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HomeMy WebLinkAbout2013_0827_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, August 27, 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 r _ ; ROLL CALL APPROVAL OF MINUTES Open Session Minutes of July 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 - 13 Update on Act 208 as relates to the County of Kaua'i Park Security C_, DIRECTOR'S REPORT CSC 2013 - 14 a. Weekly Report Ending July 12, 2013 b. Weekly Report Ending July 19, 2013 c. Weekly Report Ending August 2, 2013 d. Weekly Report Ending August 9, 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, duties, privileges, immunities, and/or liabilities as they may relate to this item, deliberate and take such action as appropriate. An Equal Opportunity Employer ES-011 Executive Session Minutes of July 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-011 and ES-23 r ANNOUNCEMENTS ` Next Meeting: Tuesday, September 24, 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 Mauna Kea Trask, Deputy County Attorney Civil Service Commission — August 27, 2013 Page 12 PUBLIC COMMENTS and TESTIMONY Persons wishing to offer comments are encouraged to submit written testimony at least 24-hours prior to the meeting indicating: 1 . Your name and if applicable, your position/title and organization you are representing; 2. The agenda item that you are providing comments on; and 3 . Whether you will be testifying in person or submitting written comments only. 4. If you are unable to submit your testimony at least 24 hours prior to the meeting, please provide 10 copies of your written testimony at the meeting clearly indicating the name of the testifier; and While every effort will be made to copy, organize and collate all testimony received, materials received on the day of the meeting or improperly identified may be distributed to the members after the meeting is concluded. The length of time allocated to persons wishing to present verbal testimony may be limited at the discretion of the chairperson or presiding member. Send written testimony to : Civil Service Commission Attn: Barbara Davis Office of Boards & Commissions 4444 Rice Street, Suite 150 Lihu` e, HI 96766 Email: bdavis@kauai.gov Fax: 241 -5127 Phone: 241 -4919 SPECIAL ASSISTANCE If you need an alternate format or an auxiliary aid to participate, please contact the Boards & Commissions Support Clerk at 241 -4919 at least five (5) working days prior to the meeting. Civil Service Commission — August 27, 2013 Page 13 COUNTY OF KAUAI JIB' . ' I 'Sit+ t LI. 0441 Minutes of Meeting OPEN SESSION Board/Committee: I CIVIL SERVICE COMMISSION Meeting Date I July 23, 2013 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room 3 Start of Meeting: 3 :00 p.m. I End of Meeting: 4:29 p.m. Present Chair Cathy Adams; Vice-Chair John Low. Members: Lath Aranio; Gilbert Maerina (3 : 12 p.m.); Karen Matsumoto; Roy Morita Also: Deputy County Attorney Marc Guyot; Personnel Services Manager Thomas Takatsuki; HR Specialist Janine Rapozo; Boards & Commissions Office Staff: Support Clerk Barbara Davis; Administrator Paula Morikami; 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 5 members present Approval of Open Session Minutes of June 24, 2013 Ms. Aranio moved to approve the minutes as Minutes circulated. Mr. Low seconded the motion. Motion carried 5 :0 Executive Attorney Guyot read the Hawai'i Revised Session Statutes provision as detailed on the agenda to take the Commission into Executive Session for ES-009 to take action on the Executive Session Minutes, for ES-23 to consider the hiring of an employee or officer of the County where consideration of matters affecting privacy will be involved, and for ES-010 to confer with their attorney on Civil No. 12- 1 -0086 and related matters. Attorney Guyot exited the meeting at 3 :04 p.m. Mr. Morita moved to go into Executive Session at 3 :04 p.m. Ms. Aranio seconded the motion. • ri, Civil Service Commission Open Session July 23 , 2013 Page 2 SUBJECT DISCUSSION ACTION Motion carried 5 :0 Return to Open - The meeting resumed in Open Session at 3 : 33 Session p.m. with Attorney Guyot present. 