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HomeMy WebLinkAbout2014_1028_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, October 28, 2014 2:00 p.m. or shortly thereafter Mo'ikeha Building, Liquor Conference Room 3 4444 Rice Street, L1hu'e, HI 96766 CALL TO ORDER ROLL CALL EXECUTIVE SESSION Pursuant to Hawaii Revised Statutes § §92 -4 and 92 -5 (a) (4), 92 -9 (a)(1 -4) (b), the purpose of this executive session is to receive and approve Executive Session minutes and to consult with the Commission's legal counsel on issues pertaining to the Commission's and the County's powers, duties, privileges, immunities, and/or liabilities as they may relate to this item, deliberate and take such action as appropriate. ES -013 Executive Session Minutes of September 23, 2014 Pursuant to Hawaii Revised Statutes § §92 -4 and 92 -5 (a) (2) (4), the purpose of this executive session is to consider the hire, evaluation, dismissal or discipline of an employee or officer of the County where consideration of matters affecting privacy will be involved, provided that if the individual concerned requests an open meeting, an open meeting shall be held; and to consult with the Commission's legal counsel on issues pertaining to the Commission's and the County's powers, duties, privileges, immunities, and/or liabilities as they may relate to this item, deliberate and take such action as appropriate. ES -014: RFA 2014 -03 Review of communications filed 9/16/14, requesting appeal of denial of classification or reclassification by Acting Director of Personnel Services ES -015: 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. (On- going) An Equal Opportunity Employer ES -016: 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 RETURN TO OPEN SESSION Ratify Commission actions taken in Executive Session for items: ES -013, ES -014, ES -015, and ES -016 APPROVAL OF MINUTES Open Session Minutes of September 23, 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) DIRECTOR'S REPORT CSC 2014 -12 a. Weekly Report Ending September 18, 2014 b. Weekly Report Ending September 25, 2014 c. Weekly Report Ending October 2, 2014 d. Weekly Report Ending October 9, 2014 ANNOUNCEMENTS Next Meeting: Tuesday, November 25, 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 Civil Service Commission — October 28, 2014 Page 12 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 — October 28, 2014 Page 13 COUNTY OF KAUAI Minutes of Meeting OPEN SESSION ' � I '17 Board/Committee: CIVIL SERVICE COMMISSION Meeting Date September 23, 2014 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room 3 Start of Meeting: 3:00 p.m. I End of Meeting: 5:10 p.m. Present Chair John Low; Vice Chair Roy Morita. Members: Cathy Adams; Nancy Golden; Elizabeth Hahn (3:05 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; Administrative Aide Teresa Tamura. Special Guest: The Honorable Mayor Bernard P. Carvalho, Jr. Excused Absent I SUBJECT DISCUSSION ACTION Call To Chair Low called the meeting to order at 3:00 Order/Roll Call m. with 6 members present. Mayor Carvalho thanked the Commissioners for all the work they do for the County of Kauai. On September 2, Mayor Carvalho said he sent a directive to all department heads requesting input on how to make a change internally in how we manage ourselves, how we become more effective and more responsible, to look at the responsibility that is placed on the department heads and deputies in how they manage, and to look at the operational piece. Every department head and deputy is required to develop a written organizational plan on how they can 1) improve service to the internal and external customer (be more responsive to co- workers & the public); 2) improve operational efficiency and effectiveness (not doing it faster but doing it better); 3) reduce personnel costs (this does not mean eliminating positions, but to look at alternatives such as consolidating /transferring/sharing functions between divisions or departments, freezing/downgrading vacant positions); 4) recommendations must be realistic and achievable (legally permissible and acceptable to the unions as well). The department heads were asked to respond back to the Mayor b November 1 or sooner on what they have to say and how Civil Service Commission Open Session September 23, 2014 Page 2 SUBJECT DISCUSSION ACTION they look at their individual departments based on these 4 areas, and overall to do things better. Mr. Morita asked the Mayor how DPS would reduce their costs with the increased duties and personnel they are now tasked with. The Mayor said he is challenging them to look at their expenses, and how to do more with less. Overall, we are looking at consolidation of duties and delegating others elsewhere to make it less on each department without losing our effectiveness in how we manage ourselves overall. That is being asked of all departments; it is not necessarily getting rid of positions, but how we can shift duties and responsibilities among the agencies and departments. The Mayor also introduced the Customer Service Mission Statement and County of Kauai Values