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HomeMy WebLinkAbout2012_1023_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, October 23, 2012 3:00 p.m. or shortly thereafter Mo'ikeha Building, Liquor Conference Room 3 4444 Rice Street, L3hu'e, HI 96766 CALL TO ORDER ROLL CALL APPROVAL OF MINUTES Open Session Minutes of September 25, 2012 BUSINESS CSC 2012-29 Implementation of the Human Resources Department(On-going) 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 CSC 2012-36 Discussion of funding for a background checks person for KPD which would not be designated as an HR clerk DIRECTOR'S REPORT CSC 2012-37 a. Weekly Report Ending September 16, 2012 b. Weekly Report Ending September 23, 2012 c. Weekly Report Ending September 30, 2012 d. Weekly Report Ending October 7, 2012 An Equal Opportunity Employer EXECUTIVE SESSION Pursuant to Hawaii Revised Statutes §§92-4 and 92-5 (a) (2) (4), 92-9 (a) (14) 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 (deferred from 9/25/12) 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,November 27, 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—October 23, 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 testimonYto: Civil Service Commission Attn: Barbara Davis Office of Boards & Commissions 4444 Rice Street, Suite 150 L-1hu`e, HI 96766 Email: bdavis@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—October 23, 2012 Page 3 I COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board/Committee: CIVIL SERVICE COMMISSION Meeting Date I September 25,2012 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room 3 Start of Meeting: 3:00 p.m. 7End of Meeting: 4:47 p.m. Present Chair Gilbert Maerina; Vice-Chair Cathy Adams. Members: Lani Aranio; Ryan de la Pena(3:02 p.m.); John Low; Roy Morita Also: Deputy County Attorney Mauna Kea Trask; Director of Personnel Malcolm Fernandez; Boards &Commissions Office Staff: Support Clerk Barbara Davis; Administrator Paula Morikami; Administrative Aide Teresa Tamura; Managing Director Gary Heu; Director of Finance Wally Rezentes; IT Manager Brandon Raines; Personnel Services Manager Thomas Takatsuki; Personnel Management Specialist V Joyce Schuierer; Police Chief Darryl Perry; Deputy Police Chief Michael Contrades Excused Absent SUBJECT DISCUSSION ACTION Call To Order Chair Maerina called the meeting to order at 3:00 m. with 5 members present Approval of Open Session Minutes of August 28, 2012 Mr. Morita moved to approve the minutes as Minutes circulated. Ms. Aranio seconded the motion. Motion carried 5:0 Business CSC 2012-29 Implementation of the Human Resources Department(on-going) a. Request dated 8/29'12 to Mayor Bernard P. Carvalho, Jr., requesting an update on the Status of Relocation Plans for the Department of Personnel Services and the HRIS Software Program and; ■ Request dated 6/28/12 to the Director of Finance requesting information on the timeframe and procedures for acquiring the HRIS Software Program(deferred from 8/28/12) Mr. Heu said he had been asked to address the space allocation to support the transition to the Human Resources Department. We have been in on-ping discussions with Public Works because this accommodation is part of a larger s ace Tannin initiative. A few ears back we had a consultant do a needs s v� Civil Service Commission Open Session September 25, 2012 Page 2 SUBJECT DISCUSSION ACTION assessment of the various departments and they came up with conceptual designs which would impact a period of time 5 to 10 years out into the future. Subsequent to that, Big Save transitioned out of our space which caused another look at the space that is available to the County; that reassessment is also on-going. Mr. Heu said the ideal situation is to have the entire Human Resources operation under one roof but that is not necessarily a fundamental aspect of implementation or the transition from DPS to a Human Resources Department and it should not be an impediment to that transition. Accommodations for the 17 HR personnel will be accomplished with some construction to the current DPS Office, which will house 12 individuals, and placement of another 5 individuals in the current Boards and Commissions Office. These plans are temporary until we can get to the larger plan. The timing is based on the County Engineer's building staff should this become an in-house job. Ms.Adams asked if this would also accommodate the personnel files that will be coming from various other departments. Mr.Heu said they were primarily focused on the work space and he was not sure what floor space would be required to accommodate the files. There is space within the Office of Boards and Commissions and there is also some flex in the floor plan for the existing DPS section because one area considered for two individuals will now only have one. Mr. Morita said with the October 1 deadline set by the County Council and the Task Force, will we be at the point that all of the people are accommodated or will they be separated? Mr. Heu said some of the movement can take place but where construction is involved that will not be ready by October 1 but that should not be an impediment to the transition and the function of the Human Resources Department. Mr. Heu explained Civil Service Commission Open Session September 25, 2012 Page 3 SUBJECT DISCUSSION ACTION many departments in the County are not housed under the same roof but operate quite efficiently. The transition will be measured on things such as have people been appropriately communicated to and do they understand the expectations of the new positions they are transitioning into. The key is communication. More important to assuring the successful transition to a Human Resources Department than everyone being under one roof is setting up protocols for the new department in terms of how communication is going to take place and if everyone understands the roles,responsibilities and the chain of command. As a practical matter,many things need to be looked at. We do have a good interim plan that will provide everyone with a comfortable and appropriate work space until such time other space can be built out. Mr. Morita voiced concern with communications to other departments. With people in various locations,will someone communicate with those departments to tell them exactly where to go to if they are having problems or need information? Mr.Heu asked Mr.Morita if he was asking about an operational matter between Mr. Fernandez,his staff,and the departments they serve. Mr. Morita said he was questioning the communication with the departments they serve. Mr. Heu said his opinion