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HomeMy WebLinkAbout2014_0325_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, March 25, 2014 3:00 p.m. or shortly thereafter Mo'ikeha Building, Liquor Conference Room 3 4444 Rice Street, L-lhde, HI 96766 CALL TO ORDER ROLL CALL APPROVAL OF MINUTES Open Session Minutes of February 25, 2014 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 -03 a. Weekly Report Ending February 14, 2.014 b. Weekly Report Ending February 21, 2014 c. Weekly Report Ending February 28, 2014 d. Weekly Report Ending March 7, 2014 e. Weekly Report Ending March 14, 2014 An Equal Opportunity Employer EXECUTIVE SESSION Pursuant to Hawaii Revised Statutes § §92 -4 and 92 -5 (a) (2) (4), the purpose of this executive session is to consider the hire, evaluation, dismissal or discipline of an employee or officer of the County where consideration of matters affecting privacy will be involved, provided that if the individual concerned requests an open meeting, an open meeting shall be held; 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 -003: RFA 2014 -01 Review of communication dated 3/14/14, requesting appeal of denial of reclassification by Director of Personnel Services. ES -004: CSC 2014 -05 Discussion and implementation of the hiring of the Personnel Director, where consideration of matters affecting privacy will be involved; and if necessary, 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 relate to this agenda item RETURN TO OPEN SESSION Ratify Commission actions taken in Executive Session for items: o ES -003 and ES -004 ANNOUNCEMENTS Next Meeting: Tuesday, April 22, 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 Civil Service Commission — March 25, 2014 Page 12 PUBLIC COMMENTS and TESTIMONY Persons wishing to offer comments are encouraged to submit written testimony at least 24 -hours prior to the meeting indicating: 1. Your name and if applicable, your position/title and organization you are representing; 2. The agenda item that you are providing comments on; and 3. Whether you will be testifying in person or submitting written comments only. 4. If you are unable to submit your testimony at least 24 hours prior to the meeting, please provide 10 copies of your written testimony at the meeting clearly indicating the name of the testifier; and While every effort will be made to copy, organize and collate all testimony received, materials received on the day of the meeting or improperly identified may be distributed to the members after the meeting is concluded. The length of time allocated to persons wishing to present verbal testimony may be limited at the discretion of the chairperson or presiding member. Send written testimony to: Civil Service Commission Attn: Barbara Davis Office of Boards & Commissions 4444 Rice Street, Suite 150 L'1hu`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 — March 25, 2014 Page 13 COUNTY OF KAUAI Minutes of Meeting OPEN SESSION 17 a01ip Board/Committee: I CIVIL SERVICE COMMISSION Meeting Date I February 25, 2014 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room 3 Start of Meeting: 3:01 p.m. End of Meeting: 3:21 p.m. Present Vice -Chair Roy Morita. Members: Cathy Adams; Lani Aranio; Richard Jose; Also: Deputy County Attorney Marc Guyot; Personnel Services Manager Thomas Takatsuki; HR Specialist Janine Rapozo; Boards & Commissions Office Staff. Support Clerk Barbara Davis; Administrative Aide Teresa Tamura Excused Chair John Low. Members Karen Matsumoto; Gilbert Maerina Absent SUBJECT DISCUSSION ACTION Call To Vice -Chair Morita called the meeting to order at Order/Roll Call 3:01 p.m. with 4 members present Approval of Open Session Minutes of January 28, 2014 Ms. Aranio moved to approve the minutes as Minutes circulated. Ms. Adams 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) Q Mr. Takatsuki said on -site training with the various agencies has not been scheduled yet due to the on -going budget process during January and February. Now that the budget review with the Mayor is completed the training sessions ` can be scheduled starting in March. The flow charts have also been completed and will be discussed with the departments so they understand what their responsibilities are as well as the responsibilities of Human Resources. There was an increase to the Human Resources budget for the upcoming fiscal year mostly due to the relocation of the payroll section to HR. Logistics for this Vl move still need to be worked out as HR is currently very tight on offices ace. Civil Service Commission Open Session February 25, 2014 Page 2 SUBJECT DISCUSSION ACTION Mr. Takatsuki mentioned that the Cost Control Commission has requested an update on the transition to a Human Resources Department so he or one of his staff will attend their March 10 meeting. The 89 -day contract employee is currently working on updating the employee files so the correct information can be imputed into the AS 400 system to assist with the accuracy of the reports that need to be generated. Ms. Rapozo said the HRIS committee now meets twice a month with Brandon Raines, head of the IT Division, and Ms. Rapozo is co- chairing the committee. Previously the Committee was not moving in any particular direction so with participants from IT, Finance, and HR they can start to form task groups. At the last meeting the most critical goals and tasks were assigned with the first task being an inventory of customizations in the HRIS system. In the past to solve certain problems, they customized solutions, and over the years with the continued customizing no one knows what is