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HomeMy WebLinkAbout2016_0322_AgendaPacketJohn Low Members: Chair Nancy Golden Elizabeth Hahn Jeffrey Iida Richard Jose Karen Matsumoto Vice -Chair Roy Morita COUNTY OF KAUAI CIVIL SERVICE COMMISSION NOTICE OF MEETING AND AGENDA Tuesday, March 22, 2016 3:00 p.m. or shortly thereafter Mo'ikeha Building, Liquor Conference Room 3 4444 Rice Street, Lihu'e, HI 96766 CALL TO ORDER ROLL CALL APPROVAL OF MINUTES Open Session Minutes of February 23, 2016 DIRECTOR'S REPORT TO INCLUDE ANY UPDATES ON THE TRANSISTION PLAN CSC 2016 -06 March 2016 Director's Report EXECUTIVE SESSION Pursuant to Hawaii Revised Statutes § §92 -4 and 92 -5 (a) (4), 92 -9 (a) (1 -4) and (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. ES -005 Executive Session Minutes of February 23, 2016 RETURN TO OPEN SESSION Ratify Commission actions taken in Executive Session for items: ES -005 ANNOUNCEMENTS Next Meeting: Tuesday, April 26, 2016 — 3:00 p.m., Mo'ikeha Building, Liquor Conference Room 3. ADJOURNMENT An Equal Opportunity Employer 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 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 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 — March 22, 2016 Page 12 " �0 COUNTY OF KAUAI ,.+� Minutes of Meeting OPEN SESSION Board /Committee: I CIVIL SERVICE COMMISSION Meeting Date February 23, 2016 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room 3 Start of Meeting: 3:00 p.m. End of Meeting: 3:42 p.m. Present Chair John Low; Vice Chair Richard Jose. Members: Nancy Golden; Elizabeth Hahn (3:10 p.m.); Jeffrey Iida; Roy Morita Also: Deputy Attorney Teresa Tumbaga; Deputy Attorney Nick Courson; Boards & Commissions Office Staff Support Clerk Barbara Davis and Administrator Jay Furfaro; Director of HR Janine Rapozo Excused Member: Karen Matsumoto Absent SUBJECT DISCUSSION ACTION Call To Chair Low called the meeting to order at 3:00 Order /Roll Call p.m. with 6 members present. Approval of Open Session Minutes of January 26, 2016 Mr. Morita moved to approve the minutes as Minutes circulated. Mr. Iida seconded the motion. Motion carried 5:0 Executive Deputy Attorney Tumbaga read the Hawai'i Session Revised Statutes provision as detailed on the agenda to take the Commission into Executive O Session for ES -003 to approve Executive Minutes of 1/26/16 and ES -004 to consult with X3 Counsel on adoption of guidelines for selecting, evaluating and dismissing the Director of Human Resources. Mr. Iida moved to go into Executive Session at 3:03 p.m. Mr. Morita seconded the motion. Motion carried 5:0 Return to Open Ratify Commission actions taken in Executive Session for items: Session ES -003 and ES -004 Mr. Iida moved to ratify the Commission's Civil Service Commission Open Session February 23, 2016 SUBJECT DISCUSSION ACTION decisions. Mr. Jose seconded the motion. Motion carried 6:0 Business CSC 2016 -01 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) a. CSC Guidelines for Selection, Evaluation, and Dismissal of HR Director b. Discussion and possible decision - making in consideration of proposing changes to the Civil Service Commission Mr. lids moved to defer this item indefinitely. Ms. Hahn seconded the motion. Motion carried 5:1 (Nay- Morita) Director's CSC 2016 -05 February 2016 Director's Report Reports Ms. Rapozo summarized they have been busy preparing for the annual budget that will be going to the County Council on March 15, 2016 or prior. The Mayor had asked Ms. Rapozo to sit in on every budget session with all the departments to ensure all the positions are correct in the budget as far as whether or not changes have been made to the position, to the salary, and to the ratings as well as to discuss any vacancies that are currently within that department. We have looked at various budget items to see whether or not we can downsize some of the funding. With the collective bargaining raises that were already approved for all of the bargaining units we are chasing about $5 to $6 million. We are expecting a little bit more from revenues but it is still not where we want to be. We have to have a balanced budget before it is submitted to the Council. Chair Low noted there were still several issues continuing with the NeoGov Civil Service Commission Open Session February 23, 2016 Page 3 SUBJECT DISCUSSION ACTION and asked if that was getting any better. Ms. Rapozo said they had a meeting that day with staff and it looks like it is functioning okay. What happens with a lot of the software programs is they do updated versions and when they do that everything else goes haywire. That happened but it is under control now. The problem was a lot of the new hires were not able to do their forms on line, but it is back on line now. Chair Low also asked if the 1095 -C IRS form for the Affordable Care Act had made a big impact on the County. Ms. Rapozo said this was a new requirement that they had to give a 1095 form to indicate whether an employee did or did not have medical. For most employees employed