would be absolutely; all the stakeholders and all the customers that HR has, which is the entire County, need to be appropriately informed as to what is taking place, who their points of contact are,and that should be the expectation. Ms. Aranio asked if there were any budgetary concerns that the Commission should be aware of as it relates to restructuring DPS to accommodate the additional staff. There was some concern that DPS did not have the money in its budget for renovations and that Public Works was not going to pay for it. Relative to the construction issues, Mr. Heu said he is working with Public Works to see if there are any opportunities to leverage current funding to Civil Service Commission Open Session September 25, 2012 Page 4 SUBJECT DISCUSSION ACTION accomplish some of that work. Mr.Heu said he also would not have a problem going back to the County Council with a money bill to supplement budgets to accommodate whatever is required to make sure we appropriately handle the transition. The key is identifying what those costs are and determine if those expenses can be dealt with internally to see if it would be appropriate to transmit a proposed money bill. Councilmembers want to see this succeed and Mr. Heu thought the Administration could work with the County Council to provide the resources that are needed to ensure the success of this transition. Mr. Low said the Commission was briefed in the beginning of July and was told the Commission had the responsibility to make this transition work. The Commission has never received anything from upper Administration or the County Council giving any direction in terms of where and how they want it to go. Mr. Low said he feels uneasy that the rest of the employees involved in this process may not have gotten that either. It is very important that everyone understands this is what upper Administration wants and you are behind it and everyone needs to work together as a team to make it work. Not everyone is clear how this is to come about and that puts a big challenge in Mr. Fernandez's office. There seem to be missing parts on how,as a team,we are going to make this work. Mr. Heu said there were a number of meetings the Task Force held with the employees and the departments who were being impacted. This transition has also been discussed at the department head meetings. We can always do a better job in communicating as this is one of the easiest things to loose in the shuffle. The Mayor is absolutely supportive of this transition and has been a driving force in terms of assuring it stays on track. Mr.Heu said they could do additional outreach from the Mayor's Office if that is needed and work with Mr.Fernandez to make sure all the benchmarks are being met relative to proper communication with all departments that are impacted. Mr. Heu exited the meeting at 3:24 p.m. Civil Service Commission Open Session September 25, 2012 Page 5 SUBJECT DISCUSSION ACTION Mr. Rezentes introduced Brandon Raines who is the County's IT manager. Mr. Rezentes said there is definitely a short term need for specific reporting tools and a long term, grander strategic need to look at where this department wants to go, what their role is going to be, and how it will change from the present day. Combined with that, what are the electronic software tools that could be put in place to support this transition to a more robust department? Based on our initial discussions with DPS we would likely recommend a certain direction to provide that assistance. Recently IT met with DPS and there was a little bit of a disconnect in understanding what the roles should be between IT and Personnel and what the scope was that we should be talking about and solving. Our IT staff was thinking of the longer term, broader potential solutions based on a strategic plan and DPS was focused on a specific report requirement. We arranged for our current software vendor, HT SunGard,to do a demonstration of their system. For the long term we believe a strategic plan should be understood with ITs help to work on the solution. Based on what we know today,if we had to move forward on a long term plan we would probably advise the hiring of an HR consultant with systems expertise to help in the guidance of that long term planning to work with Personnel and IT. Personnel, which is often times called the content expert, needs to have a major primary role in that process because ultimately they will own that process and they will be the ones charged with implementing and making it work for all the departments they serve. IT would be more in the support/maintenance mode and provide the necessary assistance to the departments. On the short term plan there is a need for further exchange of information and data to better work with IT and the vendor for the requisite reporting needs. Mr.Morita said DPS was currently creating the reports manually and asked if there was a temporary solution so they could computerize the reports now. Mr. Rezentes said a lot of departments do ofd shoot thins with Excel or Civil Service Commission Open Session September 25, 2012 Page 6 SUBJECT DISCUSSION ACTION Access but he did not know DPS' in-house expertise for those programs. Mr. Raines said for the short term if the process is going from a hard copy paper manual process you can use things like Excel or Access even though it may not be the best solution. For the long term,we need to do an analysis of our current HT SunGard system, which already has a lot of information in there,to see if we are duplicating information from Personnel and the agencies and departments. For the more immediate term,those are reports to improve the way we do business today and that may be where the disconnect is. There is a lot of homework that needs to be done before we can make a system selection,whether it is our existing vendor or looking at other vendors that are `best of breed' in the marketplace. The two short term things we have are Excel and Access and getting all that data entered so we can run a report instead of cobbling it together manually. We are starting to analyze the reports DPS has given us and get a more detailed representation of the report request which would include a report example,report documentation,and parameters you put in when you run the report. We are taking an inventory of those reports and working with Personnel and the vendor to determine if we can get these reports out of the existing system and do we need the vendor to do it? If the vendor is going to do it,how much cost is involved and to what extent are the slots within our existing system