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HomeMy WebLinkAbout2013_1126_AgendaPacket Cathy Adams Members: Chair Lani 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, November 26, 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 October 22, 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) C) c. Response from the Board of Water as relates to the transfer of personnel files from the Department of Water to the DPS/HR Department (On-going) DIRECTOR'S REPORT CSC 2013- 16 a. Weekly Report Ending October 11 , 2013 b. Weekly Report Ending October 18, 2013 c. Weekly Report Ending October 25, 2013 d. Weekly Report Ending November 1 , 2013 e. Weekly Report Ending November 8, 2013 f. Weekly Report Ending November 15, 2013 - An Equal Opportunity Employer EXECUTIVE SESSION Pursuant to Hawai `i Revised Statutes § §92-4 and 92-5 (a) (4), 92-9 (a)(1 -4) (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-014: Regular Executive Session Minutes of October 22, 2013 RETURN TO OPEN SESSION Ratify Commission actions taken in Executive Session for items: o ES-014 �. ANNOUNCEMENTS Next Meeting: Tuesday, December 17, 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. Civil Service Commission — November 26, 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 Lihu` e, HI 96766 Email: bdavis@kauai.gov Fax: 241 -5127 Phone: 241 -4919 SPECIAL ASSISTANCE If you need an alternate format or an auxiliary aid to participate, please contact the Boards & Commissions Support Clerk at 241 -4919 at least five (5) working days prior to the meeting. Civil Service Commission — November 26, 2013 Page ( 3 COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board/Committee: I CIVIL SERVICE COMMISSION Meeting Date I October 22, 2013 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room 3 Start of Meeting: 3 :00 p.m. I End of Meeting: 3 :48 p.m. Present Chair Cathy Adams; Vice-Chair John Low. Members: Lath Aranio; Richard Jose; Gilbert Maerina; Karen Matsumoto; Roy Morita Also : Deputy County Attorney Marc Guyot; Personnel Services Manager Thomas Takatsuki; Boards & Commissions Office Staff: Support Clerk Barbara Davis; Administrator Paula Morikami; HR Specialist Janine Rapozo; HR Specialist II Jill Niitani; Deputy Manager-Engineer, Department of Water, Kirk Saiki Excused Absent SUBJECT DISCUSSION ACTION Call To Chair Adams called the meeting to order at 3 :00 Order/Roll Call p.m. with 7 members present Approval of Open Session Minutes of September 2412013 Ms. Aranio moved to approve the minutes. Mr. Minutes Morita seconded the motion. Page 5, Line 4 : Ms. Matsumoto requested the word "of' between reorganization and policy and procedures be deleted. Motion to approve minutes as corrected carried 7 :0 Mr. Takatsuki introduced Ms-. Niitani, the new HR Specialist II who will be working with Ms. Rapozo. Communication CSC 2013- 17 Department of Personnel Services Annual Report Chair Adams commended Mr. Takatsuki on an excellent report but questioned with all the work, time and efforts put into the HRIS why there was no mention = of it in the report. Mr. Takatsuki said it was still a work in progress and will be included in a future report. Mr. Morita moved to receive the Annual Report. Ms. Aranio seconded the motion. Motion .t. _ carried 7:0 A Civil Service Commission Open Session October 22, 2013 Page 2 SUBJECT DISCUSSION ACTION Business CSC 2012-29 Implementation of the Human Resources Department (On- going) b. Update from the Director of Personnel Services on the Transition Plan for the Implementation of the Human Resources Department (On-going) Mr. Takatsuki reported they have completed the Recruitment and Exam process, which in of itself, is an on-going process because of lots of questions coming in from the departments. Ms. Rapozo explained that following the meetings they sent out a communication to all departments asking for follow- up information on how they perceived handling some of the details so it can be customized to how the departments want it. DPS/HR is continuing to work on Classification and Pay but have not yet scheduled any meetings. The other issue being discussed concerns the HRIS and payroll and whether those • positions should move from Finance to DPS/HR as they look at July 1 , 2014 for the conversion. Ms. Rapozo noted that in the HR Task Force Report there was mention of the payroll functions and that possibly being the second step to the move of having a comprehensive HR Department. Approval was received to hire a HR Clerk so Kari will be returning to the Department. We are working with IT on getting the HRIS system to take one change and enter it into several fields rather than having to enter the same information in multiple fields. 