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HomeMy WebLinkAbout2014_0128_AgendaPacketJohn Low Members: Chair Cathy Adams Lani Aranio Richard Jose Karen Matsumoto Gilbert Maerina Roy Morita Vice -Chair COUNTY OF KAUAI CIVIL SERVICE COMMISSION NOTICE OF MEETING AND AGENDA Tuesday, January 28, 2014 3:00 p.m. or shortly thereafter Mo'ikeha Building, Liquor Conference Room 3 4444 Rice Street, L11iu'e, HI 96766 Oath of Office for reappointed member John Low CALL TO ORDER ROLL CALL APPROVAL OF MINUTES Open Session Minutes of December 17, 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) DIRECTOR'S REPORT CSC 2014 -01 a. Weekly Report Ending December 13, 2013 b. Weekly Report Ending December 20, 2013 c. Weekly Report Ending December 26, 2013 d. Weekly Report Ending January 2, 2014 e. Weekly Report Ending January 10, 2014 An Equal Opportunity Employer EXECUTIVE SESSION Pursuant to Hawai'i Revised Statutes § §92 -4, 92 -5 (a) (4), the purpose of this executive session is 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 -001: RFA 2014 -01 Request dated 12/23/13 from an employee asking the Civil Service Commission to grant a request for a reallocation hearing RETURN TO OPEN SESSION Ratify Commission actions taken in Executive Session for items: o ES -001 ANNOUNCEMENTS Next Meeting: Tuesday, February 25, 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 111, 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 — January 28, 2014 Page 12 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 — January 28, 2014 Page 13 COUNTY OF KAUAI Minutes of Meeting OPEN SESSION 7.' Board/Committee: I CIVIL SERVICE COMMISSION Meeting Date I December 17, 2013 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room 3 Start of Meeting: 3:00 p.m. End of Meeting: 3:21 p.m. Present Chair Cathy Adams. Members: Lani Aranio; Gilbert Maerina; Roy Morita Also: Deputy County Attorney Marc Guyot; HR Specialist Janine Rapozo; Boards & Commissions Office Staff: Support Clerk Barbara Davis; Administrative Aide Teresa Tamura Excused Vice -Chair John Low. Member Karen Matsumoto Absent Member Richard Jose SUBJECT DISCUSSION ACTION Call To Chair Adams called the meeting to order at 3:00 Order/Roll Call m. with 4 members present Approval of Open Session Minutes of November 26, 2013 Mr. Morita moved to approve the minutes as Minutes circulated. Mr. Maerina seconded the motion. Motion carried 4:0 Business CRC 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) 'b �' ro Personnel Files: Water Department is complete except for the medical portion of the files. Still waiting for the files from the Prosecuting Attorney's Office. 1 Because of the holidays, scheduling a meeting with the departments was not possible this month so the target date is January to discuss termination procedures, drug and alcohol testing for all employees in the different bargaining units, and a more centralized worker's compensation claim filing. Chair Adams questioned the status of the HRIS system. Ms. Ra ozo said the Civil Service Commission Open Session December 17, 2013 Page 2 SUBJECT DISCUSSION ACTION are working in conjunction with the HRIS Task Force as well as individually with payroll; there are some access issues such as having too many people with access to make changes. There are some very specific tasks that need to be inputted into the system and they are trying to work with the current system rather than investing in a new system because of financial issues. Mr. Morita questioned the vacancy report that is being done manually. Ms. Rapozo said they just turned in their first quarter report to Council, which was very late. Part of the issue is they have been working with Chair Furfaro to see exactly what they want on the report rather than to just continue to give the Council a report that may not be useful. When DPS revisited the Budget Ordinance, which is where it directs the department to do the report, it was realized that the section was changed and the information wanted is for new hires, transfers, reallocations, promotions, and vacancies. Ms. Rapozo said they had moved from manually to semi - computerized, but all the information has not been inputted into the system. Noting that the reports are still late, Ms. Rapozo stated they would be at Council the following day to answer any questions the Council may have about the report. In conjunction with the first quarter, the second quarter up to December 16 has already been prepared. This should show the commitment that the next report will be on time. Attorney Guyot asked if the drug and alcohol recognition training would be for both UPW and HGEA. Ms. Rapozo responded that was correct. CSC 2013 -20 Election of Chair and Vice Chair for 2014 Ms. Aranio moved to nominate John Low as Chair. Mr. Maerina seconded the motion. Motion carried 4:0 Ms. Aranio moved to nominate Roy Morita as Vice Chair. Mr. Maerina seconded the motion. Civil Service Commission Open Session December 17, 2013 Page 3 SUBJECT DISCUSSION ACTION Motion carried 4:0 Attorney Guyot advised the