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HomeMy WebLinkAbout2013_0528_AgendaPacket Cathy Adams Members: Chair Lani Aranio Karen Matsumoto Gilbert Maerina John Low Roy Morita Vice-Chair COUNTY OF KAUAI CIVIL SERVICE COMMISSION NOTICE OF MEETING AND AGENDA Tuesday, May 28, 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 April 23 , 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 -04 Review of the Findings and Recommendations by the Civil Service Commission. Investigative Committee on Performance Evaluations pursuant to HRS §92-2.5 from Personnel Services Manager Thomas Takatsuki (Deferred from 2/25/13) DIRECTOR'S REPORT CSC 2013-08 a. Weekly Report Ending April 12, 2013 b. Weekly Report Ending April 19, 2013 c. Weekly Report Ending April 26, 2013 d. Weekly Report Ending May 3 , 2013 e. Weekly Report Ending May 10, 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 Commission' s legal counsel on issues pertaining to the Commission' s and the County' s powers, An Equal Opportunity Employer duties, privileges, immunities, and/or liabilities as they may relate to this item, deliberate and take such action as appropriate. ES-006 Executive Session Minutes of April 23 , 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-006 and ES-23 ANNOUNCEMENTS Next Meeting: Tuesday, June 25, 2013 — 3 :00 p.m., Mo'ikeha Building, Liquor Conference Room 3 The Office of Boards and Commissions will no longer be providing bottled water to our members starting July 1St, 2013 . This is one of our sustainability goals. Staff will provide cold water using a filtered system (i.e. Brita), so please bring in your water bottle that was provided to you. Mahalo. 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 — May 28, 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 LThu` 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 — May 28, 2013 Page 13 COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board/Committee: I CIVIL SERVICE COMMISSION Meeting Date I April 23, 2013 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room 3 Start of Meeting: 3 :01 p.m. I End of Meeting: 4:30 p.m. Present Chair Cathy Adams; Vice-Chair John Low. Members: Gilbert Maerina; Karen Matsumoto; Roy Morita Also: Deputy County Attorney Marc Guyot; Personnel Services Manager Thomas Takatsuki; Boards & Commissions Office Staff: Support Clerk Barbara Davis; Administrator Paula Morikami; Administrative Aide Teresa Tamura; Deputy Director of Finance Sally Motta; IT Systems Analyst Eric Inouye; HR Manager II Janine Rapozo; HR Manager II Crystal Fujikawa Excused Member: Lani Aranio Absent SUBJECT DISCUSSION ACTION Call To Order Chair Adams called the meeting to order at 3 :01 p.m. with 5 members present Approval of Open Session Minutes of March 19, 2013 Mr. Morita moved to approve the minutes as Minutes circulated. Mr. Low seconded the motion. Motion carried 5 :0 Executive Mr. Low moved to go into Executive Session at Session 3 :02 p.m. Mr. Morita and Mr. Maerina simultaneously seconded the motion. Motion carried 5 :0 Attorney Guyot read the Hawai'i Revised Statutes provision as detailed on the agenda to take the Commission into Executive Session for ES-005 to take action on the Executive Session Minutes and for ES-23 to consider the hiring of an employee or officer of the County where • consideration of matters affecting privacy will be involved. 3 4 Li Civil Service Commission Open Session April 23 , 2013 Page 2 SUBJECT DISCUSSION ACTION Attorney Guyot recused himself from the Executive Session and Attorney Trask stepped in to consult with the Commission in Executive Session. Return to Open The meeting returned to Open Session at 3 :23 Session p.m. with Attorney Guyot returning to the meeting as the Attorney for the Commission. Business CSC 2013 -05 b. HRIS Task Force update from Sally Motta, Assistant Director of Finance, as relates to the Sun Guard system Sally Motta stated there is a lot of pressure within the County to get DPS/HR in-line with being able to tell who is and who is not employed, what hours they worked, and other pertinent information. The Mayor determined that a task force needed to be setup which includes staff from the new HR Department, the Finance Department, Budgeting and IT. Ms. Motta then introduced Eric Inouye from IT who has an incredible amount of knowledge of the existing system and is trying to determine what type of system is really wanted. Because of budget constraints and finding out through Mr. Inouye what is available with the current vendor, the decision was made to form the task force to review what the County has and to find out what is available. Through the work Mr. Inouye has been doing it has been determined that 90% minimum of what the County wants to do is already at their fingertips. With the several meetings the task force has had, it has been dete mined what information they are looking for, where it is located and