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 Chair Adams expressed her personal frustration by the seemingly lack of cooperation in getting the DOW files to DPS/HR, which is part of the design to have a comprehensive Human Resources Department. Mr. Saiki said the last Civil Service Commission Open Session October 22, 2013 Page 3 SUBJECT DISCUSSION ACTION correspondence sent from the Board of Water indicates . the files will be transferred but DOW needs access to them because the Department has retained their own Human Resources Specialist. A concern is the logistics of who picks them up or does DOW have to deliver the files. Mr. Takatsuki said if the department can box the files and have them ready, his staff is willing to pick the files up. Mr. Saiki said they have also spoken with the union about keeping two sets of personnel files and if the DOW' s or DPS ' files are not totally complete and exactly alike there will be problems. Mr. Takatsuki clarified the issue saying there are departments that keep a personnel jacket on each of their employees, but it has to be understood that file is not the official file. The official file is located in the DPS/HR Office, and the employee has a right to review their personnel folder. Because DPS/HR will be performing all payroll certifications they can continue to make copies and send them to the department. Mr. Saiki said he thought the real issue was whether Debra (Peay) would have access when she needs it. Mr. Takatsuki said DPS will provide her with the access and asked the Deputy Attorney if DOW needed clearance from the employee to review a file since it is the employee's personnel jacket. Attorney Guyot said using Debra as an example, she would not need clearance because she is acting on behalf of the director and has a reasonable, logical basis on which to review it, and would normally do that within the course and scope of her employment. The same protocols and confidentiality would apply to her as anyone from DPS/HR. Asking about grievances, Mr. Morita was informed that if a grievance is filed the official file, which is with DPS, would be the primary file. Mr. Takatsuki stated he would not sign the agreement DOW had sent over to which Mr. Saiki said he understood. Mr. Saiki said a lot of what Debra does sometimes is on the weekend which is why she needs access. Civil Service Commission Open Session October 22, 2013 Page 4 SUBJECT DISCUSSION ACTION Chair Adams said she would like to nail this down before the Commission' s next meeting and asked when the files would be transferred. Mr. Saiki said since he is standing in for Debra and David (Craddick) he would not make a commitment, but he would let them know that the files need to be boxed. Ms. Aranio requested that a date be established for the transfer of the files in which the Commission said all files should be completely turned over to DPS by November 26. Ms. Matsumoto noted from the annual report that no classifications were abolished and asked why they were keeping the Personnel Management Specialist levels, which may get confused with the HR Specialist, and further added that when the classes were adopted, some of them were being considered to be dropped or abolished. Mr. Takatsuki said the issue with the PMSs is two were picked up as Personnel Management Specialists I when they were hired, so at this time they will stay as such. Ms. Matsumoto thought that would become a problem in the future. Ms. Matsumoto thought other jurisdictions might have Personnel Management Specialists, but they are in the departments. Mr. Takatsuki said because of individuals currently classified as PMS I, he was not going to abolish any of the classes at this time, but those classes could be deleted down the line. • CSC 2013- 18 Discussion on proposing an amendment to Article XV of the Kaua`i County Charter to change the Department of Personnel Services to the Department of Human Resources Chair Adams said she is getting tired of the term DPS/HR and asked the Commission to make a proposal to the Charter Commission to change the name to Department of Human Resources. Attorney Guyot noted that Article XV of the Charter covers the Department of Civil Service Commission Open Session October 22, 2013 Page 5 SUBJECT DISCUSSION ACTION Personnel Services, however it is required under HRS (Hawai`i Revised Statutes) which discusses a concept of a Department of Personnel Services, but they now allow it to be under a variety of different names. Ms. Morikami said the Charter Review Commission is currently looking at Charter amendment proposals for the 2014 general election ballot and they will determine if they would like to place this on the ballot. This amendment was proposed last year but it was felt that it was too early because the transition was just then happening. Ms. Morikami suggested the Civil Service Commission send a letter to the Charter Review Commission asking them for their consideration in incorporating this as a ballot question. Chair Adams said it was a perfect time as sometimes it takes several election cycles to get people to actually vote on amendments. Mr. Morita moved that the Civil Service Commission send a letter to the Charter Review