HomeMy WebLinkAbout2015_0922_AgendaPacketRoy Morita Members:
Chair Nancy Golden
Elizabeth Hahn
Jeffrey Iida
John Low Richard Jose
Vice -Chair Karen Matsumoto
COUNTY OF KAUA'I CIVIL SERVICE COMMISSION
NOTICE OF MEETING AND AGENDA
Tuesday, September 22, 2015
2:00 p.m. or shortly thereafter
Mo'ikeha Building, Liquor Conference Room 3
4444 Rice Street, Lihu'e, HI 96766
APPROVAL OF MINUTES
Open Session Minutes of August 25, 2015
BUSINESS
CSC 2015 -06
CSC 2015 -15
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)
Memo dated 8/27/15 from the Charter Review Commission
requesting input from the Civil Service Commission on Article XV
of the Kauai County Charter
CSC 2015 -16 Request from Chair Morita for discussion and possible decision -
making on the method to raise the step level for the Director of
Human Resources position
a. Salary Commission Resolution Nos. 2012 -1, 2012 -2, and
2012 -3
DIRECTOR'S REPORT TO INCLUDE ANY UPDATES ON THE TRANSISTION PLAN
CSC 2015 -17 September 2015 Director's Report
An Equal Opportunity Employer
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 -015 Executive Session Minutes of August 25, 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.
ES -010: RFA 2015 -01 Review and acceptance of the Findings of Fact, Conclusion of Law
from the Attorney General's Office for 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 (On- going)
RETURN TO OPEN SESSION
Ratify Commission actions taken in Executive Session for items: ES -015 and ES -010
ANNOUNCEMENTS
Next Meeting: Tuesday, October 27, 2015 — 3:00 p.m., Mo'ikeha Building, Liquor Conference
Room 3.
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
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 — September 22, 2015
pursuant to
Page 12
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
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 — September 22, 2015 Page 13
Minutes of Meeting
OPEN SESSION
Board/Committee:
CIVIL SERVICE COMMISSION
Meeting Date
August 25, 2015
Location
Mo'ikeha Building, Liquor Control Commission, Meeting Room 3
Start of Meeting: 3:05 p.m. 7End
of Meeting: 3:34 p.m.
Present
Chair Roy Morita; Vice Chair John Low. Members: Elizabeth Hahn; Jeffrey Lida; Richard Jose
Also: Deputy Attorney Nick Courson; Boards & Commissions Office Staff: Support Clerk Barbara Davis; Administrator Jay Furfaro;
Director of HR Janine Rapozo
Excused
Members: Nancy Golden; Karen Matsumoto
Absent
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SUBJECT DISCUSSION
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ACTION
Call To
Chair Morita called the meeting to order at 3:05
Order/Roll Call
p.m. with 5 members present.
Approval of
Open Session Minutes of June 23, 2015
Ms. Hahn moved to approve the minutes as
Minutes
circulated. Mr. Jose seconded the motion.
Motion carried 5:0
Business
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
d
(On- going,)
Attorney Courson said he would like to review this with the Administrator, Mr.
(°
Furfaro, before he presents suggestions to the Commission for decision
making. Ms. Rapozo said the guidelines do not need to go to public hearing; it
t31 S
was something the Planning Commission did so when it came time to
implement that rule if they needed to hire or fire the director they would have a
guideline on the steps to follow. The Rules would need to be approved to go to
public hearing. Staff said the decision has not been made as to whether the
guidelines should be rolled into the Rules as a stepping stone for the future or
just remain as a guideline. Ms. Rapozo explained the process and reasoning
IM
Civil Service Commission
Open Session
August 25, 2015
I' : -
SUBJECT
DISCUSSION
ACTION
the Planning Department used in keeping the guidelines separate from their
Rules. Mr. Low recalled the Civil Service Commission had discussed the
options before and they also did not want to tie the guidelines to the Rules.
Director's
CSC 2015 -13 July 2015 Director's Report
Reports
a. Report 1.5 -01 from the Office of the County Auditor on the Audit of
County Hiring Practices, January 1, 2009 to December 31, 2013
b. Report 15 -02 from the Office of the County Auditor on the Audit of
County Payroll System, January 1, 2010 to December 31, 2013
Ms. Rapozo explained that July was the start of the new fiscal year, and
with that came a lot of changes such as new contracts for Units 2, 3, and 4.
There were also pay increases, which meant a lot of transactions that had to
be put into the system. Also, attached to the July report was the audit that
PKF Pacific did on the hiring practices and the payroll system. Subsequent
to HR going before the County Council, a briefing was done by the
consultants to the Council in which Council came back with a bunch of
questions for HR. The way the audit was done for both the hiring practices
and the payroll was a snapshot in time in that they would look at a particular
pay period, and whether something was or was not done. Some of the
processes are delayed and the correction may be done in a subsequent pay
period, but the auditors did not look further to make sure something was
corrected. They said their scope was just to look at that snapshot in time.
