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Home My WebLink About2013_0924_AgendaPacket • Cathy Adams Members: Chair Lath Aranio Richard Jose Karen Matsumoto Gilbert Maerina John Low Roy Morita Vice-Chair COUNTY OF KAUA'I CIVIL SERVICE COMMISSION NOTICE OF MEETING AND AGENDA • Tuesday, September 24, 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 August 27, 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 Kauai Park Security Officers (On-going) DIRECTOR'S REPORT CSC 2013- 15 a. Weekly Report Ending August 15, 2013 b. Weekly Report Ending August 23 , 2013 c. Weekly Report Ending August 30, 2013 d. Weekly Report Ending September 6, 2013 EXECUTIVE SESSION Pursuant to Hawai `i Revised Statutes § §92-4 and 92-5 (a) (4), 92-9 (a) (1 -4) and (b), the purpose of this executive session is to receive and approve Executive Session minutes and to consult with the Commission' s legal counsel on issues pertaining to the Commission' s and the County's powers, duties, privileges, immunities, and/or liabilities as they may relate to this item, deliberate and take such action as appropriate. ES-012 Executive Session Minutes of August 27, 2013 An Equal Opportunity Employer RETURN TO OPEN SESSION Ratify Commission actions taken in Executive Session for items: o ES-012 ANNOUNCEMENTS Next Meeting: Tuesday, October 22, 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). c: Marc Guyot, Deputy County Attorney PUBLIC COMMENTS and TESTIMONY Persons wishing to offer comments are encouraged to submit written testimony at least 24-hours prior to the meeting indicating: 1 . Your name and if applicable, your position/title and organization you are representing; 2. The agenda item that you are providing comments on; and 3 . Whether you will be testifying in person or submitting written comments only. 4. If you are unable to submit your testimony at least 24 hours prior to the meeting, please provide 10 copies of your written testimony at the meeting clearly indicating the name of the testifier; and 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 — September 24, 2013 Page 12 e 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. • • • 0 a Civil Service Commission — September 24, 2013 Page 13 • �. COUNTY OF :� 1 � !� T A � � .•, KAUAI Minutes of Meeting OPEN SESSION Board/Committee: I CIVIL SERVICE COMMISSION Meeting Date I August 27, 2013 Location Mo 'ikeha Building, Liquor Control Commission, Meeting Room 3 Start of Meeting: 3 :02 p.m. I End of Meeting: 3 :40 p.m. Present Chair Cathy Adams; Vice-Chair John Low. Members: Lath Aranio; Richard Jose; 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 Member: Gilbert Maerina Absent SUBJECT DISCUSSION ACTION Prior to the start of the meeting, Council Administrative Assistant Eddie Topenio gave the Oath of Office to new Commission member Richard Jose. Call To Chair Adams called the meeting to order at 3 :02 Order/Roll Call p.m. with 6 members present Approval of Open Session Minutes of July 23 , 2013 Ms. Aranio moved to approve the minutes as Minutes circulated. Mr. Morita 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) Q Mr. Takatsuki announced that one of the DPS clerks will be moving to Council Itbk Services on September 4; on October 1 the new Human Resources Specialist 4 N II, who will be handling Workman' s Comp, will be coming on board. Mr. .� Takatsuki distributed a schedule of meetings at which DPS will discuss the recruitment process with the various departments. The other on-going issue has been the vacancy report that DPS has to provide to the County Council. In `4 working with IT, we have gotten the first run but now we need to talk to the Civil Service Commission Open Session August 27, 2012 Page 2 SUBJECT DISCUSSION ACTION Council Chair to see if that is what he wants. The HRIS Task Force is on hiatus because Ms. Motta is out on medical leave and their work will resume when she returns in about 6 weeks. DPS continues to work with Eric on vacancy reports and some of the other on-going issues that are not part of the HRIS . Chair Adams asked if DPS had received the Department of Water personnel files; Mr. Takatsuki replied no. Ms. Rapozo explained that the Mayor did meet with the Water Manager and their HR Coordinator; DOW will determine what they feel they still need from the personnel files let DPS know exactly what they need. Mr. Low asked when the files were supposed to be turned over to DPS ; the response was October 2012. Prosecuting Attorney's Office is