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HomeMy WebLinkAbout2013_0723_AgendaPacket Cathy Adams Members: Chair Lani Aranio Karen Matsumoto Gilbert Maerina John Low Roy Morita Vice-Chair COUNTY OF KAUA'I CIVIL SERVICE COMMISSION AMENDED NOTICE OF MEETING AND AGENDA Tuesday, July 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 June 25, 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 - 10 Review and Discussion of the Administrative Policies & Procedures for Performance Evaluation for Appointees CSC 2013- 11 Letter dated July 8, 2013 , from Department of Water (DOW) requesting consideration of a Personnel Files Access Agreement between DOW and DPS/HR DIRECTOR'S REPORT CSC 2013- 12 a. Weekly Report Ending June 14, 2013 b. Weekly Report Ending June 21 , 2013 c. Weekly Report Ending June 28, 2013 d. Weekly Report Ending July 5, 2013 EXECUTIVE SESSION Pursuant to Hawaii Revised Statutes § §92-4 and 92-5 (a) (2) (4), 92-9 (a) ( 1 -4) and (b), the purpose of this executive session is to receive and approve Executive Session minutes, to consider the hire, evaluation, dismissal or discipline of an employee or officer of the County where consideration of matters affecting privacy will be involved, provided that if the individual concerned requests an open meeting, an open meeting shall be held; and to consult with the 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-009 Executive Session Minutes of June 25, 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) ES-010: CSC 2013 - 12 Pursuant to Hawai'i Revised Statutes (HRS) Sections 92-4 and 92- 5(a)(4) and (8), the purpose of this Executive Session is to provide the Civil Service Commission with a briefing in Eric Rita vs. Civil Service Commission of the County of Kaua'.i and County of Kauai, Civil No. 12- 1 -0086 JVR (Fifth Circuit Court), and related matters. This briefing and consultation involves consideration of the powers, duties, privileges, immunities and/or liabilities of the Commission and the County as they relate to this agenda item. RETURN TO OPEN SESSION Ratify Commission actions taken in Executive Session for items: o ES-009, ES-23, and ES-010 ANNOUNCEMENTS Next Meeting: Tuesday, August 27, 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 ft, 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). Civil Service Commission — July 23 , 2013 Page 12 c: Marc Guyot, Deputy County Attorney Mauna Kea Trask, 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 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 — July 23 , 2013 Page 13 II Ir. I' . 10 s t + I COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board/Committee: I CIVIL SERVICE COMMISSION Meeting Date I June 25, 2013 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room 3 Start of Meeting: 3 :00 p.m. I End of Meeting: 3 : 52 p.m. Present Chair Cathy Adams; Vice-Chair John Low. Members: Lath Aranio (via teleconference); Gilbert Maerina; Karen Matsumoto; Roy Morita Also: Deputy County Attorney Marc Guyot; Deputy County Attorney Mauna Kea Trask; Personnel Services Manager Thomas Takatsuki; Boards & Commissions Office Staff: Support Clerk Barbara Davis; Administrative Aide Teresa Tamura Excused Absent - SUBJECT DISCUSSION ACTION Call To Chair Adams called the meeting to order at 3 :00 Order/Roll Call p.m. with 6 members present. Approval of Open Session Minutes of May 28, 2013 Mr. Low moved to approve the minutes as Minutes circulated. Mr. Maerina seconded the motion. Ms. Aranio pointed out that on page 6, line 9, there was a duplication of the word "a". Minutes were approved as corrected by a vote of 6 :0 Executive Mr. Morita moved to go in to Executive Session Session at 3 :02 p.m. Mr. Maerina seconded the motion. Motion carried 6:0 Attorney Guyot and Mr. Takatsuki exited the O room at 3 :02 p.m. Attorney Trask read the Hawai'i Revised Statutes provision as detailed on the agenda to take the S' Commission into Executive Session for ES-007 j- to take action on the Executive Session Minutes, for ES-23 to consider the hiring of an employee Civil Service Commission Open Session June 25, 2013 Page 2 SUBJECT DISCUSSION ACTION or officer of the County where consideration of matters affecting privacy will be involved and for ES-008 to consider a letter from an appellant regarding the rejection of an application. The meeting moved into Executive Session at 3 :04 p.m. Return to Open The meeting resumed in Open Session at 3 :26 Session p.m. following a brief break. Ratify Commission actions taken in Executive Session for items: ES-007, ES-23, and ES-008 Mr. Maerina moved to ratify actions taken in Executive Session: ES-007 — Approved as circulated ES-23 — On-going ES-008 — Letter to DPS and Applicant regarding Board's recommended actions Ms. Matsumoto seconded the motion. Motion carried 