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HomeMy WebLinkAbout2015_0127_Agenda_Notice Roy Morita Members : Chair Cathy Adams Nancy Golden Elizabeth Hahn Richard Jose Karen Matsumoto John Low Vice-Chair COUNTY OF KAUAI CIVIL SERVICE COMMISSION NOTICE OF MEETING AND AGENDA Tuesday, January 27, 2015 3 : 00 p.m. or shortly thereafter Mo ' ikeha Building, Liquor Conference Room 3 4444 Rice Street, Llhu'e, HI 96766 Oath of Office for reappointed member Richard Jose CALL TO ORDER ROLL CALL - APPROVAL OF MINUTES Open Session Minutes of December 16, 2014 COMMUNICATON CSC 2015-01 Memo dated December 17, 2014 from Councilmember Yukimura regarding Articles of Interest RE: Workplace Wellness Programs and Injured Employees 1 BUSINESS CSC 2015-02 Memorandum from the Civil Service Commission to Neighbor Island Merit Appeals Board/Civil Service Commissions and Bargaining Units regarding the appointment of the new Director of Human Resources CSC 2015-03 Goal setting for the Director of Human Resources for fiscal year 2015/2016- CSC 2015-04 Review Department and Commission' s procedures and forms for filing appeals DIRECTOR'S REPORT TO INCLUDE ANY UPDATES ON THE TRANSISTION PLAN CSC 2015-05 a. Weekly Report Ending December 4, 2014 b. Weekly Report Ending December 11 , 2014 An Equal Opportunity Employer c. Weekly Report Ending December 18, 2014 d. Weekly Report Ending December 24, 2014 EXECUTIVE SESSION Pursuant to Hawaii Revised Statutes § §92 -4 and 92 -5 (a) (4), 92 -9 (a)(14) (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 -001 Executive Session Minutes of December 16, 2014 ES -002: RFA 2014 -03 Discussion and possible decision- making on Findings of Fact, Conclusions of Law, and Order for RFA 2014 -03 prepared by the Attorney General's Office on behalf of the Civil Service Commission RETURN TO OPEN SESSION Ratify Commission actions taken in Executive Session for items: ES401and ES -002 ANNOUNCEMENTS Next Meeting: Tuesday, February 24, 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. §924 and shall be limited to those items described in H.R.S. §92 -5(a). c: Deputy County Attorney Nicholas Courson 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 — January 27, 2015 Page 12 E4 6 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 Llhu`e, HI 96766 Email: bdavis @kauai.gov Fax: 241 -5127 Phone: 2414919 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— January 27, 2015 Page 13 7; COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board/Committee: CIVIL SERVICE COMMISSION Meeting Date December 16, 2014 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room 3 Start of Meeting: 2:03 p.m. End of Meeting: 2:25 p.m. Present Vice Chair Roy Morita. Members: Cathy Adams; Nancy Golden; Elizabeth Hahn; Richard Jose; Karen Matsumoto Also: Deputy County Attorney Nick Courson; Acting Personnel Services Manager Thomas Takatsuki; HR Manager II Janine Rapozo; Boards & Commissions Office Staff: Support Clerk Barbara Davis Excused Chair John Low Absent SUBJECT DISCUSSION ACTION Call To Prior to Vice Chair Morita calling the meeting to Order/Roll Call order at 2:03 p.m. the Commission presented Mr. Takatsuki with a token of their appreciation for Q extending the date of his retirement by one year b (� in order to assist in the transition to a Human Resources Department. Additionally a lei was presented to Ms. Adams for her two terms as a Commissioner and a lei was presented to the �- incoming Director of Human Resources Janine Rapozo. Following Roll Call in which 6 A - members were present, Vice Chair Morita announced a change in the agenda with the Open Session preceding the Executive Session. Approval of Open Session Minutes of November 7. 2014 Ms. Adams moved to approve both minutes as Minutes Open Session Minutes of November 25, 2014 circulated. Ms. Hahn seconded the motion. Motion carried 6:0 Business CRC 2012 -29 Update from the Director of Personnel Services on the transition plan for the implementation of the Human Resources Department (On- going) Mr. Takatsuki said one of the Department's priorities is to get an HRIS Civil Service Commission Open Session December 16, 2014 Page 2 SUBJECT DISCUSSION ACTION program going sooner rather than later. Vice Chair Morita asked about the County Council's concerns with the audit program. Mr. Takatsuki explained that Ms. Rapozo has been working with the various departments trying to get the accruals up to date. Ms. Rapozo said the auditors cited the County for a repeat finding that there is not enough documentation to show that a person actually took the leave they reported on their timesheet. The Department was under the impression that the findings were more about the accruals in the HRIS system that did not jive with the department, which is an on -going finding; but that has been brought down to a manageable level of 4 departments we are still working with. Ms. Rapozo asked the auditors what can be done going forward to correct this area to which they said it was not necessarily a payroll finding. The bottom line is the department managers and supervisors are not accounting for people's time by not having corresponding documents that go with the timesheet to show there was an approved leave. Ms. Rapozo said she has previously questioned this as it does not make sense to request an approval to take sick leave after the fact when someone called in sick. The auditor's response was that it would be more of an approval to use their sick leave. Since each of the departments have been using their own system it was recommended that we come up with a policy and procedure that everyone follows with the hope that finding will not come up in an audit next ear. Director's CRC 2014-15 a. Weekly Report Ending November 6, 2014 Reports b. Weeklyeport Ending November 13, 2014 c. Weekly Report Ending November 20, 2014 d. Weekly Report Ending November 27, 2014 Ms. Adams moved to receive the Director's Reports. Ms. Hahn seconded the motion. Motion carried 6:0 Business CSC 201444 Election of Chair and Vice Chair for calendar year 2015 Ms. Adams nominated Roy Morita as Chair. With no further nominations Mr. Jose seconded Civil Service Commission Open Session December 16, 2014 Qj o Page 3 SUBJECT DISCUSSION ACTION the motion. Motion carried 6 :0 Ms. Adams nominated John Low as Vice Chair. Ms. Hahn seconded the motion. Motion carried 6:0 Executive Ms. Adams moved to go into