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HomeMy WebLinkAbout2015_1124_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 1 Tuesday, November 24, 2015 3:00 p.m. or shortly thereafter Mo'ikeha Building, Liquor Conference Room 3 4444 Rice Street, Llhu'e, HI 96766 ROLL CALL APPROVAL OF MINUTES Open Session Minutes of September 22, 2015 (October meeting cancelled) 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 (On- going) CSC 2015 -15 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 (Deferred from 9/22/15 meeting) 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 (On- going) a. Verbal Report from Vice Chair Low who appeared before the Salary Commission at its 1015115 meeting DIRECTOR'S REPORT TO INCLUDE ANY UPDATES ON THE TRANSISTION PLAN CSC 2015 -19 October, November 2015 Director's Report An Equal Opportunity Employer EXECUTIVE SESSION Pursuant to Hawaii Revised Statutes § §92 -4 and 92 -5 (a) (2) (4), 92 -9 (a) (1 -4) and (b), the purpose of this executive session is to receive and approve Executive Session minutes, to consider the evaluation 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 -017 Executive Session Minutes of September 22, 2015 (October meeting cancelled) ES -018: Discussion and decision - making for initiating annual job performance review for the Director of Human Resources due 12/31/15 RETURN TO OPEN SESSION Ratify Commission actions taken in Executive Session for items: ES -017 and ES -018 ANNOUNCEMENTS Next Meeting: Tuesday, December 22, 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 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 Teresa Tumbaga 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 Civil Service Commission — November 24, 2015 Page 12 y 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 Uhu`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 —November 24, 2015 Page 13 Board /Committee: CIVIL SERVICE COMMISSION Meeting Date September 22, 2015 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room 3 Start of Meeting: 2:02 p.m. End of Meeting: 2:43 p.m. Present Chair Roy Morita; Vice Chair John Low. Members: Nancy Golden; Elizabeth Hahn; Jeffrey Iida; Richard Jose; Karen Matsumoto Also: Deputy Attorney Nick Courson; Deputy Attorney Teresa Tumbaga; Boards & Commissions Office Staff: Support Clerk Barbara Davis; Jay Furfaro; Director of HR Janine Rapozo Excused Absent vr•- S. Y� r 1 t t f s ff 1 r I } .,. . S n Sr t ....r ,. , ry .. f...Y. ,t t 3 i tf .i . Iva > F .. I i. ti•. J 3 r. :r 1 .W ., .ry „ vr., ,.,. r ....., ri SUBJECT DISCUSSION ACTION Call To Chair Morita called the meeting to order at 2:02 Order /Roll Call p.m. with 7 members present. Approval of Open Session Minutes of August 25, 2015 Mr. Iida moved to approve the minutes as Minutes circulated. Ms. Hahn seconded the motion. Motion carried 7:0 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 (On-going) <Z) Attorney Courson stated he met with Boards and Commissions and some concerns came up, which have been researched and addressed. Basically the concern was did HRS (Hawai`i Revised Statutes X76 -75) provide any rules for Sthe appointment of the personnel director and the answer is yes. HRS does provide something but it is real scanty. The merit appeals board, which is this Commission, shall appoint and may at pleasure remove a personnel director, who shall be the chief administrative of of the department of civil service. LA The director shall, at the time of the director's appointment, and thereafter, be thoroughly familiar with the principles and methods of personnel Civil Service Commission Open Session September 22, 2015 _. E, t SUBJECT DISCUSSION ACTION administration and shall believe in applying merit principles and scientific administrative methods to public personnel administration. The Commission may want to make sure that is incorporated into the selection rules, but it is not something that would probably be overlooked; it is a pretty basic thing. The "may at pleasure remove" is the main thing; appoint and remove is completely consistent with the Charter. This review is, however, still on- going. Attorney Courson also took the opportunity to introduce his colleague Teresa (Tumbaga) who will be taking over as counsel for the Civil Service Commission. CSC 2015 -15 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 Staff explained that any changes they wish to make to the Charter will go back to the Charter Review Commission, and if appropriate it will be written up in ballot form and placed before the voters in the 2016 election. It was further explained that the Charter Review Commission is scheduled to sunset in 2016, but has been an active Commission for the past ten years. Thereafter the next Commission to be appointed by the Mayor, and confirmed by the Council, would convene in ten years. If the Commission has changes they would like to make, but do not make the 2016 ballot, a request can still go to the County Council as a Resolution with a request for ballot consideration, or it can be initiated by voter