Statement, which was developed internally by County employees. Approval of Open Session Minutes of August 26, 2014 Ms. Adams moved to approve the minutes as Minutes circulated. Mr. Morita seconded the motion. Motion carried 7:0 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 the HRIS committees and sub - committees are still meeting regularly to go over issues. A topic of discussion is the leave sharing program, which was done manually, but we are working on getting it automated. The program itself and the policy has been completed, which Mr. Takatsuki and Ms. Rapozo have reviewed and made comments on so hopefully it is a go. An 89 -day employee has been hired to help with worker's comp and to assist the larger departments in reconciling their leave accruals. Negotiations are stalling out because of the governor's race. Ms. Adams asked who the final approving authority is for the leave sharing program. Mr. Takatsuki explained that DPS reviews the request when it comes in, and if they meet all the requirements then the director or desi ee will approve. DPS will Civil Service Commission Open Session September 23, 2014 Page 3 SUBJECT DISCUSSION ACTION then solicit donations from the departments. Mr. Morita followed up on the Mayor's discussion regarding cost cutting by saying that since the Commission is supposed to oversee part of DPS' budget if the department encounters any difficulties the Commission will support DPS 100% with any cost issues. Chair Low stated that when the transition is done from all of the recommendations made by the TaskForce Committee and implemented that in and of itself should save the County money; combined with the HRIS will be another money saver. Director's CSC 2014 -10 a. Weekly Report Ending August 14, 2014 Reports b. Weekly Report Ending August 28, 2014 c. Weekly Report Ending September 4, 2014 d. Weekly Report Ending September 11, 2014 Mr. Takatsuki distributed a copy of the Department's annual report to the Mayor (on file). Overall the Department has met the goals they established for the past fiscal year. Ms. Hahn moved to receive the Director's Reports. Ms. Adams seconded the motion. Motion carried 7:0 Business 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. Chair Low noted that he and Vice Chair Morita were greatly assisted by Mr. Takatsuki in providing the technical information to the Salary Commission. It was interesting in that we were not the only department there; the Prosecuting Attorney's Office and the Fire Department were also present. The Fire Chief gave an extensive description of the issue as he saw it. A lot of the department heads have not had a salary increase in seven years, and inversions have caused people below them to make a lot more money than the department heads, and Civil Service Commission Open Session September 23, 2014 Page 4 SUBJECT DISCUSSION ACTION that is an issue. The Salary Commission is concerned about that and they were advised that their responsibility is setting a reasonable gap; it is Administration's responsibility in determining where department heads should be on that scale with Council's responsibility being what they are willing to fund. We explained that the two biggest things we saw was moving the position up to provide a wage that was commensurate with the responsibilities, and getting the HRIS system going at the pace it should be going. They didn't ask too many questions except for little issues they didn't quite understand like who was handling what, and they did not realize DPS was handling payroll for the entire County. Chair Low felt they would move in a positive direction, but it will not happen before the end of the year. They seem to want to take everybody as a whole package. They were really concerned that it is going on seven years without pay increases while the employees have been getting raises almost yearly. They seemed to understand our position and want to help us. Mr. Morita agreed with the Chair that it was nice the Commission is looking at going across the board as opposed to just the four departments that were there. It was impressive when the County Council and the budget were mentioned and the Vice Chair said they were not there to discuss budget, but to discuss the setting of the ceiling of the salaries. That was the right way to look at it versus this is going to cost a lot of money. Chair Low said in the end we made it clear to the Commission that if they did choose to move it to the higher level we were not saying that would immediately be the pay. Executive Deputy Attorney Nick Courson read the Hawai'i Session Revised Statutes provision as detailed on the agenda to take the Commission into Executive Session for ES -010 to approve Executive Minutes of 8/26/14, ES -011: CSC 2014 -05 for discussion and implementation of the hiring of the Personnel Director, and ES -012: RFA 2014- 02 to review a request rejecting an applicant's Civil Service Commission Open Session September 23, 2014 Page 5 SUBJECT DISCUSSION ACTION application. Ms. Adams moved to go into Executive Session at 3:28 p.m. Mr. Morita seconded the