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HomeMy WebLinkAbout2012_0925_AgendaPacket Gilbert Maerina Members: Chair Lani Aranio Ryan de la Pena Cathy Adams John Low Vice-Chair Roy Morita COUNTY OF KAUAI CIVIL SERVICE COMMISSION NOTICE OF MEETING AND AGENDA Tuesday, September 25, 2012 3:00 p.m. or shortly thereafter Mo'ikeha Building, Liquor conference Room 3 4444 Rice Street, Lihu'e, HI 96766 CALL TO ORDER ROLL CALL APPROVAL OF MINUTES Open Session Minutes of August 28, 2012 BUSINESS CSC 2012-29 Implementation of the Human Resources Department (on-going) a. Request dated 8/29/12 to Mayor Bernard P. Carvalbo, Jr., requesting an update on the Status of Relocation Plans for the Department of Personnel Services and the HRIS Software Program and, ■ Request dated 61/28/12 to the Director of Finance requesting information on the timeframe and procedures for acquiring the HRIS Software Program (deferred from 8/28/12) b. Update from the Director of Personnel Services on the Transition Plan for the Implementation of the Human Resources Department (on-going) c. Memo dated 8/29/12 to the Director of Personnel transmitting input from the County Agencies to the Civil Service Commission regarding transition to the Human Resources Department(on-going) 1) Response dated 8/9'/12 from the Transportation Agency 2) Response dated 8/9/12 from the Department of Public Works 3) Response dated 8/14/12 from the Fire Department 4) Response dated 8/14/12 from the Police Department DIRECTOR'S REPORT CSC 2012-34 a. Weekly Report Ending August 19, 2012 b. Weekly Report Ending August 26, 2012 c. Weekly Report Ending September 2. 2011 d. Weekly Report Ending September 9, 2012 An Equal Opportunity Einployer CSC 2012-35 Budget Report as of July 31, 2012 In 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. ES-31: Executive Session Minutes of August 28, 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) RETURN TO OPEN SESSION Ratify Commission actions taken in Executive Session for items: o ES-23 and ES-31 ANNOUNCEMENTS Next Meeting: Tuesday, October 2'), 2012 —3:00 p.m., 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 Guyot, Deputy County Attorney Civil Service Commission—September 25, 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 representingZ7; 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 I 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 LThu'e, HI 96766 Email: bdaviseakauai.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—September 25, 2012 Page 3 HAFT '@A� � �roueA I'Th 0 COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board/Committee: CIVIL SERVICE COMMISSION Meeting Date August 28, 2012 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room 3 Start of Meeting: 3:01 p.m. I End of Meeting: 4:39 p.in. Present Chair Gilbert Maerma; Vice-Chair Cathy Adains. Members: Larn Aranio; Ryan de la, Pena; John Low; Roy Morita Also: Deputy County Attorney Marc Guyot; Personnel Services Manager Thomas Takatsuki; Personnel Management Specialist V Joyce Schuierer; Boards & Commissions Office Staff. Support Clerk Barbara Davis; Administrator Paula Morikaini Excused Absent SUBJECT DISCUSSION ACTION Call To Order Chair Maerina called the meeting to order at 3:01 p.m. with 6 members present Approval of Open S ss on Minutes of July 16 2012 Mr. de la,Pena moved to approve the minutes as Minutes circulated. Ms. Aranio seconded the motion. Motion carried 6:0 Business CSC 2012-29 Implementation of the Fnj luan Resources Department(on-going) a. Reouest dated 6128112 to the Director of Finance requesting infon-nation on the tinieframe and procedures for acquiring the HRIS Software Prograiri, Wcfejje� 4 from '7116!12) Staff reported they had not received a response from the Director of Finance. Mr. Takatsuki said they have had meetings but there has been nothing definitive frorn Finance. Mr. Morita moved to defer this item to the next meeting. Ms. Aranio seconded the motion. Motion carried 6:0 b. Update from the Director of Personnel Services on the Transition Plan for th!eq Ii c� jmpkinentation of the Hunian Resources Department 7; 1Z 1� Civil Service Commission Open Session August 28, 2012 Page 2 SUBJECT DISCUSSION ACTION Mr. Takatsuki reported they are going through the recruitment process to fill the vacancies they currently have, which are 3 HR Specialists positions. Interviews are finished and the recommendations have been sent to the Mayor's Office. We met with the Mayor on the recommendation for the Worker's Compensation position and we are now waiting to meet with the individual. Once these positions have been settled,recruitment will begin on the next 2 positions to be filled, The HR Clerks and the Techs are being scheduled for interviews. We have net with Public Works with regard to office space, which is an on-going issue to try to get additional space. The Engineer and the Deputy Engineer are supposed to meet with the Mayor so they can start talking to the parties that will be involved in the space reallocation. Mr. I..,ow asked if they had moved forward on the space allocation since last month's meeting, Mr. Takatsuki said they had met but they need approval from the Mayor's Office before they start talking to the Department Heads. Ms. Aranio asked if they have been able to identify sufficient space for all the positions that are being moved to DPS. Mr.Takatsuki said they have for 95% of them but certain positions require enclosed space due to the type of issues that come up with those specific positions. There is one open space now in the DPS Office, We were going to bring down one of the HR Managers but we may need that space when we hire one of the HR Specialists. Because the HR Manager has an office within the Department of Public Works and she can work out of both sides,we are not going to move her down. The person who is doing the Risk Management work may go back to the Finance Office but at this point in time she is working out of the Risk Management Office. Ms.Adams asked if the demonstration had occurred on the 21 st with SunGard. Mr. Takatsuki said because he had other commitments lie did not attend that meetirl and would need to defer to Ms. Schuierer. Ms. Adams asked if there Civil Service Conanission Open Session August 28, 2012 Page 3 SUBJEC]" DISCUSSION ACTION has been any communication with the Departments about the transition plans or timetables. Mr. Takatsuki said there have been scattered communications but they