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 distributed an update on the Task Force recommendations and the goals and objectives noting that a lot of the issues and concerns were still on-going. DPS is still working on completing the flow charts, and what may seem like a minor issue turns out to be a mile long with more and more things coming into play, which have to be resolved. Sun Guard is a separate issue being worked on with IT but it looks like DPS will be able to work with NEO GOV to assist with the beginning and ending dates for the vacancy reports. Staff could not meet this week on the HRIS because there were over 300 applicants to be tested for the Fire Department. Ms. Rapozo said they met with Chair Furfaro to make sure the vacancy report provides the information the Council wants. It was determined that Chair Furfaro is looking more for financial numbers, not necessarily just all the vacancies, but what is the true savings to the County, so that report is being revamped. Asked about tracking recruitment, Mr. Takatsuki said from the time the recruitment is started until the list is submitted to the employer is the timeline DPS is looking at. Sometimes it is difficult to dete mine when a vacancy occurred, and Mr. Takatsuki was not sure how that information could help with the vacancy report. The goals and objectives set for recruitment is from the time the recruitment starts to the time DPS gives the name to the department, which is so many days. Ms. Rapozo said every department puts a Civil Service Commission Open Session July 23 , 2013 Page 3 SUBJECT DISCUSSION ACTION date into the NEO GOV system when they are recruiting, but that information is not always particularly useful on how many days each recruitment actually takes because what was inputted could have been for re-recruitment or for a new list, whatever the reason. Ms. Matsumoto asked if Ms. Fujikawa has relocated downstairs because she does not see how it could be effective for the recruitment staff to be downstairs and Ms. Fujikawa upstairs. Mr. Takatsuki stated that Ms. Fujikawa has released certain things to the division heads such as the grievances. Ms. Matsumoto asked if it was not the goal to have labor relation issues go to DPS instead of staying in the department. Mr. Takatsuki said some of the grievance steps remain at the department level with level II and level III staying in DPS. It seems because Ms. Fujikawa is not doing a lot of things now for Public Works there have been more grievances filed by the union in regard to relevant information. Mr. Maerina asked if there was a report that came out of the HRIS study or did they just settle for the Sun Guard system. Mr. Takatsuki said he thought they found out the most cost effective way was to go with Sun Guard. Ms. Matsumoto wanted to know if the money budgeted was just for the HRIS or did it include the time and attendance system. Mr. Takatsuki said he understands it will include the time and attendance system. Ms. Matsumoto was under the impression that the time and attendance system would have to go out for bid, but Mr. Takatsuki said the committee has not made a decision. Ms. Rapozo explained that because of the limited funding available they are • looking at the current system to see what can be pulled from that system to help not only with the information needed for reports, but for the time and attendance. There may not be enough money but that is the goal right now to use the system available and attach on to it. I I , m• Civil Service Commission Open Session July 23 , 2013 Page 4 SUBJECT DISCUSSION ACTION Mr. Morita said it was nice to see the goals and objectives and the recommendations made by the Task Force are all being worked on, and acknowledged DP S for doing a great job. Asked if DPS was handling Worker' s Comp or if it was still with Finance, Ms. Rapozo said it is her division. The HR Specialist left in April, but there is a highly qualified candidate coming in October to fill that position. CSC 2013- 10 Review and Discussion of the Administrative Policies & Procedures for Performance Evaluation for Appointees Ms. Rapozo noted there were two recommended corrections for the procedures. Mr. Takatsuki pointed out that V. Procedure deals with clarification of peer evaluations scores, which are not reflected in the overall • score, but can be taken into consideration by the appointing authority. Ms. Rapozo said the Committee who worked on the recommendations went back and forth on whether or not to include the peers, and when it was decided not to include the peers as part of the scoring, it was just left hanging; the peers could evaluate but then what do you do with that information. Also the statement "copies will be maintained at DPS" was removed from the responsibilities section because it was