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HomeMy WebLinkAbout2014_0826_AgendaPacketu 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, August 26, 2014 3:00 p.m. or shortly thereafter Mo'ikeha Building, Liquor Conference Room 3 4444 Rice Street, Lihu'e, HI 96766 CALL TO ORDER ROLL CALL APPROVAL OF MINUTES Open Session Minutes of July 22, 2014 CSC 2012 -29 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 -09 a. Weekly Report Ending July 17, 2014 b. Weekly Report Ending July 24, 2014 c. Weekly Report Ending July 31, 2014 d. Weekly Report Ending August 7, 2014 EXECUTIVE SESSION Pursuant to Hawaii Revised Statutes § §92 -4 and 92 -5 (a) (2) (4), the purpose of this executive session is to consider the hire of an employee or officer of the County where consideration of matters affecting privacy will be involved 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 -009: 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 An Equal Opportunity Employer 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 -009 ANNOUNCEMENTS Next Meeting: Tuesday, September 23, 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: Deputy County Attorney PUBLIC COMMENTS and TESTIMONY Persons wishing to offer comments are encouraged to submit written testimony at least 24 -hours prior to the meeting indicating: 1. Your name and if applicable, your position/title and organization you are representing; 2. The agenda item that you are providing comments on; and 3. Whether you will be testifying in person or submitting written comments only. 4. If you are unable to submit your testimony at least 24 hours prior to the meeting, please provide 10 copies of your written testimony at the meeting clearly indicating the name of the testifier; and 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. Civil Service Commission — August 26, 2014 Page 12 Send written testimony to: Civil Service Commission Attn: Barbara Davis Office of Boards & Commissions 4444 Rice Street, Suite 150 L-ihu`e, HI 96766 Email: bdavis @kaua.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. i Civil Service Commission August 26, 2014 r Page 13 COUNTY OF KAUAI Minutes of Meeting OP \ SESSIOV Board/Committee: CIVIL SERVICE COMMISSION Meeting Date July 22, 2014 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room 3 Start of Meeting: 3:00 p.m. End of Meeting: 3:19 p.m. Present Vice Chair Roy Morita. Members: Nancy Golden; Elizabeth Hahn; Karen Matsumoto Also: Deputy County Attorney Nick Courson; HR Specialist Crystal Fujikawa; Boards & Commissions Office Staff. Support Clerk Barbara Davis; Administrator Paula Morikami; Administrative Aide Teresa Tamura Excused Chair John Low. Member Richard Jose; Cathy Adams Absent SUBJECT DISCUSSION ACTION Call To Vice Chair Morita called the meeting to order at Order/Roll Call 3:00 p.m. with 4 members present, which constitutes a quorum. Approval of Open Session Minutes of June 24, 2014 Ms. Hahn moved to approve the minutes as Minutes circulated. Ms. Matsumoto seconded the motion. Motion carried 4:0 Business CRC 2012 -29 Implementation of the Human Resources Department On- Vice Chair Morita requested a change to the going) posted agenda schedule in order to take the O Director's Reports (CSC 2014 -07) immediately b Update from the Director of Personnel Services on the Transition Plan for following CSC 2012 -29. the Implementation the Human Resources Department (On-going) of Ms. Fujikawa said she did not have anything to report but would answer any questions from the Commissioners. Being there were no questions, the Vice jp Chair moved to the Director's Reports. Director's + CSC 2014 -07 a. Weekly Report Ending June 13, 2014 Reports b. Weekly Report Ending June 20, 2014 c. Weekly Report Ending June 27, 2014 d. Weekly R rt Ending July 3 2014 Civil Service Commission Open Session July 22, 2014 Page 2 n SUBJECT DISCUSSION ACTION e. Weekly Report Ending July 10, 2014 Ms. Hahn moved to receive the Director's Reports. Ms. Matsumoto seconded the motion. Motion carried 4:0 Business CSC 2014 -08 Discussion and possible decision- making on amending the (cont'd) CSC Rules to allow for a section governing the selection, evaluation and dismissal of the Department of Personnel Services/Human Resources Director Vice Chair Morita said he would strongly support adopting these Rules, but would like to defer this item for discussion with the full Commission. Ms. Hahn moved to defer decision- making on amending the CSC Rules. Ms. Golden seconded Ms. Matsumoto stated in 2001 the State Legislature reformed the Civil Service the motion. Laws, which became effective in July 2002. DPS revised its rules and policies, which went through a public