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HomeMy WebLinkAbout2014_0527_AgendaPacket John 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, May 27, 2014 2 :00 p.m. or shortly thereafter Mo'ikeha Building, Liquor Conference Room 3 4444 Rice Street, Lihu'e, HI 96766 CALL TO ORDER ROLL CALL 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-006 Executive Session Minutes of April 22, 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 on 3/25/14 to 5/27/14) ES 404: 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 An Equal .Opportunity Employer RETURN TO OPEN SESSION Ratify Commission actions taken in Executive Session for items: o ES-006, ES-003 and ES-004 APPROVAL OF MINUTES Open Session Minutes of April 22, 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 2014-06 a. Weekly Report Ending April 18, 2014 b. Weekly Report Ending April 25, 2014 c. Weekly Report Ending May 2, 2014 d. Weekly Report Ending May 9, 2014 ANNOUNCEMENTS Next Meeting: Tuesday, June 24, 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. §924 and shall be limited to those items described in H.R. S . §92-5(a). c: Marc Guyot, Deputy County Attorney Civil Service Commission — May 27, 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 ARON 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 & QCommissions Support Clerk at 241 4919 at least five (5) working days prior to the meeting. Civil Service Commission — May 27, 2014 Page 13 COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board/Committee: CIVIL SERVICE COMMISSION Meeting Date April 22, 2014 Location Mo 'ikeha Building, Liquor Control Commission, Meeting Room 3 Start of Meeting: 3 :02 p.m. End of Meeting: 3 :27 p.m. Present Chair John Low; Vice Chair Roy Morita. Members: Nancy Golden; Liz Hahn; Richard Jose; Karen Matsumoto Also : Deputy County Attorney Marc Guyot; HR Manager II Janine Rapozo; HR Manager II Crystal Fujikawa; Boards & Commissions Office Staff: Support Clerk Barbara Davis; Administrative Aide Teresa Tamura Excused Member Cathy Adams Absent SUBJECT DISCUSSION ACTION Prior to the start of the meeting, Council Administrative Assistant Eddie Topenio gave the Oath of Office to new Commission members Nancy Golden and Elizabeth Hahn. Call To Chair Low called the meeting to order at 3 :02 Order/Roll Call p.m. with 6 members present Approval of Open Session Minutes of March 25, 2014 Mr. Morita moved to approve the minutes as Minutes circulated. Mr. Jose seconded the motion. Motion carried 4:2 silent — Golden; Hahn Business CRC 2012-29 Implementation of the Human Resources Department (On= going) db. Update from the Director of Personnel Services on the Transition Plan for the Implementation of the Human Resources Department (On-going) {/} Chair Low and Vice Chair Morita attended the budget review at the County Council in which the Department (of Personnel Services) did an outstanding job on their presentation, and he wanted to bring that to the attention of the 0 other Commissioners. BD1 Civil Service Commission Open Session April 22, 2014 Page 2 SUBJECT DISCUSSION ACTION Ms. Rapozo noted that Mr. Takatsuki was on Oahu for Unit 11 , Firefighters, negotiations. She then highlighted areas of their presentation from the budget review such as Recruitment where there were a lot of concerns regarding the length of time it took to get the eligible lists. DPS committed to assist the departments in the various phases of recruitment, to prpactively monitor the vacancies, to provide support in reviewing and amending position descriptions, and with the interview/hiring process. Ms. Fujikawa is responsible for recruitment in which they met all their goals that were set last year, and assisted departments with difficulties they were encountering with the NEOGOV system. Ms. Rapozo said that DPS is now very involved in assisting the Police Department with background investigations, the non= selection letters, and other clerical duties in which they might need help with recruitment. DPS also committed to the County Council that the quarterly vacancy report would be provided to them in a timely manner; the last quarter and this current quarter have been on time. Another success was the development of a new Customer Service Mission Statement (distributed to the Commission members). Asked about background checks, Ms. Fujikawa explained that the DPS staff does the professional reference checks with former employers; they do not do the in-depth background