redundant since all personnel files are now with DPS . Ms. Aranio moved to approve the revised Administrative Policies & Procedures for Performance Evaluation for Appointees. Mr. Morita seconded the motion. Motion carried 6:0 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 Mr. Maerina moved to receive the correspondence. Ms. Aranio seconded the motion. Motion carried 6 :0 Civil Service Commission Open Session July 23 , 2013 Page 5 SUBJECT, DISCUSSION ACTION Mr. Takatsuki said Mr. Craddick has been making demands of what he wants DPS to do rather than the Department of Water giving DPS the personnel files. Mr. Takatsuki said DPS had received the Personnel Files Access Agreement earlier but DPS would not be signing off on it. Mr. Takatsuki said he would be corresponding with Mr. Craddick, not so much on this issue, but on other issues that have been popping up more often than usual. Attorney Guyot suggested the Commission go into an unanticipated Executive Session for an explanation of some of the items that should be discussed in an Executive Session and to consider the Commission' s duties, privileges, immunities, and/or liabilities as they may relate to this item. Mr. Maerina moved to go into Executive Session at 3 : 54 p.m. Ms. Aranio seconded the motion. Motion carried 6:0 Return to Open The meeting resumed in Open Session at 4: 18 Session p.m. Mr. Maerina moved to ratify the actions of the Commission to send a letter to the Board of Water Supply regarding the letter referenced in CSC 2013- 11 . Ms. Aranio seconded the motion. Motion carried 6:0 Director's CSC 2013- 12 a. Weekly Report Ending June 14, 2013 Report b. Weekly Report Ending June 21 , 2013 c. Weekly Report Ending June 28, 2013 d. Weekly Report Ending July 5, 2013 Mr. Morita questioned the status of the Job Performance Report (JPR) that was noted as not being in the employee' s personnel jacket. Mr. Takatsuki stated they have not been able to find the JPR, which may have been kept separate and apart from the personnel jacket. In checking with the Boards and Civil Service Commission Open Session July 23 , 2013 Page 6 SUBJECT DISCUSSION ACTION Commissions' Office they do not have any JPR files. The employee was notified that the JPR could not be located, but DPS will continue to look for it and notify them accordingly; it may be in a separate file with the payroll changes that are initiated when there are pay raises. With the handover of the personnel files to DPS, Mr. Morita asked who takes the responsibility in the future if something is not in the file. Ms. Matsumoto explained that there is a procedure in place requiring the Departments to sign off when they hand over a file. Mr. Takatsuki said they sign that they are submitting a complete folder, but DPS does not know exactly what is inside the folder when it is accepted. Ms. Matsumoto said July 1 , Act 208 became effective in which security officers have to be certified, and asked if DPS has worked with the Departments on getting those positions certified where needed. Mr. Takatsuki said it is under discussion and review. It was requested by Ms. Matsumoto that Act 208 be placed on the August agenda for discussion. Ms. Aranio moved to receive the Director' s Reports. Mr. Maerina seconded the motion. Motion carried 6:0 Ratify Commission actions taken in Executive Session for items: ES-009, ES-23 , and ES-010 Mr. Morita moved to ratify the actions taken in Executive Session: ES-009 — approved as circulated ES-23 — On-going ES-010 — Commission approved to not waive the attorney-client privilege to release Executive Session Minutes. Ms. Aranio seconded the motion. Motion carried 6:0 Announcements Next Meeting: Tuesday, August 27, 2013 at 3 :00 p.m. 0 Civil Service Commission Open Session July 23 , 2013 Page 7 . SUBJECT DISCUSSION ACTION Adjournment Mr. Maerina moved to adjourn the meeting at 4:29 p.m. Ms. Aranio 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. • Bernard P. Carvalho, Jr. h_ ;4\ Gary K. Hen Mayor I • am Managing Director Q � • y hgam ` leY - 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 7- 12- 13 . Significant Events for the Department During the Past Week: • BU 12 arbitration decision received via email on July 5, 2013 . Worked on and ( completed the Ordinance for a Bill for BU 12 and sent to the County Attorney's Office for review before forwarding to the Mayor for signature and sending to County Coyncil. • Successfully brokered deal with injured employee for full wash settlement