Executive Session Session at 2:13 p.m. Ms. Hahn seconded the motion. Motion carried 6:0 Deputy Attorney Nick Courson cited the Hawai'i Revised Statutes provision as detailed on the posted agenda to take the Commission into Executive Session for ES -020 and ES -021 to approve Executive Minutes of 11/7/14 and 11/25/14 and ES -022: RFA 2014 -02 for an 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. Return to Open Ratify Commission actions taken in Executive Session for items: The meeting resumed in Open Session at 2:24 Session ES -020, ES -021 and ES -022 p.m. Ms. Hahn moved to ratify the Commission's actions taken in Executive Session to approve . the minutes and to receive appellant's withdrawal of the appeal. Mr. Jose seconded the motion. Motion carried 6:0 Announcements Next Meeting: Tuesday, January 27, 2015 — 3:00 p.m. Adjournment Ms. Adams moved to adjourn the meeting at Civil Service Commission Open Session December 16, 2014 t• y Page 4 SUBJECT DISCUSSION ACTION' 2:25 p.m. Ms. Hahn seconded the motion. Motion carried 6:0 Submitted by: Reviewed and Approved by: Barbara Davis, Staff Support Clerk Roy Morita; Vice Chair Approved as circulated. Approved with amendments. See minutes of meeting. ' COUNTY COUNCIL Mel Rapozo, Chair Ross Kagawa, Vice Chair Mason K. Chock Gary L. Hooser Arryl Kaneshiro KipuKai Kuali`i JoAnn A. Yukimura Council Services Division 4396 Rice Street, Suite 209 Lniu`e, Kauai, Hawaii 96766 MEMORANDUM December 17, 2014 OFFICE OF THE COUNTY CLERK Ricky Watanabe, County Clerk Jade K. Fountain - Tanigawa, Deputy County Clerk Telephone (808) 241 -4188 Fax (808) 241 -6349 Email cokcouncil@kauai.gov BEC222014 BOARDS & COMMISSIONS , TO: Thomas T. TakasukiAa, , Acting Director of Personnel Service FROM: JoAnn A. Yukimouncilmember VIA: Mel Rapozo, Council Chair RE: ARTICLES OF INTEREST RE: WORKPLACE WELLNESS PROGRAMS AND INJURED EMPLOYEES Attached please find three articles that I hope might be of help and interest to your department. Two of the articles are about workplace wellness programs —one from Hawaii Business Magazine and one from HMSXs Island Scene. I know that we, as a county, have more limitations in what we can do than the private sector, but some of the ideas may be transferrable. Certainly, the rationale for promoting health among our employees is relevant. The third article is from the National Association of Counties (NaCO) newsletter. It comes from the section describing model programs across the nation. It describes an innovative program that addresses the problem of injured employees from both perspectives of the employee and the employer. I hope these articles will provide some helpful ideas. JY:jvg Attachment cc: Nadine K. Nakamura, Managing Director Janine Rapozo, Human Resources Manager II Paula M. Morikami, Boards and Commissions Administrator John Low, Civil Service Commission Chair and Members of the Civil Service Commission CSC aoi3 -dl AN EQUAL OPPORTUNITY EMPLOYER �� trending now_ UPDATE ON HA WA // BUSINESS TO P 250 Here are updates and data on two companies inadvertently left off the Top 250 list in the August issue UHA (University Health Alliance), health insurance company www.uhahealth.com Purchase the 2012 Top 250 list in a Microsoft Excel format at www.hawaiibusiness.com/top2SO 43 2012 rank Howard K.F. Lee — CEO $155.9M Gross sales 2011 up 33.395 66 2011 rank Charles Murray — Sr. VP, CFO, Treas. $117.OM 2010 up 13.12% 84 2010 rank Lance Kaneshiro — Sr. VP, CSO $103.4M 2009 Linda A. Kalahiki — Sr. VP, CMO PH"Y'SIC"ALLY HT, FISCALLY FIB BY CATHERINE E. TOTH Howard K.F. Lee walks the talk. Literally. The president and CEO of Uni- Howard K.F. Lee versity Health Alliance dropped 20 pounds since January after joining a CrossFit program and overhauling his diet. His cholesterol and blood pressure improved, too. Now he's armed with a Fitbit pedometer that tracks his steps and calories burned. "Being healthy can relate to personal success;" says Lee, 51, who took over the helm last year after serving as UHA s CFO for 15 years. "I'm healthier, I'm more energetic.... It's important to make health a priority." Now the health insurance provider, which made the Hawaii Business Top 250 list again this year, is ramping up its own workplace wellness program as well as working with clients on wellness programs. In its own workplace, UHA says it is investing about $10,000 in Fitbits for its employees, subsidizing the cost of gym membership, hosting a CrossFit class at the office, and providing fresh fruits and cereals to help employees eat a healthy breakfast. The company even removed the soda machines from its break room. 22 1 SEPTEMBER 2012 • HAWAII BUSINESS 110 Number of employees 2011 95 2010 "We've really seen a change ih people's perception toward health;" Lee says. "There's a momentum now, and people are exercising:' The focus on wellness programs in the workplace is part of UHA's strategy to provide personalized customer service while continuing to deliver access to quality healthcare to its 47,000 members. It's working with 25 employer groups with customized wellness programs that offer incentives such as giving employees time off to exercise or subsidizing gym memberships. "Studies show that if employees are healthier, it improves a company's bottom line," Lee says. "They're more present and productive at work, and morale is stronger." )AA Y 9 _ j,- .�.a ;.Q-. y � it `� _ ��,�,�•• �` - � - � � { } - ..�. y � � U. Gail Atkinson leads employees in a brisk warm -up before they start work. Longtime kama'aina company serves up healthy programs for its employees. By Craig DeSilva Photos by Sari Yoshii I ji onica Carpenter wanted to make changes for herself and her fam- ily. The wife and mother of two was diagnosed with diabetes, one of the most prevalent chronic diseases plaguing the U.S. c "it made me more aware of my health," says Carpenter, a customer service specialist who has worked for Zippy's for six years. "Because of the stigma, I didn't want to admit that I'm diabetic. I've had to come to terms with it." Carpenter's doctor said she needed to lose weight to help manage her diabetes. In a - six -month weight -.loss challenge with co- workers, she improved her eating habits and started exercising. She lost 25 pounds. Although the contest is over, Carpenter con- tinues her walking regimen and make healthier food choices by eating brown rice and tossed green