Loading...
HomeMy WebLinkAbout2014_0923_AgendaPacketJohn Low Members: Chair Cathy Adams Nancy Golden Elizabeth Hahn Richard Jose Karen Matsumoto Roy Morita Vice -Chair COUNTY OF KAUAI CIVIL SERVICE COMMISSION NOTICE OF MEETING AND AGENDA Tuesday, September 23, 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 August 26, 2014 BUSINESS CSC 2012 -29 Update from the Director of Personnel Services on the transition plan for the implementation of the Human Resources Department (On- going) CSC 2014 -11 Verbal report from Chair Low and Vice Chair Morita on the request to the Salary Commission for consideration of a salary increase for the Director of Personnel/Human Resources at its meeting on September 15, 2014. DIRECTOR'S REPORT CSC 2014 -10 a. Weekly Report Ending August 14, 2014 b. Weekly Report Ending August 28, 2014 c. Weekly Report Ending September 4, 2014 d. Weekly Report Ending September 11, 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 An Equal Opportunity Employer 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 -010 Approval of Executive Session Minutes of August 26, 014 ES -011: 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) ES -012: RFA 2014 -02 Letter dated September 12, 2014, requesting the Civil Service Commission to reconsider the Department of Personnel Services' decision to reject applicant's application. RETURN TO OPEN SESSION Ratify Commission actions taken in Executive Session for items: o ES -010, ES -011, and ES -012 ANNOUNCEMENTS Next Meeting: Tuesday, October 28, 2014 — 3:00 p.m., Mo'ikeha Building, Liquor Conference Room 3. 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. Civil Service Commission — September 23, 2014 Page 12 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 — September 23, 2014 Page 13 COUNTY OF KAUAI =Taboo Minutes of Meeting OPEN SESSION Board/Committee: I CIVIL SERVICE COMMISSION Meeting Date I August 26, 2014 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room 3'j Start of Meeting: 3:00 p.m. I End of Meeting: 3:48 p.m. Present Chair John Low; Vice Chair Roy Morita. Members: Cathy Adams; Nancy Golden; Elizabeth Hahn (3:09 p.m.); Richard Jose; Karen Matsumoto Also: Deputy County Attorney Nick Courson; Acting Personnel Services Manager Thomas Takatsuki; HR Specialist Janine Rapozo; Boards & Commissions Office Staff. Support Clerk Barbara Davis; Administrator Paula Morikami. Excused Ms. Matsumoto moved to approve the minutes Absent SUBJECT DISCUSSION ACTION Call To Chair Low called the meeting to order at 3:00 Order/Roll Call m. with 6 members present. Approval of Open Session Minutes of July 22, 2014 Ms. Matsumoto moved to approve the minutes Minutes as circulated. Mr. Morita seconded the motion. Motion carried 6:0 Business CRC 2012 -29 Update from the Director of Personnel Services on the transition plan for the implementation of the Human Resources Department (On- going) Mr. Takatsuki reported that negotiations had begun with BU 14, which is water b safety, deputy sheriffs, and DOCARE (Division of Conservation and Resource Enforcement) along with other positions. Both sides are looking at 50 -some articles to determine what is wanted. In addition, negotiations are also \new �j r going on for BU 2, 3 and 4. The other bargaining units have been settled until June 30, 2017. HRIS is continuing to work on accomplishing some of the goals that were set. Chair Low asked if they were tweaking the existing system - or hoping to get new software. Mr. Takatsuki said it would be good to have new software, but based on the cost they are trying to work with the current vendor who said they can accommodate what the County wants. Civil Service Commission Open Session August 26, 2014 Page 2 SUBJECT DISCUSSION ACTION Director's CRC 2014 -09 a. Weekly Report Ending July 17, 2014 Reports b. Weeklyeport Ending July 24, 2014 c. Weekly Report Ending July 31, 2014 d. Weekly Report Ending August 7, 2014 Mr. Morita moved to receive the Director's Reports. Mr. Jose seconded the motion. Motion carried 7:0 Executive Deputy Attorney Nick Courson cited the Hawai'i Session Revised Statutes as fully described on the posted agenda to take the Commission into Executive Session for ES -009: CSC 2014 -05 for discussion and implementation of the hiring of the Personnel Director. Ms. Hahn moved to go into Executive Session at 3:12 p.m. Ms. Adams seconded the motion. Motion carried 7:0 Return to Open Ratify Commission actions taken in Executive Session for item ES -009 Ms. Hahn moved to ratify actions taken in Session Executive Session to move forward with the implementation of hiring a Personnel Director. Mr. Jose seconded the motion. Motion carried 7:0 Announcements Next Meeting: Tuesday, September 23, 2014 — 3:00 p.m. Adjournment Ms. Adams moved to adjourn the meeting at 3:48 p.m. Ms. Hahn seconded the motion. Motion carried 7:0 Civil Service Commission Open Session August 26, 2014 Page 