and voluntary resignation that was approved by the department of Labor.. • 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. Staff to follow-up on open questions regarding certain positions before finalizing the report. • We continue to recruit, review application, test and establish eligible list and certify names to the departments. The Police Services Officer recruitment closed and we received 153 applications. • Received letter from Water Department Manager expressing that we enter into a Personnel Files Access Agreement. The Manager fails to understand that the Personnel Files was always the responsible of the Personnel Director and after the law changed the Director re-located the Department, however, the Committee for HR decided that the filed should be stored at the HR department. Did not correspond with the Water Department yet will be following up with a letter to the Water Board regarding the Manager and what stated. • Staff attended Payroll/Personnel Task Force DPS Training PR/PRS system overview: with IT. Training was on hand on how to input changes and how to up- date the information. • Worked on Countywide Job Search for injured employee that is unable to return to usual and customary duties. • Completed Forklift #331 and #303 Class 5 & 7 training for five (5) new Public Works' employees. • Received three (3) discrimination complaints. • Worked on and completed draft of Executive Order (EO) for excluded employees for HGEA BU 2, 3 and 4. Also working on EO for exempt employees for HGEA BU 2, 3, and 4. Further need to do EO for exempt UPW BU 1 employees. 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 discrimination complaints that were just filed. Further, touched upon the status of the same employees' earlier case of EEO/discrimination complaints. • Staff met with representative from Public Works, Police and Fire to discuss Act 64 (workers' compensation benefits for employees exposure to hazardous conditions) to develop policy in payments and applicability. • Staff met to review and up-date drug and alcohol listing to DLS for accurate random pools. • Attended Special Council Meeting regarding Bills 2487 and 2488 regarding appropriation of funding for BU 1 , 2, 3 and 4. • Teleconference meeting with the State and other jurisdiction to discuss a grievance filed by the UPW regarding Stand-by Pay. • Met with Council Chair to discuss the requirements for the vacancy report that we submit quarterly. Risk Management Vehicular Incident: Industrial Accident: Personnel C--; New Employees: • Upcoming Retirements: Promotions: Employee Transfers (In/Out): Employee Recognition (Internal/External): Heads-up : Significant Upcoming events/meetings : • KCT - 7- 15- 13 . • Tentative meeting with Council Chair to discuss the BU 12 arbitrated award and its impact financially 7- 15- 13 . • Meeting with Civil Service Commission chairperson 7- 15- 13 . • Administrative Review — Recruitment 7- 16- 13 . • Quarterly Workers' Compensation Claims Review 7- 16- 13 . • Council Meeting — Bill Nos. 2478 and 2488 7- 17- 13 . • Payroll meeting (internal) 7- 17- 13 . • Drug and Alcohol Contractual Requirements meeting (internal) 7- 18- 13 . • Flow chart internal meeting 7- 17- 13 . • Step 2 UPW Grievance 7-20- 13 . 3 Issues/Concerns: • The issue of the BU 12 arbitrated award and the cost implication. Worked on and completed the Ordiancne. • 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. • Received class grievance from the UPW regarding Stand-by Pay. Jurisdictionally we are reviewing the complaint and will respond to the Union on 7- 15- 13 . The plan is to be uniform and consistent among the jurisdictions. Update on Status of HoloHolo 2020 Project(s): • None l- _ Bernard P. Carvalho, Jr. o o \ Gary K. Heu Mayor t v ,g Managing Director E. . p. i ', y \Sa i s- '`'S;QQt_e::70 . . / Nt 0 .,/ 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- 19- 13 Significant Events for the Department During the Past Week: • BU 12 arbitration decision received via email on July 5, 2013 . Completed the COrdinance for a Bill for BU 12 and it was sent to the County Council. • Reviewed over 35 open worker' s compensation claims with Brandvold and Gallagher Risk Management Services with Parks and Recreation, Public Works, Fire, Transportation, Prosecuting Attorney, Police, Water and Finance. • We continue with our review and classifying of positions and working on re- organization studies. Working on second 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. Testing