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HomeMy WebLinkAbout2012_0716_AgendaPacket Gilbert Maerina Members: Chair Lam Aranio Ryan de la Pena Cathy Adams John Low Vice-Chair Roy Morita COUNTY OF KAUAI CIVIL SERVICE COMMISSION NOTICE OF MEETING AND AGENDA MONDAY, July 16, 2012 3:00 p.m. or shortly thereafter Mo'ikeha Building, Liquor Conference Room 3 4444 Rice Street, LThu'e, HI 96766 CALL TO ORDER ROLL CALL APPROVAL OF MINUTES Open Session Minutes of June 26, 2012 BUSINESS CSC 2012-29 On-going discussion of the Implementation of the Human Resources Department a. Request dated 6/28112 to the Director of Finance requesting information on the timeframe and procedures for acquiring the HRIS Software Program b. Request dated 6/28/12 to the Director of Personnel Services requesting a Transition Plan for the Implementation of the Human Resources Department. DIRECTOR'S REPORT CSC 2012-27 a. Weekly Report Ending June 17, 2012 b. Weekly Report Ending June 24 2012 c. Weekly Report Ending July 1, 2012 EXECUTIVE SESSION Pursuant to Hawaii Revised Statutes §§92-4 and 92-5 (a) (2) (4), 92-9 (a) (1-4) and (b), 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, provided that if the individual concerned requests an open meeting, an open meeting shall be held; and to consult with the Commission's legal counsel on issues pertaining to the Commission's and the County's powers, duties, privileges, immunities, and/or liabilities as they may relate to this item, deliberate and take such action as appropriate. An Equal Opportunity Employer ES-28- Executive Session Minutes of June 26, 2012 ES-23: CSC 2012-21 Discussion and consideration of the hiring, evaluation, dismissal or disciplining of the Personnel Director, where consideration of matters affecting privacy will be involved; and if necessary, to consult with the Commission's legal counsel on issues pertaining to the Commission's and the County's powers, duties, privileges, immunities, and/or liabilities as they relate to this agenda item (On-going) ES-26: CSC 2012-23 Letter dated May 4, 2012 from an appellant requesting an appeal on the rejection of an application for the Program Specialist 11 (SR22) position (Deferred from 6/27/12 meeting) a. Memo of 611/12 from Director of Personnel providing the recruitment announcement, class specification and draft job description for the HR Specialist 11, SR-22 position ES-29: CSC 2012-28 Email complaint dated 6/29/12 from an applicant for the Human Resources Manager 11 (EM-3) regarding DPS's inability to grant phone interviews RETURN TO OPEN SESSION Ratify Commission actions taken in Executive Session for items. o ES-23, ES-26, ES-28, and ES-29 ANNOUNCEMENTS Next Meeting. Tuesday August 28, 2012 —3:00 p in., Mo'ikeha Building, Liquor Conference Room 3 ADJOURNMENT NOTICE OF EXECUTIVE SESSION Pursuant to Hawaii 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 H.R.S. §92-4 and shall be limited to those items described in H.R.S. §92-5(a). c: Marc Guvot, Deputy County Attorney Civil Seri-Ice Commission—July 16, 2012 Page 12 PUBLIC COMMENTS and TESTIMONY Persons wishing to offer comments are encouraged to submit written testimony at least 24-hours prior to the meeting indicating: 1. Your name and if applicable, your position/title and organization you are representing; 2. The agenda item that you are providing comments on; and 3. Whether you will be testifying in person or submitting written comments only. 4. If you are unable to submit your testimony at least 24 hours prior to the meeting, please provide 10 copies of your written testimony at the meeting clearly indicating the name of the testifier; and While every effort will be made to copy, organize and collate all testimony received, materials received on the day of the meeting or improperly identified may be distributed to the members after the meeting is concluded. The length of time allocated to persons wishing to present verbal