to meet the existing reporting needs? What is the time line they are being filled in because a lot of the payroll functionality is focused on payroll? It is always difficult to decide what to do in the interim as you don't want to input all this information if there is another solution six months later. For the long term and a larger HRIS system there are a lot of things that our system currently does not do. We did look at the HR module in SunGard HE but it is more what is available today versus what is out there that may be more appropriate. We need to focus on these immediate needs which are the reports; the HRIS is a longer term goal. Civil Service Commission Open Session September 25, 2012 Page 7 SUBJECT DISCUSSION ACTION Ms. Adams said the Commission has been tasked with making sure the transition occurs and when the Department does not have some of the basic tools it led the Commission to invite Finance/IT to the meeting. Ms. Adams urged Mr. Rezentes and Mr. Raines to come back when they are making headway with systems and decisions and update the Commission on what tools DPS has available to them. Mr.Raines agreed and said in order for IT to be of _ service and provide the appropriate tools,we need the HR function personnel to take control of the business requirements and the business modeling of whatever this new HR function is going to be and lay that strategic plan. We can then help them select the system. Mr. Morita asked if IT was planning to purchase the HRIS system or if it will be leased? Mr. Rezentes said they will need to make that decision down the road. It may work to the County's advantage not to lay out all the capital up front. Some vendors have been willing in the past to allow County and State entities to pay as we go with a long term maintenance or lease agreement and pay it over the useful life of the asset. It is something we can definitely look into when we are at the point that we are ready to work on an RFP(Request for Purchase) or have that as a potential option in the proposal process. Mr. Raines said the SunGard and HGE systems are licensed in the traditional software model,which means we would buy a license to the software and pay an annual fee for the maintenance,and that provides help desk support and new versions including bug fixes and enhancements. If that does not meet either the short term reporting needs or the long term broader HR goals there are opportunities to pursue software as a service which is a hosted type of application service and referred to as"in the cloud". This is where the vendor hosts the infrastructure and also the application in their environment and all you need is internet access through your web browser. That software as a service model is much more of a leasing arrangement because you are typically paying for a little upfront implementation and then a monthly service charge Civil Service Commission Open Session September 25, 2012 Page 8 SUBJECT DISCUSSION ACTION which provides a hosted application with the most recent versions and enhancements. It is a different licensing model for software and allows us to get further more quickly when we adopt other systems. Ms.Aranio said Mr.Raines mentioned the need for input or feedback from the Department regarding the specifics before he could provide them with a recommendation on where to go and what tools he can assist them with and asked if he had received that. Mr. Raines said there has been an exchange of information on the immediate reporting needs for the current personnel function. We got the high level and now we are digging to get the deeper level so we can assess costs and whether or not the system can do the job for those reports. In the broader picture and where HR is going across the County there is a lot of work to be done yet to identify the business requirements. From the IT perspective the people who own and drive this are the business owners.We will help them with the selection process but ultimately they are making the selection and we are a member on their team helping guide that selection. We are not going to say we think this HR solution is best for the County. It is our role to support it and determine if it is meeting these requirements from a technology perspective that can be supported,does it fit in our environment,is it going to interface with our other systems, which are all important but not necessarily the feature function matrix. Mr.Low said the County needs to get something where the Administration,the County Council,the department heads, and managers can get the information they need in a timely fashion so decisions can be made. We need to think about the most precious resource in the County and that is the people who work here;they need to know they are getting paid on time and their balances in sick leave are correct. With the 1,000 person workforce that this County has, without a system it cannot be done manually. Even a small system that would get us a little faster would be better than where we are at today. Civil Service Commission Open Session September 25, 2012 Page 9 SUBJECT DISCUSSION ACTION c. 4)Response dated 8/14/12 from the Police Department Chief Darryl Perry submitted KPD's concerns on the implementation of the new Human Resources Department. Chief Perry noted that reflected in the August 28 Civil Service Commission minutes, Ms. Aranio asked what task DPS would not be able to provide assistance with to KPD. Ms. Schuierer said we would not be able to assist KPD with pretty much all of it. Mr. Takatsuki agreed it was beyond what DPS normally does. Attorney Guyot then told the Commission to be mindful that the position taken from KPD was only occupied 6 to 8 months. Chief Perry said the clerk in that position made a tremendous impact because she was tasked with functions that were critical to the recruitment efforts. KPD currently has 20 vacancies and we have implemented some of the steps the clerk recommended and made great strides in consolidating our efforts to reduce the amount of time it takes to get new officers in. KPD has a 20-year strategic plan that requires,with proper support systems in place, doubling the number of police beats based on population growth,officer safety concerns with respect to the geographical amount of time it takes to get from one area to another and the increase in crime rate. Those new beats were put together about 3 years ago with the plan to implement them on an incremental basis, but because it has been difficult to fill the vacancies we were not given the opportunity before the County Council to ask for new positions. When the clerk