who will be responsible for putting that information into the existing system so it can be inter-sorted. Because there are different modules, the task force is working on determining which portions of the information the departments will have control over so it is not garbage in/garbage out. There is a long ways to go and a lot of that is going to be Civil Service Commission Open Session April 23 , 2013 Page 3 SUBJECT DISCUSSION ACTION education. Chair Adams said she heard Ms. Motta speak of position control, time and attendance, and payroll but wanted to know about tracking the benefits. Mr. Inouye said there is a fully integrated bureau of personnel system. The data for that system interfaces with the accounting system and the budget information, which is the basis of the County of Kaua'i' s expenditures. That part actually runs a little independent from the Department of Personnel, which is another problem in itself. The benefits accrual system does have a module that calculates the vacation, sick leave and comp time. There was an attempt to implement that over ten years ago; however there might have been some calculation issues and it appears it was put on the side and the manual calculation was done at the agency level. The on-line accrual balances are used in some agencies as a guideline to (inaudible). Chair Clark asked if there were any other capital investments that need to be made to get additional modules, hardware, or software. Mr. Inouye said he was asked to get involved with the primary study for HRIS late last August. Because the Department of Personnel Services has always been a manual system, we could not get that much from them. We modified the project and had four to five sessions to review areas such as solution control, authorization of employees, and maintenance. The problem with manual systems is the information is kept in multiple places. DPS has a card file for control of positions so some of the information might be in the card file and some in the employee master file in the computer system. When you need to gather information you run into the problem of having to go into multiple places so it takes a long lime to gather that information. Our budget system utilizes a manual key so in the system El is the Mayor but in the card file it is probably Position 1 . In the computer system it is Position 1 , Authorization 1 so over lime the system I.D. 's have run all over the place. On the other side we need to tie in the card file with the employee master, which is the control. Civil Service Commission Open Session April 23 , 2013 Page 4 SUBJECT DISCUSSION ACTION Ms. Motta said those are the things they are working on to make sure the information goes in to the proper place and can overlap with each other so the information can be pulled from one place or the other. Asked if there is a reason they cannot use the same employee number in the different files instead of having position numbers, Ms. Motta said that was the hope at first but it is a lot more complex than that because it involves payroll, budgeting, hiring of employees, and the unions to make sure of what information you have. Ms. Motta offered to put together a demonstration for the Commission to show what the task force plans on being able to do and show why the numbers are so important. Mr. Inouye said the problem is the employee number is actually a control number for the employee themselves. It is a method of shrouding the social security number, however there is a need to control their personnel system with the position number and the authorization. When it gets to that point, the system will truly be under control. Because there are multiple areas where the data resides, control is difficult. Ms. Motta said each position has its own number and each department has its own number so it is a matter of all the different numbers working together in order to have a master for it. The Cost Control Committee has asked for a timeline on when the different modules will be on-line and Chair Adams said the Civil Service Commission needs this information to ensure the Department has the tools they need to succeed. Ms. Motta said the majority of the involvement will be training and fortunately the funds that Council approved for that are available. Training will be a combination of in-house training and getting the vendor to come over for training. Ms. Rapozo thought it would be a year to implement the whole system. Mr. Inouye said they have been trying to get the information out to the different agencies to work smarter and even though we believe we have controls out there, actually our controls may be defeating what we really want to do. Because we are not Civil Service Commission Open Session April 23 , 2013 Page 5 SUBJECT DISCUSSION ACTION using the system controls we are handcuffing ourselves, but we are making headway. Ms. Motta said the first step is "time and