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HomeMy WebLinkAbout2014_1216_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, December 16, 2014 2:00 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 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 -020 Executive Session Minutes of November 7, 2014 ES -021 Executive Session Minutes of November 25, 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 -022: RFA 2014 -02 Appeal filed against the Acting Director of Personnel dated 10/31/14 requesting reconsideration of the Department of Personnel Services' decision to reject applicant's application. An Equal Opportunity Employer RETURN TO OPEN SESSION Ratify Commission actions taken in Executive Session for items: ES -020, ES -021, and ES -022 APPROVAL OF MINUTES Open Session Minutes of November 7, 2014 Open Session Minutes of November 25, 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 -14 Election of Chair and Vice Chair for calendar year 2015 DIRECTOR'S REPORT CSC 2014 -15 a. Weekly Report Ending November 6, 2014 b. Weekly Report Ending November 13, 2014 c. Weekly Report Ending November 20, 2014 d. Weekly Report Ending November 27, 2014 ANNOUNCEMENTS Next Meeting: Tuesday, January 27, 2015 — 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 — December 16, 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 Lihu`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 — December 16, 2014 Page 13 0 COUNTY OF KAUAI Minutes of Special Meeting OPEN SESSION =11bbl" Board/Committee: I CIVIL SERVICE COMMISSION Meeting Date I November 7, 2014 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room 3 Start of Meeting: 3:01 p.m. I End of Meeting: 4:28 p.m. Present Chair John Low; Vice Chair Roy Morita. Members: Cathy Adams; Elizabeth Hahn; Richard Jose; Karen Matsumoto Also: Deputy County Attorney Nick Courson; Boards & Commissions Office Staff: Support Clerk Barbara Davis; Administrator Paula Morikami. Excused Member Nancy Golden Absent SUBJECT DISCUSSION ACTION Call To Chair Low called the meeting to order at 3:01 Order/Roll Call p.m. with 6 members present. Executive Ms. Adams moved to go into Executive Session Session at 3:01 p.m. Ms. Hahn 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 -017: CSC 2014 -05 for discussion and implementation of the hiring of the Personnel Director. Return to Open Ratify Commission actions taken in Executive Session for items: Final decision making will be at the November Session ES -017 25 meeting. Announcements Next Meeting: Tuesday, November 25, 2014 — 2:00 p.m. Adjournment Ms. Adams moved to adjourn the meeting at 4:28 p.m. Mr. Morita seconded the motion. Motion carried 6:0 Civil Service Commission Open Session November 7, 2014 Page 2 Submitted by: Barbara Davis, Staff Support Clerk Reviewed and Approved by: () Approved as circulated. () Approved with amendments. See minutes of meeting. John Low, Chair COUNTY OF KAUAI Minutes of Meeting OPEN SESSION =%how Board/Committee: I CIVIL SERVICE COMMISSION Meeting Date I November 25, 2014 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room 3 Start of Meeting: 2:00 p.m. End of Meeting: 2:54 p.m. Present Chair John Low; Vice Chair Roy Morita. Members: Cathy Adams; Nancy Golden; Elizabeth Hahn (2:06 p.m.); Richard Jose; Karen Matsumoto Also: Deputy County Attorney Stephen Hall; Acting Personnel Services Manager Thomas Takatsuki; HR Manager II Janine Rapozo; Boards & Commissions Office Staff. Support Clerk Barbara Davis; Administrator Paula Morikami. Observers: Deputy County Attorneys Adam Roversi and Philip Dureza Excused Absent SUBJECT DISCUSSION ACTION Call To Chair Low called the meeting to order at 2:00 Order/Roll Call p.m. with 6 members present, and noting they would be moving into Executive Session. Executive Ms. Adams moved to go into Executive Session Session at 2:00 p.m. Mr. Jose seconded the motion. Motion carried 7:0 Chair Low read the Hawai'i Revised Statutes provision as detailed on the agenda to take the _ -\ Commission into Executive Session for ES -017 to approve Executive Minutes of 10/28/14 and E -018: RFA 2014 -03 to review a request for an ::s appeal of denial of classification or �- reclassification and ES -019: CSC 2014 -05 for discussion and implementation of the hiring of the Personnel Director. Return to Open Ratify Commission actions taken in Executive Session for items: The meeting resumed in Open Session at 2:39. Civil Service Commission Open Session November 25, 2014 Page 2 SUBJECT DISCUSSION ACTION Session ES -017, ES -018 and ES -019 Ms. Adams moved to ratify actions taken in Executive Session. Mr. Morita seconded the motion. Motion carried 7:0 ES -017 — Approved as circulated