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HomeMy WebLinkAbout2013_0423_AgendaPacket Cathy Adams Members: Chair Lani Aranio Karen Matsumoto Gilbert Maerina John Low Roy Morita Vice-Chair COUNTY OF KAUA'I CIVIL SERVICE COMMISSION NOTICE OF MEETING AND AGENDA Tuesday, April 23 , 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 March 19, 2013 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) CSC 2013-05 Update from Chair Adams following an appearance before the Cost Control Commission at their March 11 , 2013 regarding the implementation of a Human Resource Information System (HRIS) (Deferred from 3/19/13 meeting b. HRIS Task Force update from Sally Motta, Assistant Director of Finance, as relates to the Sun Guard system DIRECTOR'S REPORT CSC 2013-07 a. Weekly Report Ending March 22, 2013 b. Weekly Report Ending March 29, 2013 c. Weekly Report Ending April 5, 2013 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 An Equal Opportunity Employer 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-005: Executive Session Minutes of March 19, 2013 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-005 and ES-23 ANNOUNCEMENTS Next Meeting: Tuesday, May 28, 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 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 Civil Service Commission — April 23 , 2013 Page 12 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 themeeting 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 Lthu` e, HI 96766 Email: bdavis @kauai.gov Fax: 241 -5127 Phone: 241 -4919 0 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 - April 23 , 2013 Page 13 COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board/Committee: I CIVIL SERVICE COMMISSION Meeting Date 1 March 19, 2013 Location Mo 'ikeha Building, Liquor Control Commission, Meeting Room 3 Start of Meeting: 3 :07 p.m. I End of Meeting: 3 :42 p.m. Present Vice-Chair John Low. Members: Lath Aranio; Gilbert Maerina; Karen Matsumoto; Roy Morita Also : Deputy County Attorney Marc Guyot; Human Resources Manager II Janine Rapozo; Boards & Commissions Office Staff: Support Clerk Barbara Davis; Administrator Paula Morikami; Administrative Aide Teresa Tamura Excused Absent Chair Cathy Adams SUBJECT DISCUSSION ACTION Call To Order Vice-Chair Low called the meeting to order at 3 :07 p.m. with 5 members present Executive Attorney Guyot requested to take ES23 : CSC Session 2012-21 out of order. Attorney Guyot read the Hawai'i Revised Statutes provision as detailed on the agenda to take the Commission into Executive Session to take action on the Executive Session Minutes and to consider the hiring of an employee or officer of the County where consideration of matters affecting privacy will be involved. Ms. Aranio moved to go into Executive Session at 3 : 10 p.m. Mr. Morita seconded the motion. Motion carried 5 :0 W MI re( Attorney Guyot recused himself and exited the meeting. Attorney Mauna Kea Trask took over as legal adviser to the Commission. fi C Civil Service Commission Open Session Marchl9, 2013 Page 2 SUBJECT DISCUSSION ACTION Return to Open After a brief recess, the meeting resumed in Session Open Session at 3 :27 p.m. Ratify Commission actions taken in Executive Session for items: o ES-004 and ES-23 Mr. Morita moved to ratify actions taken for ES- 004 and ES-23 . Ms. Aranio seconded the motion. Motion carried 5 :0 Attorney Trask exited the meeting. Attorney Guyot resumed legal counsel for the Commission. Approval of Open Session Minutes of February 26, 2013 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) b. Update from the Director of Personnel Services on the Transition Plan for the Implementation of the Human Resources Department (On-going) Ms. Rapozo was present on behalf of Mr. Takatsuki who was tied up with a Step II grievance and complimented Mr. Takatsuki on the great job he is doing in keeping up with everything. To update the Task Force recommendations, the Department is currently working on next year' s fiscal budget along with the goals and highlights to be presented to the County Council. Money is very tight for this next fiscal year so there are no new positions being proposed by the Administration and vacant positions are being dollar funded, meaning they won't be filled. DPS does have one vacancy for an HR Specialist which has been dollar funded so the Department will have to work around this to make sure all of the departments are covered. Another update is the Finance Department has taken the lead and created a Task Force of 6 members to work on the HRIS Civil Service Commission Open Session Marchl9, 2013 Page 3 SUBJECT DISCUSSION ACTION system; 2 are from the IT Department, 2 are from the Accounting Payroll Department and 2 are from Personnel and they are scheduled to start meeting this week. Also in line with the Task Force recommendations is a New Hire Orientation, which started in October, and last month and today all of the departments were invited to an orientation on what exactly Personnel' s role is in the New Hire Orientation and what each department is responsible for. The feedback from the departments