Commission asking for their consideration in incorporating the departmental name change as a 2014 ballot question. Mr. Maerina seconded the motion. Motion carried 7:0 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 Chair Adams said these reports are included on the public website and asked if they should have anything under Risk Management for vehicular incident or industrial accident because if something were to happen is that really something that should be publicized. Mr. Takatsuki said they are sensitive to the information included in the reports. Ms. Rapozo said it follows the report that goes to the Managing Director, but if the Chair prefers it can be left off the Commission' s report to which the reply was yes. Chair Adams also noted that each of the reports uses the term "exists interviews" instead of "exit Civil Service Commission Open Session October 22, 2013 Page 6 SUBJECT DISCUSSION ACTION interviews". Attorney Guyot said they may also want to have some thoughts regarding some of the items listed in the report below Risk Management. If there is something of significance to be brought to the Commission it could be placed in Executive Session under the personnel information exception or under consultation with the attorney. Ms. Aranio moved to receive the reports. Mr. Jose seconded the motion. Motion carried 7 :0 Executive Ms. Aranio moved to go into Executive Session Session at 3 :38 p.m. Mr. Low seconded the motion. Motion carried 7:0 Attorney Guyot read the Hawai'i Revised Statutes provision as detailed on the agenda to take the Commission into Executive Session for ES-013 . Return to Open Ratify Commission actions taken in Executive Session for items: The meeting resumed in Open Session at 3 :47 Session ES-013 p.m. with no items to be ratified Announcements Next Meeting: Tuesday, November 26, 2013 — 3 :00 p.m. Adjournment Mr. Morita moved to adjourn the meeting at 3 :48 p.m. Mr. Low seconded the motion. Motion carried 7:0 Submitted by: Reviewed and Approved by: Barbara Davis, Staff Support Clerk Catherine Adams, Chair ( ) Approved as is. ( ) Approved with amendments. See minutes of meeting. Bernard P. Carvalho, Jr. i ,is ; Thomas T. Takatsuki Mayor t' Acting Director of Personnel Services ., .- Agy Gary K. Heu :., !IF 7 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- 11 - 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. As of this date we have not received a response from SHOPO. • The parties were able to work through mediation and have tentative agreement on the outstanding issues. The parties did sign off on the tentative agreements (Salaries, Duration, EUTF). Waiting for Bargaining Unit members to voting on the settlement reached by the parties. Worked on the Bill for an Ordinance Approving a Collective Bargaining Agreement for Bargaining Unit 13 in anticipation of it being approved by the members. • We started work and informational gathering for the re-opener of the Unit 11 Arbitration. Need to meet and work with the Fire Department regarding the Temporary Assignment issue. • We continue with our review and classify positions and working on re- ( organizational studies. We received eleven (11) classification requests. We are trying to finalizing the report how made more changes and still did not transmit recommendation to Water Department. Working on establishing new classes. Did not get a chance to review 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 has been working on promotional recruitment and examination scoring process for the police promotional recruitment. • On-going monitoring of Act 208 regarding the Parks Security Officer. • Tentatively scheduled second series in Ergonomic assessments on October 31St in conjunction with our insurance broker Gallagher Risk Management Services and FIRMS . • Working on developing Bloodborne Pathogen Policy and following up with employees whose classification may lead to exposure. • Working on developing information and training program for new OSHA compliance requirement regarding "Globally Harmonized Systems. AN EQUAL OPPORTUNITY EMPLOYER cse, °2 0 /3 - l` • Researching impact of new certification requirement (April 2014) for physicians performing DOT physicals with memo to affected departments to follow. • Worked on and prepared sample revised "vacancy report" that included all requested transaction (new hires, transfers, promotions and vacancies) per Budget Ordinance e-mailed to the Council Chair for comments. • Five (5) Workers' Compensation claim assessments were completed and forwarded to affected departments for follow-up and appropriate action. • Continue to assist employees with healthcare coverage changes: loss of coverage, birth, resignation, retirement, adding domestic partners. • Three staff attended the Kauai Employment Law Seminar hosted by the Kauai Chamber of Commerce. Significant Meeting for the Department During the Past Week: • Met with KPD to review draft General Order on Outside Employment. ( • Met