6:0 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) Mr. Takatsuki said the interview for the HR Specialist II position will not happen until July. The first HRIS informational meeting was held today with Sun Guard to go over the status of position changes, history and pending (inaudible); training will continue on Thursday. Mr. Takatsuki said they are continuing to meet to complete the flow charts, but continued discussions bring more issues and concerns so there is a constant adding of responsibilities to Civil Service Commission Open Session June 25, 2013 Page 3 SUBJECT DISCUSSION ACTION resolve the issues or problems that come up. Once the flow chart is completed, DPS will physically meet with and explain to the departments what everyone' s responsibility will be. Chair Adams asked if any of the flows were changing as they learn more about the HRIS to which Mr. Takatsuki said the flow itself, no. The changes that affect the HRIS is deciding what needs to be inputted into the system to meet the goals for the reports to Council on the vacancies, following up on the JPR' s (Job Performance Report) and notifying the departments when they have to do the JPR for their employees. Going back to the flow charts, the subject of JPR's did come up based on whether it is an initial or probationary evaluation. Mr. Takatsuki explained the timeline for completing JPR' s depending on whether it is an initial or probationary evaluation. Mr. Morita asked if there should be any amendments to the recommendations made by the Task Force. Mr. Takatsuki said after the flow charts are completed, DPS will come back to the Commission if there are changes to be recommended. 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 (On-going) Mr. Takatsuki stated he had no concerns or problems with the Performance Evaluation for the Appointees. There were certain issues with the 360 evaluation in which Mr. Takatsuki did not think the peers or department heads would have knowledge of the budget process or performance for that specific department noting how difficult it is to evaluate someone on unknown information. It was noted that there were 3 different forms which the Committee recommended based on boards and commissions appointees, mayor appointees, and an evaluation using input from the peers. In scoring the Civil Service Commission Open Session June 25, 2013 Page 4 SUBJECT DISCUSSION ACTION individual the peers can include a score but that score is not going to be reflected in the final evaluation score based on percentages assigned to the appointing authority. Mr. Low explained that the Task Force wanted to know how well the appointee was perceived in the different categories through peer input to the board or commission but their scoring would be amongst themselves and not part of the scoring for the appointee. Mr. Takatsuki explained that he changed the word "employee" to "appointee" and also removed "department head" under the section of definitions unless it goes to the line of saying the department head reviews the deputy. Attorney Guyot said he thought "department head" should continue to be in the Policy and Procedures because they review their deputies; the Commission was in agreement. Chair Adams said the Policy and Procedures was the recommendation of the investigative committee but whatever form is to be used has to be approved by the Director and questioned whether it needs to go back to the investigative committee or is it approved at this point. Mr. Takatsuki said he would make the recommendation to accept it and it will become part of the process. Chair Adams questioned training and education in conjunction with the process, and for consistency would all the other commissions who appoint directors be using this same procedure? Attorney Guyot said according to the Salary Commission rules, the evaluation process is approved by the Director and is given to the appointing authorities; the appointing authorities conduct the evaluation. Mr. Takatsuki said he understood that regardless of whether there will be an increase or not the evaluation will be conducted annually. Chair Adams said that is why they replaced the word "regularly" with "annually". Civil Service Commission Open Session June 25, 2013 Page 5 SUBJECT DISCUSSION ACTION Ms. Matsumoto questioned if this covered the Legislative branch as well because she thought the Council had already set up an evaluation format. Chair Adams said the tool for evaluations was being made available to them for consistency sake, but did not think the Commission would have any control with the Legislative branch. Mr. Takatsuki agreed. Attorney Guyot said unfortunately it is fairly common in the County system that there is occasionally a conflict between the rules of the Salary Commission and the