motion. Motion carried 7:0 Return to Open Ratify Commission actions taken in Executive Session for items: The meeting resumed in Open Session at 5:08 Session ES -010, ES -011 and ES -012 p.m. Ms. Adams moved to ratify the Commission's actions as follows: ES -010: Approved as circulated ES -011: Approved as discussed with special meeting to be scheduled for early November ES -012: Approved to request additional information from DPS Ms. Matsumoto seconded the motion. Motion carried 7:0 Announcements Next Meeting: Tuesday, October 28, 2014 — 2:00 p.m. Adjournment The meeting was adjourned at 5:10 p.m. Submitted by: Barbara Davis, Staff Support Clerk Reviewed and Approved by: () Approved as circulated. () Approved with amendments. See minutes of meeting. John Low, Chair Bernard P. Carvalho, Jr. Mayor Nadine K. Nakamura Managing Director DEPARTMENT OF PERSONNEL SERVICES County of Kauai, State of Hawaii 4444 Rice Street, Suite 140, Lihu`e, Hawaii 96766 TEL (808) 241 -4956 FAX (808) 241 -6593 WEEKLY REPORT Week of 9 -18 -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; no response from the department. Continue to work on the re- organization of the Construction Management Section of the Water Department. Working with staff of the County Attorney's Office for describing positions; working on position descriptions. Reviewing and researching information for Grants Program Manager class. Reviewing and getting information on arbitration cases. Research and gathering information from other jurisdiction in response to requests received from the Water Department. Working with the other jurisdiction with the Equal Pay Committee in organizing a meeting to discuss classification issues /concerns. 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- ANEQUAL OPPORTUNITYEMPLOYER -r I 1 g //,� 17 -14), Police Records Clerk (9- 17 -14). Written exam scheduled: Pipefitter 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- 29 -14), Police Services Officers Physical Readiness Standards Testing (11- 16 -14). Referred list for: Bus Driver, Groundskeeper, Legal Clerk III, Park Caretaker I. Administrative Review for Customer Service Representative II on 9- 10 -14. • 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, seventh day provision, 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 for October 2, 2014. Completed and sent information 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 II BU 1 grievance to the Union. Working on completing the BU 1 Grievance. Met with UPW to discuss grievances on 9 -12- 14. • Working with HGEA and Transportation and Finance - Driver's Licenses to resolve employees' complaints. • 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 on -site clinics. • First Aid/CPR training held on 9 -16 -14 of which twenty three (23) of twenty four (24) attended. Additional training scheduled for September 23, 2014 and October 20, 2014. • Completed evaluation for one (1) Parks employee who is currently on light duty on his ability to operate various equipment/vehicles. • Working with Attorney's office to provide information for a Hawaii Civil Rights Commission case that failed to settle through mediation. • Departments informed of up- coming DISC - Exploring Behavioral Styles/Interpersonal Skills training on October 2, 2014; all forty (40) slots are filled. • Working with KCC -OCET to schedule "How to Handle Difficult Customers" training primarily for Public Works -Solid Waste but will also open to all County departments. • Worked on up- dating Space Plan for the departments needs for the next five (5) to ten (10) years and sent report in. • 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 procedures for the Leave Sharing Program; reviewed and made comments on the Leave Sharing Program. Working on completing the Leave Sharing Policy. Need to work on the Central Donation Bank being that an active employee will start receiving in the up- coming pay period. • Did presentation on value statement to the Employee Council on 9 -11 -14 and they were asked to consider completing the value action log. • New Employee Orientation: three (3) were processed one each for Public Works - Wastewater, Transportation and Parks and Recreation. • 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. • 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 UPW step II grievance and working on the second grievance after meeting with the Union. • Attended the Salary Commission meeting on 9 -15, 2014. • Payroll: Worked on request from Transportation in setting up employee to work occasionally or sporadically on a part-time basis for the same public agency in a different capacity from their regular employment. Orientation to be held for new FHB direct deposit scheduled for activation next payroll 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) 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 re- scheduled for 9- 30 -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 MS; 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, Lthu`e, Hawaii 96766 TEL (808) 2414956 FAX (808) 241 -6593 WEEKLY REPORT Week of 9 -25 -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, complete discussion and review of the classes from the other jurisdictions; on hold for now. 