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HomeMy WebLinkAbout2015_0324_Agenda_NoticeRoy 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, March 24, 2015 2 : UO p.m. or shortly thereafter Mo'ikeha Building, Liquor Conference Room 3 4444 Rice Street, Llhde, HI 96766 CALL TO ORDER ROLL CALL EXECUTIVE SESSION Pursuant to Hawaii Revised Statutes § §924 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 -004: RFA 2015 -01 Communication filed 2/17/15 appealing applicant's disqualification for the Civil Engineer II and Civil Engineer III position by the Human Resources Department ES -005: RFA 2015 -02 Communication filed 2/19/15 appealing the classification or reclassification of a particular position by the Department of Human Resources RETURN TO OPEN SESSION Ratify Commission actions taken in Executive Session for items: E&004 and ES -005 APPROVAL OF MINUTES -Open Session Minutes of February 24, 2015 An Equal Opportunity Employer BUSINESS CSC 2015 -03 Goal setting for the Director of Human Resources for fiscal year 2015/2016 (Defer to April 28) CSC 2015 -04 Review Department and Commission's procedures and forms for filing appeals (On- going) CSC 2015 -06 Discussion on adopting Guidelines for Implementing Civil Service Commission Procedures for the Selection, Evaluation and Dismissal of the Director of Human Resources and possible decision - making to schedule a Public Hearing on adding such Rule Changes as Subchapter 7 (On- going) DIRECTOR'S REPORT TO INCLUDE ANY UPDATES ON THE TRANSISTION PLAN CSC 2015 -08 March 2015 Director's Report ANNOUNCEMENTS Next Meeting: Tuesday, April 28, 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 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. 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. Civil Service Commission — March 24, 2015 Page 12 X 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 — March 24, 2015 Page 13 COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board/Committee: CIVIL SERVICE COMMISSION Meeting Date February 24, 2015 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room 3 Start of Meeting: 3:00 P.M. End of Meeting: 3:45 p.m. Present Chair Roy Morita; Vice Chair John Low. Members: Cathy Adams; Elizabeth Hahn; Richard Jose; Karen Matsumoto Also: Deputy County Attorney Nick Courson; Director of Human Resources Janine Rapozo; Boards & Commissions Office Staff. Support Clerk Barbara Davis; Administrator Paula Morikami. Resource Person: John Isobe Excused Member: Nancy Golden Absent circulated. Mr. Low seconded the motion. SUBJECT DISCUSSION ACTION Call To Chair Morita called the meeting to order at 3:00 Order/Roll Call p.m. with 6 members present. Approval of Open Session Minutes of January 27, 2015 Ms. Hahn moved to approve the minutes as Minutes circulated. Mr. Low seconded the motion. Motion carried 6:0 Business CSC 2015 -06 Discussion on adopting Guidelines for Implementing Civil This item was taken out of order in consideration Service Commission Procedures for the Selection, Evaluation and Dismissal of Mr. Isobe's presence as a Resource Person. of the Director of Human Resources and possible decision - making to schedule a Public Hearing on adding such Rule Changes as Subchapter 7 Mr. Isobe explained the Planning Commission's guidelines were a result of needing to standardize the practices and procedures of how Directors are selected, especially those Directors that are appointed and removed by A� Commissions. It was noticed that every Commission handled the process differently, which was creating confusion in what was the proper process and procedure for selecting various department heads within the County. Those appointed by the Mayor within the Administration are fairly consistent as the Mayor is a single appointing authority. Because all of the Directors are v, employees of the County of Kauai and serve a function within the County there was a need to have a conversation with the various Commissions to Civil Service Commission Open Session February 24, 2015 Page 2 SUBJECT DISCUSSION ACTION standardize the procedure; not just the appointment procedure but the evaluation procedure and at some point the removal procedure if necessary. While Mr. Isobe was serving on the Planning Commission, a committee was created that began to look at the process and procedure that particular body wanted to follow in appointing, evaluating, and removing the Planning Director. A lot of time was spent with the County Attorney, Ms. Rapozo in Personnel, and Boards and Commissions developing the guidelines. The work done on the Planning Commission could eventually serve as a catalyst for other Commissions that have similar responsibilities in appointing their