rules of the independent Legislative bodies such as the Council and Prosecuting Attorney. The tool is being provided to them, but it is confusing because it says they have to use it for the Salary Commission and yet there is only so much control that can be exerted over the semi-autonomous bodies. Attorney Guyot suggested providing this to the Council and Prosecuting Attorney and in the event they have a different format they can be asked to submit it to Mr. Takatsuki for his review. That should satisfy the needs of the Salary Commission, which only says there needs to be a review, but it does not say it has to be a uniform review. Chair Adams asked for a motion to accept as corrected the Administrative Policies & Procedures and the Evaluation Form Mr. Morita so moved. Mr. Low seconded the motion. Motion carried 6:0 Director's CSC 2013-09 a. Weekly Report Ending May 17, 2013 Report b. Weekly Report Ending May 24, 2013 c. Weekly Report Ending May 31 , 2013 d. Weekly Report Ending June 7, 2013 Mr. Low moved to receive the Director' s Report. Mr. Maerina seconded the motion. Motion carried 6:0 Announcements Next Meeting: Tuesday, July 23 , 2013 — 3 :00 p.m., Mo 'ikeha Building, Liquor Conference Room 3 • Civil Service Commission Open Session • June 25, 2013 Page 6 SUBJECT DISCUSSION ACTION Reminder: Please bring the water bottle that was provided to you to the July meeting. Mahalo, Adjournment Mr. Morita moved to adjourn the meeting at 3 : 52 p.m. Mr. Maerina seconded the motion. Motion carried 6:0 Submitted by: Reviewed and Approved by: Barbara Davis, Staff Support Clerk Catherine Adams, Chair ( ) Approved as is. ( .) Approved with amendments. See minutes of meeting. • DEPARTMENT OF PERSONNEL SERVICES COUNTY OF KAUA ' T ADMINISTRATIVE POLICIES & PROCEDURES PERFORMANCE EVALUATION FOR APPOINTEES I . POLICY An objective evaluation of the performance of the County ' s non - elected appointees covered by Section 3 - 2 . 1 of the Kaua ' i County Code shall be conducted annually . Aspects of performance to be evaluated shall include managerial competencies as specified on their job description or by other relevant factors . II . RATIONALE This policy provides a means to determine whether appointees are meeting or exceeding job requirements as defined in the position description , and to highlight appointees ' progress and strengths and areas that need to be strengthened . III . DEFINITIONS "Appointing authority " means the Mayor or designee , County Council , Prosecuting Attorney , board , commission or department head having the power to make adjustments for their respective appointees . " County" means the County of Kaua ' i . " Director " means the Director of Personnel Services for the County of Kaua ' i . • IV . SCOPE This policy applies to all non - elected department heads , deputies and executives covered by Section 3 - 2 . 1 of the Kaua ' i County Code of the County of Kaua ' i . &Sb aai$ '/° Approved 6/25/13 1 • PERFORMANCE EVALUATION FOR APPOINTEES RESPONSIBILITIES A . The Department of Personnel Services ( DPS ) is responsible for the development and implementation o f the Appointees Performance Evaluation Program , including determination of the form ( s ) and procedures used . B . The Director is responsible for the administration o f the Appointees Performance Evaluation Program . DPS is responsible for ensuring compliance with e stablished policy and procedures , maintaining forms and documents relative to this policy , and evaluating the effectiveness of the program and making appropriate adjustments , as necessary . Original forms and documents .will be kept in the affected appointee ' s official personnel file . Copica will be maintained at DPS . C . The Director shall make previous evaluations available to the Appointing Authority as needed . D . The Mayor or his designated representative is responsible for approving the Performance Evaluation for Appointees Administrative Policies and Procedures . E . Appointee ' s responsibilities : 1 . Actively look for ways to measure own performance on the job ; 2 . Propose ideas to appointing authority when requested ; 3 . Keep an open mind when discussing goals with appointing authority ; 4 . Provide realistic and accurate input at the end of the rating period . F . Appointing authority ' s responsibilities : 1 . Set attainable and realistic goals with appointees ; 2 . Challenge appointees to increase effort or performance through challenging goals ; 3 . Clarify expectations for appointee performance ; 2 PERFORMANCE EVALUATION FOR APPOINTEES 4 . Monitor appointee performance and provide feedback to aid in appointee development ; 5 . Timely completion of the appointee evaluation . V . PROCEDURE A . The appointee and the appointing authority shall establish goals / standards for the coming year . 