is scheduled for the fire written test on July 22 and 23, 2013 . • Working on responding to the Water Managers demands but will discuss with the Civil Service Commission first that correspond to the Water Board regarding the Manager and what he demands. • Administrative Review regarding eligibility rejection of an applicant. • Worked on Countywide Job Search for injured employee that is unable to return �_. to usual and customary duties. • Completed training for three (3) new Parks employees on the ZD Kubota #331 and # 1445 Series II John Deere #006 Riding Mower and for two (2) new Public Works employees on the Peter Built Roll-Off Truck. • Heard two. (2) Step 2 UPW grievance filed against the Department of Public Works. • Worked on and completed draft of Executive Order (EO) for exempt employees for HGEA BU 2, 3 and 4. Will work on EO for exempt UPW BU 1 employees next. • Discussion with County Council regarding BU 12 in Executive Session. • Worked on and completed the re-organization request submitted by the Fire Department for it Ocean Safety Bureau. Need to review the first draft and make • further recommendation before going final. • 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.. • Met with Finance and Deputy Finance Director and IT Specialist to discuss the HRIS. Also discussed Time and Attendance issues. • Working with Finance-Payroll to develop policy on processing payroll for those on work injury subject to Act 64 (workers' compensation benefits for employees exposure to hazardous conditions). • Continue to meet to review and up-date drug and alcohol listing to DLS for accurate random pools. • Attended Council Executive Session. • Met with Finance Director to discuss the financial impact of the BU 12 arbitration decision and issues that may be asked at the executive session. Risk Management Vehicular Incident: Industrial Accident: Personnel New Employees: Upcoming Retirements: C - Promotions: Employee Transfers (In/Out): Employee Recognition (Internal/External): Heads-up: Significant Upcoming events/meetings: • KCT - 7-22- 13 . • Meeting with Civil Defense/Attorney' s Office on payroll concerns 7-22- 13 . • Civil Service Commission Meeting 7-23- 13 . • Payroll meeting (internal) 7-24- 13 . • Flow chart internal meeting 7-24- 13 . • Drug and Alcohol Contractual Requirements meeting (internal) 7-25- 13 . • IT to continue staff training as part of the HRIS and updating information in the system. • Issues/Concerns: • The issue of the BU 12 arbitrated award and the cost implication. Worked on and completed the Ordiancne. • 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. • Received class grievance from the UPW regarding Stand-by Pay. Jurisdictionally we are reviewing the complaint and will respond to the Union on 7- 15- 13 . The plan is to be uniform and consistent among the jurisdictions. Update on Status of HoloHolo 2020 Project(s): • None 449404441‘ ,N OF •- \ Bernard P. Carvalho, Jr. o , Gary K. Heu Mayor I4''e ,g ; Managing Director 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 7-26- 13 Significant Events for the Department During the Past Week: • BU 12 arbitration decision received via email on July 5, 2013 . Completed the Ordinance for a Bill for BU 12 and it was sent to the County Council. • Reviewed over 35 open worker' s compensation claims with Brandvold and Gallagher Risk Management Services with Parks and Recreation, Public Works, Fire, Transportation, Prosecuting Attorney, Police, Water and Finance. • We continue with our review and classifying of positions and working on re- organization studies. Continue to work on Water Department re-organization; more research and questions occurs. Reviewed the re-organization report for the Fire Department, Water Safety Section and it requires more work and research. • We continue to recruit, review application, test and establish eligible list and certify names to the departments. Testing for the fire written test was held on July 22 and 23, 2013 . Of the 280 meeting the MQ and invited to take the test 190 appeared 75 passed the test. Performance test scheduled for 7/29-30/2013 ; 35 scheduled to take the test. • Working with various departments to return four (4) injured employees to light duty. C • Completed training for two (2) new Public Workers employees on the Waste Management Water Truck. • Worked on and completed draft of Executive Order (EO) for excluded employees for HGEA BU 2, 3 and 4. • Prepared response