respective Directors. Ms. Adams asked if this meant there would be a scheduled public hearing on the rule change. Staff said once it is determined what they want to adopt a public hearing will be scheduled in accordance with the Hawaii Revised Statutes. Ms. Hahn said her understanding is that if they do not adopt a rule they can still function in hiring a Director without having to go through the formal process of adopting rules. Deputy Attorney Courson said that was his understanding. The Commission is vested with the discretion, and it would make it official and increase consistency and transparency, but it would bind future Commissions until they repeal the rules. Asked if the Planning Commission went through that process, Mr. Isobe replied yes and they hope future Commissions would at least handle the process in a very consistent manner. Because this is not something that happens every year, typically it will be a brand new body going through the process. Mr. Isobe noted there were no concerns from the public or otherwise on the proposed rule change for the Planning Commission. Mr. Morita stated the Civil Service Commission did not have anything in place when it went through this process recently, and he thought adopting something like this would be good for future Commissions. Ms. Adams asked if an Civil Service Commission Open Session February 24, 2015 Page 3 SUBJECT DISCUSSION ACTION other Commissions that have appointing authority have looked at guidelines on how to go about doing this, and if not perhaps they were setting a trend. Ms. Adams felt it was a very helpful document and was something she would support. Mr. Low agreed that standardization would be good for all the Boards and Commissions that appoint their director. Mr. Low said in looking at the draft of the guidelines, he has an issue with no. 5 under Step 1 which says the resumes for the Director of Human Resources would go to Human Resources; it needs to go only to the Commission and through a review committee to make sure the applicants have met the basic requirements. Ms. Morikami added that unlike the Planning Commission the Department of Human Resources does not have a Deputy so that section was not included in the guidelines but it is something this Commission can consider. Mr. Low said if they were to ever get a Deputy, which he supports, that could be added on as an amendment to which Ms. Matsumoto said it would require another public hearing. Ms. Morikami noted they could also add that language now. Chair Morita thought they should do all of the changes at once and add the Deputy. Discussion regarding ex- officio members confirmed that this Commission has only one ex- officio member, which is the Mayor who does not have voting privileges. Mr. Isobe suggested they might just want to say the Mayor rather than ex- officio. Staff suggested they could say the Mayor as an ex- officio member, which would explain why the Mayor has input. Mr. Low wanted to make sure item 5 would say that resumes from nominated candidates will be forwarded to the Commission in a confidential memorandum for review to ensure the minimum qualifications set forth by the County charter are met. Ms. Hahn asked if there was a time when there would be another ex- officio member other than the Mayor. Deputy Attorney Courson said if it is the intent that the ex- officio only be the Mayor it is easier to say the Mayor. Ms. Hahn agreed it would be clearer to say the Mayor. Ms. Matsumoto said if they want to standardize the Rules with other Boards and Commissions they have to Civil Service Commission Open Session February 24, 2015 SUBJECT DISCUSSION ACTION leave ex- officio because the Water Department has ex- officio members other than the Mayor. The Commission agreed to keep the language of ex- officio as presented. Mr. Low moved to bring back the guidelines with the requested changes to next month's meeting for further review and possible adoption. Mr. Jose seconded the motion. Motion carried 6:0 CSC 2015 -03 Goal setting for the Director of Human Resources for fiscal year 2015/2016 (On- going) Ms. Rapozo said they have to set goals and explain what they have accomplished this year as part of the budget presentation. It is not due until the end of this week and she has not had time to get to it so she would like to request a deferral for one month. She further explained that it is difficult to do goals without knowing what budget you will have. Asked if the budget cut was still at $169,000 Ms. Rapozo said there has been confusing discussion on that because she was told the collective bargaining increases don't count for that. Because budget discussions have not been completed they do not