with Finance-Payroll and IT to begin to sort out employee coding issues in AS400 system. • Meeting with Finance to discuss transition of Payroll as part of the overall recommendation of the committee. • Met with new staff to discuss operation/overview of the Labor Relation and Classification Division and the Administrative Division. Heads-up: Significant Upcoming events/meetings: • KCT 10- 14- 13 . • Meeting with Planning Commission subcommittee to establish criteria in selection, evaluation and removal of the Planning Director 10- 11 - 13 . • Quarterly Workers' Compensation Claims Review 10- 15- 13 . • State of Hawaii Employees' Benefit Fair 10- 15- 13 . • Administrative Review (classification) 10- 17- 13 . • On-going weekly meeting with Payroll/IT regarding employee codes 10-23- 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. • Update on Status of HoloHolo 2020 Project(s): t • None • 0 • • • • 0 Bernard P. Carvalho, Jr. /4101411w, Thomas T. Takatsuki Mayor Acting Director of Personnel Services ccrt � t ,-Lov Ga ry K. lieu _.- Managing Director DEPARTMENT OF PERSONNEL SERVICES County of Kauai, State of Hawai`i 4444 Rice Street, Suite 140, Lihu`e, Hawaii 96766 TEL (808) 241-4956 FAX (808) 241 -6593 WEEKLY REPORT Week of 10- 18- 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. Awaiting the return of the Deputy to ask if the Union responded to our request allowing third party representation. • The members of Unit 13 approved the settlement reached by the committee. Therefore, worked on A Bill for an Ordinance Approving a Collective Bargaining Agreement for Bargaining Unit 13 for the period July 1 , 2013 to June 30, 2017. Sent to County Attorney for review before sending to the Mayor for signature and forwarding to the County Council. • Continue to work and gathering information for the re-opener of the Unit 11 Arbitration. Awaiting the return of the Deputy County Attorney to meet and discuss the various issues. • We continue with our review and classify positions and working on re- ( organizational studies. We received seven (7) classification requests. We are trying to finalizing the report made more changes and still did not transmit recommendation to Water Department. Have not completed establishing the new classes. Did not get a chance to review 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. Although on hold staff has been working on promotional recruitment and examination scoring process for the police promotional recruitment. • On-going monitoring of Act 208 regarding the Parks Security Officer. No new changes. • Met with the Deputy County Attorney and working on gathering information on a suit filed by an employee. • Due to overwhelming response, another day sometime in November is being scheduled for the Ergonomic assessment. The Ergonomic assessments is for October 31St in conjunction with our insurance broker Gallagher Risk Management Services and FIRMS. j AN EQUAL OPPORTUNITY EMPLOYER C lo/1 ibis) • Request is being made to department to review employee classifications in developing Bloodborne Pathogen Program for those employees with possible exposure and therefore, provided (will be provided) with option for Hepatitis B vaccine. • Employee memo to be distributed with October 31St paycheck regarding new OSHA compliance requirement regarding "Globally Harmonized Systems; training to be scheduled for supervisors in November. • Over thirty (30) workers' compensation claim were reviewed with our third party administrator, insurance broker and various departments during our quarterly schedule meeting. • Completed training for two (2) Public Works employee on the Case Payloader 621D #542. • Continue to assist employees with healthcare coverage changes: loss of coverage, birth, resignation, retirement, adding domestic partners. • Two (2) workers' compensation claim assessments were completed and forwarded to affected departments as well as to other entities for follow-up and appropriate action. • The State of Hawaii Employee's Benefits Fair was and at the Kauai War Memorial Convention Hall on October 15, 2013 and attended by 200 to 250 State and County participants. Significant Meeting for the Department During the Past Week: • Met with Finance-Payroll to discuss pay increases for BU 12. • Met with Finance-Payroll to discuss setting up flow charts on the respective procedures followed by payroll and DPS compensation. • Continue meeting on Drug and Alcohol Testing Requirements and developing flowchart for departments. • Continue meeting with Planning Commission subcommittee in developing criteria in the selection, evaluation and removal of the Planning Director. • Return to work meeting to discuss options with employee from Finance with permanent restrictions. • Meeting with Deputy County Attorney to discuss pending legal issues and to obtain permission to talk to staff involved in the case. Heads-up : Significant Upcoming events/meetings: • KCT 10-21 - 13 . • Meeting