testimony may be limited at the discretion of the chairperson or presiding member. Send written testimony to. Civil Service Commission Attn: Barbara Davis Office of Boards & Commissions 4444 Rice Street, Suite 150 Uhu'e, HI 96766 Email: bdavisCa;kauai.gov Fax: 241-5127 Phone: 241-4919 SPECIAL ASSISTANCE If you need an alternate format or an auxiliary aid to participate, please contact the Boards & Commissions Support Clerk at 241-4919 at least five(5) working days prior to the meeting. Civil Service Commission—July 16, 2012 Page 3 F Roy Morita Members: Chair Cathy Adams Lani Aranio Gilbert Maerina Ryan de la Pena Vice-Chair OF John Low COUNTY OF KAUAI CIVIL SERVICE COMMISSION c/o Office of Boards and Commissions 4444 Rice Street, Suite 150, L-ihu'e, HI 96766 MEMORANDUM June 28, 2012 To: Wally Rezentes, Director of Finance From: Roy Morita, Chair and Members of the Civil Service Commission Via: Paula M. Morikami, Administrator, Office of Boards and Commissions Cc: Gary Heu, Managing Director Subject: HRIS Software Program At its meeting dated June 26, 2012, the Civil Service Commission approved a motion to request information on acquiring or leasing a Human Resource Information System software program. We have been discussing the HRIS software with Malcolm and he suggested we contact you regarding this issue. According to recent discussions, it is our impression that the budget for the HRIS software is allocated in the Finance Department. We believe that having this system in place is essential for the success of a new Human Resources Department and find it at the top of our priority list. Would you be able to provide us with information on what the timeframe and procedures are for acquiring the software, and what needs to be done in order for the Department of Personnel and/or new Human Resources Department to move forward with implementing the system? If possible, we would like to have your response by July 9, 2012 so we can discuss this at our next meeting scheduled for July 16, 2012. If you have any questions, I can be reached through Teresa Tamura at ext. 4918. Thank you for your assistance in this matter. An Equal Opportunity Employer Roy Morita o a Members: Chair 0, Cathy Adams Lam Aranio Gilbert Maerina Ryan de la Pena Vice-Chair OF John Low COUNTY OF KAUAI CIVIL SERVICE COMMISSION c/o Office of Boards and Commissions 4444 Rice Street, Suite 150, L-ihu'e, HI 96766 MEMORANDUM June 28, 2012 To: Malcolm Fernandez, Director of Personnel Services From: Roy Morita, Chair and members of the Civil Service Commission Via: Paula M. Morikami, Administrator, Office of Boards and Commissions Cc: Gary Heu, Managing Director Subject: Transition Plan for the Implementation of the Human Resources Department At its June 26, 2012 meeting, the Civil Service Commission voted to request that you prepare a plan indicating the timeline(s) for the implementation of DPS's transition into a fully operational Human Resources Department by October 2012 and specifically address the following areas: I. A communication plan to inform the employees and the departments affected by the transition. 2. Completion of recruitment for the positions that need to be filled. 1 Update from IT/Finance on the purchase or lease and the installation for the software your department requires. 4, Relocation of new positions to your department; physical accommodations for the additional staff. 