hearing before being adopted. But instead of being the Merit Appeals Board (MAB) the Mayor decided he wanted a combination of civil service type authority as well as a merit appeals board. Since the rules are clearly appellate, Ms. Matsumoto asked Deputy Attorney Courson to provide guidance on administrative rules so the Commission does not overstep the boundaries in place. While similar to the Planning Department with the responsibility for the hiring and firing of the Director through the Charter, according to HRS the Merit Appeals Board was created to hear appeals. Ms. Matsumoto also pointed out that a Public Hearing to amend the Rules will delay the hiring of a Director. Vice Chair Morita personally thought it was sad that each commission does not have a set policy to follow. Ms. Hahn said even if it takes longer, it makes sense to have this type of structure set up first. Ms. Morikami said the Civil Service Commission does not have to adopt the rules established by the Planning Commission, they can be used as a guideline Civil Service Commission Open Session July 22, 2014 Page 3 ION KI SUBJECT DISCUSSION ACTION in their deliberations. The rules can be adopted at any time in the future. Deputy Attorney Courson said he was going to also make that suggestion since there are timeline concerns. Ms. Golden withdrew her second. Ms. Hahn withdrew her motion. Ms. Hahn moved to use the Planning Department's Rule as a guideline in the hiring of a Director and in the future, consider incorporating them as part of this Commission's Rules. Ms. Golden seconded the motion. The proposed Rules will be placed on the August agenda as a guideline in the implementation of hiring a Director. Motion carried 4:0 Executive ES -008 Executive Session Minutes of June 24, 2014 Ms. Matsumoto moved to approve the minutes Session Minutes as circulated. Ms. Golden seconded the motion. Motion carried 4:0 Announcements Next Meeting: August 26, 2014 — 3:00 p.m. Adjournment Ms. Hahn moved to adjourn the meeting at 3 :19 p.m. Ms. Matsumoto seconded the motion. Motion carried 4:0 Submitted by: Barbara Davis, Staff Support Clerk O Approved as circulated. () Approved with amendments. See minutes of Reviewed and Approved by: Roy Morita, Vice Chair meeting. Bernard P. Carvalho, Jr. Mayor Nadine K. Nakamura Managing Director DEPARTMENT OF PERSONNEL SERVICES County of Kauai, State of Hawaii 4444 Rice Street, Suite 140, Lihu`e, Hawaii 96766 TEL (808) 241 4956 FAX (808) 241 -6593 WEEKLY REPORT Week of 7 -17 -14 Significant Events/Meetings for the Department During the Past Week: Cr 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. Working on the requirements for the Engineer series after we complete discussion and review of the classes from the other jurisdictions; will work in making changes as necessary. We continue to assist the departmentlagencies 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 rem description reviews and trainee type classification request of vacant position. Still working on the Radio Dispatcher classes; working on establishing a new class and then will try to finalize the report. Working towards finalizing the request to review and make recommendations on Civil Defense Agency re- organization. C Need to adopt a new class and need to review the other classes. Continue to work on the re- organization of the Construction Management Section of the Water Department. Working with the County Attorney to determine what we will do for the internal complaint fled by the Police Sergeant. Working with the Fire Department to process necessary paperwork for positions they got in the budget. Working with the County Attorney's Office on prospective changes in their office and providing information on arbitration cases. • We continue to recruit, review applications, test and establish eligible lists and certify names to departments and answer questions and respond to applicants. 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. Continue to research and review information regarding "Ban the Box" conviction question on the application -where in the process, may we ask for this information and for what positions; do we need to make separate applications, etc. Working on AN EQUAL OPPORTUNITY EMPLOYER '1// 7//4 updating our NEOGOV site to change the process of accepting applications for Intra, Inter and Open recruitment. New recruitment opened: Park Caretaker II (7- 11-14), Departmental Personnel Assistant (7- 16 -14), and Heavy Vehicle Mechanic I (7- 16 -14). Written exam scheduled for Fire Fighter Trainee (7 -21 and 22 -14), Assistant Building Inspector (7- 31 -14), Customer Service Representative (7- 31 -14), Wastewater Plant Maintenance