position was moved to HR there was no guarantee that she would be providing the same type of work that we required. Our concern is articulated in our letter in that our needs won't be met with the way HR is going to be structured. We understand this is new and it needs a chance to succeed. Chief Perry expressed his concern with the lengthy process in handling complaints and issues and feels that the EEOC, hostile work environment,and duress must be included in the responsibilities of HR. Chief Perry then asked Deputy Police Chief Contrades to explain the progress the Civil Service Commission Open Session September 25, 2012 Page 10 SUBJECT DISCUSSION ACTION Department has made and why it is so imperative that the assistance provided by HR is important to the long term strategic planning. Deputy Chief Contrades said the backgrounds clerk was very instrumental in helping move the process forward. The recruit class that will graduate in November-took 2 %2 years to get to the point from when they signed up until the actual hiring. We believe we can do this process within 6 months and that is a tremendous turn-a-round from what it was before. DC Contrades said Mr. Fernandez, Mr. Takatsuki, and Ms. Schuierer were all an integral part of helping the Department make this happen. Without the backgrounds clerk doing those duties, a lieutenant and a sergeant have taken over the duties of a clerk. We were told when the backgrounds clerk position went over that nothing would change, they would just be in a different position over at HR and the same duties would be managed. Reading the Commission's minutes,it is not what we came to understand so we do have some concerns. We have worked really well with DPS to get our process to this point and we hope to be able to recruit every six months. The protocol for the Physical Readiness Standards Test(the physical agility test)was to give them notice between 8 and 10 weeks so they can get in shape and be prepared for the test. One of the innovative things we did in conjunction with DPS is when they apply on the computer they check off saying they reviewed the Physical Readiness Standards Test, which is on video and gives step-by-step instructions, and eliminates the 8 to 10 week.period before the test can be given. There have been other things to shorten that time span but one of the big things was having that support to mail out the letters, make contact with and talk to the people. That is a big concern with the new system and how it is going to work. Chief Perry added that when an individual is hired for the Police Department they go through an extensive background check because KPD handles very confidential and sensitive information. We have to be assured the individuals Civil Service Commission Open Session September 25, 2012 Page 11 SUBJECT DISCUSSION ACTION meet the high standards set for KPD so we cannot have any individual who comes from the outside without knowing what security checks they have had. Every individual who works with the Honolulu Police Department is checked security wise to make sure there is nothing in their background that would compromise their information but this County is not autonomous. For instance, IT has access to the Department's computer system but none of the employees have gone through a background check and that is one of the Department's concerns. When the discussion occurred about the position being moved out of KPD and into DPS/HR,Ms.Aranio asked who communicated that the duties would not change. Chief Perry said that was from Janine Rapozo who was also concerned because she wants to provide the best service she can to our Department. Mr. Low asked what the ratio was of applicants to those hired. Chief Perry said on average out of every 100 they may get 10%. Mr. Low asked if the sworn personnel did the intensive background checks on the applicants. Chief Perry said it is done by sworn personnel and those from the outside who also have to pass the intensive background checks. DC Contrades said they do have people who specialize in background checks and they hire from the outside to augment the KPD staff. KPD does not have enough people with the current staffing to do the checks. To use detectives or other personnel to help with the background checks means they are no longer concentrating on the crimes and the work they have to deal with; it takes them away from their normal duties. To avoid that as much as possible we hired outside people, such as former police officers, who had to undergo an extensive background check. Mr. Morita asked if those positions were funded. DC Contrades said the Department is currently using vacant positions and hiring them on an 89-day Civil Service Commission Open Session September 25, 2012 Page 12 SUBJECT DISCUSSION ACTION contract. When we get to the point of filling all the positions we will no longer have positions to take to hire people to do the backgrounds. DC Contrades explained that applicants first take a written exam and after they pass they have to do the Physical Readiness Standards Test. Next is a personal history questionnaire that the applicant completes and then an appointment is set up to go over the responses. Once all of that has been completed,there is a pre job offer psych eval (psychological evaluation) which gives KPD a rating on whether or not the person is a high,moderate or low risk. Following that they are given a conditional job offer and then a series of polygraph(lie detector) tests as well as the post job offer psychological test. After the conditional job offer is made, the applicant has to do a drug screening and a medical exam which they set up on their own. DC Contrades wanted to point out that there is a series of things that have to be done to be a police officer whereas any other position in the County you just interview the applicant and make the job offer. Mr.Morita asked if it might jeopardize the background investigations because there is currently no one in DPS to do background checks. DC Contrades clarified that if someone is going to work with the Department on sensitive things they need to be background checked to make sure there is nothing in their history. The Chief and Deputy Chief both relayed instances where personnel had been hired in the past without background checks and they turned out to have criminal backgrounds. Mr.Morita asked if the background clerk was a civil service position and why couldn't KPD create a new position and give that position a different title stating the position has to have gone through a background check. Chief Perry said they could include