are trying to get the specifies among their own office set first. When certain issues do come up we meet with the Departments to address those issues. It is hard to get specific infori-nation out to the Departments when we are still trying to set things up internally and trying to get the positions filled. Some of the Departments are asking what type of help their department will receive now that one of their positions was taken away from them. Now that positions have been moved,we are assessing which positions may be affected by what our office is performing. We have been working with the Departments every day and we have tried to address their questions as they come up. We have net with them regarding their concerns on recruitment, what the Department will be responsible for and what HR will be responsible for. Ms. Aranio referenced the July 91h memo to set the time for the official file return for the centralization of files and asked if they had been completed. Mr. Takatsuki said when the memo initially went out; DPS had to order the file cabinets, so we indicated to the departments by a certain date but before October 1. A memo has subsequently gone out advising the Departments they can start sending in their personnel files. Part of the problem is certain Departments want to keep their personnel files or they want to make sure certain things are complied with. The Task Force wants those files to be centralized and located in one area. If the Departments want to make copies of the files, they have been told they can make copies to keep in their office but HR will be the file of record. Ms. Aranio asked for a clarification on the FIR Clerk position noted as Requisition initiated and does that mean a candidate has been selected for the position. Mr. Takatsuki said Requisition initiated means they have put in a requisition to recruit. Ms. Schuicrer said it was pending approval from the Mayor at that time and they have since received approval, The position has been posted and we have started scheduling for Civil Service Cornmission Open Session August 28, 2012 Page 4 SUBJ E,CT DISCUSSION ACTION . _ .__ w. _._ _ _ _ _. _ . interviews. Ms. Aranio questioned the status dates noting the Clerk position was originally recruited on 2/12/2012,referred on 5/29/2012,and then another requisition was done ort 8/7/2012 to post the position again. Ms. Schuierer said we may have had another vacant position which necessitated the requisition or there were insufficient candidates so we had to go back out for recruiting. Ms.Aranio asked with all the planning and the office space that has potentially been identified for the new positions,will DPS hit the target date of having everyone in place by October 1. Mr. Takatsuki said he could not say because some offices would not require too much renovation but where there are more extensive renovations there will be costs, The Departments do not have the monies since it was not part of the plan to begin with. If there are major renovations the question is whether or not there is funding to do the renovations. Ms. Adams asked if the Department needed the support of the Commission to help this process along. Mr.Takatsuki said the issue is whether Public Works has talked with the Mayor and received his approval. Mr. Morita asked where the funding would come from. Mr. Takatsuki said normally the funding cones out of Public Works and if it were the later part of the year, you would know where monies could be available to do some of the construction work. Mr. Morita asked about the possibility of a money bill. Mr. Takatsuki said it is a possibility. Ms.Aranio said if the Commission were to contact the Mayor about the office space,do they know how many would potentially involve renovations and how many would be simple enough to transition someone into. ,Mr.Takatsuki said they were looking at 4 enclosed offices with the rest being open in the new space. Because there may be more moving of offices, they may not want to spend the money now for short tart relocations. _ __ Civil Service Commission Open Session August 28, 2012 Page 5 SUBJECT DISCUSSION ACTION c. Memorandum dated 7/24/12 to all Couqty Agencies EeUp.estin� JWq on how the Civil Service Commission can assist them and Personnel Services with a smooth transition to the Human Resources Department 1 Response dated �1�J12 fr<�na the Transportation Agency 2 Response elated I /12 from tl�e Deiprtment of Public Works 3) Response 4 Idesc77se dated l3/14I12 from the Police Department Ms. Adams moved to receive the 4 responses from the Departments. Ms. Aranio seconded the motion. Motion carried 6:0 Ms. Adams asked if the responses had been shared with the Personnel Department at this time. Staff noted they were included in the meeting packet sent to the Director. Mr. Morita asked how DPS plans to address every Department with their different issues. Mr. Takatsuki said the Police Department has issues with regard to what FIR will be performing versus what the Department will be performing and these concerns were discussed during the planning phase of creating the 14R. Mr. Takatsuki said he has talked with the Department and discussed this with the Task Force who say that was not what was discussed. They were all in agreement initially when they talked about this transition but now these issues are coming out about taking positions from the Department and putting them into NR. It is not easy to address one Department from ,mother Department because they have different requirements. Mr.Takatsuki said Personnel will provide services which include recruitment and exam, classification, labor relations, transactions, worker's comp, and training. Worker's comp will continue to do that portion but more to coincide with training for prevention. Other things that fall under Administration is the responsibility for benefits, employee folders and records, The Police Department conducts a very intensive background check. The pqsition Civil Service Commission Open Session August 28, 2012 Page 6 SUBJECT __ DISCUSSION ACT ION g assined to assist the Police Department with their recruitment and training __..._ section has been transferred to HR. Based on what was discussed with the Task Force,the Police Department said that HR will be providing the services that their position currently provides, which is assisting in background and everything else. Mr. Takatsuki did not think that was something