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HomeMy WebLinkAbout2013_1217_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, December 17, 2013 3 :00 p.m. or shortly thereafter Mo'ikeha Building, Liquor Conference Room 3 4444 Rice Street, LIu'e, HI 96766 CALL TO ORDER ROLL CALL APPROVAL OF MINUTES "t. Open Session Minutes of November 26, 2013 BUSINESS CSC 2012-29 Implementation of the Human Resources Department (On-going) b. Update from the Director of Personnel Services on the Transition • Plan for the Implementation of the Human Resources Department (On-going) CSC 2013-20 Election of Chair and Vice Chair for 2014 CSC 2013 -21 Approval of Meeting Schedule for 2014 DIRECTOR'S REPORT CSC 2013- 19 a. Weekly Report Ending November 22, 2013 b. Weekly Report Ending November 29, 2013 c. Weekly Report Ending December 6, 2013 An Equal Opportunity Employer EXECUTIVE SESSION Pursuant to Hawaii 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-015: . Regular Executive Session Minutes of November 26, 2013 RETURN TO OPEN SESSION Ratify Commission actions taken in Executive Session for items: o ES-015 ANNOUNCEMENTS Next Meeting: Tuesday, January 28, 2014 — 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. 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 Civil Service Commission — December 17, 2013 Page I 2 While every effort will be made to copy, organize and collate all testimony received, materials received on the day of the meeting or improperly identified may be distributed to the members after the meeting is concluded. The length of time allocated to persons wishing to present verbal testimony may be limited at the discretion of the chairperson or presiding member. Send written testimony to: Civil Service Commission Attn: Barbara Davis Office of Boards & Commissions 4444 Rice Street, Suite 150 Lthu` e, HI 96766 Email: bdavis@kauai.gov Fax: 241 -5127 Phone: 241 -4919 0 SPECIAL ASSISTANCE If you need an alternate format or an auxiliary aid to participate, please contact the Boards & Commissions Support Clerk at 241 -4919 at least five (5) working days prior to the meeting. • 0 Civil Service Commission — December 17, 2013 Page I 3 • , t• COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board/Committee: I CIVIL SERVICE COMMISSION Meeting Date I November 26, 2013 Location Mo 'ikeha Building, Liquor Control Commission, Meeting Room 3 Start of Meeting: 3 :00 p.m. I End of Meeting: 3 :24 p.m. Present Chair Cathy Adams; Vice-Chair John Low. Members: Lath Aranio; Gilbert Maerina (3 : 15 p.m.); 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 Excused Member Richard Jose Absent SUBJECT DISCUSSION ACTION Call To Chair Adams called the meeting to order at 3 :00 Order/Roll Call p.m. with 5 members present Approval of Open Session Minutes of October 22, 2013 Ms. Aranio moved to approve the minutes as Minutes circulated. Ms. Matsumoto seconded the motion. Motion carried 5 :0 Business CSC 2012-29 Implementation of the Human Resources Department (On- going) b. Update from the Director of Personnel Services on the Transition Plan for the Implementation of the Human Resources Department (On-going) 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) b■ Mr. Takatsuki stated that the Recruitment and Exams were completed with notices to the departments in which DPS followed up on any questions the departments had. They will be starting Phase 2, which is worker' s comp 6% and drug testing in as much as there are varying drug testing requirements. All of the personnel files from the Water Department have been picked up I f) Civil Service Commission Open Session November 26, 2013 Page 2 SUBJECT DISCUSSION ACTION and brought to DPS ; we still need to follow up to get the medical records, which were kept separate. The Prosecuting Office is in the process of microfiching all the records; once that is completed all the files will be turned over with a completion date of December 31 . Once those are received all personnel files with be with DPS. We are working on the Department' s operational budget and CIP, and will be meeting with the Administration on January 28 . Collective Bargaining has been completed. We are in the process of submitting our ordinance for a Bill through the Mayor' s Office to the County Council. Beginning next year, negotiations will start for Units 2, 3 , and 4 as they were the only units with a 2 year agreement. We are waiting for Sally Motta and Eric Inouye to get HRIS back on track so that payroll can be centralized by July 1 , 2014. - Director's CSC 2013- 16 a. Weekly Report Ending October 11 , 2013 Report 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 Mr. Morita asked if the Department was working with professionals in developing the Bloodborne Pathogen Policy to which