that position in the budget to see if they can get the position but they would have to convince both the County Council and the Mayor's Office to approve that position. Mr. Low thought the same would hold true for an IT person noting the Civil Service Commission Open Session September 25, 2012 Page 13 SUBJECT DISCUSSION ACTION Department should have their own IT person considering the sensitivity of the files and cases KPD works on. Chief Perry said KPD has not asked for frivolous positions. The other counties have labor and management specialists that deal primarily with grievances but KPD deals with those issues and it is the same with EEOC issues. The other Chiefs do not deal with that because it takes away too much from overseeing the department. Ms. Adams asked Chief Perry if the clerk had been left in the Department she would not have taken a job outside the County. The Chief said that is what she told them. Ms.Adams asked if the concern was because her job was changing or because she would be relocated. Chief Perry said she was not confident that the move would be beneficial to the Police Department and there was no guarantee it would be. b. Update from the Director of personnel Services on the Transition Plan for Mr. Rezentes, Mr. Raines, Chief Perry and the Implementation of the Human Resources Department(on-going) Deputy Chief Contrades exited the meeting at 4:09 p.m. Mr.Fernandez noted there were further updates to the transition plan that were not reflected in the worksheet. There is another personnel person coming in on October 1,another clerk coming in around October 23d,and one more clerk position that is pending because of physical requirements. Ms. Adams asked if any of the clerks would be doing the duties such as the background checks that Chief Perry was asking for. Mr. Fernandez said that has not been decided on. Mr. Fernandez further said he thought there was a miscommunication as to what was said and what DPS understands that the clerks will be doing. Mr. Morita asked if the clearance was a legitimate concern because he Civil Service Commission Open Session September 25, 2012 Page 14 SUBJECT DISCUSSION ACTION personally thought it was. Mr.Fernandez said everyone who is working for the Police Department does go through the background check. The difference between Kaua'i's Police Department and the other police departments in the State is they are much larger than us and may be able to fund separate specialties where they can have non-uniformed staff budgeted for that very reason. It is a question of whether the County Council and the Administration are willing to fund the positions. The civil service positions that do not require stringent security clearance or background checks are covered under the Hawai'i Revised Statutes. Mr. Fernandez acknowledged that the IT staff did not require background checks because they are not dedicated to KPD. Mr. Morita expressed concern with the security issue and asked if there could be follow up to see if one person could be dedicated to do background checks as well as just one person in IT because of the sensitive materials. Mr. Fernandez said they could research to see what they could do in that area. Ms. Adams asked for additional information on communications with the employees and department heads. Mr. Fernandez said there have been discussions with some of the departments but before we meet with all of the departments we want to have all the pieces in place first. We want to do a general response to all the questions that have come up and follow that up with a general meeting to discuss all the issues that seem to be generic in some instances. Ms. Adams asked if the concerns from Transportation, Public Works and the Fire Department have been addressed. Mr. Fernandez said not specifically but DPS is working with these departments on a daily basis. DPS needs to have it all together before we can tell them exactly what we want. Mr. Morita asked if there were specific plans on how DPS is going to address these issues. Mr.Fernandez said DPS is looking at the Policies and Procedures that are in place and re-HR Department. Ms. Schuierer said they are also Civil Service Commission Open Session September 25, 2012 Page 15 SUBJECT DISCUSSION ACTION looking at recommendations from the Task Force such as Payroll Certification. We have a procedure but it is pre-dated so it needs to be updated to address the changes because the departments are not going to be doing as much as they were before. That is part of the process now and once we have everyone in place and know what they are going to be doing, we will be able to sit down and tell everyone exactly what is going to happen. We will be putting out a memo by this week just to keep the departments updated that October 1 is coming up and where the transition is at this point and where we are going. We will be holding meetings to discuss with everyone to let them know when the actual change will take place and how it will take place. Mr.Morita asked if DPS has acknowledged any of the departments'responses to the Commission's request for input on the transition. Mr. Fernandez said no;they could answer some of the questions now but they want to do it all one time. Mr. Morita asked who would be responsible for the drug testing. Ms. Schuierer said it is something we need to look at but it appears it will be the responsibility of HR. Mr. Takatsuki said every department may have the same concerns as the questions voiced by some of these departments. For DPS to address one department at this time may only lead to bigger confusion. We are looking at the questions, trying to put everything together plus we aren't fully staffed to be able to say which position is going to be responsible for what. Some of the recommendations made by the Task Force are not something that maybe fully implemented because we don't want to short-circuit some of the other things we want to do. Some of the positions that were recommended, it has been difficult to hire for that position because they may meet the minimum qualification requirement but not have the knowledge, skills and ability to do the work. Mr. Takatsuki said they have made great strides to get the main thins with HR going. Mr. Takatsuki voiced concern saying that what the Civil Service Commission Open Session September 25, 2012 Page 16 SUBJECT DISCUSSION ACTION Chief said is in a sense correct. DPS does not know what was discussed between the Task Force and Chief Perry. Mr. Takatsuki did not think the transfer from the Police Department came into HR with the idea they were only going to serve