that HR should be doing but we will look into it. That is why we do not have answers to some of the Department's questions. Ms. Schuierer listed some of the tasks that were being done within the Police Department's recruitment section. Once DPS has completed the recruitment, the announcement, and done the review of the applicant's test, the tames are then referred to the Department. At that point the Department has their own process because they do an intensive background check and that is what their clerical staff dice, DPS has never doze that. That position has been brought to the HR Department and now they do not have anyone to do that process. Ms. Aranio said that is a clerical function KPD chooses to use as part of their process for recruitment and interviewing. Ms. Schuierer pointed out that KPD's recruitment process is different from the recruitment done by HR. because KPD includes psychological testing. in working with KPD,we have moved the process along by putting on the announcement up front that the personal history packets, the performance readiness standard testing; and the manual are on line. In the application they have to answer a question saying they understand what their responsibility is and accept this as being their 8- week notice that if they pass the written exam,the next day they will be invited back to Personnel for the agility testing but all of that is on the website in our announcement. We are helping K.PD get the notices to the applicants for the testing, which in the past was KPD's responsibility. Mr. Morita asked if those responsibilities are in the job classification for that _ position_ Ms._Schumerer resided that when it was a personnel clerk at the Civil Service Commission (open Session August 28, 2012 Page 7 SI.II3 UVT DISCUSSION ACTION Police Department that was Part oftheir job duties there. Ms Schuierer said we are doing as much as we can to assist KPD within what is appropriate for Personnel to do for recruitment and exam. Of the tasks identified in the Police Department's response, Ms. Aranio asked what tasks DPS will not be able to provide assistance with. Ms. Schuierer said pretty much all of it. Mr. Takatsuki agreed it is beyond what DPS normally does. It is KPD's process and what they expect and require of the applicant; we are helping by putting the history packet on line. Once the applicant passes the written exam and the physical agility test, they have to have completed the personal history packet. The Department then sits with each of the candidates and goes through the personal history with them to determine what may be missing because that is what they utilise to do the intensive background check. Attorney Guyot said he was part of the HR Task Force and worked on many of the considerations from the Police Department. One thing to be mindful of is that the positio n that was taken from KPD was only occupied for fi to 8 moriths. Prior to that position, those tasks were dome in-house. There are a bunch of new technologies coming on line that will streamline and shorten the process. There was a question about people from the mainland who have to come back 2 to possibly 3 times; this process narrows it down to twice. Most of the process can be done the first time so for those that come back a second time it is a much cleaner process. We are checking into outsourcing the medical and maybe the background checks. The final review and evaluation has to be done by the Police Department. The clerk was in that Department for a short time and it was a new position KPD requested, but there were still delays because the system was not working. Ms. Adams acknowledged the 4 responses that were received and said the Commission was only facilitating the communications but it was not their role to address the areas of concern. Ms.Adams asked that DPS f«flow upon these Civil Service Commission Open Session August 28, 2012 Page 8 SUBJECT DISCUSSION ACTION responses with the Commission at the next meeting. Ms. Schuierer said DPS will need to look at what their priorities are before we can respond to the Departments. We are still working with the Departments on the day-to-day things and as we work through the process of getting our Department positions filled, we will address these concerns. Ms. Aranio said that 3 of the 4 Departments that responded were impacted by positions being transferred out of their Department and into DPS. One of the things the Commission asked the Director specifically was to come up with a communication plan to inform the employees and Departments that were affected by the transition. By the next meeting the Commission would like to see how these Departments are being addressed and what will be done moving forward. Nis. Schuierer said one of the DPS staff has been assigned to work with the Departments but it takes time to sit with each Department to see what that position did and then figure out what they will not be doing; this has not been put in a communication but she will relay that request back to the Director. Ms. Aranio said what was being described is part of DPS' plan, which is to sit with each of the affected Departments to determine what processes will be absorbed by the new HR Department and what will remain within the Department. The Commission wants to know what process the Department will be following with all update on how that is progressing, keeping in mind the October I deadline. Ms. Adams moved to acknowledge the letters from the individual departments and inform them the Commission is forwarding their concerns to the Personnel/HR,Department and will keep the topic oil the agenda until it is resolved. Mr. de ]a Pena seconded the motion, Motion carried 6:0 Civil Service Corm-nission Open Session August 28, 2012 Page 9 SUBJECT DISCUSSION ACTION CSC 2012-31 Discussion on the review process of applications Ms. Adams explained the Commission would like to know what the process is if an applicant checks the wrong box. Ms. Schuierer said recruitment is done intra-departmental, competitive inter- departmental, and open competitive. Intra-departmental is limited to civil service employees within the specific department where there is a vacancy. The inter-departmental is limited to civil service employees within the whole County and open competitive is open to members of the public. Ms. Schuier er explained that recruitments can be intra only,intra/inter only, inter/openonly, open