3 Submitted by: Barbara Davis, Staff Support Clerk () Approved as circulated. () Approved with amendments. See minutes of Reviewed and Approved by: meeting. John Low, Chair Michael Machado Chair Randy Finlay Vice Chair County of Kaua'i Salary Commission Office of Boards and Commissions 4444 Rice Street, Suite 150 Lihu`e, Hawaii 96766 Members Charles King Sheri Kunioka -Volz Camilla Matsumoto Lenie Nishihira Jo Ann Shimamoto TO: John Low, Civil Service Commission Chair FROM: Randy Finlay, Vice Chair Via: Paula Morikami, Administrator, of Board d Commissions Cc: Nadine Nakamura, Managing Director Date: July 10, 2014 Subject: REQUESTING YOUR PRESENCE AT ITS NEXT MEETING Aloha Mr. Low, The Salary Commission received your letter dated June 25, 2014, requesting a salary increase for the Director of Personnel Services. The Commission has some questions regarding the transition of the Department of Personnel Services to a new Human Resources Department. We are requesting your presence at our next meeting on August 11, 2014, at 10:00 a.m., located in the Mo`ikeha Conference Room 2A/B. Please RSVP to Barbara Davis or Teresa Tamura if you will be able to attend our next meeting. We look forward to hearing from you. Mahalo. /04 9P 10M4iJI hitrr/d- aite . 1�c.s�.Ae-da 40d '911S 10:.30 a.w, CSC a0141-I1 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 8 -14 -14 Significant Events/Meetings for the Department During the Past Week: Thomas T. Takatsuki Acting Director • Continue to review and classify positions; working on desk audits; review intent to adopt new classes from other jurisdictions; and working on re- organizational studies. Still 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; the other jurisdictions have concerns regarding the class like earlier there was concerns when Maui County adopted there class. Working towards finalizing the request to review and make recommendations on Civil Defense Agency re- organization; there were concerns regarding the salary range of the class and organizational set up. 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; will set date and time of hearing. Continue to work with the County Attorney's Office on prospective changes in their office. Reviewing and getting information on arbitration cases. After meeting with Prosecuting Attorney's Office staff to discuss classification of vacant position; need to meet with the Prosecuting Attorney to see what he wants. Review and working on classification request from Finance Department; need to adopt a new class. Research and gathering information from other jurisdiction in response to requests received from the Water Department. • 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 ANEQUAL OPPORTUNITYEMPLOYER $//q J,y 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. Working on updating our NEOGOV site to change the process of accepting applications for Intra, Inter and Open recruitment. New recruitment opened: Bus Driver (8 -12- 14), Water Safety Officer III and IV (8- 14 -14). Up- coming recruitment: Police Services Officer, Fire Fighter II and III, Fire Captain, Off -Duty Clerk, Pipefitter Helper, Clerk Dispatcher. Written exam scheduled and test administered for: Fire Fighter II and III and Captain (10/29- 31/14). Lifeguard performance test re- scheduled from 8 -11 -14 to 8- 25 -14. Referred list for: Bus Driver, Departmental Personnel Assistant II and Accountant I (additional names). • 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, administrative leave and other type of leaves, callout, meals, and seniority. • Negotiations: Review notes and updating information for the negotiation sessions. Completed gathering and forwarding to State Band F for BUs 2, 3, and 4 and continue working at collecting data for BUs 11, 12 and 13 requested by the Union. 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 28th (Kapaa Baseyard) and August 29th (Transportation). • Working on scheduling DISC (Exploring Behavioral Styles) and Interpersonal Skills training in late September or early October. • REAL (Risk Evaluation and Loss Control) consultant provided ergonomics assessment for employees at the Prosecuting Attorney's office. • Continue to work on the Leave Sharing Donation policy and reconciling the accruals of recipients. Completed the HR Central Bank total and will work on procedures for the Leave Sharing Program, Working on second draft of the Leave Sharing Policy. • The Pre - retirement Workshop is scheduled for September: Currently we have 86 County employees and 57 State employees registered. • On -going meeting with clerical staff to develop work flows for the various divisional duties; AS400 access issues. • 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. Follow -up with providers regarding errors and other mistakes and omissions made by the provider. • 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 projecting the Fire Fighters next pay increase. • 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: Emergency payroll processing; Compressed payroll processing (shortened by one day, Check printing and payroll update and direct deposit 1 day). Working on retro ERS Contribution, and Submitting retro ERS adjustment. Working at identifying eligible participants for the PTS Program. Working on developing of payroll procedures for the Leaving Sharing Program. 