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HomeMy WebLinkAbout2013_1022_AgendaPacket Cathy Adams Members: Chair Lani Aranio Richard Jose Karen Matsumoto Gilbert Maerina John Low Roy Morita Vice-Chair COUNTY OF KAUAI CIVIL SERVICE COMMISSION NOTICE OF MEETING AND AGENDA Tuesday, October 22, 2013 3 : 00 p.m. or shortly thereafter Mo 'ikeha Building, Liquor Conference Room 3 4444 Rice Street, L-ihu'e, HI 96766 CALL TO ORDER ROLL CALL APPROVAL OF MINUTES Open Session Minutes of September 24, 2013 COMMUNICATION CSC 2013 47 Department of Personnel Services Annual Report 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) c. Response dated 10/4/ 13 from the Board of Water as relates to the transfer of personnel files from the Department of Water to the DPS/HR Department CSC 2013 - 18 Discussion on proposing an amendment to Article XV of the Kauai County Charter to change the Department of Personnel Services to the Department of Human Resources DIRECTOR'S REPORT CSC 2013 - 16 a. Weekly Report Ending September 13 , 2013 b . Weekly Report Ending September 20, 2013 c. Weekly Report Ending September 27, 2013 d. Weekly Report Ending October 4, 2013 An Equal Opportunity Employer EXECUTIVE SESSION Pursuant to Hawaii Revised Statutes § § 92-4 and 92-5 (a) (2) (4), the purpose of this executive session is 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, 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-013 Discussion on the hiring and promotion process of personnel positions within DPS RETURN TO OPEN SESSION Ratify Commission actions taken in Executive Session for items : o ES-013 ANNOUNCEMENTS Next Meeting: Tuesday, November 26, 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 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. Civil Service Commission — October 22, 2013 Page 12 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 Lhu` 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 — October 22, 2013 Page 3 r COUNTY OF KAUAI L Minutes of Meeting OPEN SESSION Board/Committee : CIVIL SERVICE COMMISSION Meeting Date September 24, 2013 Location Mo ' ikeha Building, Liquor Control Commission, Meeting Room 3 Start of Meeting: 3 : 00 p .m. End of Meeting: 3 :48 p.m. Present Chair Cathy Adams ; Vice-Chair John Low. Members : Lani Aranio; Richard Jose; Karen Matsumoto ; Roy Morita Also : Deputy County Attorney Marc Guyot; Personnel Services Manager Thomas Takatsuki; Boards & Commissions Office Staff. Support Clerk Barbara Davis ; Administrative Aide Teresa Tamura; Personnel Services Manager Thomas Takatsuki; HR Specialist Janine Rapozo Excused Member: Gilbert Maerina 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 August 27, 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 oin 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 they have completed the recruitment and examination C- meetings with all the departments and agencies. The next step in that process will be to update the departments on the classification and pay section. These meetings are basically held with the department heads, deputies, and appropriate staff. There will be a meeting to recap the recruitment and exam ,S w process to determine what needs to be followed up on based on the meetings with the departments. Civil Service Commission Open Session September 24, 2013 Page 2 SUBJECT DISCUSSION ACTION Chair Adams asked for the status on the files from the Prosecutor' s Office and the Water Department. Mr. Takatsuki advised the Commission that the Department will be working on getting the HRIS back on track now that the Deputy Director of Finance is back to work. With reference to the Water Department, Ms. Rapozo met with David Craddick, Manager and their HR Specialist Debra Peay who questioned what benefit they would gain by bringing over the personnel files. Ms. Rapozo explained that was not the reason they were meeting; the reason was how to get the files moved over. Ms. Rapozo told Mr. Craddick and Ms. Peay that it was agreed they would bring over the medical files; they will make mirror files for their office, and they will turn over the files. In turn, when there are new hires DPS will make copies of their personnel records for the Water Department. Ms. Rapozo then followed that meeting up with an email but that is not what came back from the Manager. He said they would do the medical files, but the personnel files were still in question and he still wants to know what they will gain from it. Mr. Morita asked if the Commission could request a response to the memo sent to the Board of Water. Chair Adams stated that Mr. Nishimura told her the Board is putting together a response as a result of their last Board meeting. She was under the impression that the Department was supposed to be turning over their records, but she has not received that letter to know exactly what it says. Mr. Takatsuki said they have not heard anything from the Board or Mr. Craddick. Ms. Rapozo said her last email to the Manager warned him that the official files are with DPS , and if they are not turned over he may be jeopardizing any grievances with the union if they ask for the official personnel files; there has been no response to that email. Chair Adams suggested the Commission wait to see what response comes from the Board of Water and from there determine what needs to be done. Mr. Low agreed to wait for the response but not forever; if nothing is received by the Civil Service Commission Open Session September 24, 2013 Page 3 SUBJECT DISCUSSION ACTION next meeting the Commission should write a letter of concern to the County Attorney asking if we are following what we are supposed to follow legally. Attorney Guyot said this is more of an internal issue than a legal one. The only significant legal part is what Ms. Rapozo stated about the official files being held at DPS . Should there be a grievance, it puts the County in a very precarious position as there can only be one official file. Perhaps the Commission might want to consider a short follow up letter indicating that as of this date you have not received any files, and ask for a response as soon as possible. It is possible that this issue may have just missed the cut-off date for the agenda. Mr. Low said that is why he suggested waiting one more meeting, but then it has been a year. By not doing anything about this, Mr. Low asked if the Commission was putting the County in any type of liability in terms of those employees if something comes up and their files are not available. Ms. Matsumoto said H.R. S . § 76=28 gives the Director of Personnel Services the authority over the forms regarding employment and the Director is designating the department heads to be the appointing authority but that can be taken away by the Director. Ms. Matsumoto said that is why she is not clear why it is not a legal thing when the H.R. S . supports the Director on this by law. She further asked why the department head is not complying with what the Director has stated. If one department head does this what will stop the rest of them from doing it in a different way. Attorney Guyot said that is another legal aspect they could look at in that context. It is an internal situation but there is that legal component. This Commission' s Chair has been in contact with the Boards ' s Chair. The Mayor has been in contact with him so things are happening. Ms. Aranio said if they do send another letter she suggests it be stronger with Civil Service Commission Open Session September 24, 2013 Page 4 SUBJECT DISCUSSION ACTION "teeth" so it is a clear message; it is final and there is support behind it. The going back and forth, dragging it out, and changing his mind without there being consequences is disrespectful and unprofessional. If the H.R. S . can support the Commission' s action that is what she proposes they do when they send the next letter. Asked who Mr. Craddick reports to the response was the Board of Water and the Mayor to which Ms. Matsumoto added that the Department is not autonomous, it is semi-autonomous. Attorney Guyot advised the Commission that pursuant to H.R. S . §76-28 , at the direction of the Director of Personnel Services, the Commission is requesting these documents which is within their power. Chair Adams said that would be part of the letter that goes out if a response is not received. Mr. Morita concurred with his fellow Commissioners, but said if they are going to wait the one month he would like to request the Attorney' s Office to research H.R. S . § 76-28 . Attorney Guyot said it did not need researching; it is within the power of the Director of Personnel Services to decide these things. Mr. Jose wanted to clarify that the DPS was requesting the documents to assist with doing their job . Mr. Takatsuki explained at one time DPS gave up the files to the departments, which was allowable under the Statute. Now the sub- committee' s recommendation is that all personnel files and folders should come back to the Department of Personnel Services where it is supposed to be as part of the new HR. In 2012 a communication was sent requesting all personnel files come back to DPS as the keeper of these files. Chair Adams asked if a motion was needed to indicate the Commission would wait for a response from the Board of Water before addressing this formally. Mr. Low moved that if nothing is forthcoming, a communication should be sent saying that the Commission understands the Board of Water just recently met and a response is ex ected by the Civil Service Commission Open Session September 24, 2013 Page 5 SUBJECT DISCUSSION ACTION Commission' s next meeting, otherwise further action will be taken to bring DOW into compliance. Mr. Morita seconded the motion. Motion carried 6 : 0 Mr. Takatsuki said they are getting the files from the Prosecutor' s Office, but it is piecemeal. Ms. Matsumoto asked if the classification and pay meetings that will be held with the departments will include the