during the whole calendar year it was not a problem. People who started or ended in the middle of 2015 or short-term summer hires were quite challenging to complete a 1095. To start with, the IRS Rules were not clear and we found a couple of places in the instructions that were contradictory, so we had to make decisions on how we would code it and make sure we had backup as to why those decisions were made. Ms. Rapozo said a letterowould go out with the 1095 explaining why they were getting it. Mr. Morita asked if it would be appropriate to send a congratulatory letter to Ms. Niitani from the Civil Service Commission. Staff said that would be up to the Commission. Ms. Rapozo stated they got the arbitration decision yesterday for Unit 14 but it still needs to go to all the legislative bodies to fund the award. The bottom line is employees are looking at about a 20% raise to their salaries for the ocean safety officers. Ms. Rapozo further explained some of the items that were part of the bargaining process. Mr. Morita moved to send a letter to Jill Niitani, HR Manager II, congratulating her as Employee of the Year for 2015. Ms. Hahn seconded the motion. Motion carried 6:0 Announcements Next Meeting: Tuesday, March 22, 2016 — 3:00 p.m. Civil Service Commission Open Session February 23, 2016 SUBJECT DISCUSSION ACTION Mr. Furfaro explained the Salary Resolution going before the County Council and that managers had not had raises for 7 years with a second tier that has not had raises for 5 years. Mr. Furfaro said he had talking points available for the Chair and copies of the Resolution for those interested. Mr. Morita moved that Chair Low represent the Civil Service Commission as a whole at the County Council meeting (Wednesday, February 24) on the proposed Salary Resolution. Ms. Hahn seconded the motion. Motion carried 6:0 Adjournment Mr. Morita moved to adjourn the meeting at 3:42 p.m. Mr. Iida seconded the motion. Motion carried 6:0 Submitted by: Barbara Davis, Staff Support Clerk () Approved as circulated. () Approved with amendments. See minutes of Reviewed and Approved by: meeting. John Low, Chair DEPARTMENT OF HUMAN RESOURCES DIRECTOR'S REPORT TO THE CIVIL SERVICE COMMISSION MARCH 2016 Approximately three hundred (300) guests are expected to attend the County's 2015 Annual Employee Recognition Banquet that will be held on March 11, 2016. Staff have worked hard to try and increase attendance by creating a video presentation of all honorees and including lucky number drawings to add to the excitement. The arbitration decision for HGEA bargaining unit 14 was received on February 22nd. The award included the following effective July 1, 2016: • The first three (3) steps of the current Unit 3 salary scale was deleted and two (2) steps after the maximum step of the current Unit 3 salary scale was added; • Four percent (40 o) across the board (ATB) increase to the salary scale; • Continuation of the step movement plan which means three (3) years of satisfactory creditable service on all steps for movement to the next higher step; • Pay differentials of: o $5.00 per hour when certified and assigned by the Employer as an aerial observer; and $3.50 per hour when certified and assigned by the Employer as a rescue craft operator. • A uniform maintenance allowance of: a Full Uniform: $25, month; • Button shirt, trousers, or j acket: $15 'month; and • T -shirt and/or shorts: $10 month. The legislative bodies of all jurisdictions must approve the funding for this award before it can be implemented. A bill has been submitted to the County Council to fund this award which is estimated to be $717,546 for fiscal year July 1, 2016 to June 30, 2017. As our department continues to look for alternate dispute resolution options including facilitation and mediation, two (2) staff members attended a three (3) day Basic Mediation training in February. Skills gained can assist with disputes among employees in an attempt to address problems early on before formal complaints are filed or litigation pursued. Following are highlights and statistics from the various divisions: Administrative Services and Benefits • Health coverage open enrollment will begin in in the month of April with informational meetings scheduled on April 1St and I Ph at Kauai Community College; the Mayor has approved one and one -half (1 %) hours of administrative leave time for employees to attend a session. • New Hires: Bus Driver (exempt) Bus Driver (substitute) (exempt) (2) Director of Housing (exempt) Election Clerk II (exempt) Laborer I (2) Landfill Operations Assistant Ocean Safety Officer I (2) Ocean Safety Officer I (exempt) Scale Attendant Sewer Maintenance Helper Special Assistant to the Housing Director (exempt) • Exit Interviews Conducted: 2 of 2 • TDI Applications 1 (pending) • Leave Sharing: 0 • Reference Checks: 8 • Employment Verifications: 19 • Transactions: New Hires 4 Separations 2 Reallocations 6 Promotions 0 Demotions 1 Transfers 17 Pay Increase 30 Suspension 0 Leave Without Pay 13 Other 35 Seasonal 