attendance". Mr. Inouye said he does not know how long it will take to clean up the old payroll/personnel records because it depends on how the training goes and the resources allocated towards that. Foundational ly, controls have to be developed for the employee files and the position files and authorization files. We also are working on accruals from the Finance side. Mr. Inouye explained that there are 60 or 70 fields of data that needs to be created for new or transferred employees so if there were a template it would be a lot simpler. Ms. Motta said part of the problem is there are some agencies that have come up with their own system in order to make those positions work and now they will need to buy in on the new system once it is ready. Mr. Maerina asked how flexible this system will be and whether we are trying to change the business process so the departments adhere to a system, or change the system to adhere to the County' s business and processes. Mr. Inouye said they are trying to give Personnel Services avenues to where they can automate the work they are doing now. What they are doing now may get the job done for a certain level. However, when there is information that needs to be moved on, there might be a problem because that information may be set in a manual area or a spreadsheet or something else. If you utilize the information fields that are in the system then everyone is looking at the same thing. Ms. Motta said the information that is wanted by Council, the Administration and the Civil Service Commission can already be provided but we don't know how. Ms. Motta said the "time and attendance" is a priority to create vacancy reports as well as who is in attendance. Ms. Matsumoto said that "time and attendance" has to do with the employee and is not the same as the Position Control. Ms. Motta agreed but the County has to know who the people are that are in attendance and who our employees are. Ms. Matsumoto thought what the County Council was looking at was the budget and what positions are authorized by the Civil Service Commission Open Session April 23 , 2013 Page 6 SUBJECT DISCUSSION ACTION budget. Ms. Motta said the system will allow the information to be put in so a report can be issued that shows every position in the County and whether or not there is a body in that position. Mr. Inouye said DPS maintains the positions in a card file, however, the payrolUpersonnel system authorization probably will not get updated until someone is hired which is backwards in not declaring that position open in the authorization side. What needs to happen is a field called "open / closed" in each authorization where a date can be set so if the "open / closed" field is maintained with a date set they can then rely on the vacancies on the authorization file. Ms. Motta said the information is in the system now but because it is not conclusive it is just garbage. If the information is input correctly from the beginning then it can be done. Mr. Inouye said currently on the budget side we are copying one year over to the next year so all the position information comes from fields called miscellaneous data and gets copied from last year to this year; the budget people have to track any transfers, reallocations, etc., and manually find those positions within the account. The payroll/personnel side operates independently. What the system is designed to do is run payroll budgeting from the payrolUpersonnel files, update the information and look at the vacancies as well. If that information is correct it can be moved over and you have the information flowing from one system to the next. Mr. Inouye felt the keys that need to be displayed right away would be the position number, the class number, and the authorization number which is in the payroll/personnel system and probably also use those numbers in the NEOGOV recruiting system so that data can be tied in at a later point. Attorney Guyot asked if Sun Guard has security and confidentiality modules built into them that allow different levels of access of who can see what and whether it tracks who has access to the files. Mr. Inouye said there is logging system but he does not know if it has been turned on. Attorney Guyot asked if the County needs any additional licenses to use the Civil Service Commission Open Session April 23 , 2013 Page 7 SUBJECT DISCUSSION ACTION system; the response was no. Attorney Guyot asked if they had begun beta testing on the system. Ms. Motta said that Mr. Inouye has a whole program set up on tests that can be used. If the modules are not used are they still regularly updated; Mr. Inouye said yes they are. Mr. Inouye said some of the systems have been modified because of the desire to operate in a certain manner and IT is trying to bring the system back to a normal recommended baseline. Attorney Guyot asked if there is a module to track FMLA and HFLA; Mr. Inouye was not sure about HFLA. Mr. Maerina said tying the different databases or tables together is not an easy task but information insurance is something IT might want to look at especially with all the information in HR that some other department may be able to pull. Mr. Maerina acknowledged that it will take up most of the disk space but IT should look at turning on all of the auditing because it will help when they do forensics. Mr. Inouye said they are limited because the system is 7 or 8 years old. Chair Adams thanked Ms. Motta and Mr. Inouye and said the Commission will look forward to more updates. 