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Roy Morita Members:
Chair Nancy Golden
Elizabeth Hahn
Jeffrey Iida
John Low Richard Jose
Vice -Chair Karen Matsumoto
COUNTY OF KAUAI CIVIL SERVICE COMMISSION
NOTICE OF MEETING AND AGENDA
Tuesday, June 23, 2015
3:00 p.m. or shortly thereafter
Mo'ikeha Building, Liquor Conference Room 3
4444 Rice Street, Llhu'e, HI 96766
CALL TO ORDER
ROLL CALL'
EXECUTIVE SESSION
Pursuant to Hawaii Revised Statutes § §92 -4 and 92 -5 (a) (4), 92 -9 (a)(1 -4) (b), the purpose of
this executive session is to receive and approve Executive Session minutes and to consult with
the Commission's legal counsel on issues pertaining to the Commission's and the County's
powers, duties, privileges, immunities, and/or liabilities as they may relate to this item, deliberate
and take such action as appropriate.
ES 413 Executive Session Minutes of May 26, 2015
Pursuant to Hawaii Revised Statutes § §92 -4 and 92 -5 (a) (2) (4), the purpose of this executive
session is to consider the hire, evaluation, dismissal or discipline of an employee or officer of the
County where consideration of matters affecting privacy will be involved, provided that if the
individual concerned requests an open meeting, an open meeting shall be held; and to consult
with the Commission's legal counsel on issues pertaining to the Commission's and the County's
powers, duties, privileges, immunities, and/or liabilities as they may relate to this item, deliberate
and take such action as appropriate.
ES4010: RFA 2015 -01 Commission's consideration of rescheduling a Communication
filed 2/17/15 appealing applicant's disqualification for the Civil
Engineer II and Civil Engineer III position by the Human
Resources Department (Continued from 4/28/15)
An Equal Opportunity Employer
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ES -012: CSC 2015 -11 Discussion and decision- making for initial 6 month job
performance review for the Director of Human Resources, due
6/30/15
RETURN TO OPEN SESSION
Ratify Commission actions taken in Executive Session for items: ES -013, ES -010, and ES -012
APPROVAL OF MINUTES
Open Session Minutes of May 26, 2015
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 -012 June 2015 Director's Report
ANNOUNCEMENTS
Next Meeting: Tuesday, July 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
Civil Service Commission — June 23, 2015 Page 12
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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.
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 — June 23, 2015 Page 13
COUNTY OF KAUAI
Minutes of Meeting
OPEN SESSION
EMIR
Board/Committee:
CIVIL SERVICE COMMISSION
Meeting Date
May 26, 2015
Location
Mo'ikeha Building, Liquor Control Commission, Meeting Room 3
Start of Meeting: 2:00 p.m.
End of Meeting: 2:47 p.m.
Present
Chair Roy Morita; Vice Chair John Low. Members: Nancy Golden; Elizabeth Hahn (2:01 p.m.); Jeffrey Iida; Richard Jose; Karen
Matsumoto
Also: Deputy Attorney Matthew Bracken; Boards & Commissions Office Staff Support Clerk Barbara Davis; Administrator Jay
Furfaro; Director of HR Janine Rapozo; Deputy Attorney General James Halvorson
Excused
Absent
SUBJECT
DISCUSSION
ACTION
Prior to the start of the meeting, Council Administrative Assistant Eddie
To enio gave the Oath of Office to new Commission member Jeffrey Iida
Call To
Chair Morita called the meeting to order at 2:00
Order/Roll Call
p.m. with 6 members present.
Executive
Deputy Attorney General Halvorson cited the
Session
Hawai'i Revised Statutes provision as detailed on
the agenda to take the Commission into
Executive Session for ES -009 to approve
N
Executive Minutes of 4/28, 2015 and ES -010:
RFA 2015 -01; ES -011: RFA 2015 -02; and ES-
�,
012: CSC 2015 -11.
s
X
Mr. Low moved to go into Executive Session at
F
2:01 p.m. Mr. Jose seconded the motion.
t
Motion carried 6:0
N
Ms. Hahn entered the meeting at 2:01 p.m.