only or intra/inter/open. It all depends on factors such as how many vacancies, how many people within the department may be interested or qualified for the position, how many people within the County may be interested or qualified,and what type of applicant pool there may be which can determine ifit is intra/inter. If there are not sufficient applicants it may include open as well. flic type of recruitment is put on the announcement and we ask specific questions to see if they meet the criteria,such as are they an employee of the department, and if not the application is not accepted. Ms. Adams recalled the circumstances were that a person checked they were an employee of the County and they were,in fact,a contract employee. Mr. Low added that the position was available to everybody and that is where lie is having trouble following the process. If it is open to everybody why was it kicked back because they miss-marked a box. Ms. Schuierer said the person did not apply on the right recruitment announcement for statistics so that we know who is intra/inter/open. Now that the applications are in the system the person is responsible for inputting their application, not DPS. Ms. Adams asked if they can notify the person that they checked the wrong box so they can correct it. Ms. Schuierer said they cannot always rc view the applications on a Civil Service Commission Open Session August 28, 201.2 Page 10 SUBJEC T DISCUSSION ACTION daily basis. If someone gets a rejection notice, they have the opportunity to reapply but if they apply on the last day of the recruitment announcement it cannot be guaranteed DPS will get to it. Mr. Low said he recalled the applicant was not notified until after the closing date. Ms. Schuierer said the applicant applied on the last date. Mr. Low said it is a shame to lose a good employee because they marked a wrong box which cannot be changed because we are trying to make sure statistics are kept correct. Ms.Schuierer said that was one reason but the applicants are supposed to be able to read and understand what they are applying for. We don't want to lose good people. We also use the application for referrals because we may not get to an open competitive list. Mr. `f'akatsuki said DPS has to establish deadlines unless it is a continuous recruitment, Normally if an employee applies in a timely basis DPS will respond to that individual and they can reapply. There are step by step instructions on low to fill out the application. Ms. Aranio asked how long after an application is submitted is notification done. Ms. Schuierer said it depends on what DPS' schedule is like. Mr. Takatsuki said the Department has guidelines and standards to follow and they can't arbitrarily change things. Ms. Schuierer said the system does not know if a person is or is not a civil service employee. It is up to the employee to know whether they are a civil service employee but part of the problem is people don't read,they just apply. Ms. Schuierer said the application states that intra is limited to civil service employees of the specific department. Inter is limited to civil service employees of the County. Open includes all interested individuals and _.____._____ __ ..._.._.__ me tu ftInformational;bers cublic. Informational; too action recfujrcd � CSC 2012-32 Discussion with DPS on policy for Video Teleconference(VTC) _. and/orLhone interviews for applicants living,off=island Ms.Adams asked if there was any law to prevent using video teleconferencing or phone interviews. Attorney Guyot replied there was no law against it but they should decide whether to do the whole ffroup that way unless it is an Civil Service Commission Open Session August 28, 2012 Page 11. _.__._----------- .___ SUBJECT DISCUSSION ACTION executive type position where they can use different recruitment models. Ms. Adams said her question referenced the Sunshine Law because you are not able to video teleconference into a meeting. Attorney Guyot said there were no restrictions for interviews but pointed out that it was difficult to read body language or facial expressions with phone interviews. Mr. Low said he was concerned that if some are interviewed one way and some another way it is not the same testing process. Mr.Takatsuki said they had not restricted this type of interview, Asked why DPS did not allow it for a candidate who applied for the Ilunian Resources Manager position, Ms. Schuierer said it is left up to the Department as to how they want to conduct the interviews. Mr.Takatsuki said in this case DPS wanted the rson here. _ Informational; no action required. MCSC 2012-27 a. Weekly Report Ending July 8, 2012 b. Weekly Report Ending July 15 2012 c. Weekly Report Ending July 22, 2012 d_, Weekl Report Ending July 29, 2012 e. Weekly Report Ending Ault 5. 2012. f Weekly Retnart EnclinAugust 12 X01 Mr. Morita asked if the HRIS software would replace NEOGOV. Ms. Schuierer said they are reviewing it at this time and are in discussion with SunGard as well as checking to see if NEOGOV can be interfaced with it. SunGard has been given the Department's needs and now DPS is waiting to Ms. Adams moved to receive the Director's hear further. Reports. Mr. Low seconded the motion. Motion. carried 6:0 CSC 2012-33 C Bud-et for Fiscal 2012-2013 Ms. Adams questioned if there was much difference in this budget from previous years other than the new positions that have been added. Mr. Takatsuki said it was pretty much the same as last year with the addition of the new bodies and some_e mpirient purchases such as the file cabinets. The Civil Service Commission Open Session August 2 , 2012 Page 12 SUBJECT DISCUSSION ACTION training funds are for updating and training staff. Mr. Morita asked what the entry for Police and Fire exams included. Mr. Takatsuki said it was for the written tests and it is charged to DPS since it is part of the testing procedures we administer. Mr.Morita noted under Contributions it listed post employment y benefits at $176,000.00 and asked what that includes other than retirement. Mr. Takatsuki said it includes the benefits such as the health fund and the fringes. It used to be part of Finance's budget but it is now part of each Department's budget. Ms. Adams moved to receive the budget for the record. Ms. Aranio seconded the motion. Motion carried 6:0 Executive Attorney Ciuyot read the flawai"i Revised Session Statutes provision as outlined on the agenda to take the Commission into Executive Session for consideration of ES-30 and ES-23- CSC 2012- 2l as listed. Mr. de la Pena moved to go into Executive Session at 4:18 p.m. Ms. Adams seconded the motion. Motion carried 6:0 Return to Open ions for items: ES-23 and Session ES-30 Ms. Adams moved to ratify ES-23 and ES-30. Ms Aranio seconded the motion. Motion carried Announcements Next Meeting: Tuesday, September 25, 2012. Attorney Guyot announced he would be off-island but would make sure there _. was attorney representation at the meeting• _ Adjournment _ Mr. de la Pena moved to adjourn the meeting at m 4:39 p.m. Ms. Adams seconded the motion. Motion carried 6:0 Civil Service Commission Open Session August 28, 2012 Page 13 Submitted by: Reviewed and Approved by: Barbara Davis, Staff Support Clerk- Gilbert Maerina, Chair Approved as is, Approved with amendments. See minutes of meeting. Rov Morita � ?