investigation. Vice Chair Morita complimented DPS in gaining back the confidence of the various departments and employees, and asked they keep up the good work. When asked if anyone on the staff is in fact checking to make sure the vacant position is authorized in the budget, the response is they do check, and it was pointed out that short-term hires are not included in that report, Director's CSC 2014-05 a. Weekly Report Ending March 21 , 2014 Report b. Weekly Report Ending March 28, 2014 c. Weekly Rgport Ending April 4, 2014 d. Weekly Report Ending April 11 , 2014 Vice Chair Morita commented that it was nice to see the trainin s being Civil Service Commission Open Session April 22, 2014 Page 3 SUBJECT DISCUSSION ACTION conducted since that was pretty much non-existent in the past. Asked for progress with HRIS, Ms. Rapozo explained that the members of the task force have specific work tasks assigned, in addition to the overall work of the group; to ensure staying on track the task force meets twice a month. Ms. Rapozo further discussed some of the requirements and due dates involved with getting payroll moved into DPS, and the challenges with office space allocation that go with that transition. Attorney Guyot mentioned that during the County Attorney' s Office callback at Council, the Council questioned ethics training at which point it was explained that it is part of the on-boarding process. Attorney Guyot said they may bring it up again as part of the county-wide training, Executive Ms. Hahn moved to go into Executive Session at Session 3 :22 p.m. Ms. Golden seconded the motion. Motion carried 6 :0 Attorney Guyot read the Hawai'i Revised Statutes provision as detailed on the agenda to take the Commission into Executive Session for ES-005 to approve Executive Minutes of 3/25/14 and ES-003 : RFA 2014-01 to review a request for an appeal of denial of reclassification to be deferred to 5/27/14 Director's Vice Chair Morita moved to receive the Report Director' s Reports. Ms. Matsumoto seconded the motion. Motion carried 6 :0 Return to Open Ratify Commission actions taken in Executive Session for items: ES-005 Mr. Jose moved to ratify the Commission' s Session action. Ms. Hahn seconded the motion. Motion carried 6:0 Announcements Next Meetin : Tuesday, May 27, 2014 2 :00 p,m, Adjournment Ms. Matsumoto moved to adjourn the meeting at Civil Service Commission . : Open Session _ April 22, 2014 Page 4 SUBJECT DISCUSSION ACTION 3 :27 p.m. Vice Chair Morita seconded the motion. Motion carried 6:0 Submitted by: Reviewed and Approved by: Barbara Davis, Staff Support Clerk John Low, Chair a ( Approved as circulated. O Approved with amendments. See minutes of meeting, Bernard P. Carvalho Jr. � 1906 a° Thomas T. Takatsuki Mayor Acting Director 0 Nadine K. Nakamura o Managing Director DEPARTMENT OF PERSONNEL SERVICES County of Kauai, State of Hawaii 4444 Rice Street, Suite 140, LYhu`e, Hawaii 96766 TEL (808) 241 -4956 FAX (808) 241-6593 WEEKLY REPORT Week of 4- 18- 14 Significant Events/Meetings for the Department During the Past Week: • 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. Equipment Operation classes review place on hold; further discussion at a later date when time permits. Gathering more information from the other jurisdictions on types of equipment being used. Re-looking 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. Scheduled to meet with the Supervising Radio Dispatcher to discuss the functions and operational responsibilities of the radio dispatcher and visit the dispatcher center. 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 various classes. Written exam scheduled for Supervising Building Plans Examiner (4-2244), Park Security Officer I (4-23 - 14), Sewer Maintenance Helper (4-23 - 14), Plant Electrician Helper (4-2344). Established eligible list for Janitor II and referred list to departments for Accounting Assistant (89 day), Radio Dispatcher I, Real Property Appraiser IV and Victim Witness Counselor II. Met with Fire Chief and Deputy Attorney regarding re-employment of former fire department employee. Preparing and coordinating recruitment, written and performance testing for Police Service Officers. • Staff continues to provide contractual interpretations requested by departments/agencies. Responded to questions on types of promotions, Temporary assignment vs. temporary reallocation, transfers, overtime and mileage. asc a 0 /f, _ toe AN EQUAL OPPORTUNITY EMPLOYER ,�f/ g 144 • Meeting to