ES -018 — Accepted withdrawal of appeal ES -019 — Approved offer of Director position to Ms. Rapozo Approval of Open Session Minutes of October 28, 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) Chair Low advised Mr. Takatsuki that Janine Rapozo has been chosen as his replacement, effective January 1St. Chair Low stated that the Commission really appreciates everything he has done including staying for an additional year to help with the transition. Mr. Takatsuki chided the Commission for not making the replacement date as of December 1 Sc Mr. Takatsuki noted the transition is on -going as always because of new things that continue to come up. The leave sharing program has been completely revised with updated forms. We have been able to establish a leave bank, which Mr. Takatsuki said he has been working on since the time he started. The accruals have never been balanced, but with the assistance of an 89 -day hire we were able to get through Parks and Recreation, and currently working with Public Works. Ms. Rapozo took on the drug and alcohol testing for Public Works due to the gap left when Ms. Fujikawa retired, and we plan to do this for all County departments and agencies. We are also trying to update all of the JPR Oob performance) dates since we are the agency who will be Civil Service Commission Open Session November 25, 2014 Page 3 SUBJECT DISCUSSION ACTION sending out notices to all department and agencies when the department has to complete the evaluation for their employees. The HRIS task force is on the verge of procuring a time and attendance software, which we will start using with the HGEA members first since their contract, pay codes and differentials, and compensation is one of the easier ones to try to put onto a system. Ms. Rapozo expounded on the leave sharing program noting that it was not in the system, which created problems with accruals when doing time sheets. Another area not accruing correctly was for those who go on worker's compensation, but we think we are ready with a new pay code system which will correct that. Asked about inheriting the budget, Ms. Rapozo said one of the Mayor's initiatives is to review every position that vacates. Unfortunately HR has Ms. Fujikawa who left, Mr. Takatsuki who is leaving, and with Ms. Rapozo's new position that creates three manager vacancies. Ms. Rapozo said they have to look organizationally on how to better manage the resources with what they have left, or if maybe they can hire at lower levels to take care of more of the clerical tasks. Mr. Morita said there were a lot of promises made with the transition and offered the Commission's support if needed. Ms. Hahn asked if they had talked with the other counties about the kind of software that is not as antique as ours. Ms. Rapozo thought the IT Department was in contact with them, but stated they leave the technical side to their expertise. Ms. Matsumoto asked if they would have the Time and Attendance system soon to which Ms. Rapozo said they went out for an exempt procurement and got a protest, which delayed it a month or two. Brandon Raines is confident they will have it in place soon. Director's CRC 2014 -06 a. Weekly Report Ending April 18, 2014 Reports b. Weekly Report Ending April 25, 2014 c. Weekly Report Ending May 2, 2014 d. Weekly Report Ending May 9, 2014 Ms. Adams moved to receive the Director's Reports. Ms. Hahn seconded the motion. Motion carried 7:0 Civil Service Commission Open Session November 25, 2014 Page 4 SUBJECT DISCUSSION ACTION Announcements Next Meeting: Tuesda , December 16, 2014 — 2:00 p.m. Adjournment Ms. Adams moved to adjourn the meeting. Ms. Hahn seconded the motion. Motion carried 7:0 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 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 departmentlagencies in providing information regarding classification and pay issues. We continue to work on job audits and finalize reports and review intent to adopt new classes from the other jurisdictions. 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 OPPOR TUNITY EMPL 0 YER /1 /6/19( 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 Il 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. C] 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. 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 11 -13 -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 and other request for clerical positions. Completed new classes and sent to other jurisdiction; awaiting responses may need to follow -up. Worked on a new class for Grants Program Manager; director review before sending to jurisdictions. Working in assisting the Police Department regarding a class; still no information from the department. Meeting scheduled with KPD to discuss School Crossing Guard's position and how it's being used. 