Our department went through each of the findings, and basically all of the
errors were corrected at some point in time, which was covered in our
response to the County Council. Ms. Rapozo offered to get copies of the
response to the Commission at a later point in time.
CSC 2015 -14 August 2015 Director's Report
a. April -June 2015 Quarterly port to the County Council
Civil Service Commission
Open Session
August 25, 2015
Page 3
SUBJECT
DISCUSSION
ACTION
Ms. Rapozo said the County Council quarterly report may be changing for the
vacancies listed. The County Attorney's Office has advised that some of the
information Council has been asking for may not be something that should be
released, so there is an amendment to the budget ordinance to change that
report to be in compliance with ensuring that the confidentiality of employees
are protected in those reports. A proposed change in the proviso to the budget
ordinance is that the report will be submitted twice a year to Council rather
than quarterly. During budget review that report is very important to the
Council so they know what positions are vacant, and what possibly they do not
need to fill.
Ms. Hahn complimented Ms. Rapozo on her thoroughness and agreed going to
a report twice a year makes so much sense with all the other work they have to
do. As a Commissioner, Ms. Hahn stated she was not so much interested in
what happened in the past because those issues were rectified or addressed in
some way. She did emphasize she is more interested in how they are going
forward with the new HR, and dealing with the many, many challenges they
have now. Mr. Low added that he was disappointed that the auditor's report,
whether they chose the snapshot approach or a longer approach, they were
aware (the department) had gone through a transition, but there was no mention
of that in the report. That was unfair to the department and resulted in negative
press unnecessarily. Ms. Rapozo said when the auditor's office informed the
Administration that they were looking at these two audits the Administration
did communicate back to the auditor's office that it might not be the most
opportune time to do this because they were in transition. If you audit the
times before the transition, it will be meaningless because steps have already
been taken to correct those areas, but they still proceeded with the audit. Ms.
Rapozo pointed out to the Council that the audit was not until 2013 and they
audited payroll; payroll was still at the Finance Department then. Mr. Low
stated that Ms. Rapozo was very professional with her response. Chair Morita
Civil Service Commission
Open Session
August 25, 2015
SUBJECT
DISCUSSION
ACTION
said it was frustrating to watch it on TV, and agreed that Ms. Rapozo had done
a good job.
Mr. Furfaro agreed that Ms. Rapozo had done an excellent job, and pointed out
that the concerns raised were within the scope of this Commission with regard
to the audit with the fact of the matter being that PKF identified things, but
they did not attempt to make any trail to see if the correction was done. This
Commission could send a message to either expand the scope of future audits
to actually follow a trail, or be more specific about what the auditors are
looking at so it is more transparent that the problems are being identified.
Ms. Hahn asked who determines when and where there will be an audit and
who pays for it. Mr. Furfaro stated the County has an audit department. It is
the role of the audit department and the head auditor each year at budget time
to submit a plan to the Council that is supported by the audit department's
operating budget. They may list four to six audits that they plan to schedule;
some may be contracted out specifically like a payroll audit. The general audit
is done every other year by law and gives the County their cash position, but
fuel, permitting for parks, and so forth that scope is left to the auditor to make a
presentation at budget time to the Council, and is supported by the audit
department's line by line budget. Any new audits after that is submitted must
go back to the Council to propose a new audit, or if Council proposes a new
audit, in order to finance the contract for that audit. Ms. Hahn wondered if one
of the considerations as to why the audit did not go any further than the
snapshot was because the scope of the audit was determined by the budget.
Mr. Furfaro pointed out that the audit department would lay that out, but the
Commission could send in comments that ask for more specifics about an audit
trail.
Ms. Hahn said if the Commission wants to take an action, and she appreciates
Civil Service Commission
Open Session
August 25, 2015
Page 5
SUBJECT
DISCUSSION
ACTION
Mr. Low's comment regarding there being no mention about the transition, but
if this is our in -house audit people it would not be out of this Commission's
purview to make a suggestion that shows the Commission paid attention to this
and noted there was no mention of the transition. Mr. Iida agreed and said he
thought it was a waste of time and money because HR was in transition. Chair
Morita said if you look at it, the audit started in 2009; in 2010 and 2011 HR
and the transition were in its infancy stage, so the timing was bad. Ms. Rapozo
said currently there is no auditor and she is not aware of any planned audits.