with Water Department to discuss classification issues 10-21 - 13 . • Civil Service Commission meeting 10-22- 13 . • On-going weekly meeting with Payroll/IT regarding employee codes 10-23- 13 . • Weekly professional staff meeting 10-24- 13 . • On- going weekly meeting on Drug and Alcohol Requirements meeting 10-24- 13 . • Pre-Retirement workshop 10-30- 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. • Third person representation for SHOPO grievances. Because of the language in the SHOPO contract we've written to SHOPO requesting a waiver to allow for third party representation for its member during a grievance hearing. • Working with the County Attorney' s Office on a case filed by an employee. Working on gathering relevant information for the Attorney. Update on Status of HoloHolo 2020 Project(s): • None Bernard P. Carvalho, Jr. � �o Thomas T. Takatsuki Mayor Acting Director of Personnel Services 1 Gary K. Heu \ o. Managing Director DEPARTMENT OF PERSONNEL SERVICES County of Kauai, State of Iiawai`i 4444 Rice Street, Suite 140, Lihu`e, Hawai`i 96766 TEL (808) 241 -4956 FAX (808) 241 -6593 WEEKLY REPORT Week of 10-25- 13 Significant Events for the Department During the Past Week: • Received response from SHOPO regarding third person representation in grievances filed by employees of BU 12. We are scheduling grievances for employees in BU 12 and informing that third party representation will not be allowed and that the employee may represent himself or seek Union representative. SHOPO took the position that they are the exclusive representative and the will not waiver that right. • Completed the "A Bill for an Ordinance Approving a Collective Bargaining Agreement for Bargaining Unit 13 for the period July 1 , 2013 to June 30, 2017." The Attorney's Office reviewed and after approval it was sent to Mayor for signature and it was forward to the County Council. • There is ongoing discussion with the Fire Union in trying to settle. However, we are continuing to work and gathering information for the re-opener of the Unit 11 Arbitration. The site of the arbitration will be held at the Honolulu Fire Department Head Quarters on November 12 and 13, 2013 . • We continue with our review and classify positions and working on re- organizational studies. We received three (3) classification requests. The Water re-organization is completed and after all of the new classes are established we will forward the report with recommendation to Water Department. Did not get a chance to review 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. Reviewed request for hiring above the minimum. Police promotion still on hold; will meet with KPD to check on what they want to do. • On-going monitoring of Act 208 regarding the Parks Security Officer. No new changes. • Retrieving/researching a list of information that was requested by the County Attorney' s Office. The information is for a suit filed by a Water Department employee. • Scheduled four (4) departments (Public Works-Solid Waste, Prosecuting Attorney, Police, and Water) for ergonomics evaluations on October 31 , 2013 ; AN EQUAL OPPORTUNITY EMPLOYER Ct0/as/13) additional day being added in November for additional departments; also checking on cost for Transportation to pay to have one day devoted to their agency. • Employee memo to be distributed with October 31St paycheck regarding new OSHA compliance requirement regarding "Globally Harmonized Systems; with announcement of ten (10) supervisory training sessions scheduled in November. • Completed training for one ( 1 ) Public Works employee on the Hook Lift Dump Truck # 158. • Completed two (2) workers' compensation claim assessments and forwarded to affected departments for follow-up and appropriate action. • Continue to assist employees with healthcare coverage changes: loss of coverage, birth, resignation, retirement, adding domestic partners. • Finalizing list for the Pre-Retirement Workshop; Sign-in sheet for State and County employees; confirm that presents are still committed; confirm donors (HGEA< HFFA, and SHOPO) are still committed; prepare presentation packets for attendees. • Exit Interview: one for Elderly; two for Fire; and one for Transportation. Significant Meeting for the Department During the Past Week: • Met with Finance-Payroll to discuss status of our earlier discussion regarding the move of Payroll to HR. Also to discuss the flow charts on the respective procedures followed by payroll and DPS compensation and about the position descriptions of the personnel affected by the move. • Continue meeting on Drug and Alcohol Testing Requirements and developing flowchart for departments. • Continue meeting with Planning Commission subcommittee in developing criteria in the selection, evaluation and removal of the Planning Director. • Civil Service Commission meeting. ( • Professional Staff meeting to discuss issues and concerns; on-going projects; status of divisions work progress. • On-going meeting