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HomeMy WebLinkAbout2012_1211_AgendaPacket Gilbert Maerina Members: Chair Lani Aranio John Low Cathy Adams Roy Morita Vice-Chair COUNTY OF KAUAI CIVIL SERVICE COMMISSION NOTICE OF MEETING AND AGENDA Tuesday, December 11, 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 October 23, 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 2012-39 Election of Chair and Vice Chair for 2013 DIRECTOR'S REPORT CSC 2012-37 a. Weekly Report Ending October 14, 2012 b. Weekly Report Ending October 21, 2012 c. Weekly Report Ending October 28,2012 d. Weekly Report Ending November 4, 2012 e. Weekly Report Ending November 11, 2012 f. Weekly Report ending November 18, 2012 An Equal Opportunity Employer 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-32: Executive Session Minutes of October 23, 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-32 ANNOUNCEMENTS Next Meeting: Tuesday, January 22, 2013 —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—December 11, 2012 Page 12 PUBLIC COMMENTS and TESTIMONY Persons wishing to offer comments are encouraged to submit written testimony at least 24-hours prior to the meeting indicating: 1. Your name and if applicable, your position/title and organization you are representing; 2. The agenda item that you are providing comments on; and 3. Whether you will be testifying in person or submitting written comments only. 4. If you are unable to submit your testimony at least 24 hours prior to the meeting,please provide 10 copies of your written testimony at the meeting clearly indicating the name of the testifier; and While every effort will be made to copy, organize and collate all testimony received, materials received on the day of the meeting or improperly identified may be distributed to the members after the meeting is concluded. The length of time allocated to persons wishing to present verbal testimony may be limited at the discretion of the chairperson or presiding member. Send written testimony to. Civil Service Commission Attn: Barbara Davis Office of Boards &Commissions 4444 Rice Street, Suite 150 L-ihu`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—December 11, 2012 Page 3 COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board/Committee: CIVIL SERVICE COMMISSION Meeting Date October 23,2012 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room 3 Start of Meeting: 3:00 p.m. End of Meeting: 4:17 p.m. Present Chair Gilbert Maerina; Vice-Chair Cathy Adams. Members: John Low; Roy Morita Also: Deputy County Attorney Marc Guyot; Director of Personnel Malcolm Fernandez; Boards & Commissions Office Staff. Support Clerk Barbara Davis; Administrator Paula Morikami; Personnel Services Manager Thomas Takatsuki; Personnel Management Specialist V Joyce Schuierer; HR Manager II Crystal Fujikawa Excused Member: Lani Aranio Absent SUBJECT DISCUSSION ACTION Call To Order Chair Maerina called the meeting to order at 3:00 p.m. with 4 members present Approval of Open Session Minutes of September 25, 2012 Ms. Adams moved to approve the minutes as Minutes circulated. Mr. Low seconded the minutes. Motion carried 4:0 _ Letter dated October 19,2012 from Ryan de la Pena tendering his resignation from the Commission due to a conflict. Mr. Morita moved to receive the communication. Mr. Low seconded the motion. Motion carried 4:0 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 o the County Agencies to the Civil Service Commission regarding transition wto the Human Resources Department(On-going) CD 1 Response dated 8/9/12 from the Transportation Agency N �' Civil Service Commission Open Session October 23, 2012 Page 2 SUBJECT DISCUSSION ACTION 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 Mr. Fernandez said the Commission had received a copy of the updated transition plan and as of today DPS(Department of Personnel Services)added a clerk to the HR staff for a total of 16 employees to date. There is still one more clerk being considered but the Department needs to evaluate the type of volume anticipated before hiring that person. The training is on-going. Last week the personnel assistant from Public Works reviewed the process involved with the EUTF with the DPS staff. Since DPS only had a staff of 8 employees,the volume of interaction with the EUTF was minimal as compared to the 300 employees in Public Works. Next month the City and County of Honolulu person who deals with recruitment will do a training session with the DPS staff. Asked who was scheduling all of the trainings, Mr. Fernandez said he does all of the contacts with the other jurisdictions. Mr.Fernandez said that Maui County still goes under the name of DPS but it is a play on words when you say HR(Human Resources)because they do provide a certain level of services that