Commission that a communication had just been received from the Charter Review Commission as a result of their meeting held the previous evening. They are requesting the presence of the Chair of the Civil Service Commission at their next meeting to discuss the proposed name change from "Personnel Services" to "Human Resources ". Attorney Guyot asked for consideration to amend the agenda to address the request. Mr. Maerina moved to amend the agenda to receive the Charter Review Commission's request. Mr. Morita seconded the motion. Chair Adams confirmed she would be available to attend the CRC meeting on Motion carried 4:0 January 27d' at 4:00 p.m. CSC 2013 -21 Approval of Meeting Schedule for 2014 Mr. Morita moved to approve the 2014 meeting schedule. Mr. Maerina seconded the motion. Motion carried 4:0 Director's a. Weekly Report Ending November 22, 2013 Report b. Weekly Report Ending November 29, 2013 c. Weekly Report Ending December 6, 2013 Mr. Morita asked if the evaluation form for executive appointees was approved by the Mayor and Mr. Takatsuki. Ms. Rapozo said the Civil Service Commission approved the form. The Commissioners said it was sent to Mr. Takatsuki and they recalled that he did approve it. Attorney Guyot confirmed that the Civil Service Commission creates the format, which is then approved by the Director for use. Asked about the training for the new format, the Commission was advised that it is scheduled for May 6, 2014. Mr. Morita asked what "Globally Harmonized Systems Training" is. Ms. Rapozo said OSHA (Occupational Safety and Health Administration) is going to be standardizing the MDS Material Data Safe sheets, which will then be Civil Service Commission Open Session December 17, 2013 Page 4 SUBJECT DISCUSSION ACTION called SDS (Safety Data Sheets) and it will be standardized world -wide. Part of OSHA's requirement is that all employees be trained on it whether or not they deal with chemicals. A 4 page informational sheet was attached to all employee's paychecks as well as training for supervisors followed by actual training with employees at the base - yards. Mr. Morita moved to accept the Director's Reports. Ms. Aranio seconded the motion. Motion carried 4:0 ES -015: Regular Executive Session Minutes of November 26, 2013 With no questions or discussion of the Executive Session Minutes, Mr. Morita moved to approve the minutes as circulated during Open Session. Mr. Maerina seconded the motion. Motion carried 4:0 Announcements Next Meeting: Tuesday, January 28, 2014 — 3:00 p.m.; Liquor Conference Room Adjournment Mr. Morita moved to adjourn the meeting at 3:21 p.m. Mr. Maerina seconded the motion. Motion carried 4:0 Submitted by: Barbara Davis, Staff Support Clerk () Approved as circulated. () Approved with amendments. See minutes of Reviewed and Approved by: meeting. Catherine Adams, Chair Bernard P. Carvalho, Jr. Mayor 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 12 -13 -13 Significant Events for the Department During the Past Week: Thomas T. Takatsuki Acting Director • Completed the Bill for an Ordinance, for BU 11 and it was forwarded to the County Council. • We continue to review and classify positions and working on re- organizational studies. Next review is to work on and complete the re- organizational of the Water Safety Section, Fire Department. Met with the Administrative Officer to go over part of our recommendation and follow -up with written report. • Researched State's request regarding temporary hazard pay due to dealing with marijuana and HHSC's request on educational leave credits and funeral leave. • Reviewing and compiling information and data for Occupational Employment Survey (OES). • Reviewed recently completed BU 11 Arbitration decision and preparing for meeting with the other jurisdiction to discuss. • We continue to recruit, review applications, test and establish eligible lists and certify names to departments. Administered Lifeguard performance test. Opened recruitment for Fire Fighter II and III, Captain, Lifeguard, Pipefitter Helper, Pipefitter, Equipment Operator II (Water), and Highway Construction and Maintenance Supervisor I. • Laminated posters with OSHA's Globally Harmonized Systems Information are being made for the various County facilities. • The Bloodborne Pathogens - Exposure Control Plan and Appendices is completed; approximately 400 current employees will need to be offered the Hepatitis B vaccine based on their job classification; will begin working with departments to bring into OSHA compliance. • Safety inspections scheduled for January 2, 2014, first with the Public Works Building Division at their Kapaa. and Lihue facilities. • One worker's compensation assessment was completed this week and forwarded to affected departments. • Continue to assist employees with healthcare coverage changes: loss coverage, birth, resignation, retirement, adding domestic partners. AN EQUAL OPPORTUNITY EMPLOYER /J 3 e a i � _ 01 • Completed training for one (1) Public Works employee on the Forklift Class 5 Equipment #660 and Cass 7 Equipment #303. • Thirteen (13) Public Works and two (2) Parks and Recreation employee attended the first of two (2) Driver's Improvement class held on December 9h and 11". • Continue to work on grievances with the various Unions. • Completed payroll certifications for the various bargaining units base to the negotiated pay increases. Need to work on and complete for BU 13. Significant Meetings for the Department During the Past Week: • KCT meeting. • Attended Cost Control Commission meeting. • Met with County Attorney's Office to review liability claims. • Met with KPD to discuss requirement of providing physical exams for SHOPO members; KPD to follow -up with SHOPO Union to discuss whether the intent of the provision was for benefit of SHOPO members or to ensure continued physical ability of an employee to perform as a Police Officer. • Meeting with Transaction staff to prepare salary adjustments for all bargaining units to assist departments in preparing their FY -15 budget. • Staff met to finalize Drug and Alcohol Program Requirements; will schedule to meet with all departments in January. • Staff met with EEOC /ADA Officer regarding an investigation to be conducted and was part of the investigation. • Met with Fire Department staff to discuss WSO re- organization study. • Inter jurisdiction teleconference to discuss classification procedures. • Met with Water Department personnel to discuss re- organization issues for the department. • Met with Mayor and MD to discuss several WC cases.. • Met with Deputy County Attorney regarding a case. • HIOSH Statewide Telecommunication Meeting. Significant Upcoming events /meetings: • Step II UPW grievance 12- 13 -13. • Administrative Review (recruitment) 12- 13 -13. • KCT Meeting 12- 16 -13. • Meeting in Honolulu to meet with other jurisdictions to discuss BU 11 issues 12- 17-13. • On -going weekly meeting with Finance - Payroll regarding AS400 access issues 12- 18 -13. • Driver Improvement Program classes 12/12- 16/13. • Liability Claims Committee meeting 12- 10 -13. • Planning Sub - Committee meeting 12- 17 -13. • Drug and Alcohol Requirements meeting 12- 18 -13. • EOOC meeting with Deputy County Attorney and others 12- 19 -13. • Professional Staff meeting 12- 19 -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). • Waiting to hear from the Deputy Police Chief regarding the medical EC -1 and indicated he would look into it. Still need to follow -up with the Department of Water; was unable to contact the Acting Manager. Bernard P. Carvalho, Jr. Mayor 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 12 -20 -13 Significant Events for the Department During the Past Week: Thomas T. Takatsuki Acting Director • Attended Council first hearing of the Bill for an Ordinance, for BU 11 and second and final hearing for a Bill for an Ordinance for BU 13. • We continue to review and classify positions, intent to adopts and working on re- organizational studies. Working on finalizing the re- organizational study for the Water Safety Section, Fire Department. • Completed review of the BU 11 Arbitration decision and met in Honolulu to further discuss the signed tentative agreements (TA) and the implementation date. • We continue to recruit, review applications, test and establish eligible lists and certify names to departments. Currently reviewing resource materials and exam questions for the fire promotions. • Researching the cost for Hepatitis B vaccines, may be able to obtain vendor at 50% of cost that were originally estimated; will work with Finance to attach memo to affected employees to December 31St paycheck. • Safety inspections scheduled for January 2, 2014, first with the Public Works Building Division at their Kapaa and Lihue facilities. • One worker's compensation assessment was completed this week and forwarded to affected departments. • Continue to assist employees with healthcare coverage changes: loss coverage, birth, resignation, retirement, adding domestic partners. • Completed training for one (1) Public Works employee on the Forklift Class 5 Equipment #660 and Cass 7 Equipment #303. • Twenty (20) Public Works and three (3) Parks and Recreation employee attended the three (3) Driver's Improvement class held on December 12th and 16th • Completed DPS Catalog of Training available for employees; will work on posting on SharePoint. Researching new possibilities for online training for next fiscal year. • Continue to work on grievances with the various Unions. • Review and working on Executive Order (EO) for BU 13 excluded and exempt employees. Review and need to discuss EMCP EO with the Mayor. ANEQUAL OPPORTUNITYEMPLOYER • Worked on and sent to all departments FY14 -15 budget information for Units 1, 3, and 4; information on Units 2 and 13 will be forthcoming. • Working on gathering additional information for discrimination case against this department. • Met with EEOC investigator regarding a complaint against the County. • Worked on processing 22 Winter Fun employees; four more to be processed the next