salad instead of white rice and macaroni salad. She's cut down on sug- ary and salty snacks. As a result, she has improved her blood pressure and blood sugar levels, lowering her risks of complications associated with diabetes, such as vision loss and foot problems. "I amaze myself how these small changes have improved my health so drastically," she says. "My doctor tells me to keep doing what I'm doing." Fit to Work Carpenter also credits Zippy's for helping her stay on track. The 45- year -old company has created a health and wellness program called E Ola Pono ( "Live Well ") to help their employees stay healthy. The program includes: • Worksite exercise classes, including stretching and strength - building exercises for employees at the Napoleon Bakery plant at the start of their daily work shift. • A monthly company newsletter with success stories of employees losing weight, healthy reci- pes, exercise tips, and other health information. _O IM1/ N Q lA (1 rD CD r� c Wayne K. Komamura, research and development chef, juggles the task of creating menus that are healthy and tasty. SQ �jcx Y . # • A health and wellness kit that includes rubber exer- cise bands and pedometers. • Healthier meal items, such as grilled fish. "We need to care for our employees who are asked to care for our customers on the front line every day," says Dinny Trinidad, Zippy's vice president of human resourc- es development. "Our commitment has always been to serve others, and now we are encouraging our employ- ees to place themselves on a wellness priority list and commit to an improved quality of life for the long term." Work at It Zippy's is among many companies in Hawaii that have created programs to help employees'focus more on their health. Employees who have chronic diseases, such as diabetes, kidney disease, and heart disease, contribute to their company's rising health plan costs. The more health care services employees use to treat their chronic health problems, the more companies havt to pay for their health plan. Employers pay for the major- ity of their employees' health plan dues. Employees pay a smaller portion through monthly dues, deductibles, copayments, and other out -of- pocket costs. In addition to lower health plan costs, workplace wellness programs also help promote a happier, more - productive workforce with lower absenteeism. "We're educating employees on what they can do in their work day that will make them feel better, take away stress, and help them refocus," says Zippy's President Paul Yokota. "We want them to extend that knowledge to their families and customers." The company has begun serving healthier foods a' company meetings, such as skinless baked chicken, vegetable stir -fry, and musubi made from oatmeal in- stead of rice. "At first they ask, 'What is this? Why do we need to eat this ? "' says Yokota. "As they try it, they realize it's 'ono — it's tasty." N C; Hungry for Health Programs The company created a salad recipe contest for em- ployees with Chef Alan Wong serving as a judge. Win- ning salads, which use fresh Island produce, are featured on its menu. The restaurant also offers healthier food choices for customers, such as plain oatmeal (without sugar or milk) and reduced - sodium soy sauce. "These changes are not extreme," says Wayne Komamura, Zippy's research and development chef, who has encouraged a fellow employee to do swimming pool exercises with him. "They are changes that are rea- sonable and not hard to do." y ~' - Nw i Raising the bar at Even though it may take several years before Zippy's recognizes a return on investment, the company is pleased with what they've seen so far. Employees are forming walking groups and finding other ways to exercise together. And this is good for employees on and off the job. � [sr�. t ]]Q( 4 i f U _O U Zippy's. From left: Monica Carpenter (customer service specialist), Dinny Trinidad (vice president of human resources development), and Paul Yokota (president). Even though it may take several years before Zippy's recognizes a return on investment, the company is pleased with what they've seen so far. Employees are forming walking groups and finding other ways to exercise together. And this is good for employees on and off the job. � [sr�. t ]]Q( 4 i f U _O U 81 February 13, 2012 County6 ejys • NAC, Wayne County,, Mich. County Recruits Temps from Its Own Staff BY CHARLIE BAN STAFF WRITER Rather than leaving injured employees to languish ondisability, Wayne County, Mich. is allowing them to return to work in capacities allowed by their doctors. The "Returnto Work" program started in 2010 when budget pres- sure made workers' compensation claims unavoidably burdensome. At the same time, retirements and layoffs were leaving different departments shorthanded. On the workers' side was the inertia that comes with medical leave — the longer the employees are away from work, the more psy- chologically difficult it is for them andthe less likelythey are to return. To combat this, the benefits ad- ministration department designed the program to match the restric- tions of workers' compensation laws and allowthe injured workers to contribute to the county. In doing so, it gives the workers a sense of purpose that may have been lost while away from work and allows them to earn seniority and other benefits. "It's really a win - win," said Shirley Priskom, the county's dis- abilitymanager. She started Wayne County's return to work program after overseeing similar programs for several steel manufacturers. In this case, the injured worker does the work for a position that had been eliminated in budget cuts in a .department that is short staffed. That way, the injured worker doesn't displace a healthy worker, a sticking point with the various unions. "In Michigan, once you're on workers' comp, if you can't return to work, we're on the hook for the rest of your life," Priskorn said. "We should get something for our money." The program gives workers a chance to keep their county- provided health insurance, which would lapse after 18 months of disability, forcing those employees to pay COBRA costs. For the most part, workers try to return to the departments which they previously served. When the type of work involved or the staffing situation makes that impossible, they work elsewhere. The county provides a job coach to help the employee make a transition to the new position. Regardless of what the worker's wage was before the injury, in the return to work program, each will be paid $10 an hour. Three employees are currently taking advantage of the return to work program, but Priskorn said nearly a dozen had previously cho- sen to come back to work that way. "They rave about it," she said. "Being around people again, after the isolation of disability leave, really motivates people." The program's costs are covered by the county's workers' compen- sation fund. As for its success, Priskorn said with fewer workers comp claims and a subsequent lower cost, the program is under budget. Model Programs from the Nation's Counties highlights Award - winning programs. An employee has 15 years to retire!