in the system. IT is taking the lead to see if the system needs to be kept, changed, or even eliminated while keeping the necessary components. The second task assignment is to reconcile the accruals with the departments. The audit finding for the last few years indicate the accruals in the system do not match with the hard copy of the timesheets and accruals in the departments. HR staff will be working on defining employee information needs to make sure the correct information is being put into the system along with creating a new payroll certification form where the information is in line with the system. The payroll codes will also be reviewed since it is the essence of what is creating the problems. Asked about the audit, Ms. Rapozo explained that it is part of the overall annual audit. CSC 2014 -02 Verbal Update from Commissioner Adams on presentation to the Charter Review Commission for Article XV changing the name from "Personnel Services" to "Human Resources" Ms. Adams attended the Charter Review Commission meeting on January 27t` Civil Service Commission Open Session February 25, 2014 Page 3 SUBJECT DISCUSSION ACTION and the Commission was questioning why the Civil Service Commission was recommending this change. Ms. Adams explained to the Charter Commission the process of going from Personnel Services to Human Resources in which the question came up that while the Director would be appointed and removed by the Commission there was new language added that the Director would come under the general supervision of the mayor. Because of the concern with the Police Commission's suit, the Charter Commission felt that task is already part of the present description of the mayor's duties and that appointees are under the general supervision of the mayor so why did the Civil Service Commission want to add that in? Ms. Adams explained that it was only to clarify it further because there seems to be confusion. Ms. Adams stated that there was further discussion after she left and the Charter Commission seemed to accept all but that phrase. It is believed that the Charter Commission wants to wait until everything is settled in court before doing anything with clarification. Ms. Adams thought the Charter Commission might draft an amendment to put before the electorate. CSC 2014 -03 a. Weekly Report Ending g anuary 17, 2014 b. Weekly Report Ending January 24, 2014 c. Weeklyeport Ending g anuary 31, 2014 d. Weekly Roort Ending February 7, 2014 Ms. Aranio questioned the term Billy Pugh to which the Commission was informed that it is a type of equipment. Mr. Takatsuki responded to a question as to whether there is a problem defining the HR roles and responsibilities between the Police Department and DPS to which Mr. Takatsuki said the issue came up because some employees within the department were doing things a certain way knowing that procedures had already been setup, but things are slowly moving forward. Asked about Verbal Judo, Ms. Adams explained it is how to say things in a non - confrontational way; it is both customer service and education in non - confrontational was for handling situations. Ms. Adams moved to receive the Director's Civil Service Commission Open Session February 25, 2014 Page 4 SUBJECT DISCUSSION ACTION Reports. Ms. Aranio seconded the motion. Motion carried 4:0 ES -002 Executive Session Minutes of January 28, 2014 Mr. Aranio moved to approve the minutes as circulated. Mr. Jose seconded the motion. Motion carried 4:0 Announcements Next Meeting: Tuesday, March 25, 2014 — 3:00 p.m. Adjournment Ms. Adams moved to adjourn the meeting at 3:21 p.m. Ms. Aranio 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. Roy Morita, Vice -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, LR►u`e, Hawaii 96766 TEL (808) 241 -4956 FAX (808) 241 -6593 WEEKLY REPORT Week of 2 -14 -14 Significant Events/Meetings for the Department During the Past Week: Thomas T. Takatsuki Acting Director v Continue to review and classify positions; working on desk audits; review intent to adopt new classes from other jurisdictions; and working on re- organizational studies. Follow -up on meeting with the Fire Chief and Deputy and the Administrative Officer regarding the Water Safety Section re- organization regarding vacant position. Still working toward completing the study to determine what equipment belongs in which Equipment Operator class. We will review the information gather /collected from the other jurisdictions. Continue to assist department/agencies in providing information regarding classification and pay issues; working/reviewing the Police Inspector class as the department wants a title change to Assistant Police Chief. We continue to work on job audits and final reports. • We continue to recruit, review applications, test and establish eligible lists and certify names to departments. Opened recruitment for Accountant I and Plant Electrician Helper; administered performance test for Lifeguard; and referred name for Clerk Dispatcher I. Prepared written test for Customer Service Represeiitative I, Police Sergeant and Police Lieutenant; reviewed written exam for Sewer Maintenance Work and Plant Electrician Helper. Staff continues to provide contractual interpretations requested by departments /agencies. Responded to TA, OT questions; state wide issue of an on- going grievance on stand. Continue receiving Hepatitis B vaccination forms; working with Purchasing on procuring the vaccines through Professional Services contract. Continue to work on the raises for EMCP employees and BU 13 employees for the FY 15 budget year. Working to