organization and reorganization of policy and procedures. Mr. Takatsuki said they are looking at it, but they have not gone into the particulars. DPS has been working on the reorganization, but at the same time there are so many questions popping up in regard to the actual position description, but it is being worked on. CSC 2013 - 13 Update on Act 208 as relates to the County of Kauai Park Security Officers (On-going) Mr. Takatsuki was in touch with the Director of Parks and Recreation who said he said he was not planning to take any action at this time. Secondly, he stated that he did request that the County Attorney' s Office provide an interpretation, which was verbal, but he wants something in writing. He also indicated he is willing to appear before this Commission to explain his position and answer any questions. Ms . Aranio said the resorts have also been dealing with this, and it is their understanding that the law is very explicit in the requirements of anyone who performs functions or duties as described within the law as a security officer is required to apply for the guard card. - The State DCCA (Department of Commerce and Consumer Affairs) is backlogged, and the resorts are still waiting for cards and approvals, but the application process needed to be done which includes the 8 hours of classroom training, the FBI fingerprinting and then submitting the application directly to DCCA. Civil Service Commission Open Session September 24, 2013 Page 6 SUBJECT DISCUSSION ACTION Mr. Takatsuki said they did meet with KCC to find out if there were any classes being given that these individuals could attend. There were classes scheduled in August that they could take so they can at least qualify; the rest is the background checks that are required. Because of the time frame they were not able to get into the first set of trainings, and have not done any of the application work at this time. Mr. Low asked if there had been any action or response from the federal agencies that would be affected by this such as the military bases . Attorney Guyot said they apparently have made no noise about this whatsoever. Ms. Aranio said the resort industry was with the counties in this because they already provide training. She said things were included in this law that they have already been doing, in addition to their LPOs (Loss Prevention Officers) being certified so they are able to provide the training for the resort teams. Ms. Matsumoto said the County is only looking at the one department, but it is affecting lots of businesses and people on Kauai. Attorney Guyot said the Police Chief has been in favor of this from the beginning; he did not want to exclude state, county or federal departments from it. There is some legal concern that the DCCA, which oversees guards and private investigators, protects the public from the misdeeds of businesses. Government is not defined as a business so should they even be allowed to make rules for them. Unfortunately all the other counties, state and federal seem to think so . Another interesting aspect is the sanctions that can be given do not affect state, county or federal agencies. Chair Adam asked if this could increase the County' s liability if someone claimed its people were not properly trained, even though there are no fines or penalties. Attorney Guyot said most likely not, but the County is responsible for the action of its employees , Civil Service Commission Open Session September 24, 2013 Page 7 SUBJECT DISCUSSION ACTION Mr. Morita said the Charter does not allow the Commissions to get involved in the day to day operations. If this were a complaint or an appeal before the Commission that could be discussed he would be more inclined to ask questions. In this case, is the Commission getting involved in the day to day operations of a department? Attorney Guyot said to a certain degree they are discussing Parks and Recreation, which normally would be beyond the Commission' s reach, except for the fact that there is an implication on some of the County employees even though there is not a current matter before this Commission relating to such an incident. Mr. Low said he understood the need for guard cards for both government and private, but the functions are different and he is not convinced that one overall training class or program covers everyone. Government should train their own people and private industry should train their people because they are looking at different issues. Attorney Guyot said that was right; it is a broadly written rule and in most ways does not apply to our Park Security/Permit Officers. Basically the majority of their job is to confirm that park permits are valid for people who are camping and using our parks; otherwise it is just observe and report. For their own protection and reporting purposes they have access to a police radio and carry a badge so that starts to give people the impression that is what they do . Chair Adams said if there is no real clear understanding of a penalty and no increased liability then the Parks and Rec Department has to make its own decision and this Commission should not be involved. Director's CSC 2013 - 15 a. Weeklyeport Ending August 15 , 2013 Report b. Weekly Report Ending August 23 , 2013 c. Weekly Report Ending August 30, 2013 d. Weekly Rqport Ending Sgpternber 6 2013 Civil Service Commission Open Session September 24, 2013 Page 8 SUBJECT DISCUSSION ACTION Chair Adams asked for an explanation of what Rank for Rank stands for. Mr. Takatsuki said that concept belongs to Firefighters Bargaining Unit 11 . Rank for Rank applies to vacation in which only the 'same rank can take their place on an overtime basis. Firefighters are on a 24 hour basis so a captain has to replace a captain; a Firefighter III has to replace another Firefighter III. Ms. Aranio asked about the exit interviews . Mr. Takatsuki said the County has always had an exit interview process, but it has always been a hit and miss situation. When a person was retiring or leaving the County by the time the Department notified DPS or the payroll certification was received that person most likely had already left. Now that Ms. Ponce works directly with the departments and agencies, she is receiving that notification and can get the employee to come in and complete the process. We are now catching 90% to 100% of the individuals that are leaving. Ms. Aranio moved to receive the Director' s Reports. Mr. Jose seconded the motion. Motion carried 6 : 0 Mr. Morita asked to include an Executive Session item for October to include the evaluation, hiring and promotion of personnel positions within DPS . ES-012 Executive Session Minutes of August 27, 2013 Ms. Aranio moved to approve the minutes as circulated. Mr. Low seconded the motion. Motion carried 6 : 0 Announcements Next Meeting: Tuesday, October 22, 2013 At 3 : 00 p.m. Adjournment Mr. Morita moved to adjourn the meeting at 3 :48 p.m. Ms. Aranio seconded the motion. Motion carried 6 : 0 Civil Service Commission Open Session September 24, 2013 Page 9 Submitted by: Reviewed and Approved by: Barbara Davis, Staff Support Clerk Catherine Adams, Chair O Approved as is. ( ) Approved with amendments. See minutes of meeting. DEPARTMENT OF PERSONNEL SERVICES I. MISSION STATEMENT To enhance the achievement of Countywide goals by providing recognized Human Resource functions such as recruitment, compensation, benefits coordination, personnel development, labor relations, training, health and safety, and workers ' compensation claims management. The Department of Personnel Services (DPS) is the County' s ' centralized HR team, part of whose mission is to guide and advise department/agencies in order that they may better accomplish their mission(s) . II. DEPARTMENT GOALS Contribute and support in the attainment of Countywide goals by assisting departments/agencies in maintaining a fully staffed and qualified workforce. Classify positions in a timely manner; recruit and retain high value employees; provide training for employees for professional and personal development; handle labor relations issues; maintain compliance with employment and labor laws, Civil Service rules and regulations, and collective bargaining agreements; and implement technology and methods which enhance service, communications, productivity and health. Develop and maintain an effective Civil Service Commission/Merit Appeals Board. III. PROGRAM DESCRIPTION a. Objectives To transition the DPS to provide continued centralization of the five major HR functions (Administration, Classification and Pay, Labor Relations, Recruitment and Exams, and Transactions) and the addition of other core HR functions including HR Management and Employee Relations (benefits, employee assistance program (EAP), conflict resolution), training (health and safety awareness, injury prevention) , workers ' compensation, and maintenance of personnel files. To support departments/agencies by providing a certificate of eligible applicants in a timely manner (upon demand within 90 workdays) . To support departments/agencies with appropriate and timely classification of positions (upon submission of all appropriate documents — within 60 workdays) . To support departments/agencies in labor relations by effectively handling negotiations, contract administration and grievances. III- 1 b. Highlights Last year, the Human Resources Taskforce recommended the restructuring of the Department of Personnel Services to expand the full range of human resources functions into four (4) divisions- Administrative Services and Benefits, Classification & Pay and Labor Relations, Recruitment and Exam, and Employee Development and Health Services. Adding no new positions, staffing for the restructured department was completed in October 2012. Sixteen ( 16) of the seventeen ( 17) authorized positions were filled by transferring three (3) incumbents from the various departments and filling five (5) positions