is above the basic DPS. Ms. Adams referred to the September 25 meeting minutes which stated"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." There are no notes in the transition plan or the weekly reports as to when this meeting has or will happen. Mr.Fernandez said they held a senior staff meeting this past Monday to develop flow charts with the issues that need to be addressed with the departments. Mr. Fernandez said they will share this information with the departments sometime in November and ask them if there is a problem with how it flows. L Civil Service Commission Open Session October 23, 2012 Page 3 SUBJECT DISCUSSION ACTION Asked if there were any new results with the HRIS system,Mr.Fernandez said it is ongoing but they met with the IT specialist to specifically go through several individual reports that the Department has to produce. The specialist is helping with where to find the information in the system. The reports apparently are in the system but they are named differently so either the name change needs to be made in the system or in the DPS program by which it is called up. A follow-up meeting has been scheduled with the IT specialist for the afternoon of October 30 and will involve more staff members. Ms. Adams asked if the department has received many of the personnel files. Mr. Fernandez said Public Works is boxing up their records but all departments have been reminded of the deadline to turn the files over to DPS/HR. Ms. Adams said at the last meeting they discussed sending a letter to the departments keeping them updated on the transition. Mr. Fernandez said a letter went out on October 1 and he thought the Commission was copied on it. While awaiting copies of the letter to be made, Mr. Fernandez introduced Thomas Takatsuki, Joyce Schuierer and Crystal Fujikawa, the DPS/HR staff present in the meeting. Mr. Low moved to receive the communication dated 10/1/12 from Mr. Fernandez. Ms. Adams seconded the motion. Motion carried 4:0 Mr. Fernandez stated he has not received any feedback from the departments regarding the 10/1/12 memorandum. CSC 2012-36 Discussion of funding for a background checks person for KPD which would not be designated as an HR clerk Ms.Adams questioned why the Commission would be discussing the funding of a position,although this position was discussed during last month's meeting, Civil Service Commission Open Session October 23, 2012 Page 4 SUBJECT DISCUSSION ACTION since the Commission has no responsibility for funding. Mr.Morita referred to the July 16 minutes in which the demand was placed on the Civil Service Commission to assure that everything is fully functional with the new HR department by October 1 and the subsequent motion to send a memo to the various departments asking for their concerns or issues that need Based on the guidance from Attorney Guyot that to be addressed. the Commission cannot get involved in the day- to-day operations, Mr. Morita made the motion to not discuss funding for personnel positions. Mr. Low seconded the motion. Mr. Morita did request this item be placed on the agenda in an effort to see how the Commission could assist KPD in creating a position that is not attached to HR;however,the Commission cannot get involved with day-to-day operations. Ms.Adams said the Commission is asking Mr.Fernandez to work with the Police Department to resolve or address that issue. Mr. Fernandez explained that the funding request has to be justified to Administration by the KPD and then KPD has to obtain the approval and the money from the County Council. Ms. Adams recalled that Chief Perry said when the time was right he would do that. Motion carried 4:0 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 Asked about the WorkWise workshop, Mr. Fernandez and Ms. Schuierer said DPS has been participating in the Job Fair for some time, which has gone from an annual basis to a quarterly basis at various locations around the island. Asked for an update on the space accommodations, Mr. Fernandez said it is with the County Engineer to make an assessment and Civil Service Commission Open Session October 23, 2012 Page 5 SUBJECT DISCUSSION ACTION find the funding within Public Works to make the renovations. Mr. Fernandez further said to find the funding within the budget would be faster than asking for a money bill. Mr. Morita moved to receive the reposts. Mr. Low seconded the motion. Motion carried 4:0 Executive Attorney Guyot read the Hawai'i Revised Session Statutes provision as outlined on the agenda to take the Commission into Executive Session for consideration of ES-31 and ES-23: CSC 2012- 21 as listed. Ms. Adams moved to go into Executive Session at 3:32 p.m. Mr. Morita seconded the motion. Motion carried 4:0 Return to Open The meeting resumed in Open Session at 4:17 Session p.m. Ratify Commission actions taken in Executive Session for items: o ES-23 and Es-31 Ms. Adams moved to ratify the actions taken in Executive Session. Mr. Morita seconded the motion. Motion carried 4:0 Announcements Next Meeting: Tuesday, December 11, 2012—3:00 p.m. Adjournment Ms. Adams moved to adjourn the meeting at 4:17 p.m. Mr. Morita seconded the motion. Motion carried 4:0 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. 