petition. All changes to the Charter have to go on the ballot for voter approval. Suggestions to the Charter Review Commission should be in their hands by the end of December to allow time for the CRC to work on the wording, to send it to the County Attorney for legal review, and be returned to the CRC to prepare it for the final submittal to the State Elections Office. Staff also noted it was very important for the Civil Service Commission, in particular, to allow Civil Service Commission Open Session September 22, 2015 Page 3 SUBJECT DISCUSSION ACTION sufficient time for the Attorneys to research any suggested changes since their rules and the Charter overlap in many areas with the HRS. Mr. Low stated that he thought the Task Force had done a pretty complete job on addressing the issues, with the majority having been implemented, and that we are going in the direction we want to go. Chair Morita said this item would remain on -going to November Mr. Low moved to defer CSC 2015 -15. Mr. Iida seconded the motion. Motion carried 7:0 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 Chair Morita explained that last year he and Mr. Low went to the Salary Commission on this issue, but felt it got mixed in with the raises. The Chair would like to resubmit a memo back to the Salary Commission for the step up and keep it separated from anyone asking for raises. The Commission experienced the inversion in asking Mr. Takatsuki why he did not want to take the Director's position to which he replied he would be taking a pay cut. With the increased responsibilities of the Director it is justifiable that we make that request again to the Salary Commission. Mr. Low was in total agreement, and said this time they need to specifically show the Salary Commission the additions and areas of responsibility because he was not convinced they saw that the last time. Staff stated that the Salary Commission did give the position that step up, but the Salary Resolution was rejected in total by the County Council. Ms. Hahn asked if the process was to bring it up to the Salary Commission, but Civil Service Commission Open Session September 22, 2015 SUBJECT DISCUSSION ACTION it still has to be approved by the County Council to which the response was yes. Ms. Hahn asked if it had to wait; was it something that could be brought up as an individual item. Mr. Furfaro advised that the Salary Commission's next meeting is October 5, and if the Civil Service Commission wants to renew their position in asking to move the position up, since the duties and scope are there, they should take action today so something can be presented on the 5`h. Ms. Hahn moved that the Civil Service Commission create a memo requesting a tier change for the position of the Director of Human Resources. Mr. Furfaro also noted that the Salary Commission would take testimony if any members of the Civil Service Commission wanted to present rationale for moving the tier. Chair Morita stated that he, Mr. Low, and Mr. Takatsuki provided testimony last year. Mr. Iida said they should also do the same when it goes before the County Council. Mr. Furfaro shared some of the critical path based on the CAFR (financial audit), which is done mid - December. The Council begins their budget process on March 15, so the timing would be after the CAFR is reconciled, but prior to the March 15 deadline. Chair Morita said if there are a lot of salary increases, because the Commission is not asking for a pay raise, could they do a money bill to keep it separate. Mr. Furfaro said the most important question is, is there money left over from the CAFR? At that point the Commission could formulate the strategy of either going after a separate money bill, or going in as part of the total salary review for the entire administrative staff that is covered by that. Mr. Iida seconded the motion. Motion carried 7:0 Director's CSC 2015 -17 September 2015 Director's Report Report Ms. Rapozo summarized by saying a lot of the work from the HRIS Task Force is starting to come to fruition, and they launched the on- boarding program whereby new hires are now doing their forms on -line before they come in for their first day of orientation, which saves a lot of tune. Ms. Rapozo stated they Civil Service Commission Open Session September 22, 2015 rya SUBJECT DISCUSSION ACTION are hoping to sign off on the contract with the vendor for the Time and Attendance program, and start working on a module where people can do their leave requests as well as their timesheets on -line, it can be approved on line, and be merged into the payroll system, so there won't be the type of inputting they have now. A letter was sent to all of the unions to see if they have any comment on this particular change and we are awaiting their response. Time and Attendance will start with one of the units, which is simpler to compute, and the Fire Department, which is one of the more difficult payrolls. The challenge will come at the end when we convert UPW to this system because employees in that unit do