that were shifted from other departments. The department' s main office was renovated to accommodate additional clerical staff and employee personnel files. Overflow staff are temporarily housed next door in the Boards and Commissions office pending the County' s master space plan implementation. Following are accomplishments for the various divisions during the fiscal year 2013 . Administrative Services and Benefits Employee personnel files have been centralized to the Personnel Department' s Administrative Services and Benefits Division to ensure proper management and standardization. Files are being reviewed to ensure that the necessary paperwork is filed appropriately and that medical and other records are maintained separately. A New Hire Orientation/On Boarding Program started in October. New employees to the County are scheduled for four (4) hours of orientation which includes completion of new hire forms, explanation of benefits, overview of collective bargaining agreements, meet and greet with the Mayor, introduction to the County' s mission and Holoholo 2020 projects, tour of County facilities, review of Countywide policies and procedures, and providing each employee with a County identification. Since beginning, one hundred six ( 106) new employees have gone through the New Hire Orientation/On Boarding Program. In addition, twenty-three (23) department heads, supervisors and departmental personnel officers attended an informational session about the program in February and March and twenty-three (23) line supervisors attended a session in April. The Temporary Disability Insurance (TDI) Program was transferred from the Department of Finance to the Personnel Department in October 2012 . Information and forms about the program were updated and sent out to all departments in January 2013 . Twenty (20) TDI applications have been processed by the Department of Personnel since taking over the program. III-2 Exit interviews for terminated employees and retirees have also been centralized to the Personnel Department. Informational forms and procedures have been updated and were sent out to all departments in January 2013 . Fifteen ( 15) exit interviews were conducted this fiscal year. Processing of employees hired for the Parks and Recreation Enrichment Programs during the spring, summer and winter has been transferred to the Department of Personnel Services. This past summer, one hundred thirty-six ( 136) seasonal employees were processed for the Summer Enrichment Program. Coordination of open enrollment for employee benefits including Employer- Union Trust Fund (EUTF) health plans and the AllState Flexible Spending Plan was centralized to the Department of Personnel Services. One hundred eighty- eight ( 188) employees attended the EUTF open enrollment sessions and approximately one hundred ( 100) changes in health care benefits were processed this year during open enrollment. Additionally, over forty (40) employees attended the AllState Flexible Spending Plan open enrollment sessions. Eighty-nine (89) percent of employees signed up for pre-taxed health care premiums and over fifty (50) percent of employees enrolled in either medical and/or child care flexible spending plans or various supplemental insurance policies. Classification & Pay and Labor Relations This past fiscal year, the backlog of classification requests was decreased from fifty (50) to thirty-three (33) . In addition to the regular requests to reclassify positions for incumbents or for vacant positions, the restructuring of the Personnel Department resulted in redescription of positions in several departments. Aside from the two hundred eighty-nine (289) classification actions taken in the current fiscal year, the department received and reviewed proposed pricing of thirty-two (32) classes for establishment by the State of Hawaii, its Department of Education, Hawaii Health Systems Corporation (HHSC), the Judiciary, City and County of Honolulu and the counties of Hawaii and Maui. Since July, negotiations started with UPW and HGEA for new contracts to begin July 2013 . In April, the United Public Workers (UPW) Unit 01 and the Hawaii Government Employees Association (HGEA) Units 02, 03 and 04 contracts were successfully negotiated. HGEA Unit 13 was unable to reach a settlement and therefore has resulted in moving to arbitration. Also unable to reach a settlement, both the State of Hawaii Organization of Police Officers (SHOPO) Unit 12 and the Hawaii Fire Fighters Associations (HFFA) Unit 11 contracts have resulted in arbitration. III-3 The Department continues to provide assistance and guidance to the various County Departments/Agencies in contract administration activities. In the current fiscal year, twenty-six (26) employer level grievances have been filed. Grievances dealt with discipline, transfers, promotions, terminations and differences in the interpretation of the contractual provisions. Recruitment and Exam One of the most significant accomplishments for the Recruitment and Exam Division this year was the reduction in processing time in the selection process for the Police Department by two (2) months. The department was recognized by the Police Commission for this accomplishment in December 2012 . In October, the department participated in the 2012 Kauai Job Fair. Over sixty (60) business organizations and agencies participated in the event. Approximately two hundred fifty-four (254) individuals stopped by to gain more information about County positions. The department also participated in the Spring 2013 Job Fair held at the Kauai Community College in April where approximately twenty-eight (28) employers participated in the event and over one hundred thirty-eight ( 13 8) potential applicants visited the County booth. A total of six (6) Administrative Reviews were held this fiscal year as compared to seven (7) held last year. Administrative Reviews are afforded to applicants that do not agree with the decision made regarding their job application. Of the seven - (7) reviews, five (5) were accepted and two (2) were sustained as not accepted. Recruitment of employees for the County' s Summer Enrichment Program was transferred from the Parks and Recreation Department to the Personnel Department. Program infofmation and applications are now available and processed online through NeoGov. Assistance was provided to the County of Maui for proctoring services for three (3) examinations. Employee Development and Health Services Online trainings assignments continued for County employees in the current fiscal year on a variety of topics including Preventing Slips, Trips and Falls, Safety and You, Living a Less Stressful Life and Preventing Workplace Harassment for Employees and Supervisors. Offline employees were able to view the assigned training lessons from specified Coordinators within their Departments or through attendance at group sessions. Upper level management and department heads and deputies attended a Workplace Investigations training in July. Later in the year, over one hundred fifty ( 150) managers and working supervisors attended training on Employment III-4 Issues. Both trainings were conducted by Sarah Wang of Marr Jones and Wang of Oahu. In January, the office of the US Equal Employment Opportunity Commission (EEOC) presented provisions of Title VII prohibiting employment discrimination to department heads, deputies and other upper level managers. All employees were required to attend a Workplace Violence Program training conducted by Jon Kumashiro of the Department of Human Resources Development (DHRD) that was held over a two (2) day period in July and August. A DVD. on the training was recorded for those employees unable to attend the live session. In April, ergonomics and lighting assessments were conducted for forty-eight (48) employees' workspaces in Council Services, Finance, Boards and Commissions and the Fire Department by Risk Evaluation and Loss Control (REAL) . The County' s Vehicle and Equipment Operator' s Training Program, previously housed at Public Works, was transferred to the Department of Personnel Services to provide uniform procedures for training, certifying and retraining employees on a County wide basis. A Vehicle and Equipment Training Request Form was developed for departments to select training for employees to upgrade skills for promotional and temporary assignment opportunities, refresher training, accident follow up training, new equipment/vehicle training, and evaluations. This past year, a total of sixty-four (64) employees were trained on a variety of equipment and fifty-seven (57) employees completed the annual driver improvement program. Two hundred and one (20 1 ) workers ' compensation claims were processed this year by our third-party administrator (TPA) of which one hundred four ( 104) were new claims. Of the total claims, one hundred twenty-five ( 125) claims remained open and ninety-seven (97) claims were closed. Therefore, the closing ratio for worker' s compensation cases for this fiscal year was seventy-eight (78) percent (97 closed cases divided by 125 new cases) . Worker' s Compensation benefits paid this fiscal year was $ 1 ,493 ,512, up $ 176,772 or 13 % from last fiscal year. Reserve amounts also increased from $ 1 ,791 ,608 to $2,526,034 in relationship to the increase in claim amounts. The County' s Return to Work Program continues to provide opportunities for employees who are injured at work to safely return to work as soon as authorized by a health care provider. During this past year, the Return to Work Program was able to successfully return twelve ( 12) employees to modified or light duty while III-5 awaiting release to full duty. In addition, one ( 1 ) employee was able to be placed I n another position within the County based on a permanent restriction. Open workers ' compensation claims were reviewed quarterly with respective Department representatives, the County' s third party administrator and insurance broker to develop action plans on major workers ' compensation cases including returning injured workers to modified or light duty work assignments as well as to progress towards a fair settlement as part of loss control efforts to reduce costs. c. Program Activities 1 . Civil Service Commission The Civil Service Commission consists of seven members, appointed by the Mayor and confirmed by the County Council, who shall be in sympathy with and who shall believe in the principles of the merit system in public employment; of the members appointed, one shall be selected from among persons employed in private industry in either skilled or unskilled laboring positions as distinguished from executive or professional positions. Members Term of Appointment Catherine Adams, Chair. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 01 /01 /12 to 12/31 /14 John Low, Vice Chair. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101 /01 /11 to 12/31 /13 Lani Aranio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 01 /01/ 11 to 12/31 /13 Ryan de la Pena (resigned 10/12/2012) , 1 1 1 1 11 1 11 1 1 1 1 1 1 . 11 1 101 /01 /10 to 12/31/12 Gilbert Maerina . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 01 /01 /11 to 12/31/13 Karen Matsumoto . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .01 /01 /13 to 12/31 /15 Roy Morita. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 01/01/13 to 12/31 /15 Regular Session. . . . . . . . Executive Sessions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . l l Special Sessions. l AppealFiled . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0 2. Employee Awards Recognition Ceremony Over two hundred fifty (250) employees and their guests attended the County' s annual Employee Awards Recognition Ceremony on June 24, 2013 . Employee of the Year awards were presented to those employees in each department who exhibited superior work performance, work efficiency, community service, and special acts beyond the scope of their duties, thereby sustaining pride in work performance and fostering excellence in public service. Awards were also presented to those employees who completed 15 , 209 251 30 and 35 years of dedicated government service and employees who retired. III-6 3 . Pre-Retirement Workshop The annual pre-retirement workshop designed to assist county and state employees in providing the necessary information to successfully transition to retirement life was held on October 29, 2012 . Approximately, seventy (70) state and county employees attended the workshop. Topics covered included health fund, retirement benefits, social security benefits, financial planning, wills and estates, deferred compensation, and services for seniors. IV. BUDGET FY 2013-Bud eted FY 2013=Actual Equivalent Personnel * 18 16 Salaries $ 1 ,0059073 $ 908, 176 Employee Benefits $ 6279361 $ 485,368 Operations $ 337,651 - $ 335,709 Total $ 199709085 $ 19729,253 *Includes two 89-day contract positions ( 1 FTE) III-7 V. STATISTICS Recruitment and Exam Recruitment Announcement Resource Number of Percent Applicants County of Kauai website 306 58% Internet Search Engines (MSN, Google, 503 9% etc) Word of Mouth (County of Kauai 502 9% Employee) Other 499 9% Job Announcement Posting (Visit to the State Recruiting Office or Workforce 292 5% Development Office The Garden Island Newspaper 279 5% Department of Personnel Services 114 2% Job Fair 29 1 % The Honolulu Star Advertiser 8 0% Hawaii Tribune-Herald 2 0% Recruitment FY2012 FY 2013 Classes Recruited 133 183 Applications Received 5,387 5 , 870 Applications Accepted 2,974 31446 Applications Rejected 29413 29424 Types of Examinations Held Open Competitive 92 127 Promotional 115 92 Non Competitive 7 18 Registration 12 12 Eligible Placed on List Open Competitive 639 850 Promotional 150 202 Registration 1 ,587 1 , 139 Re-Employment 1 2 Certification Request from Departments 159 210 Job Opportunities filled by Certification 117 160 Eligibles Certified 29685 29901 III-8 Classification and Pa Classification and Pay FY2012 FY 2013 Initial Allocation 25 30 Reallocation 62 44 Reallocation of Vacant Position 70 85 Temporary Reallocation 14 27 End of Temporary Reallocation 14 15 Redescri tion Review 80 75 No Change 0 1 Withdrawal 18 12 Class Retitled 1 0 Backlog of Classification Requests 50 33 Classification Requests 1320 318 Classification Appeals 0 0 Number of Classes Established 27 10 Number of Classes Retitled 0 0 Number of Classes Abolished 0 0 Number of Classes Amended 7 14 Number of Classes Reactivated 2 0 Transactions Transactions FY2012 FY 2013 Total Personnel Transactions Audited 1 ,477 1 ,523 Promotions 45 43 Demotions 4 6 Transfers 63 92 Pay Increase 21 13 Reallocations 61 50 Suspensions 23 49 Other 677 630 Leave Without Pay 311 293 Seasonal 76 40 New Hires 122 165 Separations 74 142 III-9 Workers' Com ensation Claims and Costs By Department Department Open Closed Total Total Department/ Cost Cost Agency Claims Claims Agency FY2013 FY2012 FY FY 2013 201-2 Public Works 43 38 81 90 Public Works $ 4922711 $ 538, 145 Police 26 23 49 56 Parks & Rec $ 430,999 $ 322,897 Parks & Rec 9 15 24 1 26 Police $ 320,831 $ 1899856 Fire 6 9 15 30 Fire $ 1262550 $ 2199764 Water 5 4 9 12 Finance $ 39,814 $ 1169 Finance 4 0 4 2 Water $ 36,478 $ 279842 Transportation 4 1 5 4 Transportation $ 35,912 1 $ 129092 Prosecuting 2 1 3 0 Prosecuting $ 7,423 $ 0 Attorney Attorney County Clerk 2 3 5 0 Housing $ 2 794 $ 1 ,238 Housing 1 1 2 5 OED $ 0 $ 262 OED 1 2 3 1 Elderly Affairs $ 0 $ 63 ' Personnel 1 0 1 0 Liquor $ 0 $ 63 Liquor 0 0 0 1 Planning $ 0 $ 3 349 Total 104 97 201 229 Total $ 1 ,4939512 $ 1 ,316,740 Workers ' Compensation Costs and Reserves by Benefit Type Benefit A Costs Costs Change Reserves Reserves Change FY2013 FY2012 FY2013 FY2012 Medical $ . 5392897 $ 447,833 $922064 $800,089 $ 4699318 $330,771 Temporary $ 459,826 $ 319,811 $ 140,015 $3309637 $ 108,642 $221 ,995 Total Disability Permanent $ 2489627 $ 3239604 ($74,977) $ 1 , 1829508 $ 12058,643 $ 123,865 Partial Disability Vocational $ 13,956 $ 42,212 ($28,256) $337249 $ 269418 $6,831 Rehabilitation Other $ 145,604 $ 79,259 $66,345 $ 179,551 $ 1289587 $502964 Allocated Expenses Administrative $ 85,602 $ 104,021 ($ 187419) NA NA NA Expenses Total Costs $ 1 ,493,512 $ 13316,740 $ 176,772 $2,5262034 $ 1 ,7919608 $7341426 III- 10 Vehicle and Equipment Trainin FY2013 Public Parks & Police Works Recreation Driver Improvement Program 53 4 Equipment Trainin 48 15 1 Aerial Platform Bucket Truck 2 Backhoe 7 Bushwacker 5 4 Clipper 3 Compactor Backhoe 2 Dozer 2 Excavator 3 Forklift 2 1 Pay Loader 7 Refuse Truck 1 Riding Mower 3 3 Roller 4 RTV and Trailers 8 Shredder 1 Tractor Mower 2 Water Tank Truck 1 Wheel Compactor 3 III- 11 ` Number of County Employees as of June 30, 2013 Department Permanent Temporary Exempt Contract Total Auditor' s Office 0 0 4 0 4 Civil Defense 3 0 1 1 5 County Attorney 5 0 9 1 15 County Clerk 8 0 24 0 32 Economic Development 2 1 8 0 11 Elderly Affairs 11 4 2 0 17 Finance 76 3 3 3 85 Fire 182 8 3 1 194 Housing 0 0 2 25 27 Liquor 7 0 0 0 7 Mayors' Office 0 0 16 2 18 Parks & Recreation 121 2 4 109 236 Personnel Services 13 0 1 0 14 Planning 23 4 2 0 29 Police 190 10 2 0 202 - Prosecuting Attorney 15 2 14 8 39 Public Works 286 8 3 1 298 Transportation 2 0 93 1 96 Water 71 2 4 6 83 Total 1015 44 195 158 1412 Note: Permanent - Probationary and permanent employees Temporary - Provisional and limited term employees Exempt - Elected and appointed employees (excluding commissions, boards and council members) Contract - Employees under personal services contract III- 12 DEPARTMENT OF PERSONNEL SERVICES STAFF AS OF JUNE 303 2013 HR Manager II . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Thomas T. Takatsuki HR Manager II . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Crystal Fujikawa HR Manager II . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Janine Rapozo Private Secretary, , . , , , , so * NO . A . 0 . * ew . . . . . . . . . . . . . Pualani R. Borales HR Specialist II . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Joyce Schuierer HR Specialist II .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Erin Takekuma HR Specialist II . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Kathy Tanita HR Specialist I . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Kris Nakamura Equipment Operator Trainer . . . . . . . . . . . . . . . . . . . . . . . . . . . . Steven Carvalho Personnel Management Specialist I . . . . . . . . . . . . . . . . . . . . Telissa Agbulos Personnel Management Specialist I . . . . . . . . . . . . . . . . . . . . Debbie Ponce Human Resources Clerk. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Michelle Hinazumi Human Resources Clerk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Leimomi Spencer-Gacusan Human Resources Clerk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Kari Villabrille III- 13 ti Water has no substitute....... Conserve it r'— b o/ Kaw'ii r IE IE (t V k , 1 ' O October 4 2013 ,� 7 2013. i1 BOARDS & COMMISSICt�! S Ms. Catherine Adams, Chairperson Civil Service Commission County of Kauai c/o Department of Personnel Services 4444 Rice Street, Suite 140 L-ihu'e, HI 96766 Dear Ms . Adams : Attached please find our Manager and Chief Engineer response to the issue of personnel files dated September 9, 2013 . We have also appended for your information and use, personnel file practices for other Water Department jurisdictions. We hope that this will assist Department of Personnel Service in resolving personnel file issues with our Department. We have instructed our Manager and Chief Engineer to continue working towards a resolution of this issue and to provide us with status reports until this is resolved. We regret that the Civil Service Commission and the Board of Water was drawn into something that should have been resolved at the Department level. Please contact me should you have any questions regarding this matter at 245- Me ke aloha pumehana, e� I Randall Nishimura Chairman, Board of Water Supply RN : ein Enclosures cc: Mr. David Craddick, Manager & Chief Engineer Ms. Debra Peay, Human Resources Coordinator Ms. Paula Morikami, Boards & Commissions Administrator Board Members deqtc 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 Waler has no substitute... _ .COMM itt Department of MEMORANDUM A ilFy� TTM 4398 PUA LOKE STREET, PO BOY 1706 irk lid i1ti1� V t� 1 a L1HU`E,- E:AUA1, HAWAII 96766 ® PHONE@ 808-245-5400 RA%: 808-245 - 5813 County of Kaual DATE: September 9, 2013 T0: David R. Craddick, Manager and Chief Engineer FROM Debra Peay, HR Coordinator , SUBJECT: Personnel File Maintenance of Other Jurisdictions This is in response to your inquiry on how the personnel files are maintained by the other jurisdictions. I've contacted my counter-parts at the Honolulu Board of Water Supply, Maui County Department of Water Supply, and the Hawaii County Department of Water Supply. The following are their responses. Honolulu Board of Water Supply: Each Honolulu City and County department maintains their official personnel file . Their medical files are kept separate from the official personnel files at that department. When an employee separates from employment, the official personnel file is sent to the Department of Human Resources for filing. When an employee -moves to another department within the City and County, the official personnel file is sent to the .receiving department. Maui Department of Water .Supply: The Maui Department of Water (.DWS) sends certain personnel Information to the Maui DPS (I-9, ERS-related forms, job applications, Occu -Med clearance (pre-employment physical) and any personnel action forms. Maui DWS also sends the Maui DPS copies of disciplinary actions or other correspondence to employee. Maui DWS does not send medical information to their DPS. Maui DWS keeps their medical info ( EUTF, FMLA, etc. ) separate from their official personnel flies. Hawaii Department of Water Supply: County of Hawaii procedures calls for each Department to maintain the official personnel file (including the medical file ) for their active employees. Every January, the Departments are supposed to send to the central County HR Department all the personnel files for employees that terminated the prior year. However, the Hawaii DWS does not send over their personnel files because DWS has their own payroll system. Hawaii DWS keeps all the personnel files of terminated employees. The Central HR Department has not required the DWS to send over any part of their personnel files. OT hMEMORANDUM.as�ro substihrle._ .__Consery If e ill departrtent of. - 4398'PUA LGIMST-BEET`, PO BOXATOG e. LIHM , KAUA`.I) -EiA�VAi`I 96766- PaON.B: 80& 245- 5480 FAX: 888-245- 5813° County. of 'Kaua t DATE: September 9;. 2013 TO: David: K. Craddick;, Manager and Chief Engineer- FR-OM.';. Debra- Pea `- :.NR Coordkato-r SUBJECT6: Duplicate Personnel Files anal: Bargaining Unit Contracts✓ This is- in respo.t se to your inquiry on what '15:0 stated 'rn t.bd BU contracts regarding duplicate personnel files. Pei_ the. HGG'EA -B-,Ur contracts. 2,, .B., 4 ante 13, it states that the employer may maintain more:than an•e•-personnel file... The- UPW BU1 contract dues not mention 6up,licat;e per.•son•nel files.. Attach•e8' are copies of the BiJ 1, 2, 3 , 4 and' 13 contract agreement sections regarding the. " Personnel File " . UNIT T ACREEMEIMT -- Ju1y 1 , 200.7 to June 3.0, 2Q09%` i. SECTION 1�7: OFFICIAL PERSONNEL TILL: t 17.01 Ex AINTINE AND C:OP'S': _ 17 .01 a.. The Employee and/or the Union shall by appointmen:t,: be: perinitted-to examine tie Eiployee ' s persotmel . file.. 174001 b. The. Employee. and or thre Union. shal3: upon reoluee be. givtets copy of material in the file::. 17.'02 PLACEMENTS AND E 01-dU A=ON% 8 1 :- No material derogatory 7T42- a to an Employee -shall be placed in th&IEMPToyee' s personnel file unless a copy is provided to the- Employee, 17, 02141- The Eixi . 10 :ee. shall be ai;ver! an o ortuni . to submit explanatory remarks tc be P y b. PP _ tY included in the file, 17.03 DEROGzkTORY A.ND.. =OR-Y.. 17'..03 a. An Employee and/or theTnifln nags request tbt demgatory -material .nofo relevant'- tor the Em to .ee ' s era to � _ ent be des tro . d aftex two (?) years . P . Y P Ym ye . 17 . 03 b . . Derogatory matedal, is defined as material that :Is detracting from the character or standirig afan Employee, expressive of a . low opinion of an Employee,: degrading,,. bioEtti rig, contemptuous, disparaging, r<egative, uncomplimentary, and unflattering.. 17.03 e. The- Employer Neill determine whether tlie material i's_ relevant. and will decide whether the material will be retained or destroyed from the personnel file_ The deG SI"O' . to retain the, material shall include the reasons and shall be in writing, 17.03 d.. The decision of.the Employer shall be §ubjba- to Section 15 . and processed at,Step 1 of `Section 15. 17 . 03 e. The Employee ' s employment history record 'sfia11 �not:be. •altered SECTION 1 $. REST PERIODS AND IYMA.L PERIODS.. 1-81.01 REST PERIOD.. A l Employees- shallbe allowed rest periods often (10) minutes as ..fallow's: 18601 &.: During each. half of the workday mcludmg work on balidays . 4-9 F. The Employer sha provide. in-service training pragrarris. vidence- :of sat'tsfac#o. com .lefion of an training courses-- or pro ' rams- rY. p y' g . P 9 shaI16e pjaced in the Empl'oyee's. personnel, file and may be- used as: a factor: ire gi rig. consitleratiarr in the Erri.laloyee 'so future: prarnotbin-; however; said consideration sf alf not `be construed as affordih g. the:- Employee: precedence orpreference ovef. ofh.er- Employees who have demonstrated greater. job proficiency or have greater, experience . Tle Ernloyer and file: Union Jointly shall provide a regularly scheduled pre retirerner.,f advisory program' covering benefits and rights of retired. Employees; Those. Employees owho are contemplating, retirement may attend this program . 14 Whenever an- Employee applies for and is-deriied trair'ng, the ErP l Oy ee shal.l . Upon. written request. be, ' fnfo-rmed of the- reasons for: denial in Writing . ARTPLE. 1:7 issi PERSONNEL FILE A.. AM "Employee .shall,. upon "request. and by'a.ppointment, be permitted to; examine the- Employee 's personnel frles. The Empooyee. shall be given a copy of any material off It. is to be used in- connection with a grievance or personnel hearing: B .: No derbgatory rnaferral shag be placed ih: the personnel file unless the. Employee has had an opportunity to: read. the material and an opportunity fo sign :it.N . ind`icatirig the Employee had read the material: The Employee shall also. be givers an opportunity to attach explanatory remarks .. C . Upon: request the Em.playea or the Union with; consent of the: Employee, derogatory material In can EmN'ayee`s :fi1.e -:shag. be .destroyed. after two. (2) years,. unless: the department head make$ 'a determination of the curre`nt -relevancy of such material. if the Employee or the. Union, u*on- conserit of tfie Employee . -dlspufes .the .relevancy of such. mafedal, the department head shall. attach the. reasons for -relevancy .to: such. material ih writing. The Employee or the': Union may again. request destruction. of such material: after one. (1) year. 5. If the. department :head determines that the mateoflgl is relevant currently, it may reimain in the file. for another year and again .reviewed in the .same manner.: D .. Any derogatory materW shall bo de&v—ad. after, five. (5) years. E. The employment history record shall not be destroyedss F� The EmPloyet/May niatntain more than. one. personnel file ; however, one of these files shaft include., but .riot.- be .iIMIted to., an Employee's p.earsormel transaction records, derogatory- materfafs,, com-Mbridatbr material and p9ff.ormance evaluations, Tho Employer. shall designate and infoirrn the Union of the. location of the' file:. Unit 02 29 i� . The. Employer acid the Unon jointly sf�aH provide a- regularly scheduled preretirement advisory. program -covering benefits and rights of retired Employees-.. Those Employees who are contemplating.. retitamant may` attand thin ptPgra.m. j .. W a.n-e_ver an: Einpfoyes applies for -and ts-. d.enied tra.inirig', the Employee shall upon written request be: informed of the- rea$pns for denial in writing APTiCLEIt PERSONNEL FILE: A. An: Employee shall , i pnn. M%C est and by appoin#meet, d permitted to examine the Employee 's personnel'. files: The Employee shall ba given a copy ofm any` material if it is- to be used in connection° With. a. grievance .or personnel hearing, as. No derogatory material shall be -placed in the Employee s. -personnel" file unless the Employee has had. an- opportunfty to read the material and an opportunity to sign it. indicating the .Employee had. read thn material . The Employee shall also be given an opportunity tp attach explaRafoty remarks; C. Upon request - of the. Ernpioyeo or the Union with consent of the Employee:,. derogatory- material in time. Employee's file shall be destroyed- after-two (2) years., unless. the. department head makes . a. determination of fhes current releva- icy of such material. If the Employee. or the Union upon consent of the. Ernpioyee disputes the relevancy of such material, the department- head shall attach reasons for -relevancy to such material In writih& The. Employee or the Urifori may again request destruction of such material' after one. (1 ): year. D . All derogatory material shall, be destroyed aft.'r five. (:b) years. E. The empioyrrieht history record shall not be destroyed; F. 