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) Mr. Takatsuki reported all the equipment to accommodate the expansion has now been received. There will be some movement of staff between the Boards and Commissions Office and DPS . Jan Miyamoto was one of the representatives on the HRIS committee but she is leaving the County on April 26. Mr. Takatsuki said a lot of his time has been involved in the labor negotiations with Unit 1 , United Public Workers, and HGEA (Hawai'i Government Employees Association). Mr. Morita asked if it would be helpful to the DPS if the Commission sent memos to address some of the Civil Service Commission Open Session April 23 , 2013 Page 8 SUBJECT DISCUSSION ACTION issues with files they are having with other departments. Mr. Takatsuki said the personnel files have been submitted to DPS but certain things such as medical were not in the files from KPD and have not yet come to the Department. Fire Department is still working on updating their files and will send them over when that is complete. Liquor Control files have still not been turned over but they are waiting for Ms. Nakaahiki's return from sick leave. The biggest problem is with the Water Department, which is a semi-autonomous body, and DPS is still working with the manager to get those files. Chair Adams reinforced the Commission' s willingness to assist the Department in any way needed with the transition. Chair Adams encouraged Mr. Takatsuki to keep it on his list of things to do to meet with the County Council to determine exactly what they are looking for in the vacancy report. Chair Adams said the Council also questioned the timeline to be able to bank salary savings for the Director' s position. The Chair told the Council that the Director's position would probably not be filled until October at the earliest. 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) Chair Adams said the Cost Control Commission was very interested to hear what is being done with the HRIS . The Chair explained that the Civil Service Commission very much supports this effort as part of the transition to Human Resources in order to have the tools they need to have a true HR Department. As a result of the discussion with Ms. Motta and Mr. Raines from IT, the Cost Control Commission decided to send a letter in support of the HRIS to the Mayor. Chair Adams understood from Ms. Motta' s report that there was no capital investment needed at this point other than the training that needs to be done. The Cost Control Commission is also very interested in timelines and asked Mr. Takatsuki to keep that in mind. Civil Service Commission Open Session April 23 , 2013 Page 9 SUBJECT DISCUSSION ACTION Mr. Morita asked if there was any software the Department could use temporarily to create the vacancy report which is being done manually. Mr. Takatsuki said he thought they pulled the vacancy report off the system but then they manually check each one of them to make sure the position is vacant and available. Mr. Morita asked if that meant the check was always going to be done manually. Ms. Fujikawa said they would like to streamline or at least to consolidate some of their efforts. Chair Adams said it sounded like one of Chairman Furfaro ' s requests was to know what the average vacancy was so they could bank that amount for the budget. Ms. Rapozo said there are three things DPS will be doing with regard to the vacancy report and the first is to meet with the Council Chair to be sure DPS gathers the information Council wants. Secondly, the short term goal is to make sure that we meet internally and figure out a more computerized system versus the manual system and the third thing in the long teen is the HRIS system. The other thing that is helpful is by controlling the new hires and the exits now that there is more access to that information. Mr. Low asked if prior to this transition another department might not tell DPS for a while about someone leaving. Mr. Takatsuki said there has been lag time in some instances with the exit interviews but with everything more centralized in DPS, there is now more control. Ms. Matsumoto said it will be helpful with a "time and attendance" system in place because they will know who is at work and who is not and she is pleased this is one of the priorities