Mr. Furfaro said as mentioned earlier, the County is only required to do an
audit every other year. Ms. Hahn felt it was best not to get involved at this
point, but to note in the minutes that the Commission had observed those
certain things, and for the future when we know something like this is coining
up we can say what we would prefer to see going forward. Ms. Rapozo did
speak to the auditors and was very disappointed after they did their field work
as nonnally you get an exit (interview) with them to go over everything; we did
not have an exit interview. The auditors just submitted their report and gave us
one week to comment. Ms. Rapozo called the auditors saying they gave
findings with no details, so it was disappointing. Mr. Low said he would rather
wait to see how Council comments on the response from Ms. Rapozo, and if
HR is thrown under the bus then the Commission might need to correct some
of the information that we know is misleading to which the Commission
agreed. Comments were made that for an audit to go back 6 years seemed
more like a witch hunt rather than to have something that is constructive.
Mr. Low moved to receive the Director's reports.
Mr. Iida seconded the motion. Motion carried
5:0
Executive
Mr. Iida moved to go into Executive Session at
Session
3:30 p.m. Mr. Jose seconded the motion.
Motion carried 5:0
Attorney Courson read the Hawai'i Revised
Civil Service Commission
Open Session
August 25, 2015
s
SUBJECT
DISCUSSION
ACTION
Statutes as detailed on the agenda to take the
Commission into Executive Session for ES -014
and ES -010.
Return to Open
Ratify Commission actions taken in Executive Session for items:
Ms. Hahn moved to ratify actions taken in
ES -014 and ES -010
Session
Executive Session for items ES -014 and ES -010.
Mr. lida seconded the motion. Motion carried
5:0
Announcements
Next Meeting: Tuesday, September 22, 2015 . — 2:00 p.m.
Adjournment
Mr. Jose moved to adjourn the meeting at 3:34
p.m. Mr. Lida seconded the motion. Motion
carried 5:0
Submitted by:
Barbara Davis, Staff Support Clerk
O Approved as circulated.
() Approved with amendments. See minutes of
Reviewed and Approved by:
meeting.
Roy Morita, Chair
CIVIL SERVICE COMMISSION
Subchapter 7
Policies and Procedures for Rules on the
Selection, Evaluation, and Dismissal of the Director
of Personnel Services
142 Authority for Rule - making:
Pursuant to Article XV Section 15.03A of the Kauai County
Charter ( "Charter "), the Civil Service Commission of the
County of Kauai ( "Commission ") adopts the following
administrative rules pertaining to the selection, evaluation,
and dismissal of the Director of Personnel Services,
1 -43 Authority to Appoint Director of Personnel Services:
Pursuant to Article XV Section 15.04 of the Charter, the
Director of Personnel Services shall be appointed by the Civil
Service Commission. Prior to the appointment of a Director
of Personnel Services the Commission shall obtain
certification from the Department of Personnel Services that
each applicant meets the minimum qualifications set forth in
Article XV Section 15.04 of the Charter. The Commission
shall develop and periodically review the position
description for the Director of Personnel Services position.
The Commission shall transmit a copy of the position
description to the Department of Personnel Services,
1 -44 Authoritv for the Director of Personnel Services to ADDoint a
Deputy.
The Director of Personnel Services may appoint a Deputy
Director of Personnel Services to assist with his or her duties
as provided in Article XV Section 15.04 of the Charter. The
' c Sc a 0 i.5- 6 6
Director of Personnel Services shall develop and periodically
review the position description for the Deputy Director of
Personnel Services position. The Director shall transmit a
copy of the position description to the Department of
Personnel Services,
1 -45 Selection of the Director of Personnel Services:
The Director shall be selected in the following order.
1. First, by nomination of candidates to the Commission by
any of the Civil Service Commissioners;
2. Second, if no candidates are nominated by any Civil
Service Commissioner or the Commission fails to take
action on any of the nominated candidates, the
Commission may.
a. Form a select committee to compile a list of
candidates for recommendation to the Commission;
or
b. Contract with a consultant, specializing in the
recruitment of employees, to compile a list of
candidates for recommendation to the Commission;
or
c. Agree, by majority of the Commission, to develop its
own process to select the Director.
1 -46 Provisions for the Evaluation of the Director of Personnel Services
and Deputy Director of Personnel Services:
1. The Commission shall annually evaluate the performance
of the Director.
2. The Director shall annually evaluate the performance of
the Deputy Director.
3. The performance evaluations shall be conducted in
accordance with the "Administrative Policies and
2
Procedures" established by the Department of Personnel
Services.
147 Dismissal of the Director of Personnel Services
The Director serves at the pleasure of the Commission and
can be dismissed at any time without cause or hearing on
the matter.
N
Bernard P. Carvalho, Jr.