1 . Goals should be specific , measurable , attainable , realistic and time - oriented , and may be individual , for the work unit or organization . 2 . Goals are reassessed and modified at mid- year . B . In order to provide a comprehensive evaluation to the appointee , the appointing authority will obtain input from both the Mayor and appointees ' peers to complete the evaluation . 1 . Peers shall be defined as Department Heads , Deputy Department Heads , Executive Assistants and other upper management . staff . 2 . The appointing authority , with input from the appointee shall determine appropriate peers to provide a good cross section of individuals . 3 . Peer evaluations shall be taken into consideration by the appointing authority when scoring an appointee ' s evaluation . C . The input received in scoring the appointees ' evaluation shall be as follows : Board / Commission appointee 51 % : Board / Commission 49 % : Mayor Mayor appointee 100 % : Mayor 3 PERFORMANCE EVALUATION FOR APPOINTEES County Attorney • 50 % : Mayor 50 % : County Council Deputy Director 100 % : Department Head County Clerk / County Auditor 100 % : County Council - D : Appointing authority and appointee meet to discuss achievement of goals and overall performance based on input from all rating sources , and to set new goals for planned improvement for the coming year . E . Appointing authority and appointee sign and date the form . F . Appointing authority submits the appropriate form ( s ) to the Director who creates reports to Mayor and Salary Commission as required . VI . AUTHORITIES AND REFERENCES Hawaii Revised Statutes § 76 - 12 , § 76 - 13 , § 76 - 17 , § 890 ; Rules of the Director of Personnel Services , § 1 - 3 . • 4 • Perlman: of K . Water has no substitute Conserve it a to r �r N r County of Kauai 1 R JUL I 0 201 •) ' (,.._..__.... . July 8 , 2013 BOARDS & COMMISSION C Ms. Cathy Adams, Civil Service Commission Chairperson Civil Service Commission clo Office of Boards and Commissions 4444 Rice Street, Ste. 150 Lihue, HI 96766 Dear Ms. Adams, Re. Department of Water Official Personnel Files As a County, our various Departments work together to provide the best service possible to our customers, the people of Kaua' i. To streamline and enhance the County wide personnel aspect of this service, the Department of Personnel Services (DPS)/Human Resources Department has initiated a workflow process which will consolidate employee personnel files and records in one central location. Various Departments which maintained separate records on their employees in the past have completed this migration. The tireless efforts of DPS staff pulling these records together is beginning to bear fruit. Now, the Department of Water (DOW) is being requested to relinquish control and administration of our employee records and transfer them to DPS as well. DOW, through its Board, has determined that retaining an in-house Human Resource Specialist (HRS) is beneficial to meeting the needs of the Department and enhancing coordination and collaboration with DPS regarding DOW personnel issues and actions. Our in-house HRS acts as a central point of contact for both DOW management/employees and DPS by supporting and assisting the workflow of personnel actions. As a new paradigm emerges with the relocation of DOW personnel files from DOW to DPS, it becomes prudent to revisit roles and responsibilities for both Departments regarding personnel matters. DOW employee records, for example, have historically been maintained in-house and, with the relocation will shift that responsibility to DPS . Nonetheless, prudent access to these records by the DOW HRS will remain an important aspect of the position. Instances where timely access will be required include, but are not limited to: disciplinary action, performance appraisals, union grievances, post employment personnel actions requiring information contained in the personnel files, employee requests for information, employment verification inquiries, workers' compensation claims and inquiries, license/certification documents, training history, especially safety trainings attended (for OSHA inquiries), unemployment claims including timely responses to claims review and when appealing a decision. Furthermore, the need to promptly access employee files (personnel and medical records) is crucial to meeting the efficiency standards (timely actions and responses) of our work here at the DOW. CSC 2013- 11 4398 Pua Loke St., P.O. Box 1706, Lihue, HI 96766 Phone; 808-245-5400 Engineering and Fiscal Fax: 808-245-5813, Operations Fax: 808-245-5402, Administration Fax: 808-246-8628 July 8, 2013 Ms. Cathy Adams, Civil Service Commission Chairperson Re. Department of Water Official Personnel Files Page 2 Since, from past