of the task force. While this new system is well and good, Mr. Low said DPS should know before any employee leaves the County because no computer system in the world will solve that problem. Attorney Guyot explained that when all the departments had their own autonomy, so to speak, they would deal with the exit interviews, notify payroll, start the COBRA and the calculations of accrued leave time but now that will all fall under DPS. Civil Service Commission Open Session April 23 , 2013 Page 10 SUBJECT DISCUSSION ACTION Director's CSC 2013-07 a. Weekly Report Ending March 22, 2013 Report b. Weekly Report Ending March 29, 2013 c. Weekly Report Ending April 5, 2013 Mr. Maerina moved to receive the Director' s Reports. Mr. Morita seconded the motion. Motion carried 5 :0 Return to Open Ratify Commission actions taken in Executive Session for items: Mr. Low moved to ratify the actions taken in Session ES-005 and ES-23 Executive Session. Mr. Morita seconded the motion. Motion carried 5 :0 ES-005 — Minutes approved as circulated ES-23 — Motion approved for County Attorney to obtain procurement information and transmit to Commission Motion to approve Recruitment Announcement and Job Description Announcements Next Meeting: Tuesday, May 28, 2013 — 3 :00 p.m. Adjournment Mr. Maerina moved to adjourn the meeting at 4: 30 p.m. Ms. Matsumoto seconded the motion. Motion carried 5 :0 Submitted by: Reviewed and Approved by: Barbara Davis, Staff Support Clerk Catherine Adams, Chair ( ) Approved as is. ( ) Approved with amendments. See minutes of meeting. • CIVIL SERVICE COMMISSION INVESTIGATIVE COMMITTEE ON PERFORMANCE EVALUATIONS REPORT ON FINDINGS AND RECOMMENDATIONS Submitted by: Chair Catherine Adams and members John Low and Roy Morita SCOPE, CHARGE AND AUTHORITY: The Investigative Committee on Performance Evaluations was charged by the County of Kauai, Civil Service Commission on July 1 , 2010 with reviewing, researching and recommending possible revisions to the Administrative policies, procedures and form(s) that have been developed by the Department of Personnel Services and is currently being utilized by the County of Kaua`i to evaluate the performance of Executive Appointees. The Investigative Committee on Performance Evaluations was established by the County of Kauai, Civil Service Commission pursuant to Section 92-2.5 (b), Hawai`i Revised Statutes (see Exhibit A). The Investigative Committee on Performance Evaluations began meeting in August 2010 and held their final meeting on December 11 , 2012. In May 2011 , Civil Service Commissioner, John Low replaced committee member Suzanne Aguiar due to her resignation from the Civil Service Commission. In June 2011 , Catherine Adams replaced Roy Morita as Chair of the Committee. FINDINGS : Survey Initially, the Investigative Committee on Performance Evaluations (ICPE) conducted an online survey of Elected Officials, Department Heads and Board and Commission members to ascertain whether the current recommended performance evaluation tool and policies and procedures allowed for a comprehensive, consistent, fair and objective process with which to assess an appointee' s job performance. With the assistance of the Boards and Commissions staff, the online survey was sent out to fifty- nine Elected Officials, Department Heads, and Board and Commission Members. Survey questions are attached as Exhibit B. Twenty-six responses were received for a forty-four percent return rate. The results of the survey are attached as Exhibit C. Although the results of the survey were inconclusive, the comments received made it clear that the current evaluation tool (Exhibit D) needed to be revised. csc 010/3 o Development of Revised Performance Evaluation Tool for Executive Appointees Given the diversity in an appointing authority' s interaction with an appointee (Board, Commission, Mayor, Department Head) the ICPE believed that a revised evaluation tool should be developed with specific questions pertinent to each type of evaluator category applicable to the level of interaction with the appointee. After reviewing evaluation tools from other government jurisdictions, non-profit boards, and private companies, the committee agreed on a draft Performance Evaluation Tool for Executive Appointees that focused on five (5) basic categories (Leadership, Communication, Management, Coordination/Collaboration and Work Excellence) with differing standards relevant to each evaluator category (see Exhibit E for initial draft Evaluation Tool). The committee recommended a two-step evaluation process be implemented. At the start of the evaluation period, the appointee and appointing authority would jointly establish clear and quantifiable goals and objectives. These goals and objectives will be used as the basis for the next evaluation cycle in determining whether or not the appointee accomplished the goals and objectives that were outlined