also outstanding, but Mr. Kollar thought it might be his fault as he had his office manager doing too many things. Ms. Rapozo said they hope to address some of these items during the first quarterly meetings scheduled. Ms. Matsumoto asked if the old files that need to be archived were being turned in. Mr. Takatsuki said the files for those who have terminated or left government service are being sent in. CSC 2013- 13 Update on Act 208 as relates to the County of Kaua'i Park Security Officers Mr. Takatsuki said DPS has been working with the Parks Department to meet the August 1 deadline of qualifying the Park' s Security Officers. Because of the short lead time that date was not possible so the new target date is August 31 . There was an issue as to whether or not the interpretation of the law required us to participate. From DPS ' s investigation and discussing with the other jurisdictions whether they did or did not do it, we are the only jurisdiction that has not done anything. IeTh Civil Service Commission Open Session August 27, 2012 Page 3 SUBJECT DISCUSSION ACTION Attorney Guyot said this goes back approximately two years at which time they met with the Private Investigator/Security Board who had control of this Act. The Board was reluctant to exclude State, County and Federal employees from that Act. At that time the language was not clear as to whether they were covered or not; they just said they were covered under the whole umbrella of activities. While other jurisdictions were upset, they did not push but they did consider having the State Legislators work on it, which apparently was not successful. Before the Bill was finalized, language was included that now does specifically include State, County and Federal employees. It can be argued whether DCCA (Department of Commerce and Consumer Affairs), which is an agency that governs commercial activities, is allowed to pass a rule for a governmental agency. If it was to get pushed and a court agreed that we were they would merely amend it to make it comport to any minor differences they have. Ms. Matsumoto asked if the County would be responsible for paying for the certification. Attorney Guyot said they would have to. Mr. Takatsuki said the class specification and the position description have not been amended yet to require the certification. Ms. Matsumoto asked if the certification will be required at the time of employment when they recruit or will it be covered by the County within the 6 months probation to which Mr. Takatsuki said the short answer is no; they have not done anything yet because of the other issues they are working on. (inaudible - static with sound system) Mr. Takatsuki said they were working with KCC (Kaua'i Community College) for training classes, but the full session classes are on August 31St and he does not know if Parks and Recreation has done anything yet. Attorney Guyot said there are on-going discussions with the department as to what they want to do. Asked about training programs the County may have with KCC's OCET (Office of Continuing Education & Training), Ms. Rapozo said there is no formal agreement but they can look into possibly getting this into the training n n Civil Service Commission Open Session August 27, 2012 Page 4 SUBJECT DISCUSSION ACTION • program. Ms. Matsumoto thought the requirements tied into the assigned job duties. Mr. Takatsuki said most of the jurisdictions amended their class specifications to require they have the license and the certificate. Ms. Matsumoto remembered that the cost of getting the certification was a big problem and would not want to see that expense put on the employees. Ms. Rapozo thought it was only Oahu that was providing certification classes, but if it can be brought here that would help the situation. In fairness to the department there was a lot of discussion on whether they could revise the class specifications in that manner. Chair Adams asked that the Commission be updated on this at the next meeting. Director's CSC 2013- 14 a. Weekly Report Ending July 12, 2013 Report b. Weekly Report Ending July 19, 2013 c. Weekly Report Ending August 2, 2013 d. Weekly Report Ending August 9, 2013 Mr. Morita asked if the review and classification was one of the recommendations made by the Task Force to which Mr. Takatsuki said the classification and compensation section continues to operate the way it has always operated. Mr. Takatsuki said some of the requests the Department is working on is for