project the next salary increase for the FY -15 budget in order to better project the benefits cost. Completed response to County Council regarding additional information requested on DPS's last quarterly report; this financial estimated savings will be included on subsequent quarterly reports. In addition another request from Council is being worked on with regards to moratorium on filling vacancies as per the Mayor's FY 2014 budget message. ANEQUAL OPPORTUNITYEMPLOYER °2%1-1114 GS (7_ C"1� 4- 63 • Verbal Judo training scheduled for 2 -20 -14 with 25 employees signed up thus far; although not all departments have responded, it may be due to attendance at an earlier session. • Excelling as a Manager /Supervisor training finalized for 3- 18 -14; memo to departments distributed with responses received from five (5) departments with seventeen (17) employees signed up and more slots being requested. • Continue to assist employees with healthcare coverage changes: loss coverage, birth, resignation, retirement, adding domestic partners. • Continue to hear Step II and III grievances and complete responses for Step II and III hearing for HGEA, SHOPO and UPW. • Continue to finalize the Executive Order (EO) for BU 13 excluded and exempt employees. Will forward to Attorney's Office for review before sending to Mayor for signature. Will work EMCP EO. • Did a Customer Service Mission Statement presentation to the Employee's Council. Also looking and soliciting suggestion on a new value statement. Personnel/Changes/Risk Management: Issues /Concerns: • Try to work on a resolution on the Unit grievance on Stand -by Pay. Discussion with other jurisdictions to proceed and work out a settlement/understanding as to the interpretation of the section. • Trying to resolve with the Deputy Police Chief regarding the transferring of certain forms; indicated he would look into it and hopefully we can resolve this issue. We did receive the medical forms but not the disciplinary actions. They have issues regarding the confidentiality of the material. • The MUS is a work in progress. Starting new with new and more members to address the issues. Hopefully the new leadership's direction will move forward and have a final product to work with. • Working on the backlog of classification request. Need to up -date to determine status of outstanding requests. • Working on grievances; need to respond more timely although we are requesting extensions as allowed by contract. Staff is new so it takes longer to finalize the report. • There were many issues and concerns regarding classification and pay, recruitment and examination, benefits, employee development, health services, training, labor relations that occurs on a daily basis. Staff works hard to address these issues as it occurs. Progress on Strategic Plan Objects: • The MUS re- started under new leadership (2- 14 -14) with Personnel and IT managers taking the lead. They have set up sub committees to address the goals and objectives and the final outcome for the MS. Outcomes We're Particular Proud of: • Continued assistance to the departments /agencies in providing answers to their questions in all areas of personnel/human resource management. • Being able to get the MS bck on track. 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, Lhu`e, Hawaii 96766 TEL (808) 241 -4956 FAX (808) 241 -6593 WEEKLY REPORT Week of 2 -21 -14 Significant Events/Meetings for the Department During the Past Week: Thomas T. Takatsuki Acting Director • Continue to review and classify positions; working on desk audits; review intent to adopt new classes from other jurisdictions; and working on re- organizational studies. Still working toward completing the study to determine what equipment belongs in which Equipment Operator class. We will review the information gather /collected from the other jurisdictions. Continue to assist department/agencies in providing information regarding classification and pay issues; working/reviewing the Police Inspector class as the department wants a title change to Assistant Police Chief and will make recommendation. We continue to work on job audits and finalize reports and review intent to adopt new classes from the other jurisdictions. Having the HR Clerks assist in researching and completing the simple re- description reviews and trainee classification request of vacant position. • We continue to recruit, review applications, test and establish eligible lists and certify names to departments. Met with Police and Deputy Chief of Police to discuss TA and the promotional process. Recruitment to open for Lifeguard, Radio Dispatcher I, Plant Electrician Helper Civil Engineer II and III; administered written test for Radio Dispatcher I, Customer Service Representative, Supervising Building Inspector, Highway Construction and Maintenance Supervisor I. Prepared written test and schedule exam for Police Sergeant and Police Lieutenant, Sewer Maintenance Work and Plant Electrician Helper. • Created an electronic version of the position card so vacancy data can be retrieved in a more timely baiss. • Staff continues to provide contractual interpretations requested by departments /agencies. Responded to TA, OT questions; state wide issue of an on- going grievance on stand -by, retirement issues, and mileage. • Continue to work on the raises for EMCP employees and BU 13 employees for the FY 15 budget year. Working encompasses the review of the personnel folder to check the years of service to ensue the step movement dates are accurate and AN EQUAL OPPOR TUAVTY EMPL 0 YER -2/(A ///Z/ the projected salary increase