grievances, it has been determined that separate employee files are not allowed to be maintained, it becomes important for both Departments to establish a documented procedure which will allow retention and maintenance of DOW employee records by DPS while supporting seamless access by our in-house DOW HRS . In a spirit of cooperation, and prior to the bulk transfer of DOW employee records, we offer the attached proposed functional access agreement for review, comment, and implementation. From a win-win perspective, this agreement will likely enhance efficiencies and reduce duplication of efforts for both departments, and will allow our DOW HRS to better support the needs of DPS by acting as a bilateral liaison in staffing actions when appropriate. We sincerely agree with the idea of improved services as we strive for the best way to meet our mutual goals and objectives. This includes service to our DOW staff in alignment with our mission. We feel the attached working agreement is a good start to a process which will ultimately lead to the release of our DOW employee records to the DPS, and an overall improvement in personnel services for the County of Kaua'i. We look forward to working with DPS on this matter, as we strive to meet the needs of the County and the customers we serve. Sin - rely, I tit David R. Craddick Manager and Chief Engineer Enclosure cc: DPS Director Board of Water Supply County of Kaua'i Department of Water and Department of Personnel Services Personnel Files Access Agreement This agreement is made by and between the Department of Water, hereinafter called DOW and the Department of Personnel Services, hereinafter called DPS, to provide timely and adequate service for accessing original DOW personnel files. Both DPS and DOW agree to the following: The personnel records of all Department of Water employees, past and present, be retained and maintained by the DPS . The DOW, via its HR Coordinator, is granted full access 24/7 to DOW employee records, both electronic and printed, as well as pertinent work products related to DOW employees, as required, for research and review in performing DOW HR related duties. The DOW, via its HR Coordinator, is provided access 24/7 within the DPS to an adequate workspace while reviewing DOW personnel records, access to photocopying equipment and computer resources, permission to make paper or electronic copies of documents, forms, and other related information, as needed, for completion of DOW HR related business. Lacking this space DPS will deliver to DOW necessary files within 1 hour during normal working hours and within 3 hours after hours. The DPS and DOW mutually agree to keep each other informed of ongoing personnel actions affecting DOW employees through all steps of the grievance procedures, via the DOW HR Coordinator. These include, but are not limited to : updates to training records, payroll certification actions, position activities, and any and all documents relating to the personnel files. The DOW agrees to keep the DPS informed of ongoing personnel actions affecting DOW employees, via its DOW HR Coordinator. Understood and Agreed: lai David R. Craddick, Manager and Chief Engineer Thomas Takatsuki, Director of Personnel Services • Bernard P. Carvalho, Jr. Gary K. lieu Mayor r o Managing Director 4 �A 1► `0- `• - DEPARTMENT OF PERSONNEL SERVICES County of Kauai, State of Hawaii 4944 Rice Street, Suite 140, Mute, Hawaii 96766 TEL (808) 241-4956 FAX (808) 241 -6593 WEEKLY REPORT Week of 6-14-13 Significant Events for the Department During the Past Week: • Mediation meeting between the Employer and the HGEA BU 13 was held on June 10, 2013 . At this time, unable to settle, we are headed to arbitration. However, the mediator has stated the HEA is willing to negotiate a possible settlement up to and including the beginning of arbitration. • Worked on and submitted worker's compensation fraud case to the Department of Labor for consideration. • Training completed for one Public Works, employee on the Cat 826G Compactor and Cat 950G Pay Loader. • Received REAL Consultants Ergonomic Report for 48 employee assessments that were completed in April. Reports forwarded to Council Services, Finance, Parks and Recreation, Fire and Boards and Commissions with recommendation for workstations and lighting improvements as needed. • Enrollment sessions for in-house Summer Interns. • We continue with our review and classifying of positions and working on re- organization studies. Assisted the Police Department on an issue which we worked on and reviewed a position description so the department could do an eighty nine day hire. • We continue to recruit, review application, test and establish eligible list and • certify names to the departments. • Attended training for P-Card and staff also