re-organization and he is looking at the one the Water Department just did for their billing section. Mr. Morita moved to receive the Director' s Report. Ms. Aranio seconded the motion. Motion carried 6:0 Executive Ms. Matsumoto moved to go into Executive Session Session at 3 :25 p.m. Ms. Aranio seconded the motion. Motion carried 6 :0 Civil Service Commission Open Session August 27, 2012 Page 5 SUBJECT DISCUSSION ACTION Attorney Guyot read the Hawai'i Revised Statutes provision as detailed on the agenda to take the Commission into Executive Session for ES-011 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. Attorney Guyot exited the meeting at 3 :27 p.m. Return to Open Ratify Commission actions taken in Executive Session for items: Session ES-011 and ES-23 ES-23 : Mr. Morita moved to appoint Thomas Takatsuki as the Acting Director of Personnel Services through December 2014. Mr. Low Mr. Morita said the County was so fortunate to have Mr. Takatsuki stay on seconded the motion. because there are a lot of unsettled Task Force recommendations and it would be unfair to hire a Director who inherits these issues and is told to fix them. It is hoped most of those recommendations would be accomplished so the new Director can begin to maintain those policies. Motion carried 6:0 ES-011 : Ms. Aranio moved to ratify the actions taken in Executive Session to approve the minutes as circulated. Mr. Morita seconded the motion. Motion carried 6 :0 Announcements Next Meeting: Tuesday, September 24, 2013 — 3 :00 p.m. Adjournment Mr. Morita moved to adjourn the meeting at 3 :40 p.m. Mr. Low seconded the motion. Motion carried 6:0 i. _ - • I+ _ - • ; -0 a r • 1 Civil Service Commission - ' Open Session August 27, 2012 Page 6 • • • • Submitted by: • Reviewed and Approved by: ' Barbara Davis, Staff Support Clerk . . Catherine Adams, Chair - .. _ _ ( ) Approved as is. ( ) Approved with amendments. See minutes of a meeting. r • • ■ • a 00 ■ • • • I I - Bernard P. Carvalho, Jr. loO--(1 /%•\'‘ Gary K. lieu Mayor �+ "" Managing Director jr) nr.� 1p.j`% �� O '_ =i' 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- 15- 13 Significant Events for the Department During the Past Week: • On-going discussion regarding third party representation in SHOPO Union grievances. Received/reviewed Deputy County Attorney Third Party Representation in Union Grievances opinion. Still 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. Need to review second draft of the Water Department re- organization; but department continues to submit changes to the position description. Still need to review the re-organization report for the Fire Department, Water Safety Section. • We continue to recruit, review application, test and establish eligible list and certify names to the departments. Working with the Police Department on their promotional examination for Sergeant and Lieutenant. • 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. Circulated to all department/agencies. Worked on the Payroll certification for those covered by the BO. • Completed and circulated executed MOA for Bargaining Units 1 to all department/agencies. • Ongoing discussion and will continue to follow-up on Act 208 as it relates to our Security Officer with the Department of Parks and Recreation. • Completed two (2) step II UPW grievance decisions and based on the information, we denied both grievances. • Follow-up on the County Employee who wanted to file a complaint against his supervisor; has not filed or e-mailed his complaint and he stated he was going to do. • Unit 1 grievance regarding stand-by filed by the UPW is on hold until after August 12, 2013 . The group that met with UPW stated the agreed in principal what the intent of the language was, however the neighbor island directors were not comfortable with what transpired. The group to meet with the Union to go over some of the points discussed at the meeting on August 13, 2013 . • Employer group met with HFFA representative to discuss temporary assignment issues. More discussion to follow. AN EQUAL OPPORTUNITY EMPLOYER est aol3 - iS his /.3 Significant Meeting for the Department During the Past Week: • Meeting with Mayor to discuss issues relative to the HFFA negotiation and possible settlement. • Director' s met in Honolulu to discuss UPW Stand-by grievance, HFFA arbitration issues, and Grievance regarding TDI issues. Also discussed was the status of the BU 13 ; mediation regarding the Employer' s proposal to HGEA. • Risk