for the FY -15 budget is accurate in order to better project the benefits cost. • Verbal Judo training held on 2- 20 -14; twenty two (22) of the twenty five (25) employees from twelve (12) different departments that signed attended the train the trainer session. These individuals will train employees within their respective department/agencies. • Excelling as a Manager /Supervisor training finalized for 3- 18 -14; memo to departments distributed with responses received from five (5) departments with seventeen (17) employees signed up and more slots being requested. • Working with Fire Department to offer refresher First Aid/CPR training for all departments. • Working on coordination Ladder Safety, Fall Protection, Slips /Trips/Falls, Lifting/Carrying and Bloodborne Pathogens training primarily for Public Works - Building but also to other County departments /agencies on a space available basis. • Internal meeting held to discuss New Hire/Recruitment process; memo to all departments /agencies forthcoming on issues /challenges of current system. • Completed training for two (2) Public Works employees on the Case Pay Loader less than 3 cubic yards #542 and John Deere Bushwacker #458. • Continue to assist employees with healthcare coverage changes: loss coverage, birth, resignation, retirement, adding domestic partners. • Continue to hear Step II and III grievances and complete responses for Step II and III hearing for HGEA, SHOPO and UPW. • Continue to finalize the Executive Order (EO) for BU 13 excluded and exempt employees. Will forward to Attorney's Office for review before sending to Mayor for signature. Will work EMCP EO. Personnel/Changes/Risk Management: Issues /Concerns: • Try to work on a resolution on the Unit grievance on Stand -by Pay. Discussion with other jurisdictions proceeding and a settlement/understanding as to the interpretation of the section may be finalized with the Union. • The issue regarding the confidentiality of grievance material continues without resolution. • The HRIS is a work in progress. Meetings have been scheduled and discussion continues and sub - committees working on gathering information. Very positive that the new leadership's direction will move forward and have a final product to work with. • Continue to working on the backlog of classification request and new requests. • Still working on grievances; try to respond more timely. Staff is new but have conducted hearings on so their own and preparing their report. It new for staff so it will take time. • There were many issues and concerns regarding classification and pay, recruitment and examination, benefits, employee development, health services, training, labor relations that occurs on a daily basis. Staff works hard to address these issues as it occurs. Progress on Strategic Plan Objects: • The HRIS re- started under new leadership (2- 14 -14) with Personnel and IT managers taking the lead. They have set up sub committees to address the goals and objectives and the final outcome for the HRIS. • Met with Finance Payroll on 2- 19 -14. Conference call with HRIS vendor Sungard has yet to be set up, however, internal check reversal process is workable; still need to work out glitches before it can be implemented. No follow -up with IRS to confirm tax requirements regarding reversals to managers /supervisors and other staff. • Working on the training plan component; targeting training within the area of interest and funds are available. Staff is working on providing training to managers /supervisors and other staff. Outcomes We're Particular Proud of: • Continued assistance to the departments /agencies in providing answers to their questions in all areas of personnel/human resource management. • Continue to be able to get the HRIS back on track. • Reducing the backlogged classification requests. • Creation of an electronic version of the position card. 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, Lniu`e, Hawaii 96766 TEL (808) 241 -4956 FAX (808) 241 -6593 WEEKLY REPORT Week of 2 -28 -14 Significant Events/Meetings for the Department During the Past Week: Thomas T. Takatsuki Acting Director • Continue to review and classify positions; working on desk audits; review intent to adopt new classes from other jurisdictions; and working on re- organizational studies. Still working toward completing the study to determine what equipment belongs in which Equipment Operator class. We will review the information gather /collected from the other jurisdictions and try to make a decision. Need to re -look at the requirements for the Accountant and Civil Engineer classes. Continue to assist department/agencies in providing information regarding classification and pay issues; the Police Inspector class as the department wants a title change to Assistant Police Chief we informed the department to submit the PD through normal channels and we will review. We continue to work on job audits and finalize reports and review intent to adopt new classes from the other jurisdictions. Continue to train and utilize the HR Clerks to assist in researching and completing the simple re- description reviews and trainee type classification request of vacant position. Met with Fire Department regarding the Lifeguard positions from short-term to full -time. • We continue to recruit, review applications, test and establish eligible lists and certify names to departments. Recruitment to open for Lifeguard, Radio Dispatcher I, Plant Electrician Helper Civil Engineer II and III (2- 26 -14); Scheduled written exam for Sewer Maintenance Worker and Plant Electrician Helper (3- 11 -14), Radio Dispatcher I (3 -18 and 19,- 2014), Police Sergeant and Police Lieutenant (3- 19 -14), and Lifeguard performance test for 3- 31 -14. Scheduled to attend NEOGOV advanced training and regional conference on March 14, 2014 in Honolulu. • Staff continues to provide contractual interpretations requested by departments /agencies. Responded to TA, OT questions; state wide issue of an on- going grievance on stand -by, retirement issues, and mileage. • Research questions regarding compensation for holding cell phone during non- working hours; research compensation of catch up /step movement for Unit 12; research about accruals and hours worked beyond the normal scheduled hours for half -time employee. AN EQUAL OPPORTUNITY EMPLOYER • Finalizing the raises for EMCP employees and BU 13 employees for the FY 15 budget year. Work encompasses the review of the personnel folder to check the years of service to ensue the step movement dates are accurate and the projected salary increase for the FY -15 budget is accurate in order to better project the benefits cost. • Excelling as a Manager /Supervisor training finalized for 3- 15 -14; thirty (30) confirmed and nine (9) that were waithsted are now able to attend. • Continue to work with Fire Department to offer refresher First Aid/CPR; after further review, will be limiting training to those employees at facilities that reach threshold of OSHA regulations which more than likely limit the need for training to outlying areas (Hanalei and Kekaha). • Ladder Safety, Fall Protection training primarily for Public Works - Building staff scheduled for March 12 and 25th with Atlas Insurance; other County departments will be offered space as available. • Staff attended Liability Claims Review; follow -up will be conducted with Departments as these claims are reviewed to ensure that policies /procedures are in place t prevent future exposure; (ex: working with Parks to ensure proper procedures for mowers /weedwackers to prevent flying debris). • Staff participated in a conference call with State HIOSH Advisory Committee; requested information about coordination of safety training efforts on a statewide basis. • Meeting with Finance - Payroll to discuss the implementation of a Transit Tax Benefit Program for employees. • Completed training for one (1) Public Works employees on the Hook Lift Tandem Dump Truck #156 Peterbilt. • Continue to assist employees with healthcare coverage changes: loss coverage, birth, resignation, retirement, adding domestic partners. Meeting with representative of All -State on the Flex Spending Open Enrollment for the month of May; to work on schedules sites. EUTF informational meeting will be held at the Convention Hall on April 1, 2 -14 from 2:00 p.m. to 3:00 p.m. Open enrollment for EUTF will be April 7, 2014 to May 2, 2014. • Continue to hear Step II and III grievances and complete responses for Step II and III hearing for HGEA, SHOPO and UPW. • Continue to finalize the Executive Order (EO) for BU 13 excluded and exempt employees. Will forward to Attorney's Office for review before sending to Mayor for signature. Will work EMCP EO. Personnel/Changes/Risk Management: Issues /Concerns: • Try to work on a resolution to the Unit 1 grievance on Stand -by Pay. Talks continue with the other jurisdictions; hopefully a settlement/understanding as to the interpretation of the section may be finalized with the Union. • The issue regarding the confidentiality of grievance material continues without resolution. • The MUS is a work in progress. Meetings and sub committee meetings have been held and discussion continues; sub - committees working on gathering information. Very positive that the new leadership's direction will move forward and have a final product to work with. • Continue to working on the backlog of classification request and new requests. Continue to reduce backlog of requests. • Still working on grievances; try to respond more timely. Staff is new but have conducted hearings on so their own and preparing their report. It new for staff so it will take time. • There were many issues and concerns regarding classification and pay, recruitment and examination, benefits, employee development, health services, training, labor relations that occurs on a daily basis. Staff works hard to address these issues as it occurs. • Up- coming challenge will be to work on the schedule for individual meetings with Flex Spending representatives with all County departments Progress on Strategic Plan Objects: • The HRIS re- started under new leadership (2- 14 -14) with Personnel and IT managers taking the lead. They have set up sub committees to address the goals and objectives and the final outcome for the HRIS. Continues meetings have be held and working toward our goal. • Met with Finance Payroll on 2- 26 -14. Conference call with HRIS vendor Sungard has yet to be set up, however, internal check reversal process is workable; still need to work out glitches before it can be implemented. No follow -up with IRS to confirm tax requirements regarding reversals etc. Next meeting 3 -5 -14. • HRIS Task Force Meeting scheduled for 2- 27 -14. • Working on the training plan component; targeting training within the area of interest and funds are available. Staff is working on providing training to managers /supervisors and other staff. Outcomes We're Particular Proud of • Continued assistance to the departments /agencies in providing answers to their questions in all areas of personnel/human resource management. • Continue to be able to get the HRIS back on track; regular meeting been