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Home My WebLink About2013_0122_AgendaPacket Cathy Adams Members: Chair Land Aranio Gilbert Maerina John Low Roy Morita Vice-Chair COUNTY OF KAUA'I CIVIL SERVICE COMMISSION NOTICE OF MEETING AND AGENDA Tuesday, January 22, 2013 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 December 11 , 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 DIRECTOR'S REPORT CSC 2013-01 a. Weekly Report Ending November 25, 2012 b. Weekly Report Ending December 2, 2012 c. Weekly Report Ending December 9, 2012 d. Weekly Report Ending December 16, 2012 e. Weekly Report Ending December 23 , 2012 f. Weekly Report Ending December 30, 2012 An Equal Opportunity Employer EXECUTIVE SESSION Pursuant to Hawai`i 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-01 : Executive Session Minutes of December 11 , 2012 ES-23 : CSC 2012-21 Discussion and implementation 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-01 and ES-23 ANNOUNCEMENTS Next Meeting: Tuesday, February 26, 2013 — 3 :00 p.m., Mo'ikeha Building, Liquor Conference Room 3 ADJOURNMENT r 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 — January 22, 2013 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 Lihu` 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 — January 22, 2013 Page 13 r- r1 COUNTY OF KAUAI tNII1 tadm=11 Minutes of Meeting OPEN SESSION Board/Committee: I CIVIL SERVICE COMMISSION Meeting Date I December 11, 2012 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room 3 Start of Meeting: 3 :07 p.m. l End of Meeting: 4:34 p.m. Present Vice-Chair Cathy Adams. Members: Lani Aranio; 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; Administrative Aide Teresa Tamura; Personnel Services Manager Thomas Takatsuki; Personnel Management Specialist V Joyce Schuierer Excused Chair Gilbert Maerina Absent SUBJECT DISCUSSION ACTION Call To Vice Chair Adams called the meeting to order at Order/Roll Call 3 :07 p.m. with 4 members present Approval of Open Session Minutes of October 23 , 2012 Ms. Aranio moved to approve the minutes as Minutes circulated. Mr. Morita 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 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 - y 4) Response dated 8/14/12 from the Police Department N y CD c' Civil Service Commission Open Session December 11 , 2012 Page 2 SUBJECT DISCUSSION ACTION Mr. Fernandez provided a written update on the transition plan that went out in the meeting packet. As of last week, Public Works completed the renovations in the Personnel Office in which the counter at the front has been moved and there is a wall there now. Mr. Fernandez said they are also working with Finance to get the funding to purchase desks and equipment. Asked about the follow-up meeting that was scheduled with the IT specialist, Mr. Fernandez said there have been several meetings with the IT specialist, which also included training sessions on what the system can do. This is on-going and includes all the staff and clerks. There is still one vacancy open which is being monitored but because there may be a need to cut back budget-wise, that vacancy is being held as an option. The file centralization has not been completed. Certain departments do have issues which are being addressed. One of the larger departments volunteered to update the files before turning them over which will help the DPS staff. Some of the departments have been slow and are only now starting to make copies for their own files. Ms. Aranio asked if an updated organizational chart can be provided to the Commission. Mr. Fernandez said there has been only a slight modification to the original chart given to the Commission; Ms. Schuierer stated there was only 1 change and the Department would provide the new chart. Mr. Low asked if there had been . any feedback to the November 1 memorandum from the departments. Mr. Fernandez said they were surprised to not have received any responses. Mr. Low questioned the status of the meetings that were to be held with all the departments to update them on the DPS/HR transitions. Mr. Fernandez said they have not scheduled those meetings yet; DPS is working on the flow charts and following yesterday' s senior staff meeting it was determined that the flow charts need to be put into a more manageable format. DPS is processing all the new hires coming into the County, which includes 18 new hires coming into the