in the previous year. Evaluations would be done on a annual basis regardless of whether or not there was a change to the salary schedule. In addition, the committee recommended that the evaluation be provided through an online process to protect the confidentiality of respondents and that any score in the high (5 points) or low ( 1 point) areas would require a comment by the evaluator. The draft Performance Evaluation Tool for Executive Appointees was forwarded to Department Heads, Executive Assistants to the Mayor, Deputies, Board and Commission members and the Managing Director for feedback. Comments were received from the Managing Director, Department Heads/Executive Assistants to the Mayor (9) and from Board and Commission members (3). A summary of the responses received are attached as Exhibit F. Based on the feedback received from the Managing Director, Department Heads, Executive Assistants, Board and Commission members and other resource information, the ICPE revised the draft Performance Evaluation Tool for Appointees (Exhibit G). The revisions included: • an introductory statement to highlight and stress the importance of the evaluation process; • the use of action verbs in describing each category; • bulleting different descriptions for clarity; • addition of an evaluation category related to the accomplishment of an Appointee' s goals (Board and Commission and Mayor sections only); • addition of section for the establishment of goals for the upcoming year; and • summary page for tabulation of evaluation scores and recommendation for compensation level. In addition, the ICPE decided that standard metrics or specific indicators to assist with goal setting should be addressed and developed by the Administration. 2 Revisions to Administrative Policies & Procedures for Performance Evaluations for Executive Appointees Per Salary Resolution No. 2009-2, Article 1 , subsection (e), "The Director of Personnel shall prepare, for approval by the Mayor, written performance evaluation procedures and methodologies and coordinate the performance evaluations process for non-elected officers or employees listed in subsection (b)." (Exhibit H) In reviewing the Administrative Policies & Procedures for Performance Evaluations for Executive Appointees (Exhibit I), the ICPE looked at addressing the following items: • Given that the Mayor is responsible for the daily operations of all County Departments, can the Mayor be included in a Commission/Board appointee's evaluation and if so, how much weight can the Mayor be authorized to have? • Should Peers be given weight in a Commission/Board appointee' s evaluation and if so, how much? • Should the scope of these policies cover the legislative branch (ie, County Clerk)? • Should the policy include a method for linking an appointee's evaluation score with future compensation increases? In an August 16, 2010 opinion (Exhibit J), the County Attorney' s office stated that " . . .he (the Mayor) could participate in the evaluation process as there is nothing the Charter that would prohibit such an act." An additional opinion on October 12, 2011 (Exhibit K), clarifies that any entity other than the appointing authority can only be given up to forty-nine percent weight in an appointee' s evaluation before it being considered an inappropriate delegation of authority by the appointing body. The proposed draft Administrative Policies & Procedures for Performance Evaluations for Appointees is attached as Exhibit L. Highlights of the changes include the following: e • A timeframe has been established whereby evaluations will be conducted on an annual basis; • Appointees from the legislative branch (County Council) and the Prosecuting Attorney' s office have been included in the Administrative Policies & Procedures for Performance Evaluations for Appointees based on an interpretation from the County Attorney' s office per Salary Resolution 2009-2; • Peers are to be selected in consultation with the respective appointee to determine appropriate evaluation sources to provide a good cross section of individuals allowing for a fair performance evaluation to be conducted; • The Peers' evaluations shall be considered by the appointing authority but will not be directly weighted into the evaluation score; and 3 • The appointee' s evaluation score shall be determined as follows : Commission Appointed Department Head 51 %-Commission 49%-Mayor Mayor Appointed Department Head 100%-Mayor County Attorney 50%-Mayor 50%-County Council Deputy 100%-Department Head County Clerk/County Auditor 100%-County Council In addition, the Committee recommended that for a Commission/Board appointed Department Head, the respective Commission/Board schedule a meeting to evaluate the appointee with the Mayor in attendance. Policy for Linking Evaluation Scores to Future Compensation Increases After review and deliberation, the committee agreed that