had training for IT on HRIS. Significant Meeting for the Department During the Past Week: • Meeting between HR Manager and staff regarding timing of new hire training requirements; will continue discussion with other staff for better coordination. • Internal staff meeting on on-going discussion regarding drug and alcohol contractual requirements for new hires. • Meeting (Internal) to discuss operational procedures of DPS/HR (flow charts) so we can schedule meeting with departments to inform them of the respective responsibilities. • Met with KPD Captain and telephone conversation with Personnel Tech to discuss the hiring employees on an 89 day contract; namely, what they needed to do to be in compliance with the law/statutes. AN EQUAL OPPORTUNITY EMPLOYER CSC 2013- 12 • • Risk Management - Vehicular Incident: • Industrial Accident: . • On 6-8- 13 employee while in the performance of administering a test, stubbed her toe on a table leg. No lost time. Personnel - New Employees: • Upcoming Retirements: • Promotions: • Employee Transfers (In/Out): Employee Recognition (Internal/External): •• Heads-up: Significant Upcoming events/meetings: • Supervisor Training with Sara Wang (two sessions) 6-18-13. • UPW Step 2 grievance 6- 19- 13. • • Drug and Alcohol Contractual Requirements meeting (internal) to include the Transportation Agency 6-20- 13 . • Flow chart internal meeting 6-20- 13 . • Liability Claims Committee 6-25- 13. Issues/Concerns: . • Review of the June 12, 2013 Council Meeting Recap: Bill for First Reading includes the proposed draft Bill 2487 for BU 1 but not for HGEA 2, 3 and 4. Of - importance is the HGEA because the other jurisdictions is waiting for Kauai County Council to approve the respective Bills. Update on Status of HoloHolo 2020 Project(s): • • None • • • • • • • • Bernard P. CarvaIhO, Jr. Gary K. Hen Mayor ÷ ;�i Managing Director i,. `'rte DEPARTMENT OF PERSONNEL SERVICES County of Kauai, State of Hawai`i 4444 Rice Street, Suite 140, Lffiu'e, Hawaii 96766 TEL (808) 2414956 FAX (808) 241-6593 WEEKLY REPORT Week of 6-21 - 13 Significant Events for the Department During the Past Week: • Received draft of BU 12 arbitration decision. Waiting for the costing from State- to determine the County's cost for the four years. Confidentially it seems the cost of the decision is higher than anticipated. Mayor I did submit a fallow-up on the • arbitration decision and when the costing is received will forward to you. Further, the City's Mayor was planning to call the Mayor's to find out what your position is and what may need to be done regarding ability to pay. • EUTF payment issue was discussed by the other jurisdiction as to whether Kauai was planning to pay based on what was negotiated or not. Did not get a chance to talk with Finance Director on his position. • EUTF issue regarding BU 13 was discussed. Position was to continue status quo until there is an agreement. • Training completed for one Park and Recreation employee on the ZD Kubota • #331 and # 1445 Series II John Deere #006 Riding Mower and five Public Works' employees Case 590 Series Backhoe #479. • Completed the second of two training session' on June 18t of 2013 for How to • limit Liability for Employment Issues. There were 35 Department/Division Heads and deputies and 50 working/line supervisors who attended the sessions. • • We continue with our review and classifying of positions and working on re- organization studies. • We continue to recruit, review application, test and establish eligible list and certify names to the departments. • Recruiting for Fire Fighter Trainee; closing date is 6-25-13. We have received • 236 applications in the first five days. • • • Step 2 UPW grievance hearing regarding the termination of a Unit 1 employee. • Worked with Council personal to make a change to "A bill for an Ordinance Approving A Collective Bargaining Agreement for Units 2, 3, and 4 and for Unit 1 (change to Section 3 i.e. BRS Section 89-11 (g) to HRS Section 89-10(b)) Significant Meeting for the Department During the Past Week: • Meeting between HR Manager and staff regarding timing of new hire training requirements; will continue discussion with other staff for better coordination. AN EQUAL OPPORTUNITY EMPLOYER . • • Meeting with Transportation representative to discus federal transit drug and alcohol testing requirements to complete chart of requirements for all employees. • Continued meeting (Internal) td 'discuss operational procedures of DPS/HR (flow charts) so we can schedule meeting with departments to inform them of the respective responsibilities. More discussion more issues to resolve. • Met with Finance Department and HGEA regarding possible harassment • complaints. • • • HRIS meeting to discuss ongoing issues on vacancy reports, job performance