discuss compensation for holding cell phone during non-working hours. Meeting with the Department to discuss the situation under which we need to consider the compensation for carrying a cell phone. • 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. • Continue to work 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. • Assisted KPD with promotional interviews for six (6) Sergeants and one ( 1 ) on April 16a' and remaining interviews schedule for April 17th. • Completed training for one Public Works' employee on the Massey Ferguson 1635 Hydrostatic Tractor with Front End Bucket and Backhoe Attachments #436. • Continue to assist employees with healthcare coverage changes: loss coverage, birth, resignation, retirement, adding domestic partners. • 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 and forwarded 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. • Completed budget presentation and attended department' s budget hearing at the County Council on April 15, 2014. 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 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: On-going with the next meeting scheduled for 4-2344. + The Finance Payroll committee working 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 HRIS regular meeting been held. • Continued work to reducing the backlogged classification requests. • Worked on the EUTF and Flex Spending informational sessions for all County Employees. ' OP T. Takatsuki Bernard P. Carvalho, Jr. Thomas T o � Mayor Acting Director 0 t°a m Nadine K. Nakamura � o Managing Director DEPARTMENT OF PERSONNEL SERVICES County of Kauai, State of Hawaii 4444 Rice Street, Suite 140, LYhu`e, Hawaii 96766 TEL (808) 241 -4956 FAX (808) 241-6593 WEEKLY REPORT Week of 4-25- 14 Significant Events/Meetings for the Department During the Past Week: • 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. Re-looking at the requirements for the Accountant and Civil Engineer classes; need for more discussion on comparison of class jurisdictionally. 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. On- going training for HR Clerks to assist in researching and completing the simple re-description reviews and trainee type classification request of vacant position. Worked on the adoption of a Water Safety Office IV class. Preparing for meeting with the Supervising Radio Dispatcher to discuss the functions and operational responsibilities of the radio dispatcher and visit the dispatcher center. 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 various classes: Park Maintenance Administrator, Police Services Officer, Janitor II, Clerk Dispatcher I, Solid Waste Worksite Attendant and those on continuous recruitment. Preparing final scoring and ranking for Police Lieutenant. Written exam administered/scheduled for Supervising Building Plans Examiner (4-2244), Park Security Officer I (4-23- 14), Sewer Maintenance Helper (4-23 - 14), Plant Electrician Helper (4-23- 14), Solid Waste Worksite Attendant (5-6- 14), Liquor Control Investigator Trainee (5- 1444), Liquor Control Investigator I (5- 14- 14) Police Services Officer (7- 12-14). Referred list to departments Laborer, Victim Witness Counselor II and Sewer Maintenance Helper. Prepared response to request for information regarding re-employment. Preparing ad for an announcement for Manager and Chief Engineer for the Water Department. • Staff continues to provide contractual interpretations requested by departments/agencies. Responded to ongoing questions on types of promotions, ANEQUAL OPPORTUNITYEMPLOYER #IA6 I / A Temporary assignment vs. temporary reallocation, transfers, overtime, mileage, definitions of what is an MOA, MOU and SA. • 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. • Continue to work with departments to try and get backlog of Hep B tests completed before the end of the fiscal year. • Assisted KPD with second day of promotional interviews for four (4) Sergeants and three (3) Lieutenant on April 17th and one additional interview needs to be held for a Sergeant candidate. • Completed training for two (2) Public Works' employees on the Case Uniloader #326 and MC90B Skid Front End Loader #636 Case 430 Series 3 , and four (4) Public Works employees on the Takeuchi TL230 Series 2#401 . • Continue to assist employees with healthcare coverage changes: loss coverage, birth, resignation, retirement, adding domestic partners. • EUTF Open Enrollment continuous and 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 