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HomeMy WebLinkAbout2014_0422_AgendaPacketJohn Low Members: Chair Cathy Adams Nancy Golden Elizabeth Hahn Richard Jose Karen Matsumoto Roy Morita Vice -Chair COUNTY OF KAUAI CIVIL SERVICE COMMISSION NOTICE OF MEETING AND AGENDA Tuesday, April 22, 2014 3:00 p.m. or shortly thereafter Mo'ikeha Building, Liquor Conference Room 3 4444 Rice Street, Lihu'e, HI 96766 Oath of office for new member Elizabeth Hahn CALL TO ORDER ROLL CALL APPROVAL OF MINUTES Open Session Minutes of March 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) WxQ 1Ci]ARI :101 Z17 V-1 CSC 2014 -05 a. Weekly Report Ending March 21, 2014 b. Weekly Report Ending March 28, 2014 c. Weekly Report Ending April 4, 2014 d. Weekly Report Ending April 11, 2014 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 -005 Executive Session Minutes of March 25, 2014 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. (deferred to 5/27/14) RETURN TO OPEN SESSION Ratify Commission actions taken in Executive Session for items: o ES -005 ANNOUNCEMENTS Next Meeting: Tuesday, May 27, 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 1", 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 — April 22, 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 Li1iu`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 — April 22, 2014 Page 13 COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board/Committee: CIVIL SERVICE COMMISSION Meeting Date March 25, 2014 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room 3 1 Start of Meeting: 3:02 p.m. I End of Meeting: 3:50 p.m. Present Vice Chair Roy Morita. Members: Cathy Adams; Lani Aranio; Gilbert Maerina (3:03 p.m.); Karen Matsumoto Also: Deputy County Attorney Mauna Kea Trask; Personnel Services Manager Thomas Takatsuki; HR Specialist Janine Rapozo; Boards & Commissions Office Staff. Support Clerk Barbara Davis; Administrative Aide Teresa Tamura; Administrator Paula Morikami Excused Chair John Low. Member Richard Jose Absent SUBJECT DISCUSSION ACTION Call To Vice Chair Morita called the meeting to order at Order/Roll Call 3:02 p.m. with 4 members present Approval of Open Session Minutes of February 25, 2014 Ms. Adams moved to approve the minutes as Minutes circulated. Ms. Matsumoto seconded the motion. Motion carried 4:0 Mr. Maerina entered the meeting at 3:03 p.m. Mayor Carvalho stopped by to say how much he appreciates what the Commission is doing and will be doing and acknowledged his appreciation W .b for the Boards and Commissions team for preparing the information for this Commission to make those hard decisions. The Mayor then focused on Lani Aranio and Gilbert Maerina, thanking them for their years of service to the Civil Service Commission. The Mayor again thanked the Commission for making time, giving back, and being part of the t� process noting that government is very, very challenging because of all of the (n different factors that seem to come at one time. Business CRC 2012 -29 Implementation of the Human Resources Department (On- iin Civil Service Commission Open Session March 25, 2014 Page 2 SUBJECT DISCUSSION ACTION b. Update from the Director of Personnel Services on the Transition Plan for the Implementation of the Human Resources Department (On- going Mr. Takatsuki reminded the Commission that the Department's efforts were focused on the upcoming budget during February and March, which delayed meeting with the departments and working on the flow charts. The Department will present its budget to the County Council on April 15 from 1:30 to 2:30 p.m. Ms. Adams asked if it would be helpful to have Commission representation present at the budget hearing to which Mr. Takatsuki said it was very helpful last year since they were able to answer questions about the Director's position. There has also been emphasis on training with a lot of the training having been completed by Ms. Rapozo and her staff. Negotiations are coming up for Bargaining Units 2, 3, and 4 and a new Bargaining Unit 14 for the Water Safety and Public Safety Workers. Ms. Adams noted that Consultant Services had gone up substantially and asked if that was related to the payroll or HRIS. Ms. Rapozo said since 2011, Worker's Comp, Flexible Spending, and the EAP have all been moved from other departments to DPS. Director's CSC 2014 -03 a. Weekly Report Ending February 14, 2014 Report 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 Mr. Takatsuki explained the steps involved with grievances and said he is training two of his staff, who are assigned to the Classification Pay/Labor Relations division, to do the initial write