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; on hold for now. Completed the re- organization review of the Construction Management Section of the Water Department; will work with the department regarding our findings and adoption of new class. Worked with staff of the County Attorney's Office for describing positions; work on the position descriptions completed, need for review and take final action. Reviewing and researching information for Grants Program Manager class. Reviewed re- organization from Finance Department; TO, and if necessary document were completed. Reviewing and getting information on arbitration cases. Working with the other jurisdiction with the Equal Pay Committee in organizing a meeting to discuss classification issues /concerns. • 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: None. Written AN EQUAL OPPOR TUNITY EMPL 0 YER /- �� exam scheduled: Assisting Building Inspector (9- 29 -14), Supervising Plumbing Inspector (9- 29 -14), Senior Clerk (10 -9 and 14 and 27 -14), Police Records Clerk (10- 28 -14), Fire Fighter II and III and Captain (10/29- 31/14), Police Services Officer (11/13 - 15/14). Performance test: Lifeguard (9- 29 -14), Police Services Officers Physical Readiness Standards Testing (11- 16 -14). Referred list for: Janitor II and I, Real Property Appraiser IV, School Crossing Guard, and Solid Waste Worksite Attendant. Administrative Review: None. • 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, seventh day provision, and seniority. • Negotiations: Prepared for meeting with UPW to discuss re- pricing consideration and the process to be used. Reviewed history of re- pricing for up- coming meeting with Union for October 2, 2014. Tele- conference with the other jurisdiction to discuss BU 14 and the Union's request to work on TA for those Articles that are the same that were submitted by the parties. Working on completing Step II BU 1 grievance to the Union. • 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 on -site clinics. • First Aid/CPR training held on 9 -23 -14 of which eighteen (18) of twenty four (24) attended. Additional training scheduled for October 20, 2014 for the Water Department. Also researching the possibility of having AEDs at County facilities. • Continue to work with the County Attorney's Office to provide information for a Hawaii Civil Rights Commission case that failed to settle through mediation. • Completed training for one (1) Public Works' employee on the #267 Ford 450 Boom Truck (Electrician Boom Truck). • DISC- Exploring Behavioral Styles/Interpersonal Skills training on October 2, 2014; all forty (40) slots are filled but making last minute changes due to cancellations. • 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 procedures for the Leave Sharing Program; reviewed and made comments on the Leave Sharing Program. Working on completing the Leave Sharing Policy. Need to work on the Central Donation Bank being that an active employee will start receiving in the up- coming pay period. • One (1) workers' compensation case was reviewed with follow -up with affected department. • Participated as member of the Vacancy Review Committee meeting held to review a request from one of the County department. • Completed BU 1 pay increase effective 10 -1 -14. • New Employee Orientation: None. • 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. • Continue to review cases, schedule hear for Step II and III grievances and complete responses for Step II and III hearing for HGEA, SHOPO and UPW. Working on response to Step 2 UPW grievance after meeting with the Union. • Payroll: Working on request from budgeting to allocate vacation payout directly to expending departments. Creating leave sharing County Pool Accrual Bank Account. Working on PTS Deferred Compensation Plan; difficult to extract true part time eligible participants; currently reviewing report and extracting ineligible employees. 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) 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. Sub - committee meetings held to discuss labor rules /pay codes with IT. Next meeting re- scheduled for 9- 30 -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, Lihu`e, Hawaii 96766 TEL (808) 241 -4956 FAX (808) 241 -6593 WEEKLY REPORT Week of 10 -2 -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, complete discussion and review of the classes from the other jurisdictions; on hold for now. 