with Deputy County Attorney to discuss pending legal issues and to obtain information being requested relevant to the case. Heads-up: Significant Upcoming events/meetings: • KCT 10-28- 13 . • Meeting with Island Saving 10-29- 13 . • Planning Subcommittee meeting 10-29- 13 . • On-going weekly meeting with Payroll/IT regarding employee codes 10-30- 13 . • Weekly professional staff meeting 10-31 - 13 . • Ergonomics Evaluation 10-31 - 13 . • Pre-Retirement Workshop 10-30- 13 . • HGEA Step III grievance scheduled 11 - 1 - 13 . • • On- going weekly meeting on Drug and Alcohol Requirements meeting 11 - 1 - 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. Further discussions with the Water Department. The Deputy did attend the CSC meeting and did indicate that the department is willing to transfer the files with restrictions. Indicated if they get it ready for pick-up we will be there to get it. • Third person representation for SHOPO grievances. Because of the language in the SHOPO contract we've written to SHOPO requesting a waiver to allow for third party representation for its member during a grievance hearing. The Union responded and the answer was no. • Working with the County Attorney' s Office on a case filed by an employee. Working on gathering relevant information for the Attorney. Update on Status of HoloHolo 2020 Project(s): • None Bernard P. Carvalho, Jr. <f \ Thomas T. Takatsuki Mayor t' :1 Acting Director of Personnel Services 1, .,:1 Gary K. HeuTg <.., .:, `� . 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 11 - 1 - 13 Significant Events for the Department During the Past Week: • Scheduled to hear grievances for SHOPO employees in BU 12 and informing that third party representation will not be allowed and that the employee may represent himself or seek Union representative. Grievant requested information and interpretation as to why we were not allowing third party representation. • The "Bill for an Ordinance Approving a Collective Bargaining Agreement for Bargaining Unit 13 for the period July 1 , 2013 to June 30, 2017" was sent to the County Council and first hearing is scheduled for November 6, 2013 . • There seems to be continuing discussion with the Fire Union. However, we are continuing to work and gathering information for the re-opener of the Unit 11 Arbitration. The arbitration will be held on November 12 and 13, 2013 . • We continue with our review and classify positions and working on re- organizational studies. We will forward the Water re-organization when the new classes are established. Still did not get a chance to review 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. Reviewed request for hiring above the minimum. • On-going monitoring of Act 208 regarding the Parks Security Officer. No new changes. • Retrieving/researching a list of information that was requested by the County Attorney' s Office. The information is for a suit filed by a Water Department employee. • Confirmed and completed ergonomics evaluation Public Works-Solid Waste, Prosecuting Attorney, Police, and Transportation on October 31 , 2013 . Plan is to schedule additional departments in November. • Memo to all employees dealing with OSHA compliance requirement regarding "Globally Harmonized Systems was attached to all paychecks. Power point training developed and to be presented to supervisors and employees at scheduled November training. • Completed training for one (1 ) Public Works employee on the Automated Refuse Truck #086. AN EQUAL OPPORTUNITY EMPLOYER / a /I ha) • Continue to assist employees with healthcare coverage changes: loss of coverage, birth, resignation, retirement, adding domestic partners. • Pre-Retirement Workshop held on October 30, 2013 : there were 64/93 registered County employees attending and 67/72 of registered State employees attending. Thanks to HGEA, HFFA, and SHOPO for donating refreshments and there were favorable comment for the presenters and the subject matter. • New hire orientation for employees hired by Finance-Real Property, KPD, Clerk- Election and Civil Defense. • Gather information for the County Attorney' Office regarding a discrimination case. • Working on the pay increase for the negotiated SHOPO contract. Significant Meeting for the Department During the Past Week: • Met with Finance-Payroll to discuss status of our earlier discussion more specifically the personnel from Payroll that will be moving to HR. Followed up the flow charts on the respective procedures followed by payroll and about the position descriptions of the personnel affected by the move. • Continue meeting on Drug and Alcohol Testing Requirements and developing flowchart for departments. • Continue meeting with Planning Commission subcommittee in developing criteria in the selection, evaluation and removal of the Planning Director. • Set in of KPD pre-termination hearing to answer any personnel related questions as needed.. • On-going meeting with Deputy County Attorney to