know what the budget looks like. Chair Morita said one of the goals is the evaluation for the executive appointees. Ms. Adams felt the 2015 goals were all fine goals, but the devil is in the detail and without knowing the budget you cannot flush this out. For instance attract, value, support and retain a fully - staff, qualified and diversified workforce requires a lot of training but it depends on how big your budget is as to how much training you can have. Enhance the quality and delivery of services through technology and the one thing we don't want to get lost is the HRIS, but until Ms. Rapozo knows how much financial support she will have for financial improvements that may not be realistic. Mr. Low agreed they do not want to seta goal that is not Civil Service Commission Open Session February 24, 2015 Page 5 SUBJECT DISCUSSION ACTION attainable and then explain why that goal was set. Ms. Adams stated that if Ms. Rapozo thought it would be helpful to enhance the quality and delivery of services through technology by going to the County Council and saying she needs these modules because the Civil Service says she needs it, then use us. Mr. Low said if they decide that is the way to go he would like to see all the issues that were brought up by the Task Force as part of the goals. It is hard to have gone through all of this process and now to not have anything to support it with. Ms. Rapozo pointed out those goals were Tom's and part of this year's budget presentation. Each of the bullets presented to Council had objectives for each one and that is what she is working on for the coming year. If the Commission wishes to add anything Ms. Rapozo said she could still adjust the budget presentation as long as they have the resources to do it. Chair Morita said they did not want to hold Ms. Rapozo's feet to the fire, but they do have to do an evaluation in June and need to have something to look at. Ms. Hahn said she sees this as a ramp up time so the June evaluation is not the kind of evaluation they might see a year from now. Discussion on deferring this item led Ms. Rapozo to point out it is difficult to make budget deadlines when they don't have the final budget that will be submitted to Council. Ms. Rapozo suggested they could shoot for April and then they may have to look at it again should Council cut their budget. Ms. Matsumoto pointed out these goals were accepted for FY 2015, which ends June 30, and asked if they could not be used for the evaluation in June. Ms. Adams said Ms. Rapozo has the details for these goals already to which Ms. Rapozo said she could update the status of each goal as it is part of the presentation they have to do anyway. Ms. Adams asked if Ms. Rapozo would like a representative from the Civil Service Commission to go with her to the Council presentation to which she replied they do not have the dates yet. Ms. Hahn moved to defer this item to April. Mr. Low seconded the motion. Motion carried 6:0 CSC 2015 -04 Review Dqpartment and Commission's procedures and forms Civil Service Commission Open Session February 24, 2015 Page 6 SUBJECT DISCUSSION ACTION for filing appeals (On- going) Ms. Hahn pointed out that forms need to be changed to reflect Human Resources rather than Personnel Services but she likes that the forms will have a control number so everyone will be working with the most up-to -date version of the form. Deputy Attorney Courson said they are looking to improve the forms and he has been consulting with Ms. Rapozo in HR but it will be an evolving process. Under consideration is to request the appellant to attach the decision of the Director to the appeal form so the Commission will know right away if that step was missed. HR is also looking to revise some of their letters to make them clearer as well as possibly revising the classification rules which may lead to appeals that are not timely filed. Director's CSC 2015 -07 a. February 2015 Director's Report Reports b. October — December 2014 Quarterly Report to CountX Council Ms. Rapozo pointed out the change in the format of the report, which is in a summary form with an update on the divisions, and which will be done on a monthly basis rather than weekly. The Commissioners were in agreement with the new format and said they needed only to know what the issues are and that they are being dealt with without the repetitiveness of the weekly reports. Ms. Adams questioned whether they should be listing details of claims such as workers' compensation in the report. Ms. Rapozo stated it was only the statistics and not the detail of the claim, but they could list the total number of claims without listing the type of claim. Ms. Matsumoto suggested not