Mayor
Nadine K. Nakamura
Managing Director
Jay Furfaro
Administrator
Jan TenBruggencate, Chair
Joel Guy, Vice -Chair
Merilee (Mia) Ako
Ed Justus
Allan Parachim
Patrick Stack
Cheryl Stiglmeier
COUNTY OF KAUAI
CHARTER REVIEW COMMISSION
TO: See Attached Distribution List
Cc: Bernard P. Carvalho, Jr., Mayor
Nadine K. Nakamura, Managing Director
FROM:
Via:
DATE:
Jan TenBruggencate, Chair
Jay Furfaro, Administrator
August 27, 2015
RE: Requesting Input on areas of the Kauai County Charter
In accordance with Article XXIV of the Kauai County Charter, Section 24.03, the Charter Review
Commission will sunset in 2016. As a result the Commission is soliciting comments and/or
recommendations regarding specific areas of concern or issues related to your department and /or duties as
determined by the Charter for consideration of inclusion on the 2016 General Election ballot.
The next Charter Review Commission meeting is scheduled for Monday, September 28, 2015, at 4:00
p.m. in the Moikeha Building, Meeting Room 2A/B, with subsequent meetings on the fourth Monday of
each month. We would welcome you to attend our meeting to discuss your viewpoints and /or
suggestions. The Commission will be accepting input for proposed ballot amendments through the end of
2015 at which time we will need to commence work on the legal review for all proposed amendments.
If you would like to appear before the Charter Review Commission to discuss your concerns at any of our
future meetings please contact Barbara Davis, Office of Boards and Commissions at bdavis(d�kauai.gov or
241 -4917. Mahalo.
6:3, . ao,s.,s
4444 Rice Street, Suite 150 • Lihu`e, Hawaii 96766 • (808) 241 4917 • Fax (808) 241 -5127
ARTICLE
NWIEPARTMENT OF n RESOURCEJFR
Section 15.01. Organization. There shall be a department of human
resources consisting of a civil service commission, a director and
the necessary staff for the purpose of establishing a system of
personnel administration based upon merit principles devoid of any
bias or prejudice, and generally accepted methods governing
classification of positions and the employment, conduct, movement,
and separation of public officers and employees. (Amended 2014)
Section 15.02. Civil Service Commission Organization. The civil
service commission shall consist of seven members who shall be in
sympathy with and who shall believe in the principles of the merit
system in public employment. Of the members appointed, one shall
be selected from among persons employed in private industry in
either skilled or unskilled laboring positions as distinguished from
executive or professional positions. (Amended 2006)
Section 15.03
shall:
Powers and Duties. The civil service commission
A. Adopt rules and regulations to carry out the civil service
and compensation laws of the State and county. Such rules and
regulations shall distinguish between matters of policy left for
the determination of the commission and matters of technique and
administration to be left for execution by the director.
B. Hear and determine appeals made by any officer or employee
aggrieved by any action of the director or by any appointing
authority. Appeal from the decision of the commission shall be as
provided by law.
C.
Advise the
mayor and
director
of personnel services on
problems
concerning
personnel
and
classification administration.
D. Execute such powers and duties as may be provided by law.
Section 15.04. Director of Human Resources. The director of human
resources shall have had a minimum of five years of training and
experience in personnel administration either in public service or
private business, or both, at least three years of which shall have
been in a responsible administrative capacity and shall be in
sympathy with the principles of the merit system. The director shall
be appointed and may be removed by the commission. The director
shall be the head of the department of human resources and shall be
responsible for the proper conduct of all administrative affairs of
the department, and for the execution of the human resources
management program prescribed in this charter and in the ordinances
and regulations authorized by this charter. (Amended 2014)
Section 15.05. Human Resources Management Program. The director of
human resources shall be responsible for the execution of the human
resources management program which shall include:
A. Classification, recruitment, selection, employment,
deployment, promotion, evaluation, discipline, and separation of
employees.
B. Labor relations and negotiations.
C. Administration of employment policies and trainings related
to employee benefits, conduct, development, and safety and injury
prevention.
D. Workers' compensation.
E. Equal employment opportunities,
F. Workforce coordination and planning.
G. Administration of the civil service system as prescribed
by statute.