discuss pending legal issues and to obtain information being requested relevant to the case. • Met with Deputy County Attorney to discuss issues relative to up-coming arbitration issues. t Heads-up : Significant Upcoming events/meetings: • KCT 11 -4- 13 . • HCOM meeting 11 -4- 13 . • Meeting with Public Works to discuss New Hire processing of safety shoes 11 -4- 13 . • Planning Subcommittee meeting 11 -5- 13 . • On-going weekly meeting with Payroll/IT regarding employee codes 11 -6- 13 . • Weekly professional staff meeting 11 -7- 13 . • Liability Claims Committee meeting 11 -7- 13 . • BU 12 grievance 11 -8- 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. Further discussions with the Water Department. We are awaiting word from the department when we can pick-up the personnel files. • Third person representation for SHOPO grievances. Because of the language in the SHOPO contract we've written to SHOPO requesting a waiver to allow for third party representation for its member during a grievance hearing. The Union responded and the answer was no. We scheduled the grievance and now the Grievant is requesting our reason why basically we are not allowing third person representation. • Working with the County Attorney' s Office on a case filed by an employee. Working on gathering relevant information for the Attorney. Update on Status of HoloHolo 2020 Project(s): • None C_ . Bernard P. Carvalho, Jr. Thomas T. Takatsuki Mayor ��� "�� `� Acting Director of Personnel Services u' o 7•. r 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) 2414956 FAX (808) 241-6593 WEEKLY REPORT Week of 11 -8- 13 Significant Events for the Department During the Past Week: { • SHOPO Step III hearing held with Grievant. Grievant presented by reading a prepared statement and the Employer presented their case and the hearing was closed. • The first hearing for "Bill for an Ordinance Approving a Collective Bargaining Agreement for Bargaining Unit 13 for the period July 1 , 2013 to June 30, 2017" was heard on November 6, 2013 . This department was not called, therefore did not participate. • Prepared for the HFFA/Employer arbitration hearing scheduled for 11/12- 13/13 . Worked with the Attorney' s Office and the department to gather information in anticipation of what may transpire at the hearing. The issues before the arbitrator are Article 27-Temporaru Assignment and new Article-Bill or Rights. • We continue with our review and classify positions and working on re- organizational studies. We will forward the Water re-organization when the new classes are established. (It's taking longer to complete the new classes) Still did not get a chance to review 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. Currently recruiting for Police Services Officer with a closing date of 11 -22- 13 . Received and reviewed more request for hiring above the minimum. • On-going monitoring of Act 208 regarding the Parks Security Officer. No new changes. • Sent information requested by the County Attorney' s Office regarding a suit filed by a Water Department employee. • Completed over forty (40) ergonomics evaluation with Public Works-Solid Waste, Prosecuting Attorney, Police, and Transportation. Additional day confirmed for November 13, 2013 with the following departments: Housing, Finance-Real Property Collection, Parks and Recreation, County Attorney, Planning, Public Works-Administration and Building, and Economic Development. AN EQUAL OPPORTUNITY EMPLOYER ( 11/843) • Created poster for the Globally Harmonized Systems new OSHA requirements for the distribution to various County base-yards and other facilities. • Completed training for one (1) Public Works employee on the Compactor W/Blade; Two (2) Public Workers' employees on the Automated Refuse Truck #086; and two. (2) Public Works' employees on the Tractor Mower #329 and the Clipper #430. • In response to an OSHA citation, assisted the Department of Public Works in developing a Respiratory Protection Program that will be incorporated as part of the Countywide Safety and Health Program. • Continue to work with departments in completing job classification listing for those positions that should be offered the Hepatitis B vaccine. • One (1 ) workers' compensation assessment was completed and forwarded to affected departments; one (1 ) other claim was received and determined that no follow-up was needed. • Continue to assist employees with healthcare coverage changes: loss of coverage, birth, resignation, retirement, adding domestic partners. • Processed new hire forms for four (4) new employees. • Exit interviews: Public Works and Fire employees. • Working on the pay increase for the negotiated SHOPO contract. Significant Meeting for the Department During the Past Week: • Met with Finance-Payroll to follow-up the flow charts on the respective procedures followed by payroll and about the position descriptions of the personnel affected by the move. • Attended HCOM to participate in