report; up-dating information and training for staff. • • Risk Management • • Vehicular Incident: • Industrial Accident: • Personnel New Employees: Upcoming Retirements: • Promotions: Employee Transfers (In/Out): • Employee Recognition (Internal/External): . ' Heads-up: Significant Upcoming events/meetings: • Payroll meeting (internal) 6-25-13. • Liability Claims Committee 6-25- 13 . • • Affordable Care Act-Employee Group Meeting (telephone) 6-26-13. • SHOPO Step 3 grievance 6-27- 13 . • Drug and Alcohol Contractual Requirements meeting (internal) 6-27- 13. • Flow chart internal meeting 6-27- 13 . - • , Issues/Concerns: • Need to meet to discuss the Draft Arbitration Decision to decide the County's position and its financial impact. . • • • . • The issues regarding EUTF; what is the County planning to do regarding payment for BU 2, 3 and 4 knowing that Kauai will not approve the Ordinance until Judy 17, 2013 . - a Update on Status of HoloHolo 2020 Project(s): • None ' .. • - • •• 1 . - , I • • • • ' • . • - . • • I • 1 • • . y • • i. • e I . • • • • • I 1 • - i{ S1 • • t • ■ • . Bernard P. Carvalho, Jr. °� 4 � Gary K. Heu Mayor r o :ir ' Managing Director L ti ;1 v DEPARTMENT OF PERSONNEL SERVICES County of Kauai, State of Hawaii 4444 Rice Street, Suite 140, Lihu`e, Hawai`i 96766 TEL (808) 241-4956 FAX (808) 241-6593 WEEKLY REPORT Week of 6-28- 13 Significant Events for the Department During the Past Week: • • BU 12 draft arbitration decision was discussed among the Mayors. The draft decision from the arbitrator is a major concern of the parties. Further, the Mayors after their telephone conversation decided to meet in person to discuss options. • The City' s director requested a thirty day extension to reply to the draft award and it was granted by the arbitrator. • Priority placement search will be conducted for injured employee that is unable to return to his usual and customary duties. • Step 3 SHOPO grievance hearing held. Grievance was filed because the grievant was not transferred to the vice section. • We continue with our review and classifying of positions and working on re- organization studies. • We continue to recruit, review application, test and establish eligible list and certify names to the departments. We recruited for the Fire Fighter Trainee and to date received 425 applications of which 220 accepted and 205 pending receipt of documents or additional information. • Completed response to Step 2 UPW grievance on the movement of two position to the Transportation Agency. • Staff attended Payroll/Personnel Task Force DPS Training PR/PRS system overview: with IT. Topic: status position changes, status history and pending values. • • Significant Meeting for the Department During the Past Week: • Tele-Conference meeting with State on Affordable Care Act. Consultant Tom Morrison offered to meet with the employer group to review the ACA sample notice, notice requirements and compliance issues. • Continued meeting (Internal) to discuss operational procedures of DPS/HR (flow charts) so we can schedule meeting with departments to inform them of the respective responsibilities. Current topic New Hire flowchart. • Met with Finance Department to discuss the Draft Arbitration decision; namely the cost and issues voice by the other jurisdictions. AN EQUAL OPPORTUNITY EMPLOYER • Civil Service Commission meeting. • Meeting with Mayor to discuss draft arbitration decision for BU 12. • Employee Recognition Award Banquet was attended by more than 250 employees and friends and relatives. We need to have the departments to encourage the service awardees to attend the banquet to be recognized. The turnout this year was very low. . Risk Management Vehicular Incident: Industrial Accident: Personnel New Employees : • Upcoming Retirements : Promotions: • Employee Transfers (In/Out): • Employee Recognition (Internal/External): Heads-up : Significant Upcoming events/meetings: . ' • Jury selection (TOM) 7- 1 - 13 • Payroll meeting (internal) 7-3- 13 . • Administrative Review (recruitment) 7-5- 13 . • Employment interview for HR Specialist II 7-5- 13 . • Drug and Alcohol Contractual Requirements meeting (internal) 7-9- 13 . • Flow chart internal meeting 7- 11 - 13 . • Quarterly Workers' Compensation Claims Review 7- 16- 13 . • • • • • Issues/Concerns: • • Employee requested Job Performance Report however it was no in the employees Personnel Jacket. Sent request to the Department to provide the JPR report. At this time we do not know what the response will be; hopefully they will comply • and provide the reports. • Still need to follow-up on the issue of EUTF; what is the County planning to do regarding payment for BU 2, 3 and 4 knowing that Kauai will not approve the Ordinance until July 17, 2013 . Further, the issue of BU 13 and the EUTF. Update