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. Progress on Strategic Plan Objects: • The HRIS Task Force: HRIS Task Force subcommittee on Leave Sharing met to finalize draft policy, work on payroll codes and worked 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. • 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. • As part of the HRIS was able to completelbalance the HR Central Leave Share Bank. 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, LYhu`e, Hawaii 96766 TEL (808) 241 -4956 FAX (808) 241 -6593 WEEKLY REPORT Week of 8 -28 -14 Significant Events/Meetings for the Department During the Past Week: Thomas T. Takatsuki Acting Director 0 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; the other jurisdictions have concerns therefore we are responding to their questions. Will follow -up with the jurisdictions who did not respond; if no response will adopt class. Worked on and finalized the class for the Civil Defense Agency re- organization; will circulate to all jurisdictions. Continue to work on the re- organization of the Construction Management Section of the Water Department; requested information of its IT position. Internal Complaint with the Police Department Officer's request on his classification was herd on August 29, 2014. Waiting to hear from the County Attorney's Office on prospective changes in their office. Reviewing and getting information on arbitration cases. Research positions in regards to request to change classification of Legal Clerk to Law Office Assistant and met with the Prosecuting Attorney on August 25, 2014. Review and working on classification request from Finance Department; need to adopt a new class. Research and gathering information from other jurisdiction in response to requests received from the Water Department. 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 ANEQUAL OPPORTUNITYEMPLOYER 8AgAi Positions, Interview and Selection Policy, Re- Employment of Civil Service Employees, Promotions, Terminations, and Veteran's Preference. Working on updating our NEOGOV site to change the process of accepting applications for Infra, Inter and Open recruitment. New recruitment opened: Legal Clerk III (9- 3-14), Senior Clerk (9- 3 -14). Written exam scheduled: Assistant Building Inspector (9- 8 -14), Wastewater Plant Maintenance Mechanic I (9- 9 -14), Fire Fighter II and III and Captain (10/29- 31/14), Police Services Officer (11/13- 15/14). Performance test: Lifeguard 8- 25 -14), Lifeguard (9 -8 -14) Police Services Officers Physical Readiness Standards Testing (11- 16 -14). Referred list for: Civil Engineer III, Off -Duty Clerk, and Personnel Support Technician, • Gather responses from other jurisdictions regarding suitability policies and procedures; drafted suitability policy and need to be reviewed; 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, administrative leave and other type of leaves, callout, meals, call out/call back, and seniority. • Negotiations: Review notes and updating information for the negotiation sessions. Completed gathering and forwarding to State Band F for BUs 2, 3, and 4 and continue working at collecting data for BUs 11, 12 and 13 requested by the Union. However, required to follow -up to questions posed by B &F relative to the data we sent. Once all data is compiled it will be forwarded to the Union. Will review the Unit 1 re- pricing issues. Worked on and completed Step III HGEA grievance response after receipt of information submitted by the department. • Continue to work with KCC -OCET Program to coordinate Supervisory training to include DISC training, Interpersonal Skills and Conflict Resolution. • Second round of Hep B on site clinics: for August 28th (Kapaa Baseyard) and August 29th (Transportation). • First Aid/CPR training scheduled at the Department of Water on October 20, 2014 and for the County Clerk/Council for September 16 and 23, 2014. • Tentatively scheduled "Exploring Behavioral Styles and Interpersonal Skills" training for October 2, 2014. • Preparing response to County Council regarding liability claims against the County; namely, County owned vehicle accidents. • Completed and executed settlement agreement for workers' compensation case at Finance -Real Property Assessments. • Completed training for one (1) Public Works' employee on the #595 Case Backhoe and #695 580 Super M and five (5) Public Works' employees on the on the Clipper #448 Bandit Model 990XP. • Participated