Loading...
HomeMy WebLinkAbout2014_1125_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, November 25, 2014 2:00 p.m. or shortly thereafter Mo'ikeha Building, Liquor Conference Room 3 4444 Rice Street, L-ihu'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 -017 Executive Session Minutes of October 28, 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 -018: RFA 2014 -03 Review of communications filed 9/16/14, requesting appeal of denial of classification or reclassification by Acting Director of Personnel Services (On- going) a. Communication from appellant withdrawing their request for an appeal An Equal Opportunity Employer ES -019: 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 -017, ES -018, and ES -019 APPROVAL OF MINUTES Open Session Minutes of October 28, 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 -13 a. Weekly Report Ending October 16, 2014 b. Weekly Report Ending October 23, 2014 c. Weekly Report Ending October 30, 2014 d. Weekly Report Ending November 16, 2014 ANNOUNCEMENTS Next Meeting: Tuesday, December 16, 2014 — 2:00 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 — November 25, 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 Civil Service Commission Attn: Barbara Davis Office of Boards & Commissions 4444 Rice Street, Suite 150 Llhu`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 — November 25, 2014 Page 13 COUNTY OF KAUAI Minutes of Meeting OPEN SESSION � =JY Iry Board/Committee: I CIVIL SERVICE COMMISSION Meeting Date I October 28, 2014 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room 3 Start of Meeting: 2:01 p.m. I End of Meeting: 3:41 p.m. Present Chair John Low; Vice Chair Roy Morita. Members: Cathy Adams; Nancy Golden; Elizabeth Hahn (2:08 p.m.); Richard Jose; Karen Matsumoto Also: Deputy County Attorney Nick Courson; Acting Personnel Services Manager Thomas Takatsuki; Boards & Commissions Office Staff: Support Clerk Barbara Davis; Administrator Paula Morikami. Excused Absent SUBJECT DISCUSSION ACTION Call To Chair Low called the meeting to order at 2:01 Order/RoIl Call m. with 6 members present. Executive Ms. Adams moved to go into Executive Session Session at 2:02 p.m. Mr. Morita seconded the motion. Motion carried 6:0 Chair Low read the Hawai'i Revised Statutes provision as detailed on the agenda to take the Commission into Executive Session for ES -013 to approve the Executive Minutes of 9/23/14 and ES -014: RFA 2014 -03 to review a request for an appeal of denial of classification or reclassification by the Acting Director of Personnel Services, ES -015: RFA 2014 -02 requesting reconsideration by the Department of Personnel Services' decision to reject applicant's application and ES -016: CSC 2014 -05 for discussion and implementation of the hiring of the Personnel Director. Civil Service Commission Open Session October 28, 2014 Page 2 SUBJECT DISCUSSION ACTION Return to Open Ratify Commission actions taken in Executive Session for items: The meeting resumed in Open Session at 3:26 Session ES -013, ES -014, ES -015 and ES -016 p.m. Mr. Morita moved to ratify the Commission's actions. Ms. Hahn seconded the motion. Motion carried 7:0 Approval of Open Session Minutes of September 23, 2014 Mr. Jose 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 noted the continued work on the HRIS, and completing the leave sharing program in which the policies and procedures were redone. We are working on setting up a central bank whereby the employee contribute vacation hours, which are put into the bank so whenever there is a request from an individual in need the leave is donated from the bank. The Task Force wants to revisit the option of a new HRIS system and find something that is more HR run with a payroll driven system so everything is current to date. Ms. Matsumoto suggested the Task Force talk with the other jurisdictions explaining they encountered problems when they tried to update their systems. Ms. Adams asked for the Department's plan to meet the Mayor's November 1 deadline for making changes, and how the Commission can support them. Mr. Takatsuki noted he is still working on the plan and will have it completed by the 1St. Ms. Adams noted at one point there was discussion on having a Deputy Director rather than two managers, and could be something for consideration. She further supported the idea of growing your own. Ms. Hahn pointed out that the performance test for lifeguards listed in the 10 -2 -14 report Civil Service Commission Open Session October 28, 2014 Page 3 SUBJECT DISCUSSION ACTION had already taken place on 9 -29 -14 with another typo in the HRIS Task Force progress report. Director's CSC 2014 -12 a. Weekly Report Ending September 18, 2014 Reports b. Weekly Report Ending September 25, 2014 c. Weeklyeport Ending October 2, 2014 d. Weekly Report Ending October 9, 2014 Ms. Golden moved to receive the reports. Ms. Hahn seconded the motion. Motion carried 7:0 Announcements Next Meeting: Tuesday, November 25 at 2:00 p.m. noting that there is a special meeting scheduled for November 7 at 3:00 p.m. Adjournment Ms. Adams moved to adjourn the meeting at 3:41 p.m. Mr. Morita seconded the motion. Motion carried 7:0 Submitted by: Barbara Davis, Staff Support Clerk () Approved as circulated. () Approved with amendments. See minutes of Reviewed and Approved by: 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, Lgiu`e, Hawaii 96766 TEL (808) 241 -4956 FAX (808) 241 -6593 WEEKLY REPORT Week of 10 -16 -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 finalizing a new class for Water Department construction management section. Continue to review and research information for Grants Program Manager class. Worked on and completed report to commission on an appeal filed by an employee. Working in assisting the Police Department regarding a class; awaiting information from the department. Reviewing and researching classification request from the Planning Department and DPW. Reviewing and getting information on arbitration cases. Working with the other jurisdiction on an Equal Pay Committee meeting; time set for October 22, 2014 in Honolulu. Continue to look 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- 14 -14, Police Records Clerk (10- 28 -14), Fire Fighter ANEQUAL OPPORTUNITYEMPLOYER /D / /(o //y II and III and Captain (10/29- 31/14), Police Services Officer (11/13- 15/14). Performance test: Police Services Officers Physical Readiness Standards Testing (11- 16 -14). Referred list for: Civil Engineer III, Heavy Vehicle Construction Equipment Mechanic. 