the Police Department. That defeats the whole purpose of consolidating the HR person from the outside to come in and work for HR. We advocated keeping everybody the same but get DPS the position that we can still operate as an HR and better service the County. The departments are still going to have to have people to do certain types of work that is still associated with HR. The Task Force made so many recommendations but they can't take everything away(from the department) and yet we will work with the recommendations to get HR implemented as soon as we can. We are trying to get answers to all the questions and hopefully when we get all the answers we can get everyone together and present all the information at one time so everyone is on the same page. Mr.Morita said his concern is that October 1 is the magic number and there are only 4 departments that responded to concerns with the transition. Can't DPS send out a communication to everyone to at least inform them where you are at with the transition? Ms. Schuierer said they just said they were going to do that. Mr. Morita said that will settle people down and they will know it is going to be addressed rather than saying nothing. Mr. Low said they might also want to include what DPS has accomplished so far. You don't need to explain in great detail but you can say briefly what has been done and what you are working on. Ms. Adams added that they will never have all the answers but you can say how far you have come and what is still being worked on. As broad as this organization is,some type of communication is needed sooner rather than later. Civil Service Commission Open Session September 25, 2012 Page 17 SUBJECT DISCUSSION ACTION Chair Maerina asked if there will be overlap coverage in case one of the Managers is out sick. Mr. Takatsuki said there will be coverage because they have section heads overseeing the various areas of HR. If the HR manager is not in the staff should be able to accommodate and answer questions that were directed to the HR manager. All of the information as to who to contact if there are questions is the reason we are trying to set our organization so we know who is going to be assigned to which section and everyone knows who is in charge of benefits or who is in charge of work comp training. Once the information is set it is Mr. Fernandez' plan to get that information out so the departments and agencies know who to contact. Mr. Fernandez said some of the comments from the job fair in Honolulu the prior week was that there were a lot of people there but they weren't qualified which is a problem his office is encountering in filling the positions. Mr. Morita said that was a legitimate answer and the Commission supports DPS but is asking that DPS put out the fires before they spread. Mr. Low said the main concern of the Commission is that the departments receive answers and to keep the communication flowing both ways. The Commission is here to help DPS. Mr.Fernandez reported that the file cabinets that were ordered did come in on Monday. Ms. Adams said everyone knows the difference between short term and long term and what is needed now. For the long term we know you will have a better place but you need to get some movement on the short term solutions and tools and what is needed to be able to do this. Mr. Takatsuki said an earlier notice had been sent regarding the personnel files being transferred to DPS and to give the departments the opportunity to make copies if they want copies of their own. We will now be sending out a notice to have those files Civil Service Commission Open Session September 25, 2012 Page 18 SUBJECT DISCUSSION ACTION sent to us. We are hoping that all those files will be centralized in DPS close to the clerks who will be working with them. Ms. Aranio asked how KPD's concerns with the recruitment process will be addressed. Mr. Fernandez said that clerk position is separate and apart from what DPS does and suggested KPD should go back to the County Council and ask for another position instead of having a uniformed person doing that work. Ms. Adams suggested the position not be called an HR clerk. Attorney Trask reminded the Commission to return to the item as agendaed and agreed with Mr. Morita that it could be placed on the next agenda for discussion. Mr. Morita moved to include discussion of funding for a background checks person for KPD, which would not be designated as an HR clerk, on the October agenda. Mr. Low seconded the motion. Motion carried 6:0 Director's a. Weekly Report Ending August 19, 2012 Report b. Weekly Report Ending August 26, 2012 c. Weekly Report Ending September 2, 2012 d. Weekly Report Ending September 9, 2012 Ms.Adams asked if there was someone in DPS representing the department in the discussions about short term IT solutions. Mr. Fernandez said he had not yet designated anyone. At this point, all of the people in DPS who work with reports are involved in the meetings so nothing gets missed. Mr. Morita moved to receive the Director's Report. Mr. de la Pena seconded the motion. Motion carried 6:0 Civil Service Commission Open Session September 25, 2012 Page 19 SUBJECT _ DISCUSSION ACTION CSC 2012-35 Budget Report as of July 31, 2012 Ms. Adams moved to receive the budget. Ms. Aranio seconded the motion. Motion carried 6:0 Mr. Morita suggested the budget be provided on a quarterly basis Mr. Morita moved to receive the budget quarterly. Mr. de la Pena seconded the motion. Motion carried 6:0 Executive Deputy County Attorney Mauna Kea Trask explained the Commission's Session regular Attorney Marc Guyot was on vacation and the substitute, Attorney Kollar,was not able to be present. For reasons of attorney-client privilege and the relationship with the Department it would not be wise for Attorney Trask to preside over the Executive Session and requested that the Commission defer the Executive Session until their appointed attorney returns. Attorney Trask asked this as a professional courtesy from the Commission with regard to Hawai'i Rules of Professional Conduct which govern him separate and apart from any other rules that apply. Ms. Adams moved to defer the Executive Session to October. Ms. Aranio seconded the motion. Motion carried 6:0 Announcements Next Meeting: Tuesday, October 23, 2012—3:00 p.m. _ Adjournment Mr. de la Pena moved to adjourn the meeting at 4:47 p.m. Ms. Adams seconded the motion. Motion carried 6:0 Submitted by: Reviewed and Approved by: Barbara Davis, Staff Support Clerk Gilbert Maerina, Chair ( ) Approved as is. ( ) Approved with amendments. See minutes of meeting. 