with the County Attorney's Office in conciliation sessions with three (3) KPD Officers to discuss return to work options, back pay and compensatory damages; no agreement was reached as authority for settlement amounts must be approved by the County Council. • Meeting with clerical staff to discuss categorizing new applicants into various categories and will also work with PMS I on providing support at New Hire Orientation. • Follow -up meeting with Fire Department regarding and incident that occurred with the WSO. Also involved in and internal investigation involving the Finance Department; completed investigation. • Committee continues to work on the Leave Sharing Donation policy and reconciling the accruals of recipients. Completed the HR Central Bank total and will work on procedures for the Leave Sharing Program. Working on second draft of the Leave Sharing Policy. • The Pre - retirement Workshop is scheduled for September: Currently we have 86 County employees and 57 State employees registered. Working on coordinating speakers and requesting for their presentation to be able to print and include in our retirement package. • On -going meeting with clerical staff to develop work flows for the various divisional duties; AS400 access issues. • 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. Follow -up with providers regarding errors and other mistakes and omissions made by the provider. • Completed HCJDC Audit. In anticipation of the audit findings will work on necessary changes detected when working on the audit information. • 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. • Finalized information for the Salary Commission and sent to Boards and Commissions. • Payroll: Payroll processing. Continue of work on payroll and working IT at identifying eligible participants for the PTS Program. Working on developing of payroll procedures for the Leaving Sharing Program. 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. On -going discussions with the Jurisdictions on how to handle the issue. Meeting with Union (UPW) tentatively scheduled for October 2, 2014. • 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: Subcommittee continues to make progress on bargaining unit payroll rules and AS400access issues. 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. • 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. 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 9 -4 -14 Significant Events/Meetings for the Department During the Past Week: Thomas T. Takatsuki Acting Director • Continue to review and classify positions; working on desk audits; review intent to adopt new classes from other jurisdictions; and working on re- organizational studies. 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. Adopted the new class for the Radio Dispatchers (Emergencies Services Dispatcher series). Worked on and finalized and adopted the class for the Civil Defense Agency re- organization. Continue to work on the re- organization of the Construction Management Section of the Water Department; requested information of its IT position. Internal Complaint with the Police Department Officer's request heard and response completed. Waiting to hear from the County Attorney's Office on prospective changes for their office. Reviewing and getting information on arbitration cases. Completed review and adopted a new class for the classification request from Finance Department. Research and gathering information from other jurisdiction in response to requests received from the Water Department. Working on amendments for the Solid Waste Worksite Supervisor class. • 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. Working on updating our NEOGOV site to change the process of accepting applications for ANEQUAL OPPORTUNITYEMPLOYER 9��/� Intra, Inter and Open recruitment. New recruitment opened: Labor Registration (9- 10 -14), Assistant Water Plant Operator (9- 10 -14). Written exam scheduled: Assistant Building Inspector (9- 8 -14), Wastewater Plant Maintenance Mechanic I (9- 9 -14), Wastewater Plant Maintenance Mechanic I (9- 9 -14), Pipefitter Helper (9- 22 -14), Fire Fighter II and III and Captain (10/29- 31/14), Police Services Officer (11/13- 15/14). Performance test: Lifeguard (9 -22 or 29 -14), Police Services Officers Physical Readiness Standards Testing (11- 16 -14). Referred list for: None. • Gather responses from other jurisdictions regarding suitability policies and procedures; drafted suitability policy and need to be reviewed; 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, administrative leave and other type of leaves, callout, meals, call out/call back, dual/PT employment, and seniority. • Negotiations: Review notes and updating information for Employer caucus on September 2, 2014 to include BU 14. Part of last negotiation, reviewed BU 1 request for re- pricing consideration and the process to be