H. Other related duties as may be determined by the Mayor.
(Amended 2014)
COUNTY OF KAUA� 1
r 11 1 -
n,q,
1� M,
nd� X I um
RESOLUTION AMENDING RESOLUTION NO, 2011-1
No. 2012 -1
RELATING TO THE SALARIES OF CERTAIN OFFICERS AND
EMPLOYEES OF THE COUNTY OF KAUAI
WHEREAS, the Salary Commission finds that the County Council adopted and the
Mayor approved Ordinance No. 907 that added the Boards and Commissions Administrator to
the list of officers and employees included in Section 3 -2.1 of the Kauai County Code, 1987, as
amended, and
WHEREAS, the Salary Commission was informed by the Mayor via a letter dated July
154 2011 that the County of Kauai has agreed to a supplemental agreement with the Hawaii
Government Employees Association (HGEA), which calls for a zero percent (0 %) increase for
all of its HGEA employees and has not budgeted for any salary increases for County employees
in fiscal year 2012; and
WHEREAS, to remain consistent with the supplemental agreement and the 2012 budget,
the Mayor has requested that the Salary Commission take measures to insure that the proposed
increase for the Mayor be deferred until such time as economic and budgetary conditions
improve; and
WHEREAS, pursuant to Section 29.03 of the Kauai County Charter, the Salary
Commission's findings shall be adopted by resolution by the Commission and the resolution
shall take effect without the Mayor's and Council's concurrence sixty (60) days after its adoption
unless rejected by a vote of not less than five (5) members of the council, now, therefore,
BE IT RESOLVED BY THE SALARY COMMISSION, OF THE COUNTY OF
KAUAI, STATE OF HAWAI`l, that the provisions related to the "Salaries of Certain Officers"
of the County of Kauai, be established as follows:
SECTION 1. Pursuant to Section 29.03 of the Charter of the County of Kauai, the
Salary Commission hereby resolves to amend Resolution No. 2010 -1 and propose the changes
described in this resolution to the Kauai County Council as follows:
Article 1 Salaries of Certain Administrative Officers and Employees.
(a) Purpose. The purpose of this Article is to establish the salaries of certain
administrative officers and employees in accordance with the principles of adequate
compensation for work performed, and preservation of a sensible relationship with the salaries of
other county employees.
(b) Effective as of the dates stated below and subject to the performance review
requirements of subsection (d), the annual salaries, payable semi - monthly, of certain
administrative officers and employees shall be as follows:
Position Effective Dates
7/1/07 1/1/08 12/1/08 [0!7/0 i11 1
07/01/13
Mayor $ l oo, l oo $107,000
[Administrative Assistant]
Managing Director $ 96,250 $102,988
County Engineer $ 93,750 $100,313
Deputy County Engineer $ 86,250 $ 92,288
Director of Finance $ 93,750 $1004313
Deputy Director of Finance $ 86,250 $ 92,288
County Attorney $ 93,750 $1004313
First Deputy County Attorney $ 86,250 $ 92,288
Deputy County Attorney Up to $82,500 Up to $88,275
Chief of Police $ 93,750 $100313
Deputy Chief of Police $ 86,250 $ 92,288
Planning Director $ 93,750 $1 00,313
Deputy Planning Director $ 86,250 $ 92,288
Director of Personnel $ 9000 $ 965300
$114,490
$110,197
$107.335
$ 98,748
$107,335
$ 98,748
$107,335
$ 98,748
Up to $94,454
$107,335
$ 98,748
$107,335
$ 98,748
$103,041
$122,504
$117,911
$114,848
$105,660
$114,848
$105,660
$114,848
$105,660
Up to $101,066
$114,848
$105,660
$114,848
$105,660
$110,254
Manager and Chief Engineer,
Department of Water $ 93,750 $I00,313 $107,335 $114,848
Deputy Manager- Engineer,
Department of Water $
Fire Chief $
Deputy Fire Chief $
Director of Economic Development $
Director of Liquor Control $
Director of Parks $
86,250 $ 924288 $ 98,748 $105,660
93,750 $100,313 $107,335 $114,848
86,250 $ 92,288 $98,748 $105,660
90,000 $ 96,300 $103,041 $11 0,254
90,000 $ 96.300 $103,041 $110,254
93,750 $100313 $107,335 $114,848
I
Deputy Director of Parks S 864250
Director of Housing $ 90,000
Boards and Commissions Administrator
S 96,300
$ 98,748
5103,041
$103,041
$ 105,660
$110,254
$11 0,254
(c) Administrative officer and employee [e€] salaries shall not exceed the maximum
salary provided for in this Article at the time of employmient. However, the respective
appointing authority may set the salary of any new or existing non - elected appointee at a figure
lower than the figure established for the position.
(d) Requirements for salary increase. The salary increase for any non- elected officer
or employee occupying and continuing in a position listed in this resolution is contingent on the
Director of Personnel's receipt of the following:
(1) A memo from the officer's or employee's appointing authority at least
thirty (30) days prior to the increase certifying that appointee's performance has
been evaluated pursuant to procedures established by the Director of Personnel;
and
(2) A copy of the officer's or employee's completed performance evaluation
evidencing that the appointee has met or exceeded job requirements (for example,
has achieved a rating of three points or higher in a five point scale) for the
appraisal period.