held. • Reducing the backlogged classification requests; since July 2013 from 33 to 16. • - Creation of an electronic version of the position card. Bernard P. Carvalho, Jr. Mayor Nadine IC Nakamura Managing Director DEPARTMENT OF PERSONNEL SERVICES County of Kauai, State of Hawaii 4444 Rice Street, Suite 140, Lhu`e, Hawaii 96766 TEL (808) 241 -4956 FAX (808) 241 -6593 WEEKLY REPORT Week of 3 -7 -14 Significant Events/Meetings for the Department During the Past Week: Thomas T. Takatsuld Acting Director • Continue to review and classify positions; working on desk audits; review intent to adopt new classes from other jurisdictions; and working on re- organizational studies. Still working toward completing the study to determine what equipment belongs in which Equipment Operator class. We will review the information gather /collected from the other jurisdictions and try to make a decision. Need to re -look at the requirements for the Accountant and Civil Engineer classes. Continue to assist department/agencies in providing information regarding classification and pay issues. We continue to work on job audits and finalize reports and review intent to adopt new classes from the other jurisdictions. Continue to train and utilize the HR Clerks to assist in researching and completing the simple re- description reviews and trainee type classification request of vacant position. Working on the adoption of a Water Safety Office IV class. • We continue to recruit, review applications, test and establish eligible lists and certify names to departments. Preparing written exams for Police Sergeant and Police Lieutenant, Radio Dispatcher I, Supervising Building Plans Examiner, Recreation Worker I. Scheduled written exam for Sewer Maintenance Worker and Plant Electrician Helper (3- 11 -14), Radio Dispatcher I (3 -18, 19 and 20,- 2014), Police Sergeant and Police Lieutenant (3- 19 -14), Plant Electrician Helper and Highway Construction and Maintenance Supervisor (3- 20 -14), and Lifeguard performance test for 3- 31 -14. Preparing and coordinating recruitment, written and performance testing for Police Services Officer. Referred list for Police Captain, Housing Self - Sufficiency Specialist III, Landfill Operations Assistant, Park Maintenance Administrator, Supervising Building Inspector, and Youth Spring Enrichment 13 -14 Program. Scheduled to attend NEOGOV advanced training and regional conference on March 14, 2014 in Honolulu (topic Applicant Tracking, Performance Evaluation, On- boarding, BRIMS tools, and maximizing the value of reporting/metrics tools. • Staff continues to provide contractual interpretations requested by departments /agencies. Responded to TA, OT questions; state wide issue of an on- going grievance on stand -by, retirement issues, and mileage. ANEQUAL OPPORTUNITYEMPLOYER - 3 +1 f L� • Review of Contract Agreements for BU 2, 3 and 13 and also for BU 1. Need to review the contract for changes and any errors be going to print. • Working on response regarding compensation for holding cell phone during non- working hours; continue research about accruals and hours worked beyond the normal scheduled hours for half -time employee. • Excelling as a Manager /Supervisor training finalized for 3- 18 -14; forty (40) confirmed employees to attend. • Continue to work and finalize with Fire Department to offer refresher First Aid/CPR. • Ladder Safety, Fall Protection training primarily for Public Works - Building staff scheduled for March 12 and 25th with Atlas Insurance; other County departments will be offered space as available. • Completed training for three (3) Public Works employees on the Fork Lift #476 CAT and Skid Front End Loader #636 Cse 430 Series 3; Three (3) Parks and Recreation employees on the 95U Case Bushwacker #419 and one (1) Parks and Recreation employee on the John Deere 1445 Series II Riding Mower #006 and Kubota 20331 Series Riding Mower #003. • Continue to assist employees with healthcare coverage changes: loss coverage, birth, resignation, retirement, adding domestic partners. Continue work on securing and scheduling worksites for meeting of department's employees and Flex Med staff. EUTF informational meeting will be held at the Convention Hall on April 1, 2 -14 from 2:00 p.m. to 3:00 p.m. Open enrollment for EUTF will be April 7, 2014 to May 2, 2014. Orientation for new hire: one from Transportation, two from Public Works, one from Planning, and one from County Attorney. • Continue to hear Step II and III grievances and complete responses for Step II and III hearing for HGEA, SHOPO and UPW. • Continue to finalize the Executive Order (EO) for BU 13 excluded and exempt employees. Will forward to Attorney's Office for review before sending to Mayor for signature. Will work EMCP EO. Personnel/Changes/Risk Management: Issues /Concerns: • Review final draft of the settlement of the Unit 1 grievance on Stand -by Pay. Will forward to Union for review and hopefully this will resolve the outstanding grievance. The issue regarding the confidentiality of grievance material continues without resolution. o The MS is a work in progress. Meetings and sub committee meetings have been held and discussion continues; sub - committees working on gathering information. New member from IT was added to the task force. A shared HRIS folder was created to file all related information and documents in on location. Each work group provided updates on their individual tasks: inventory of Customizations- working on getting quote from Sunguard to review customizations; Reconcile Accruals - deadlines have been set to have accruals corrected - meeting