� Member-: Chair , Cathy Adams Lam Aranio Gilbert Maerina Ryan de la Pena. Vice-Chair John Low COUNTY OF KAI A'1 CIVIL SERVICE COMMISSION C/0 Office of Boards and Commissions 4444 Rice Street, Suite 150, LThu'e, HI 96766 MEMORANDUM To: Mayor Bernard P. Carvalho, Jr. From: Gilbert Maerina, Chair and members of the Civil Service Commission Via: Paula M. Morikami, Administrator, Office of Boards and Commissions Cc: Gary Hen, Managing Director Nally Rezentes, Director of Finance Date: August 29, 2012 Subject: Status of Relocation Plans for the Department of Personnel Services and the HRIS Software Program The Civil Service Commission would like a representative from the Administration present at its next meeting to discuss the status of the relocation plans for the Department of Personnel Services with its expanded human resources function. In addition, the Commission would like to discuss the status of the HRIS software program for the department. The Commission feels that these two items are vital to the transition from the Department of Personnel Services to a Human Resources Department to meet the October 1, 2012 date targeted by the Administration. The next Civil Service Commission meeting is scheduled for Tuesday, September 25, 2012 at 3:00 PM in the Liquor Conference Room 3. If you have any questions, I can be reached through Teresa Tamura at ext. 4918. Thank you. Gilbert Maerina Chair, Civil Service Commission CSC 2012-29 a An Equal Opportunity Etnpl(a er Roy Morita ,X Members: Chair y Cathy Adams Lanl Z1raTlto Gilbert Maerina Ryan de la Pena Vice-Chair ° Jahn Low COUNTY OF KAUA'I +CIVIL SERVICE COMMISSION ct o {office of Boards and Commissions 4444 Rice Street, Suite 150, Lihu`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 Hen, 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, 2011 If you have any questions, I can be reached through Teresa Tamura at ext. 4918. Thank you for your assistance in this matter. CSC 2012-2 a. HR TRANSITION PLAN ITEM DESCRIPTION TARGET DATE STATUS Communications 07/01/2012/ongoing 06/26/2012: Memo to employees transferring to HR. RE: time-off/OT 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) Filled 07/16/12 Recruitment 02/12/2012 Referred: 05/29/2012 HR Manager 11, EM-03 (289) Filled 07/01/12 Recruitment:03/28/2012 Referred: 06/12/2012 HR Specialist 11, SR-22 (2465) Filled 10/16/12 Recruitment: 03/28/2012 (Pending exams, etc.) Referred: 06/28/2012 Recruitment: 07/08/2012 Referred: 08/03/12 Interviewed:08/14/12 Job offered:08/27/12 Accepted: 8/30/12 HR Specialist 1,SR-20(212) (2105) Recruitment:03/28/2012 Referred: 06/28/2012 Recruitment: 07/08/2012 Referred: 08/02/12 Interviewed: 08/14/12 Job offered: 09/10/12 Declined: 09/12/12 Job offered:09/13/12 Declined: 09/13/12 HR Assistant,SR-15 (702) Recruitment:02/12/2012 E-- !Referred: 07/09/2012 ITEM DESCRIPTION TARGET DATE STATUS Recruitment:07/25/12 Note: No add. Qual. Apps. Interview: Pending HR Specialist selection(s) HR Clerk, SR-13 (346) Filled 10/08/12 Recruitment 02/12/2012 (Pending Exams, etc.) Referred: 05/29/2012 Requisition initiated: 8/7/12 - pending Mayor's approval Job offered: 09/10/12 Accepted: 09/11/12 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 08/03/12 Mtg. w/staff& IT Spec. - history, reports, status discussed. 08/08/12 Reports samples/info to IT for trans to Sungard. 08/14/12 Prederno conf with Sungard. Discussed reports Demo w/Sungard on 08/21/12; Sungard/IT to review reports and data situation. 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 HR TRANSITION PLAN ITEM DESCRIPTION TARGET DATE STATUS recommendation to Mayor. 07/27/12 Follow-up mtg. with Pub. Wks. -to discuss with County Eng. and Mayor. 07/31/12 Discussed with Mayor, awaiting decision(s), 08/20/12 followed-up w/Deputy County Eng. 08/27/12 followed-up w/Eng. Prog, Admin. 09/12/12 Mtg w/Eng. Draft.Tech., County Eng, Sr, Staff-Sketch out floor plans. Training/Orientation of Staff 10/1/2012 Classification (Kris N., Kathy T.) Done 08/24/2012 (C&C) Labor Relations (new employee) Done 09/06&07/2012 (COM) Recruitment- NEOGOV (Crystal F.) City rescheduled for Oct. Transactions/Orientation/Benefits (new employees) Sept. (DPS, Finance staff) Worker's Compensation/TD1 (new employee) Sept. (Finance staff) Labor& Employment 10/11/2012 Official Personnel File Centralization 10/1/2012 Week of July 2nd: File cabinets ordered Week of July 9th: Memo to departments (setting time for official file return) File cabinets scheduled to arrive end of Sept. ITEM DESCRIPTION TARGET DATE STATUS `"3 . Roy Morita Members: Chair , - Cathv Adams Lani Aranio Gilbert Maerim a Rvan de la Pena Vice-Chair "� John Low COUNTY OF K_-XUA'I CIVIL SERVICE COMMISSION C/o Office of Beards and Commissions 4444 Rice Street, Suite 1501, Lthu`e, HI 96766 MEMORANDUM To: Malcolm Fernandez, Director of Personnel Services From: Gilbert Maerina. Chair and members of the Civil Service Commission Via: Paula M. Morikami, Administrator, Office of Boards and Commissions Cc: Gary Hen, Managing Director Date: August 29, 20112 Subject: Letters received from other Departments regarding the Transition from Department of Personnel Services to Human Resources Department The Civil Service Commission sent a letter on July 18, 2012 requesting comments from all of the departments regarding the transition of the Department of Personnel Services into a Human Resources Department. Attached are 4 communications the Commission received. The Civil Service Commission would appreciate you communicating with each of these departments regarding their