has been really great saying this was long overdue. They also shared other things they think Personnel needs to do such as include the line supervisors in the orientation. The Department is also working on transferring some functions from the departments such as the processing in of the participants for the spring and summer programs for the Parks and Recreation Department. DPS processed the contracts, exemptions, and scheduled the drug and alcohol testing, all of which used to be done by the Parks and Recreation Department. DPS also posted the application for the summer interns online like all the other County jobs. DPS will participate in the spring job fair in April to make sure individuals are aware of the County opportunities that are available. On the worker' s comp side, which is now part of the Personnel Department, staff is doing risk management assessments and investigations so when a claim comes in they work with the department to see what went wrong, what can be prevented the next time, and if there is any discipline with the employee that needs to be done. Since October, fifteen assessments have been completed and we are working closely with the departments to get employees back to work as soon as possible, which is in line with the return to work program. Since that was started, twelve employees have returned to modified or light duty. Prior to that the County was very averse to having people come back to light duty but in working with the departments, Risk Management has been able to show the benefits of having those employees come back. Next year' s fiscal budget will be decreased overall by 8.3 % so the one position that is dollar funded will also decrease benefits with a bigger decrease in not budgeting for the extra C.. t Civil Service Commission Open Session Marchl9, 2013 Page 4 SUBJECT DISCUSSION ACTION equipment and furniture for the new staff. Asked if there were any trends appearing since the assessments were started in October, Ms. Rapozo said there is not a lot of reoccurrence of the same thing except for stress, which seems to be coming about a little more. Stress is very difficult because it is based on the employee' s perception, the law and the doctor' s assessment. Asked if more training of the supervisors could reduce some of the stress, Ms. Rapozo said that is part of it; there are some employees who just do not get along with their supervisors and not necessarily because the supervisor is doing something wrong but it is maybe just not a good fit. DPS does need to work with the supervisors on understanding from the outset of someone being hired that if they are not meeting expectations you cannot be nice and let it go; it needs to be addressed at the outset. Ms. Rapozo said she would be attending a training for supervisors in Honolulu with the hope of bringing that training to the supervisors in the County. Mr. Morita congratulated the Department noting it was long overdue that these functions are being done by HR and hopes that DPS can regain the confidence of the employees. CSC 2013-05 Update from Chair Adams following an appearance before the Cost Control Commission at their March 11 , 2013 meeting regarding the implementation of a Human Resource Information System (HRIS) Ms. Aranio moved to defer this report to the next meeting. Mr. Maerina seconded the motion. Motion carried 5 :0 Director's CSC 2013 -06 a. Weekly Report Ending February 14, 2013 Report b. Weekly Report Ending February 22, 2013 c. Weekly Report Ending March 1 , 2013 Ms. Rapozo pointed out that Mr. Takatsuki was really busy with negotiations because there are contracts that have not been settled for the last two years for Fire and Police and yet the new contracts are also starting. Mr. Morita asked if the budget for training would be reduced this fiscal Civil Service Commission Open Session Marchl9, 2013 Page 5 SUBJECT DISCUSSION ACTION year. Ms. Rapozo said the training budget was not reduced. Asked where on the Organization Chart the vacancy would fall, Ms. Rapozo said it is the Specialist in the Classification and Labor Division. Ms. Aranio moved to receive the Director's Report. Ms. Matsumoto seconded the motion. Motion carried 5 :0 Announcements Next Meeting: Tuesday, April 23 , 2013 — 3 :00 p.m. Adjournment Mr. Maerina moved to adjourn the meeting at 3 :42 p.m. Ms. Matsumoto seconded the motion. Motion carried 5 :0 Submitted by: Reviewed and Approved by: Barbara Davis, Staff Support Clerk John Low, Vice-Chair ( ) Approved as is. ( ) Approved with amendments. See minutes of meeting. • DPS WEEKLY REPORT Week Ending 3 -22-13 • . : SIGNIFICANT EVENTS/MEETINGS • Completed the discrimination complaint — employment, filed by a Department of Water • employee and sent to County Attorney's Office. •• • Staff met with Ken Villabrille to discuss issues related to AS400 access and holiday pay for . employees on worker's compensation . • Training completed for one more Public Workers' employees on the Case Model 912E Over 3 Cubic Yard Pay Loader. • • Met with County Attorney's Office on liability claims; will be starting procedures to follow- up