'The. Emp.foyer may maintain more than one personnel: ffl-e;. i�owever-, on'e . of these files shall include., but not ba limited 1p , an Ernployee`s• .persohnel transaction - records, .derogatory materials; commendatory materials and .performance evaluations. The ' Employer shall designate. and inform the Union of the location of the file;. ARTICLE 1 .7 -- PERSONAL RIGATS A D REPRES,ENTAnON Av The Emplaye� Shall not require Employees to transport government equipment. in their private vehicles , if such Employees do not recelve :mileage allowance . R Upon the -request9of the Union; existing dress. a°n-d:,perso-nal appearance codes shall be reviewed by the Empi©yel- or - designee: and Union . The: Ernp_ioy ror desiigna-e-sbali consult with the Unicorn before establishing new- dress and personal appearance codes . Unit 03 r D. The Empfoyersha11 inform, affe d_ Employees of new -work procedures Which relate directly. to their. Work Ed. Subject to the Mridditions of paragraphs. C. I .. and C .2, above and i sufficien# funds are riot; ava1abl'e:; the Employee may be permitted- to- p`atticipate at the. Ernplpyee.'.s: own expense' in training programs or- courses of instruction - which, are.. scheduled during -working hours with- the prior .approval of the Employer or- dasignated. representatives: F,. The 'Empiayer shall provide in-service. training programs. G: E�riden of. .§gbsfacto:ry ocmptetion: of any trainmg courses -- orwprograriis shal� be placed in the Err� ployee's' personneifile and may:. be used- as a, factor in giving consideration %n the Em-ploye�e `s 'fLiture .promotion; hoWever, said consideration .shall not- be construed as' affording the Ernployee precedence or- preference over othe:V Employees •who -haV& demonstrated greaterJodb proficiency or have. greater wpeflenoe:. . Ho.. . The ErnploXe�r and the Uhioh- Jolntlyr - shall provide a. regularly schadul.d preretirement advisory program covering- :benefits and rights of retired. Empi:oyees.,.. Those: Empioyees who are contemplating retirement May attand: this program-:. I'. Whenever an -Employee applies- for arid is denied, training, the Employee. shall upon written requ:ast be - i formed of the reasons: for. denial inO.Iff ifing ARTICIL 1 61ogst PEAS` 6" NNEL FILE A. Art Einplayee--shall; upon request and by appoihtment, be permed to examine the Employee' s personnel files. The Errrployee shall be given a` copy of any material if it is to. be used in cohhectibn with a g' Mevancaq or personnel hearing . B. No derogatory material shall be placed in the Empioyea 's. . personnel fife Unless. the, Employee has :had. an opp�ortuniiy td Feed. the material - and an; opportunity, to S it Indicating the Employee had read the material , "The Employee-- shall also be. g.ive-n an opportunity to attach explanatory remarks:, C Upon reo<uesf o the. Employee or&the Union Lit}i =consent of fhe Employee, or dsrogatoi materiai' in an. Employee'so file shall be destroyed. a- ter two- (2): years., unless the department head snakes a determination of. the- current relevancy of such material.. If the Employee orthe Union upon: conspht of the Employee d1sputes° 1tha relevancy of such material, 'the department head shall - attach reasons for- relevqnpy .to- such .material in writing ,. The Employee :or the Union may again request -destruction of such material after one. (1 ) year.: D. All ' derogatory Mterial- shall - be destroyed` after fiVe 'P: years . - j Emit -64 t- 3� Es. The employmmnt history record shall not be -d6stroyed. F, The Erriplayer may maintain more than one- personneffje:; however, one. of these film shall include ,. buf not be Iirnited W., an Employee's. personnel transaction records, derogatory mate.rlais, commendafor} .. matarials and perfor - ance evalUatloris:. The Employer shall designate and inform the - Union- of � the location: of the- filer ARTICLE 17'.: PER SoNAL I JGHTS AND REPRESENTAMON' A. The Employer shafl not require- Employees tQ transport - government equipment In their private vela eles, if such Employees d.- not re-ceiVs mileage: allowance:; Ss Upon the. request of the Unlonr existing dress and personal appearance codes . shall be reviewed by the Employer ar designee and. Uhion. The Employer or I esignee shall consult with file Union before: estabftshing* new dress and personal, appearance: cos, G, Both parties agree. that. Ernployses shaft riot use their businers addresses (p{ace of employment). to receive personal .mall ; provided, however,. if personal mail is sent to Empioyses ' b:uslness addr..esses - without. their- knowledge or cpnsent, the. Employer shah endeavor- to forward such personal mall: unopened-. f D:. The Employer §hail provide. Empfgyess. v ith supplies, and equipmen t Which are required In, the.. performance- of the Employee 's. official duties; Except in. tile. case of. negligence: on the.-part of the Employee, when such equipme. -t,is stplen, lost,: damaged and/or worn out I.tshail be: repaired :or replaced by the Employer: E . The. )=mpl.oyer s ialr providE legal counsel: for an Employee upon mequest whe' n: I . the. Employee is :sued. for actions. -taken in. the. course of ernpigymefrt and within the. scope. of the Emp}oyee`s duties and responsibilities,. 2: the: Employee _ must. app6`af as :a deiandant or is subpoenaed to appear to court when sued for actions taken in the course of employment .aid within the seope of the Employee's -duties and responsibilities. 3. the- Employee. must. appear. �ts. a witness. or is subpoenaed to appear .in -court-6h a- friatter arising in the. course of employment And within th.e scope, of ffie Ernploye-e`s duties aid responsibilitie& 42 the Employee: is requtred to give - deposiflon. or answef interrogatories an 'a- mater arising in the. course . of' employment and within the scope of the Employees• duties and respor;slbrIt7e& ' LJnf# 04- 1 32 r . When:ever an Employee appfies .for and is denied' training, the Employee shall upon the Employee's written request: be, lhformed ('5f- the- reasons fbr deniair in Writing., ARTICLE 1-6 = PERSONN L FILE A:. An: Employee shalt,: upon request: and byk appointment; be permitted to - examine the Employee's. personnel files. Th_e- Employee shall be . given- a copy c any. material. 11 i`t is. to be used; in connection with a, grievance: o - personnel hearing, B:.. No- derogocry. matena' shall be placed. in the Employee's personnel file- uri[ess the Employee has had an opportunity to . read the matefaal and. an opportunity , to sign it indicating the Employee has _read the .material. The Empioyeeq shall also. be given an opportunity to attabh explanatory remarks: C, Upon request. of the Employee .or -the. Urrion: M.lh consent of the Em_pioyee, derogatory ' material Jnclu.ding. any reiafed explanatory remarks. and rebuttals in an Employee's file shall be destroyed ' after two (2Z) years, unless the department head makes a determination of the. current relevancy of such material. if the Employee or the Union, upon consent of the Employee ; disputes the relevancy.: of such material ,- the department head shall. attach the department head' s reasons for -relevancy to such material ink writing: The. Employee or the Union .may again request destruction of such material after once (1) year,. D . Ail derogatory material shall be destroyed afterfive (5) years. E. The empioymenl history record. .Shafl not -be destroyed.. F . The Employer may ma ritain� more than- one, personnel file; however, one of. these files shall include , but pot be limited to, an Em.pfoyee's. personnel transac4 bM records -, derogatory. commendatory materials and performance evaluation&. The Employer shall designate and inform the Union of the location? of the file : ARTICLE 1. 7 w PERSONAL. RlaHTS AND REPRESENTATION A:, The. Ehnpioyer shall riot refgiii.re Erriployees to transport government equipment Jn their private, vehicles, if such Employees do not. receive mileage allowance . B:W Upon the- request of the Union-, existing dress and personal appearance, codes shall be .reviewed bytheg Employer or the Employer's designee- and Union: The Employer at the Employer's designee shall consult *j1hp the. Union before establishing new dress 'and .personal appearance codes. Unit 13 34 ARTICLE XV DEPARTMENT OF PERSONNEL SERVICES Section 15 . 01 . Organization . There shall be a department of personnel services consisting of a civil service commission , a director and the necessary staff for the purpose of establishing a system of personnel administration based upon merit principles , devoid of any bias or prejudice and providing a systematic and equitable classification of all positions through adequate job evaluation . Section 15 . 02 . Civil Service Commission Organization . The civil service commission shall consist of seven members who shall be in sympathy with and who shall believe in the principles of the merit system in public employment , or the members appointed , one shall be selected from among persons employed in private industry in either skilled or unskilled laboring positions as distinguished from executive or professional positions . ( Amended 2006 ) Section 15 . 03 . Powers and Duties . The civil service commission shall . A . Adopt rules and regulations to carry out the civil service and compensation laws of the State and county . Such rules and regulations shall distinguish between matters of policy left for the determination of the commission and matters of technique and administration to be left for execution by the director . B . Hear and determine appeals made by any officer or employee aggrieved by any action of the director or by any appointing authority . Appeal from the decision of the commission shall be as provided by law . C . Advise ' the mayor and director of personnel services on problems concerning personnel and classification administration . D . Execute such powers and duties as may be provided bylaw . Section 15 . 