to Council regarding BU 12 negotiation and arbitration award discussed in Executive Session. • Researched Act 208 as it relates to our Security Officer with the Department of Parks and Recreation. After research and through meetings with the department and the Deputy County Attorney, a determination was made that we need to comply with the Act. Research has been conducted to determine what requirements need to be completed for the application process to be registered. We are working with the department to assist with the process of getting our employees in compliance with the new law. The department is currently setting up the fmgerprinting and required 8-hour classroom training. • Staff attended HRIS training with IT. • Reviewed grievances received from UPW, HGEA and SHOPO. Need to scheduled and hear backlog of grievance from April to June 2013 . 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. Will be setting up meeting with departments/agencies to discuss the flow of work and responsibilities. • Met with department to discuss Act 208 (new requirements for Security Guards) and later met with the Deputy County Attorney to further discuss the legal ramification of the Act. • Working with Finance-Payroll to develop/revise payroll codes workers' compensation payments. • Staff met to review and up-date drug and alcohol program for all departments. • Attended Civil Service Commission meeting. • Staff attended Employee Council meeting. C • Risk Management Vehicular Incident: Industrial Accident: Personnel • New Employees: Jill Niitani, HR Specialist II. Start date is 10- 1 - 13 . Upcoming Retirements: Promotions: Employee Transfers (In/Out): Employee Recognition (Internal/External) : Heads-up: Significant Upcoming events/meetings: • KCT - 7-29- 13 . • Meeting in Honolulu to discuss arbitration issues relative to BU 11 (Fire) arbitration; also UPW Class Grievance; and also the HGEA BU 13 arbitration 7/30-31 /2013 . • Fire Recruit physical agility test for 35 applicants 7/29-30/2013 . • Payroll meeting (internal) 7-31 - 13 . • Flow chart internal meeting 7-31 - 13 . • Drug and Alcohol Contractual Requirements meeting (internal) 8-8- 13 . • • Issues/Concerns: • Act 208 regarding the new requirements for security guards and having our Park Security personnel registered. • Is the Administration planning to address the pay increase issue for Unit13 excluded employees and for those in the EMCP. City plans to compensate their employees. • The UPW request for relevant (second request) for the first grievance they filed. Received a new grievance from the UPW for the same issue filed earlier on Stand-by Pay. Jurisdictionally, we may discuss this issue during our meeting on July 30-31 , 2013 . • HGEA BU 13 arbitration is planned and scheduled for October 1 -4, 2013 place to be determined. Need to work with our lead attorney to prepare for the arbitration. Update on Status of HoloHolo 2020 Project(s): • None 0 Bernard P. Carvalho, Jr. 4 o'S'� o�, , Gary K. Heu Mayor V :kg ,, Managing Director 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 8-2- 13 Significant Events for the Department During the Past Week: • Completed the Ordinance for a Bill for BU 12 and it was sent to the County Council . It was received on July 31 , 2013 and resolution for first reading was held; SHOPO representatives were present and provided testimony. • Issue regarding third party representation in Union grievances was discussed with Deputy County attorney and later with SHOPO President regarding their position. Need to follow-up with SHOPO because there is two (2) pending SHOPO grievances. • We continue with our review and classifying of positions and working on re- organization studies. Continue to work on Water Department re-organization; more research and questions occurs but completed second draft of the re- organization. Continue to review the re-organization report for the Fire Department, Water Safety Section and it requires more work and research. • We continue to recruit, review application, test and establish eligible list and certify names to the departments. Performance test was held on 7/29-30/2013 ; 36 applicant to the performance test and 31 passed. Lifeguard performance testing is being scheduled for 8-5- 13 • Prepared Request for Settlement Authority for approval by County Council and Board of Water Supply for two (2) injured employees • Provided information to County Attorney' s Office on departmental follow-ups on liability claims. • Completed