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 10/01/12: Memo to Departments/Agencies on HR transition update. 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 II, EM-03 (289) Filled 07/01/12 Recruitment: 03/28/2012 Referred: 06/12/2012 HR Specialist II, 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 N HR Specialist I,SR-20(212) (2105) Recruitment:03/28/2012 5U (2105 reallocated to PMS I, SR16) Filled 10/1/12 Referred: 06/28/2012 p 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 (2107) reallocated to PMS I,SR16 Filled 9/24/12 ITEM DESCRIPTION TARGET DATE STATUS HR Assistant,SR-15 (702) Recruitment:02/12/2012 (702 reallocated to HR Clerk) Filled 10/16/12 Referred: 07/09/2012 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 Revised start date: 10/23/2012 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 Predemo conf with Sungard. Discussed reports Demo w/Sungard on 08/21/12; Sungard/IT to review reports and data situation. HR TRANSITION PLAN ITEM DESCRIPTION TARGET DATE STATUS 10/18/12 Meeting w/IT Specialist IV Re: HR reports 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. 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. 10/3/12 reviewed HR floor plans w/Eng. Draft.Tech. & Building Officer 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. Confirmed for Nov. 13 Transactions/Orientation/Benefits(new employees) Sept. (DPS, Finance staff) Done 9/20/12 FMLA @ KCC; 10/5/12 Flex Spending Worker's Compensation/TDI (new employee) Sept. (Finance staff) Done 10/4/12 TDI training Labor& Employment Done 10/11/2012 Official Personnel File Centralization 10/1/2012 Week of July 2nd: File cabinets ordered ITEM DESCRIPTION TARGET DATE STATUS Week of July 9th: Memo to departments(setting time for official file return) File cabinets scheduled to arrive end of Sept. 9/28/12 Set up personnel file cabinets 10/1/12 memo to Depts/Agencies-get personnel files to HR Oct. 31st at latest. Updated: 10/12/12 Roy Morita �o Members: Chair o Cathy Adams saa"' Lani Aranio Gilbert Maerina � Ryan de la Pena Vice-Chair ° John Low COUNTY OF KAUAI CIVIL SERVICE COMMISSION C/o Office of Boards and Commissions 4444 Rice Street, Suite 150, Lihu`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 Heu, Managing Director Date: August 29, 2012 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, I can be reached through Teresa Tamura at ext. 4918. Thank you. 81_01� Gilbert Maerina Chair, Civil Service Commission CSC 2012-29 C An Equal Opportunity Employer OF Bernard P. Carvalho,Jr. o° ��� Celia M. Mahikoa Mayor 4 Executive on Transportation Gary K. Heu a O Managing Director F�m TRANSPORTATION AGE NCY 2012 County of Kauai, State of Hawaii 3220 Ho`olako Street,Uhu`e,Hawaii 96766 MISSIONS TEL(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 9 11 An Equal Opportunity Employer J� a 4r9 Bernard P. Carvalho,Jr. /o a� Larry Dill, P.E. Mayor County Engineer Gary K. Heu o Lyle Tabata Managing Director Deputy County Engineer DEPARTMENT OF PUBLIC WORKS County of Kauai,State of Hawaili 4444 Rice Street,Suite 275,Lfhu'e,Hawaii 96766 15 I TEL(808)241-4992 FAX(808)241-6604 August 9, 2012 AUG 14 2012 i BOARDS & COMMISSION!S 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) concems/questions: 1. 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 'a F Bernard P. Carvalho,Jr. a� Robert F.Westerman Mayor Fire Chief Gary K. Heu o John T. Blalock Managing Director r E> Cr�KAUAI FIRE DEPARTMENT i l VV L� County of Kauai,State of Hawaii I; �- 4444 Rice Street,Suite 315,Llhu`e,Hawaii 96766 AUG 1 52012 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 transitioned 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 V ?OLICE DEPARTMEN COUNTY OF KAUAI 3990 KAANA STREET,SUITE 200 - LIHUE,HAWAII 96766-1268 BERNARD P.CARVALHO,JR. TELEPHONE (808)241-1600 DARRYL D.PERRY Mayor FAX (808)24I-1604 Chief of Police www.kauaipd.org dperrv(dlcauai.eov GARY K.HEU MICHAEL M.CONTRADES Managing Director Deputy Chief mcontradcs(i kausixov i August 14, 2012 I - — Gilbert Maerina, Chair ' Civil Service Commission ' AUG 15 2012 C/O Office of Boards& Commissions f 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 sworn 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. 9S9 2012-29 c 41 ANEQUAL OPPORTUN/TYEMPLOYER 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 II 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 more/better communication with the departments moving forward. It would be helpful to receive a tentative implementation plan since the October 1 start-up of the new HR is right around the corner 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 Pere Acting Assistant Chief, Administrative& Technical Bureau DPS WEEKLY REPORT Week Ending September 16, 2012 Significant Events/Meetings - Responded to request for information from Council regarding current positions in the Office of the Prosecuting Attorney. - Distributed FY 2012 Workers' Compensation (WC) Claim Summary to all Departments/Agencies. - Meeting with staff to discuss department request(s) for extension of eligible list. - Meetings with various HR applicants to discuss application, confirm interest, offer and employment processing. - Meeting with County Engineer, Eng. Drafting Tech. and Sr. Staff to discuss proposed floor plans for HR Dept. - Meeting with staff to discuss staffing strategies for various HR applicant(s) acceptance/declinations. - Provided request for government record by Joan Conrow regarding OPA attorneys salaries. - Discussion with Deputy County Attorney regarding memo on Executive Salaries sent to the Salary Commission. - Responded to County Engineer regarding HR floor plan proposed layouts. Will be meeting Eng. Draft. Tech. upon her return from vacation to further discuss details. - Discussion with Sr. Staff on upcoming Chamber Employment Law Seminar scheduled for Oct. 11th. DPS will be sending seven staff for this training. - Discussion with staff on comments from IT Manager regarding HRIS reporting and specifications issues. Follow-up meeting with IT will be coordinated. - Reviewed Weigel settlement with the EEOC. Circulated notice as required by the settlement agreement. - Responded to request for Director of Parks and Recreation regarding preparation of Position Descriptions. Risk Management - N/A Personnel - Recruitment/NeoGov training at C & C Honolulu tentatively scheduled for mid-Octob er. Heads-up dge.. cD l,Z - 3 7 The HR Department will be participating in a Job Fair coordinated by WorkWise on October 3, 2012 at the KWMCH. - Sending several staff to FMLA training at KCC on Sept. 20th. DPO types were informed of the training and several are