not have computers assigned to each of them. Ms. Rapozo congratulated Debbie Ponce who has been promoted to the HR Specialist position and is in charge of employee development training and worker's compensation; she was formerly doing the benefits. Interview and selection of the person for the HRIS position has been completed, and they will hopefully be on board by the next Commission meeting. Ms. Rapozo said the County is in the process of going island -wide with automated trash after reaching an agreement with UPW. Mr. Jose questioned retirement to which Ms. Rapozo stated that was a workshop that is held every year to help employees prepare for when they are ready to retire. Different speakers are brought in so the employees know about their Social Security or employment retirement system, what the changes are, and what plan they are in. Mr. Iida moved to receive the Director's report. Mr. Jose seconded the motion. Motion carried 7:0 Executive Mr. Jose moved to go into Executive Session at Session 2:30 p.m. Mr. Iida seconded the motion. Motion carried 7:0 Deputy Attorney Tuinbaga read the Hawai'i Revised Statutes provision to take the Commission into Executive Session for ES -015 Civil Service Commission Open Session September 22, 2015 •.: . w� l SUBJECT DISCUSSION ACTION to approve Executive Minutes of 8/25/15 and ES -010: RFA 2015 -01 to review and accept the Findings of Fact, Conclusion of Law from the Attorney General's Office as fully described on the posted agenda. Return to Open Ratify Commission actions taken in Executive Session for items: Mr. Low moved to ratify the Commission's Session ES -015 and ES -010 actions. Mr. lida seconded the motion. Motion carried 7:0 Announcements Next Meeting: Tuesday, October 27, 2015 — 3:00 p.m. Adjournment Mr. Jose moved to adjourn the meeting at 2:43 p.m. Mr. lida seconded the motion. Motion carried 7:0 Submitted by: Barbara Davis, Staff Support Clerk () Approved as circulated. () Approved with amendments. See minutes of Reviewed and Approved by: meeting. Roy Morita, Chair 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, 143 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, 144 Authority for the Director of Personnel Services to Appoint 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 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, 145 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 E� 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. 3 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 Parachini 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. m 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 bdavisAkauai.gov or 2414917. Mahalo. 4444 Rice Street, Suite 150 a Lihu`e, Hawaii 96766 • (808) 241 4917 a Fax (808) 241 -5127 v r ARTICLE XV DEPARTMENT OF r RESOURCES 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 r w 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) Roy Morita Chair John Low Vice -Chair To: Members: Jeffrey Iida Nancy Golden Elizabeth Hahn Richard Jose Karen Matsumoto COUNTY OF KAUAI CIVIL SERVICE COMMISSION C/o Office of Boards and Commissions 4444 Rice Street, Suite 150, Lihu`e, HI 96766 Charles King, Chair and Members of the Salary Commission From: (r Roy Morita, Chair and Members of the Civil Service Commission Via: Jay Furfaro, Administrator, Office of Boards and Commissions Cc: Nadine K. Nakamura, Managing Director Date: September 22, 2015 Subject: Requesting a Tier Change for the Director of Human Resources The Civil Service Commission approved a motion to send a letter requesting that the Salary Commission consider a tier change for the Director of Human Resources. The administration consolidated a number of positions throughout the County into the Department of Human Resources as of October 2012 and the voters approved the creation of a Human Resources Department in 2014. It is now a fully functioning Human Resources Department which includes Training, Conflict Resolution, Workers' Compensation, Employee Benefits, Workplace Health and Safety, Workforce Planning, and Payroll. The Civil Service Commission believes that the Director of Human Resources deserves a tier change to the level of other top executives or directors in the County. The County employs over 1200 civil service, exempt, contract, and hourly individuals, and is essentially responsible for implementing and fulfilling these services to each employee. d�S� 020 An Equal Opportunity Employer i C_ The Civil Service Commission was also tasked with hiring a new Director of Human Resources in January 2015. We believe we provided the County with the best qualified candidate to fulfill the needs of this new department with its additional duties and functions and also believe it is important to include equal and fair compensation to its Director. Thank you for your consideration on this matter. Memo dated June 25, 2014 Requesting a Salary Increase for the Director of Personnel Services Page 2 of 2 DEPARTMENT OF HUMAN RESOURCES DIRECTOR'S REPORT TO THE CIVIL SERVICE COMMISSION LfT4@rfT*0TA7,4,,VJJN