11/23/12: Memo to Departments/Agencies on Processing,Orientation, EC-1 and Payroll Certifica- tion for new hires. 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 C/1 n HR Specialist I,SR-20(212) (2105) Recruitment: 03/28/2012 p (2105 reallocated to PMS I,SR16) Filled 10/1/12 Referred: 06/28/2012 N Recruitment:07/08/2012 N Referred:08/02/12 �o cr Interviewed:08/14/12 ITEM DESCRIPTION TARGET DATE STATUS 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 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 11/15/12: Sungard Web Class- Payroll Personnel System 11/16/12: Sungard Web Class- Position Control, Position Control functionality, Clean-up procedures 11/28/2012 Sungard Web Class- Processing Transactions and controlling Position Control, Position Authorization 11/29/2012 Sungard Web Class-Continued 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 ITEM DESCRIPTION TARGET DATE STATUS 11/23/12: Major Office Renovations Complete. 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. Done Confirmed for Nov. 13 Transactions/Orientation/Benefits(new employees) Sept. (DPS, Finance staff) Done 9/20/12 FMLA @ KCC; 10/5/12 Flex Spending Done 10/17/12 EUTF Processing by Public Works staff 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 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. Received files from: Finance, Public Works, Econ Development,Clerk/Council Services, Housing, Mayor's HR TRANSITION PLAN ITEM DESCRIPTION TARGET DATE STATUS Updated: 11/27/12 Roy Morita �� Members: Chair o. Cathy Adams. Lani Aranio Gilbert Maerina 9TH A 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, L-ihu`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. a Gilbert Maerina Chair, Civil Service Commission CSC 2012-29 C An Equal Opportunity Employer Bernard P. Carvalho, Jr. o° 'a� Celia M. Mahikoa Mayor Executive on Transportation Gary K. Heu a o Managing Director ; TRANSPORTATION AGENCY AUG 1 02012 ;J County of Kauai, State of Hawaii 3220 Ho`olako Street,Lihu`e,Hawaii 96766 BOARDS $ COMMI IONS 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, L' Celia Mahikoa Executive on Transportation CSC 2012-29 c 11 An Equal Opportunity Employer r Bernard P. Carvalho,Jr. �o�' F ��G9 Larry Dill, P.E. Mayor County Engineer r� 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,Lthu'e,Hawaii 96766 / L5 TEL(808)241-4992 FAX(808)241-6604 August 9, 2012 AUG 14 2012 Mr. Gilbert Maerina, Chairperson i BOARDS & COMMISS10,%ts 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: 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 Bernard P. Carvalho,Jr. G� Robert F.Westerman Mayor Fire Chief Gary K.Heu r o John T. Blalock Managing Director KAUAI FIRE DEPARTMENT County of Kaua`ii,State of Hawaii 4444 Rice Street,Suite 315,Lihu'e,Hawaii 96766 J 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 Directo4b 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 0 31 V 20LICE DEPARTME� COUNTY OF KAUAI N 3990 KAANA STREET,SUITE 200 l LIHUE,HAWAII 96766-1268 BERNARD P.CARVALHO.JR. TELEPHONE (808)241-I600 DARRYL D.PERRY Mayor FAX (808)241-1604 Chief of Police www.kauaipil.org doerry/dkausi.eov GARY K.HEU MICHAEL M.CONTRADES Managing Director Deputy Chief mcontradeVi'kauai.eov i — August 14, 2012 Gilbert Maerina, Chair Civil Service Commission AUG 15 2012 C/O Office of Boards & Commissions 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. CSC 2012-29 c 41 AN EQUAL OPPORTUNITY EMPLOYER 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. Pent' Chief of Police By• Sherwin Pere Acting Assistant Chief, Administrative & Technical Bureau DPS WEEKLY REPORT Week Ending October 14, 2012 Significant Events/Meetings - Reviewed and responded to draft grievance settlement agreement with UPW proposed by Executive on Transportation. - Discussed and reviewing current TDI policy and procedures with staff. Administrative Services and Benefits section of HR has processed two claims during the week. - The LR and Recruitment sections have made a listing of clerical duties currently being performed that will be transfer to the clerical staff once these personnel are situated. - Weekly senior staff meeting was held as scheduled. - Meeting with Mayor and LR Section head to discuss HGEA negotiations scheduled for Oct. 11th, update on SHOPO and HFFA, and upcoming pre-retirement workshop. - Administrative Review for an