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, working on these reports. • 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 AN EQUAL OPPOR TUNITY EMPL 0 YER 1q,31& updating our NEOGOV site to change the process of accepting applications for Infra, Inter and Open recruitment. New recruitment opened: Solid Waste Worksite Supervisor (11- 7 -14), Police Records Unit Supervisor (11- 7 -14), Departmental Staff Assistant II (11- 12 -14), Payroll Specialist (11- 12 -14). Written exam scheduled: Police Service Officers (11- 13 -14), Fire Fighter II and III and Captain (11/19- 21/14), Assistant Building Inspector (11- 26 -14), Solid Waste Worksite Supervisor (12- 5 -14), Police Services Officer (2/4 or 5/2015). Performance test: Fire Fighter II (12- 3 -14). Referred list for: Solid Waste Worksite Attendant. • 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. • Received final bids for Hep B shots; Malama Pono low bidder; SPO -10 form being processed. • Working with Public Works to finalize 1.05 consultation with regards to the separation of Solid Waste and Roads; looking at January 11t implementation. • Completed request from County Council regarding savings to the County if we participated in a deferred compensation program for seasonal/part-time employees. • Working with clerical staff in finalizing policy and procedures for JPRs (dates of annual reviews, types of reviews, etc.). • 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. • Conducted Exit Interviews (11) with employees from Housing, Dept. of Water, Transportation, Fire, Public Works, Police, and Parks. • Working on up- dating Employment Agreement for early partial payout of vacation. • 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; verification of balance for two recipients. Working on State withholding report; and preparation for HFFA retro dues. Staff attended Deferred Compensation Board meeting (Honolulu). Provide Fiscal 2014 Payroll by funds to N &K CPAs Inc. Distributed EUTF shortage notice attached to pay stubs (11- 14 -14). Personnel/Changes/Risk Management: Issues /Concerns: • Still have 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 7th 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. • Seem to encounter EUTF errors being made by the EUTF employees. Progress on Strategic Plan Objects: • The EMS Task Force: Revised Leave Sharing policy and forms updated and memo to departments to be sent out. Met with Public Works to discussed accruals (need to meet with Joyce to reconcile accruals). Met with IT to stat discussion on up -dating positioris in the system. Next meeting scheduled for November 18. • 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. 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 11 -20 -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. 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 may need to follow -up. Completed new class for Grants Program Manager; circulate to all jurisdictions. Working in assisting the Police Department regarding a class; still waiting for 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 relative to Automated Refuse Collection. 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. Reviewing request and schedule desk audit for Sanitary Chemist position in Wastewater Management. Reviewing reallocation requests for positions in Elderly Affairs. • 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 ANEQUAL OPPORTUNITYEMPLOYER 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: Customer Service Representative I (11- 23 -14). Written exam scheduled: Police Service Officers (11- 13 -14), Fire Fighter II and III and Captain (11/19- 21/14), Assistant Building Inspector (11- 26 -14), Solid Waste Worksite Supervisor (12- 5 -14), Police Services Officer (2/4 or 5/2015). Performance test: Fire Fighter II (12- 3 -14). Referred list for: None. Working on written exam for Solid Waste Supervisor. Working on CSC presentation for recruitment appeal. Reviewing request to recruit above the minimum and hire above the minimum. Working with Police Department to see if we need to test more frequently due to current low turn-out and upcoming vacancies. • 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: Discussion with State Labor Relations regarding meeting held with UPW. Meeting scheduled to discuss outcome of States meeting with UPW and follow -up with what the sub - committee the completed and how we can incorporate what was discussed with the State and UPW into our procedure for re- pricing. Completed step III SHOPO Grievance and