discussion involving BU- 11 issues. • Continue meeting with Planning Commission subcommittee in developing criteria in the selection, evaluation and removal of the Planning Director. • Staff met with Public Works Fiscal staff to discuss ways to expedite the { processing of safety shoes for new hires as well as on-going method of purchasing safety shoes. . • On-going meeting with Deputy County Attorney to discuss pending legal issues and to obtain information being requested relevant to the case. • Met with Deputy County Attorney to discuss issues relative to up-coming arbitration issues. • Met with Deputy Police Chief to discuss issues regarding classification of the Radio Dispatcher. Heads-up: Significant Upcoming events/meetings: • Fire arbitration hearing (Honolulu) for re-opener issues 11/12- 13/13 . • On-going weekly meeting with Payroll/IT regarding employee codes 11 - 12- 13 . • Ergonomics Evaluations 11 - 13- 13 . • Globally Harmonized Systems Training (10 sessions) 11/13- 19/13 . • Weekly professional staff meeting 11 - 14- 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. Further discussions with the Water Department. We are awaiting word from the department when we can pick-up the personnel files. • The grievance filed by a SHOPO employee was heard by this department. We will respond to the grievance and await for a response from the grievant. We have a joint labor management meeting with SHOPO on November 20 and 21 , 2013 and one of the topics for discussion is the third party representation for a member during a grievance hearing. • Working with the County Attorney' s Office on a case filed by an employee. Working on gathering relevant information for the Attorney. Update on Status of HoloHolo 2020 Project(s) : • None • ,: Bernard P. Carvalho, Jr. t '�o ;, Thomas T. Takatsuki Mayor :.i Acting Director • -wog - I ) • � ` fre Nadine K. Nakamura �� _ _ -. _ /// 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 11 - 15- 13 Significant Events for the Department During the Past Week: 4 • Attended HFFA Arbitration Hearing in Honolulu on re-opener issues and arbitrator to issue decision. • We continue to review and classify positions and working on re-organizational studies. We received ten (10) requests for classification action on various positions. Did get a chance to review the write-up on the re-organizational of the Water Safety Section, Fire Department. • We continue to recruit, review applications, test and establish eligible lists and certify names to departments. Police Services Officer recruitment closes on 11 - 22- 13 . • Responded to Chief' s request for retro-active SOCD back to 2007. • Mother group of ergonomic evaluations were completed for Public Works- Administration and Building Division, Housing, Finance-Real Property, Planning, Parks and Recreation, ED, and Attorney' s Office. i • Globally Harmonized Systems Training: seventy one (71 ) supervisors attended the first two (2) of eight (8) training sessions. • Received information back from Transportation and Parks and Recreation on job classification listing for those positions that should be offered the Hepatitis B vaccine; awaiting response from the Department of Public Works. • Completed training for one (1 ) Public Works ' employee on the Cat 950 Front End Loader. • Two (2) workers ' compensation assessments were completed and forwarded to affected department. • Continue to assist employees with healthcare coverage changes: loss coverage, birth, resignation, retirement, adding domestic partners. Significant Meetings for the Department During the Past Week: • Discussion with County Attorney' s Office on new and ongoing liability claims; looking at possibly doing similar risk assessment that is currently being done with workers' compensation claims. AN EQUAL OPPORTUNITY EMPLOYER C / 1/15/ 3) • On=going meeting with Finance-Payroll to discuss AS400 access issues; next meeting to be held in IT training room to go through visual presentation of payroll/personnel data screens. • Attended HFFA arbitration hearing. • Met with Managing Director, Boards and Commission Director and County Attorney to discuss EEOC and SOCD concerns. Heads-up: Significant Upcoming events/meetings: • KCT Meeting 11 - 18- 13 . • Step III HGEA Grievance 11 - 18- 13 . • On-going weekly meeting with Finance-Payroll regarding AS400 access issues 11 - 19- 13 . • Globally Harmonized Systems training 11/15- 19/13 . • Salary Commission meeting 11 - 19- 13 . • Planning Subcommittee meeting 11 - 19- 13 . • Joint Labor Management meeting with SHOPO 11/20-21/13 . • • Professional Staff meeting 11 -21 =13 . Issues/Concerns: • No resolution on the Unit grievance on Stand-by Pay. On hold until further notice. • Still awaiting files from the Prosecuting Attorney' s Office: will try to get it to us by the end of the year (2013). Water Department: received Workers' Compensation files but no Personnel Files yet. Still waiting for call to come and pick-up files! Y .