Mechanic (7- 31 -14) Fire Fighter II and III and Captain (10/29- 31/14). Scheduled the Agility test for the Fire Fighter Trainee for 7 -28 and 2944, and performance test for Lifeguard (8-11 -14). Test administered for Park Caretaker, Wastewater Plant Maintenance Mechanic I and Police Services Officer. Referred list for Abstractor II, Election Clerk I and II, Park Maintenance Administrator, Senior EIection Clerk and Wastewater Plant Assistant. • Continue to gather responses from other jurisdictions regarding suitability policies and procedures; continuing research and collection of data for discrimination case; reviewing and preparing possible response to re- employment case; and continuing to work on the civil engineer qualification proposal. • 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, callout, meals, and seniority. • Negotiations: Reviewing proposals for BU 14; approximately 60 for upcoming Employer caucus. Need to review the Union's proposals for BU 2, 3 and 4 for Employer caucus. Employer group to meet with the Union the last week of July. Working at collecting data requested by the Union. Working on Step III HGEA grievance response; gathering and reviewing of information. Still awaiting response for the division regarding materials and information requested. Continue to look into the re- pricing issue with the UPW and meeting is being scheduled for the Employer group to meet and discuss this re- pricing issue at the end of July. • Three (3) on -site HEP B clinic were held at Hanapepe Parks Baseyard, Kapaa Park's Baseyard, and the Lihue Civic Center; 89 employees received their vaccination. Another on -site clinic is scheduled on July 23, 2014 at the Transportation Agency. • Additional First Aid/CPR class will be scheduled with the Council Services for September 15t' and 16th for a total of twenty three (23) employees. Water Department Department's request for training additional employees for First Aide /CPR is being worked on.. • Coordinating schedules for OSHA investigator who will be returning to Kauai on July 29 and 30, 2014. • Informed all departments of up- coming OSHA Compliance Training on August 20, 2014 at the EOC; fifty (50) slots are available; response have been slow. • Informed eight (8) departments (Parks, Public Works, Transportation, Police, Fire, Finance, Prosecuting Attorney, and Water) of scheduled times for upcoming workers' compensation claims review on July 22, 2014. • Working with OED and KPD on determining the need for OED grant funded special events to obtain workers' compensation coverage for KPD off duty officers. • Completed training for three (3) Public Workers' employees on the #425 Sakai SW 320 -1 Roller under 5 tons and one (1) Parks and Recreation employee on the 6 cubic yard dump truck #023 with Zieman Trailer #219. • On -going meeting with clerical staff to develop work flows for the various divisional duties. • Clerical staff working on developing work flow process as well as policies and procedures for various duties being assigned. • Continue to assist employees with healthcare coverage changes: loss coverage, birth, resignation, retirement, adding domestic partners. • Processed one (1) new hire; Transportation Clerk Dispatcher. There were three (3) Radio Dispatcher cleared to start on 8 -18 -14 and four (4) short term Election Clerks to start on 7- 25 -14. • Working on completing the printing and design of the Value Statement. Working on an article for Acclaim and presentation to KCT. • The Annual Pre - Retirement workshop re- scheduled for September 9, 2014 and KWMCH. Invite was sent to State DHRD, DOE and HHSC and confirmation letters were sent to all presenters. • 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. • Working on completing the payroll certification for the increase for the various bargaining units effective 7 -1 -14; sent for signature. • 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 gather information for the Salary Commission. • Payroll operating as usually in getting employees paid. No major problems to report at this time. Payroll Section researching PTS Deferred Compensation Retirement Plan; for Part-time, Temporary and Seasonal /Casual Employees, G 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 working on gathering information. • Continue to reduce backlog of classification requests. • 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: meeting held on July 15'h; up -date to the Managing Director will be held next week; the task force up -dated all members on progress on the various subcommittees: Accruals — still working with Planning and Parks on the need to dedicate time to get this corrected (looking at possibly