including non -civil service positions which do not affect the Civil Service Commission. Questioned about the Quarterly Report that went to the Council Chair, Ms. Rapozo noted that it is required as part of the budget ordinance. Chair Morita complimented Ms. Rapozo on the training recently conducted with the Fire Department noting training is something this Commission has Civil Service Commission Open Session February 24, 2015 SUBJECT DISCUSSION ACTION been asking to be done for the past 5 'h ears. ES -003 Executive Session Minutes of January 2 7, 2015 Ms. Adams moved to approve the minutes as circulated. Mr. Low seconded the motion. Motion carried 6:0 Announcements Next Meetin : Tuesday, March 24, 2015 — 2:00 p.m, Adjournment Ms. Adams moved to adjourn the meeting at 3:45 p.m. Mr. Jose seconded the motion. Motion carried 6:0 Submitted by: Barbara Davis, Staff Support Clerk (} Approved as circulated. () Approved with amendments. See minutes of Reviewed and Approved by: meeting. Roy Morita, Chair C. write clearly in Department of Personnel Services County of Kauai Internal Complaint Form Complaint Information. Name• Bargaining Unit Position Number & 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): complaint. Type of „ Recruitment Examination .0 Initial Pri ingof Classes Ae Other Employment Action Adversely Affecting Civil Service Employees (Excluded) Other Advem Employment Through A. Cite the specific personnel law, rule, or written policy, which you allege has been misinterpreted, misapplied or violated. IL 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 violated, 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 Services, 4444 Rke Street, Suite 140, IUbue, Hawaii %766-1340. FOR OFFICIAL USE ONLY Receipt verified by: Date Received: C SL zD /.r- 61 Y DATE RECEIVED: Appeal to the CIVIL SERVICE COMMISSION/MERIT APPEALS BOARD MO'HKEHA BUILDING 4444 Rice Street, Suite 150 LIHU'E, KAUAI, HAWAII %766 Telephone (808) 241 -4919 • Fax (808) 241 -5496 Submit original plus eight (8) copies of this form to the above address. Use black ink or a typewriter to complete this form Name, address, and telephone number of the Appellant: Is the Appellant a County employee: Yes No Use additional pages as necessary. 2. Name, address, and telephone number of Appellant's authorized representative (if any): 3. Name of the legal wrong Mayor, the Director of Human caused Resources. or appointing authority or a designee acting on behalf of one of these Director of Human individuals authority or a designee whose action is being 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. 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's Signature Representative (if any) (amended 1/2015) 2 Guidelines for Implementing the Civil Service Commission Procedures for the Selection, Evaluation, and Dismissal of the Human Resources Director I. Implementing Section 1 -14 -4: Selection of the Human Resources Director For Steps 1, 2, 2(a), 2(b), 2(c) the Commission should do the following regarding the Human Resources Director Position Description: 1. Commission to post agenda item for the review of the position description. 2. Commission to determine if changes are to be made to the position description. 3. Commission to vote on a motion to accept amended position description if changes are made. 4. Commission to develop interview questions. All candidates shall be asked the same questions. Step 1: Nominated Candidates by the Commission 1. Commission to Post executive session agenda item for nomination process. 2. Commission members, including ex- officio members, who are interested in recommending nominees, shall obtain the resumes of the potential candidates. In Executive Session: 3. Commission members, including ex- officio members, to nominate candidates for consideration. 4. Each Commission member shall be allowed to nominate no more than one candidate. 5. Resumes of nominated candidates shall be forwarded by the Commission in a confidential memorandum to the Commission Select Committee, in care of the Office of Boards and Commissions, for review to ensure that 1 CSC 2015 -06 90-SZOZ :)SD Z •sisleug aqj uo lioda. a a.eda.d pue nanaa s,uosswwo� i i i i aqj JOI sjsileuij anil of do galas Aew aalliwwo� palaS aqi •uoissiwwo� aql �(q paijilenb pawaap sajepipue� aqj nnalmajui �(ew aalliwwo� galas ayl slaw aae .ia:pey:) Aluno:) aqj ui y�ol las suoile�ijilenb wnwiuiw legl a.insua o1 nnainaa JOI uoissiwwo� atall of wnpueaowaw leluapijuo a u aalliwwo� i i palaS ayl Aq pap.iemiol aq Ileys slue:)ildde jo sawnsau •sawnsa.i /suoile:ildde Ile nnainaa Ilion aalliwwo) galas ayl •sjuawasiPanpe yens Aue aol suoile:ilgnd ayl asop PUB sluawasi:Panpe Ile gsilgelsa Ilion aalliwwoD palaS ayl •(Suilaaw pa�iJou a le aalliwwo� galas aqj aol s1sel aqj jo adom aqj sauil.ap uoissiwwo:) aqj pue saagwaw aaiiiwwo:) 1:)alas ayl sluiodde uos.iadiiey:) aqi) •dno.iS umpe.ialui palliwiad aagwaw .9 's OV .