up for each of the hearings. Ms. Matsumoto expressed concern whether an HR clerk can actually do the re- description reviews and trainee classification, wondering if they would be able to catch a slight change in the wording or percentage. Mr. Takatsuki said there Civil Service Commission Open Session March 25, 2014 Page 3 SUBJECT DISCUSSION ACTION is a check and balance; it goes through the Classification Section to the clerk and two of the clerks can actually do the Technician level of work. The clerks have been given training and there will be additional training from the senior Classification staff to cover the points that need to be in the position description and the class specification to make sure the duties and responsibilities are within the perimeters. Ms. Aranio questioned the status on the backlog of the classification requests. Mr. Takatsuki thought they started with 33 positions, which is now down to 16 because they are still working on some of the re- organizational classes. Ms. Matsumoto asked if they were using the position descriptions for the job evaluations to which Mr. Takatsuki said he hoped so because it is time for all departments and agencies to do initial, new, and annual evaluations. Ms. Rapozo confirmed that training is scheduled for May for those commissions that evaluate department heads. Ms. Matsumoto questioned if the position card that was done electronically was an official document now or just an internal document. Mr. Takatsuki said they have not made it part of the official document but it is part of the NEOGOV. Ms. Rapozo added that it had not been fully converted but the HRIS task force was working on it. Ms. Adams moved to receive the Director's Reports. Ms. Aranio seconded the motion. Motion carried 5:0 Executive Attorney Trask read the Hawai'i Revised Statutes Session provision as detailed on the agenda to take the Commission into Executive Session for ES -003: RFA 2014 -01 to review a request for an appeal of denial of reclassification and ES -004: CSC 2014 -05 to consider implementation of the hiring of the Personnel Director. Ms. Adams moved to go into Executive Session at 3:30 p.m. Mr. Maerina seconded the motion. Civil Service Commission Open Session March 25, 2014 Page 4 SUBJECT DISCUSSION ACTION Motion carried 5:0 Return to Open Ratify Commission actions taken in Executive Session for items: The meeting resumed in Open Session at 3:46 Space ES -003 and ES -004 p.m. Ms. Aranio moved to ratify the Commission's actions. Ms. Adams seconded the motion. Motion carried 5:0 Ms. Adams made a motion that at the Chair's discretion someone from the Commission attend the County Council meeting on April 15 to represent the Commission in support of the Department of Personnel in their budget presentation. Mr. Maerina seconded the motion. Motion carried 5:0 Announcements Next Meeting: Tuesday, April 22, 2014 — 3:00 p.m., Moikeha Building, Liquor Conference Room 3 Adjournment Ms. Adams moved to adjourn the meeting at 3:50 p.m. Ms. Aranio seconded the motion. Motion carried 5:0 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, Lgiu`e, Hawaii 96766 TEL (808) 241 -4956 FAX (808) 241 -6593 WEEKLY REPORT Week of 3 -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. Not completed the study to determine what equipment belongs in which Equipment Operator class. Did not have the time to review the information gathered/collected from the other jurisdictions but will try to make a decision soon. 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. Working on request from the Fire Department to review all of the positions 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. Administered written exams for Police Sergeant and Police Lieutenant, Radio Dispatcher I, Plant Electrician Helper and Highway Construction and Maintenance Supervisor; scheduled written exam for Supervising Building Plans Examiner (3- 25 -14), Lifeguard performance test for 3- 31 -14, and Park Security Officer (4- 23 -14). Preparing and coordinating recruitment, written and performance testing for Police Services Officer. Continue to work with Equipment Trainer to schedule EO II performance testing for Water Department. Attend NEOGOV advanced training and regional conference on March 14, 2014 in Honolulu (topic Applicant Tracking, Performance Evaluation, On- boarding, HRIMS tools, and maximizing the value of reporting/metrics tools. • Staff continues to provide contractual interpretations requested by departments /agencies. Responded to TA (time limitation on performing), OT questions; extension of an initial probationary employee, state wide issue of an