with departments to work on discrepancies; Employee information- working on determining needed fields for employee information and method to interface with other systems for access to information; Payroll Codes - reviewing necessity of over 167 pay codes. Next meeting 3- 28 -14. • Continue to working on the backlog of classification request and new requests. Continue to reduce backlog of requests. • Still working on grievances; try to respond more timely. Staff is new but have conducted hearings on so their own and preparing their report. It new for staff so it will take time. • There were many issues and concerns regarding classification and pay, recruitment and examination, benefits, employee development, health services, training, labor relations that occurs on a daily basis. Staff works hard to address these issues as it occurs. • Up- coming challenge will be to work on the schedule for individual meetings with Flex Spending representatives with all County departments Progress on Strategic Plan Objects: • The HRIS re- started under new leadership (2- 14 -14) with Personnel and IT managers taking the lead. They have set up sub committees to address the goals and objectives and the final outcome for the ERIS. Continues meetings have be held and working toward our goal. • Met with Finance Payroll on 3 -5 -14. Conference call with EMS vendor Sungard has yet to be set up, however, internal check reversal process is workable; still need to work out glitches before it can be implemented. No follow -up with IRS to confirm tax requirements regarding reversals etc. Next meeting 3- 12 -14. • HRIS Task Force Meeting scheduled for 3- 28 -14. • Working on the training plan component; targeting training within the area of interest and funds are available. Staff is working on providing training to managers /supervisors and other staff. Outcomes We're Particular Proud of: Continued assistance to the departments /agencies in providing answers to their questions in all areas of personnel/human resource management. • Continued progress with the E RIS; regular meeting been held. • Continued work to reducing the backlogged classification requests. 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, Lqiu`e, Hawaii 96766 TEL (808) 241 -4956 FAX (808) 241 -6593 WEEKLY REPORT Week of 3 -14 -14 Significant Events/Meetings for the Department During the Past Week: Thomas T. Takatsuki Acting Director • Continue to review and classify positions; working on desk audits; review intent to adopt new classes from other jurisdictions; and working on re- organizational studies. Still working toward completing the study to determine what equipment belongs in which Equipment Operator class. We will review the information gathered/collected from the other jurisdictions and try to make a decision. Need to re -look at the requirements for the Accountant and Civil Engineer classes. Continue to assist department/agencies in providing information regarding classification and pay issues. Received request from Fire Department to review all of the positions by classification in their Water Safety Section (52 positions). We continue to work on job audits and finalize reports and review intent to adopt new classes from the other jurisdictions. Continue to train and utilize the HR Clerks to assist in researching and completing the simple re- description reviews and trainee type classification request of vacant position. Working on the adoption of a Water Safety Office IV class. • We continue to recruit, review applications, test and establish eligible lists and certify names to departments. Finalizing written exams for Police Sergeant and Police Lieutenant; Scheduled written examination for: Police Sergeant and Police Lieutenant (3- 19 -14), Radio Dispatcher I, Plant Electrician Helper and Highway Construction and Maintenance Supervisor (3- 20 -14), Supervising Building Plans Examiner (3- 25 -14), and Lifeguard performance test for 3- 31 -14. Preparing and coordinating recruitment, written and performance testing for Police Services Officer. Opening recruitment for: Park Security Officer I (3- 9 -14), Sewer maintenance Helper (3 -16) and Labor Registration (3- 23 -14). Refferal list: Accountant, Fire Fighter Trainee, Wastewater Operations Superintendent, Wastewater Plant Working Supervisor. Working with Equipment Trainer to schedule EO II performance testing for Water Department. Reviewing restrictions for CDL Class A license with the Chief Licensing Examiner and Inspector and Equipment Trainer. Scheduled to attend NEOGOV advanced training and regional conference on March 14, 2014 in Honolulu (topic Applicant AN EQUAL OPPORTUIVITYEMPL0YER 3/ Tracking; Performance Evaluation, On- boarding, BRIMS tools, and maximizing the value of reporting/metrics tools. • Staff continues to provide contractual interpretations requested by departments /agencies. Responded to TA, OT questions; state wide issue of an on- going grievance on stand -by, retirement issues, and mileage. • Continue to review the Contract Agreements for BU 2, 3 and 13 and also for BU 1. Need to review the contract for changes and any errors be going to print. • Working on response regarding compensation for holding cell phone during non- working hours; continue research about accruals and hours worked beyond the normal scheduled hours for half -time employee. • Excelling as a Manager /Supervisor training finalized for 3- 18 -14; forty (40) confirmed employees to attend. Training material received and introductory meeting to be held with trainer in the morning prior to the training. • Continue to work and finalize