04 . Director of Personnel Services . The director of personnel services shall have had a minimum or five years of training and experience in personnel administration either in public service or private business , or both , at least three years of which shall have been in a responsible administrative capacity Esc aot5 and shall be in sympathy with - the principles of the merit system . He shall be appointed and may be removed by the commission . The director shall be the head of the department of personnel services and shall be responsible for 'the proper conduct of all administrative affairs of the department , and for the execution of the personnel program prescribed in this charter and - in the ordinances and regulations authorized by this charter . Section 15 . 05 . Civil Service and Exemptions . All positions in the county , except those . exempted by law , shall be under civil service . F Bernard P. Carvalho, Jr. ��� Thomas T. Takatsuki Mayor f Acting Director of Personnel Services Gary K. Heu 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 9- 13 - 13 Significant Events for the Department During the Past Week: • Follow-up discussion with SHOPO President on 9- 11 - 13 regarding third party representation in SHOPO Union grievances. Again requested a copy of the letter and was informed that he taught that it sent (Attorney ' s opinion regarding the third party matter). Followed-up on our end and still no letter was received as of this writing. Later in week did receive a call from SHOPO General Council and returned his call. Informed me that their review was regarding the release of relevant information received when they file a grievance and the Grievant requests for information from SHOPO. Need to let the Deputy County Attorney know because he wanted information and to call the General Council to follow-up if he any questions. • We continue with our review and classify positions and working on re- organizational studies . Completed review of Water Department study and will do the final report and submit to Water Department. Working on the second 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. Tested for Police Services Officer: the written test was given on Saturday, it was corrected and those passed took the agility test on Sunday. A total of 150 was to take the test, however 36 showed up and took the test and 34 passed. After the agility test there was 31 candidates placed on the list. The Police promotional recruitment will take place once we are set on the promotional examination scoring. • We checked with the Parks Security and Coordinator whether they were working on getting the Park Security Officer certified as required by Act 208 . They were not doing anything at this time as the Director stated he was working on this issue. The issue will be discussed with the Deputy County Attorney if will be talking to the Director and where he plans to go with this issue. Need to continue to follow- up with this issue. • Completed five (5) step 1I1. HGEA grievance decisions; 1St and 2"d drafts completed and hopefully finalize the next week. • Still no decision regarding the Unit 1 grievance on stand-by filed by the UPW. ANEQUAL OPPORTUNITYEMPLOYER e � / y // b ( Q� i3 �13> • Received word that HFFA want to take the Temporary Assignment and Bill of Rights to arbitration. We are reviewing the language proposed by Hawaii County and need to further investigate and discuss it with the department. • Finalized the agreement with Pacific Leadership Partners to provide supervisory and interpersonal skills training for November 5, 2013 . • The County Trainer and four (4) Public Works' employees were trained by Terry Pellecchia, Regional Sales manager from Florida on the County' s new VacCon Truck. • On-going work in 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. • Continue to work on up-dating drug policy for all employees and on identifying safety sensitive classes. • Finalizing the annual report. • Completed three exist interviews (Finance/Real Property, OED, Public Works). • Finalized changes to Early/Post Vacation Deferral Payout Forms and instructions/information. Posted forms on SharePoint. Significant Meeting for the Department During the Past Week: • Meeting with the Department of Water regarding the transfer of personnel files to DPS/HR. After some discussion the Water Manager agreed that the files will be transferred once duplicate copies are made for their reference. Further, requested that copies of new hire information to be sent/forwarded to their office. • Administrative Review — Recruitment and Examination. • Full Council meeting; regarding Bill 2496, Collective Bargaining Unit 12 (SHOPO) . • Met with Deputy County Attorney regarding personnel files from the Police Department and SHOPO issues regarding grievances. • Meeting with Finance-Payroll to discuss the Flexible Spending contract renewal process (expires June 30, 2014) which is now DPS/HR' s responsibility. Risk Management Vehicular Incident: Industrial Accident: Personnel New Employees : Jill Niitani accepted HR Specialist II position; start 10- 1 - 13 . Upcoming Retirements : Promotions : Employee Transfers (In/Out) : Employee Recognition (Internal/Extemal) : Heads-up : Significant Upcoming events/meetings : • KCT 9- 16- 13 . • Step 2 UPW grievance 9- 17- 13 . • Administrative Review 9- 17- 13 . • Salary Commission 9- 18- 13 . • Internal meeting with Finance —Payroll 9-25 - 13 . • Meeting with KPD to discuss recruitment clerical duties 9-27- 13 . • Liability claims review with Attorney' s Office 10- 1 - 13 . • HGEA BU 13 arbitration 10- 1 to 4- 13 . • Hawaii Employment Law Seminar 10- 10- 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. The Director is working on this issue; we need to follow-up. • 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 met with Water Department and after they make copies of the files, they will send the original to DPS/HR. Update on Status of HoloHolo 2020 Project(s) : • None Bernard P. Carvalho, Jr. c ` F �a� Thomas T. Takatsuki Mayor Acting Director of Personnel Services o , sAa � 9 Gary K. Hen a� 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 9-20- 13 Significant Events for the Department During the Past Week: • Follow-up discussion with Deputy County Attorney regarding third party representation in SHOPO Union grievances. Discussed that he may want to contact SHOPO General Council if he any questions. • We continue with our review and classify positions and working on rem organizational studies. Completed review of Water Department study and started to review the final report and submit to Water Department. Continue work on the second 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 . Staff continues to work on assisting the Police Department in their promotional recruitment and examination scoring process. We will be recruiting for the Labor Registration list. • We checked with the Parks and Recreation Department regarding Act 208 and the Parks Security and Coordinator stated that they were not doing anything at this time. In our discussion with the Director it was found the he believes that the law should not apply to the Park Security Officers since they are enforcement officers enforcing park ordinances. Further, he indicated he was waiting for a written decision from the Deputy County Attorney on this matter. • Completed two step III HGEA grievance decisions. Heard tow (2) UPW step 2 grievances. • Still no decision regarding the Unit 1 grievance on stand-by filed by the UPW. • Worked on and reviewed the IIFFA reconvening request regarding the Temporary Assignment and Bill of Rights to arbitration. Working with the County Attorney' s Office on our positions regarding the above. • Completed the Fiscal Year 2013 departmental summary report of workers' compensation claims and costs distributed to all departments. . • ` Completed training for one ( 1 ) Public Works ' employees on the 5525 Bushwacker #575 and Sakai Roller SW 320- 1 #4258 • New Employee Orientation — one with Water and one with Housing; 89 day hire Park Caretaker I . ANEQUAL OPPORTUNITYEMPLOYER • Working with State DHRD and with Prudential Retirement to finalize the un- coming Benefit Fair on October 15 , 2013 on Kauai. Mayor allowed/approved time for employees to attend. • Meeting with ad-hoc committee to review all suggestion for the new employee customer service mission statement. The final result: The County of Kauai ` ohana is committed to excellence in providing efficient and respectful service, offering effective and innovative solutions, and exceeding our customers' expectations. Remembering always that "Aloha begins with me." • Requested approval from HGEA to add four (4) additional positions to be designated as Health, Safety and Public Trust (HSPT). • Finalizing and completed Personnel Department/Human Resource annual report. • Completed three exist interviews (Finance/Real Property, OED, Public Works) . • Notified all affected departments of upcoming quarterly workers' compensation claims reviews scheduled for October 15a'. , Significant Meeting for the Department During the Past Week: • Step 2 UPW grievance hearing. • Salary Commission meeting. • Met with Mayor, Finance Director, Communication Director, Economic Development Director and Cyndi to discuss HCOM issues. • Administrative Review — Recruitment and Examination. • In-house meeting to finalize Drug and Alcohol Testing Program requirements Countywide. • Risk Management Vehicular Incident: Industrial Accident: 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 9-23- 13 . • HCOM meeting 9-23 - 13 . • Step 2 UPW grievance 9-24- 13 . • Social Media Policy review with UPW 9-24- 13 . Internal meeting with Finance —Payroll 9-25- 13 . • Meeting with KPD to discuss recruitment clerical duties 9-27- 13 . • Liability claims review with Attorney' s Office 104 - 13 . • HGEA BU 13 arbitration 10- 1 to 4- 13 . • Hawaii Employment Law Seminar 10- 10- 13 . Issues/Concerns : • Continuing; Act 208 issues regarding the new requirements for security guards and having our Park Security personnel registered. Commission asked for a follow-up report therefore did meet with the Director. He stated he was willing to appear before the Civil Service