(3) Based on the evaluation results, the appointing authority's
recommendation on whether a proposed increase should be granted. The
appointing authority may recommend an increase for an officer or employee
occupying a position at a figure below the proposed salary increase provided for
in this resolution,
Provided however, the county attorney's performance shall be conducted through an equally
weighted evaluation that shall be jointly administered by the mayor and the council chairperson
in accordance with paragraphs (1), (2) and (3) above.
The Director of Personnel shall provide the Salary Commission with a list of the names and
positions of all non - elected officers and employees covered under this resolution, indicate
whether or not they have satisfactorily met the performance evaluation criteria, and include the
recommended salary increase, if any.
(e) Performance evaluations. The Director of Personnel shall prepare, for approval
by the Mayor, written performance evaluation procedures and methodologies and coordinate the
performance evaluations process for all non - elected officers or cmployees listed in this
resolution.
The Director of Personnel
shall provide a copy
of the
performance evaluation procedures and
methodologies, including
any revisions thereto,
to the
Salary Commission.
(f) Officers or employees listed in this resolution may receive a portion of their salary
through the County's payment of health fund premium benefits over and above the amount the
3
County normally contributes toward those officers' benefits. Amounts paid by the County which
are over and above the County's normal health fund premium contributions shall be deducted
from the affected officer's or employee's salary.
Article 2 Salaries of the Prosecuting Attorney and Deputies.
(a) Effective as of the dates stated below and subject to the provisions and
performance review requirements provided for in Article 1, subsection (d); (e) and (f) above, the
annual salaries, payable semi - monthly, of the Prosecuting Attorney and Deputy Prosecuting
Attorneys shall be as follows:
Position
Prosecuting Attorney
First Deputy Prosecuting Attorney
Deputy Prosecuting Attorney
7/1/07
$ 93,750
$ 86,250
1/1/08
$100,313
$ 92,288
Up to $82,500 Up to $88,275
12/1/08 12/01/09
(12 o'clock meridian)
$107,335 $114,848
$ 98,748 $105,660
Up to $94,454 Up to $101,066
(b) The salaries of the Prosecuting Attorney and any Deputy Prosecuting Attorney
shall not exceed the maximum salary provided for in this Article at the time of employment.
However, the Prosecuting Attorney may set the salary of any new or existing deputy at a figure
lower than the figure established for the position.
Article 3 Salaries of the County Council and Council Appointees.
(a) Effective at twelve o'clock meridian on December 1, 2008, the annual salaries,
payable semi- monthly, of the Kauai County Council shall be as follows:
Position
Council Chair $59,699
Councilmember $53,066
(b)
Effective
on December
1, 2009, the annual salaries, payable semi - monthly, of the
Kauai
County
Council shall be
as follows:
Position
Council Chair $63,879
Councilmember $56,781
(c) Effective as of the dates stated below and subject to the provisions and performance
review requirements provided for in Article 1, subsection (d), (e) and (f) above, the annual
salaries, payable semi - monthly, of the County Clerk, Deputy County Clerk and County Auditor
shall be as follows:
M
Position 7/1107 111108 12/1/08 12101/09
(12 o'clock meridian)
County Clerk $ 93,750 $100,313 $107,335 $114,845
Deputy County Clerk $ 86,250 $ 92.288 $98,748 $105,660
County Auditor $107,335 $114,848
(d) Salaries of the Council Chair, Councilmembers, and employees shall not exceed
the maximum salary provided for in this Article at the time of employment. However, the
respective appointing authority may set the salary of any new or existing non - elected appointee
at a figure lower than the figure established for the position.
SECTION 2. The Salary Commission finds that current salaries of the Prosecuting
Attorney, First Deputy Prosecuting Attorney, Deputy Prosecuting Attorney, County Clerk.
Deputy County Clerk, and County Auditor are higher than their administrative counterparts
listed under Article 1 of this Resolution. Therefore, the maximum salaries of the Prosecuting
Attorney, First Deputy Prosecuting Attorney, Deputy Prosecuting Attorney, County Clerk,
Deputy County Clerk, and County Auditor set by the Salary Resolution that took effect on
12/01%09 shall remain frozen on 07/01/13 or until such time that the salary levels paid to
comparable administrative officers and employees listed under Article 1 have caught up.
SECTION 3. Material
to be
deleted
is bracketed and lined out. New
material to be
added is underscored.
In future
reprints
of this resolution, the bracketed
material and
underscoring may be deleted.
BE IT FURTHER RESOLVED, if any portion or portions of this resolution are deemed
invalid or rejected by a vote of five (5) or more councilmembers, the other provisions of this
resolution shall not be affected thereby. If the application of this resolution or any of its
provisions to any person or circumstances is held invalid, the application of this resolution and
its provisions to other persons or circumstances shall not be affected thereby.