5. The plan to provide training and orientation for the relocated staff as well as your existing staff whose responsibilities will be changing. Please provide the Commission with your response by July 9, 2012 so this plan can be discussed at our next meeting scheduled for Monday, July 16, 2012 at 3:00 p.m. Thank you. An Equal Qpportunity Employer Bernard P. Carvalho,Jr. Malcolm C. Fernandez Mayor Director of Personnel Services OP Gary K. Heu +� 1 Managing Director � OF Department of Personnel Services L _. County of Kauai, State of Hawaii 13 OAR D3 & C 0'',"'iSS 4444 Rice Street,Suite 140, l.Uhu'e, Hawaii 96766 Tel(808)241-4956 • Fax(808) 241-6593 July 6, 2012 TO: ROY MORITA, CHAIR AND MEMBERS OF THE CIVIL SERVICE COMMISSION VIA: PAULA MORKAMI, BOARDS AND COMMISSION ADMINISTRATOR /P� FROM: MALCOLM C. FERNANDEZ, DIRECTOR OF PERSONNEL SERVICES SUBJECT: TRANSITION PLAN FOR THE IMPLEMENTATION OF THE HUMAN RESOURCES DEPARTMENT Per your request, attached is a transition plan for the implementation of the Department of Personnel Services into a fully operational Human Resources Department. The plan includes a timeline addressing the areas as requested. Should you have any questions, you may contact our office at 241-4956. cc: Gary Heu, Managing Director An Equal Opportunity Employer HR TRANSITION PLAN ITEM DESCRIPTION TARGET DATE STATUS Communications 07/01/2012 j ongoing 06/26/2012: Memo to employees transferring to HR. RE: time-off/0T requests. Week of June 25th: meeting with employees transferring to HR Dept. 07/02/2012: Update KCT on status of HR transition Recruitment of filling HR vacancies 10/1/2012 — HR Clerk,SR-13 (2111) Recruitment 02/12/2012 Referred: 05/29/2012 Filled: 07/16/2012 — HR Manager 11, EM-03 (289) Recruitment: 03/28/2012 Referred: 06/12/2012 Filled: 07/01/2012 HR Specialist 11,SR-22 (2465) Recruitment:03/28/2012 Referred: 06/28/2012 Recruitment: 07/08/2012 — HR Specialist 1, SR-20(212) (2105) Recruitment: 03/28/2012 Referred: 06/28/2012 Recruitment: 07/08/2012 — HR Assistant, SR-15 (702) Recruitment: 02/12/2012 Referred: 07/09/2012 Interview: week of 07/23/2012 HR Clerk, SR-13 (346) Recruitment 02/12/2012 Referred: 05/29/2012 Selection: pending ITEM DESCRIPTION TARGET DATE STATUS HRIS Systems Update/Software Requirements 10/1/2012 07/05/2012 Mtg.with Finance Director 07/12/2012 Follow-up mtg with Finance Director, IT Manager, Stakeholders Relocation/Physical Accommodations 10/1/2012 06/29/12 Discussion with Managing Director for additional staff 07/02/12 Mtg. with County Engineer, Deputy County Engineer, Eng. Program Administrator 07/13/2012 Follow-up mtg.to determine recommendation to Mayor. Training/Orientation of Staff 10/1/2012 Classification (Kris N., Kathy T.) 08/24/2012 (C&C) Labor Relations(new employee) Mid-September(COM) Recruitment- NEOGOV(Crystal F.) Mid-September(C&C) Transactions/Orientation/Benefits (new employees) Early September(DPS, Finance staff) Worker's Compensation/TDI (new employee) Early September( Finance staff) Official Personnel File Centralization 10/1/2012 Week of July 2nd: File cabinets ordered Week of July 9th: Memo to departments(setting__� time line for official file return) DPS WEEKLY REPORT Week Ending June 17 2012 Significant Events/Meetings - Meeting with KFD Chief, Deputy and staff to discuss MQRs for FF classes. Possible ramifications of any changes were discussed and it was decided that now was not the time to make the changes. - Violence in the Workplace training has been scheduled for July, 23, 24, 31, and August 1. This training is mandatory for all employees and is being held at the KWMCH. - Interviews for HR Manager has been scheduled for June 29th. - Discussed ER negotiation proposals with Mayor in preparation of scheduled meeting with DHRD and Directors. - Provided copy of Nash Study per request from Council. - Classification training for staff scheduled for June 29 has been pushed back to an alternate date due to increased interest and associated space issue. Date is pending the availability of appropriate place. - The Personnel Services Manager attended Salary Commission Meeting to provide info regarding the Nash Study. - Discussion with HGEA Division Director on favor nation RE: EUTF. Informed the Director that payment would be forthcoming. - Discussion with UPW Executive Assistant to State Director regarding SA,in particular the omission of the 1 day of DLWOP. - Discussion with staff and Finance Payroll on payment to