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HomeMy WebLinkAbout2014_0624_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, June 24, 2014 3 :00 p.m. or shortly thereafter Mo 'ikeha Building, Liquor Conference Room 3 4444 Rice Street, L-1hu'e, HI 96766 CALL TO ORDER ROLL CALL APPROVAL OF MINUTES Open Session Minutes of May 27, 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 May 16, 2014 b. Weekly Report Ending May 23, 2014 c. Weekly Report Ending May 30, 2014 d. Weekly Report Ending June 6, 2014 EXECUTIVE SESSION Pursuant to Hawaii Revised Statutes § §92-4 and 92-5 (a) (4), 92-9 (a)( 14) (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-007 Executive Session Minutes of May 27, 2014 An Equal Opportunity Employer Pursuant to Hawaii Revised Statutes § §924 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 (On- going) 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 (On-going) RETURN TO OPEN SESSION Ratify Commission actions taken in Executive Session for items: o ES-007, ES-003 and ES 404 ANNOUNCEMENTS , Next Meeting: Tuesday, July 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 111, 2013 . This is one of our sustainability goals. Staff will provide cold water using a filtered system (i.e. Brita), so please bring in your water bottle that was provided to you. Mahalo. ADJOURNMENT NOTICE OF EXECUTIVE SESSION Pursuant to Hawaii Revised Statutes §92-7 (a), the Commission may, when deemed necessary, hold an executive session on any agenda item without written public notice if the executive session was not anticipated in advance. Any such executive session shall be held pursuant to H.R. S. §92-4 and shall be limited to those items described in H.R.S. §92-5(a). c: Marc Guyot, Deputy County Attorney Civil Service Commission — June 24, 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 — June 24, 2014 Page 13 Gt,�i C COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board/Committee: CIVIL SERVICE COMMISSION Meeting Date May 27, 2014 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room 3 Start of Meeting: 2 :00 p.m. End of Meeting: 4:40 p.m. Present Chair John Low; Vice Chair Roy Morita. Members : Cathy Adams; Nancy Golden; Elizabeth Hahn; Richard Jose; Karen Matsumoto Also : Deputy County Attorney Mauna Kea Trask; Deputy County Attorney Ian Jung; Acting Personnel Services Manager Thomas Takatsuki; HR Specialist Janine Rapozo; Boards & Commissions Office Staff: Support Clerk Barbara Davis; Administrator Paula Morikami. Public Testifier: Lonnie Sykos Excused Absent SUBJECT DISCUSSION ACTION Call To Chair Low called the meeting to order at 2 :00 Order/Roll Call p.m. with 7 members present. Chair Low noted a change in the posted agenda schedule in that the meeting will begin with Open Session. Approval of Open Session Minutes of April 22, 2014 Ms. Hahn moved to approve the minutes as Minutes circulated. Ms. Golden seconded the motion. Motion carried 6 : 1 abstain-Adams Business CRQ 2012-29 Implementation of the Human Resources Department (On- going) b. Update from the Director of Personnel Services on the Transition Plan for O the Implementation of the Human Resources Department (On-going) b Mr. Takatsuki noted that payroll will become part of DPS/HR and housed in SB the Office of Boards and Commissions. The HRIS task force is looking at forming another sub-committee to consider issues regarding collective bargaining. Ms. Adams asked if that was just to put the contract rules into the HRIS . Mr. Takatsuki said they would be looking at the contract language to ^�- make sure the language matches. Ms. Ra ozo said they want to make sure all Civil Service Commission Open Session May 27, 2014 Page 2 SUBJECT DISCUSSION ACTION of the compensation language from the collective bargaining agreements are included as part of the payroll codes, and to make sure vacation, sick leave, and all other components are accruing correctly. Ms. Matsumoto asked if any of the Business Rules had already been set to which Ms. Rapozo said they did have an old document from which they will build from. Mr. Takatsuki said they were having issues providing training for First Aid/CPR and tried working with the Fire Department to have their personnel do the actual training, but they hit a roadblock because of the amount of time it would consume on an on- going basis. DPS has two employees, Jill Niitani and Steven Carvalho, who are certified instructors in CPR/First Aid, and will be doing the training for the various County departments and agencies. Asked if there was a Federal law that requires one person to be certified for a certain number of employees, the response was it is @part of the OSHA (Occupational Safety and Health Administration) law. Ms. Rapozo added that it is based on how far you are from a medical facility so those areas that are required to have someone certified will be trained first. Asked about the possibility of outsourcing, Ms. Rapozo said that would be an option, but given the number of people that need to be trained it would be more cost effective to have in-house training. Mr. Takatsuki also said they are currently in negotiations again for HGEA bargaining units 2, 3, and 4. In addition, they met to go over proposals for bargaining unit 14, which is a new bargaining