using one of the 89 -day contract position to assist with the clean-up). System Defaults — current information gathered; need to input into the system; also looking at what is missing and could be add to the system for tracking purposes. Leaving Sharing — clean up and update of policy still progressing. Pay Codes - labor rules completed for HGEA Units 3 and 4; reviewing differences (if any for Units 2 and 13). Decision made to forge ahead with procuring Executime time and attendance module (will start with HGEA employees) and NEOGOV Onboarding module and Performance Evaluation module. Next meeting scheduled for 8 -5 -14. • 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 timely answers to their questions in all areas of personnel/human resource management. • Continued progress with the HRIS; meeting been held and making the necessary change to keep the HRIS progressing. • Continued work to reducing the backlogged classification requests. • Staffed with assistance of committee completed the Value Statement. • Frist Aid/CPR training completed; well received and departments are requesting additional training sessions. c� 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, L1hu`e, Hawaii 96766 TEL (808) 241 -4956 FAX (808) 241 -6593 WEEKLY REPORT Week of 7 -24 -14 Significant Events/Meetings for the Department During the Past Week: Thomas T. Takatsuki Acting Director • Continue to review and classify positions; working on desk audits; review intent to adopt new classes from other jurisdictions; and working on re- organizational studies. Still looking into the requirements for the Engineer series after we complete discussion and review of the classes from the other jurisdictions; will work in making 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. We continue to utilize the HR Clerks to assist the professional staff; assisting in researching and completing the simple re- description reviews and trainee type classification request of vacant position. Still working on the Radio Dispatcher classes; working on establishing a new class and then will try to finalize the report. Working towards finalizing the request to review and make recommendations on Civil Defense Agency re- organization. Need to adopt a new class and need to review the other classes. Continue to work on the re- organization of the Construction Management Section of the Water Department. Working with the County Attorney to determine what we will do for the internal complaint filed by the Police Sergeant. Working with the Fire Department to process necessary paperwork for positions they got in the budget. Working with the County Attorney's Office on prospective changes in their office and provided information on arbitration cases. • We continue to recruit, review applications, test and establish eligible lists and certify names to departments and answer questions and respond to applicants. 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. Continue to research and review information regarding `Ban the Box" conviction question on the application -where in the process, may we ask for this information and for what positions; do we need to make separate applications, etc. Working on ANEQUAL OPPORTUNITYEMPLOYER 7/a 4///3 updating our NEOGOV site to change the process of accepting applications for Intra, Inter and Open recruitment. New recruitment opened: Departmental Personnel Assistant II (7- 16 -14), Heavy Vehicle Mechanic I (7- 16 -14), Clerk Dispatcher (7- 21 -14). Written exam scheduled for: Park Caretaker II (7- 29 -14), Assistant Building Inspector (7- 3144), Customer Service Representative (7-31- 14), Wastewater Plant Maintenance Mechanic (7- 31 -14) Fire Fighter II and III and Captain (10/29- 31/14). Scheduled the Agility test for the Fire Fighter Trainee for 7 -28 and 2944, and performance test for Lifeguard (841 -14). Test administered for: Fire Fighter Trainee (Total Invited 204; Total Appeared 128 and 60 passed and 68 failed). Referred list for: Accountant I, Assistant Chief Procurement Officer, Election Clerk I and II. Abstractor II, Election Clerk I and II. • Continue to gather responses from other jurisdictions regarding suitability policies and procedures; continuing research and collection of data for discrimination case; reviewing and preparing possible response to re- employment case; and continuing to work on the civil engineer qualification proposal. • 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, callout, meals, and seniority. • Negotiations: Employer caucus to review proposals for BU 14; approximately 60 from the Employer and Union. Also Employer caucus for BU 25 3 and 4 to review and need to gather information