1 Classification and Pay and Labor Relations • Negotiations with HFFA (Hawai`i Firefighters Association) continue as proposals from both the union and Employer group are due by March 31 St, earlier than all other unions. N • Reallocations Processed: Accountant II to Payroll Specialist I Accountant IV to Budget/Fiscal Specialist Account Clerk to Pre -Audit Clerk Driver's License Clerk II to Senior Clerk Juvenile Counselor to Program Specialist I Liquor Control Investigator I to Liquor Control Investigator II Liquor Control Investigator II to Liquor Control Investigator III Ocean Safety Officer II to Ocean Safety Officer I Senior Account Clerk to Account Clerk Senior Clerk to Identification Technician Transit Fleet Mechanic to Heavy Vehicle Mechanic I (exempt) • Desk Audits: Civil Engineer III to Civil Engineer IV Police Equipment Maintenance Coordinator to Police Fleet Services Coordinator Procurement & Specifications Specialist III to Procurement & Specifications Specialist IV (2) Senior Clerk to Identification Technician Recruitment and Exam • Staff are gearing up in preparation for the various summer programs including internships, recreation's enrichment program and this year, the State Department of Vocational Rehabilitation (DVR) summer employment program for DVR participants. • The department's website and NeoGov policy regarding paper applications are being revised to ensure accommodations for those that are unable to apply online. • Recruitments: Director of Housing (exempt) Electrician - Electronic Equipment Repairer Emergency Services Dispatcher I (repost) Heavy Vehicle & Construction Equipment Mechanic I (repost) Heavy Vehicle Mechanic Housing Assistance Specialist III (exempt) Human Resources Clerk Liquor Control Investigator Trainee (repost) Maintenance Worker I Ocean Safety Officer I Police Services Officer Pre -Audit Clerk Program Compliance Specialist (exempt) Public Housing & Development Program Specialist III (exempt) Real Property Tax Clerk 3 Refuse Collection Equipment Operator Repair Shop Utility Worker Senior Clerk Special Assistant to the Housing Director (exempt) TVR Permit Enforcement Research Specialist (exempt) Wastewater Plant Working Supervisor Water Plans Superintendent Lists Referred to Departments: Cashier Geographic Information Systems Analyst II Heavy Vehicle Mechanic Highway Construction & Maintenance Supervisor Housing Assistance Specialist III (exempt) Director of Housing (exempt) Human Resources Clerk Janitor I Ocean Safety Officer I Police Services Officer Program Compliance Specialist (exempt) Public Housing & Development Program Specialist III (exempt) Real Property Tax Clerk Recycling Specialist Trainee Refuse Collection Equipment Operator Senior Clerk Special Assistant to the Housing Director (exempt) TVR Permit Enforcement Research Specialist (exempt) Youth Spring Enrichment Program (exempt) Written Exams Administered: Cashier District Road Overseer I Heavy Vehicle & Construction Equipment Mechanic II Highway Construction & Maintenance Supervisor I Liquor Control Investigator Trainee Supervising Building Plans Examiner Wastewater Plant Working Supervisor Performance Exams Administered: Ocean Safety Officer I Administrative Reviews: Civil Engineer I (sustained) Community Service Worker (sustained) Human Resources Clerk (sustained 2; accepted 1) Park Security Officer (sustained) rd Payroll • All employees that worked in 2015 received their IRS form 1095 -C at the end of February, ahead of the March 315` deadline. Staff continue to look at streamlining this information for 2016 as forms will be due on January 315 next year. • With the Unit 14 award finalized, payroll staff have begun working on setting up the necessary pay codes and benefits codes for all employees who belong to this new bargaining unit. • Gross Payroll: 02/12/2016 $3,4713136 02/29/2016 $3,539,836 EUTF (Health Fund) $19228,928 ERS (Retirement) $1,2969928 Social Security $2265653 Medicare $943082 Employee Development and Health Services • Fifty -sixe (56) 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. • David Ching with Atlas Insurance conducted ergonomics assessments for eleven (11) employees (six (6) from the Office of Economic Development, four (4) from the Department of Water and one (1) from Boards & Commissions). Written recommendations, handouts on neck and shoulder exercises, wrist stretches and work station layouts were provided to participants. • A selection committee has convened and are reviewing three (3) proposals that were received for the County's Flexible Spending Plan Program. • With a staff member dedicated to HRIS, the HRIS Task Force has reconvened and are looking to address long standing issues including employee accruals, leave without pay concerns, reviewing and revamping the personnel action form, etc. In addition, the rollout of the Employee Self- Service module is forthcoming with a sub - committee working on the policy and procedures for this new feature. • Equipment/Driver Training: Clipper #336 (1 Public Works' employee) 5