available set to department and 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. • Completed Executive Order and sent to Attorney' s Office and forwarded to Mayor for signature after County Attorney reviews. • Working on the HFFA pay increase effective 7- 1 - 13 in anticipation of the State Legislature approving the funding for the State Crash Fire. • Staff attended County Council meeting to discuss DPS Quarterly Vacancy Report as well as the Quarterly Report of liability claims (settled and pending). • Meeting with Council Vic Chair to review the Customer Service Mission Statement as well as to discuss the development of the County' s Vision C' Statement. Personnel/Changes/Risk Management: Issues/Concerns: • Meeting scheduled for April 24, 2014 with Union and we finalized the settlement agreement of the Unit 1 grievance on Stand-by Pay. Another issue that surface that the Union brought up is regarding "Re-pricing." The Employer group is addressing the issue. • The HRIS is still a work in progress. Sub committee meetings have been held and discussion continues; sub-committees workingpon gathering information. Next meeting 5- 15 - 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. Progress on Strategic Plan Objects: • The HRIS Task Force: On-going with meeting held on 4-23- 14. Discussion focused on possible software modules to enhance current system including Time and Attendances, Performance Evaluation and On-boarding programs; group recognized that a lot of up front work needs to be completed before these enhancements will be of much use. Next meeting on 5- 15-14. • The Finance Payroll committee met on 4-21 - 14 to discuss the Transit Pre Tax Benefit Program; revisions to policies and procedures finalized and will be amended to standardized format and sent to Attorney's office, Mayor' s office and IT for review. Next meeting is on 4-3044. • 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. Q • Worked on the EUTF and Flex Spending informational sessions for all County Employees. Bernard P. Carvalho, Jr. 0 ` OF Thomas T. Takatsuki Mayor Acting Director ' A Nadine K. Nakamura � o Managing Director DEPARTMENT OF PERSONNEL SERVICES County of Kauai, State of Hawaii 4444 Rice Street, Suite 140, LYhu`e, Hawaii 96766 TEL (808) 241 -4956 FAX (808) 241 -6593 WEEKLY REPORT Week of 5-2- 14 Significant Events/Meetings for the Department During the Past Week: • 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. Re-looking at the requirements for the Accountant and Civil Engineer classes; need for more discussion on comparison of class jurisdictionally. 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. On- going training for HR Clerks to assist in researching and completing the simple re-description reviews and trainee type classification request of vacant position. Met with the Supervising Radio Dispatcher to discuss the functions and operational responsibilities of the radio dispatcher and the dispatcher center. Assisted the County of Hawaii with classification question regarding IT positions. Follow-up discussion with Transportation Agency regarding the cell phone and C. compensation. Researching USLA certification for fire fighters. • We continue to recruit, review applications, test and establish eligible lists and certify names to departments. New recruitment opened for: Crime Scene Specialist (4-27- 14 to 5-6- 14) Water Plant Operator I (4-27- 14 to 5-6- 14), Water Plant Superintendent (4-27- 14 to 5-6- 14), Assistant Water Plant Operator (4-28- 14 to 5-7- 14), Departmental Accounting Technician (4-29- 14- 54- 14), and Manager and Chief Engineer for Water Department (4-30- 14 to 6-3044). Extended the recruitment for Summer Enrichment Program to 5-9- 14. Written exam scheduled for Solid Waste Worksite Attendant (5-6- 14), Liquor Control Investigator Trainee (5- 14- 14), Liquor Control Investigator 1 (5- 14- 14), and Police Services Officer (7- 1244). Referred list to departments for Accounting Assistant (Exempt), Clerk-Dispatcher (Exempt), Victim Witness Counselor II, Laborer, Janitor II, Sewer Maintenance Helper, Park Security Officer, Supervising Building Plans Examiner, Radio Dispatcher II (re-hire), and Program Compliance Specialist. Prepared response to second request for information regarding re-employment. Met with Board and Commission and Water Department Fiscal Section on the recruitment or the Manager and Chief Engineer. AN EQUAL OPPOR TUNITY EMPL 0 YER /� // '/ • Staff continues to provide contractual interpretations requested by departments/agencies. Responded to ongoing questions on types of promotions, Temporary assignment vs, temporary reallocation, transfers, overtime, mileage, standby pay, safety shoes, family leave and other type of leaves. • Contract Administration meeting with HFFA (BU- 11 ) to discuss MOAs, MOUs and SAs, rank for rank procedures, uniforms and temporary change in station pay. • Working with department to see what type of policy they have for purchasing of safety shoes. • Training to be held on May 12, 2014 for two staff to be First Aid/CPR Instructors. Classes to be held in June once training is completed; four (4) training is being planned. • Return to work meeting held with injured employee with permanent restrictions as determined by her MD to discuss employment options. • Continue to work with departments to try and get backlog of Hep B tests completed before the end of the fiscal year. • Continue to assist employees with healthcare coverage changes: loss coverage, birth, resignation, retirement, adding domestic partners. • EUTF Open Enrollment concluded on May 2, 2014; 126 open enrollment EC- 1 were processed and mailed to EUTF. The open enrollment session held on 4- 17- 14 and 5444 were attended by over 230 employees. • Flex Spending scheduled for the Month of May. Flex Spending Open Enrollment schedule notice available set to department and to all employees. Flex Spending closes on May 30, 2014. • New hires effective May 1 , 2014: Park Planner (Parks and Recreation), IT Specialist (Finance), Fire Fighter Trainee (8) (Fire Department), Program Compliance Specialist (89 day hire) (Economic Development). • 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 reviewed by Attorney' s Office and forwarded to Mayor for signature and distributed to department and agencies. • Working on the HFFA pay increase effective 7- 1 - 13 in anticipation of the State � Legislature approving the funding for the State Crash Fire. Personnel/Changes/Risk Management: Issues/Concerns: • Meeting with other jurisdictions to discuss the issue of "Re-pricing" that the Unit 1 wanted to address which was part of the negotiations. • 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 5- 15- 14. • Continue to reduce backlog of requests. • Still working on grievances; try to respond more timely. • There continues to be 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 Task Force: Co-chairs met to evaluate progress made thus far as well as to determine how we would be proceeding with up-coming meetings to ensure that we can continue to show improvements in various areas, no matter how small they may be. Next meeting on 545- 14. The Finance Payroll: Review of the Transit Pre-Tax Benefit Program policies and procedures completed by the Attorney' s office, Mayor' s office and IT Offices; next meeting on 5-7- 14 to finalize and set date for program roll out. * 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. • Worked on the EUTF and Flex Spending informational sessions for all County Employees, trd Bernard P. Carvalho, Jr. o ' oF ��� Thomas T. Takatsuki Mayor Acting Director Nadine K. Nakamura Managing Director DEPARTMENT OF PERSONNEL SERVICES County of Kauai, State of Hawaii 4444 Rice Street, Suite 140, LYhu`e, Hawaii 96766 TEL (808) 2414956 FAX (808) 241 =6593 WEEKLY REPORT Week of 5-9- 14 Significant Events/Meetings for the Department During the Past Week: • 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. Completed the review of educational requirements for the Accountant series of classes; need for more discussion on comparison of class jurisdictionally for the Engineer series. 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. As both a learning tool and assisting the professional staff HR Clerks has assisted in researching and completing the simple re-description reviews and trainee type classification request of vacant position. After meeting with the Supervising Radio Dispatcher to discuss the functions and operational responsibilities of the radio dispatcher and the dispatcher center, staff is reviewing what action needs to be taken on the Police Department' s request. Researching USLA certification for fire fighters; will meet with fire personnel to discuss this issue. • We continue to recruit, review applications, test and establish eligible lists and certify names to departments. Staff is reviewing and up-dating policies and procedures for