` His liabilities to the county: I ' • If he remained on comp $1,165,636.77 in comp wages alone.` He wouldgainno seniority andlosehealthbenefits after.18 months. Ifhereturnedtowork —$ 618 ,352.80fromwagesandparti�aicomp. f He would accrue seniority and maintain health benefits. y�m:l 0-. _­f- Roy Morita Chair John Low Vice -Chair Members: Cathy Adams Nancy Golden Elizabeth Hahn Richard Jose Karen Matsumoto COUNTY OF KAUAI CIVIL SERVICE COMMISSION c/o Office of Boards and Commissions 4444 Rice Street, Suite 150 LYhu'e, HI 96766 Ph: (808) 241 4922 Fax: (808) 241 -5127 (7) January 28, 2015 MEMO TO: Merit Appeals Board/Civil Service Commissions in care of Lance Hiromoto, Director — personnel .servicesaco.maui.hi.us Sharon Toriano, Director — hrdir aco.hawaii.hi.us Carolee C. Kubo, Director — c.kubo1ahonolulu.gov Rachael Wong, Director - �dhs.hawaii.&ovv UPW — leimindoro(a�npwhawaii.org HGEA — X11 eg a_org ILWU — Michael Machado, Division Director — mcm1420,hawaiiantel.net ILWU — Donna Domingo, President — ddomiWoaa ilwuloca1142.org HFFA - hffa- kfdQhawaiifirefi ters.org SHOPO - Stanton Koizumi - stanton@shopohawaii.org FROM: Roy Morita, Chairperson, Civil Service Commission SUBJECT: Appointment of New Director of Human Resources This is to inform you that the Civil Service Commission, by a unanimous vote, appointed Janine Rapozo as the new Director of Human Resources for the County of Kauai effective January 1, 2015. Acting Director Thomas Takatsuki retired at the end of 2014 after serving a total of 39 years, 3 months. Please feel free to share this information with others in your organization. Mahalo, Cc: Department of Human Resources An Equal Opportunity Employer Department of Personnel Services County of Kauai Internal Complaint Form (Please type or write clearly in ink for each item below. Attach Complaint Information. if Name: Bargaining Unit: Position Number fit Title (if currently or formerly employed by State): Division/Branch/Section: Mailing Address: Phone Number. (Home) (Work) Representative's Name, Address and Telephone Number (if any): Type of complaint. Initial Examination of Other Employment Action Adversely Affecting Civil Service Employees & Other Adverse nnoM A. Cite the specific personnel law, rule, or written policy, which you allege has been misinterpreted, misapplied or violated. B. Provide a complete statement of facts to support your allegation. Attach copies of any supportive documents (e.g., copy of policy alleged to have been vlolated, written statements from witnesses, and other similar documents).. C. Remedy Sought. How can this complaint be resolved? Submit the signed complaint form appropriate DPS forms, if applicable, and supporting documentation to the Director of Personnel Services, by hand delivery or mail: County of Kausi, Department of Personnel Servlees, 4444 Rke Street, Suite 1409 Uhue, Hawali 96766=1340, FOR OFFICIAL USE ONLY Receipt verified by. Date Received: �- .�efaa,rt DATE RECEIVED: Appeal to the CIVIL SERVICE COMMISSION /MERIT APPEALS BOARD MO'IKEHA BUILDING 4444 Rice Street, Suite 150 LIHU'E, KAUAI, HAWAII %766 Telephone (808) 241 4919 • Fax (808) 241 -54% Submit original plus eight (8) copies of this form to the above address. Use black ink or a typewriter to complete this form. Use additional pages as necessary. 1. Name, address, and telephone number of the Appellant: CI Is the Appellant a County employee: _Yes No 2. Name, address, and telephone number of Appellant's authorized representative (if any): 3. Name of the Mayor, the Director of Human Resources, or appointing authority or a designee acting on behalf of one of these individuals whose action is beina appealed: 4. Pursuant to HRS 76 -14, this appeal is being filed for an action under the following category (check all applicable): _ Recruitment & Examination Classification or reclassification of a particular position _ Employment action taken under Chapter 76, HRS, (appellant must be a civil service employee excluded from collective bargaining) 5. Date action taken: 6. Date notice of action was received by Appellant: 7. Statement of legal wrong caused by the action of the Mayor, Director of Human Resources, or an appointing authority or a designee acting on one of these individuals, or a statement as to how such action has adversely affected or aggrieved the Appellant. Include a concise statement of the facts pertinent to this appeal. �seaa�5-�� �,rnm�ss�or'1 C, 8. Other facts relevant to this appeal: 9. Remedy requested with reasons and explanation of the legal basis by which remedy should be granted: 10. 1 would like to have my appeal heard in a meeting: Open to the Public Closed to the Public Rules of the Civil Service Commission /Merit Appeals Board provide as follows: §1 -39 Filing of appeal. (a) Time. Any person who has a standing to appeal shall file a petition of appeal to the commission within twenty (20) calendar days after notice of the action was sent by the director or appointing authority. (e) The commission shall not proceed on an appeal unless all internal complaint procedures, including administrative review and departmental complaint procedures have been exhausted. This is to certify that to the best of my knowledge, information, and beliefs, every statement contained herein is true and no statement is misleading nor interposed for delay. Date: Appellant's Printed Name Appellant's Signature Printed Name of Appellant's Representative (if any) (amended 1/2015) 2 Representative's Signature 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 12 -4 -14 Significant Events/Meetings for the Department During the Past Week: Thomas T. Takatsuki Acting Director • Continue to review and classify positions; working on desk audits; review intent to adopt new classes from other jurisdictions; and working on re- organizational studies. Still looking into the requirements for the Engineer series, 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. Assisted the Department of Liquor with re- describing the duties and responsibilities for their Secretary's position; also assisted with the proper forms to complete to hire under Section 3. Finalizing a new class for Water Department construction management section and other request for clerical positions; adopted new class for Water Quality Division and took action on PD's. Completed new classes and sent to other jurisdiction; awaiting responses may need to follow -up. 