BE IT FINALLY RESOLVED, the County Clerk shall transmit to the Salary
Commission. Mayor, Finance Director and Personnel Director a final approved copy of the
resolution and note any amendments thereto within thirty (30) day after the effective date of this
resolution.
Adopted by the Salary Commission of the CounA) of Kaua `i at its meeting on 1.1arch 12012:
Robert Crowell,
5
Trinette Kaui
0
�herl Kuninka -V
Michael Machado
rol
SALARY COMMISSION
COUNTY OF KAUA' I
'VVe'q0tUtt'0n No.20121
RESOLUTION AMENDING RESOLUTION NO. 2012 -1 RELATING TO THE SALARIES
OF CERTAIN OFFICERS AND EMPLOYEES OF THE COUNTY OF KAUAI
WHEREAS, the Salary Commission wishes to balance the need for fiscal responsibility
with concerns for public safety; now therefore,
BE IT RESOLVED
by the Salary Commission
of the County
of Kaua'
i, State of Hawai` i,
that the Salary Commission
hereby resolves to amend
Resolution No.
2012 -1
as follows:
1. Article 1, Salaries of certain Administrative Officers and Employees, subsection (b) is
amended to increase the maximum salaries payable to the officers listed below effective
7!1/2012:
Police Chief $1141490
Deputy Police Chief $105,660
Fire Chief $1141490
Deputy Fire Chief $105,660
2. Except as expressly amended herein, Salary Resolution 2012 -1 shall remain in full
force and effect.
BE IT FINALLY RESOLVED, the County Clerk shall transmit to the Salary
Commission, Mayor, Finance Director, and Personnel Director a final approved copy of
the resolution and note any amendments thereto within thirty (30) days after the effective
date of this resolution.
Adopted by the Salary Commission at its meeting on April 23, 2012:
Robert Crowell, Cf air
/116 a.o l� - A-.
Charles Ding, ViceL�i�
I
COUNTY OF KAUAI
A 4P
• • ! •nr� •r :••• • ::• ••• !
• i• •i �: • :• �« • • • • • • r
WHEREAS, the Salary Commission recognizes its obligation to the residents of Kauai
to act in a fiscally responsible manner, now therefore,
BE IT RESOLVED by the Salary Commission of the County of Kauai, State of Hawaii,
that the Salary Commission hereby resolves to amend Resolution No. 2012 -1 as follows:
1. Article 1, Salaries of Certain Administrative Officers and Employees, subsection (b), is
amended to delete the increases in maximum salaries scheduled to become effective on
07101/13.
2. Except as expressly amended herein and by Resolution 2012 -2, Salary Resolution
2012 -1 shall remain in full force and effect.
BE IT FINALLY RESOLVED, the County Clerk shall transmit to the Salary
Commission, Mayor, Finance Director, and Personnel Director a final approved copy of
the resolution and note any amendments' thereto within thirty (30) days after the effective
date of this resolution.
Adopted by the Salary Commissions at its meeting on November 16, 2012:
loo �-b 1 �Z - 3
1 #: Mr, .
KuniokaN
/
UM IM
11 •
oil
•
• � '•
TO THE
CIVIL SERVICE COMMISSION
SEPTEMBER 2015
As a result of work from the HRIS (Human Resources Information Systems) Task Force, several
initiatives are beginning to come to fruition. In working with the Finance - Information
Technology (IT) Division, the NeoGov On- Boarding Program was launched this past month. The
On- Boarding Program provides new hires with an opportunity to complete all necessary forms and
to review County wide policies prior to their first day of work. This program has saved
considerable time at the new hire orientation and paper as most forms will now be stored
electronically.
Another NeoGov module that will begin soon is Job Performance Evaluations. A pilot project
will begin with the Kauai Police Department and provides for an electronic means to monitor and
complete performance evaluations online and in a timely manner.
Finally, a draft contract with ExecuTime for a time and attendance program has been sent to the
County Attorney's office for final review to begin in October. This program will allow for an
electronic time and attendance module as a way for employees to submit their timesheets each pay
period. The ExecuTime software for time and attendance increases efficiencies and decreases
errors and oversights by eliminating several of the manual tasks associated with requesting leave,
collecting time and entering data into the payroll system. The ExecuTime Time and Attendance
module can be integrated with our current Sungard payroll system and thus, creates a seamless
environment for payroll processing. The implementation of the software will be in phases starting
with a sampling of HGEA and all of HFFA members. The later phases will include developing a
way for those employees that do not have computer access to be able to submit their hours through
this system.
Job offers have been made for the Human Resources Specialist I and Human Resources Specialist
II positions. Debbie Ponce, current Personnel Specialist II will be promoted to the Human
Resources Specialist II position focusing on employee development and health services. The
Human Resources Specialist I applicant has yet to complete the pre - employment requirements and
therefore an announcement cannot be made at this time.