for up- coming negotiations. Employer group to meet with the Union for BU 2, 4 and 4 on July 29, 2014 and for BU 14 on July 30, 2014. Working at collecting data requested by the Union. Meeting scheduled for July 31, 2014 for Directors to meet to discuss Unit 1 re- pricing issues. Working on Step III HGEA grievance response; gathering and reviewing of information. Still did not get any response for the division regarding materials and information requested. • On site HEP B clinic held at Transportation Agency; 51 employees received vaccination ringing total to 140; 35 employees still need to receive first shot; working with Costo to schedule remaining employees and to schedule clinics for second shot. • Coordinating schedules for OSHA investigator who will be returning to Kauai on July 29 and 30, 2014; working on compiling requested reports /information and also with scheduling interviews with Parks and Recreation and Public Works employees. • Informed all departments of up- coming OSHA Compliance Training on August 20, 2014 at the EOC; fifty (50) slots are available and as of this writing 21 employees have signed up. Deadline to sign up in 7- 29 -14. • Workers' Compensation claims review held on July 22, 2014; 44 claims from 8 departments (Parks, Public Works, Transportation, Police, Fire, Finance, Prosecuting Attorney, and Water) were reviewed with our third party administrator (FIRMS) and insurance broker (Atlas).of scheduled times for upcoming workers' compensation claims review on July 22, 2014. • Worked with KPD on accommodations for a pregnant police recruit. • Completed training for one (1) Public Workers' employees on the #534 Takeuchi Mini Excavator TB 1140 Series 2 tM569S and re- training for one (1) Public Works' employee on the Automated Refuse Truck. • On -going meeting with clerical staff to develop work flows for the various divisional duties; AS400 access issues. • Met with Council Vice -Chair Chock on Alternative Dispute Resolution recently passed by the County Council. • Staff will be participating/assisting Transportation Agency in an Unemployment Hearing on August 4, 2014. • Participated in Webcast, ADA for Individuals Without Disabilities. • The Vacancy Review Committee met to finalize memo, forms and procedures to be distributed to all departments in early August 2014. • Clerical staff working on developing work flow process as well as policies and procedures for various duties being assigned. • Continue to assist employees with healthcare coverage changes: loss coverage, birth, resignation, retirement, adding domestic partners. • Processing new hire of 5 Election Clerks Ion 7- 2544. • Working on completing the printing and design of the Value Statement. Working on an article for Acclaim and presentation to KCT. • Working on up- dating Leave Sharing Policy and cleaning up the Leave Sharing Accruals. • 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. • Working on completing the payroll certification for the increase for the various bargaining units effective 7 -144; sent for signature. • 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 gather information for the Salary Commission. C J • Payroll: Payment of monthly benefits — EUTF and ERS; FY -14 CAFR request; working on PTS /Deferred Compensation Plan; pay increases for BU 2, 3, 4, 11, 12, 13 and EMCP. New Fire Codes: work order for Fire Prevention Safety Trailer and Temporary Station Move. Completed Hawaii Unemployment Insurance Quarterly Wage Report, 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 working on gathering information. • Continue to reduce backlog of classification requests. • 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. + For Payroll issues as processing deadlines: transactions such as pay increases. Code creation: pay codes, status codes, development procedures (who should have). Progress on Strategic Plan Objects: • The HRIS Task Force: meeting held with Mayor and Managing Director to up- date them on the progress of the HRIS Task Force. Leaving Sharing— clean up and update of policy still progressing. Pay Codes labor rules completed for HGEA Units 3 and 4; reviewing differences (if any for Units 2 and 13). Next meeting scheduled for 8 -544. • The Finance Payroll: Next meeting pending. • Continue to work on and provide training to supervisors and employees, Outcomes We're Particular Proud o£ Continued assistance to the departments /agencies in providing timely answers to their questions in all areas of personnel/human resource management. �• Continued progress with the HRIS; meeting been held and making the necessary change to keep the HRIS progressing. • Continued work to reducing the backlogged