£ 'Z -aaayj a aol adorn aql Apluapi pue saagwaw aal}iwwo� palaS juiodde of epuaRe aql uo wali lsod of uoissiwwo� I oaj}iwwo� palaS a Aq salepipue� ;o uoi}epuawwonm : e Z ajS •Z dajS aapun algeliene uoildo azililn pue Z dalS 01 anow II!nn uoissiwwo� aqj uagl'Z dalS ui apew si uoipalas ou 11 :ZT •uoilialas sli 10 aoAew aqj waojui of uoissiwwo� •6 •saauiwou paijilenb jo isil aqj woaj aolaaia sa :mosall uewnH atoll Palas 01 uoilow a uo uoiPe ajel 01 uoissiwwoD •g •aopaaia sa:)anosaU uewnH aqj jo umpalas aqj ao} wali epuaSe Isod of uoissiwwo� •Z •saauiwou paijilenb aql ql!m (s)nnainaalui alnpaps suoissiwwo� PUB sp.ieog jo a3illo aqj jegj isanba.i of uoissiwwo:) 69 slaw aae ia:pey:) Aluno:) aqj Aq y:poj las suoile�ijilenb wnwiuiw T Commission to post executive session agenda for acceptance of the Select Committee's report and recommended finalists. 8. Commission will review the report, may accept the report, and if necessary conduct additional interviews with the finalists. 99 Commission to take action on a motion to select one of the recommended finalists at a noticed meeting. 100 Commission to inform the Mayor of its selection. Ste 2(b)e. Recommendation of Candidates by Consultant ( 16 Commission to post agenda item to take action on selecting a consultant to provide a list of candidates. 28 Commission will delegate the procurement obligations to the Office of Boards and Commissions. 3. Office of Boards and Commissions will define the scope of work for the consultant and prepare the procurement documentation. 48 Office of Boards and Commissions will determine who will sit on the review and selection committee to select the consultant and advertise for resumes through the Department of Finance /Purchasing Division. 5. Office of Boards and Commissions to draft the consultant contract. 6. Legal review by Office of the County Attorney, 70 Review and Selection Committee meets to review resumes and rate the consultants. 8. Consultant is selected and executes contract with the County. 9. Consultant will establish all advertisements and choose the publications for any such advertisements. 109 Consultant will review all applications /resumes. 3 CSC 2015 -06 11. Consultant shall forward resumes in a confidential memorandum to the Commission for review to ensure that minimum qualifications set forth in the County Charter are met. 12. The Commission shall submit in a confidential memorandum a certified list of the qualified candidates to the consultant. 13. Commission to post agenda for acceptance of the consultant's report and identification of qualified candidates. 14. Commission will review the report, may accept the report, and, if necessary, conduct interviews of the qualified candidates. 15. Commission to take action on a motion for appointment of any of the qualified candidates at a noticed meeting. 16. Commission to inform the Mayor of its selection. Ste 2(c): Commission Developed Selection Process 1. Commission to post agenda item to discuss and develop its own process to select the Human Resources Director. 2. Commission to take action on identified selection process and follow procedural requirements designed in the process to select the Human Resources Director. 3. Commission to take action on a motion for appointment at close of the selection process at a noticed meeting. 4. Commission to inform Mayor of its selection. II. Implementing RPPC Rule 1 -14 -5, Provisions for the Evaluation of the Human Resources Director Evaluation Procedures: 1. Commission to post agenda item to discuss the evaluation procedures to fulfill annual evaluation requirement of the 4 CSC 2015 -06 Human Resources Director's performance as required by the RPPPC Rule 1 -14 -5. 2. Commission to distribute evaluations as provided in the Administrative Policies and Procedures of Human Resources. 3. Commission to post executive session agenda item to discuss the performance of the Human Resources Director to conclude the evaluation. 4. Commission to administer evaluation with the Director of Human Resources and create a memo to personnel file attaching the evaluation. III. Implementing RPPC Rule 1 -14 -6, Provisions for the Dismissal of the Human Resources Director Dismissal Procedures: 1. Commission to post executive session agenda item to discuss dismissal of the Human Resources Director. 