Management Vehicular Incident: Industrial Accident: 0 Personnel New Employees: Jill Niitani accepted HR 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- 19- 13 . • HR Manager and HR Specialist off island meeting 8/19-20/13 . Address BU 11 issues. Return 8-20- 13 . • Drug and Alcohol Contractual Requirements Meeting 8-22- 13 . • Flow Chart meeting with departments scheduled for August 29, 2013 to September 5, 2013 . The August meetings are with Public Works, Water, Housing, Transportation, OED, Mayor, and Fire. • 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. Meeting to discuss the possibility of trying • to settle this grievance or not. Further discussion after the Oahu group have further discussion with UPW. • HGEA BU 13 arbitration is planned and scheduled for October 1 -4, 2013 place to be determined. Chief negotiator will meet with the Mediator and HGEA spoke person on August 20, 2013 to discuss the Employer' s latest proposal. • Discussion with UPW Kauai Division Director on possible extension for employee to review and see if he wants to accept the position with Parks and 'Recreation. • Update on Status of HoloHolo 2020 Project(s): . • • None • • a 0 Bernard P. Carvalho, Jr. �, Gary K. Hen Mayor (I % �+ . Managing Director J/: o :J' 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 8-23- 13 Significant Events for the Department During the Past Week: • On-going discussion regarding third party representation in SHOPO Union grievances. Still waiting for SHOPO to send letter of their attorney ' s opinion. Contacted Union but was unable to connect with the Attorney. Discussed matter our Deputy County Attorney to see if we could scheduled grievances or try to get the opinion so later on we do not have a grievance filed against us for letting the employee use a third party representative. • We continue with our review and classifying of positions and working on re- organizational studies. When time permit need to review second draft of the Water Department re-organization. Also we still need to review the re- organization report for the Fire Department, Water Safety Section. • We continue to recruit, review application, test and establish eligible list and certify names to the departments. Working with the Police Department on their promotional examination for Sergeant and Lieutenant. Discussion with the department on the responsibilities of the respective agencies regarding the scoring and establishing the eligible list. • Ongoing discussion and will continue to follow-up on Act 208 as it relates to our Security Officer with the Department of Parks and Recreation. Discussion with Deputy County Attorney requesting what was being done. We informed the Attorney that he needed to discuss this matter with the Director of Parks and Recreation. Was hoping that would have made arrangement for their employees to attend the training class that was scheduled for the end of August 2013 . • Completed two ( 1 ) step II UPW grievance decisions and based on the information, we denied grievances. • Discussion with other jurisdictions regarding the Unit 1 grievance on stand-by filed by the UPW. The State was to work on intent of the language and how it should be applied. Further, to work on a MOA to address the understanding between the parties regarding the Stand-by section. • Employer group met with HFFA representative to discuss temporary assignment, Rank for Rank, Salaries and Bill of Rights issues. Off record issues were discussed to see if the parties could agree in principal. More discussion is needed before the parties can agree to anything. The Employer group to gather more statistics request by the Union. AN EQUAL OPPORTUNITY EMPLOYER • s/023/13 • Received information that Brandvold Ku announced their Company' s Specified Assets Purchase Agreement with FiRMS Claims Service, part of First Insurance Company of Hawaii (FICOH) effective September 1 , 2013 . Working on Assignment Agreement to transfer contract terms to new company. • Working with Pacific Leadership Partners on cost proposal for supervisory and interpersonal skills training. • Completed training for one ( 1 ) Public Works' employee on the Tractor Mower #333 (John Deere 5300 Series) and #337 (Case JX60 Series). • Working on up-dating the FMLA Policy to reflect civil union partners and the name from State Family Leave Law to Hawaii Family Leave Law and Vacation Payout Deferral Forms to change from ING to Prudential. • Working on Pre-Retirement Program. . • Working