Return to Open
The meeting resumed in Open Session at 2:39
Civil Service Commission
Open Session
May 26, 2015
Page 2
C� C
SUBJECT
DISCUSSION
ACTION
Session
Ratify Commission actions taken in Executive Session for items: ES -009, ES-
p.m.
0104 ES -01, and ES -012
Mr. Low moved to ratify the actions. Mr. Iida
seconded the motion. Motion carried 7:0
Approval of
Open Session Minutes of April 28, 2015
Mr. Low moved to approve the minutes as
Minutes
circulated. Mr. Jose seconded the motion.
Motion carried 7:0
Business
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)
No Commission action pending input from
Deputy Attorney Courson,
Director's
CSC 2015 -010 May 2015 Director's Report
Report
Ms. Hahn said the new bargaining Unit 14, which includes the sheriffs
department and the ocean safety officers, was discussed last month and
apparently did not get resolved according to the report. Ms. Rapozo said it did
not get resolved so they will get the Unit 3 agreement terms for this coming
year while they continue to work on the terms.
Return to Open
Ratify Commission actions taken in Executive Session for items:
Session
ES -006, ES -003 and ES -004
Announcements
Next Meeting: Tuesday, June 23, 201— 3:00 p.m.
Adjournment
Ms. Matsumoto moved to adjourn the meeting at
2:47 p.m. Mr. Jose seconded the motion.
Motion carried 7:0
Civil Service Commission
Open Session
May 26, 2015
Submitted by:
Page 3
Barbara Davis, Staff Support Clerk
Approved as circulated.
Approved with amendments, See minutes of
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Reviewed and Approved by:
Roy Morita, Chair
meeting.
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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.
Is the Appellant County - No
Name. address. and telephone number of • gi : •11_ __ d ' • re tat = (if f _ 1
Examination 4. Pursuant to HIRS 76=14m this apmeal is beinafled for an action under the fg1lomring gM=0f (checkAMgH2gW2L
Recruitment &
Classification or reclassification of a particular position
Employment action taken under Chapter 70, HIRS, (appellant must be a civil service employee excluded from
collective bargaining)
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C-�L =1r =�. • : •,! c� �• it : • •�c : l�. • a : ♦• _ _ - _ I !Y � • _ �_�
8. Other facts relevant to this appeal:
9. Remedy re -guested 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
I. Implementing c: 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.
L, 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 is 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.
59 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
C5C 2015 -06
minimum qualifications set forth by the County Charter are
met.
6. Commission to request that the Office of Boards and
Commissions schedule interviews) with the qualified
nominees.
7. Commission to post agenda item for the selection of the
Human Resources Director.
Be Commission to take action on a motion to select the Human
Resources Director from the list of qualified nominees.
9. Commission to inform the Mayor of its selection.
Step 2: If no selection is made in Step 1, then the Commission will
move to Step 2 and utilize option available under Step 2.
Step Val: : Recommendation of Candidates by a Select Committee
14 Commission to post item on the agenda to appoint Select
Committee members and identify the scope for a three -
member permitted interaction group.
(The Chairperson appoints the Select Committee members
and the Commission defines the scope of the tasks for the
Select Committee at a noticed meeting).
2. The Select Committee will establish all advertisements and
chose the publications for any such advertisements.
3. The Select Committee will review all applications /resumes.
4. Resumes of applicants shall be forwarded by the Select
Committee in a confidential memorandum to the
Commission for review to ensure that minimum
qualifications set forth in the County Charter are met.
S. The Select Committee may interview the candidates
deemed qualified by the Commission.
66 The Select Committee may select up to five finalists for the
Commission's review and prepare a report on the finalists.
2
CSC 2015 -06
7. Commission to post executive session agenda for
acceptance of the Select Committee's report and
recommended finalists.
Be Commission will review the report, may accept the report,
and if necessary conduct additional interviews with the
finalists.
90 Commission to take action on a motion to select one of the
recommended finalists at a noticed meeting.