Along with the other jurisdictions, Kauai County continues to negotiate with HGEA on the various issues related to bargaining unit 14 (Water Safety Officers and Enforcement). The Employer (all jurisdictions) and the union agreed to refer some of the issues to a Joint Labor /Management Committee for further discussion. As such, tentative agreements have been reached on all but thirteen (13) articles of the contract. Interest arbitration has been scheduled from Monday, November 16, 2015 to Saturday, November 21, 2015 on Oahu. During the last negotiation sessions, the Employer (all jurisdictions) and the UPW agreed to conduct a pilot repricing process for Bargaining Unit 1 employees. As such, staff from the City ,_.. and County of Honolulu provided a workshop on Tuesday, September 29, 2015 to the various County departments that have UPW workers as well as to any State managers wishing to attend. In all, twenty -four (24) managers from the five (5) County departments with UPW members as well as representatives from the Judiciary attended the two (2) hour training. The County Council passed an amendment to the budget ordinance amending Section 19 of the budget proviso to narrow the scope of the report as well as to provide the report three (3) times a year (November 15th, March 15th and May 1St), instead of quarterly. The department is seeing more and more assistance needed by the various departments in conducting investigations. In the last few months, investigations have been conducted for departments with issues on workplace violence, harassment, discrimination and violation of administrative rules. As such, various staff members are beginning to become part of the pool of investigators at HR to ensure timely and efficient response to departments' needs. The on -going need for this assistance will be reviewed throughout the year to determine the need to allocate more resources in this area. Staff from the Employees' Retirement System (ERS) provided a briefing to HR and Finance -IT staff to discuss the legislative changes passed in 2015 and how these changes will affect members of the retirement system. Many of the legislative changes were made to improve the sustainability of the ERS fund and address the unfunded liability. The HR Director and HR Manager II attended a one -day training on Oahu "Building Blocks of Employment Law" that focused on Sexual, Racial and Other Harassment and Discrimination, Effective Privacy and Social Media Policies, Advanced FMLA and ADA Issues and FLSA/Wage & Hour Crackdown. On October 16, 2015, Gerald Basquez joined the Department of Human Resources as a Human Resources Specialist I. His focus will primarily be on working with the HRIS Task Force to move this initiative forward. 0C:�D�� r' cad /t 3 ti N_ emu,: Following are highlights and statistics from the various divisions: Administrative Services and Benefits • Request for Proposals will soon be solicited for a Flexible Spending Program as the current contract will end in June 2016. • Exit interview summaries for the last several months from separating employees were sent to all departments to provide constructive feedback for possible changes for the betterment of the department. • New Hires: • Exit Interviews Conducted • TDI Applications a Leave Sharing: • Reference Checks: • Transactions: Account Clerk Bus Driver (Substitute) (exempt) (2) E -Plan Review/Record Management Specialist (exempt) Janitor Working Supervisor Laborer I Legal Clerk III Project Assistant (exempt) 4of6 0 1 6 New Hires 6 Separations 3 Reallocations 26 Promotions 2 Demotions 0 Transfers 2 Pay Increase 19 Suspension 0 Leave Without Pay 34 Other 62 Seasonal 0 Classification and Pay and Labor Relations • Worked with the City and and State departments. • Pilot project initiated with classification actions elect • Reallocations Processed: County of Honolulu to coordinate repricing training for County the Department of Public Works to process requests for ronically. Accountant I to Accountant II Accountant III to Accountant IV 2 Emergency Services Dispatcher I to Emergency Services Dispatcher II (2) Laborer I to Laborer II Law Office Assistant to Legal Clerk I Lifeguard to Ocean Safety Officer I (15) Payroll Specialist I to Payroll Specialist II Personnel Management Specialist II to HR Technician Supervising Waterworks Inspector to Waterworks Inspector I Tax Services Relief Technician to Departmental Accounting Technician Utility Worker to Groundskeeper Waterworks Project Manager to Project Assistant Recruitment and Exam • Form fillable paper job application has been created to assist applicants when paper applications are completed. • Recruitments: • Lists Referred to Departments: Bus Driver (Substitute) (exempt) Cashier I (reported) Community Service Worker (reposted) CZM Land Use Permit Technician (reposted) E -Plan Review /Record Management Specialist (exempt) Fire Captain Fire Fighter II (Hazmat) Fire Fighter II (Rescue) Fire Fighter III Golf Course Groundskeeper Groundskeeper HR Technician Janitor II Laborer I Landfill