2. Following discussion in executive session, unless waived by the Human Resources Director to hold an open session, Commission may take action to dismiss the Human Resources Director by majority vote of the Commission without an adjudicatory hearing. IV. Authority for the Director of Human Resources to Appoint a Deputy: The Director of Human Resources may appoint a Deputy Director of Human Resources to assist with his or her duties. The Director of Human Resources shall develop and periodically review the position description for the Deputy of Human Resources position. A copy of the position description shall be kept on file with the Department of Human Resources. 5 CSC 2015 -06 DEPARTMENT OF HUMAN RESOURCES DIRECTOR'S REPORT TO THE CIVIL SERVICE COMMISSION Merl Zy:b•Ll With the fiscal year 2016 budget submittal looming, much time was spent working with the Administration in looking at vacant positions for cost savings. Through the efforts of the Vacancy Review Committee, a total of thirty-five (35) positions were reviewed of which, twenty -five (25) were filled, three (3) were dollar funded, five (5) were eliminated and two (2) were reallocated. Estimated cost savings are $568,000. In line with discussing vacancies, the County Council Committee on Budget & Finance requested clarification on the quarterly report that includes new hires, reallocations, promotions, transfers and vacancies for the period October 2014 - December 2014. As such, the Director attended the Council Committee meeting to respond to questions on the report as well as to discuss the role of the Vacancy Review Committee. The first in -house supervisory training was held for new and current supervisors of the Fire Department, Ocean Safety Division. The Director, along with a Deputy County Attorney and an HR Specialist II spent an entire day with nine (9) Ocean Safety supervisors going over topics that included supervisor's roles and responsibilities, employment laws including EEO, ADA, FMLA, and workers, compensation, collective bargaining agreements, County policies including the Ethics Policy, Workplace Violence Policy, and Drug and Alcohol Policy, transitioning from co- worker to supervisor, minimizing risk of personal liability, effective/ineffective communication, and performance evaluations. Much of staff's time continues to be devoted to working with our contract auditors (PKF Pacific Hawaii) in gathering documents related to the office's payroll and hiring procedures. CVarious professional services contracts were up for renewal including the Employee Assistance Program, Substance Abuse Professional, and Drug and Alcohol Testing and Medical Review Officer. Based on a recent Supreme Court decision, the lack of receipt of three (3) resumes for any solicitation cannot be used to procure the needed services. Unfortunately, only one (1) resume was received for the Drug and Alcohol Testing and Medical Review Officer solicitation. The department will be working with the Purchasing Division to consider options into an alternate procurement for this service. On February 17, 2015, a short term HR Clerk was hired to assist with the backlog of files and data entry as the department continues to move forward in transitioning these duties from the various departments. Negotiations are on -going for HGEA Units 2, 3, 4, and 14 as contracts expire on June 30, 2015. Given that the State legislative session ends in late April/early May, we are hopeful for a settlement that will allow for time to consider funding of the various contracts. 9 gC A 0 15- a 8, X 0 Following are highlights and statistics from the various divisions: Administrative Services and Benefits • Medical open enrollment for current eligible employees will occur from April I`W30'h. Informational sessions have been scheduled for two (2) days at the Convention Hall with informational flyers going out with employees' paychecks on March 13f. • Due to the federal Affordable Care Act (ACA), medical open enrollment is also currently in progress for temporary and short-term employees and will close on May 15, 2015. The plans offered meets the standard requirement of "minimum essential coverage" as defined by the ACA. • With access to our employee deferred compensation files with Prudential, staff can now directly update employee files with regards to address and status increasing efficiency when changes occur. • The Hawaii Criminal Justice Data Center (HCJDC) conducted an audit with regards to the department's policy and procedures for conducting background checks /fingerprinting. The department will need to develop written policies and conduct security awareness training for those employees with access to the FBI data system. New Hires: Bus Driver (2) Park Caretaker I Park Caretaker II Transportation Operations Assistant • Exit Interviews Conducted: 2 • TDI Applications: 2 (2 