unit that includes the water safety officers and the State public workers. With regard to the budget, Ms. Rapozo said across the board departments had a slight cut in overtime and travel costs. DPS ' budget in those areas have been somewhat low so this year it is a little higher with transitioning employees into the department. Because of working on the budget, the plan to meet with and update the departments and agencies on the various operational functions for the various sections has not taken place; the Recruitment and Examination portion has been completed. DPS is also working on the training for the job performance evaluation. Testimony Lonnie S kos stated he has been following this issue for a number of years and Civil Service Commission Open Session May 27, 2014 Page 3 SUBJECT DISCUSSION ACTION asked the County Council what the deficiencies in the HR/Personnel function are that need to be corrected. It is apparent the County' s computer system is obsolete and there is no oversight within payroll, especially with overtime. Without a list of deficiencies how will they know at the end of this process they are going to have a functional HR process. There does not appear to be a cohesive master plan to bring all of these pieces together in a coherent and cost effective fashion. Chair Low said he could not address the 5 years Mr. Sykos was talking about, but for the past almost 4 years that Mr. Low has been involved they have been moving forward, although it is not an easy process. Problems do have to be identified before they can be fixed, and we are moving forward in attempting to fix those issues, but it is not something that can be done overnight. Mr. Sykos asked if there was a master plan to address this change. Mr. Morita stated that two years ago a Task Force was created and their report addresses the issues Mr. Sykos is concerned about. Mr. Sykos commented that so much of this does not occur in public, even this meeting, to which Ms. Adams stated that all of the Commission' s minutes and discussions are available on the internet, Director's CRC 2014-06 a. Weekly Report Ending April 18, 2014 Reports b. Weekly Report Ending April 25, 2014 c. Weekly Report Ending May 2. 2014 d. Weeklyeport Ending May 9. 2014 Ms. Adams moved to receive the Director's Reports. Ms. Matsumoto seconded the motion. Motion carried 7 :0 Executive A short recess was called at 2 :27 p.m. The Session meeting was called back to order at 2 :32 p.m. Ms. Hahn moved to go into Executive Session seconded by Ms. Adams. Motion carried 7:0 Deputy Attorney Mauna Kea Trask read the Hawai'i Revised Statutes provision as detailed on Civil Service Commission Open Session May 27, 2014 Page 4 SUBJECT DISCUSSION ACTION the agenda to take the Commission into Executive Session for ES-006 to approve Executive Minutes of 4/22/14 and ES-003 : RFA 2014-01 to review a request for an appeal of denial of reclassification deferred to 5/27/14 and ES-004: CSC 2014-05 for discussion and implementation of the hiring of the Personnel Director. Deputy Attorney Trask stated that due to his current relationship with the appellant he will need to step down and Deputy Attorney • Jung will represent the department, Return to Open Ratify Commission actions taken in Executive Session for items: Session ES-006, ES-003 and ES-004 Mr. Morita moved to ratify the Commission's decision for deferral for ES-003 . Mr. Jose seconded the motion. Motion carried 7:0 Ms. Adams moved to ratify all actions taken by the Commission to approve minutes listed as ES- 006 and to continue with the hiring process listed as ES-004. Ms. Matsumoto seconded the motion. Motion carried 7 :0 Announcements Next Meeting: Tuesday, June 24, 2014 — 3 :00 p.m. Adjournment Ms. Adams moved to adjourn the meeting at 4:40 p.m. Ms. Hahn seconded the motion. Motion carried 7 :0 Submitted by: Reviewed and Approved by: Barbara Davis, Staff Support Clerk John Low, Chair O Approved as circulated. O Approved with amendments. See minutes of meeting. OP Thomas T. Takatsuki Bernard P. Carvalho, Jr. �� �-� o � Mayor Acting Director Nadine K. Nakamura � of 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 546- 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. Working on the requirements for the Engineer series after we complete discussion and review of the classes from the other jurisdictions. 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. Working on the request from the Department regarding Radio Dispatcher classes; need to check the classes from the other jurisdictions and how it compares to our class and operation of the dispatch center. Still researching USLA certification for fire fighters; need to 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; namely, NEOGOV Insight Policy, Competitive Recruitment of Civil Service Positions, Certification of Eligible for Civil Service Positions, Interview and Selection Policy, Re- Employment of Civil Service Employees, Promotions, and Terminations. New recruitment opened for: Veterans ' Cemetery Caretaker/Equipment Operator (5-8- 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 (541 - 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 administered for Liquor Control Investigator Trainee, Liquor Control Investigator I. and Waste