with departments on remedial actions and/or discipline when employee negligence may possible be involved _ • . • Meeting with Finance Department to re-visit Take Home Vehicle and Motor Vehicle Policy; will be assisting in getting Motor Vehicle Policy out to the Union for their review. • • • . • Attended mediation for Unit 1 (UPW) which was cut short because the mediator became sick and the mediation session will be re-scheduled for the 26th and 27th of March . • Step III grievance hearing for HGEA, BU 03 employee (Chad Mederios) was. held. • Civil Service Commission was held on March 19, 2013. • • Met with a Sinclair Taniguchi of United Crane Service who provides training/certificate for crane operators. Drop by to just talk. - I •• Sent out IFB for Purchasing Diyision to procure Fitness for Duty evaluation for employee; bid are due 3-28-13. • Executed Assignment Agreement for SafetyLogic online training program. • • Worked on department's budget presentation to Council . • RISK MANAGEMENT • ' NA PERSONNEL • NA • HEADS-UP • • • Re-scheduled mediation sessions for UPW for March 27 and 28, 2.013 in Honolulu. • Payroll meeting 4-2-13 . • • Drug and Alcohol Contractual Requirements meeting ( internal) - 4-4-13 . • HR Manager to attend Supervisory Training on Oahu on 3-22-13. • • • • • DPS WEEKLY REPORT Week Ending 3-29-13 SIGNIFICANT EVENTS/MEETINGS • Met with Deputy County Attorney to discuss the discrimination complaint — employment, to go over the information that we sent to their office. • Training completed for one more Public Workers' ( PW) employees on the Case Model 912E Over 3 Cubic Yard Pay Loader; one PW employee one the Refuse Truck #239 and 286; one PW employee on the John Deere Pay Loader #550 Series 544J and Roller Rammax T26 Equipment #457. ^. • Attended mediation for Unit 1 (UPW) on the 26th and 27th of March 2013. Discussion on ' open items both non-cost and cost items. More discussion scheduled for the 5th of April 2013. • Working on Step III grievance response for HGEA, BU 03 employee (Chad Mederios). ' Review information submitted by the Fire Department. • Received two (2) bids to procure Fitness for Duty evaluation for employee; will work to •. process low bid. . • Worked on circular for the 2013 Open Enrollment for Active Employees. • Staff attended training on "Training for Supervisors: How to Limit Liability for Employment Issues." It was presented by attorneys from the firm MarrJones and Wang LLLP. Will be - looking at the possibility of bringing portions of the training to County employees. • We have scheduled more training on the New Employee Orientation program for the 9th of April 2013 . . • Meeting with the Fire Department to discuss on-going complaints from Ocean Safety Bureau r employees. • We continue with our review and classifying of positions and recruiting for vacant positions. RISK MANAGEMENT NA PERSONNEL NA - - • HEADS-UP • Mediation session continues; April 5, 2013 in Honolulu. • Payroll meeting 4-2-13 . • Drug and Alcohol Contractual Requirements meeting (internal) - 4-4-13 . • Quarterly Worker's Compensation Claims Review — 4-16-13. • • DPS WEEKLY REPORT • Week Ending 4-5-13 . • • SIGNIFICANT EVENTS/MEETINGS . • Met with Deputy County Attorney to discuss the settlement agreement and our part in the settlement that needed to be completed . . . • Training completed for four Public Workers' ( PW) employees on the Roller Rammax T26. • Attended mediation for Unit 1-(UPW) on the 5th of April 2013 . Continued discussion on non- cost and cost items. Union wants to continue discussion on 10th of April 2013. • • Done reviewing information; will complete the Step HI grievance response to HGEA. Will try to follow-up and complete the Emura grievance per the Attorneys request. • Processed bit for Fitness for Duty evaluation; will work with vendor to obtain necessary information and schedule appointment. • Circulated circular for the 2013 Open Enrollment for Active Employees . • Staff in discussion with Sara Wang of MarrJones &Wang LLLP on price quotation to bring training on "Training for Supervisors: How to Limit Liability for Employment Issues" for County employees. • There were five worker's compensation settlement documents prepared for Council approval; Council meeting date is set for April 24, 2013. • We continue with our review and classifying of positions and recruiting for vacant positions. • A- • Staff met with Ken Villabrille to discuss the possibility of offering pre-tax transit benefits with or without TASC/All State involvement. • • Staff met to discuss requirement for County's Drug and Alcohol Testing Program. • Met with All-State on the up-coming Flex Med open period . • Worked on preliminary costing for Unit 1. • RISK MANAGEMENT • NA • PERSONNEL ' NA • HEADS-UP • Mediation session continues; April 10, 2013 in Honolulu. • Payroll meeting -4-9-13. • New Employee Orientation informational session for supervisors -4-9-13. • Meeting with Parks and Recreation on the Summer Enrichment Program -4-10-13. • / . •_ .. - -. . . :: .s ; i. r .. . . . ... 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