sent to Union. Responded to HGEA regarding our position regarding the effective date recommendation made to Water Department. Responded to request for information from County Attorney's Office for information relative to Grievances submitted to Arbitration by the Union. • Continue to work with Public Works to finalize 1.05 consultation with regards to the separation of Solid Waste and Roads including the establishment of new Solid Waste Worker classes for unassigned Refuse Collectors.; looking at January 1St implementation. • Public Works' drug and alcohol testing program being coordinated from DPS; will be working on coordinating with all departments to have comprehensive, standardized program. • Completed training for one (1) Public Works' employee on the John Deere Backhoe #590 (model 410G) and two (2) Public Workers' employee on the 10 Ton Roller (Sakai SV5400) and Dozer D39EX (Komatsu). • Working with clerical staff in finalizing policy and procedures for JPRs (dates of annual reviews, types of reviews, etc.). • 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. Working on completing the Leave Sharing Policy. Ready to test to see if everything is working. • 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. • Held new employee orientation for one (1) Deputy County Attorney and one (1) Legal Clerk III. Prepared pre - employment for seven (7) new hires; six (6) ready to start on 12 -1 -14 and one (1) on 1- 16 -15. Conducted Exit Interview for one (1) Public Works employee. • Working on up- dating Employment Agreement for early partial payout of vacation. • Continue to perform routine payroll input, processing of PCs, working on Mayoral and council appointees and elected officials. • 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 ERS Contribution Deficiency (reimbursement worksheet provided to ERS and employee); worked on HFFA retro dues. Responded for breakdown of indebtedness by affected employee. Met with auditors regarding payroll. Worked on EUTF audit request. Personnel/Changes/Risk Management: Issues /Concerns: • Still have on -going discussions to discuss the issue of "Re- pricing" that the BU 1 wanted to address. Discussion with State DHRD regarding meeting they had with UPW. Meeting scheduled with all Jurisdiction to discuss and make recommendation as to the next step the Employer group plans to take to resolve this issue. • The EMS 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. • Seem to encounter EUTF errors being made by the EUTF employees. • Issues of reimbursement of overpayment that occurs. Progress on Strategic Plan Objects: • The HRIS Task Force: Revised Leave Sharing policy and forms updated and memo to departments ready to be sent out; reviewed for the last time to incorporate input from KPD. Review of Parks and Recreation accruals completed - working with Department to correct employee records. Changing system access for all staff to ensure security and controls in place -will begin to train on revised duties. Next meeting scheduled for December 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. • 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 11 -27 -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. Finalizing a new class for Water Department construction management section and other request for clerical positions; circulated class awaiting responses. Completed new classes and sent to other jurisdiction; awaiting responses may need to follow -up. Completed new class for Grants Program Manager, circulated to all jurisdictions and adopted. Working in assisting the Police Department regarding a class; still waiting for information from the department. Reviewing and researching request for classification and re- organizational structure review from the Planning Department; awaiting information for the department. Continue to look into Public Work's request for new classes for their Solid Waste Division; relative to Automated Refuse Collection. Researching and reviewing the qualification requirements for position within Treasury Division of the Finance Department. Continue to look into the re- pricing issues for UPW and for other BUs state wide. Reviewing Ocean Safety Bureau positions; worked on and completed desk audit for Plant Electrical/Electronic Equipment Repairer. Reviewing request and scheduled desk audit for Sanitary Chemist position in Wastewater Management for December 2, 2014. Tele- conference with other jurisdictions on equal pay working group scheduled for December 3, 2014. Meeting with Waste Water Division 12 -3 -14 We continue to recruit, review applications, test and establish eligible lists and certify names to departments and answer questions