HGEA member for EUFT favored nation. Data from EUTF is forthcoming. - Discussion with staff on procurement of file cabinets in preparation of receiving all personnel files. - Meeting with Mayor to discuss outcome of meeting with DHRD, OCB, Mayors, Governor, and jurisdiction Directors on contract proposals for HGEA and UPW. Risk Management - N/A Personnel - Interviews for HR Clerk position is scheduled for June 13"and 14". Heads-up Exchange of proposals with HGEA is scheduled for June 18th. Exchange of proposals with UPW is scheduled for June 30th. HGEA has requested release time for members of its 6U-2 negotiating team for June 10th. HGEA has requested release time for its 6U-4 negotiating team for June 15th.. HGEA has requested release time for its BU-3 negotiating team for June13 th 06/18/12 DPS WEEKLY REPORT Week Ending June 24 2012 Significant Events/Meetings - Responded to request by County Attorney to provide file of complaint from employee to the CSC. - Received and reviewing HGEA contract proposals for Bargaining Units 2, 3, 4, and 13. - Met with consultant to review DPS Pandernic Plan. Discussed proposed revisions with consultant. - Discussed letter to HGEA members re: "favored nation" EUTF payments with staff. Will further discuss after meeting with DHRD on implementation. - Received and reviewing UPW contract proposals for BU-1. - Director and staff attended ERS workshop on changes on record keeping for employees due to recently passed legislation. - Received and reviewing complaint filed by finance employee against finance deputy. - Meeting with Mayor to discuss HR Clerk selection and pending meeting with DHRD on EUTF "favored nation". - Meeting with staff to discuss/review interview questions for upcoming HR interviews. - Discussion with staff on Council's request for information from County Attorney regarding promotions. - Reviewing recruitment statistics data. - Meeting with HR Clerk selectee. Risk Management - N/A Personnel - Interviews for HR Manager is scheduled for June 29th. Heads-up - Exchange of proposals with HGEA is scheduled for June 181h Exchange of proposals with UPW is scheduled for June 30th. 06/25/12 DPS WEEKLY REPORT Week Ending July 1, 2012 Significant Events/meetings - Reviewed final investigation report regarding ee retaliation claims complaint. Discussion with staff on findings and next step(s). - Meeting with WIA Administrator regarding County policies addressing customer/public rights. Gave applicable documents. - Responded to Deputy Finance Director regarding ee notification to employer on sick leave. Cited applicable article/section in CBA. - Responded to Salary Commission request to provided copy of Nash Study. - Received notice from Worklife Hawaii (EAP) of change in leadership. Communicated this change to staff. - Meeting with Boards and Commissions Administrator to discuss hiring of support clerk. th - CSC meeting was held on June 26 - Discussion with Maui DPS personnel regarding scheduling of COK DPS personnel for various HR training scheduled at COM. - Meetings with personnel services ees slated for transfer to HR to discuss reporting, assignments, and physical location. - Discussion with Managing Director on space plan/location of new HR Dept. Scheduling meeting with County Engineer as directed by MD. - Coordinated EM-3 interviews slated for June 29th. Discussed selection with Mayor. - Meeting with staff to discuss the HR Dept. implementation plan. - Discussion with staff on pending priority assignments and any assistance required. - Discussion with Mayor and staff regarding EUTF reimbursement in regards to applicability to specific employees. Risk Management - N/A Personnel - Interviews for HR Manager is scheduled for June 29th. - Interviews for HR Specialist I and it scheduled for July 17th Heads-up Exchange of proposals with HGEA is scheduled for June 18th. Exchange of proposals with UPW is scheduled for June 30'h. 07/02/12