/21 • Fely Faulkner termed out 12/31/21 but allowed a 90-day extension and would continue to serve on the commission through March 31, 2021. • Jeffrey Iida would start on the commission January 4, 2022. Ms. Ching said after March 31, 2022 the commission would be short two. Chair Tokioka said if they know of anyone who could serve on this commission to refer volunteers to Ms. Ching. Ms. Anderson left the meeting at 4:16 p.m. Executive Session Minutes of October 5, 2021. Ms. Muragin advised that if the commission required no amendments or changes to the executive session minutes it could be approved in open session. Chair Tokioka asked if any amendments needed to be done and if not requested the executive session minutes be approved in open session. The commission did not enter executive session; the following agenda items were not done; • Executive Session Vice Chair Ramos moved to approve the Executive Session minutes of October 5, 2021, as circulated. Ms. Cano seconded the motion. Motion carried 5:0. Civil Service Commission Open Session December 7, 2021 Page 9 SUBJECT DISCUSSION ACTION • Enter Into Executive Session • Call To Order in Executive Session • Roll Call • Approval of Meeting Minutes • Call To Order In Open Session • Roll Call • Ratify Actions Announcements Next Meeting: Tuesday, January 4, 2022 – 2:00 p.m., Microsoft Teams Teleconference Adjournment Ms. Ching thanked Chair Tokioka for her guidance during her term. Chair Tokioka was instrumental in leading the commission through remote teleconference meetings and thanked her leadership and assistance with administrative duties. With no objections from the commission, Chair Tokioka adjourned the meeting at 4:19 p.m. Submitted by: ________________________________________ Reviewed and Approved by: _________________________________________ Sandra Muragin, Commission Support Clerk Beth Tokioka, Chair ( X ) Approved as circulated. 01/04/22 ( ) Approved with amendments. See minutes of________meeting.