10. Commission to inform the Mayor of its selection.
Ste 2(b): Recommendation of Candidates by Consultant
1. Commission to post agenda item to take action on selecting
a consultant to provide a list of candidates.
I 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.
40 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,
S. Office of Boards and Commissions to draft the consultant
contract.
60 Legal review by Office of the County Attorney.
7. Review and Selection Committee meets to review resumes
and rate the consultants.
Be Consultant is selected and executes contract with the
County.
9. Consultant will establish all advertisements and choose the
publications for any such advertisements.
10. 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 i -14=S, 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
El
CSC 2015 -06
Human Resources Director's performance as required by the
RPPPC Rile 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.
4' III. �napi�ijig�R Role 1 -1 ", Provisions for the Dismissal of
the Human Resources Director
Dismissal Procedures:
10 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
JUNE 2015
With the ratification of new two (2) year contracts for HGEA members in Units 2, 3, and 4, staff
were busy reviewing and confirming employees' step movement dates and preparing the necessary
worksheets and payroll certifications for these employees. In addition, payroll certifications were
prepared for all employees in unit 11 (Firefighters) and unit 12 (Police Officers) with across the
board percentage increases due on July Is"
Summer hire processing was in full swing this month involving our various divisions from
recruitment, transactions, benefits and new hire processing. For efficiency, one day is devoted to
f processing in the over one hundred (100) summer hires for the Parks and Recreation Summer
Enrichment Program at the Llhu`e Neighborhood Center. Staff and resource people were able to
process summer hires for pre - employment drug screens, background checks (fingerprinting) and
the completion of pre - employment forms. Unfortunately, the high percentage of employees yet to
be selected as well as no shows resulted in an additional day devoted to processing in summer
hires as well as the daily scheduling of others on a one on one basis.
On the bright side, the department is fortunate to have a summer intern in our office assisting with
the summer hires for the Parks and Recreation Summer Enrichment Program, the Golf Summer
Program, and interns for the Water Department and Mayor's Office Programs.
Budget deliberations are complete for the fiscal year 2016. The department's budget submittal
survived the scrutiny of the County Council with no changes made.
After many years of work with the UPW, the Public Works Department successfully negotiated a
Memorandum of Understanding to separate the Solid Waste Division and the Roads Division
effective July 2015. In conjunction with this separation, Public Works will be converting the
entire island to a fully automated refuse collection system and thus, reducing crews of three (3) to
one (1) driver only. Aside from assisting with the negotiations of the agreement, our office has
been busy in various aspects of implementing this agreement including the development of new
class specifications, assisting the department with revised and new position descriptions and
training employees due to the change to a fully automated refuse collection system, and the
preparation of payroll certifications for the various changes.
0 96 C,61s _ 4 l 01**.
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Following are highlights and statistics from the various divisions:
Administrative Services and Benefits
• For the first year of providing online enrollment service for flexible spending plans, fifty
(50) employees enrolled for medical/dependent care expenses and eighty -two (82) for
healthcare premiums or various insurance plans; the in person enrollment figures have still
not been received by Allstate.
• Professional Service ads for Drug and Alcohol Testing, Investigative Services and
Substance Abuse Professional (SAP) were prepared and will be published with the entire
County's needs for all types of professional services in June.
• New Hires: Janitor H
Legal Clerk I
Legal Clerk II
Park Caretaker I
Police Evidence Custodian I
Secretary
Senior Account Clerk
Summer Hire Program Coordinator (exempt)
• Exit Interviews Conducted: 12 of 12
• TDI Applications 1 (denied)
• Leave Sharing: 2
• Reference Checks: 12
• Transactions:
New Hires
12
Separations
9
Reallocations
13
Promotions
2
Demotions
0
Transfers
21
Pay Increase
4
Suspension
0
Leave Without Pay
35
Other
47
Seasonal
9
Classification and Pay and Labor Relations
• Met with the Department of Public Works on a Step 2 hearing regarding a suspension
given to an employee without just or proper cause.