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. Continue to research and review the qualification requirements for position within Treasury Division of the Finance Department; meeting planned to meet with Finance. Continue to look into the re- pricing issues (policies and Procedures) 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. Completed desk audit for Sanitary Chemist position in Wastewater Management; work on completing audit report. Tele- conference held with other jurisdictions on equal pay working group (12- 344). Meeting with Waste Water Division to discuss classification of positions and what steps they need to take regarding C AN EQUAL OPPORTUIVITYEMPLOYER certain positions with the division. Working with HFFA Kauai representative in scheduling a Step III grievance; try to settle if possible. • 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: Civil Defense Manager (12- 3 -14). Written exam scheduled: Solid Waste Worksite Supervisor (12- 5 -14), Customer Service Representatives I (1- 6 -15), Police Services Officer (2/4 or 5/2015). Performance test: Life Guard (12- 844). Referred list for: Departmental Staff Assistant, Payroll Specialist, and 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. Attended NEOGOV webinar on 2014 enhancement release and attended NEOGOV Community Live monthly meeting. • 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 for December 8, and 9, 2014, to discuss and up- C. , date jurisdictions on BU 11 re- openers, BU= 12 Education Based Discipline, HGEA BUs 2, 3, and 4 up -date on negotiation timelines. Further, to discuss /up- date jurisdiction on what happened when the State Labor Relations Division met with UPW and re- pricing issues. Need to discuss and follow -up with what the sub - committee completed relative to issues with UPW and the procedure for re- pricing. Responded to HGEA regarding bypassing step II of the grievance procedure and proceed to Step III. Setting meeting for HFFA grievance; left message and awaiting response; may try to settle. • Bid for Hepatitis B shots finalized; will notify departments of bid # for their use N n completing series of shots for current employees. • 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. Met wit UPW staff and committee of employees to present the County's counter package for upcoming unsigned Refuse employees. • Working with Housing Agency on personnel conflict with two (2) co- workers; will do informal mediation. • 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. • Continue to research OSHA/Umon requirements for provision of cotton shirts if medically necessary. • Driver Improvement Program held on December 15; 2nd, P and 4t' and forty tow (42) employees attended the training. • Meeting with Fire Department to discuss presentations /training to new supervisors on various Countywide policies (Work Place Violence, Policy Against Discrimination and Harassment, ADA, etc.) in early January. • Staff attended DCD Hearing for Public Works Employee who requested a hearing to continue his TTD payments. • Processing random drug testing for Public Works' Department and assisting Finance Department on procedures to test for reasonable suspicion of alcohol for one of their employee. • 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. • New hire orientation for 12 -1 -14: Transportation (4) 2 Bus Driver substitute, and 2 Clerk Dispatcher I; Parks and Recreation (1) Groundskeeper. • Assisted several employees with their retirement forms. • Working with Diagnostic Lab Services to set up our own DOT custody account for pre - employment drug tests. • 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 and completed re- appointment PC's. • 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 1047, 2014; asked for information and need to follow -up with County Attorney regarding comments made at the hearing. • Payroll: Normal payroll processing; Code set -up for Mayor and Council Auto /Cell Phone account attached to Council Members and Mayor; Audit response EUTF ending June 30, 2014;Finance Payroll AJ 10 -31 -14 Report posting to general ledger; Early vacation payout for employees retiring end of calendar year 2014; Month End processing November; attended Personnel Action web class with Sunguard. 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. • Issue regarding the KPD requesting examination for Police Services Officer be conducted on a monthly basis. • Processing of random drug testing for Public Work's. 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: D O • Continued assistance to the departments /agencies in providing timely answers to their questions in all areas of personnel/human resource management. • Continued progress with the HRIS; meeting been held and making the necessary change to keep the HRIS progressing. • Continued work to reducing the backlogged classification requests. -s � c Bernard P. Carvalho, Jr. Mayor Nadine K. Nakamura Managing Director DEPARTMENT OF PERSONNEL SERVICES County of Kauai, State of Hawaii 4444 Rice Street, Suite 140, Lihu`e, Hawaii 96766 TEL (808) 241 -4956 FAX (808) 241 -6593 WEEKLY REPORT Week of 12 -11 -14 Significant Events/Meetings for the Department During the Past Week: Thomas T. Takatsuki Acting Director • Continue to review and classify positions; working on desk audits; review intent to adopt new classes from other jurisdictions; and working on re- organizational studies. Still looking into the requirements for the Engineer series, 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 new classes and sent to other jurisdiction; awaiting. responses may need to follow -up. Working