on Status of HoloHolo 2020 Project(s) : • None • • • • • • • • • Bernard P. Carvalho, Jr. / � o Gary K. Heu Mayor r' O ,,, 1r1 Managing Director L � N OF DEPARTMENT OF PERSONNEL SERVICES County of Kauai, State of Hawaii 4444 Rice Street, Suite 140, Lihu`e, Hawaii 96766 TEL (808) 241-4956 FAX (808) 241-6593 WEEKLY REPORT Week of 7-5-13 Significant Events for the Department During the Past Week: • BU 12 arbitration decision received via email on July 5, 2013 . Forwarded copy to Deputy County Attorney who intern informed the County Attorney and Managing Director. Status: Discussion with Mayor on next step. Mean time will work on an Ordinance for a Bill for BU 12. • An ongoing issue which we taught was resolved came up and we informed the department that the legal decision was made and they needed to pay the excess vacation. • Administrative Review for Procurement Clerk I; applicant provided additional information as to why she meets the minimum requirement. • After hearing with the additional information, the applicant met the minimum requirement. • We continue with our review and classifying of positions and working on re- organization studies. Completed first draft of the Water Department re- organization review of the fiscal/collection section. • We continue to recruit, review application, test and establish eligible list and certify names to the departments. We recruited for Police Services Officer and the recruitment end next week. • There was an issue in locating PR for an employee with the Police Department. We could not find the report. • The Water Department continues to with hold from sending the Personnel Folder of its employees to the Department of Personnel Services to include the Medical forms. Will be following up with a letter to the Water Board since the Manager has stated he will return the Folders to DPS. • Staff attended Payroll/Personnel Task Force DPS Training PR/PRS system overview: with IT. It was determined that the session was not training but more of a discussion. Requested that training be conducted on how to input changes and how to up-date the information. Training according to the Deputy Finance Director will go back to basic. • Looking at procedures/step on how to better streamline the request of additional information and the Administrative Review process. • Completed training for one PW employee on the Semi automated Refuse Truck following an incident at the transfer station. • AN EQUAL OPPORTUNITY EMPLOYER Significant Meeting for the Department During the Past Week: • Continued meeting (Internal) to discuss operational procedures of DPS/HR (flow charts) so we can schedule meeting with departments to inform them of the respective responsibilities. Current topic New Hire flowchart. • Met with Deputy County Attorney to discuss the Arbitration decision for BU 12. The next step and what direction the Administration is going. • Staff met to discuss the additional information request and the Administrative Review process. • Civil Service Commission meeting. The finalizing of the committee' s JPF evaluation form and procedures. • Met with P&R Department to discuss application of UPW' S Section 38. 11c.2 with regards to an employee unable to report to work due to incarceration. • Met with P&R to discuss return to light/modified duty for two employees that have been out for over two years. Risk Management Vehicular Incident: Industrial Accident: • Personnel New Employees: Upcoming Retirements: Promotions: • Employee Transfers (In/Out): Employee Recognition (Internal/External) : Heads-up : Significant Upcoming events/meetings: • KCT - 7-8- 13 . • Neighbor Island Director's Meeting — Maui - 7/9- 10/13 • Special Council Meeting — Bill Nos. 2478 and 2488. Public Hearing and Committee of the Whole 7- 10- 13 . • Payroll meeting (internal) to discuss Act 64 - 7-10- 13 . • Drug and Alcohol Contractual Requirements meeting (internal) 7-9- 13 . • Flow chart internal meeting 7- 11 - 13 . • Quarterly Workers' Compensation Claims Review 7- 16- 13 . • • • Issues/Concerns: • Follow-up to Job Performance Report — The department responded that, they did not have the JPR and that DPS contact the Boards and Commissions. We did and the Boards and Commissions did not have the JPR also. Did respond to the . individual requesting the JPR. . • Still need to follow-up on the issue of EUTF; what is the County planning to do regarding payment for BU 2, 3 and 4 knowing that Kauai will not approve the Ordinance until July 17, 2013 . Further, the issue of BU 13 and the EUTF. • Need to determine if the Administration is planning to address pay increase for BU 13 excluded and EMCP employees. Awaiting information from the City and County of Honolulu regarding their intentions. Update on Status of HoloHolo 2020 Project(s): • None • • a