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 re- organization review of the Construction Management Section of the Water Department; working on adopting new class. Worked with staff of the County Attorney's Office for describing positions; work on the position descriptions completed, completed and took action. Continue to review and research information for Grants Program Manager class. Reviewing and getting information on arbitration cases. Working with the other jurisdiction; Equal Pay Committee in organizing a meeting to discuss classification issues /concerns. a 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: None. Written exam scheduled: Senior Clerk (10 -9 and 14 and 27 -14), Police Records Clerk (10- 28 -14), Fire Fighter II and III and Captain (10/29- 31/14), Police Services Officer (11/13- 15/14). Performance test: Lifeguard (9- 29 -14), Police Services Officers Physical Readiness Standards Testing (11- 16 -14). Referred list for: AN EQUAL OPPORTUNITY EMPLOYER /%2- //y Clerk Dispatcher I and II, Pipefitter Helper, Park Maintenance Administrator, Solid Waste Worksite Attendant, and Assistant Building Inspector.. Administrative Review: None. • 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, seventh day provision, and seniority. • Negotiations: Met with UPW to discuss re- pricing consideration and the process to be used. Agreed to form a Sub - committee to develop a process the Union requested. Discussed issues relative to BU 14; the Union wanted a member from the Employer to meet and discuss similar articles that may require cosmetic changes. Agreed to have someone from the Employer's side meet with the Union; there will be no tentative agreement until the new administrative is in place. Working on completing Step II BU 1 grievance to the Union. Scheduled Step III SHOPO hearing. • First Aid/CPR training scheduled for October 20, 2014 for the Water Department. Also continue to research the possibility of having AEDs at County facilities. • Continue to work with the County Attorney's Office to provide information for a Hawaii Civil Rights Commission case that failed to settle through mediation. • Quarterly workers' compensation claims reviews scheduled for October 21 St; all affected departments notified of schedule and claims that will be reviewed. • Assisted Mayor's office in dealing with employees subject to broken air conditioning unit in the Kapule Building. • Request from Public Works to complete driver improvement training for two (2) employees following accident/near miss; video portion scheduled for October 7th; hands on training to be scheduled at a later date. • Completed training for one (1) Public Works' employee on the 12 Cubic Yard Dump Truck #094 Peterbilt. • DISC - Exploring Behavioral Styles/Interpersonal Skills held on October 2, 2014; thirty five (35) of the forty (40) participants attended the training. • Conference call held with OSHA investigator to discuss findings of an investigation. • 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 procedures for the Leave Sharing Program; reviewed and made comments on the Leave Sharing Program. Working on completing the Leave Sharing Policy. Need to work on the Central Donation Bank being that an active employee will start receiving in the up- coming pay period. • Completed BU 1 pay increase effective 10 -1 -14. • New Employee Orientation: Police Department (1) Crime Scene Specialist I. • 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. • TDI - Completed departmental payroll section since the department personnel left. • Worked on vacation payout deferral calendar; will finalize and circulate and post on share- point. Also added FMLA, Direct Deposit, EC -1, W4 and HW -4 forms on share- point. • Continue to review cases, schedule hear for Step II and III grievances and complete responses for Step II and III hearing for HGEA, SHOPO and UPW. Working on response to Step 2 UPW grievance after meeting with the Union. • Payroll: Continue to work on request from budgeting to allocate vacation payout directly to expending departments; creating leave sharing County Pool Accrual Bank Account. Working on PTS Deferred Compensation Plan; difficult to extract true part time eligible participants; currently reviewing report and extracting ineligible employees; worked on and completed new codes for Police Split Shift. . Personnel /Changes/Risk Management: Issues /Concerns: • Discussion held with the Union regarding the issue of "Re- pricing" that the Unit wanted to address; Employer to form a sub - committee to discuss and set up a process for re- pricing. Meeting with Union (UPW) held on 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: Met on September 30 th; leave donation policy and procedures being finalized; turning off ability to override payroll codes in not doable -memo to departments will be sent out to inform them of such; departments continue to work to reconciling leave accruals; sub - committee meetings held to finalize access security issues and labor rules. Next meeting scheduled for October 30''. • 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, LYhu`e, Hawaii 96766 TEL (808) 241 -4956 FAX (808) 241 -6593 WEEKLY REPORT Week of 10 -9 -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, complete discussion and review of the classes from the other jurisdictions; on hold for now. 