on up-dating drug policy for all employees Significant Meeting for the Department During the Past Week: C%/1 • BU 11 meeting in Honolulu to discuss on-going issues; UPW Stand-by grievance; and the status of the BU 13 ; mediation regarding the Employer' s proposal to HGEA. • Met with Planning Commission subcommittee to work on developing policies and procedures for hiring and selecting a Planning Director. • Attending four (4) worker' s compensation hearings at the State Disability Compensation Division (DCD). • Met with the Chief and Deputy Chief of Police to discuss the issue of testing, interview, and seniority when establishing the eligible list for the Police Sergeant and Lieutenant Risk Management Vehicular Incident: CI. Industrial Accident: Personnel New Employees: Jill Niitani accepted HR Specialist II position; start 10- 1 - 13 . Upcoming Retirements: Promotions : Employee Transfers (In/Out) : Kari Villabrile is accepting a position with the County Council. Employee Recognition (Internal/External): Heads-up: Significant Upcoming events/meetings: • KCT - 8-26- 13 . • Salary Commission Meeting 8-26- 13 . • Meeting with KPD; personnel- issues. • Payroll meeting 8-28- 13 . • Flow Chart meeting with departments scheduled for August 29, 2013 to September 5, 2013 . The August meetings are with Public Works, Water, Housing, Transportation, OED, Mayor, and Fire. • Attach Worklife Hawaii Program information (EAP) to employees' paycheck 8- 30- 13 . Issues/Concerns: 0 • Continuing; Act 208 issues regarding the new requirements for security guards and having our Park Security personnel registered. Checked with the Department but no action is being taken at this time. • Still on-going is the UPW grievance on Stand-by Pay. Meeting to discuss the possibility of trying to settle this grievance or not. State to work on understanding agreement of what the provision means and how to apply. • HGEA BU 13 arbitration is planned and scheduled for October 1 -4, 2013 place to be determined. Chief negotiator will met with the Mediator and HGEA spoke person on August 20, 2013 to discuss the Employer' s latest proposal. Waiting for a reply from the Union. • Update on Status of HoloHolo 2020 Project(s): 0 • None Bernard P. Carvalho, Jr. boo , Thomas T. Takatsuki Mayor � „ Acting Director of Personnel Services 7 I Gary K. lieu �., o__: 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 8-30- 13 r Significant Events for the Department During the Past Week: 1 . • Discussion with SHOPO President regarding third party representation in SHOPO Union grievances and was informed that they did send the letter of their Attorney' s opinion regarding the third party matter. Will wait and see if the letter is received sometime next week. Did let the Deputy County Attorney know and will forward letter when it is received. Will schedule grievances after our review of the opinion from SHOPO. • We continue with our review and classifying of positions and working on re- organizational studies. When time permit need to review second draft of the Water Department re-organization. Completed review of second draft; will make changes and hopefully we can finalize the report. Also still need to review the first draft of the re-organization report for the Fire Department, Water Safety Section. • We continue to recruit, review application, test and establish eligible list and certify names to the departments. Will work with the Police Department to complete their request on the promotional examination for Sergeant and Lieutenant. • Discussion continues on the issues relating to Act 208 as it relates to our Security Officer with the Department of Parks and Recreation. Discussion took place at the Civil Service Commission meeting on what steps the county took regarding Act 208. Need to follow-up with the Commission at the next meeting. • Completed two (2) step II UPW grievance decisions and based on the information, we denied grievances. • Everything regarding the Unit 1 grievance on stand-by filed by the UPW is on hold. • Discussion with Hawaii County HR on language for temporary assignment to include Rank for Rank language. In the process of reviewing the language to see if the language is ok and if the Department has any problem. Employer group worked on and submitted the information requested by the Union regarding employee step movements. AN EQUAL OPPORTUNITY EMPLOYER 00 43 • Finalized executed Assignment Agreement among Brandvold Ku, FiRMS Claims Service, and