Laborer I Landfill Operator III Ocean Safety Officer I Park Caretaker I Police Services Officer (reposted) Pool Guard Program Specialist II (Aging) (reposted) Real Property Tax Clerk (exempt) Wastewater Plant Operator IV Bus Driver (Substitute) (exempt) Civil Engineer III 3 Il • Written Exams Administered Payroll E -Plan Review /Record Management Specialist (exempt) Laborer I Ocean Safety Officer I Police Services Officer Real Property Tax Clerk (exempt) School Crossing Guard Senior Account Clerk Senior Clerk Wastewater Plant Operator Assistant Cashier I Police Services Officer Wastewater Planit Operator Assistant • A draft Memorandum of Agreement (MOU) with the State of Hawaii to join their Deferred Compensation Plan for Part-time, Temporary, and Seasonal/Casual Employees (PTS Plan) has been reviewed and approved by the County Attorney's office; policies and procedures are being developed for program implementation. • Quarterly audits of departmental leave applications, timesheets and accrual reports to ensure accuracy with the HRIS system were started; in addition, all departments are now required to submit an "Accrual Adjustment Form" to request for accrual corrections in the system. • Coordinating Affordable Health Care Act reporting requirements with other jurisdictions; the first report will be due in 2016. Employee Development and Health Services • Discussions are on -going with NeoGov and Finance -IT Department regarding the Performance Evaluation and HR Core Functionality modules to ensure applicability to departments' needs. • Federal Mediator conducted mediation session for personnel conflict issue that resulted in an agreement between the parties. • A Return to Work meeting to discuss employment options was held with an employee who is unable to return to his usual and customary duties due to permanent work restrictions. • Equipment/Driver Training: Water Truck 3,000 Gallons (Waste Management Rental Equipment) (1 Public Works' employee) Roll -Off Truck #030 Peterbilt Truck (1 Public Works' employee) Boom Operation on Parks' Boom Truck #204 (7 Public Works' employees) Case Bushwacker 4577 (3 Public Works' employees) Pierce Kenworth Command Vehicle (2 KPD employees) Accident Refresher Training (3 Water employees) a] ILIA Xel MOM 11L4 Do TO THE CIVIL SERVICE COMMISSION 101W IF 91T1:�000I19 As part of an Equal Employment Opportunity Commission (EEOC) conciliation agreement and a settlement agreement for a lawsuit filed, the department has been working with the County Attorney's office to revise our current Policy Against Discrimination and Harassment and schedule Countywide training for all managers (4 hours) and non - manager (1 '/2 hours) before the end of the year. Sarah Wang of Marr Jones & Wang will be conducting all of the training sessions in December and January. In order to best meet the continuing needs of the department, a Specialist position has been reassigned to the Classification and Labor Division. In addition, Benefits and Transactions duties have been combined and assigned to an HR Technician position with oversight from the HR Manager. With all of the movements, an HR Assistant position is currently vacant and is being reassessed to determine how to best utilize this vacancy if at all. As such, staff have been busy training one another and transitioning duties to those assigned to the positions. Interest arbitration begins on November 16, 2015 for Unit 14 and is scheduled for the entire week on Oahu. Ina joint pre- arbitration brief with the other jurisdictions, the County has submitted a statement detailing our current and future financial obligations. In continuing to move towards increasing paperless initiatives, a pilot project was started with the Department of Public Works to have classification requests processed through the NeoGov system. Necessary information and documents are attached to the request and approvals are processed electronically from the Department Head to the Mayor to the Human Resources Director. In addition to eliminating the paper documents, the process allows for the tracking of the request preventing lost documents and therefore eliminating unnecessary delays. The project will be expanded to the other departments in two (2) phases. C?�d C lVo Ve.. Yn Following are highlights and statistics from the various divisions: Administrative Services and Benefits • Staff attended a contract management and final payment training to better manage our procurement transactions. • Met with the Planning Department and the Office of the Prosecuting Attorney to conduct a pilot program to transfer the reconciling of leave accruals for their departmental employees. • Met with the Department of Water to coordinate random drug and alcohol testing for employees with and without Commercial Driver's Licenses (CDL). • New Hires: Deputy Prosecuting Attorney (exempt) (2) Electrical Inspector HR Specialist I Materials Recovery Facility Project Manager (exempt) Real Property Appraiser I Senior Clerk • Exit Interviews Conducted: 5 of 7 • TDI Applications 