Water Plant Maintenance Mechanic I. Written exam scheduled for Pipefitter Helper (6- 16- 14), Police Services Officer (7- 12- 14), Fire Fighter Trainee 7-21 and 22- 14. Scheduled the Agility test for the Veterans' Cemetery AN EQUAL OPPOR TUNITY EMPL 0 YER 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 Crime Scene Specialist I, Departmental Accounting Technician, Deputy Prosecuting Attorney, Election Clerk II, Equipment Operator II, Landfill Laborer I, Police Sergeant and Summer Youth Enrichment Program. Reviewing applications for Police Services Officers, Fire Fighter Trainee and application from continuous recruitment. Finalized response to second request for information regarding re-employment. Met with Water Department staff regarding Equipment Operator II performance testing and qualifications for Heavy Vehicle and Construction Equipment Mechanic. • 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. • Continue working with department to see what type of policy they have for purchasing of safety shoes for State wide discussion. Hopefully will respond to jurisdictions on our policy or procedure. • Observed rescue training to see what is involved when using the short haul/Billy Pugh to rescue a victim; in preparation to determine a request received from the Fire Department — Water Safety Section for hazard pay when performing these duties. • Negotiation: Further email discussion with Employer group to discuss proposals for the up-coming HGEA session for BU- 14. • Training completed for staff to be instructors for First Aid/CPR. Classes scheduled for June 3, 6, 18, 2014, and July 1 , 2014; already fifty eight (58) employees have already signed up for one of the four training classes. • Completed training for one ( 1 ) Public Works' employee on the John Deere Shredder (tractor mower) #329 and Clipper Case JX55 #302. • Obtain written bids for Hep B test; COSTO was the lowest but is not HCE compliant. Awaiting compliance documents and will then proceed with beginning Hep B shots for various departments. • Twenty four (24) workers ' compensation cases were reviewed with most requiring no assessments (KPD); three (3) cases required assessments and were forwarded to affected departments. • Decision was made on the move of Payroll from Finance to DPS/HR for June 3 , 2014. • Continue to assist employees with healthcare coverage changes: loss coverage, birth, resignation, retirement, adding domestic partners. • Flex Spending for County Employees continues for the Month of May. Staff on getting information and forms to employees who are on leave for the month of May and those not willing/able to come in to sign open enrollment flex spending forms. Flex Spending closes on May 30, 2014. • Working on summer hires for Enrichment Program; Coordinators to be hired on 5- 19, 20 and 27 - 14. Will process summer hires on 5-28- 14 (approximately 140). • Continue to hear Step II and III grievances and complete responses for Step II and III hearing for HGEA, SHOPO and UPW. Worked on appeal memo for hearing before the Commission. Discussion with UPW on pending cases; trying to settle. • Worked on and completed payroll certification for the increase for employees of the fire department retro to 7- 1 - 13 . • Worked on space planning for the move of the Payroll Section from Finance to DPS/HR. • Continue to review of personnel folders to organize and check on information in the file and dates for JPR, Driver' s License and for Certification. • Working on response from the Salary Commission requesting information from the other jurisdictions. Personnel/Changes/Risk Management: Issues/Concerns : • Meeting with other jurisdictions to discuss the issue of "Re-pricing" that the Unit I 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 5-1544. • 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: Met on 5- 1544, no update for this report provided. • The Finance Payroll: completed brochure and FAQs for Transit Pre-Tax Benefit Program and trained DPS and Transportation staff on program; anticipate rollout of program by 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. Bernard P. Carvalho Jr. toF o° Thomas T. Takatsuki Mayor Acting Director 0 � Nadine K.. Nakamura � of Managing Director DEPARTMENT OF PERSONNEL SERVICES County of Kauai, State of Hawaii 4444 Rice Street, Suite 140, Lihu`e, Hawaii 96766 TEL (808) 241 -4956 FAX (808) 241-6593 WEEKLY REPORT Week of 5-23- 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. Working on the requirements for the Engineer series after we complete discussion and review of the classes from the other jurisdictions. 