applicant for Community Service Worker and Program Specialist II (Aging). - Follow-up HR office renovation process. Procurement and Public Works still in discussions on how to proceed on funding. - Seven of our HR staff attended the Chamber's Employment Law Seminar held on Oct. 11tH - Attended initial negotiations with HGEA on Oct. 11th. HGEA Units 2, 3, 4, and 13 negotiating committees were in attendance along with the State and the various employer jurisdictions. - Scheduled follow-up meeting on Oct. 18th with IT Specialist IV to specifically review reports that HR produces. Risk Management - N/A Personnel - 2 HR Clerks are schedule to commence employment on Oct. 16th and 23 rd - 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 HFFA scheduled for Oct. 24, 25, and 26 on Kauai. CSC 2012-38 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. 10/15/12 DPS WEEKLY REPORT Week Ending October 21, 2012 Significant Events/Meetings - Meeting with Budget Team and Mayor to discuss budget instructions and process for upcoming budget cycle. - Discussion with staff and distribution of EUTF memo regarding late notification of employment terminations. - Discussion with Central Payroll Accountant and State personnel on HGEA Favored Nation regarding EUTF Reimbursement Payment. State was informed of particulars on the COK's reimbursement. The State is scheduled to complete this process by year's end. - Reviewed and discussed specific dead personnel file with Boards and Commissions Administrator. - Follow-up with Public Works, County Engineer on status of renovations for additional HR work space for new employees. This continues to be a challenge as PW searches for funding/scheduling in-house/solicit for bids. - Discussion with Central Payroll Accountant regarding revised COK data on OT sent to State for discussion with OT Task Force. Forwarded data to State for review and discussion for upcoming teleconference scheduled for Oct. 22"d - Responded to OPA employee request to review "any other file(s)" regarding the employee. Copied OPA on response to employee. - Meeting with IT Specialist IV and staff to review DPS reports, process in producing the report, and exploring ways to extract data from present Sungard system. Reviewing Position Control Listing for possible custom report extract from system. - Training session for PMS Is and HR Clerk on processing/servicing of EUTF members. Training was conducted by Public Works Departmental Personnel Assistant. - HR Senior staff meeting was held as scheduled. - Meeting with Fire Chief, Deputy, and staff to discuss proposals for upcoming HFFA negotiations scheduled for Oct. 24th, 25th and 26`h on Kaua'i. Risk Management - N/A Personnel - One HR Clerk commenced employment on Oct. 16th and another is scheduled to start on the 23'd HR Specialist II started 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 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. 10/22/12 DPS WEEKLY REPORT Week Ending October 28, 2012 Significant Events/Meetings - Participated (Director, Staff, and Central Payroll Accountant) in discussions (teleconference) with DHRD, various jurisdictions, and Unions on Senate Resolution 97, SD2—Task Force—To Examine Management Policies Regarding the Use of Overtime by State and County Employees. COK discussed its revised statistics and explained the variance observed in the FY 2008 data. - Responded to request by employee for copy of"any other file(s)" regarding that employee. - Senior Staff Meeting was held as scheduled with all members in attendance. - Distributed Payroll/Personnel Systems Training Manual given by IT for staff reference/use. - Reviewed and discussed latest revised proposals for HFFA negotiations scheduled for Oct. 24, 25, and 26. - Reviewing revised/updated TDI plan. HR has been administering this benefit as of the beginning of this month. - Reviewing revised/updated New Employee Orientation Program. - Negotiation meetings were held with HFFA on October 24th and 25th. Follow-up meeting in pending further data gathering and discussion with Union. - Discussion with staff on request for assistance from KPD on personnel issue. Staff has been assign to assist the PD in resolving this issue. Risk Management - N/A Personnel - N/A 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 Units 2, 4, and 13 scheduled for November 20tH - UPW Educational and Informational meetings are scheduled for Nov. 8th and 9th at various locations on island. Pre-retirement workshop scheduled for Monday, October 29, 2012 at the KWMCH. - Office renovations scheduled to begin Monday, October 29, 2012. 