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HomeMy WebLinkAbout2016_0524_AgendaPacketJohn Low Members: Chair Fely Faulkner Nancy Golden Elizabeth Hahn Jeffrey Iida Richard Jose Karen Matsumoto Vice -Chair COUNTY OF KAUA'I CIVIL SERVICE COMMISSION NOTICE OF MEETING AND AGENDA Tuesday, May 24, 2016 3:00 p.m. or shortly thereafter Mo'ikeha Building, Liquor Conference Room 3 4444 Rice Street, Lihu'e, HI 96766 Oath of Office for new Commissioner Fely Faulkner CALL TO ORDER ROLL CALL APPROVAL OF MINUTES Open Session Minutes of March 22, 2016 DIRECTOR'S REPORT TO INCLUDE ANY UPDATES ON THE TRANSISTION PLAN CSC 2016 -07 April 2016 and May 2016 Director's Reports EXECUTIVE SESSION Pursuant to Hawaii Revised Statutes § §92 -4 and 92 -5 (a) (2) (4), the purpose of this executive session is to review the Director's evaluation results 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 -006 Review of the Director of Human Resources Evaluation Results for Discussion and Decision - making for any Salary Adjustment effective July 1, 2016 RETURN TO OPEN SESSION Ratify Commission actions taken in Executive Session for items: ES -006 ANNOUNCEMENTS Next Meeting: Tuesday, June 17, 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 Shoshana O'Brien 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 L-ihu`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 — May 24, 2016 Page 12 I I TIM ^� COUNTY OF KAUAI .+�.+� Ua Minutes of Meeting OPEN SESSION Board /Committee: CIVIL SERVICE COMMISSION Meeting Date March 22, 2016 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room 3 Start of Meeting: 3:01 p.m. End of Meeting: 3:11 p.m. Present Chair John Low. Members: Nancy Golden; Elizabeth Hahn; Jeffrey Iida; Karen Matsumoto; Roy Morita Also: Deputy Attorney Teresa Tumbaga; Boards & Commissions Office Staff Support Clerk Barbara Davis and Administrator Jay Furfaro; Director of HR Janine Rapozo Excused Absent Vice Chair Richard Jose SUBJECT DISCUSSION ACTION Call To Chair Low called the meeting to order at 3:01 Order/Roll Call p.m. with 6 members present. Approval of Open Session Minutes of February 23, 2016 Mr. Morita moved to approve the minutes as Minutes circulated. Mr. Iida seconded the motion. Motion carried 6:0 Director's CSC 2016 -06 March 2016 Director's Report Reports Ms. Rapozo reported they had a very successful 2015 Annual Employee Recognition Banquet with approximately 300 guests attending and thanked O� everyone who helped with it, especially for the team effort from her office staff. A nice touch was all of the department heads served the dinner and speople were in awe that their bosses were doing the serving. The second highlight was the arbitration award rendered for Unit 14. Basically it equates between 16 -20% increase; it is more than what we were offering but less than what the Union was asking for and this is a brand new unit so you cannot compare their raises to the other units. Every jurisdiction now has to U have their legislative body approve the award. If one jurisdiction does not approve it then it goes back to the bargaining table. Civil Service Commission Open Session March 22, 2016 Page 2 SUBJECT DISCUSSION ACTION ES -005 Executive Session Minutes of February 23, 2016 With no questions, changes or discussion it was determined there was not a need to convene in Executive Session. Ms. Hahn moved to approve the Executive Session Minutes as circulated. Mr. Iida/Ms. Golden simultaneously seconded the motion. Motion carried 6:0 Announcements Next Meeting: Tuesday, April 26, 2016 — 3:00 p.m. Chair Low asked the Commissioners to stay on a bit at the conclusion as this is Mr. Morita's last meeting having served the Commission for 6 years. Mr. Furfaro also thanked Mr. Morita on behalf of the Mayor for his 6 years of service. Adjournment Mr. Iida moved to adjourn the meeting at 3:11 p.m. Ms. Matsumoto 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 APRIL 2016 The department's budget hearing was held on Tuesday, April 11, 2016. The attached budget presentation, power point presentation and budget worksheets were discussed. The department's current year's achievements were highlighted along with the goals/initiatives for the upcoming fiscal year. Interviews were held to fill the remaining HR Clerk vacancy in the department. The interview panel provided a recommendation for selection and a job offer has been made to the individual. Expected start date is May 1, 2016. During the last round of negotiations, the Employer group and the UPW agreed to conduct a pilot repricing project for all jurisdictions for bargaining unit 1 employees. Employees and the union were allowed to submit proposals to the Employer to "reprice" classes of positions that the union or its members believe are not appropriately priced in relation