on- going grievance on stand -by, retirement issues, and mileage. AN EQUAL OPPOR TUNITY EMPL 0 YER 3 III# • Continue to review the Contract Agreements for BU 2, 3 and 13 and also for BU 1. Submitted changes to State DHRD. • Still 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. • Thirty nine (39) supervisors attended the Excelling as a Manager /Supervisor training on 3- 18 -14. Evaluations received were very positive. • Continue to work and finalize to offer refresher First Aid/CPR training. • The second training for Ladder Safety, Fall Protection with Ads Insurance is scheduled for the 25th of March. • Continue to work with Public Works -Solid Waste employee to discuss safety issues; working on completing policy and procedures recommendations to department. • Researching interest and funding to provide an OSHA Compliance training for supervisors. • Continue to assist employees with healthcare coverage changes: loss coverage, birth, resignation, retirement, adding domestic partners. New hires processed on 3- 17 -14: one for Elections, one for Finance Accounting and one for Elderly Affairs.. • 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 at the Marriott at 8:30 am; currently seventy nine (79) are registered. • Provided Customer Service Mission Statement Presentation for Public Works Automotive Roads and Building Divisions. • 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: • Reviewed the final draft of the settlement of the Unit 1 grievance on Stand -by Pay. State working with the Union and hopefully this will resolve the outstanding grievance. • The issue regarding the confidentiality of grievance material continues without resolution. • The MS is a work in progress. Meetings and sub committee meetings have been held and discussion continues; sub - committees working on gathering information. Next meeting 3- 28 -14. • Continue to working on the backlog of classification request and new requests (42 +). 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 MS 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. Continues meetings have be held and working toward our goal. Next meeting 3- 28 -14. • Meeting with Finance Payroll: Finance will take the lead when check reversals need to be done for Workers' Compensation cases; DPS will work with Finance - payroll to identify those cases under investigation early on so that information can be compiled from the beginning. Next meeting 4 -2 -14 to discuss Transit Tax Benefits. • 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, Lhu`e, Hawaii 96766 TEL (808) 241 -4956 FAX (808) 241 -6593 WEEKLY REPORT Week of 3 -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. Not completed the study to determine what equipment belongs in which Equipment Operator class. Did not have the time to review the information gathered/collected from the other jurisdictions but will try to make a decision soon. 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. Completed review of request from the Fire Department to review all of the positions in their Water Safety Section (52 positions). In the process of reviewing approximately one hundred forty (140) position descriptions for Fire Captains, Fire Fighters I, II and III, Administrative staff, Fire Mechanics and Inspectors. 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. Open recruitment for Labor Registration (3 -23 -14 to 4- 1 -14), Real Property Appraiser IV (3 -30 -14 to 4- 8 -14), Sewer Maintenance Worker, and Youth Summer Enrichment Program (3 -24 to 4- 30 -14); Administered written exams for Building Plans Examiner; Scheduled written exam for Lifeguard performance test for 3- 31 -14, and Park Security Officer (4- 23-14). Established eligible list for Project Assistant, Project Manager, Project Principal Manager, Radio Dispatcher and Youth Summer Program. Preparing and coordinating recruitment, written and performance testing for Police Services Officer. Continue to work with Equipment Trainer to schedule EO II performance testing for Water Department. Staff continues to provide contractual interpretations requested by departments /agencies. Responded to questions on limited term promotions, AN EQUAL OPPOR TUNITY EMPL 0 YER - 3 /ci811q funeral leave, temporary reallocation, OT questions; extension of an initial probationary employee, state wide issue of an on- going grievance on stand -by, retirement issues, and mileage. • Still 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. • Continue to work and finalize to offer refresher First Aid/CPR training. • Forty one (41) employees attended the second training for Ladder Safety, Fall Protection with