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. Working on new class for Water Department construction management section. Completed request form the County Attorney's Office for describing positions. Continue to review and research information for Grants Program Manager class. Reviewing and getting information on arbitration cases. Working with the other jurisdiction; Equal Pay Committee in organizing a meeting to discuss classification issues /concerns. Looking into the re- pricing issues for UPW and for other BUs state wide. • 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: Police Services Officer (10 -8 -14 to 12- 3 -14), Winter Enrichment Program. Written exam scheduled: Senior Clerk (10 -9 and 14 and 27 -14), Police Records Clerk (10 -28- 14), Fire Fighter II and III and Captain (10/29- 31/14), Police Services Officer (11/13 - 15/14). Performance test: Police Services Officers Physical Readiness ANEQUAL OPPORTUNITYEMPLOYER Standards Testing (11- 16 -14). Referred list for: None. Administrative Review: None. Preparing for CSC appeal for Dispatcher II. • 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, seventh day provision, and seniority. • Negotiations: Reviewing information provided by member of sub - committee for later discussion on the UPW re- pricing consideration and the process to be used. State and City staff to meet with the Union to discuss issues relative to BU 14; only discuss similar articles that may require cosmetic changes. Worked on and completed Step II BU 1 grievance to the Union. Scheduled Step III SHOPO hearing for 10- 17 -14. • First Aid/CPR training scheduled for October 20, 2014 for the Water Department. Also continue to research the possibility of having AEDs at County facilities. • How to Handle Difficult Customers training scheduled for the 20th of October and the 22nd of October; all sixty (60) slots filled. • The first quarterly report on new hires, transfers, reallocations, promotions and vacancies submitted to the County Council. • Quarterly workers' compensation claims reviews scheduled for October 2lst; all affected departments notified of schedule and claims that will be reviewed. • Assisted OED Director and Finance Director in facilitation and resolving interpersonal conflict between agencies and coordinating an EAP Formal Supervisory Referral for one of their employees respectively. • Request from Public Works to complete driver improvement training for two (2) employees following accident/near miss; video portion scheduled for October 7, 2014 was postponed until October 10, 2014 because employees were out sick. Hands on training is scheduled for November 5, 2014. • Tentatively set a date for the "A Day in the Life of an Effective Supervisor" workshop for Tuesday, January 27, 2015. • Sent to departments /agencies the new workers' compensation forms and procedures; new /revised forms were added to SharePoint. • 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 procedures for the Leave Sharing Program; reviewed and made comments on the Leave Sharing Program. Working on completing the Leave Sharing Policy. Need to work on the Central Donation Bank being that an active employee will start receiving in the up- coming pay period. • Pre - employment: Transportation (1), Prosecuting Attorney (2), County Attorney (2), Water (1), Planning (1); Orientation 10 -16 -14 for Bus Driver Substitutes, Janitor II, Deputy Prosecuting Attorney and Liquor Investigator Trainee. • Working on Winter Enrichment Program Hires; effective 12 -22 -14 to 1 -9 -15. Hiring 30 employees. • 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. • Continue to review cases, schedule hear for Step II and III grievances and complete responses for Step II and III hearing for HGEA, SHOPO and UPW. Working on response to Step 2 UPW grievance after meeting with the Union. • Payroll: Provided information to Deferred Compensation Board regarding no of eligible employees in ERS. Working on PTS Deferred Compensation Plan; will focus on summer and winter part time employees as indicated on estimated cost savings. Scheduled some time training time with SunGuard for Monday October 13, 2014 on how to use and/or setup some hours codes along with Accrual maintenance for: 1. Workers Compensation payment; 2. Workers Compensation retro payment; 3. Leave Without Pay reversal — retro grievances (COK Modification). Worked on how to track Accrual Pool and setup review, to track and report Accrual History. UPW pay increase completed 10 -1 -14 and work on mass rate change for 10- 17 -14. Personnel /Changes/Risk Management: Issues /Concerns: • Discussion held with the Union regarding the issue of "Re- pricing" that the Unit wanted to address; Employer to form a sub - committee to discuss and set up a process for re- pricing. Meeting with Union (UPW) held on 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: Leave donation policy and procedures being finalized; turning off ability to override payroll codes in not doable -memo to departments will be sent out to inform them of such; departments continue to work to reconciling leave accruals; sub - committee meetings held to finalize access security issues and labor rules. Next meeting scheduled for October 30th (Task Force will be re- visiting the option of a new HIRS system). • 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.