classification requests. • Staffed with assistance of committee completed the Value Statement. • HR and Payroll able to meet deadline on pay increases. D Bernard P. Carvalho, Jr. Mayor Nadine K. Nakamura Managing Director DEPARTMENT OF PERSONNEL SERVICES County of Kauai, State of Hawaii 4444 Rice Street, Suite 140, Lihu`e, Hawaii 96766 TEL (808) 241 -4956 FAX (808) 241 -6593 WEEKLY REPORT Week of 7 -31-14 CI Significant Events/Meetings for the Department During the Past Week: Thomas T. Takatsuki Acting Director • Continue to review and classify positions; working on desk audits; review intent to adopt new classes from other jurisdictions; and working on re- organizational studies. Still looking into the requirements for the Engineer series after we complete discussion and review of the classes from the other jurisdictions; will work in making 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. We continue to utilize the HR Clerks to assist the professional staff; assisting in researching and completing the simple re- description reviews and trainee type classification request of vacant position. Completed the new class for the Radio Dispatcher classes; need to review the class and if everything is ok will circulate to all jurisdictions. Working towards finalizing the request to review and make recommendations on Civil Defense Agency re- organization. Need to adopt a new class and need to review the other classes. Continue to work on the re- organization of the Construction Management Section of the Water Department. Follow -up on the Internal Complaint with the Police Department Officer's request on his classification case. Worked on and completed the Fire Department paperwork for positions they got in the budget. Continue to work with the County Attorney's Office on prospective changes in their office and provided information on arbitration cases. • We continue to recruit, review applications, test and establish eligible lists and certify names to departments and answer questions and respond to applicants. 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. Continue to research and review information regarding `Ban the Box" conviction question on the application -where in the process, may we ask for this information and for what positions; do we need to make separate applications, etc. Working on ANEQUAL OPPORTUNITYEMPLOYER ��iy updating our NEOGOV site to change the process of accepting applications for Intra, Inter and Open recruitment. New recruitment opened: Bus Driver (Substitute — 8-3144), Program Support Technician (8- 344). Written exam scheduled and test administered for: Assistant Building Inspector (7- 31 -14), Customer Service Representative (7- 31 -14), Wastewater Plant Maintenance Mechanic (7- 31 -14). Written test scheduled for: Assistant Building Inspector (8- 8-14), Fire Fighter II and III and Captain (10/29 - 31/14). Performance /agility tes administered for the Fire Fighter Trainee on 7 -28 and 2944, and performance test for Lifeguard (8- 11 -14). Referred list for: Police Services Officers. • Continue to gather responses from other jurisdictions regarding suitability policies and procedures; continuing research and collection of data for discrimination case; reviewing and preparing possible response to re- employment case; and continuing to work on the civil engineer qualification proposal. • 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, callout, meals, and seniority. • Negotiations: Employer/Union negotiation session to discuss the new proposals for BU 14; approximately 60 each from the Employer and Union (July 30, 2014), The Employer and Union also met to discuss the proposals for BU 2, 3 and 4 (July 29, 2014). Working at collecting data requested by the Union. HR Directors to meet to discuss Unit I re- pricing issues. Working on Step III HGEA grievance response; gathering and reviewing of information. Still did not get any response for the division regarding materials and information requested. • OSHA investigator interviewed one (1) Parks employee, one (1) Public Works employee and our County Equipment Operator Trainer to discuss emergency procedures, equipment, etc., on July 29`h. • Working with County Attorney's Office, FIRMS, Parks and Recreation and Goodwill Industries in determining liability for First to Work participant injured in accident. ~ • Working with KCC -OCET Program to coordinate supervisory training to include DISC training, Interpersonal Skills and Conflict Resolution; also contacting Vic Chair Chock to explore possible training opportunities for Conflict Resolution module. • OSHA Compliance Training on August 20, 2014 at the EOC; all fifty (50) slots will be filled