Atlas Insurance on the 25th of March. • Continue to work with Public Works -Solid Waste employee to discuss safety issues; working on completing policy and procedures recommendations to department. • Site visit to Hanalei Transfer Station and meeting with Auto Shop Superintendent and Solid Waste Supervisors completed to finalize policy and procedures recommendations for complaint from Public Works -Solid Waste. • Completed training for twelve (12) KPD employees on the CAT Forklift and one (1) Public Works employee on the Case Bushwacker #332 and John Deere #573. • Working on finalizing 3rd quarter vacancy report to Council. • Continue to assist employees with healthcare coverage changes: loss coverage, birth, resignation, retirement, adding domestic partners. New hires processed on 3- 17 -14: one for Elections, one for Finance Accounting and one for Elderly Affairs. • Ninety (90) supervisors are registered for the 2014 Drug Summit scheduled for March 28, 2014 at the Marriott at 8:30 am. This drug and alcohol training will fulfill the bargaining uit training requirement for supervisors of the County. • Provided Customer Service Mission Statement Presentation for Public Works Solid Waste, Waste Water Building, Automotive and Roads Divisions. • EUTF Open Enrollment Informational Sessions will be held on April 17, 2014 and May 2, 2014 at the KWMCH. Four sessions on each day. • Flex Spending scheduled for the Month of May. Will distribute Flex Spending Open Enrollment schedule to all employees. • 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. • Working on pay increases for all Unit 1 (UPW) employees effective 4 -1 -14 and HFFA pay increase effective 7 -1 -13. Personnel/Changes/Risk Management: Issues /Concerns: • Reviewed the final draft of the settlement of the Unit 1 grievance on Stand -by Pay. State working with the Union and hopefully this will resolve the outstanding grievance. • The HRIS is still a work in progress. Sub committee meetings have been held and discussion continues; sub - committees working on gathering information. Next meeting 3- 28 -14. • Continue to working on the backlog of classification request and new requests (140 +). Continue to reduce backlog of requests. • Still working on grievances; try to respond more timely. • 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. • Working on the EUTF Open Enrollment for all County Employees during the Month of May. Progress on Strategic Plan Objects: • The MUS re- started under new leadership with Personnel and IT managers taking the lead. The sub committees are meeting to address the issues assigned to the committee and hopefully meet the goals and objectives and the final outcome for the HRIS. Meetings have be held and working toward our goal. Next meeting 3- 28-14. • The Finance Payroll committee continues to meet; the next meeting is on 4 -2 -14 to discuss Transit Tax Benefits. • Continue to work on and provide training to supervisors and employees. 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. • Providing information on the Customer Service Mission Statement sessions with the Public Workers Divisions. 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, L�iu`e, Hawaii 96766 TEL (808) 241 -4956 FAX (808) 241 -6593 WEEKLY REPORT Week of 4 -4 -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. Discussed and study placed on hold; may need to conduct study of all current equipment within the County and appropriately classify each of the Equipment. Need to gather more information from the from the other jurisdictions. 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. Working on reviewing approximately one hundred forty (140) position descriptions for Fire Captains, Fire Fighters I, II and III, Administrative staff, Fire Mechanics and Inspectors. 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. Working on addressing issues regarding the Radio Dispatcher classes. • We continue to recruit, review applications, test and establish eligible lists and certify names to departments. Open Recruitment for Real Property Appraiser IV (3 -30 -14 to 4- 8 -14), and Youth Summer Enrichment Program (3 -24 to 4- 30 -14); Administered written exams for Building Plans Examiner and performance exam for Lifeguard; Scheduled Written exam for Park Security Officer and Sewer Maintenance Helper (4- 23 -14). Reviewed the Sergeant's and Lieutenant's examination questions and prepared and sent out exam result breakdown for Sergeants and Lieutenants. Continue to work with the Equipment Trainer to schedule EO II performance testing for Water Department. • Staff continues to provide contractual