training for seven (7) Public Workers employees on the Forklift #331 and #303 Class 5&7. • Staff will be assisting Planning Commission subcommittee on developing plicies and procedures for hiring and selecting a Planning Director. • Completed Executive Order (EO) for excluded employees for HGEA BU 2, 3 and 4. Further worked on and completed EO Excluded and exempt from civil services for BU 2, 3, and 4. Will forward to County Attorney for review and then to Mayor for signature. • Follow-up on Act 208 as it relates to our Security Officer with the Department of Parks and Recreation. We worked with the department to assist with the process of getting our employees in compliance with the new law. The department was to set up the fingerprinting and required 8-hour classroom training. They were AN EQUAL OPPORTUNITY EMPLOYER Y unable to meet the August 1 , 2013 deadline. Misunderstanding regarding the issue and we need to revisit and check that everyone is in tune. • Completed one ( 1 ) SHOPO and one ( 1 ) UPW grievances and scheduled one (1 ) HGEA for 8-7- 13 . Significant Meeting for the Department During the Past Week: • Continued meeting (Internal) to discuss operational procedures of DPS/HR (flow • charts) we will be scheduling meetings with departments to inform them of the respective responsibilities regarding recruitment and exams the latter part of August and early September. • Follow-up meeting with department to discuss Act 208 (new requirements for Security Guards) and there was an issue. Need to meet with the Deputy County Attorney and the Director of Parks and Recreation ensure we are proceeding on the right track. • Continue to work with Finance-Payroll to develop/revise payroll codes workers' i compensation payments. • • Staff met to review and up-date drug and alcohol program for all departments. • Met with Police Department about reasonable accommodations request for one of their employee. • Met with County Attorney's Office to discuss liability claims. • Tele-conference with other jurisdictions to discuss the UPW Stand-By Class Grievance that was filed. City to check with UPW and request extension and meeting between the Union, mediator and the Employer group. • Risk Management Vehicular Incident: l Industrial Accident: Personnel New Employees : Upcoming Retirements: Promotions: Employee Transfers (In/Out): Employee Recognition (Internal/External): Heads-up: Significant Upcoming events/meetings: • KCT - 8-5- 13 . • Return to Work meeting with Fire Department 8-5- 13 . • Lifeguard physical agility testing 8-5- 13 . • Step 3 HGEA Grievance 8-7- 13 . • Re-schedule Directors meeting in Honolulu to discuss arbitration issues relative to BU 11 (Fire) arbitration; also UPW Class Grievance; and also the HGEA BU 13 arbitration 8- 12 and 13 2013 . Issues/Concerns: • Act 208 regarding the new requirements for security guards and having our Park Security personnel registered. Need to follow-up on new issues. • Is the Administration planning to address the pay increase issue for Unit13 excluded employees and for those in the EMCP. City plans to compensate their employees. • The UPW request for relevant (second request) for the first grievance they filed. Received a new grievance from the UPW for the same issue filed earlier on Stand-by Pay. Jurisdictionally, we may discuss this issue during our meeting on August 12 & 13, 2013 . • HGEA BU 13 arbitration is planned and scheduled for October 1 -4, 2013 place to be determined. Discussion with chief negotiator and the plan is to meet with the mediator and have a discussion of the Employer group provide a proposal to the Union. Update on Status of HoloHolo 2020 Project(s): • None Bernard P. Carvalho, Jr. 4 ',o \ Gary K. Heu Mayor f v fOr t , Managing Director Q - 'me , I e. ov 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 8-9- 13 Significant Events for the Department During the Past Week: • On-going discussion regarding third party representation in SHOPO Union grievances. Discussed with Deputy County Attorney after meeting and discussed this issue with SHOPO President regarding their position. Waiting for SHOPO to send letter of their attorney' s opinion. • We continue with our review and classifying of positions and working on re- organizational studies. On-going discussion on the Water Department re- organization; more research and questions occurs; and with the re-organization report for the Fire Department, Water Safety Section and it requires more work and