Mr. Takatsuki said Worker' s Comp has been working on it and meeting with different agencies as to what is required, as well as with the departments to determine which positions should be covered. Asked what SOCD stands for Mr. Takatsuki said that is in reference to the Unit 12 agreement and stands for Standard of Conduct Differential. Attorney Guyot explained that off-duty activities of Civil Service Commission Open Session November 26, 2013 Page 3 SUBJECT DISCUSSION ACTION police officers could lead to a negative effect of the on-time duties so the union negotiated the SOCD pay. Mr. Maerina entered the meeting at 3 : 15 p.m. Mr. Low moved to accept the Director' s Reports. Ms. Aranio seconded the motion. Motion carried 6 :0 Executive Attorney Guyot read the Hawai'i Revised Session Statutes provision as detailed on the agenda to take the Commission into Executive Session for ES-014 to take action on the Executive Session Minutes. Also consideration to receive a briefing on an unanticipated personnel matter from the County Attorney with Mr. Takatsuki invited into the Executive Session as a resource person. Ms. Aranio moved to go into Executive Session at 3 : 19 p.m. Mr. Morita seconded the motion. Motion carried 6:0 Return to Open Ratify Commission actions taken in Executive Session for items: ES-014 Mr. Maerina moved to ratify the Commission' s Session actions. Ms. Aranio seconded the motion. Motion carried 6 :0 Announcements Next Meeting: Tuesday, December 17, 2013 — 3 :00 p.m. Adjournment Ms. Aranio moved to adjourn the meeting at 3 :24 p.m. Mr. Morita seconded the motion. Motion carried 6 :0 • 'f , 7 . Civil Service Commission . Open Session November 26, 2013 I Page 4 Submitted by: Reviewed and Approved by: Barbara Davis, Staff Support Clerk Catherine Adams, Chair ( ) Approved as circulated. ( ) Approved with amendments. See minutes of meeting. • • • • COUNTY OF KAUA'I CIVIL SERVICE COMMISSION Meeting Schedule for 2014 Meetings are scheduled for the 4thTuesday at 3 :00 p.m. January 28 February 25 March 25 April 22 May 27 June 24 July 22 August 26 September 23 October 28 November 25 • ❖ December 16 (3th Tuesday) • • • CgC 0110i3 - � � Bernard P. Carvalho, Jr. i Thomas T. Takatsuki Mayor i' U s Acting Director ' "is*. tak- v Nadine K. Nakamura s o F 7; Managing Director DEPARTMENT OF PERSONNEL SERVICES County of Kauai, State of Hawaii 4444 Rice Street, Suite 140, Llhu`e, Hawai`i 96766 TEL (808) 241 -4956 FAX (808) 241 -6593 WEEKLY REPORT Week of 11 -22- 13 / Significant Events for the Department During the Past Week: l • Received the HFFA Arbitration award and working on the Bill for an Ordinance and will send to County Attorney when complete and forward to Mayor for signature and on to Council. • We continue to review and classify positions and working on re-organizational studies. We received five (5) 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. Need to make changes to recommendations. • We continue to recruit, review applications, test and establish eligible lists and certify names to departments. Police Services Officer recruitment closes today (11 -22- 13) and received approximately 139 applications. • Attended SHOPO Joint Labor/Management Meeting to discuss various subject matters such as standard of proof for termination, consultation vs. negotiation, alcohol testing, HPD's tattoo policy, outstanding MOA' s, MOU's, and Supplemental. Also individual island discussion took place on various identified issues. • Globally Harmonized Systems Training: A total of one hundred thirty one (131 ) supervisors attended one of the eight (8) supervisory training sessions. A total of ten (10) on-site trainings have been scheduled with various departments with base-yards/facilities throughout the island. • Completed four 42) workers' compensation assessments and forwarded to affected department. • Completed request for County-wide job search for injured employee at Finance who is unable to return to the department. • Assisted the Mayor's Office in relocation of KPD employee to DPS for safety reasons. • Continue to assist employees with healthcare coverage changes: loss coverage, birth, resignation, retirement, adding domestic partners. 