interpretations requested by departments /agencies. Responded to questions on seniority, types of promotions, Temporary assignment vs. temporary reallocation, transfers, and mileage. ANE Q UAL OPPOR TUNITY EMPL 0 YER �/ �/� / • Still 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. • Considering various options in meeting our OSHA Firstt Aid/CPR requirements Countywide. • Working on scheduling an OSHA Compliance training in May 2014. • Finalizing 3rd quarter vacancy report to Council. • Assisting KPD with promotional interviews for Sergeants and Lieutenants as member of interview panel and facilitator; interviews scheduled for April 3`d, 16t' and 17'. • Continue to assist employees with healthcare coverage changes: loss coverage, birth, resignation, retirement, adding domestic partners. New hires processed on 4 -1 -14: one for Parks and Recreation, one for Prosecuting Attorney and four for Transportation. • Seventy seven (77) supervisors attended the 2014 Drug Summit on March 28, 2014 at the Marriott. This drug and alcohol training will fulfill the bargaining uit training requirement for supervisors of the County. • EUTF Open Enrollment Informational Sessions will be held on April 17, 2014 and May 2, 2014 at the KWMCH. Four sessions on each day. Booklets available on 4 -4 -14 at DPS for pickup. • Flex Spending scheduled for the Month of May. Flex Spending Open Enrollment schedule notice to be available for all employees. • 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. • Continue to receive PC on pay increases for all Unit 1 (UPW) employees effective 4 -1 -14 from the departments. The HFFA pay increase effective 7 -1 -13 will be processed once the State approves the funding.. Personnel/Changes/Risk Management: Issues /Concerns: • Meeting scheduled with Union to finalize the settlement of the Unit 1 grievance on Stand -by Pay. • The HRIS is still a work in progress. Sub committee meetings have been held and discussion continues; sub - committees working on gathering information. Next meeting 4- 23 -14. • Continue to working on the backlog of classification request and new requests (140 +). Continue to reduce backlog of requests. • Still working on grievances; try to respond more timely. • 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. • Working on the EUTF Open Enrollment for all County Employees during the Month of May. Progress on Strategic Plan Objects: • The HRIS Task Force met on 3- 28 -14; included a demo on ExecuTime Time and Attendance software. Although the group was excited with the capabilities of the system, there was realization that a lot of up front work needed to be accomplished in order for the system to be effective. As such, another sub -group will need to work on gathering and compiling all of the bargaining unit rules regarding compensation. Next meeting on 4- 23 -14. • The Finance Payroll committee met to discuss Transit Tax Benefits with the Executive on Transportation. Hope to have application and policy and procedure in place for June start date in order for employees to take advantage of current annual pass rate prior to July increase; Next meeting with Payroll- Finance on April 9, 2014, to continue discussion on Transit Tax Benefit. • Continue to work on and provide training to supervisors and employees. 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. 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, Lffiu`e, Hawaii 96766 TEL (808) 241 -4956 FAX (808) 241 -6593 WEEKLY REPORT Week of 4 -11 -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. Discussed and study placed on hold; may need to conduct study of all current equipment within the County and appropriately classify each of the Equipment. Need to gather more information from the other jurisdictions. 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. Completed the review approximately one hundred forty (140) position descriptions for Fire Captains, Fire Fighters I, II and III, Administrative staff, Fire Mechanics and Inspectors. We continue to work on job audits and fmalize 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. Met with the Chief and Deputy Chief of Police to discuss issues regarding the Radio Dispatcher classes; will meet with the Supervising Radio Dispatcher. Researching USLA certification for fire fighters. • We continue to recruit, review applications, test and establish eligible lists and certify names to departments. Reviewing applications and additional information for Real Property Appraise IV, Labor Registration, Sewer Maintenance Worker, Solid Waste Worksite Attendant, Highway Construction and Maintenance Supervisor