the County of Kauai to allow for transfer of claims contract to FiRMS . • Tentatively set up.training with Pacific Leadership Partners for supervisory and interpersonal skills training for all departments on November 5, 2013 . • Completed training for one (1 ) Public Works' employee on the 330L CAT Excavator and 14 Cubic Yard Dump Truck; four Public Workers' employees on the Forklift #331 and #303 Class 5 and 7; Two Public Workers' employees on the 330L Cat Excavator and 14 Cubic Yard Dump Truck; and two Parks and Recreation employees on the Case Backhoe #486. • Continue to work on up-dating the FMLA Policy to reflect civil union partners and the name from State Family Leave Law to Hawaii Family Leave Law and Vacation Payout Deferral Forms to change from ING to Prudential. • Working on Pre-Retirement Program. • Continue to work on up-dating drug policy for all employees and on identifying safety sensitive classes. • Board of Water Supply approved settlement authority for workers' compensation case. Significant Meeting for the Department During the Past Week: • Meeting with Public Works, Water, Finance, Housing, Transportation, OED, Fire and Council to cover the Recruitment and Examination process. • Attended Salary Commission and Civil Service Commission meeting. • Met with Eric Inouye (IT) and DPS clerical staff to discuss Vacancy Report. • Worked with KPD to discuss strategy in handling long term workers; compensation cases. • Attending four (4) worker' s compensation hearings at the State Disability Compensation Division (DCD). • Attended Council for Public Hearing on Bill 2496, Collective Bargaining Unit 12 (SHOPO). 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): Kari Villabrile is accepting a position with the County Council. Effective date is 9-4- 13. Employee Recognition (Internal/External): Heads-up : Significant Upcoming events/meetings: • Recruitment and Examination training session with Parks, Elderly, Attorney, Planning and Liquor 9-3- 13 . • Liability Claims meeting 9-3- 13 . • Internal meeting with Finance-Payroll 9-4- 13 . • On-call for Council to discuss liability claims report 9-4- 13 . • Social Media Policy meeting with UPW 9-4- 13 . • Administrative Review 9-5- 13 . • Recruitment and Examination training session with Prosecuting Attorney, Civil Defense, and Police 9-5- 13 . • Internal meeting on Drug and Alcohol requirements 9-5- 13 . • Issues/Concerns. •, Continuing; Act 208 issues regarding the new requirements for security guards and having our Park Security personnel registered. Checked with the Department • but no action is being taken at this time. (� • Still on-going is the UPW grievance on Stand-by Pay. On hold until further J notice. • HGEA BU 13 arbitration is planned and scheduled for October 1 -4, 2013 place to be determined. Chief negotiator will met with the Mediator and HGEA spoke person on August 20, 2013 to discuss the Employer' s latest proposal. Waiting for a reply from the Union. However, the Employer is continuing to prepare for the arbitration. • Update on Status of HoloHolo 2020 Project(s): • None • Bernard P. Carvalho, Jr. Thomas T. Takatsuki V Mayor t' yri Acting Director of Personnel Services h' r :�'`a ' ay,- :' Gary K. Heu �_ o Managing Director DEPARTMENT OF PERSONNEL SERVICES County of Kauai, State of Hawaii 4444 Rice Street, Suite 140, LThu`e, Hawaii 96766 TEL (808) 241-4956 FAX (808) 241-6593 WEEKLY REPORT Week of 9-6- 13 • Significant Events for the Department During the Past Week: • Discussion with SHOPO President on 9-4- 13 regarding third party representation in SHOPO Union grievances. Requested a copy of the letter and was informed that they did send the letter of their Attorney' s opinion regarding the third party matter. Followed-up on our end and no letter was received as of this writing. Did talk to Russell Akana, Business Manager and asked if he could follow-up on this issue. Need to let the Deputy County Attorney know because we need to decide if . we will allow a third party represent a bargaining unit employee. Will schedule grievances after our review of the opinion from SHOPO. • We continue with our review and classifying of positions and working on re- organizational studies. Completed review of second draft of Water Department study; will make changes and hopefully we can finalize the report. Working on the first draft of the re-organization report for the Fire Department, Water Safety Section. Taking longer than anticipated. • We continue to