in assisting the Police Department regarding a class; information received from the employee and staff will review. Reviewing and researching request for classification and rem 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. Met with Treasury Division and the Finance Director and Deputy to discuss vacancy due to retirement and their plan to fill. Continue to look into the re- pricing issues (Policies and Procedures) for UPW and for other BUs state wide. Reviewing Ocean Safety Bureau positions. Completed desk audit for Sanitary Chemist position in Wastewater Management; work-on completing audit report. Working on new class for Planning Department. Meeting with Waste Water Division to discuss classification of positions and what steps they need to take regarding certain positions with the division. Working with HFFA Kauai representative in scheduling a Step III grievance; try to settle if possible. • We continue to recruit, review applications, test and establish eligible lists and certify names to departments and answer questions and respond to applicants. Staff continues to review and up -date policies and procedures for the recruitment and examination division; namely, NEOGOV Insight Policy, Competitive Recruitment of Civil Service Positions, Certification of Eligible for Civil Service ANEQUAL OPPORTUNITYEMPLOYER is - //- /y Positions, Interview and Selection Policy, Re- Employment of Civil Service Employees, Promotions, Terminations, and Veteran's Preference. Working on up- dating our NEOGOV site to change the process of accepting applications for Intra, Inter and Open recruitment. New recruitment opened: Park Caretaker II (12- 10.14), Police Evidence Utility Clerk (12- 11 -14), Transit Fleet Mechanic (12- 17-14), Emergency Services Dispatcher I (12- 17 -15), Assistant Chief of Police (12- 17 -14), Police Captain (12- 17 -14), Police Lieutenant (12- 17 -14), and Police Sergeant (12- 17 -14). Written exam scheduled: Solid Waste Worksite Supervisor (12- 12 -14), Customer Services Representative I (1- 6 -15), and Police Services Officer (2- 5 -15). Performance test: Life Guard (12- 8 -14). Referred list for: Bus Driver, Deputy County Attorney, and Police Evidence Utility Clerk. 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. Attended NEOGOV webinar on 2014 enhancement release and attended NEOGOV Community Live monthly meeting. • 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. Receive various request for determining compensation adjustments. There are occasions when we receive request for the same type of interpretation from different departments and repeat departments. • Negotiations: Meeting held on December 8, and 9, 2014, and discussed time line of negotiations for BUs 2, 3, 4, and 14. Further discussions on the BU I re- pricing issue. Received and up -date BU 11 re- openers, BU - 12 Education Based Discipline. Further, discussed and given an/up -date on what happened when the CState Labor Relations Division met with UPW and re- pricing issues. Trying to set a meeting with HFFA regarding a grievance; working with the department to see if we can settle. • Bid for Hepatitis B shots fmalized; will notify departments of bid # for their use in completing series of shots for current employees. • 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. Meeting weekly with UPW staff to discuss concerns about the agreement for up- coming unassigned Refuse employees. • Still working with Housing Agency on personnel conflict with two (2) co- workers. • Met with Public Works' Engineering staff to discuss issue related to a possible medical condition. • Assisted Finance Department with reasonable suspicion testing along with Workplace Violence issues. • Continue to research OSHA/Union requirements for provision of cotton shirts if medically necessary. • Driver Improvement Program training completed for sixty one (6 1) employees; one make -up session planned for employees who were out sick. • Completed training for two (2) Public Works' employees on the Bushwacker #419 Case (95u Model) and Forklift recertification training for four (4) Public Works' employees. • Meeting with Fire Department to discuss presentations/training to new supervisors on various Countywide policies (Work Place Violence, Policy Against Discrimination and Harassment, ADA, etc.) in early January. • Staff attended DCD Hearing for Public Works Employee who requested a hearing to continue his TTD payments. • Working on budget projections for all employees taking into account across the board salary increases and scheduled step and within ran ge progression movements. • Vacancy Review Committee meeting held at County Attorney's Office; Liquor, Boards and Commission, Police, Public Works - Building. • 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. • Continue to prepare for Winter Enrichment Program Hires; effective 12 -22 -14 to 1 -945. 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. C l • Continue to assisted employees with their retirement forms. • Worked on and completed Amendment 2 for the Flexible Spending 2015 -16 contract extension with one modification. • Worked on and sent to ERS report for new hires; completed two (2) exist interviews for Planning and Finance. • Reviewed new HCJDC rules; requirements and implications. • 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; preparing HFFA 1 -I 1 -15 pay increase payroll certifications. • 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, Worked on code for Mayor and Council Auto /Cell Phone account attached to Council Members and Mayor; Audit response EUTF ending June 30, 2014;Finance Payroll AJ 10 -31 -14 Report posting to general ledger; Continue to work on early vacation payout for employees retiring end of calendar year 2014. 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 scheduled for December 8 and 9 to discuss the re- pricing issue and how the Employer group plans to resolve this issue went well. Hopefully, we can reach some sort of an agreement soon. • 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 which took place and hopefully we can reach an agreement. • Issue regarding the KPD requesting examination for Police Services Officer be conducted on a monthly basis. • Processing of random drug testing for Public Work's. 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. Working with the Public Works' Department on their accruals issue next. Additional presentations held with SunGuard on Position Control Systems overview. 