and respond to applicants. ANEQUAL OPPORTUNITYEMPLOYER ! I/A-7117 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: Customer Service Representative I (11- 23 -14). Written exam scheduled: Fire Fighter II (11 -20- 14), Fire Fighter III (11- 21 -14), Fire Captain (11- 19 -14), Assistant Building Inspector (11- 26 -14), Solid Waste Worksite Supervisor (12- 5 -14), Police Services Officer (2/4 or 5/2015). Performance test: Life Guard (12- 8 -14). Referred list for: Police Records Unit Supervisor, Youth Winter Enrichment Program. Working on written exam for Solid Waste Supervisor. Working on CSC presentation for recruitment appeal. Reviewing request to recruit above the minimum and hire above the minimum. On -going review and working with Police Department to see if we need to test more frequently due to current low turn-out and upcoming vacancies. Reviewing request for Return-to -Work County -Wide Search. • 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. There are occasions when we receive request for the same type of interpretation from different departments and repeat departments. • Negotiations: Meeting scheduled to discuss what happened when the State Labor Relations met with UPW. Meeting scheduled to further discuss issues with UPW, SHOPO and issues with the HFFA Unions. Need to discuss and follow -up with what the sub - committee the completed relative to issues with UPW and the procedure for re- pricing. Responded to HGEA regarding our position regarding the effective date recommendation made to Water Department. Setting meeting for HFFA grievance; left message and awaiting response. • Continue to work with Public Works to finalize 1.05 consultation with regards to the separation of Solid Waste and Roads including the establishment of new Solid Waste Worker classes for unassigned Refuse Collectors.; looking at January 1" implementation. • Working with Housing Agency on personnel conflict with two (2) co- workers. • Coordinating additional ladder safety training for Public Works which will be opened to other departments; HIOSH Advisory Committee meeting reported two (20 fatalities this year from falls from ladders and therefore there will be more focus on latter safety during site visits. • Researching OSHA/Union requirements for provision of cotton shirts if medically necessary. • Completed training for two (2) Public Works' employee on the Septic Tank Truck #298 Peterbuilt and recertified four (4) and certified one (1) Public Works' employees on the Forklift. • Working with clerical staff in finalizing policy and procedures for JPRs (dates of annual reviews, types of reviews, etc.). • 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. Working on completing the Leave Sharing Policy. Ready to test to see if everything is working. • 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. • Prepared packets for new hire orientation for 12 -1 -14. Processed two (2) new council members. Conducted Exit Interview for one (1) Finance employee. • Working on up- dating Employment Agreement for early partial payout of vacation. • Continue routine payroll data entry; Processing of routine PC to include auditing of PC; completed appointee termination PCs awaiting review. • Continue to perform routine payroll input, processing of PCs, working on Mayoral and council appointees and elected officials. • 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: Normal payroll processing; Attended Deferred Compensation Board Meeting. Personnel/Changes/Risk Management: Issues /Concerns: • Still have on -going discussions to discuss the issue of "Re- pricing" that the BU 1 wanted to address. The DHRD met with the UPW on various issues one was re- pricing and meeting is scheduled for December 8 and 9 to discuss the re- pricing issue and how the Employer group plans to resolve this issue. • 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. • Issues of reimbursement of overpayment that occurred. Requested reimbursement and employee wants a hearing. Progress on Strategic Plan Objects: • The HRIS Task Force: Revised Leave Sharing policy and forms updated and memo to departments ready to be sent out; reviewed for the last time to incorporate input from KPD. Review of Parks and Recreation accruals completed - working with Department to correct employee records. Will work with the Public Works' Department on their accruals issue next. Changing system access for all staff to ensure security and controls in place -will begin to train on revised duties. Next meeting scheduled for December 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 MS progressing. • Continued work to reducing the backlogged classification requests.