couple of days. Significant Meetings for the Department During the Past Week: • KCT meeting. • Meeting in Honolulu to discuss BU 11 arbitrated award and timeline to implement the tentative agreements. • Attended County Council meeting to present quarterly report on new hires, transfers, promotions, reallocation and vacancies. • Attended County Council meeting to answer questions regarding the first reading of a Bill for an Ordinance for BU 11 and second and final hearing for BU 13. • Met with EEOC investigator regarding a case filed against the County. • Manager met with staff on finalizing informational forms and handouts for the County's Drug and Alcohol Program Requirements; will schedule to meet with all departments in January. • Staff met with Planning Subcommittee to finalize rules and procedures in the selection of a Planning Director as well as draft job description for the Planning Director and Deputy planning Director. • Administrative Review - Recruitment. • Meeting with the Fire Chief and Deputy to discuss and review exam resources and testing. Met with the Fire Training Captain to discuss /review training resources. Also met with IT Manager to discuss /review IT Specialist IV applications. Significant Upcoming events /meetings: • Professional Staff Meeting 12- 26 -13. • KTC 1 -6 -14. • Quarterly WC Claims Reviews 1 -14 -14 • Liability Claims Review 1- 16 -14. • Public Works Building Division inspection 1- 21 -14. 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). • Waiting to hear from the Deputy Police Chief regarding the medical EC -1 and indicated he would look into it. Did talk with the Acting Manager and he indicated that we talk with the HR Specialist. We were also in contact with the fiscal section and they were to deliver the medical files; still waiting. Bernard P. Carvalho, Jr. Mayor 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 12 -26 -13 Significant Events for the Department During the Past Week: Thomas T. Takatsuki Acting Director • Working with KPD regarding FMLA issues and pay increases and step movements; Water Department regarding Temporary Assignment for Appointed position; researching negotiation issues relative to Section 89 HRS. • On -going discussion with recruitment section and classification section regarding the minimum qualification requirements for the Accountant and Civil Engineering series. • We continue to review and classify positions, intent to adopts and working on re- organizational studies. Still trying to finalizing the re- organizational study for the Water Safety Section, Fire Department. • We continue to recruit, review applications, test and establish eligible lists and certify names to departments. • Memo out to affected departments on next steps for Hepatitis B vaccines; some concerns from departments regarding cost; memo to affected employees on December 31, 2013 paycheck. • Safety inspections scheduled for January 2, 2014, first with the Public Works Building Division at their Kapaa and Lihue facilities. • Working on providing departments with the FY -14 -15 budget information for Units 2 and 13. • Continue to assist employees with healthcare coverage changes: loss coverage, birth, resignation, retirement, adding domestic partners. • Completed training for one (1) Public Works employee on the Six and Eight Cubic Yard Dump Truck. • Twelve (12) Public Works employees attended the final Driver's Improvement class held on December 20, 2013. • Continue to work on grievances with the various Unions. • Since BU 13 passed second and final hearing at Council will complete the Executive Order (EO) for BU 13 excluded and exempt employees. Still need to review and discuss EMCP EO with the Mayor. ANEQUAL OPPORTUNITYEMPLOYER • Drafted and sent letter to State Unemployment Division to request all County correspondences be sent to DPS.. • Completed work on processing Winter Fun employees. • Worked on pay increases and sent PC's to respective departments for signatures and submit to DPS so payment can be effective 1- 31 -14. Significant Meetings for the Department During the Past Week: • Met to finalize forms and procedures for County's Drug and Alcohol Testing Program requirements. Will work on scheduling meetings with all departments in January. • Finance - Payroll met to finalize AS400 access for all DPS staff; Finance - Payroll to look into moving payroll inputting functions out of office to increase access capabilities for clerical staff. Significant Upcoming events /meetings: • E RIS Task Force meeting with Sally and Eric up -date 12- 30 -13. • Administrative Review — Classification 12- 30 -13. • Professional Staff Meeting 1 -2 -14. • Meeting with UPW and Parks to reconcile payroll/leave balance for two (2) Parks employees previously on Workers' Compensation 1 -3 -14. • KTC 1 -6 -14. • On -going weekly meeting with Finance - Payroll regarding BRIS system 1 -8 -14. • Quarterly WC Claims Reviews 1 -14 -14 • Liability Claims Review 1- 16 -14. • Public Works Building Division inspection 1- 21 -14. Issues /Concerns: • No resolution on the Unit grievance on Stand -by Pay. On hold until further notice. • Received personnel files from the Prosecuting Attorney's Office; will review and check to see if all files were received. • Waiting to hear from the Deputy Police Chief regarding the medical EC -1 and indicated he would look into it. Department of Water did turn over their medical files and staff is reviewing the files. Bernard P. Carvalho, Jr. Mayor Nadine K. Nakamura Managing Director DEPARTMENT OF PERSONNEL SERVICES County of Kauai, State of Hawaii 4444 Rice Street, Suite 140, Lrhu`e, Hawaii 96766 TEL (808) 2414956 FAX (808) 241 -6593 WEEKLY REPORT Week of 1 -2 -14 Significant Events for the Department During the Past Week: Thomas T. Takatsuki Acting Director • Working with Fire Department regarding the changes that occurred during the last negotiation for BU 11 that will be implemented by January 15, 2014. • On -going discussion with recruitment section and classification section regarding the minimum qualification requirements for the Accountant and Civil Engirieering series. • We continue to review and classify positions, working on desk audits, intent to adopt new classes and working on re- organizational studies. Still trying to finalizing the re- organizational study for the Water Safety Section, Fire Department. • We continue to recruit, review applications, test and establish eligible lists and certify names to departments. • Memo to affected employees (about 370 employees) attached to December 31St paycheck regarding Hepatitis B vaccination. • Email sent out to affected departments on workers' compensation claims scheduled for review. • Information sent to Civil Service Commission Chair in preparation of Charter Review Commission consideration of changing functions, duties and name of DPS to Department of Human Resources. • Working on providing departments with the FY -14 -15 budget information for Units 2 and 13. • Continue to assist employees with healthcare coverage changes: loss coverage, birth, resignation, retirement, adding domestic partners. • Completed draft of two (2) grievances and continue to work on other step II and III grievance responses and p_pe aring for scheduled step II and step III grievances scheduled for January 2014 with the various Unions. • Working on completing the Executive Order (EO) for BU 13 excluded and exempt employees. Still need to review and discuss EMCP EO with the Mayor. • Completed one (1) workers' compensation assessment and forwarded to affected department. ANEQUAL OPPORTUNITYEMPLOYER • Follow -up with department regarding pay increases and PC's that needed to be returned to this department so payment can be effective 1- 31 -14. • Processed one (1) new employee who was previously on 89 day contract. Significant Meetings for the Department During the Past Week: • Met with Transportation and Parks and Recreation to discuss application of Section 26.02h of the UPW contract; checking with other jurisdictions on their interpretation before making a final decision. • Met with Sally and Eric to discuss progress of HRIS Task Force; concern from Finance on lack of buy in from DPS; task force will be started p again to address these concerns. • Meeting with Beth regarding the Mission Statement Rollout at Department Head Meeting and in newsletter. Article written for newsletter regarding the new customer service mission statement. • Administrative Review — Recruitment — Central Accounting Analyst. • Meeting with the Fire Chief and Administrative Officer to explain the new changes to the BU 11 contract. • Drug and Alcohol Requirements meeting. Significant Upcoming events /meetings: • Meeting with UPW and Parks to reconcile payroll/leave balance for two (2) Parks employees previously on workers' compensation 1 -3 -14. • KTC 1 -6 -14. • Step H UPW grievance 1 -7 -14. • On -going weekly meeting with Finance - Payroll regarding HRIS system 1 -8 -14. • Make -up Driver Improvement Class 1 -8 -14. • Professional Staff Meeting 1 -9 -14. • Quarterly WC Claims Reviews 1 -14 -14 • Liability Claims Review 1- 16 -14. • Public Works Building Division inspection 1- 21 -14. Issues /Concerns: • No resolution on the Unit grievance on Stand -by Pay. On hold until further notice. • Waiting to hear from the Deputy Police Chief regarding the medical EC -1 and indicated he would look into it. They have issues regarding the confidentiality of the material and if the employees handling the material was or had a background check. Bernard P. Carvalho, Jr. Mayor Nadine K. Nakamura Managing Director DEPARTMENT OF PERSONNEL SERVICES County of Kauai, State of Hawaii 4444 Rice Street, Suite 140, Lgiu`e, Hawaii 96766 TEL (808) 241 -4956 FAX (808) 241 -6593 WEEKLY REPORT Week of 1 -10 -14 Significant Events for the Department During the Past Week: Thomas T. Takatsuki Acting Director • Met with Fire Department personnel regarding the changes that occurred during the last negotiation for BU 11 that will be implemented by January 15, 2014 and those to be implemented on July of 