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. Working on the request from the Department regarding Radio Dispatcher classes; follow-up with other jurisdictions and how it compares to our class and operation of the dispatch center. Issue and concern is with the class with Maui County. Still researching USLA certification for fire fighters; need to 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 continues to review and up-date policies and procedures for the recruitment and examination division; namely, NEOGOV Insight Policy, Competitive Recruitment of Civil Service Positions, Certification of Eligible for Civil Service Positions, Interview and Selection Policy, Re- Employment of Civil Service Employees, Promotions, and Terminations. New recruitment opened on 5-25 - 14 to 6-3 - 14 for Accountant I, Assistant Building Inspector, Assistant Water Plant Operator, Planner I, II, and III, Wastewater Plant Operator Assistant. Continue to review application and additional information Police Services Officer, Fire Fighter Trainee and application on continuous recruitment. Written exam scheduled for Pipefitter Helper (6-16- 14), Police Services Officer (7- 12- 14), 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 Crime Scene Specialist I, Clerk Dispatcher and Summer Youth Enrichment Program. Reviewing applications for Police Services Officers ANEQUAL OPPORTUNITY EMPLOYER ( 158), Fire Fighter Trainee (299) and application from continuous recruitment. Working on Fire promotional test. • 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, vacation and sick leave and other type of leaves. • Completed review of type of policy they have for purchasing of safety shoes for Kauai County department and responded to other jurisdictions. • Negotiation: Tele-conference with Chief Negotiator and other jurisdictions to discuss any new proposals for BU 2, 3 , and 4; also discussed were proposals for the new bargaining unit 14. • Classes for First Aid/CPR scheduled for June 3 , 6, 18, 2014, and July 10 2014; seventy seven (77) employees have already signed up for one of the four training classes. Need to follow-up with Public Works and Parks and Recreation for those facilities that must have trained staff. • Completed training for one (1 ) Public Works' employee on the Water Truck 4221 . • Obtain written bids for Hep B test; COSTO was the lowest but is not HCE compliant. Still awaiting compliance documents and will then proceed with beginning Hep B shots for various departments. • Working with clerical staff to develop work flow process as well as policies and procedures for various duties being assigned. • Working on space plan for the move of Payroll from Finance to DPS/HR for June 3 , 2014. • Continue to assist employees with healthcare coverage changes: loss coverage, birth, resignation, retirement, adding domestic partners. • Flex Spending for County Employees continues for the Month of May. Spending closes on May 30, 2014. • Working on summer hires for Enrichment Program; Coordinators being hired and staff will be communicating with selected summer participants if they are interested in working and the date of employment orientation (5-28- 14). • Continue to hear Step II and III grievances and complete responses for Step II and III hearing for HGEA, SHOPO and UPW. Worked on appeal memo for hearing before the Commission. Discussion with UPW on pending cases; trying to settle. • After review by department finalizing the payroll certification for the increase for employees of the fire department retro to 7- 1 - 13 . • Continue to review of personnel folders to organize and check on information in the file and dates for JPR, Driver' s License and for Certification. • Working on response from the Salary Commission requesting information from the other jurisdictions. Personnel/Changes/Risk Management: Issues/Concerns : • Still open discussion 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. • 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; Review progress and discussed changing directions if necessary for the Task Force to achieve its goals. Another subcommittee was formed to review all labor agreements for compensation rules to ensure that payroll codes are reflective of those rules. In addition, work on the County' s leave sharing program was discussed as this is a major hurdle in reconciling leave accruals; committee formed to reconcile past donated/received leaves as well as program policy, • The Finance Payroll: 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. Bernard P. Carvalho Jr. � -� t of o � Thomas T. Takatsuki Mayor Acting Director R Nadine K. Nakamura �� of Managing Director DEPARTMENT OF PERSONNEL SERVICES County of Kauai, State of Hawaii 4444 Rice Street, Suite 140, Llhu`e, Hawaii 96766 TEL (808) 241 -4956 FAX (808) 241-6593 WEEKLY REPORT Week of 5-30- 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. Working on the requirements for the Engineer series after we complete discussion and review of the classes from the other jurisdictions; no conclusion yet. We continue to assist the 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 continue to assisted in researching and completing the simple re- description reviews and trainee type classification request of vacant position. The Department' s request regarding Radio Dispatcher classes; followed-up with other jurisdictions and how it compares to our class and operation of the dispatch center. Need to look at Maui County' s class since the department is looking and comparing our class and theirs. The issue is re-pricing or classification. Classification appeal hearing before the CSC. Completed research regarding USLA certification for fire fighters; need to amend class specification due to discrepancies in certifications. • We continue to recruit, review applications, test and establish eligible lists and certify names to departments. Staff continues to