with overflow from various departments.. • Five (5) workers' compensation assessments were completed with no recommendations warranted to affected departments. • Monthly liability claims reviews held with Attorney's office. • Assisted KPD with gathering workers' compensation data in response to a grievance. • Completed training for one (1) Public Workers' employees on the 6 cubic yard dump truck 4034. • Continue to work on the Leave Sharing Donation policy and reconciling the accruals of recipients. • On -going meeting with clerical staff to develop work flows for the various divisional duties; AS400 access issues. • Staff will be participatinglassisting Transportation Agency in an Unemployment Hearing on August 4, 2014. • Clerical staff continue to work on developing work flow process as well as policies and procedures for various duties being assigned. • Continue to assist employees with healthcare coverage changes: loss coverage, birth, resignation, retirement, adding domestic partners. e. New hire orientation: one for Prosecuting Attorney, one for Housing, one for KPD and one for Finance. • Work on to complete the printing of the Value Statement. Working on an article for Acclaim and presentation to KCT. • 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. + Completed the payroll certification for the increase for the various bargaining units effective 74-14. • 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 gather information for the Salary Commission. • Payroll: Payment of monthly benefits — EUTF and ERS; FY -14 CAFR request; working on PTS /Deferred Compensation Plan; pay increases for BU 2, 3, 4, 11, 12, 13 and EMCP. New Fire Codes: work order for Fire Prevention Safety Trailer and Temporary Station Move. Completed Hawaii Unemployment Insurance Quarterly Wage Report, 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 working on gathering information. • Continue to reduce backlog of classification requests. • 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. • For Payroll issues as processing deadlines: transactions such as pay increases. Code creation: pay codes, status codes, development procedures (who should have). Progress on Strategic Plan Objects: • The HRIS Task Force: meeting held with Mayor and Managing Director to up- date them on the progress of the HRIS Task Force. Leaving Sharing — clean up and update of policy still progressing. Pay Codes m labor rules completed for HGEA Units 3 and 4; reviewing differences (if any for Units 2 and 13). Next meeting scheduled for &5 -14. • 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 timely answers to their questions in all areas of personnel/human resource management. • Continued progress with the HRIS; meeting been held and making the necessary change to keep the HRIS progressing. • Continued work to reducing the backlogged classification requests. Staffed with assistance of committee completed the Value Statement. HR and Payroll able to meet deadline on pay increases. D 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, Uhu`e, Hawaii 96766 TEL(808)241=4956 FAX(808)241-6593 WEEKLY REPORT Week of 8 -7 -14 Significant Events /Meetings for the Department During the Past Week: ,r Thomas T. Takatsuki Acting Director • Continue to review and classify positions; working on desk audits; review intent to adopt new classes from other jurisdictions; and working on re- organizational studies. Still looking into the requirements for the Engineer series after we complete discussion and review of the classes from the other jurisdictions; will work in making 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. We continue to utilize the HR Clerks to assist the professional staff, assisting in researching and completing the simple re- description reviews and trainee type classification request of vacant position. Circulate new class for the Radio Dispatcher series to all jurisdictions. Working towards finalizing the request to review and make recommendations on Civil Defense Agency re- organization. Need to adopt a new class and need to review the other classes. Continue to work on the re- organization of the Construction Management Section of the Water Department. Follow -up on the Internal Complaint with the Police Department Officer's request on his classification case. Continue to work with the County Attorney's Office on prospective changes in their office and provided information on arbitration cases. Met with Prosecuting Attorney's Office staff to discuss classification of vacant position. • We continue to recruit, review applications, test and establish eligible lists and certify names to departments and answer questions and respond to applicants. 