0/12/3) AN EQUAL OPPORTUNITY EMPLOYER £2C J a413 9, / • New employee orientation: one Public Works — Roads; two Public Works — Wastewater; one Finance — IT; one Parks; one Planning; and one County Council. • Working on RFP for the Flex Spending program. Significant Meetings for the Department During the Past Week: • Meeting with County Council to discuss quarterly liability claims report. • Continue to meet with Planning Commission subcommittee in developing criteria in the selection, evaluation and removal of the Planning Director; draft rules completed; working on development of policies and procedures and Planning Director's job description. • Attended Salary Commission meeting. • Attended community meeting at Lihue Neighborhood Center. • Attended meeting with the Mayor and the Chair and Vice Chair of the Police Commission. • Met with Mayor and HGEA representatives who discussed the high cost of medical insurance and how it is affecting their members. • Professional Staff meeting. Heads-up: Significant Upcoming events/meetings: • KCT Meeting 11 -25- 13 . • Step III SHOPO Grievance 11 -25- 13 . • On-going weekly meeting with Finance-Payroll regarding AS400 access issues 11 -25- 13 . • Civil Service Commission meeting 11 -26- 13 . • Meeting with MID to discuss ERS issues (KPD) 11 -26- 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: called that files were ready for pick-up and we did go over and got the files. We need to follow-up on the medical files. • Regarding our meeting with the HGEA concerning the high cost of medical insurance, the Mayor was going to get key members to discuss this issue since he needs to get back to the Union. Bernard P. Carvalho, Jr. /44 Thomas T. Takatsuki U� Mayor �� 'v + •�� ' Acting Director Nadine K. Nakamura .. of 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 11 -29- 13 Significant Events for the Department During the Past Week: • Completed the Bill for an Ordinance, review content and working on the estimated cost for the six (6) year agreement and when completed will send to County Attorney for review. Will forward to Mayor for signature and on to Council. • We continue to review and classify positions and working on re-organizational studies. We received five (5) 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. Need to make changes to recommendations. Staff did get a visit from Dr. Monty Downs checking on the status. • We continue to recruit, review applications, test and establish eligible lists and certify names to departments. • After the SHOPO Joint Labor/Management Meeting did follow-up on some of the concerns brought up at the local group session. The concerns brought up had to do with why certain Police Officer Its were not getting paid. • Globally Harmonized Systems Training: A total of ten ( 10) on-site trainings have been conducted for one hundred forty nine employees at various facilities/base- yards through the island; four (4) more training sessions are/will be scheduled. • Letter was sent to State HIOSH advising that Jill Niitani will be the new representative for Kauai County on the advisory committee. • Letter recently sent to State DLIR Risk Assessment Working Group to change Kauai' s representative from Risk Management-HR (Janine Rapozo to Risk Management-Finance (Gerald Estenzo) as a more appropriate selection given the separation in duties. • Working with the Department of Water in addressing an employee whose duties include the use of a respirator but has not been able to obtain medical clearance. • Working with Public Works-Building Division in scheduling safety training sessions in response to OSHA complaint. AN EQUAL OPPORTUNITY EMPLOYER 0 ' /Q /is) • Completed. training for two(2) Public Works employees on the Tractor Mower #329, and on the Clipper #430, six (6) Public Works employees on the new Utility Trailer #005 using the 12 Cubic Yard Dump Truck #096 with Backhoe #695, one (1) Public Works employee on the 12 Cubic Yard Dump Truck #097, and four (4) Parks and Recreation employees on the Tractor Mower. • Six (6) drivers improvements classes have been scheduled during the month of December for over fifty (50) Public Works and Parks and Recreation employees with commercial driver' s licenses (CDL). • Continue to assist employees with healthcare coverage changes: loss coverage, birth, resignation, retirement, adding domestic partners. • Working on RFP for the Flex Spending program. Significant Meetings for the Department During the Past Week: • KCT meeting. • Attended Civil Service Commission meeting. • Held step III SHOPO grievance. • Met with Finance Director to discuss pay rates of employees when the departments work on their up-coming budget and ways to assist the department so they have accurate numbers relative to wages for each employee. • Met with Managing Director and others to discuss EEOC complaint and Police Commission. • Heads-up: Significant Upcoming events/meetings: • KCT Meeting 12-2- 13 . • Meeting with MD and other personnel for up-date after the Police Commission meeting 12-2- 13 . • Meeting with Finance Department to address Payroll section responsibilities and other issues relative to movement of the Payroll section. 