I, Electrician, School Crossing Guard, Radio Dispatcher II, Waterworks Inspector III. Open Recruitment for Solid Waste Worksite Attendant, Liquor Control Investigator Trainee and I, Victim Witness Counselor II (4 -6 -14 — 4- 15 -14); Scheduled Written exam for Supervising Building Plans Examiner (4- 22 -14), Park Security Officer I (4- 23 -14), Sewer Maintenance Helper (4- 23 -14), Plant Electrician Helper (4- 23 -14). Worked with the Equipment Trainer to schedule EO II performance testing for Parks and Recreation and Water Department tentatively scheduled for May 5, 2014. Preparing and coordinating recruitment, written and performance testing for AN EQUAL OPPOR TUNITY EMPL 0 YER /// / c Police Service Officers. Met with Water Board Chair on recruitment for the Manager and Chief Engineer; also met with Boards and Commission. • Participated in NEOGOV Webinar with KPD regarding Performance Evaluation and On- boarding modules for consideration. • Met with ADA/EEO Coordinator to discuss new rules for affirmative action, veterans and individuals with disabilities. • Staff continues to provide contractual interpretations requested by departments /agencies. Responded to questions on types of promotions, Temporary assignment vs. temporary reallocation, transfers, and mileage. • Temporarily set aside issue regarding compensation for holding cell phone during non - working hours. We need to continue research about accruals and hours worked beyond the normal scheduled hours for half -time employee. • Still considering various options in meeting our OSHA First Aid/CPR requirements Countywide. Both HR Specialist II and our County Trainer will be working on becoming certified First Aid/CPR trainers. • Workers' compensation list of claims for review sent to FIRMS for preparation of reports; quarterly review scheduled for April 22, 2014.. • Finalizing 3rd quarter vacancy report and sent to Council. • Working with departments to try and get backlog of Hep B tests completed before the end of the fiscal year; roughly half of those offered the test accepted. • Will assisting KPD with promotional interviews for Sergeants and Lieutenants as member of interview panel and facilitator; interviews scheduled for April 16"` and 17'. • Completed training for one Public Works' employee on the Takeuchi Excavator #534 with Bushwacker Attachment #411 and another Public Works' employee on the John Deere Bushwacker #573. • Continue to assist employees with healthcare coverage changes: loss coverage, birth, resignation, retirement, adding domestic partners. New hires processed on 4 -1 -14: one for Parks and Recreation, one for Prosecuting Attorney and four for Transportation. • Eight Fire Fighter Trainee will start on May 1, 2014 and nine Police Services Officer will start on May 5, 2014.. • EUTF Open Enrollment Informational Sessions will be held on April 17, 2014 and May 2, 2014 at the KWMCH. Four sessions on each day. Booklets available on 4 -4 -14 at DPS for pickup. • Flex Spending scheduled for the Month of May. Flex Spending Open Enrollment schedule notice to be available for all employees. • Continue to hear Step II and III grievances and complete responses for Step II and III hearing for HGEA, SHOPO and UPW. • Completed Executive Order and sent to Attorney's Office for review; will forward to Mayor for signature after County Attorney reviews. • Completed PC for all Unit 1 (UPW) employees pay increase effective 4 -1 -14. The HFFA pay increase effective 7 -1 -13 will be processed once the State approves the funding.. Personnel/Changes/Risk Management: Issues /Concerns: • Meeting scheduled with Union to finalize the settlement of the Unit 1 grievance on Stand -by Pay. • The E RIS is still a work in progress. Sub committee meetings have been held and discussion continues; sub - committees working on gathering information. Next meeting 4- 23 -14. • Continue to reduce backlog of requests. • Still working on grievances; try to respond more timely. • 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. • Working on the EUTF Open Enrollment for all County Employees during the Month of May. Progress on Strategic Plan Objects: • The E RIS Task Force: On -going with the next meeting scheduled for 4- 23 -14. • The Finance Payroll committee met on 4 -9 -14; worked on finalizing form for Transit Tax Benefits and program policies and procedures; looking at a June 2014 roll out date.. • Continue to work on and provide training to supervisors and employees. 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 MUS; regular meeting been held. • Continued work to reducing the backlogged classification requests.