comments and questions and letting us know whether their concerns have been addressed. This will remain an agenda item with status updates from you until all issues are resolved. If you have any questions, 1 can be reached through Teresa Tamura at ext. 4918. Thank you. Gilbert Maerina Chair, Civil Service Commission GS9 2012.29 C An Equal Opportunity Eniplover OF Bernard P. Carvalho, Jr. Celia M. Mahikoa flavor Executive on transportation 77 E Gary K. Heu V LE Managing Director TRANSPORTATION AGENCY AUG 1 02012 County of Kaua'i, State of Hawaii _____ 3220 Ho'olako Street,Lihu'e, Hawaii 96766 BOARDS & ComMISSIONS -FEL(808)246-8110 FAX(808)241-6417 To: Gilbert Maerina, Chair, Civil Service Commission From: Celia Mahikoa, Executive on Transportation Via: Paula M. Morikami, Administrator, Office of Boards and Commissions Date: August 9, 2012 Subject: Agency Comments Regarding Transition from DPS to Human Resources The Transportation Agency is looking forward to the County's transition towards establishing a fully functioning centralized Human Resources Department, and anticipates the changes resulting in thoroughness, consistency, and security in the handling of such an important role in our County organization. We appreciate your request for comments and questions regarding this transition. In reviewing the proposed structure of the HR Department, several "ground-level" questions about the transition are being forwarded for your consideration: 1. Will there be a notice provided by HR to all County employees in regards to exactly how the change will impact them and their many HR-related needs? 2. How will the employee be able to access his/her personnel file? 3. Will there be written procedures/guidelines/timeline for the transfer of personnel files? 4. Who will be responsible to do verification of employment for loan, housing, etc. inquiries that may involve information maintained in part by the department, and in part by HR? Again, we appreciate the opportunity to share these comments and questions, and look forward to a successful transition. Please feel free to contact us should you have questions or wish to discuss any portion of this further. Mahalo nui loa, Celia Mahikoa Executive on Transportation CSC 2012-29 c 11 An Equal Opportunity Employer 19 Bernard P. Carvalho,Jr. Larry Dill, P.E. ayor G County Engineer Gary K. Heu - 0 Lyle Tabata Managing Director DEPARTMENT OF PUBLIC WORKS Deputy County Engineer County of Kauali, State of Hawaii 4444 Rice Street,Suite 275,L-ihu-e, Hawai*i 96766 E C IE q V TEL(808)241-4992 FAX(808)241-6604 i August 9, 2012 AUG 1 4 2012 7 1 ! i BOARD3 & COMNIHSSIC,�,I-, Mr. Gilbert Maerina, Chairperson and Members of the Civil Service Commission c/o Office of Boards and Commissions 4444 Rice Street, Suite 150 Lihue, HI 96766 Dear Chairperson Maerina and Members of the Civil Service Commission: In response to your communication regarding the new Department of Personnel Services (DPS/HR), the following are Public Works' (PW) concerns/questions: I. Provide a detailed listing of job duties that will be removed from and those that will remain with PW. 2. Provide an approximate timeline when each function will transition to the new DPS/HR. 3. Provide an explanation of how the payroll certification process will work and identify who will be responsible at each step. 4. How or will removal of duties affect the classification of personnel remaining in PW? 5. Are we able to assign duties from and/or transfer personnel to a different division/section as desired? 6. Questions on whether the following will transfer to DPS/HR: a. Department of Transportation medical examinations; if yes, please detail process. b. Drug and Alcohol Testing Program—CDL, non-CDL, HGEA; if yes, please detail process. Should you have any questions or require further information, please feel free to contact me. Public Works fully supports this transition and looks forward to the expanded Department of Personnel Services. Sincerely, LARR DILL, P.E. County Engineer An Equal Opportunity Employer CSC 2012-29 C 21 Bernard P. Carvalho,Jr. Robert F. Westerman Fire Chief Mayor fol Gary K Reu John T. Blalock Managing Director KAUAI FIRE DEPARTMENT \.7 U" County of Kaua'i, State of Hawaii 4444 Rice Street,Suite 315,Llhu'e,Hawaii 96766 AUG 1 5 2012 TEL(808)241-4980 FAX(808)241-6508 BOARDS & COMMISSIONS ; TO: Gilbert Maerina, Chair, and members of the Civil Service Commission VIA: Paula M. Morikami, Administrator, Office of Boards and Commissions FROM: Fire Chief Robert F. Westerman Cc: Gary Heu, Managing Directo4,b Malcolm Fernandez, Director of Personnel Services DATE: August 14, 2012 RE: Response—Transition from Department of Personnel Services to Human Resources Department To alleviate the confusion on the part of the various departments, the following suggestions are submitted: ➢ Provide a Table of Organization (with names where possible) of the Human Resources Department(HRD), as changes may have been made subsequent to the earlier meetings with the departments. ➢ Meet with the departments to inform them of the responsibilities and duties of the positions within the new HRD. > Advise as to which responsibilities will be transftioned to the HRD and what will remain with the departments, and allow for department input. > Advise the departments on any changes to or new procedures for submittal of documents that require HRD review and/or approval. Please feel free to contact me should you have any questions. An Equal Opportunity Employer CSC 2012-29 C 31 IOLICE DEPARTMENC COUNTY OF KAUAI 3990 KAANA STREET, SUITE 200 A LIHUE, HAWAII 96766-1168 BERNARD P.CARVALHO.JR. TELEPHONE (808)241-1600 DARRYL D.PERRY Mayor FAX (808)241-1604 ChietotPolict www,kauaip8.org doemdhauaialov GARY K.HEU 111C11AEL M.CONTPLADES Managing Director Deputy Chief mcontrades`d,kauai-92-y August 14, 2012 Gilbert Maerina, Chair AUG 1 5 2012 Civil Service Commission C/O Office of Boards & Commissions L 4444 Rice Street, Suite 150 BOARDS & COMMISSIONS ; Lihue, HI 96766 Re: Transition from Department of Personnel Services to Human Resources Department Chairman Maerina, This letter is in response to your request on how the Civil Service Commission can assist in making this transition a smooth one. KPD would like to take this opportunity to thank the Civil Service Commission for considering the needs and circumstances of the various county departments and how this transition will affect daily activities and