Finally, the annual pre - retirement workshop was held on September 8, 2015 and was attended by
one hundred twelve (112), (sixty -eight (68) County and forty -four (44) State) employees. Topics
included estate planning and Medicaid, Social Security, Employees' Retirement System (ERS),
Employer -Union Health Benefits Trust Fund (EUTF), and deferred compensation.
�S� �2a fs - l `7
Following are highlights and statistics from the various divisions:
Administrative Services and Benefits
• Completed additional amendment to FIRMS' (First Risk Management Services) Contract
No. 8504 for the continuation of third party administrator services for the remainder of the
fiscal year for workers' compensation claims.
• Launched NeoGov On- Boarding module with September new hires.
• One hundred twelve (112), (sixty -eight (68) County and forty -four (44) State) employees
attended the annual pre- retirement workshop on September 8, 2015.
• New Hires: Accountant Trainee
Budget Analyst
Bus Driver (on -call) (exempt)
Civil Engineer V
Deputy Prosecuting Attorney (3)
Maintenance Worker I
Senior Clerk (2)
• Exit Interviews Conducted: 5 of 8
• TDI Applications 0
• Leave Sharing: I (approved)
• Reference Checks: 4
• Transactions:
New Hires
21
Separations �-- ._...._._
........_.�. -. -11
Reallocations --- _._. ............._..._
.._....
9
Promotions
1
Demotions
0
Transfers
2
Pay Increase
13
Suspension
1
Leave Without Pay
32
Other
224
Seasonal
21
Classification and Pay and Labor Relations
• Step III grievance filed by SHOPO regarding wrongful termination.
• Decision rendered on Step II grievance filed by UPW; UPW filed intent to arbitrate.
• Reallocations Processed: Bus Driver (on -call) to Janitor II
Police Officer I to Police Officer II (2)
Refuse Collection Equipment Operator to Solid Waste
Worker I
2
Senior Clerk to Program Support Technician I
Senior Clerk to Real Property Tax Clerk
Solid Waste Worker I to Refuse Collection Equipment
Operator
Solid Waste Worker I to Solid Waste Worker II (2)
Sprinkler System Repair Worker to Automatic Sprinkler
System Repairer
Waste Diversion Program Advisor to Civil Engineer IV
0 Desk Audits: Recycling Specialist I to Recycling Specialist II
• New Classes Adopted: Automatic Sprinkler System Repairer
Recruitment and Exam
• Responded to inquiries from Maui County regarding department's experience with the
NeoGov program as they look
to possibly move towards this system.
• Working on updating NeoGov
manual including policy and procedures to streamline
processes for all departments.
• Served on interview panel for Public Works supervisory position.
• Recruitments:
Cashier I
County Auditor (exempt) (reposted)
CZM Land Use Permit Technician
Deputy Manager- Engineer (exempt) (reposted)
Driver License Clerk II
Legal Clerk I
Legal Clerk II
Legal Clerk III
Liquor Control Investigator Trainee (reposted)
Ocean Safety Officer I
Planning Program Manager
Plumber II (reported)
Police Services Officer (reposted)
Pool Guard
Program Specialist II (Aging) (reposted)
Senior Account Clerk
Wastewater Plant Operator Assistant
Lists Referred to Departments:
Deputy Prosecuting Attorney
Emergency Services Dispatcher I
Human Resources Specialist I
Human Resources Specialist II
Laborer I
Legal Clerk III
Long Range Division Project Assistant
3
• Written Exams Administered:
• Performance Exams Administered:
• Administrative Reviews:
Payroll
Police Services Officer
Program Specialist II (Aging)
Senior Account Clerk
Community Service Worker
Emergency Services Dispatcher I
Liquor Control Investigator
Police Services Officer
Ocean Safety Officer
Cashier I
Civil Engineer I
Liquor Control Investigator Trainee
Police Services Officer
Project Manager
Senior Account Clerk
• Continue to work on setting up payroll codes for the new Bargaining Unit 14 (Ocean
Safety Officers).
• Prepared response to the Grassroots Institute for UIPA request for salary information for
all employees.
Employee Development and Health Services
• Fifty -four (54) workers' compensation claims from Public Works, Parks and Recreation,
Water, Transportation, Finance, Fire, Police and Mayor's Office were reviewed with our
third party administrator (TPA), First Risk Management Services, Inc. (FIRMS) and our
insurance broker, Atlas Insurance Agency.
• Conducting investigation into employee complaint of workplace violence, harassment, and
retaliation.
• Tentative session with federal mediator for personnel conflict issue scheduled for later this
month.
• Equipment /Driver Training: Truck Tractor #144, #150, #151, #206, #217 (2 Public
Works' employees)
Boom Truck #204 (2 Public Works' employees)
M