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. Continue to research and review information regarding `Ban the Box" conviction question on the application -where in the process, may we ask for this information and for what positions; do we need to make separate applications, etc. Working on AN EQUAL OPPORTUNITY EMPLOYER 8 / 7 //y updating our NEOGOV site to change the process of accepting applications for Intra, Inter and Open recruitment. New recruitment opened: Bus Driver (Substitute— 8- 344), Program Support Technician II (8-344). Up- coming recruitment for Water Safety Officer III and IV, Police Services Officer, Fire Fighter II and III, Fire Captain, Off -Duty Clerk. Written exam scheduled and test administered for: Assistant Building Inspector (8-14 -14), Fire Fighter II and III and Captain (10/29- 31/14). Lifeguard performance test re- scheduled from 841- 14 to 8-2544. Referred list for: Assistant Water Plant Operator, Clerk Dispatcher and Park Caretaker 11. • Continue to gather responses from other jurisdictions regarding suitability policies and procedures; continuing research and collection of data for discrimination case; reviewing and preparing possible response to re- employment case; and continuing to work on the civil engineer qualification proposal. • 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, callout, meals, and seniority. • Negotiations: Review notes and updating information for the negotiation sessions. Working at collecting data requested by the Union; review and will forwarded to State to compile and will forward to Union. Will review the Unit 1 re- pricing issues. Working on Step III HGEA grievance response; gathering and reviewing of information .finally submitted by the department. • Staff met with KCC -OCET Program to coordinate supervisory training to include DISC training, Interpersonal Skills and Conflict Resolution. Also contacted Vic Chair Chock to explore possible training opportunities for Conflict Resolution module; no response received as of yet. • OSHA Compliance Training on August 20, 2014 at the EOC; all fifty (50) slots filled. • Second round of Hep B on site clinics set for August 20th (Hanapepe Baseyard and Lihue Civic Center), August 28h (Kapaa Baseyard) and August 29h (Transportation). • Continue to work on the Leave Sharing Donation policy and reconciling the accruals of recipients. • On -going meeting with clerical staff to develop work flows for the various divisional duties; AS400 access issues. • Staff will be participating/assisting Transportation Agency in an Unemployment Hearing on August 4, 2014. • Clerical staff continue to work on developing work flow process as well as policies and procedures for various duties being assigned. • Continue to assist employees with healthcare coverage changes: loss coverage, birth, resignation, retirement, adding domestic partners. • New hire orientation: one for Clerk- Election. • Working on an article for Acclaim and presentation to KCT. • 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. • Working on payroll certification fox WIRPS and step movements. 0 0 • 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. • Finalizing information for the Salary Commission. • Payroll: Payment of monthly benefits EUTF and ERS, process remains status quo. FY44 CAFR request. Met with DHRD staff to discuss the PTS /Deferred Compensation Plan, 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. Meeting with Union (UPW) tentatively scheduled for October. • The HRIS is still a work in progress. Sub - committee working on gathering information. • Continue to reduce backlog of classification requests. • 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. • For Payroll issues as processing deadlines: transactions such as pay increases. Code creation: pay codes, status codes, development procedures (who should have). Progress on Strategic Plan Objects: • The HRIS Task Force: meeting held on August 51 and updated everyone on various tasks being worked on including: Accruals reconciliation — almost complete, working with last four (4) departments to complete reconciliation and looking at possibility using 89 day hire to assist. Leaving sharing — draft policy completed and distributed to all for review; working on payroll procedures for implementation. Payroll codes — finalizing pay codes for various HGEA bargaining units. HRIS system defaults — working on developing security accesses for various DPS groupings to ensure checks in place. Next meeting scheduled for 8-29 -14. • 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 timely answers to their questions in all areas of personnel/human resource management.