transactions. KPD is one of the larger departments in terms of employees and therefore relies heavily on the direction and guidance from DPS/HR on a daily basis. Recruitment is an area the department has put a high priority on in terms of using our resources to streamline our process and fill our vacant positions. One of the goals of KPD is to add two beats to our current staffing of 10 beats. The addition of two beats equates to an additional 14 officers. And in order to hire the additional 14 officers, we need to first fill our existing vacancies, which amounts to about 20 swam officers. With this goal in mind, KPD has developed a good process with recruitment and had been moving forward smoothly, making nice strides in our recruitment process. We were on track to be able to start two recruit classes for this current year, a tribute to our recruitment efforts and processes, and a feat rarely accomplished. However, we learned that we would need to relinquish our personnel clerk who handled the clerical tasks of our recruitment process, to the formation of the HR department. It was difficult for our department to accept losing such a critical member of the recruitment team. Now that our personnel clerk position transferred to the HR department, and the position is vacant, our department would like some communication of how we will be able to receive assistance in our recruitment process that is ongoing, and must continue in order to meet our goals. In the absence of a personnel clerk in our recruitment office, we will undoubtedly run into delays and some roadblocks in our process. So, it is our hope, and what had been promised KPD, that the HR department will fill that void and help KPD by providing that assistance in order to maintain continuity with our processes. CSC 2012-29 c 41 AN EQUAL OPPORTUNITYEMPLOYER 011 Some of the tasks that were being done and are no longer being done are: reviewing Personal History Packets, typing formats, preparing and creating applicant folders, applicant contacts, sending correspondences, tracking the progress of applicants, sending and receiving results and general clerical work among other tasks. The DPS/HR department has been very helpful in assisting in streamlining the process. They have been a pleasure to work with, in implementing a Physical Readiness Standards Test notification prior to accepting the online applications, This change will cut months off the recruitment process. I have confidence in moving forward that KPD and HR will have a good working relationship however at this point KPD does not have a contact person from HR. There are no clear guidelines as to where the clerical assistance will come from and the logistics have not been ironed out. Will the clerk come to KPD headquarters? Where will the records be housed? Who will assign the clerk their tasks? Who will be responsible to supervise the clerk? What will the priorities of the clerk be? Will there be additional duties the clerk is responsible for away from KPD at the same time s/he is completing KPD related duties? And there are other questions remain unanswered. Other areas of concern relates to labor relations issues which includes employee sanctions for misconduct, Step I and Step 11 grievances, and possible arbitration; employee unemployment claims; medical and stress work compensation issues; EEOC and Hostile Work Environment complaints. We are requesting further assistance in all of these areas. In addition to receiving assistance from HR, KPD hopes that this new HR department will be able to bridge the gap by providing the necessary policies and procedures for the agencies to follow and uphold in respect to our employees. With this new HR department, how will it be different than the current Department of Personnel Services and how will they be able to service all county agencies with giving direction and guidance? Will HR be giving clear communication by means of policies and procedures on items such as multi-departmental functions such as employee benefits? Since KPD has not received any formal notification, our department has been working under the assumption that there has been no operational changes with DPS/HR, but we would like to request moreibetter communication with the departments moving forward. It would be helpful to receive a tentative implementation plan since the October I start-up of the new HR is right around the comer and the change will impact the entire county. KPD can better prepare with a clear understanding of the functions and the direction of the new HR. Sincerely, Darryl D. Perry Chief of Police ...............' By. Sherwin P� P e,, Acting Assistant Chief, Administrative & Technical Bureau DPS WEEKLY REPORT Week Ending August 19, 2012 Significant Events/meetings - Teleconference between IT Specialist IV, HR Staff and SunGard personnel in preparation of HRIS demo scheduled for Aug. 201h. - Attended Mayor's Community Meeting at Kal5heo NC and Uhu'e NC on Aug. 13th and 14th respectively. - Responded to request from State DHRD for listing of ERS eligible COK employees. - Reviewed investigation report performed by KFD on WSO complaint on retaliation. Grievance on the complaint was heard at Step III and decision is forthcoming. - Discussion with Deputy County Attorney regarding the following: Workplace Violence Prevention Training information clarification; WSO complaint on retaliation; WSO complaint on harassment. - Meeting with DOW personnel regarding HR reorganization and DOW Manager's memo relating to staff's PD. Noted that request would follow normal process and review. - Responded to request from Salary Commission for information, history and projections for executive salaries. - Written exam for Police Service Officers (PSO) applicants scheduled for Saturday, Aug. 18th at Chiefess Kamakahele Middle School. - Interviews for HR Specialist I & 11 were held on Aug. 14th and 15th. One applicant with prior commitment is scheduled for Aug. 21st. Risk Management - Staff participated in vehicle policy meeting. Personnel - Labor Relations training for HR Specialist in LR section scheduled for September 6th and 7th on Maui. - Interviews for the HR Assistant is scheduled for July 26th. Note interviews were cancelled due to insufficient applicants. Recruitment is again opened. - HRIS demo by SunGard is scheduled for Aug. 21st. Heads-up - The HR Department will be participating in a Job Fair coordinated by WorkWise on October 3, 2012 at the KWMCH. Labor Management meeting with HFFA scheduled for August 28th 29th, and 30th on the Big Island. 