linking an appointees' evaluation scores to any proposed compensation increase is outside the ICPE' s responsibility. Furthermore, the merit based system currently authorized by the Salary Commission' s Resolution No. 2009-2, Article 1 , subsection (c) provides the appointing authorities with sufficient authority and flexibility to determine the amount of future compensation increases. CONCLUSION: The Investigative Committee on Performance Evaluations submits the attached report to the Civil Service Commission with recommendations to adopt the revised Performance Evaluation Tool for Appointees along with the revised Administrative Policies & Procedures for Performance Evaluation for Appointees. Upon approval, the Civil Service Commission should forward the report to the Director of Personnel Services for consideration and implementation. 4 DPS WEEKLY REPORT Week Ending 4-12-13 • SIGNIFICANT EVENTS/MEETINGS • Met with Deputy County Attorney to discuss the settlement agreement and our part in the settlement that needed to be completed. • Mediation for Unit 1 ( UPW) is on hold until further notice; this was made by the Union at the mediation session on the 10th of April 2013 . • Held Step III HGEA grievance hearing on April 12, 2013. • Provided attachment to pay check for up-coming Flex Spending enrollment for the month of May. • Staff attended EUTF meeting for DPO's on April 10, 2013 . Circulating booklet to all employees via the departments. • Continue to work with Sara Wang of Marr Jones &Wang LLLP to bring training on "Training for Supervisors: How to Limit Liability for Employment Issues" for County employees. • We continue with our review and classifying of positions and recruiting for vacant positions. • Provided -information to Beth regarding information requested by "The Shadow." • Staff worked on and discussed our up-coming budget presentation. • Working on latest costing for Unit 1 and will provide to Mayor. RISK MANAGEMENT NA • PERSONNEL Jan Miyamoto, HR Specialist II has submitted her resignation effective the 26th of April 2013. HEADS-UP • Quarterly Worker's Compensation Claims Review — 4-16-13 . • Re-scheduled budget hearing for 4-22-13 . • Civil Service Commission meeting 4-23-13 . • eSee a 0 / 3 - a8 S DPS WEEKLY REPORT Week Ending 4-19-13 SIGNIFICANT EVENTS/MEETINGS • Met with Deputy County Attorney to finalize settlement agreement response on the prohibited complaint filed by the Union . • Mediation for Unit 1 (UPW); the Union provided counter and the Employer after meeting on via teleconference on the 10th of April 2013 was able to reached tentative. • HGEA issues relative to negotiation was discussed. Meeting to go over tentative agreement issues has been scheduled for the 22"d of April 2013. • Staff reviewed over thirty (30) open worker's compensation claims with Brandvold and Gallagher Risk Management Services with Parks and Recreation, Public Works, Fire, Water and Finance. • Continue to work with Sara Wang of Marr Jones &Wang LLLP to bring training on "Training for Supervisors: How to Limit Liability for Employment Issues" for County employees. • We continue with our review and classifying of positions and recruiting for vacant positions. - • Training completed for one Public Works' employee on the John Deere Bushwacker #570 and #573 . • Worked on Unit 1 tentative information for the Finance Director and Mayor. • Working on completing vacancy report to Council. • Administered written test for Radio Dispatcher I and Senior Clerk RISK MANAGEMENT NA PERSONNEL Jan Miyamoto last day of work is the 26th of April 2013. HEADS-UP • Budget hearing 4-22-13. • . Tele-Conference meeting for HGEA is at 10:00 am; 4-22-13 . • • Civil Service Commission meeting 4-23-13 . • Liability Claims Committee meeting 4-23-13. • Internal Drug and Alcohol Contractual Requirements meeting 4-25-13. • Water Board Meeting 4-25-13. . • DPS WEEKLY REPORT - Week Ending 4-26-13 SIGNIFICANT EVENTS/MEETINGS • • Met with Deputy County Attorney regarding complaint filed by an employee with the Kauai Police Department relative to pay. • Unit 1 reached tentative agreement and the Union employees voted and ratified the Agreement. • HGEA reached tentative agreement with the Employer with Units 2, 3 and 4. The employees voted and ratified the agreement. • Staff working with Gallagher Risk Management Services to conduct ergonomic and lighting assessment initially for County Council, Fire and Finance with other departments to follow. • Were able to connect with Sara Wang of Marr Jones &Wang LLLP to bring training on "Training for Supervisors: How to Limit Liability for Employment Issues" for County employees. Working on price quote. • We continue with our review and classifying of positions and recruiting for vacant positions. • Approval of settlement authority for five (5) worker's compensation PPD awards by the County Council. • Worked on tentative cost for the Unit 