denied) • Transactions: New Hires 8 -Separations 11 Reallocations 7 Promotions 7 Demotions 2 Transfers 11 Pa Increase 10 -Suspension 2 Leave Without Pa 25 Other 5$ Classification and Pay and Labor Relations • UPW Step 2 grievance hearing held on February 6' for a Water Department employee while another UPW grievance was received for a Public Works' employee with a hearing scheduled in March. • Reallocations Processed: Agricultural Appraisal Specialist to Agricultural Land Use Inspector Building Pennit Clerk to Senior Clerk Civil Defense Plans & Operations Officer to Emergency 2 ' • Desk Audits: Recruitment and Exam Management Administrative Officer Civil Engineer I to Civil Engineer H Civil Engineer II to Civil Engineer III Departmental Personnel Assistant H to Departmental Staff Assistant 1I Emergency Management Officer to Emergency Management Administrative Officer Janitor H to Janitor Working Supervisor Procurement & Specifications Specialist H to Procurement & Specifications Specialist III (2) Project Assistant to Project Manager Senior Clerk to Senior Account Clerk Waterworks Inspector II to Supervising Waterworks Construction Inspector Engineering Drafting Technician III to Engineering Drafting Technician IV • The Civil Service Commission Appeal Form is now included with the notification to applicants in the sustainment of the Director's decision in Administrative Reviews. • Staff participated in monthly NEOGOV Community Live meetings with other users regarding recruitment and exam issues, practices and utilization of the NEOGOV software. • For the first time, recruitment announcements and applications for youth summer employment was consolidated for the Summer Enrichment, Water Department and Mayor's Internship Program allowing applicants to complete one (1) online application for the various summer opportunities. • Recruitments: Agricultural Land Use Inspector Automotive Mechanic I CClerk Dispatcher I Departmental Accounting Technician Emergency Services Dispatcher I Engineering Support Technician III Equipment Operator II Janitor Working Supervisor Personnel Support Clerk Plumber I Police Evidence Custodian I Police Services Officer Senior Account Clerk Transportation Operations Assistant • Lists Referred to-Departments: Accountant I Clerical Assistant (Community Relations) Clerk Dispatcher I P C C Written Exams Administered: Performance Exams Administered: Payroll Departmental Accounting Technician Emergency Services Dispatcher I Equipment Operator H Groundskeeper Janitor Working Supervisor Legal Clerk 111 Parks Maintenance Operations Chief Personnel Support Clerk Plumber I Police Lieutenant Police Sergeant Police Services Officer School Crossing Guard Assistant Building Inspector Clerical Assistant (Community Relations) Emergency Services Dispatcher I Janitor Working Supervisor Police Services Officer Supervising Building Plans Examiner Fire Fighter II (Rescue) Lifeguard • An omission of the retirement code was corrected and resulted in the reissuance of W -2 forms for two hundred thirty (230) employees. • Research conducted to assist the Finance Department in determining the possibility of converting all employees to direct deposit payroll; currently, one hundred eighty -three (183) employees receive payroll checks. • Processed vacation payout for thirty-two (32) employees with eighteen (18) processed for deferred compensation transfer. • Central Payroll Analyst sits on Deferred Compensation Board and attended monthly meeting on Oahu. Employee Development and Health Services • Distributed standardized Employment Labor Law posters to all department/agencies for all facility locations. • Completed required Bureau of Labor Statistics (BLS) Survey of Occupational Injuries and Illnesses forms. • A review of forty-one (41) open workers' compensation claims was conducted during quarterly claim reviews held with our third party administrator, FIRMS, Inc., the County insurance broker, Atlas and seven (7) departments. ri • One (1) Return to Work meeting held with employee to consider employment options based on permanent restrictions preventing a return to his usual and customary duties, • Staff continues to work with various departments regarding employment issues related to ADA requirements, FMLA notification/designation requirements, termination of employment, etc. • Equipment/Driver Training: Cat D -6 Sanifill Dozer (1 PW employee). • .Other Training: - - - -- - • - 0 Cat 826 Compactor (2 PW employees) Forklift Training (2 PW employees) Uni- Loader #636 Case 430 series (2 PW employees) Dump Truck #032 8 cubic yard GMC & #079 10 cubic yard Peterbilt (1 Parks employee) Fire Department -Ocean Safety Bureau Supervisory Training (9 attendees) 5