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: D c • 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. 4 Bernard P. Carvalho, Jr. Mayor Nadine K. Nakamura Managing Director DEPARTMENT OF PERSONNEL SERVICES County of Kauai, State of Hawaii 4444 Rice Street, Suite 140, L-ihu`e, Hawaii 96766 TEL (808) 2414956 FAX (808) 241 -6593 WEEKLY REPORT Week of 124844 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 new classes and sent to other jurisdiction; awaiting responses may need to follow -up. Police Department's request regarding duties and responsibilities received from the employee and staff is reviewing and need to determine if a new class is required. 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. Completed desk audit for Sanitary Chemist position in Wastewater Management; work on completing audit report. Working on desk audit for Tax Relief Services Technician for Real Property Assessment. Completed audit report for Administrative Officer position with eh Kauai Fire Department. Met with Prosecuting Attorney's Office to discuss possible classification for some of the positions within the office. Working on new class for Planning Department. Meeting with Waste Water Division to discuss classification of positions and what steps they need to take regarding certain positions with the division. • 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 AN EQUAL OPPOR TUMTY EMPL 0 YER Positions, Interview and Selection Policy, Re- Employment of Civil Service Employees, Promotions, Terminations, and Veteran's Preference. Working on up- dating our NEOGOV site to change the process of accepting applications for Intra, Inter and Open recruitment. New recruitment opened. Police Evidence Utility Clerk (12- 11 -14), Transit Fleet Mechanic (12- 17 -14), Emergency Services Dispatcher I (12- 17 -15), Assistant Chief of Police (12- 17 -14), Police Captain (12- 17-14), Police Lieutenant (124744), and Police Sergeant (124744). Written exam scheduled: Solid Waste Worksite Supervisor (12- 12 -14), Customer Services Representative I (1- 6 -15), Park Caretaker II (1- 9 -15), Emergency Services Dispatcher I (1- 14 -15), Police Sergeant (1- 29 -15), Police Lieutenant (1- 29-15) and Police Services Officer (2- 545). Performance test: Life Guard (12- 8-14). Referred list for: Civil Defense Manager, Lifeguard, Park Caretaker 1, Police Evidence Utility Clerk, Private Secretary, and Wastewater Plant Assistant. 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. Attended NEOGOV webinar on 2014 enhancement release and attended NEOGOV Community Live monthly meeting. • 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. Receive various request for determining compensation adjustments. There are occasions when we receive request for the same type of interpretation from different departments and repeat departments. • Negotiations: No new development in negotiations for BUs 2, 3, 4, and 14. Further discussions on the BU I re- pricing issue to be held. Trying to set a meeting with HFFA regarding a grievance; working with the department to see if we can settle. • Meeting with County Attorneys to discuss RTWPPP for an employee; RTWPPP meeting initially set for 12- 19 -14, rescheduled for 1 -9 -15. • Worked with department whose employee tested positive for drugs (random drug testing); coordinated/processed referral to our SAP. • Still working with Housing Agency on personnel conflict with two (2) co- workers. • Met with Finance Department employee regarding WC /SL concerns and conflict with supervisor and manager. • Assisting Transportation Agency through the ADA Interactive Process for one of their substitute bus driver who may not be able to perform the essential job functions of his job with/without reasonable accommodations. • Make -up Driver Improvement Program training for one (1) Public Works' employee; total of sixty two (62) employees completed the training for 2014. • Completed training for two (2) Public Works' employees and refresher training for one (1) Parks and Recreation employee on the Bushwacker #419 Case (95u Model). • Continue to work on budget projections for all employees taking into account across the board salary increases and scheduled step and within range progression movements; Unit 13 and EM estimates completed and working on Units 11 and 12. • Vacancy Review Committee conducted email review of Public Works= Wastewater Division position to expedite processing; recommendation sent to Mayor for approval. • Worked with payroll staff and employee out on workers compensation to correct error on paycheck; working out procedures to minimize errors in the future. • Met with Prosecuting Attorney's Office to discuss re- organizational changes within their office. • 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. • 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 orientation for two (2) new hires (County Attorney, Public Words) • Processed twenty three (23) winter enrichment hires, two (2) will be processed on 12 -19 -14 and two (2) will be processed on 12- 22 -14. • Worked on and completed Amendment 2 for the Flexible Spending 2015 -16 contract extension with one modification. • Worked on and sent to ERS report for new hires; completed two (2) exist interviews for Transportation and Public Works. • 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; preparing HFFA 1 -11 -15 pay increase payroll certifications. • 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; Finance Payroll AJ 11 -15 -14 Report posting to general ledger; Post vacation payout for employees retiring end of calendar year 2014; Code set -up Leave Sharing (correction); Working on request for information from Grassroots Institute of Hawaii; Report to PKFHI Auditor (2247 pages); Payroll set -up for Calendar Year 2015 (W -2, New Tax Tables and Salary Increase /Step Movements). 