1 settlement and the cost for HGEA BU 2, 3 and 4. • Attended County Council budget hearing and working on responses to questions. • Meeting with County Attorney's Office to discuss liability claims; will be working on revising quarterly reports to Council to include corrective/remedial actions as needed . • ' Attended Water Board meeting to discuss HR Taskforce recommendation regarding Water Department's HR position . • Staff met with Solid Waste management to discuss long standing issues at transfer stations; meetings will be scheduled with employees to discuss concerns. • Up-date on HRIS by staff before her last day of employment with our department. • Participated in the Kauai Community College's Job Fair. RISK MANAGEMENT NA PERSONNEL Jan Miyamoto last day of work is the 26th of April 2013. HEADS-UP • • Payroll meeting -4-30-13 . • Unit 1 signing of Agreement 4-30-13 . • • I 4 • �- I .y . • I 1 _ 1 . 1 . •1 • • Internal Drug and. Alcohol Contractual Requirements meeting 5-2-13 . - • Consultation meeting with with Finance Director and UPW regarding Motor Vehicle Policy 5- 2-13 . ' - • Flex Spending orientation scheduled for April 29 and 30, 2013 . • Open Enrollment for EUTF May 2013• - • . • 1 • I i 1 . 1 1 • , .1 . • II •• 1 I . 1 / • 1 -. • J • • I I 1 . . I . • • • _ I - II .. • - _ • r - -.l• • — . Lk • • . 1 e 1 • 1 - 1. • r 1 l Ii ' 1 • • i I • • ' 1-: . 1• .. • . •+P% - i . • •'1 - • . •• I - . . . I 1 • - 1 n' • . . - DPS/HR WEEKLY REPORT Week Ending 5-3-13 • SIGNIFICANT EVENTS/MEETINGS • Unit 1 contract signing with Governor and other Mayors at the Governor's Office. • Scheduled ergonomic and lighting assessment with County Council on May 7, 2013 and will schedule for Fire and Finance when time permits. • Schedule four (4) training sessions with Sara Wang of Marr Jones &Wang LLLP on "Training for Supervisors: How to Limit Liability for Employment Issues" for for May 21St and June 18th 2013 . • We continue with our review and classifying of positions and recruiting for vacant positions. • Meeting with Water Department personnel to discuss classification issues for the Construction Project Division . • Worked with County Attorney's Office to revise quarterly liability reports to Council to . include corrective/remedial actions as needed . • Consultation meeting with Finance Director and UPW regarding Motor Vehicle Policy; working on follow-up questions from the Union . • Training completed for eight (8) Park Rangers on the RTW 900 Series #481, #357 and Trailers # 038 and #039 and for one ( 1) Public Works' employee on the #357 High Track CAT Dozer.• • Employee of the Year-initial meeting held . . . • EUTF informational session for County employees held on May 1, 2013 . Second meeting to be held on May 6, 2013. • Met our goal for the Kauai Independent Food drive of 100% participation (496 lbs and $250.00). RISK MANAGEMENT NA PERSONNEL HEADS-UP • Flex-Med sign-up session at various locations within the County during the month of May. • Open Enrollment for EUTF May 2013 . Informational Sessions 5-6-13 . • Ergonomic and Lighting Evaluation for Council Services 5-7-13 . • • Update on Collective Bargaining Agreements with Council ( Executive Session) 5-8-13 . • Internal Drug and Alcohol Contractual Requirements Meeting 5-9-13 . • DPS/HR WEEKLY REPORT Week Ending 5-10-13 SIGNIFICANT EVENTS/MEETINGS . • • Attended Council meeting on 4-8-13 for executive session to discuss labor relation issues; meeting was deferred on or at 7:00 p.m . • Staff attended budget hearing at Council to provide assistance regarding vacancy. Also to discuss/answer questions regarding DPS's budget. • We continue with our review and classifying of positions and recruiting for vacant positions. • We continue to recruit, review application, test and establish eligible lists and certify names to the departments. • • Completed step 3 grievance response dealing with the Water Department. After decision rendered and sent, did respond to a question from the Manager. • Worked on and completed a step 3 grievance with Fire Department; will be sending it out on 5-12-13 . • Worked on A Bill for an Ordinance Approving Collective Bargaining Agreements for BU1 and For BU 2, 3, and 4. Will circulate to County Attorney for review and then to Mayor for signature before sending to Council. • EUTF informational session for County employees was held on May 1 and 6, 2013 and was attended by more than 200 County employees. • Staff participated in the Charity walk; all who participated completed the 2 .9 mile walk. • • RISK MANAGEMENT NA • PERSONNEL . • HEADS-UP • Flex-Med sign-up session at various locations within the County during the month of May. • HRIS meeting scheduled for May 14, 2013. • May 16 meeting with UPW and May 17 meeting of Directors to discuss EUTF supplemental, BU-13, EMCP and other related issues. • Internal Drug and Alcohol Contractual Requirements Meeting 5-9-13 . •