Police Department by the end of the month. CSC 2012-39 Election of Chair and Vice chair for 2013 Mr. Morita nominated Cathy Adams as the Civil Service Commission Open Session December 11 , 2012 Page 3 SUBJECT DISCUSSION ACTION Chair. Ms. Aranio seconded the motion. Mr. Morita nominated John Low as the Vice Chair. Ms. Aranio seconded the motion. Motion to approve Cathy Adams as Chair and John Low as Vice Chair carried 4:0 Director's CSC 2012-37 a. Weekly Report Ending October 14, 2012 Report 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 Mr. Morita asked about the meeting with IT, referenced in the October 21 report, to process and produce the reports and asked if that was the one where the software went down. Mr. Fernandez said yes and that is the main area they are working on (with Sungard). With budget just around the corner, Mr. Morita said he would hate to see staff have to produce the reports manually. Ms. Schuierer said while they are still looking over what the system can do for them, it is getting closer. They need to determine what is in the system in order to be able to use the system. It will always be a mixture of using the reports manually because they are not able to get the recruitment status imported into the Sungard system; that will take more time and money. Ms. Schuierer said the recruitment report is supposed to be generated on a quarterly basis but requests do come in for the information as of specific dates. If the majority of the work has been completed it is just a matter of pulling up a few extra records. Mr. Low asked if DPS was satisfied with the assistance they have been getting from IT. Mr. Fernandez said definitely. Asked if DPS felt they were on a good feTh Civil Service Commission Open Session December 11 , 2012 Page 4 SUBJECT DISCUSSION ACTION timetable and do they feel assured they will be able to implement some of these programs they want for the long term, Mr. Fernandez said that would be difficult to answer at this point because the recruitment is on the Neogov program and it is not known what it will take to import it to the Sungard system. Ms. Aranio moved to receive the Director' s Reports. 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-32 and ES-23 : CSC 2012- 21 as listed. Mr. Morita moved to go into Executive Session at 3 :25 p.m. Ms. Aranio seconded the motion. Motion carried 4:0 Return to Open Ratify Commission actions taken in Executive Session for Items: Session o ES-23 and ES-32 Mr. Morita moved to ratify actions taken in Executive Session. Ms. Aranio seconded the motion. Motion carried 4:0 Announcements Mr. Morita asked that the January agenda include an item to discuss the reorganization of the Investigative Committee on Performance Next Meeting: Tuesday, January 22, 2013 Evaluations. Adjournment Mr. Low moved to adjourn the meeting at 4:34 p.m. Ms. Aranio seconded the motion. Motion carried 4:0 . Civil Service Commission • - ` Open Session • December 11 , 2012 Page 5 Submitted by: Reviewed and Approved by: Barbara Davis, Staff Support Clerk Cathy Adams, Vice Chair ( ) Approved as is. ( ) Approved with amendments. See minutes of meeting. HR TRANSITION PLAN ITEM DESCRIPTION I TARGET DATE I 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 Q Job offered : 08/27/12 Accepted : 8/30/12 0 HR Specialist I, SR-20 (212) (2105) Recruitment: 03/28/2012 (2105 reallocated to PMS I, SR16) Filled 10/1/12 Referred : 06/28/2012 Recruitment: 07/08/2012 Referred : 08/02/12 Interviewed : 08/14/12 ITEM DESCRIPTION I TARGET DATE I 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 I TARGET DATE I 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 11/28/12 : Sungard Web Class - Processing Transactions and controlling Position Control, Position Authorization. 11/29/12 : Sungard Web Class - Continued 12/27/12 : Sungard Web Class - Position Control Maint. 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. ITEM DESCRIPTION I TARGET DATE I STATUS 10/3/12 reviewed HR floor plans w/Eng. Draft. Tech. & Building Officer 10/23/12 : Request - Fund Transfer - Sm Equipt. 11/23/12 : Major Office Renovations Complete. WE 12/16/12 : Rerequest - Fund Trans. - Sm Equipt. 