0 • Leave Sharing: 0 • Reference Checks: 7 • Transactions: New Hires 10 Separations 8 Reallocations 7 Promotions 1 Demotions 0 Transfers 2 Pay Increase 395 Suspension 0 Leave Without Pay 17 Other 83 Seasonal 0 Classification and Pay and Labor Relations • Two (2) UPW Step II hearings were heard this month; the grievances filed were to request compensation for overtime and for reinstatement of a terminated employee. The department's actions in both grievances were sustained and the grievances were denied. • An arbitration hearing with UPW for the implementation of a standby policy did not proceed as a settlement was negotiated between the department and the UPW. 2 • Reallocations Processed: Appraisal Support Services Administrator to Geographic Information Systems Analyst II Emergency Management Administrative Officer to Emergency Management Administrator Ocean Safety Officer I to Ocean Safety Officer II Personnel Management Specialist II to HR Specialist I Planner V to Planner VI Police Officer I to Police Services Officer Pool Guard to Recreation Worker I Procurement & Specifications Specialist II to Procurement & Specifications Specialist III Real Property Appraiser V to Real Property Appraiser III Real Property Appraiser IV to Real Property Appraiser V Real Property Appraisal Officer to Tax Clerk Recycling Specialist I to Recycling Specialist II T Senior Clerk to Building Permit Clerk .__ Sewer Maintenance Repairer I to Sewer Maintenance Helper • New Classes Adopted: Geographic Information Systems Analyst I Geographic Information Systems Analyst II Real Property Appraiser Assistant Recruitment and Exam • Staff attended the annual NeoGov User Conference and training in Las Vegas in October. Upon return from the training, staff conducted a training session with all departmental personnel liaisons to discuss new features and programs that the department will be /has embarked on including 1) mandatory use of interview scheduling module by departments and inclusion of interview results on NeoGov; 2) centralizing the completion of the Personnel Action Form (PAF) to the Department of Human Resources; 3) use of NeoGov to process classification requests; and 4) inclusion of Exemption Request Form on NeoGov. • Staff participated in a Job Fair held at the Convention Hall on October 14''. • Recruitments: County Auditor (exempt) (reposted) Electrical Inspector Emergency Services Dispatcher I Geographic Information Systems Analyst II Housing Assistance Specialist I (exempt) Housing Assistance Specialist II (exempt) Park Caretaker II Planner III (reposted) Planner II Planner I Pool Guard Real Property Appraiser III 3 • Lists Referred to Departments • Written Exams Administered: Payroll Sewer Maintenance Helper Tax Clerk Tree Trimmer Tree Trimming Heavy Truck & Aerial Platform Operator Waterworks Inspector I (reposted) Bus Driver (Substitute) (exempt) Civil Engineer III Community Service Worker County Auditor (exempt) Deputy Prosecuting Attorney (exempt) Electrical Inspector HR Technician Janitor II Landfill Operator III Land Use Permit Technician Liquor Control Investigator Trainee Materials Recovery Facility Project Manager (exempt) Planning Program Manager Tree Trimmer Tree Trimming Heavy Truck & Aerial Platform Operator Wastewater Plant Operator Assistant Community Service Worker Fire Captain Fire Fighter III Fire Fighter II Liquor Control Investigator Trainee (twice) • Mass rate payroll changes completed for UPW Unit 1 and HGEA Unit 2 employees' pay raises effective October 1, 2015. • Auditing and monitoring departments' leave records and accruals started with the Department of Public Works, the Police Department and the Fire Department this past month. Additional documentation being audited are temporary assignment, overtime, premium pay, and leave without pay. • Working with HRIS vendor (Sungard) to upgrade the system to fulfill the upcoming Affordable Health Care Act reporting requirements with the first report due in 2016. M Emplovee Development and Health Services • An investigation was completed for a harassment /workplace violence complaint from two (2) members of the public interacting with a County employee. • After a very long process with a health care provider, an employee participating in the County's Return to Work Program will be able to return to work in a different position with the County due to a permanent restriction that prevents him from returning to his usual and customary duties. Unfortunately, the process was delayed due to challenges that are being experienced with health care providers who are looking at issues beyond their medical expertise in trying to get their patients back to work. • Participated in an appeals hearing whereby the County appealed the original decision by the State Unemployment Division. • Customer Service Training conducted for fourteen (14) staff from the Department of Parks and Recreation - Recreation Division. • Equipment/Driver Training: Truck Tractor (1 Public Works' employee) b, Pierce Kenworth Command Vehicle (4 Police employees) 5