research. • We continue to recruit, review application, test and establish eligible list and certify names to the departments. Lifeguard performance testing was held on 8-5- 13 and only four of nine applicants showed-up (2 passed, 1 failed and 1 disqualified). Administered Radio Dispatcher exam ( 11 passed, 6 failed, and 11 no show). • Assigned new online Safety-logic Training to supervisors, "Conducting Performance Reviews. �. ._ • Working with ADA Coordinator, KPD and County Attorney' s office on reasonable accommodations for an employee with an ADA disability. • Post new vehicle and Equipment Training Request Form on SharePoint for departments use. • Completed training for two (2) Parks employees on the Case Uni-Loader #732 and for nine (9) Public Works employees on the Forklift #331 and #303 Class 5 and7. • Staff will be assisting Planning Commission subcommittee on developing policies and procedures for hiring and selecting a Planning Director. • Completed Executive Order (EO) for excluded employees for HGEA BU 2, 3 and 4 and for Excluded and exempt from civil services for BU 2, 3, and 4. Forwarded to Mayor for his signature. • Completed and circulated executed MOA for Bargaining Units 2, 3 and 4 to all department/agencies. • Will continue to follow-up on Act 208 as it relates to our Security Officer with the Department of Parks and Recreation. We worked with the department and check on the progress in getting our employees in compliance with the new law. AN EQUAL OPPORTUNITY EMPLOYER The department was to set up the fingerprinting and required 8-hour classroom training. • Step III HGEA grievance held regarding discipline of a Water Safety Office for violation of various issues. • Heard UPW grievance where the Union wanted to provide additional information on a grievance already heard by this department. • Issue with a County Employee who wanted to complain about his supervisor; his action and demeanor wasn't to pleasant and made staff uncomfortable to the point the wanted to have the inner door lock. The employee was informed that if he wanted to file a complaint he could do so but in writing. • Unit 1 grievance regarding stand-by filed by the UPW is on hold until after August 12, 2013 when the Employer' s meet to discuss an MOA regarding our position and understanding of what it means. Significant Meeting for the Department During the Past Week: • Continued meeting (Internal) to discuss operational procedures of DPS/HR (flow charts) we have scheduled meetings with departments to inform them of the respective responsibilities regarding recruitment and exams for the ending of August and early September. • Met with SHOPO President to discuss third party representation in SHOPO grievances; what' s the Union' s position on this issue. Awaiting response from the Union. • Met with Planning Commission subcommittee to work on developing policies and procedure for hiring and selecting a Planning Director. • Staff internal meeting to discuss our project to up-date all JPR date and input employee history. • • --` Risk Management Vehicular Incident: Industrial Accident: Personnel New Employees: Jill Niitani accepted FIR Specialist II position; start 10- 1 - 13 . Upcoming Retirements: Promotions: Employee Transfers (In/Out): Employee Recognition (Internal/External): Heads-up: Significant Upcoming events/meetings: • KCT - 8- 12- 13 . • HR Manager and HR Specialist off island meeting 8/12- 13/13 . Return 8- 14- 13 . • Administrative Review-recruitment issue 8- 14- 13 . • Drug and Alcohol Contractual Requirements Meeting 8-22- 13 . • Issues/Concerns: • Continuing; Act 208 issues regarding the new requirements for security guards and having our Park Security personnel registered. Need to follow-up on new issues. • The UPW grievance on Stand-by Pay. Topic of discussion is to work on a MOA and have an understanding on the intent of the language or not. We will be discussing this during our meeting on August 12 & 13, 2013 . • HGEA BU 13 arbitration is planned and scheduled for October 1 -4, 2013 place to be determined. Still waiting to hear from the with chief negotiator regarding the plan to have the mediator meet with the Union regarding the Employers last proposal to the Union. • Disgruntle that made comments and his actions disturbed staff. He seem to be hostile toward his department and the County. Did inform the department Lregarding this employees actions and comments made. yr Update on Status of HoloHolo 2020 Project(s): • None