10/29/12 DPS WEEKLY REPORT Week Ending November 4, 2012 Significant Events/Meetings - Our annual pre-retirement workshop was held on Oct. 29th at the KWMCH with approximately seventy(70) County and State employees in attendance. This unusually low showing may be attributed to late notice by the State to their employees and an after action review meeting held by Civil Defense for the Tsunami occurring on Oct. 27th- 28cn - Meetings with Sr. Staff were held on Oct. 30th, 31St, and Nov.1st to discuss and detail the flow of work processes of the HR services to be provided to the Departments/Agencies. The processes will be discussed in a meeting with all Departments/Agencies to ensure that appropriate HR services are provided/considered. - Participated in the 1St Quarter Budget review conducted by the Budget Staff, Finance Director, and Managing Director. Following up on questions regarding consultant services and internal investigators. - Processed two (2) new hires that otherwise would have been processed by the department (public works) prior to the HR reorg. - Responded to request for information from employee regarding the COK's Leave Sharing Program. - Reviewed and issued Step III HGEA grievance decision regarding Temporary Assignment at the DOW. - Discussion and review of ER Final Position for SHOPO arbitration. Also discussed and provided financial information to coordinating jurisdiction (C& C). - Discussion with staff and C& C personnel on upcoming NeoGov/Recruitment training session topics for November 13tH Risk Management - N/A Personnel - N/A 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 Units 2, 4, and 13 scheduled for November 20tH UPW Educational and Informational meetings are scheduled for Nov. 8th and 9th at various locations on island. 11/05/12 DPS WEEKLY REPORT Week Ending November 11, 2012 Significant Events/Meetings - Discussion with Director of Communications regarding media query on the salaries of OPA. - Discussions with IT Specialist IV on scheduling Sungard web classes for HR personnel on the following topics: Payroll/Personnel System; Maintenance of Position Control, Position Authorization, and Employee Master;Transaction and Transaction Control; Reporting and Ad Hoc Reporting; etc. - Meeting with Accounting Systems Administrator and external auditors to discuss the process of issuing and approving independent contractor agreements. - Discussion with staff on assisting OED in the interim as they endeavor to replace personnel selected to fill HR position. - Meeting with Senior Staff to continue discussions on flow charts on the personnel process. - Discussion with staff on vehicle replacement list notice issued by Public Works Budget/Fiscal Specialist. - Responded to Accounting Systems Administrator regarding BU contract information requested for inclusion in CAFR. - Discussion with staff on recruitment notice for KPD positions—Crime Scenes Specialist and Radio Dispatchers. As requested by the department the examinations section was revised to include a suitability background investigation. - Discussion with DPS I regarding new employee orientation processing. Program was issued to DPO types for review and comments. Final to be issued pending review of comments/revisions. Risk Management - N/A Personnel - N/A Heads-up - SHOPO is requesting release time for members of its negotiating team for upcoming negotiations/arbitration scheduled for Nov. 25—Dec. 1, 2012. DPS WEEKLY REPORT Week Ending November 18, 2012 Significant Events/Meetings - Seven of the HR staff participated in a NeoGov/Recruitment Workshop with two of the C & Cs recruitment personnel. This all day session was held at the IT Training Room. - Discussion with staff on the assignment of Exit Interview for the entire County. Our Personnel Management Specialist Is will be handling all County Exit Interviews with one designated as primary and the other as back-up. - Six of our staff attended two 90 minute web classes with Sungard's Lane Johnson and IT's Specialists. Topics covered: Overview of Payroll Personnel System and recommended practice for clients Personnel Departments; Overview of Position Control, Position Authorization functionality of Personnel Departments and clean-up procedures. - Discussion with staff on KPD's Police Service Officer Pre-employment Physical Exam Review. HR will be assisting by following up on applicant status and will coordinate with the department. - Responded to Council's request on clarification of Civil Service Positions in OPA. - Meeting with Finance Director and Budget Administrator to discuss filling of Specifications and Procurement Specialists positions. Testing and MQRs were discussed. - Meeting with staff on upcoming HR Christmas Party, which is scheduled for December 18th. Risk Management - N/A Personnel - N/A 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 Units 2, 4, and 13 scheduled for November 20tH - State has queried the jurisdictions on Admin. Leave for the upcoming holiday eves. 11/19/12