scheduled to attend. Teleconference with DHRD and various jurisdictions to examine Management Policies regarding the use of OT on Monday, Sept. 17th starting at 1:OOPM. 09/17/12 DPS WEEKLY REPORT Week Ending September 23, 2012 Significant Events/Meetings - Participated in teleconference with Sr. Staff, DHRD staff, and personnel from the various jurisdictions on initial discussions on Senate Resolution 97 SD2, Overtime Task Force. - Meeting with Central Payroll Accountant regarding vacation issues of exempt employee being hired into civil service position. - Responded to question from OPA personnel regarding policy on gossiping. - Provided information on ERS eligible employees to DHRD as requested. - Coordinated release of in-coming selectee to HR position to attend FMLA training session conducted US Department of Labor, Wage and Hour Division at KCC. A total of 11 employees from HR and the various departments attended this session. - Drafted Administrative Leave memo for Mayor's signature for upcoming County Health and Wellness Fair. - Discussed and finalized layout for HR office with Eng. Pro.Administrator. Plan is to modify front office to include two additional work areas for incoming personnel. An additional 5 work stations are planned at the Boards and Commissions Office. - Attended meeting with Mayor, MD, Finance Director, Budget staff to discuss departmental preliminary plans for upcoming budget plans, goals, and vision. - Discussion with Director of Parks and Recreation regarding position descriptions. - Requested from OPA, any personnel files besides the official file for a specific OPA employee. - Meeting with HR managers, Central Payroll Accountant, and Computer Systems Officer regarding OT information submitted to the State for review by the OT Task Force. - Meeting with Sr. Staff regarding goal setting for FY'14 Budget. - Reviewed and revised procedures on Recruitment, Examination, and Placement. - Reviewed draft response addressing discrimination complaint of WSO. - Discussion with DOW personnel regarding DOW position number given to HR. 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. CSC meeting scheduled for Tuesday, Sept. 25tH Negotiations with HGEA scheduled for Oct. 11th on O'ahu. Negotiations with HFFA scheduled for Oct. 24, 25, and 26 on Kaua'i. 09/24/12 1 _ _ DPS WEEKLY REPORT Week Ending September 30, 2012 Significant Events/Meetings - Reviewed and discussed Letter of Understanding (LOU) proposed by KPD and SHOPO on 4/10 schedule for Investigative Services Bureau (ISB). - CSC meeting was held on Tuesday, Sept. 25th at the Liquor Control Conference Room. - Follow-up discussion with staff on HRIS discussion with IT. - Discussion with Risk Management Coordinator on scheduling of TDI training for staff. Training is scheduled for Thursday, Oct. 4th for HR personnel. - Meeting with HR Manager (LR/Classification), HR Manager(Recruitment), and HR Specialist II to discuss and finalize PDs for PMS Is. - Responded to request for information on salaries of selected OPA employees from a citizen. - Follow up discussion with Eng. Pro. Administrator on status of HR space plan. - Situated new personnel file cabinets in office in preparation for receipt of personnel files from department/agencies. Situating new personnel files required relocating dead files and designated shred files to personnel storage room downstairs. - Reviewed/revised draft memo on status of HR reorganization for distribution to departments/agencies. - Scheduled meeting with IT in preparation for equipping new employees with appropriate office tools. - Discussion with OED Director on transition assistance to OED due to selection on OED employee to HR Department. Director assured OED of assistance from HR. 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. - Negotiations with HGEA scheduled for Oct. 11th on O'ahu. - Negotiations with HFFA scheduled for Oct. 24, 25, and 26 on Kaua'i. DPS WEEKLY REPORT Week Ending October 7, 2012 Significant Events/Meetings - Meeting with IT Manager and staff to discuss space planning, IT infrastructure requirements and office equipment. - HR senior staff meeting is held every Monday at 2:30 unless Monday is a holiday. If the Director is unavailable the meeting will be led by the most senior staff member present. If a section chief is unavailable for the meeting, a representative from the section will attend the meeting. - Meeting with Council Chair and staff, as requested, to discuss salary information sent to council regarding inversion. - Staff participated in Job Fair held on Oct. 3rd at KWMCH. - Meeting with Building Officer, Engineering Drafting Technician, and staff to review renovation plans for the office. - Training session with Risk Mgt. Coordinator for staff on processing TDI claims. - Responded to WSO's employment discrimination complaint. - Responded to employment verification request for former deputy department head. - Discussed training agenda with C& C staff for upcoming NeoGov/Recruitment training session scheduled for Nov. 13tH - Meeting with Central Payroll Accountant and staff to review and discuss process involved in operating the County's Flex Spending Program. - Discussion with staff on transfer of unexpended salaries to fund office renovations and equipment. - Discussion with Central Payroll Accountant and Executive on Transportation on processing payout for grievance settlement. - Discussion with staff on pre-retirement workshop attendance. To be further discussed with Mayor. - Issued memo to Departments/Agencies on status of DPS'transition to HR. - Discussion with Central Payroll Accountant on OT statistics for OT Task Force. Follow-up teleconference is scheduled for Oct. 22nd - Responded to Single Audit Report follow-up questionnaire. - Reviewed proposed ground rules for upcoming negotiation session with HGEA. Risk Management - N/A Personnel - 2 HR Clerks are schedule to commence employment on Oct. 16th and 23rd - An HR Specialist II is scheduled to start on Oct. 16tH Heads-up - SHOPO is requesting release time for members of its negotiating team for upcoming negotiations/arbitration scheduled for Nov. 25—Dec. 1, 2012. - Negotiations with HGEA scheduled for Oct. 11th on O'ahu. - Negotiations with HFFA scheduled for Oct. 24, 25, and 26 on Kaua'i. - Follow-up teleconference with DHRD and jurisdictions on OT Task Force scheduled for Oct. 22nd - UPW Educational and Informational meetings are scheduled for Nov. 8th and 9th at various locations on island. - Seven of our HR staff will be attending the Chamber sponsored Employment Law Seminar scheduled for Oct. 11th on Kaua'i. 10/08/12