Commission to explain what is going on. • 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 14, 2013 place to be determined. Chief negotiator met with the There was a meeting between the mediator and HGEA and the Union did present a counter proposal. We continuing to prepare for the arbitration. • We are continuing to work with the Prosecuting Attorney' s Office for the personnel files. They did submit a few of the files but not all. In our follow-up on our discussion with the Water Department there seem to be issues know that needs clarifying on their part but we feel otherwise that after they make copies of the files, the will send the original to DPS/HR. • Need to schedule meeting with Finance-Payroll to discuss issues relative to EUTF due to bargaining unit difference in premiums. Update on Status of HoloHolo 2020 Project(s): • None Bernard P. Carvalho, Jr. OF Thomas T. Takatsuki Mayor Acting Director of Personnel Services O `°ate Gary K. Hen o OV 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 9-27- 13 Significant Events for the Department During the Past Week: • On-going discussion with Deputy County Attorney regarding the third party representation issue. • We continue with our review and classify positions and working on re- organizational studies. Finalize report and transmit recommendation to Water Department. Still working on the second 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. Recruited for the Labor Registration List and it closes on 9-27- 13 . Staff continues to work on assisting the Police Department in their promotional recruitment and examination scoring process. • We will continue to monitor Act 208 regarding the Parks Security Officer. • Completed two step III HGEA grievance decisions. Heard tow (2) UPW step 2 grievances. • Still no decision regarding the Unit 1 grievance on stand-by filed by the UPW. • Completed training for one ( 1 ) Public Works ' employees on the Automated Side Arm Truck #086, Two Public Works employees on the Forklift Class Equipment #662 and six Parks and Recreation employees on the Case Bushwacker #419. • Altec Boom Truck #267 training completed by Jim Reisch Account Manager for Altic Industries, Inc. for fifteen Public Works ' employees. • Posted safety video "Run Hide Fight" for employees to view with regards to recommended action when and "Active Shooter" is present as these incidents are becoming more common at the workplsce. . • Working with State DHRD and with Prudential Retirement to finalize the unm coming Benefit Fair on October 15, 2013 on Kauai. Mayor allowed/approved time for employees to attend. • Submitted annual report for the Personnel Department/Human Resource to the Mayor' s Office. • Completed two exist interviews (Finance/Real Property, Public Works) . • Continue to assist employees with healthcare coverage changes : loss of coverage, birth, resignation, retirement, adding domestic partners. . ANEQUAL OPPORTUNITYEMPLOYER 0/611 /4 Significant Meeting for the Department During the Past Week: • Step 2 UPW grievance hearing. • Civil Service Commission meeting. • HCOM meeting in Honolulu to discuss various issues from negotiations to legislative bills. • . Meeting UPW to discuss the Social Media Policy. Requested extension so their attorney could review. • In-house meeting to finalize Drug and Alcohol Testing Program requirements Countywide. • Met with Finance-Payroll to discuss problems with EUTF employee coding that caused internal problems in medical payments. • Re-cap meeting on the recruitment and examination process that was held. We will follow-up with memo to departments. Risk Management Vehicular Incident: Industrial Accident: 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 9-30- 13 . • Meeting with KPD to discuss recruitment clerical duties 9-27- 13 . • Liability claims review with Attorney' s Office 10- 1 - 13 . • . HGEA BU 13 arbitration in Honolulu 10- 1 to 4- 13 . • Hawaii Employment Law Seminar 10- 10- 13 . Issues/Concerns: • We will wait and see what happens with Act 208 issues regarding the new requirements for security guards and having our Park Security personnel registered. • 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 , Honolulu . There was an exchange of counter proposals, however, there was no response on the Employer' s counter proposal as of this writing. If no decision is made we will be in arbitration form October 1 to 4, 2013 . • We are continuing to work with the Prosecuting Attorney' s Office for the personnel files. They did submit a few of the files but not all. In our follow-up on our discussion with the Water Department there seem to be issues know that needs clarifying on their part but we feel otherwise that after they make copies of the files, the will send the original to DPS/HR. There was discussion at the Civil Service Commission meeting regarding this issue; they will await the Boards response to their letter. Update on Status of HoloHolo 2020 Project(s) : • None OF Bernard P. Carvalho, Jr. c Thomas T. Takatsuki Mayor Acting Director of Personnel Services to `� a Gary K. Hen o OF 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 10-4- 13 Significant Events for the Department During the Past Week: • On-going discussion with Deputy County Attorney regarding the third party representation issue. Attorney' s Office wrote to SHOPO regarding the third party issue and we are asking SHOPO for a waiver on the third representative. • Prepared for and attend the HGEA arbitration during the week. The parties were able to work through mediation and have tentative agreement on the outstanding issues. Arbitration was postponed and the Bargaining Unit members will be voting on the settlement reached by the parties. • We started work and informational gathering for the re-opener of the Unit 11 Arbitration. Working with the Deputy County Attorney and the Fire Department. • We continue with our review and classify positions and working on rem organizational studies. We did work on finalizing the report how ever need to make changes there for did not transmit recommendation to Water Department as reported last report. Based on findings we still need to work on and establish new classes. Still working on the second 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. Recruiting for Chief of Water Resources and Planning, Sprinkler System Repair Worker and Park Planner (open 10-2- 13). Staff has been working the Police Department in their promotional recruitment and examination scoring process, however, they have requested to push back the recruitment. • We will continue to monitor Act 208 regarding the Parks Security Officer. • Completed one step III HGEA grievance decisions. Completed three (3) UPW step 2 grievance decisions. • Participated in the Kauai Job Fair on October 2, 2013 at the KWMCH. There were 56 employers and agencies present for all sectors. Approximately 600 people passed through the doors of which approximately 250 stopped by DPS ' s table. • Our scheduled training on supervisory/interpersonal skills is on hold for now since Pacific Leadership Partners was unable to gain HCE compliance. ANEQUAL OPPORTUNITYEMPLOYER . 1 (/0 / 4/// ,3 ) • New employee orientation : 1 for Public Works, one for Council, one for Water, one for Finance-Purchasing, one for Personnel and one for Prosecuting Attorney. • Continue to assist employees with healthcare coverage changes : loss of coverage, birth, resignation, retirement, adding domestic partners. • Worked on and finalized contract with Eddie Sarita for the Pre-Retirement Workshop scheduled for 10-30- 13 . Significant Meeting for the Department During the Past Week: • Administrative Review-recruitment and examination. • Met to finalize the tentative agreements for BU 13 . • Affordable Care Act meeting. • Monthly meeting with the County Attorney' s Office to discuss liability claims. • Met with KPD Recruitment section to discuss clerical duties that will be transferred to DPS . • In-house meeting to finalize Drug and Alcohol Testing Program requirements Countywide. • Met with Finance-Payroll and IT to begin to sort out employee coding issues in AS400 system. • Finance employee scheduled for a Return to Work meeting did not appear; sent second and final meeting notice prior to termination scheduled for October 17, 2013 . • Meeting with Public Works Auto Shop Superintendent and Deputy to discuss development of policy in light of workplace injury due to improper installation of a battery by departmental staff versus shop employee. • Met with Deputy County Attorney to discuss SHOPO issues and preparation for BU I 1 arbitration. Risk Management Vehicular Incident: Industrial Accident: Personnel New Employees : Jill Niitani started 10- 1 - 13 . Upcoming Retirements : Promotions : Employee Transfers (In/Out) : Employee Recognition (Internal/External) : Heads-up : Significant Upcoming events/meetings : • KCT 10-7- 13 . • On-going weekly meeting with Payroll/IT regarding employee codes. • HGEA Step III grievance 10- 10- 13 . • Hawaii Employment Seminar 10- 10- 13 . • Quarterly Workers' Compensation Claims Reviews 10- 15 - 13 . Issues/Concerns : • We will wait and see what happens with Act 208 issues regarding the new requirements for security guards and having our Park Security personnel registered, • Still on-going is the UPW grievance on Stand-by Pay. On hold until further notice. • No Change. We are continuing to work with the Prosecuting Attorney' s Office for the personnel files. They did submit a few of the files but not all. In our follow-up on our discussion with the Water Department there seem to be issues know that needs clarifying on their part but we feel otherwise that after they make copies of the files, the will send the original to DPS/HR. There was discussion at the Civil Service Commission meeting regarding this issue; they will await the Boards response to their letter. • l Update on Status of HoloHolo 2020 Project(s) : • None