with Fire Department to offer refresher First Aid/CPR. • First of two training completed for Ladder Safety, Fall Protection with Atls Insurance on March 12th with a total of thirty (30) attending. Training second session scheduled for the 25th of March. • Four (4) workers compensation cases were reviewed; no assessments were required for two (2) cases; assessments were completed for two (2) other cases and forwarded to affected departments. • Meeting with Public Works -Solid Waste employee to discuss safety issues; working on completing policy and procedures recommendations to department. • Staff attended training as DPS's representation for the County's Language Access Program; survey distributed to all staff for completion. • Completed Budget presentation and submitted to Managing Director and Finance staff for review; will finalize for submittal to the County Council by March 14, 2014. • Meeting with DPS staff and Finance Payroll to discuss the Leave Sharing Program and procedures in subtracting donated leave from one's accruals and posting leaves to recipient's bank. Review of the program up- coming. • Continue to assist employees with healthcare coverage changes: loss coverage, birth, resignation, retirement, adding domestic partners. Continue work on securing and scheduling worksites for meeting of department's employees and AllState. Meeting with AllState for the informational session is scheduled for May 1, 201; four (4) forty five (45) minutes session starting at 8:00 am, 9:00 am, 10:00 am and 11:00 am. Up -date: EUTF Open Enrollment April 7, 2014 (DPO meeting scheduled for 4 -1 -14 at the Convention Hall from 2:00 p.m. to 3:00 p.m., Employee Informational sessions for 4 -17 -14 at 8:30 am, 10:30 am, 1:00 pm, 3 :00 pm. And 5 -2 -14 same time as 4- 17 -14. Employment process for seven (7) Spring Hires. o Working with Life Choices Kauai coordinator to provide training to County supervisors in the HGEA and UPW to meet requirements for reasonable suspicion for Drug and Alcohol. Scheduled for March 28, 2014. • Continue to hear Step II and III grievances and complete responses for Step II and III hearing for HGEA, SHOPO and UPW. o Continue to finalize the Executive Order (EO) for BU 13 excluded and exempt employees. Will forward to Attorney's Office for review before sending to Mayor for signature. Will work EMCP EO. Personnel/Changes/Risk Management: Issues /Concerns: o Review final draft of the settlement of the Unit 1 grievance on Stand -by Pay. Will forward to Union for review and hopefully this will resolve the outstanding grievance. • The issue regarding the confidentiality of grievance material continues without resolution. • The IRIS is a work in progress. Meetings and sub committee meetings have been held and discussion continues; sub - committees working on gathering information. New member from IT was added to the task force. A shared IRIS folder was created to file all related information and documents in on location. Each work group provided updates on their individual tasks: inventory of Customizations - working on getting quote from Sunguard to review customizations; Reconcile Accruals- deadlines have been set to have accruals corrected - meeting with departments to work on discrepancies; Employee information- working on determining needed fields for employee information and method to interface with other systems for access to information; Payroll Codes - reviewing necessity of over 167 pay codes. Task Force met with Parks and Recreation and made contact with OED to reconcile leave accruals for these departments; and also met with IT to discuss default information that cand interfaced with system for greater efficiency. Next meeting 3- 28 -14. ® Continue to working on the backlog of classification request and new requests. Continue to reduce backlog of requests. ® Still working on grievances; try to respond more timely. Staff is new but have conducted hearings on so their own and preparing their report. It new for staff so it will take time. ® There were many issues and concerns regarding classification and pay, recruitment and examination, benefits, employee development, health services, training, labor relations that occurs on a daily basis. Staff works hard to address these issues as it occurs. ® Up- coming challenge will be to work on the schedule for individual meetings with Flex Spending representatives with all County departments Progress on Strategic Plan Objects: ® The HRIS re- started under new leadership (2- 14 -14) with Personnel and IT managers taking the lead. They have set up sub committees to address the goals and objectives and the final outcome for the HRIS. Continues meetings have be held and working toward our goal. • Meeting with Finance Payroll on 3 -12 -14 postponed. Conference call with HRIS vendor Sungard has yet to be set up, however, internal check reversal process is workable; still need to work out glitches before it can be implemented. No follow -up with IRS to confirm tax requirements regarding reversals etc. Next meeting 3- 29 -14. • HRIS Task Force Meeting scheduled for 3- 28 -14. • Working on the training plan component; targeting training within the area of interest and funds are available. Staff is working on providing training to managers /supervisors and other staff. Outcomes We're Particular Proud of. • Continued assistance to the departments /agencies in providing answers to their questions in all areas of personnel/human resource management. • Continued progress with the HRIS; regular meeting been held. • Continued work to reducing the backlogged classification requests.