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, internal movement and seniority. • Negotiations: Continue to review information provided by member of the 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. Step III SHOPO hearing held on 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 quarterly workers' compensation claims review scheduled for October 21, 2014; sent out WC claims Report to affected departments in preparation for next meeting. • Completed the first of two parts of the 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 to be scheduled. • Tentatively set a date for the "A Day in the Life of an Effective Supervisor" workshop for Tuesday, January 27, 2015. • Starting October 16, 2014, a 20 minute DVD on General Safety Orientation will be played for all new hires during their orientation. The DVD covers: Slips, Trips, and Falls; Back Safety; and other topics. • Staff attended the Kauai Employment Law Seminar hosted by the Kauai Chamber of Commerce on October 9, 2014. • Provided report to the Mayor on status of employee's WC Claim (Vocational Rehab). • 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. • New hire orientation 10- 16 -14: Transportation (3), Deputy Prosecuting Attorney (1), Liquor Investigator Trainee (1) and Public Works (1).. • 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. BU 12 grievance hearing heard on 10 -17, 2014. • Payroll: Worked on and provided information to ERS regarding providing reimbursement of contribution to an employee. Working on PTS Deferred Compensation Plan; will focus on summer and winter part time employees as indicated on estimated cost savings. Scheduled training time with SunGuard on 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: • On -going discussions to discuss the issue of "Re- pricing" that the BU 1 wanted to address; Employer to formed a sub - committee made up the City's Deputy Director of Human Resources, Maui's Personnel Director and member for the State to discuss and set up a process for re- pricing. Issue to be discussed at the Equal Pay Committee meeting scheduled for 10- 22 -14. • The HRIS is still a work in progress. Sub - committee working on gathering information. • Continue to reduce backlog of classification requests but significant amounts of new requests are being submitted for review. • 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; will be 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 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, L-Aiu`e, Hawaii 96766 TEL (808) 241 -4956 FAX (808) 241 -6593 WEEKLY REPORT Week of 10 -23 -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 finalizing a new class for Water Department construction management section. Continue to review and research information for Grants Program Manager class. Working in assisting the Police Department regarding a class; still no information from the department. Reviewing and researching classification request from the Planning Department and DPW -Solid Waste. Reviewed information and scheduled desk audit for October 27, 2014, for class at Real Property Division. Attended Equal Pay Committee meeting on October 22, 2014 in Honolulu. Continue to look 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- 27 -14, Police Records Clerk (10- 28 -14), Police Service Officers (11- 13 -14), Fire Fighter II and III and Captain (11/19- 21/14). ANEQUAL OPPORTUNITYEMPLOYER 0/2 3 %I� Performance test: None. Referred list for: None. Reviewing questions for promotional exam for Fire promotions; subject matter expert to review after completion of putting the test together. Preparing and reviewing other written exams. • Staff continues to provide contractual interpretations requested by departments /agencies. Responded to ongoing questions on types of promotions, Temporary assignment vs. temporary reallocation, transfers, overtime, mileage, standby pay, safety shoes, family leave, vacation and sick leave, administrative leave, military leave and other type of leaves, callout, meals, call out/call back, dual/PT employment, seventh day provision, internal movement and seniority. • Negotiations: Follow -up with issues /questions from the sub - committee regarding the UPW re- pricing after their meeting on 10- 22 -14. 