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. More meeting to be schedule next year to hopefully 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. Employer requested reimbursement and employee wanted a hearing; it took place and we are working on data to show the real amount taking into account taxes and other related pay concerns. • Issue regarding the KPD requesting examination for Police Services Officer be conducted on a monthly basis. Staff looking into the possibility of accommodating the department. C_. • Processing of random drug testing for Public Work's. Progress on Strategic Plan Objects: • The HRIS Task Force: Working with the Public Works' Department on their accruals issue. HRIS committee held on 12- 15 -14; work continue on various projects. Next meeting scheduled for January 15, 2015. • 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) 2414956 FAX (808) 241 -6593 WEEKLY REPORT Week of 12 -24 -14 Significant Events/Meetings for the Department During the Past Week: Thomas T. Takatsuki Acting Director • Continue to review and classify positions; working on desk audits; review intent to adopt new classes from other jurisdictions; and working on re- organizational studies. Still looking into the requirements for the Engineer series, 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 new classes and sent to other jurisdiction; awaiting responses may need to follow -up. Police Department's request regarding duties and responsibilities received from the employee and staff continue to review and determine if a new class is required. 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. Working on desk audit report for Tax Relief Services Technician for Real Property Assessment. Working on new class for Planning Department. Meeting with Waste Water Division to discuss classification of positions and what steps they need to take regarding certain positions with the division. Working on completing OES Survey, awaiting responses from other jurisdictions regarding new class for Staff Services Assistant and other classification requests. • 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 /� . a _ y up- dating our NEOGOV site to change the process of accepting applications for Intra, Inter and Open recruitment. New recruitment opened: Secretary (12 -24- 14), Legal Clerk II and III (12- 2444) and Park Maintenance Operations Chief (12- 23 -14). Written exam scheduled: Customer Services Representative I (1 -6- 15), Park Caretaker II (1- 9 -15), Emergency Services Dispatcher I (1- 14 -15), Police Sergeant (I- 29 -15), Police Lieutenant (1- 29 -15) and Police Services Officer (2- 545). Performance test: Life Guard (12- 844). Referred list for: Chief of Water Resources and Planning, Civil Engineer V, Park Caretaker I and Solid Waste Worksite Supervisor. Working on and completed written exam for Park Caretaker. 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. Attended NEOGOV webinar on 2014 enhancement release and attended NEOGOV Community Live monthly meeting. • 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, sabbatical leave and seniority. Receive various request for determining compensation adjustments. There are occasions when we receive request for the same type of interpretation from different departments and repeat departments. • Negotiations: No new development in negotiations for BUs 2, 3, 4, and 14. Further discussions on the BU I re- pricing issue to be held. SHOPO BU 12 submitted request to OCB regarding re- opener for EUTF. • Met with Deputy Fire Chief to discuss grievance filed by the HFFA; were able to address the issue and the department agreed to settle. Sent notice to HFFA. • Attended monthly review of liability claims held with County Attorney's Office. • "A Day in the Life of an Effective Supervisor" all -day workshop is set for January 27, 2015; Five (5) departments have already responded for a total of seventeen (17) confirmed attendees. Sixteen (16) additional employees are waitlisted pending responses from the other departments. • Completed training for one (1) Public Works' employees on the Utility Trailer- Zieman Trailer #004 and two (2) Parks and Recreation employee on the Bucket Truck #204 Peterbuilt. • Continue to work on budget projections for all employees taking into account across the board salary increases and scheduled step and within range progression movements; Unit 13 and EM estimates completed and working on Units 11 and 12. • Met with Planning Director to discuss remedies for workplace violence threats in response to employee's ethic violations. • Assisted departments in coordinating the use of the EAP vendor to assist in a variety of personnel issues. • Vacancy Review Committee conducted email review of Finance -Real Property Assessment Positions (2) and Public Works - Building Division positions (2) to expedite processing; recommendation pending comments from VCR members. • 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. • 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. • Processed two (2) winter enrichment participants on 12-19-14 and two (2) on 12- 22-14. ( • 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; preparing HFFA 1 -11 -15 pay increase payroll certifications. Completed pay increase for SHOPO BU 12 increase effective 1 -1 -15. • 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. • Payroll: Normal payroll processing; Finance Payroll AJ 11 -15 -14 Report posting to general ledger; Post vacation payout for employees retiring end of calendar year 2014. Continue to work on request for information from Grassroots Institute of Hawaii; Report to PKFHI Auditor (2247 pages); Payroll set -up for Calendar Year 2015 (W -2, New Tax Tables and Salary Increase /Step Movements). 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. More meeting to be schedule next year to hopefully 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. • Still working on Issue regarding reimbursement of overpayment that occurred. Working on amount the employee wanted the employer to check on the data to show the real amount taking into account taxes and other related pay concerns. • Issue regarding the KPD requesting examination for Police Services Officer be conducted on a monthly basis. Staff Iooking into the possibility of accommodating the department. • Processing of random drug testing for Public Work's. I" Progress on Strategic Plan Objects: • The HRIS Task Force: Working with the Public Works' Department on their accruals issue. Next meeting scheduled for January 15, 2015. �, • 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. THIS IS MY LAST REPORT. It has being a pleasure working for a great commission and thanks for all the help you provided me and the Department. Look forward to my retirement; relax and take it easy. Again thanks or everything.