review and up-date policies and procedures for the recruitment and examination division; namely, NEOGOV Insight Policy, Competitive Recruitment of Civil Service Positions, Certification of Eligible for Civil Service Positions, Interview and Selection Policy, Re- Employment of Civil Service Employees, Promotions; Terminations, and Veteran' s Preference. New recruitment opened on 5-25- 14 to 6-344 for Accountant I, Assistant Building Inspector, Assistant Water Plant Operator, Planner I. II, and III, Wastewater Plant Operator Assistant. Written exam scheduled for Pipefitter Helper (6- 1644), Police Services Officer (7- 12- 14), 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 additional names for Summer AN EQUAL OPPOR TUNITY EMPL 0 YER s/so / /4 Youth Enrichment Program. Continue to review application from continuous recruitment. Working/preparing upcoming written exams. • 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, vacation and sick leave and other type of leaves. Looked at employee on sick leave and performing work at home; various question on Seniority. • Negotiation: On-going discussion with jurisdictions regarding the BU 2, 3 , 4 and 14. Reviewed various sections of the BU 11 contract before final printing. • Classes for First Aid/CPR scheduled for June 3, 6, 18, 2014, and July 1 , 2014; currently we have eighty three (83) employees signed up for one of the four training classes. There is thirteen (13) slots open; may schedule separate class for the Water Department as they requested for twenty (20) additional employees to be trained. • Completed training for two (2) Public Works' employee on the John Deere 5300 Shredder (tractor mower) 3320 and Clipper Case JX55 #302.Water Truck 4221 . • Received HCE compliance from COSTO. Will begin working with departments to start receiving HEP B shots. • Clerical staff working on developing work flow process as well as policies and procedures for various duties being assigned. • Worked on space plan for the move of Payroll from Finance to DPS/HR for June 3 , 2014; hope everything works out. • Continue to assist employees with healthcare coverage changes: loss coverage, birth, resignation, retirement, adding domestic partners. • Flex Spending for County Employees continues for the Month of May. Spending closes on May 30, 2014; called employees that did not sign up. • Summer Enrichment Program; Processed-in approximately eighty (80) hires at the Lihue Neighbor Center; late processing will be held for those who were unable to attend. • Mayor approved Values Statement; need to have card designed and to print cards. Informed MD that will work with the printer that did the mission statement; need to check if funds available to print cards. • Continue to hear Step II and III grievances and complete responses for Step II and III hearing for HGEA, SHOPO and UPW. Worked on appeal memo for hearing before the Commission. Discussion with UPW on pending cases; trying to settle. • Finalizing the payroll certification for the increase for the fire fighters retro to 7- 1 - 13 . • Continue to review of personnel folders to organize and check on information in the file and dates for JPR, Driver' s License and for Certification. • Working on response from the Salary Commission requesting information from the other jurisdictions; inversion and history of negotiated pay increases. Personnel/Changes/Risk Management: Issues/Concerns: • Still open discussion 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. • Continue to reduce backlog of classification requests. • Still working on grievances; try to respond more timely. 0 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 HR1S Task Force: Reviewing progress and directions for the Task Force to achieve its goals. Subcommittee to meet and review necessary labor agreements for compensation rules to ensure that payroll codes are reflective of those rules. Will work on the County's leave sharing program was discussed as this is a major hurdle in reconciling leave accruals; committee formed to reconcile past donated/received leaves as well as program policy.. Next meeting 6- 13441 • The Finance Payroll: 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. • Providing informational and completing the Flex Spending and EUTF enrollment of County employees. • Two staff completed Instructor training in First Aid/CPR; training classes have been scheduled for June Yd, 6'h, and 18t' and July 1St Bernard P. Carvalho Jr. .� loF o° �a Thomas T. Takatsuki Mayor U r Acting Director Nadine K. Nakamura '� of Managing Director DEPARTMENT OF PERSONNEL SERVICES County of Kauai, State of Hawaii 4444 Rice Street, Suite 140, Lihu`e, Hawaii 96766 TEL (808) 241-4956 FAX (808) 241-6593 WEEKLY REPORT Week of 6-6- 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. Working on the requirements for the Engineer series after we complete discussion and review of the classes from the other jurisdictions; will work and make changes as necessary. We continue to assist the 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 continue to assisted in researching and completing the simple re- description reviews and trainee type classification request of vacant position. The Department' s request regarding Radio Dispatcher classes; followed-up