12-2- 13 . • Globally Harmonized Systems training session 12/2-3/13 . • Classification Administrative Review 12-3- 13 . • Step III SHOPO Grievance 12-4- 13 . • On-going weekly meeting with Finance-Payroll regarding AS400 access issues 12-3- 13 . • Driver Improvement Program classes 12/9- 12/13 . • .Liability Claims Committee meeting 12- 10- 13 . • Planning Sub-Committee meeting 12- 11 - 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). • Regarding our meeting with the HGEA concerning the high cost of medical • insurance, the Mayor was going to get key members to discuss this issue since he • needs to get back to the Union. • • • • • • Bernard P. Carvalho, Jr. / : 4\ Thomas T. Takatsuki Mayor Acting Director f s � � I, \ a s - �, Nadine K. Nakamura �� oF _,.:%V Managing Director DEPARTMENT OF PERSONNEL SERVICES County of Kauai, State of Hawai`i 4444 Rice Street, Suite 140, Lihu`e, Hawai`i 96766 TEL (808) 241-4956 FAX (808) 241-6593 WEEKLY REPORT Week of 12-6- 13 Significant Events for the Department During the Past Week: • Completed the Bill for an Ordinance, review content and working on the estimated cost for the six (6) year agreement sent to County Attorney for review. Will forward to Mayor for signature and on to Council. • We continue to review and classify positions and working on re-organizational studies. We sent the completed re-organization study/findings to the Acting Manager and Chief Engineer of the Water Department. Based on our findings adopted new classes that more appropriately classifies the positions within the section. Next review is to complete the re-organizational of the Water Safety Section, Fire Department. Need to make changes to recommendations. • We continue to recruit, review applications, test and establish eligible lists and certify names to departments. Completed fire promotional exam plans scheduled for January 15 and 15, 2- 14. Sent out admission sheets to 143 candidates for PSO testing on January 18, 2014. • Globally Harmonized Systems Training: Training was held for four(4) supervisors; make-up sessions will be scheduled with various departments. • Completed County Council' s first quarterly report; budget ordinance now requires information on new hires, transfers, reallocations, promotions, and vacancies. Due to the delay in getting the first quarterly report to Council, and up-dated report that includes October and November information will be prepared and presented to Council at the meeting. • Continue to work with Public Works-Building Division in scheduling safety training inspections and sessions in response to OSHA citation; contacted FIRMS and working with Public Works to schedule two (2) facility safety inspections in January with safety training to follow based on study of injuries over the last several years. • In addition to assessing worker's compensation claims, safety assessments are also being conducted for any incidents that results or may result in a liability claims. One ( 1 ) safety assessment was completed this week and forwarded to affected departments. AN EQUAL OPPORTUNITY EMPLOYER C 14/13) • • Continue to assist employees with healthcare coverage changes: loss coverage, birth, resignation, retirement, adding domestic partners. • New employee orientation held for four (4) employees; two (2) for Public Works and two (2) for Water Department. • Plan is to extend the AllState/TASC Flex Spending Contract for FY-2014 to 2015 • Continue to work on grievances with the various Unions. • Completed payroll certifications for the various bargaining units base to the negotiated pay increases. Significant Meetings for the Department During the Past Week: • KCT meeting. • Attended Civil Service Commission meeting. • Held step III SHOPO grievance. fic • Met with Finance Director and staff to discuss the preparation of salary information for all bargaining units in preparation for the FY- 15 budget. • Follow-up meeting with Managing Director and others to discuss EEOC complaint and Police Commission. • Step III police grievance held. • Follow-up meeting with Mayor, MD and Finance Director to discuss HGEA and medical issues. • Meeting with Finance-Payroll to discuss AS 400 access for all DPS employees. Heads-up: Significant Upcoming events/meetings: (_ - • • KCT Meetin g 12-9- 13 . • Lifeguard testing (Waimea Pool and Salt Pond) 12-9- 13 . • Grievance UPW 12- 10- 13 . • On-going weekly meeting with Finance-Payroll regarding AS400 access issues 12- 11 - 13 . • Driver Improvement Program classes 12/9- 12/13 . • Liability Claims Committee meeting 12- 10- 13 . • Planning Sub-Committee meeting 12- 11 - 13 . • Professional Staff meeting 12- 12- 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). • Did have discussion with the Deputy Police Chief regarding the medical EC- 1 and indicated he would look into it. Still an issue with the Department of Water; will follow-up with the Acting Manager. • • • • • 0 a . .