• Reallocations Processed: Accountant II to Accountant I
Laborer II to Laborer I (2)
Laborer II to Traffic Signs and Markings Laborer Helper
Police Officer I to Police Officer II
Recreation Worker I to Pool Guard
2
Senior Clerk to Treasury Support Clerk
Tractor Mower Operator to Equipment Operator I
Treasury Support Clerk to Vehicle Titles & Registration
Technician
Vehicle Titles & Registration Technician to Senior Clerk
Victim Witness Counselor II to Victim Witness Counselor
Trainee
• Desk Audits: Commission Support Clerk to Secretary II
Private Secretary I to Private Secretary II
Secretary to Procurement & Specifications Specialist IV
Senior Clerk to Secretary
• New Classes Adopted: Solid Waste Worker I
Solid Waste Worker II
Recruitment and Exam
• Receipt and review of the numerous Youth Summer Enrichment Program applications
were completed and referred to the various departments (Parks and Recreation, Water and
Mayor's Office) for placement.
• Met with KPD personnel to discuss promotional process scoring calculation.
• Recruitments: Accountant I
Agricultural Land Use Inspector (continuous)
Beautification & Parks Maintenance Supervisor
Budget Analyst
Code Enforcement Officer
Departmental Accounting Technician
Deputy Prosecuting Attorney (exempt)
Emergency Services Dispatcher I
Fire Prevention Inspector H
First Deputy Prosecuting Attorney (exempt)
Janitor H
Plumber I
Police Services Officer
Real Property Appraiser I
Youth Summer Enrichment Program (exempt)
• Lists Referred to Departments
Accountant I
Accountant Trainee
Assistant Chief of Police
Budget Analyst
Bus Driver (substitute) (exempt)
Civil Engineer V
County Clerk (exempt)
Customer Service Representative I
Departmental Accounting Technician
Deputy County Clerk (exempt)
3
Written Exams Administered:
Performance Exams Administered:
Payroll
Deputy Director of Planning (exempt)
Deputy Prosecuting Attorney (exempt)
Economic Development Specialist IV (exempt)
Fire Fighter II (Hazmat)
Fire Fighter II (Rescue)
Fire Fighter III
Fire Fighter Trainee
Fire Prevention Inspector II
First Deputy Prosecuting Attorney (exempt)
Information Technology Project Coordinator
Janitor II
Janitor Working Supervisor
Pool Guard
Public Housing & Development Program Specialist I
(exempt)
Recycling Specialist Trainee
Senior Account Clerk
Senior Clerk
Victim/Witness Counselor Trainee
Youth Summer Enrichment Program (seasonal)
(exempt)
Beautification Parks Maintenance Supervisor
Janitor Working Supervisor
Police Services Officer
Vehicle Titles & Registration Technician
Pool Guard
• State Board of Trustees for Deferred Compensation approved the County of Kaua'i's
request to participate in the State of Hawai`i's PTS (Part-time, Temporary and Seasonal)
Employees Program. We are now awaiting for the State to develop a Memorandum of
Agreement to allow the County to piggyback onto this program.
• Staff continue to work on reorganizing various duties to allow for cross training on payroll
functions while ensuring proper checks and balances and controls are maintained. Thus
far, the data entry function for the payroll of nine (9) departments for semi - monthly
completion and the setup and processing of leave sharing hours for affected employees has
been transferred to the clerical staff for processing
• Work continues on correcting/creating payroll codes to ensure systematic vacation accruals
are calculated for the various pay codes including leave sharing and workers'
compensation
13
Employee Development and Health Services
• Fifty -eight (58) workers' compensation claims from Public Works, Parks and Recreation,
Water, Transportation, Finance, Fire, Police and the Mayor's Office were reviewed with
FIRMS (First Insurance Risk Management Services) and Atlas Insurance to monitor
progress and determine course of action for long standing cases
• Workers' compensation claims and liability claims continue to be reviewed through the
completion of safety assessments and follow up with respective departments for further
action including changes to operational policies and procedures, disciplinary action or
further training
• A workplace investigation was conducted and completed for the Finance Department.
• Equipment/Driver Training: Komatsu PC 220 LC Excavator (1 Public Works employee)
Case Pay Loader #584 3 Cubic Yard and over (1 Public
Works employee)
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