recruit, review application, test and establish eligible list and L . certify names to the departments. Continue working with the Police Department to complete their request on the promotional examination for Sergeant and Lieutenant. • Will continue looking into issues relating to Act 208 as it relates to our Park Security Officer with the Department of Parks and Recreation. • Completed step II UPW grievance decisions; employee termination. • Still no decision regarding the Unit 1 grievance on stand-by filed by the UPW. • Discussion with Hawaii County HR on language for temporary assignment to include Rank for Rank language. Because of lack of response from the jurisdictions seem to be holding up discussion. Kauai is reviewing this and we need to further investigate and decide how the language will affect us. • Sent out notice to all Departments regarding the change in WA company to FiRMS Claims Service. • Working with Pacific Leadership Partners on logistics and contract for supervisory and interpersonal skills training for all departments on November 5, 2013 . • Completed training for one ( 1 ) Parks and Recreation employees on the Genie Lift. AN EQUAL OPPORTUNITY EMPLOYER 4443 • Continue to work on up-dating the FMLA Policy to reflect civil union partners and the name from State Family Leave Law to Hawaii Family Leave Law and Vacation Payout Deferral Forms to change from ING to Prudential. • Working on Pre-Retirement Program. • Continue to work on up-dating drug policy for all employees and on identifying safety sensitive classes. • Board of Water Supply approved settlement authority for workers' compensation case. • Assisted Fire Department with drafting termination letter for employee on Return to Work Program who is medically restricted from returning to employment with the County. • Revised the "Application for Transfer of Vacation and Sick Leave Credit or Payment in Lieu of Vacation Form" to allow for vacation payout for those employees out due to illness or injury and therefore, unable to use their accrued vacation. • Working on annual report. C . ; • Completed full day orientation for eight (8) new employees (one for KPD, one for Fire, two for Public Works, two for Parks and Recreation, one for OED, and one for County Attorney). • Completed three exist interviews (two from Water Department and one from Public Works). • Worked on Pre-Retirement Workshop: sent out confirmation letters to guest speakers and to State DHRD inviting their interested employees. Finalized agenda and sent memo to all department/agencies for registration of interested employees. • Worked on and completed new Post Vacation Deferral Payout Form. Significant Meeting for the Department During the Past Week: • Meeting with Prosecuting Attorney Office, Office of Elderly Affairs, Police y Department, Parks and Recreation, Planning Department, Liquor Commission, Civil Defense and Auditor' s Office to cover the Recruitment and Examination process. • Monthly meeting held with County Attorney' s office to review liability claims. • Administrative Review — Recruitment and Examination. • Attended Council meeting; Committee of the Whole regarding Bill 2496, Collective Bargaining Unit 12 (SHOPO). • Met with County Attorney and Deputy to further discuss the SHOPO issues that . Council discussed. 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): Kari Villabrille last day was 9-4- 13 . Employee Recognition (Internal/External): Heads-up: Significant Upcoming events/meetings : • Meeting with Water Department regarding personnel files 9-9- 13. • Step 2 UPW grievance 9-10-13 . • Administrative Review 9- 11 or 12 - 13 . • Internal meeting with Finance —Payroll 9- 11 - 13 . • Issues/Concerns: • Continuing; Act 208 issues regarding the new requirements for security guards and having our Park Security personnel registered. Checked with the Department but no action is being taken at this time. • Still on-going is the UPW grievance on Stand-by Pay. On hold until further notice. • HGEA BU 13 arbitration is planned and scheduled for October 1 -4, 2013 place to be determined. Chief negotiator met with the Mediator and HGEA spoke person no decision or comments received from the Union. However, the Employer is continuing to prepare for the arbitration. • We continue to work with the Prosecuting Attorney' s Office for the personnel files. We have scheduled a meeting with Water Department regarding the • personnel files. Update on Status ofj-ioloHolo 2020 Project(s): • None •