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 ofJuly 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 0 HR TRANSITION PLAN 0 • ITEM DESCRIPTION I TARGET DATE I STATUS files to HR Oct. 31st at latest. • Received files from : Finance, Public Works, Econ Development, Clerk/Council Services, Housing, Mayor's 1/8/13 : Additional files rec'd: KPD, Planning, County Attorney, Elderly Affairs Updated : 1/10/13 oP Members: Roy Morita ,/�o ��- Chair F% ; `v. !i Cathy Adams ,w � � Lani Aranio Gilbert Maerina \ air _ � � Ryan de la Pena ` ?F,. . .` Vice-Chair John Low COUNTY OF KAUA'I CIVIL SERVICE COMMISSION C/o Office of Boards and Commissions 4444 Rice Street, Suite 150, Lu` 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. Gilbert Maerina Chair, Civil Service Commission CSC 2012-29 C • An Equal Opportunity Employer ( r . ,rt,, of =�.. Bernard P. Carvalho, Jr. / UJ7 9G9� Celia M. Mahikoa y Executive on Transportation Ave' )Ma or i , _ 1v► . '• �, a �,- �j cf ' h II Gary K. Heu of v Managing Director TRANSPORTATION AGENCY J { AUG 1 0 2012 7 ft:)) County of Kauai, State of Hawai i 3220 Ho`olako Street, Lihu'e, Hawaii 96766 BOARDS & COMMISSIONS 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 ff 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, ( yL Celia Mahikoa Executive on Transportation CSC 2012-29 a 1i An Equal Opportunity Employer Bernard P. Carvalho, Jr. �o�'♦�i ��9 Larry Dill, P.E. Mayor r 'rsrl � County Engineer Eli ! - t$e f �� Gary K. Heu �r� r�o t^ ry Lyle Tabata Managing Director Deputy County Engineer DEPARTMENT OF PUBLIC WORKS County of Kauai, State of Hawaii re a�n , � 1 4444 Rice Street, Suite 275, Lthu'e, Hawaii 96766 TEL (808) 241 -4992 FAX (808) 241 -6604 August 9, 2012 , 1 V , , � AUG 14 2012 (� I I BOARDS & COMMISSIONS 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, LARK DILL, P. E. County Engineer An Equal Opportunity Employer CSC 201249 C 21 c - C . ) Bernard P. Carvalho, Jr. Robert F. Westerman • Mayor �L' Fire Chief et ? ,1 Gary K. Heu o : 4 , / John T. Blalock Managing Director -' KAUAI FIRE DEPARTMENT i l �_ L� County of Kauai, State of Hawaii Lal I J i t ' 4444 Rice Street, Suite 315, Lihu`e, Hawaii 96766 iJ AUG 1 5 2012 TEL (808) 241-4980 FAX (808) 241-6508 I _ L -- —.1 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 Directory"° C . 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 3] { �d iOLICE DEPARTME `➢ (7.?4C::kCOUNTY OF KAUAI s . - 3990 KAANA STREET, SUITE 200 LIHUE, HAWAII 96766- 1268 . BERNARD P. CARVALHO. JR. TELEPHONE (808) 241 - I600 DARRYL D. PERRY Mayor FAX (808) 241 - 1604 Chief of Police www.kauaip6.org daerrv�a:kauai.eov GARY K. REV MICHAEL M. CONTRADES Managing Director Deputy Chief mcontradeVa�kauai.eov ' ' 1 August 14, 2012 i � � n 1 k Gilbert Maerina, Chair Civ il Service Commission : � ; AUG $ 5 2012 LJ CO 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 4) AN EQUAL OPPORTUNITY EMPLOYER • C 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 Perez Acting Assistant Chief, Administrative & Technical Bureau DPS WEEKLY REPORT Week Ending November 25, 2012 Significant Events/Meetings - Senior staff meeting was held as scheduled where upcoming events and issues were discussed . - Completed Sustainability Survey in preparation for Departmental Operations Sustainability Plan workshop scheduled for Nov. 30th. Our department representative is our Private Secretary. - Participated in negotiation meetings with HGEA Units 2, 4, and 13 in and the various employer jurisdictions in sessions held on Nov. 20th at HGEA. C; - Discussion with Deputy County Attorney and HR Manager - LR regarding COK's testimony on financials at upcoming SHOPO arbitration . - Meeting with Mayor and HR Manager — LR regarding SHOPO arbitration . Also discussed Admin . Leave for the holidays, which Mayor decided to grant. HR to send draft to Mayor for review and signature. - Issued memo to Departments/Agencies on HR services for "new hires" to include in- processing, orientation, EC- 1 forms, and Payroll Certifications. - General staff meeting to share a thanksgiving treat and discuss upcoming department Christmas Party. Risk Management - N/A Personnel - Short week with Thanksgiving Holiday and most of staff on vacation . Heads-up - SHOPO is requesting release time for members of its negotiating team for upcoming negotiations/arbitration scheduled for Nov. 25 — Dec. 1, 2012. - State has queried the jurisdictions on Admin . Leave for the upcoming holiday eves. 11/26/12 CSC 2013 -01 DPS WEEKLY REPORT Week Ending December 2, 2012 Significant Events/Meetings - Discussion with Deputy County Attorney regarding mediation for EEOC complaints from ees