2014. • On -going discussion with recruitment section and classification section regarding the minimum qualification requirements for the Accountant and Civil Engineering series. Inquiring with other jurisdictions regarding the above issues and additionally the issue of having a Hawaii Professional Engineering License at the time of application. • We continue to review and classify positions, working on desk audits, intent to adopt new classes and working on re- organizational studies. Finalizing the re- organizational study for the Water Safety Section, Fire Department; need to meet with the Department to go over the recommendations. • We continue to recruit, review applications, test and establish eligible lists and certify names to departments. We conducted the Lifeguard performance test; and only three of seven candidates showed up; may need to re- recruit for Lifeguard and Radio Dispatcher due to lack of sufficient qualified applicants. • Received so far forty six (46) of the three hundred seventy (370) Hepatitis B vaccination forms or which thirty six (36) have accepted to take the vaccine. Deadline not until 1 -14 -14 and we will follow -up to check on those who did not respond. • Printing of Globally Harmonizing Systems poster has been completed and will be laminated to distribute to the various facilities. • Working with transition staff on preparing FY -14 -15 budget figures for Units 2 and 13. • We had two (2) Public Works employees attend the make -up driver improvement class held on January 8t'; five (5) employees failed to attend the make -up class and therefore are disqualified from operating a CDL vehicle until completion of a class. Department was notified via e-mail of the five employees not being able to operate CDL vehicles. ANEQUAL OPPORTUNITYEMPLOYER • Second quarter report (October- December 2013) on new hires, reallocations, transfers, promotions and vacancies completed and sent to County Council. • Per department's request, assigned Workplace Harassment online training module to KPD employees. • Continue to assist employees with healthcare coverage changes: loss coverage, birth, resignation, retirement, adding domestic partners. • Completed an exit interview summary for KPD to identify problems leading to Radio Dispatcher separation. • Two (2) grievances final draft completed and ready for signature; two draft Step II and III grievance responses completed; and preparing for scheduled step II and step III grievances scheduled for January 2014 with the various Unions. • Working on completing the Executive Order (EO) for BU 13 excluded and exempt employees. Meeting with Mayor to discuss EMCP EO and will work on draft. • Follow -up with department regarding pay increases and PC's that needed to be returned to this department so payment can be effective 1- 31 -14. • Assisting Deputy County Attorney regarding compiling information for suits against this department. Significant Meetings for the Department During the Past Week: • Met with UPW and Recreation Department to discuss reconciliation of payroll/leave balances for two (2) employees previously on workers' compensation. • Met with Finance - Payroll to finalize AS400 access for staff as well as discussion of policies and procedures for payroll processing for employees on workers' compensation. • Met with Deputy County Attorney to discuss additional information requested for the civil suit against DPS. • Meeting with Planning Commission subcommittee to finalize rules and guidelines for the hiring, evaluation and termination of the Planning Director. • Step II grievance hearing with UPW. • Meeting with the Fire Chief and Administrative Officer to explain the new changes to the BU 11 contract. • Met with KPD to discuss FMLA issues. • Completed the PCs for the Unit 13 pay increases with signatures. Will process so pay can be effective 1 -31 -14 and need to work on retro pay for salaries and health fund. Significant Upcoming events/meetings: • KTC 1- 13 -14. • Meeting with KPD regarding transfer of HR duties 1- 13 -14. • Quarterly Workers' Compensation Claims review 1- 14 -14. • On -going weekly meeting with Finance - Payroll regarding E RIS system 1- 15 -14. • Professional Staff Meeting 1- 16 -14. • Liability Claims Review 1- 16 -14. • ERIS Task Force meeting 1- 17 -14. • UPW Step II grievance 1- 21 -14. • Planning Sub - Committee meeting 1- 21 -14. • Public Works Building Division inspection 1- 21 -14. • Working on a 4 hour Drug and Alcohol Training Module for BU 2 Supervisors of Unit 1 employees and can be modified to a two (2) hour training for other supervisors (HGEA). Issues /Concerns: • No resolution on the Unit grievance on Stand -by Pay. On hold until further notice. • Waiting to hear from the Deputy Police Chief regarding the medical EC -1 and indicated he would look into it. They have issues regarding the confidentiality of the material and if the employees handling the material was or had a background check. Also working on defining the HR roles and responsibilities between the department and DPS.