08/20/12 DPS WEEKLY REPORT Week Ending August 26, 2012 Significant Events/meetings - Attended Mayor's Community Outreach meeting at Kilauea Neighborhood Center on August 29th. - Discussion with staff on Workplace Violence Incident and documentation requirements in regards to incident involving Finance personnel and WSO. - Attended SunGard HRIS software demonstration and discussion with staff on Aug. 21st. Follow-up meeting to be coordinated by IT Specialist IV to include specifics on information fields with finance personnel and IT programmers. - Discussion with staff regarding Lead Pipefitter applicant from foreign country. - Finalized Workplace Violence Prevention Training memo to all employees regarding correction on training session slide. To be sent out via paycheck attachment. - Discussion with staff on renewing SAP Contract. - Meeting with Auditor's staff regarding privatization issues and department policies. - Discussion with staff on receipt of dead files from departments. Memo to be sent setting deadline for the submission of these files. - HR Specialists in the classification section attended training in classification on Friday, Aug. 24th at the C & C of Honolulu. The training was attended by approximately a dozen personnel from the various jurisdictions. - Interviews for the HR Specialists were completed on Tuesday, Aug. 21st. - Written exam for Police Service Officers (PSO) applicants were conducted on Saturday, Aug. 18th at Chiefess Kamakahele Middle School. Thirty-five of the fifty-four taking the exam passed. - Followed-up with Deputy County Engineer on space plan for HR Dept. Deputy needed to follow-up with his staff on specifics. Risk Management - N/A Personnel - Labor Relations training for HR Specialist in LR section scheduled for September 6th and 7th on Maui. - Interviews for the HR Assistant is scheduled for July 26th. Note interviews were cancelled due to insufficient applicants. Recruitment is again opened. Heads-up - The HR Department will be participating in a Job Fair coordinated by WorkWise on October 3, 2012 at the KWMCH. - Labor Management meeting with HFFA scheduled for August 28th, 29th, and 30th on the Big Island. 08/27/12 DPS WEEKLY REPORT Week Ending September 2, 2012 Significant Events/Meetings - Attended Labor/Management meeting with HFFA on Hawaii island on Aug. 281h, 29th, and 30th. Operational issues were areas of discussion with the parties. - CSC meeting was held on the 28th, with staff filling in , in the Director's absence. - Reviewed final draft of memo to Salary Commission on Performance Evaluations and Increases for Executive Appointees. - Follow-up discussion on Aug. 27th with Engineering Program Administrator on status of HR space plan. - Discussion with staff on physical exams for short term appointments. Staff followed-up with inquiring department. - Responded to applicant for Lead Pipefitter recruitment from foreign country on rejection of application. Requirements were pointed out to applicant. - Responded to Executive on Aging regarding eligibility list for Accountant 11 & 111. Referring Accountant III list to the department. - Responded to County Auditor regarding employee's response on acknowledgement of receipt form on department policies that was returned to the department. - Update from County Engineer on Aug. 31't on space plans for HR Dept. - Discussion with staff on HR Specialist selection. Offer made by Director and has been accepted by applicant. Start date tentatively set for Sept. 16th. - Discussion with staff on information request by Council regarding employment of disabled persons. - Reviewing applications for HR Clerk. Offers will be made within week's end. - Discussion with C &C staff on scheduling NeoGov training for COK Staff. Risk Management - N/A Personnel - Labor Relations training for HR Specialist in LR section scheduled for September 6 1h and 7th on Maui. Heads-up - The HR Department will be participating |naJob Fair coordinated b«\0orkVVseon October 3L2O12at the KVVK8CH. O9/O4/I2 DPS WEEKLY REPORT Week Ending September 9, 2012 Significant Events/Meetings - Coordinated review of official personnel file of requesting employee. File was requested from employee's department for review at DPS. - Reviewed and finalized DPS' annual report. Transmitted to Mayor's Office for review. - Followed-up on arrangements for staff to attend Labor Relations training at Maui County. Two HR Specialist attended the training on Sept. 6 th and 7 1h. - Discussion with staff on DOW plan to do reduction in force of one position. - Reviewed proposed revised P & P on Examinations. Further discussions are planned before distribution. - Discussion with staff on Task Force on Overtime use. We will be participating in discussions on issue with DHRD and the various jurisdictions via teleconference on Sept. t 17 h - Meeting with Housing Director and staff regarding Job Performance Reviews (JPRs) (forms, timing, process, etc.). - Discussion with Director of Liquor Control regarding recruitment for Liquor Investigator. List has since expired and selectee has declined the job. The Department will be recruiting to establish new list. - Discussion with staff on upcoming Employment Law Seminar scheduled to be held on island. Planning to send staff as appropriate. - Discussion with Police Chief regarding memo on Executive Salaries sent to Salary Commission. - Sent memo to Departments/Agencies reminding of memo on personnel files requiring inactive files to be turned over to DPS at end of each year. - Meeting with DPS senior staff regarding selection of HR Specialist I and HR Clerk. Will further discuss with Mayor upon his return. - Meeting with WSO regarding discrimination complaint. Will be discussing with County Attorney on appropriateness of investigation. - Responded to Council request for information on departmental gross earnings by position. Information included gross earnings for all positions with gross earnings or base salary above the Department or Agency Head or Deputy for the respective Department/Agency for Fiscal Year 2012. Risk Management - N/A Personnel - Recruitment/NeoGov training at C & C Honolulu tentatively scheduled for mid-October. Heads-up - The HR Department will be participating in a Job Fair coordinated by WorkWise on October 3, 2012 at the KWMCH. 09/10/12