the recruitment and examination division. New recruitment opened for: Veterans' Cemetery Caretaker/Equipment Operator (54- 14 to 5- 19- 14), Assistant Building Inspector (5- 11 - 14 ti 5-20- 14), Assistant Water Plant Operator (5-11 - 14 to 5-20- 14), Fire Fighter Trainee (5- 11 - 14 to 5-20- 14), Lifeguard (5- 11 - 14 to 5-20- 14), Pipefitter Helper (5- 11 - 14 to 5-20- 14), Continuous recruitment open on 4- 11 - 14 for Housing Self-Sufficiency Specialist. Water Plant Operator I and Water Plant Superintendent. Written exam scheduled for Liquor Control Investigator Trainee (5- 1444), Liquor Control Investigator I (54444), and Police Services Officer (7- 1244), Fire Fighter Trainee 7-21 and 22- 14. Scheduled the Agility test for the Veterans ' Cemetery Caretaker/Equipment Operator for 6- 16- 14, Lifeguard for 6-30- 14, and Fire Fighter Trainee for 7-28 and 29- 14. Referred list to departments for Housing Self Sufficiency Specialist. Reviewing applications for recently closed ANEQUAL OPPORTUNITYEMPLOYER /��� recruitment: Summer Youth Program, Crime Scene Specialist I, Water Plant Operator I, Water Plants Superintendent, Assistant Water plant Operator, Departmental Accounting Technician, Police Services Officers, Civil Engineer V, Heavy Vehicle and Construction Mechanic, Highway Construction and Maintenance Supervisor and Water works Electronics/Plant Electrical Tradesperson I. Prepared response to second request for information regarding re-employment. Met with Board and Commission and Water Department Fiscal Section on the recruitment or the Manager and Chief Engineer. • Staff continues to provide contractual interpretations requested by departments/agencies. Responded to ongoing questions on types of promotions, Temporary assignment vs. temporary reallocation, transfers, overtime, mileage, standby pay, safety shoes, family leave and other type of leaves. • Working with department to see what type of policy they have for purchasing of safety shoes for State wide discussion. • Negotiation: Employer caucused to discuss proposals for the up-coming HGEA session for BU-2, 3 , and 4; also to prepare for the negotiation for the new bargaining unit 14. �.fi • Worked on second rounds of question for the County Council with regards to the FY2015 budget. • Training scheduled for May 12, 2014 for two staff to be First Aid/CPR Instructors. Classes to be held in June once training is completed; four (4) training is being planned. • Completed training for seven (7) KPD employees on the new Armored Vehicle, Ford 63 and ten ( 10) Public Works' employees on the D-6 RXL Dozer. • Met with Purchasing Division and will obtain written bids for the Hep B shots and will be forwarded to all affected departments. • Continue to assist employees with healthcare coverage changes : loss coverage, birth, resignation, retirement, adding domestic partners. • Flex Spending scheduled for the Month of May. Flex Spending Open Enrollment schedule notice available set to department and to all employees. Flex Spending closes on May 30, 2014. G • New hires effective May 5, 2014 : Nine (9) Police Services Officer and one ( 1 ) Radio Dispatcher I and one (1 ) Radio Dispatcher II. • Continue to hear Step II and III grievances and complete responses for Step II and III hearing for HGEA, SHOPO and UPW. Discussion with UPW on pending cases; trying to settle. • State Legislature approved cost for State Crash Fire and we are working on the HFFA pay increase effective 7- 1 - 130 • Worked on space planning for the move of the Payroll Section from Finance to DPS/HR. • Review of personnel folders to organize and check on information in the file and dates for JPR, Driver' s License and for Certification. Personnel/Changes/Risk Management; Issues/Concerns : • Meeting with other jurisdictions to discuss the issue of "Re-pricing" that the Unit 1 wanted to address which was part of the negotiations. • 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 5- 15- 14. • Continue to reduce backlog of classification requests, • Still working on grievances; try to respond more timely. • There continues to be 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 Task Force: Next meeting on 5- 1544. • The Finance Payroll: Review of the Transit Pre-Tax Benefit Program policies and procedures completed and set date for program roll out sometime next week. Next meeting pending. • 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. Completed the Transit Pre-Tax Benefit Program.