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. Step III SHOPO hearing held on 10- 17 -14, awaiting information from the Union and working on response.. • First Aid/CPR training held on October 20, 2014 at the Water Department; twenty two of twenty four individuals attended. Another training is scheduled for January 22, 2015. • Fifty one employees attended training on "How to Handle Difficult Customers" training held on the 20'' of October and the 22 "d of October. • Thirty seven workers' compensation claims from Public Works, Parks, Water, Transportation, Finance, Fire, Police, and Mayor's Office were reviewed with FIRMS and Atlas Insurance on October 21, 2014. • Ten Public Works employees were recertified and one Public Works employee was certified on the Fork Lift #660.. • Tentatively set a date for the "A Day in the Life of an Effective Supervisor" workshop for Tuesday, January 27, 2015. • 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. • Working on Winter Enrichment Program Hires; effective 12 -22 -14 to 1 -9 -15. Hiring 30 employees. • Worked on and completed pre - employment for three employees that will start on 11 -3 -14, two on 11- 17 -14, and one on 12 -1 -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. • 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 for BU 12 grievance hearing held on 10 -17, 2014; asked for information and need to follow -up with County Attorney regarding comments made at the hearing. • Payroll: Worked on and completed reimbursement from ERS and finalized repayment of overpayment for employees. Working on PTS Deferred Compensation Plan; will focus on summer and winter part time employees as indicated on estimated cost savings. Worked on collective bargaining total salaries and fringe from 2008 to present. UPW pay increase completed 10 -1 -14 and mass rate completed on10- 17 -14. Worked on and finalized Leave Sharing. • Personnel/Changes/Risk Management: Issues /Concerns: • On -going discussions to discuss the issue of "Re- pricing" that the BU 1 wanted to address; sub - committee made up the City's Deputy Director of Human Resources, Maui's Personnel Director and member for the State met on October 22, 2014. Issue discussed at the Equal Pay Committee meeting on 10- 22 -14; awaiting report. • The HRIS is still a work in progress. Sub - committee working on gathering information. • Continue to reduce backlog of classification requests but significant amounts of new requests are being submitted for review. • 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. • We had two selected candidates decline job offers; one a Civil Engineer II and one a Customer Service Representative II. One indicated the pay was too low and expenses to move to Hawaii was too high and the other said the hiring process was to long. Progress on Strategic Plan Objects: • The HRIS Task Force: Leave donation policy and procedures being finalized. Tested implementing a central pool bank; test seemed to work -next step is in production. 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. 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, Lniu`e, Hawaii 96766 TEL (808) 241 -4956 FAX (808) 241 -6593 WEEKLY REPORT Week of 10 -30 -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 finalizing a new class for Water Department construction management section. Continue to review and research information for Grants Program Manager class. Working in assisting the Police Department regarding a class; still no information from the department. Reviewing and researching classification request from the Planning Department and DPW -Solid Waste. Desk audit on October 27, 2014, for class at Real Property Division and on 10 -29 -14 for position in the PW department. Reviewing new classes do determine FLSA designation. Continue to look into the re- pricing issues for UPW and for other BUs state wide. Staff attended Commission meeting for hearing of an appeal before the commission. • 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: Police Service Officers (I1- 13 -14), Fire Fighter II and III and Captain (11/19- 21/14). Performance test: None. Referred list for: Assistant AN EQUAL OPPOR TUNITY EMPL 0 YER /0/_36//y Water plant Operator, Clerk Dispatcher II, Police Records Clerk. Reviewing questions for promotional exam for Fire promotions; subject matter expert to review after completion of putting the test together. Preparing and reviewing other written exams. • Staff continues to provide contractual interpretations requested by departments /agencies. Responded to ongoing questions on types of promotions, Temporary assignment vs. temporary reallocation, transfers, overtime, mileage, standby pay, safety shoes, family leave, vacation and sick leave, administrative leave, military leave and other type of leaves, callout, meals, call out/call back, dual/PT employment, seventh day provision, internal movement and seniority. • Negotiations: Follow -up with issues /questions from the sub - committee regarding the UPW re- pricing after their meeting on 10- 22 -14. 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. Working on step III SHOPO hearing; requested extension from the Union. Awaiting information and need to seek information from the County Attorney's Office regarding other pending issues. • First Aid/CPR training scheduled for January 22, 2015; twenty signed up, max is twenty four employees. • Working on securing written bids for final as well as on -going series of Hep B shots for current and new employees. • Return to work meeting held with Department of Finance employee to discuss employment options given the permanent restriction do not allow the individual to return to the individual's usual and customary duties; employee has thirty (30) days to respond. • Continue to work with Department of Finance in ensuring that employees completes Anger Management sessions before /prior to returning to work. • Tentatively set a date for the "A Day in the Life of an Effective Supervisor" work shop for Tuesday, January 27, 2015. • 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. • 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 for BU 12 grievance hearing held on 10 -17, 2014; asked for information and need to follow -up with County Attorney regarding comments made at the hearing. • Payroll: Worked on PTS code; Finalizing Leave Sharing payroll processing documentation; Working on