used. Completed gathering and forwarding to State Band F for BUs 2, 3, and 4 and continue working at follow -up questions asked by the B and F. Once all data is compiled it will be forwarded to the Union. Worked on and completed and sent the Step III HGEA grievance response to the Union. Working on completing the BU 12 Grievance. Up- coming meeting with UPW to discuss grievances. • Second round of Hep B on site clinics: for August 28th (Kapaa Baseyard) and August 29h (Transportation); a total of sixty nine (69) employees got either their first or second shot. • First Aid/CPR training scheduled at the Department of Water on October 20, 2014 and for the County Clerk/Council for September 16 and 23, 2014; classes are full. • Completed response to County Council regarding liability claims against the County; namely, County owned vehicle accidents. • Completed training for one (1) Parks employee on the Case Loader #733 -60 XT Model. • Participated with the County Attorney's Office in conciliation sessions with three (3) KPD Officers to discuss return to work options, back pay and compensatory damages; no agreement was reached as authority for settlement amounts must be approved by the County Council. • Meeting with clerical staff to discuss categorizing new applicants into various categories and will also work with PMS I on providing support at New Hire Orientation. • Completed internal investigation request from the Finance Department. • Committee continues to work on the Leave Sharing Donation policy and reconciling the accruals of recipients. Completed the HR Central Bank total and will work on procedures for the Leave Sharing Program. Working on completing the Leave Sharing Policy. • The Pre - retirement Workshop is scheduled for September 9, 2014: Contract with Convention Hall completed, all presenters are confirmed, packets are completed, reminder for refreshment to be made on 9 -8 -14. • On -going meeting with clerical staff to develop work flows for the various divisional duties; AS400 access issues. • 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. Follow -up with providers regarding errors and other mistakes and omissions made by the provider. • New Employee orientation held for new hires: one for Public Works, one for Transportation and one 89 day hire for Personnel. • EUTF Administrative Rule Changes Presentation scheduled for 9 -9 -14 at the Liquor Conference Room for DPO. • Continue to hear Step II and III grievances and complete responses for Step II and III hearing for HGEA, SHOPO and UPW. Completed response for HGEA Step III and working at completing SHOPO Step III. Discussion with UPW on pending cases; for 9- 11 -14. • Finalized information for the Salary Commission and sent to Boards and Commissions. Meeting scheduled for 9 -15, 2014. • Worked on and completed first and second draft of the Annual Report. • Payroll: Worked on report with correction of gross earnings during furlough period to ERS. Submitted annual estimated Historical Payroll report to Atlas Insurance. Working on developing of payroll procedures for the Leaving Sharing Program. 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. On -going discussions with the Jurisdictions on how to handle the issue. Meeting with Union (UPW) tentatively scheduled for October 2, 2014. • 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 8- 29 -14; on going discussion on Leave Sharing payroll codes; reconciling accruals; security access issues and procuring modules for time and attendance and employee evaluations. Next meeting 9-15 - 14. Subcommittee continues to make progress on bargaining unit payroll rules and AS400access issues. 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. • 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. • Completed Annual Report. Bernard P. Carvalho, Jr. Mayor Nadine K. Nakamura Managing Director DEPARTMENT OF PERSONNEL SERVICES County of Kauai, State of Hawaii 4444 Rice Street, Suite 140, L-ihu`e, Hawaii 96766 TEL (808) 241 -4956 FAX (808) 241 -6593 WEEKLY REPORT Week of 9 -11 -14 Significant Events/Meetings for the Department During the Past Week: Thomas T. Takatsuki Acting Director • Continue to review and classify positions; working on desk audits; review intent to adopt new classes from other jurisdictions; and working on re- organizational studies. 