from Public Works and KPD. - Discussion with staff and IT personnel on specific department request for access to AS400 Payroll Module-User Defined Miscellaneous — specifically, Employee History. Follow-up meeting scheduled with finance accounting to further discuss. - Assisted OED with expedited processing of Econ Development Specialist IV in order to facilitate training opportunity for new employee. This training would otherwise be untimely if and when made available again during the year. - Discussion with staff on EEO issues and contacts. Referring inquiries to COK's EEO/ADA Coordinator. - Staff attended Web Classes for SunGard's Payroll Personnel System on Nov. 28th and 29th. - Meeting with staff to discuss in-processing, orientation, EC- 1's, etc. for upcoming police academy slated for Dec. 31St. PMS 1 to assure department liaison of HR conducting of processing-in of employees. - Staff attended Sustainability Workshop coordinated by OED held on Nov. 30tH - HR Manager — LR and HR Specialist II attended SHOPO Arbitration on Nov. 26th through 28th at City's Kapolei Hale City Hall . - Discussion with staff on DOW's draft letter regarding return rights of employee after serving in exempt position . - Meeting with Fire personnel, HR Manager-LR, and Central Payroll Accountant regarding access to AS400 Payroll Module. Will be allowing access to department to update ee history for limited time. - Meeting with Parks and Recreation and Finance to reconcile payroll for employee. - Meeting with Transportation and Finance to reconcile TTD payments for employee. Risk Management - N/A Personnel - Staff with excess vacation accruals utilizing vacations at this time of the year. Heads-up - Claims Committee meeting scheduled for Dec. 4tH 12/03/12 DPS WEEKLY REPORT Week Ending December 9, 2012 Significant Events/Meetings - Attended inauguration for new Council and Prosecuting Attorney at the KWMCH on Monday, Dec. 3`d - Senior Staff Meeting was held on Tuesday, December 4, 2012. - Meeting with Budget & Purchasing Director and classification staff to discuss MQRs for Procurement and Specifications Specialist position . Discussed strategies for succession planning. - Circulated EEOC Training opportunity memo pursuant to Conciliation Agreement. Training to be conducted by the EEOC on Jan. 10, 2013 at the EOC. - Discussion with staff on KPD's request to hire temporary Police Evidence Clerk per Sect. 3 of the Budget Ordinance. - Meeting with Deputy Finance Director, Treasurer, and HR staff to discuss payroll adjustment for employee working out of class. - Resumes for Substance Abuse Professional (SAP) have been received and the selection committee engaged . - Meeting with Deputy County Attorney and HR staff to discuss HFFA prohibited practice complaint on recruitment. - Responded to request for information from citizen regarding vacancies in Public Works and Parks & Recreation Departments. - Discussion with staff on the TA of HR employee to OED position . - Meeting with Deputy Manager-Engineer, DOW to discuss personnel issues. - Meeting with Deputy County Attorney and HR staff — LR and Recruitment to discuss Training and Experience MQRs. - Meeting with WSO and HR Manager — LR regarding harassment complaint. Risk Management - A total of 60 employees completed Driver Improvement Program training classes including employees from both Public Works and Parks & Recreation . Personnel - Staff with excess vacation accruals utilizing vacations at this time of the year. Heads-up • - CSC meeting is scheduled for Tuesday, Dec. 11th - HFFA interest arbitration is scheduled for March 11 to 15, 2013 at the West Hawaii Civic Center on Hawaii Island . - Claims Committee meeting scheduled for Dec. 4th 12/10/12 • 0 • 0 • • • • • • • • • • DPS WEEKLY REPORT Week Ending December 16, 2012 Significant Events/Meetings - Discussion and follow-up with staff on Workplace Violence Incident report by DOW employee. - Follow-up with staff on fund transfer for Regular Salaries and Other Small Equipment. Request was sent Oct. 23rd - Discussion with staff on citizen's request for salary information for OPA employees. - Issued information/consultation memo to Unions regarding New Employee Orientation Program . Deadline for comment(s) is Dec. 26th - Discussion with DOW personnel regarding Holiday Administration Leave Memo. - Reviewed/distributed WorkLife Hawai 'i ( EAP) December newsletter to