State withholding report; and preparation for HFFA retro dues. Staff attended Deferred Compensation Board meeting on Hawaii County. Continue to work on collective bargaining total salaries and fringe from 2008 to present; hopefully with IT's help we will be able to retrieve the information. Personnel/Changes/Risk Management: Issues /Concerns: • On -going discussions to discuss the issue of "Re- pricing" that the BU 1 wanted to address; sub - committee made up the City's Deputy Director of Human Resources, Maui's Personnel Director and member for the State met on October 22, 2014. Reviewing the information compiled by the sub - committee and will discuss at a meeting scheduled for the 7t' of November. • The HRIS is still a work in progress. Sub - committee working on gathering information. • Continue to reduce backlog of classification requests but significant amounts of new requests are being submitted for review. • 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. Implementing a central pool bank; processing of leave sharing hours are being finalized; 89 day hire continues to work on Parks' accruals and is nearing completion. 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. 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, Lniu`e, Hawaii 96766 TEL (808) 241 -4956 FAX (808) 241 -6593 WEEKLY REPORT Week of 11 -6 -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 fmalize 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 finalizing a new class for Water Department construction management section and other request for clerical positions. Completed new classes and sent to other jurisdiction; awaiting responses. Worked on a new class for Grants Program Manager; reviewing at this moment. Working in assisting the Police Department regarding a class; still no information from the department. Reviewing and researching classification request from the Planning Department; awaiting information for the department. Looking into Public Works request for Solid Waste types of classes. Continue to review new classes do determine FLSA designation. Continue to look into the re- pricing issues for UPW and for other BUs state wide. Reviewing Ocean Safety Bureau positions, working on desk audit for Tax Relief Services Technician, desk audit for Plant Electrical/Electronic Equipment Repairer, assisted OED by working on re- description of the Program Compliance Officer position. , Staff attended Commission meeting for hearing of an appeal before the commission. • 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 ANEQUAL OPPORTUNITYEMPLOYER 11/6/14 updating our NEOGOV site to change the process of accepting applications for Intra, Inter and Open recruitment. New recruitment opened: None. Written exam scheduled: Police Service Officers (11- 13 -14), Fire Fighter II and III and Captain (11/19- 21/14), Police Services Officer (2/4 or 5/2015). Performance test: Fire Fighter II (12- 3 -14). Referred list for: 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, internal movement and seniority. • Negotiations: Reviewed information (issues /questions) from the sub - committee regarding the UPW re- pricing and attended meeting to discuss and make decisions regarding our position. Continue to work on step III SHOPO hearing; requested extension from the Union. Awaiting information and need to seek information from the County Attorney's Office regarding other pending issues. • First Aid/CPR training scheduled for January 22, 2015; twenty signed up, max is twenty four employees. • Working on securing written bids for final as well as on -going series of Hep B shots for current and new employees. • Attended Council meeting for quarterly report on liability claims. • Researching need for hard hats for employees that work at the Golf Course. • Tentatively set a date for the "A Day in the Life of an Effective Supervisor" work shop for Tuesday, January 27, 2015. • 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. • 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 for BU 12 grievance hearing held on 10 -17, 2014; asked for information and need to follow -up with County Attorney regarding comments made at the hearing. • Payroll: Continue to work on PTS code; Work on finalizing Leave Sharing payroll processing documentation; Working on State withholding report; and preparation for HFFA retro dues. Staff attended Deferred Compensation Board meeting (Honolulu). Continue to work on collective bargaining total salaries and fringe from 2008 to present; hopefully with IT's help we will be able to retrieve the information. Personnel/Changes/Risk Management: Issues /Concerns: • On -going discussions to discuss the issue of "Re- pricing" that the BU 1 wanted to address; sub - committee made up the City's Deputy Director of Human Resources, Maui's Personnel Director and member from the State met; came up with procedures and a meeting scheduled for the 7h of November to discuss the next step in the process in responding to the Union.. • The HRIS is still a work in progress. Sub - committee working on gathering information. • Continue to reduce backlog of classification requests but significant amounts of new requests are being submitted for review. • 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: Revised Leave Sharing policy and processing of leave sharing hours completed and ready to be rolled out. Meeting with Public Works to discussed accruals as 89 day hire finalizing work with Parks accruals. Next meeting scheduled for November 15. • 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. • The completion of the review of the Leave Sharing policy and the processing of leave sharing hours. • Continued work to reducing the backlogged classification requests.