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. Worked on and finalized and adopted the class for the Civil Defense Agency re- organization; waiting to hear from the department. Continue to work on the re- organization of the Construction Management Section of the Water Department. Internal Complaint with the Police Department Officer's request heard and response completed. No response from the County Attorney's Office on prospective changes for their office. Reviewing and getting information on arbitration cases. Research and gathering information from other jurisdiction in response to requests received from the Water Department. Working on amendments for the Solid Waste Worksite Supervisor class. • 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. Working on updating our NEOGOV site to change the process of accepting applications for Intra, Inter and Open recruitment. New recruitment opened: Labor Registration (9- 10 -14), Assistant Water Plant Operator (9- 10 -14), Clerk- Dispatcher I and II (9- 17-14), Police Records Clerk (9- 11 -14). Written exam scheduled: Pipefitter ANEQUAL OPPORTUNITYEMPLOYER *1111-Y Helper 99- 22 -14), Fire Fighter II and III and Captain (10/29- 31/14), Police Services Officer (11/13- 15/14). Performance test: Lifeguard (9 -22 or 29 -14), Police Services Officers Physical Readiness Standards Testing (11- 16 -14). Referred list for: Civil Engineer II, Clerk Dispatcher II, Deputy County Attorney, Deputy Prosecuting Attorney, Life Choices Administrative Clerk, and Refuse Collection Equipment Operator. • Gather responses from other jurisdictions regarding suitability policies and procedures; drafted suitability policy and need to be reviewed; 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, administrative leave, military leave and other type of leaves, callout, meals, call out/call back, dual/PT employment, and seniority. • Negotiations: Part of last negotiation, reviewed BU 1 request for re- pricing consideration and the process to be used. Reviewed history of re- pricing for up- coming meeting with Union. Completed gathering and rechecking information that need to be sent to B &F for BUs 2, 3, and 4. Also working on data for BUs 11 and 12. Once all data is compiled it will be forwarded to the Union. Worked on and completed and sent the Step III BU 12 grievance to the Union. Working on completing the BU 1 Grievance. Meeting with UPW to discuss grievances is set for 9- 12 -14. • Still working with the Departments to schedule those employees that did not get their first and/or second Hep B vaccine at one of the no -site clinics. • First Aid/CPR training scheduled at the Department of Water on October 20, 2014 and for the County Clerk/Council for September 16 and 23, 2014; classes are full. • Completed re- certification of two and new certification for three Public Works' employees on the Forklift #476. • Participated in Hawaii Civil Rights Commission mediation session for former Public Works' employee alleging termination based on age, national origin and disability; no settlement agreement was reached. • Departments informed of up- coming DISC - Exploring Behavioral Styles/Interpersonal Skills training on October 2, 2014; forty (40) slots are available. • Did .follow -up to the internal investigation at the request of the Finance Director. • Worked on the annual report and submitted to mayor's Office. Also working on up- dating Space Plan for the departments needs for the next five (5) to ten (10) years. • Committee continues to meet and work on the Leave Sharing Donation policy and reconciling the accruals of recipients. Completed the HR Central Bank total and will work on procedures for the Leave Sharing Program. Working on completing the Leave Sharing Policy. • The Pre - retirement Workshop held on September 9, 2014: 131 of 155 County and State Employees registered attended the workshop. Comments received were mostly positive, • On -going meeting with clerical staff to develop work flows for the various divisional duties; AS400 access issues. • 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. Follow -up with providers regarding errors and other mistakes and omissions made by the provider. • EUTF Administrative Rule Changes Presentation held on 9 -9 -14 at the Liquor Conference Room for DPO. • Staff held values statement presentation for department heads and members of the Employee Council. • Continue to hear Step II and III grievances and complete responses for Step II and III hearing for HGEA, SHOPO and UPW. Completed response for SHOPO Step III and working on UPW step II grievance. Discussion with UPW on pending cases held on 9- 11 -14. • Reviewed information that was sent to the Salary Commission and detected some errors; made corrections and will provide at meeting scheduled for 9 -15, 2014. • Payroll: Worked on County payroll for pay period. 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. On -going discussions with the Jurisdictions on how to handle the issue. Meeting with Union (UPW) tentatively scheduled for October 2, 2014. • 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: On -going discussion by sub - committee; Leave Sharing - finalize security access issues and Leave Sharing Donation policy. Hired 89 day hire to work on/with the parks department to assist with reconciling their leave accruals and works compensation files. Next meeting 9- 15 -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. • Completed Annual Report.