Departments/Agencies. - Exit Interview Program (draft) being circulated to staff for review and comments. - Senior Staff Meeting was held as scheduled with all senior staff present. - CSC meeting was held on Dec. 17tH - KPD Officer's Step III grievance was held on Dec. 12th with ee represented by personal representative instead of the Union . - Meeting with staff to discuss ee training agreement proposed by Driver License Section . Agreement was reviewed, approved and forwarded to the section head . - Meeting with engineering employee regarding harassment complaint. Risk Management C - - N/A Personnel - Staff with excess vacation accruals utilizing vacations at this time of the year. Heads-up - HFFA interest arbitration is scheduled for March 11 to 15, 2013 at the West Hawaii Civic Center on Hawai ' i Island . 12/17/12 DPS WEEKLY REPORT Week Ending December 23, 2012 Significant Events/Meetings - Reviewed draft of Report of the Task Force to Examine Management Policies Regarding the Use of Overtime by State and County Employees. - Responded to citizen's request for information on salaries of current employees of OPA. - Responded to Request to Access Government Record from the American Civil Liberties Union (ACLU ). - , Discussion with staff regarding staff assistance to OED in transitioning new OED employee. - Reviewing revisions to draft of Exit Interview Program . - Circulated 2013 Holiday Schedule to all Departments/Agencies. - Responded to Planning Director's request to rerecruit for CZM Planner II . - DPS' annual holiday party was held on Tuesday, Dec. 18th. This successful event was made possible by the willingness of each HR employee to participate and contribute to this end . The event was also an opportunity introduce new HR staff to contacts from the various Departments/Agencies. - Meeting with Fire regarding results of investigation on Workforce Violence report; Department will be issuing letter of suspension to employee that is currently on Administrative Leave with Pay. - Final report and draft of Motor Vehicle Policy submitted to Finance Director. Risk Management - N/A Personnel - Staff with excess vacation accruals utilizing vacations at this time of the year. Heads-up - HFFA interest arbitration is scheduled for March 11 to 15, 2013 at the West Hawai'i Civic Center on Hawai 'i Island . 12/24/12 DPS WEEKLY REPORT Week Ending December 30, 2012 Significant Events/Meetings - Discussion with Central Payroll Accountant regarding ERS refund for County employee enrolled in wrong retirement plan . Payroll was working diligently to process refund for the employee. - Attended Kaua ' i Police Commission meeting to accept Certificate of Appreciation on behalf of the Department. Recognition was given for the assistance given starting in KPD's new recruit class by the end of the year. Eighteen new recruits were scheduled to be processed on Dec. 31st. - Discussion with staff on Agency request for assistance regarding employees completing the Outside Employment Request form . The Appointing Authority is tasked with reviewing and signing off on the document. - Nine of our staff attended a Sungard training session on Position Control Maintenance given by Sungard staff and COK's IT Specialist IV on Dec. 27tH - Meeting with KPD personnel to discuss residency, recruitment, supervisory, and reorganization/reallocation issues. - Discussion with KFD personnel regarding positive drug test results. Knowledge of results requires action to ensure safety and mitigate liability. - Discussion with staff regarding Step III SHOPO grievance heard on Dec. 12th - Staff met with Parks and Recreation personnel to reconcile leave balance/payroll for two employees on worker's compensation . Training completed for four Parks and Recreation employees on the new Case Bush Wacker; one employee on the Cat Excavator; one employee on the Hitachi Excavator and one employee on the John Deere Payloader. Risk Management - N/A Personnel - Staff with excess vacation accruals utilizing vacations at this time of the year. - Short week due to Christmas Holiday. Heads-up _ . ' I . . d' I. , I , • - HFFA interest arbitration is scheduled for March 11 to 15, 2013 at the West Hawai 'i Civic Center on Hawai 'i Island . . 12/31/12 • , 1 I I • iiii • _ I % , 4 I i•• I. . - i . v • • • - • ' ' I • •• — I 1 • 1 , I • 1' , I • • • - • l I 1 .0 I f ' 1 - 1 ti . . 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