with other jurisdictions and how it compares to our class and operation of the dispatch center. Need to look at Maui County's class since the department is looking and comparing our class and theirs. Further discussion on this issue and will work on new class if required. Completed research regarding USLA certification for fire fighters; will work on class and to amend class specification due to discrepancies in certifications. Researching KPD ' s KPL position and Computer position need. Received request to review and make recommendations on Civil Defense Agency positions. • We continue to recruit, review applications, test and establish eligible lists and certify names to departments. Staff continues to review and up-date policies and procedures for the recruitment and examination division; namely, NEOGOV Insight Policy, Competitive Recruitment of Civil Service Positions, Certification of Eligible for Civil Service Positions, Interview and Selection Policy, Re- Employment of Civil Service Employees, Promotions, Terminations, and Veteran' s Preference. New recruitment opened Liquor Control Investigator IV (6-3 - 14 to 6-22- 14), Customer Service Representative II (6-8- 14 to 6- 17- 14), Park Caretaker II (6-8- 14 to 6- 17- 14), Civil Engineer I (6-8- 14 to continuous) Written exam scheduled for Pipefitter Helper and Wastewater Plant Maintenance Mechanic I (6- 16- 14), Police Services Officer (7- 12-14), Fire Fighter Trainee 7- ANEQUAL OPPORTUNITYEMPLOYER 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 additional names for Summer Youth Enrichment Program, Housing Self Sufficiency Specialist I, Park Maintenance Administrator and Wastewater Plant Maintenance Mechanic I. Continue to review application from continuous recruitment. Working/preparing upcoming written exams. Attended monthly NEOGV webinar: reviewing upcoming enhancements, working on disability self-disclosure form, and discussing how and where conviction questions will be addressed in the application process. Discussion with Deputy County Attorney on re-employment issues. • 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, vacation and sick leave and other type of leaves. Looked at employee on sick leave and performing work at home; various question on Seniority. • Negotiation: On-going discussion with jurisdictions regarding the BU 2, 3 , 4 and 14. Finalizing the Employer' s proposals for BU 14; pass over of proposals pending. Finalizing the review BU 11 contract before printing. • Classes for First Aid/CPR; June 3 , twenty two (22) of twenty four (24) attended and on June 6, twenty three (23) of twenty four (24) attended the training. Next training is scheduled for June 18, 2014, and July 1 , 2014. • Met with Peggy Lake and Cheryl Stigelmier of KCC-OCET Program to diacuss possible training opportunities. . • Working with departments to start the HEP B shots. • Researched FLSA compensability regarding attendance at work-related training on non-work time and working with HGEA on workers' compensation stress claim/harassment claim. • Clerical staff working on developing work flow process as well as policies and procedures for various duties being assigned. • Payrolls move from Finance to DPS/HR for June 3 , 2014 completed and operating fine. • Continue to assist employees with healthcare coverage changes: loss coverage, birth, resignation, retirement, adding domestic partners. • Orientation held for seven (7) new hires; Prosecuting Attorney (2), Fire (2), Housing ( 1 ) Public Works (1 ) and Clerk ( 1 ). • Summer Enrichment Program; Continue to process late applicants who could not make the earlier employment processing. • Values Statement; checked on who could work on the design of the card. Need to find out cost and if funds are available to print the cards. • 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. • Finalizing the payroll certification for the increase for the fire fighters retro to 7- 1 - 13 . Worked on increase for BU 11 effective 1 - 1 - 14 and catch-up step movements. Continue to review of personnel folders to organize and check on information in the file and dates for JPR, Driver's License and for Certification. • Worked on and provided information to the Salary Commission, Personnel/Changes/Risk Management: Issues/Concerns: • Still open discussion 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. • 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 HR1S Task Force: Subcommittee met to go through the labor rules for payroll purpose; also scheduled meeting to go over position control maintenance in the system. Next meeting 6- 13 -14. • Will work on the County's leave sharing program was discussed as this is a major hurdle in reconciling leave accruals; committee formed to reconcile past donated/received leaves as well as program policy. • The Finance Payroll : 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 in a timely manner. • Continued progress with the HRIS ; regular meeting been held and making the necessary change to keep the HRIS progressing. • Continued work to reducing the backlogged classification requests. • Two staff completed Instructor training in First Aid/CPR; two successful training sessions held. Two more sessions for the 18th of June and 1st of July to be held.