to other classes of work within the bargaining unit. All repricing requests are being filed through the City and County of Honolulu with a "Conference of Personnel Directors" to be held on each island throughout the summer to decide on the various proposals submitted to determine if repricing is warranted. The Employer -Union Trust Fund (EUTF)'s open enrollment is being held this month for employees to make changes to their medical coverage. Significant changes to health plans include increases in HMSA and Kaiser prescription drug coverage co- payments and HMSA's maximum out of pocket limit, changes to HMSA's co- payments from a flat fee to a percentage of the charge, and increasing the submission deadline for qualifying life changes to 180 days. In 2012, Act 152 and Act 153 were passed by the legislature which transferred the burden of an employee's "significant non -base increases" to each jurisdiction to pay additional contributions to the Employees' Retirement System (ERS). In many cases, the ERS's liability for a retiree's pension was much higher than anticipated due to additional non -base payroll expenses (primarily overtime) causing shortages in the employee's pension fund. The County's first invoice was recently received totaling $1.1 million in additional costs. The bills also removed non -base payroll costs from consideration in an employees' pension fund for those hired after July 2012. A aai(0 -v7: APr,l aQ /L Following are highlights and statistics from the various divisions: Administrative Services and Benefits • Open enrollment is currently being held from April 1 -29, 2016 for employees who wish to make changes to their medical coverage; informational sessions were held on April 11 and 11'h for interested employees. • New Hires: Bus Driver (substitute) (exempt) Community Service Worker Derelict/Abandoned Vehicle Coordinator Parks Project Manager Plumber I Recycling Specialist Trainee Refuse Collection Equipment Operator Tax Clerk • Exit Interviews Conducted: 2 of 2 • TDI Applications I (pending) • Leave Sharing: ](approved) • Reference Checks: 9 • Employment Verifications: 17 • Transactions: New Hires i? Se arations 3 9 2 Reallocations _ Promotions Demotions 1 Transfers 3 Pay Increase 33 Suspension _ 2 Leave Without Other 82 Seasonal 8 Classification and Pay and Labor Relations • As negotiations get underway for all bargaining units, proposals were solicited from the various departments for changes to the UPW and HGEA contracts. • Reallocations Processed: Accountant 11 to Payroll Specialist 1 Civil Engineer I to Civil Engineer II (2) Civil Engineer III to Civil Engineer IV Development Plan Project Assistant to ADU/TVR 2 Enforcement Specialist (exempt) Land Surveyor III to Land Surveyor II Ocean Safety Officer I to Ocean Safety Officer II (2) Procurement & Specifications Specialist III to Procurement & Specifications Specialist IV (2) Victim Witness Counselor Trainee to Victim Witness Counselor • Desk Audits: None • New Classes Adopted: Building Code Development & Enforcement Manager Construction and Maintenance Worker I Construction and Maintenance Worker II Police Fleet Services Coordinator Recruitment and Exam • The job posting for the various summer employment opportunities is currently open to applicants looking for positions as Summer Enrichment and Golf Course Staff and internships at the various County departments including the Department of Water. • A Coordinator was hired through the grant that will assist with the State Department of Vocational Rehabilitation (DVR) summer employment program. • Recruitments. Account Clerk Accounting Assistant (exempt) ADU/TVR Enforcement Specialist (exempt) Clerk (exempt) Electrician- Electronic Equipment Repairer (repost) Golf Course Groundskeeper Groundskeeper Heavy Vehicle I Construction Equipment Mechanic Il Housing Self - Sufficiency Specialist I (exempt) Housing Sel&Sufficiency Specialist lI (exempt) Janitor II Laborer I Landfill Laborer I Materials Recovery Facility Project Manager (exempt) Park Caretaker I Payroll Specialist I Planner I Planner IV Plant Electrician Helper Private Secretary (exempt) Project Assistant SCADA Project Manager /Inspector (exempt) 3 n Senior Account Clerk Special Investigator (exempt) Lists Referred to Departments: Accounting Assistant (exempt) ADU/T'VR Enforcement Specialist (exempt) Civil Engineer VI Clerk (exempt) DVR Summer Hire Program Coordinator (exempt) Emergency Services Dispatcher I Fire Captain Fire Fighter III Housing Self- Sufficiency Specialist II (exempt) Maintenance Worker 11 Materials Recovery Facility Project Manager (exempt) Park Security Officer I Police Evidence Utility Clerk (exempt) Police Services Officer Private Secretary (exempt) Project Assistant Project Manager SCADA Project Manager /Inspector (exempt) Scale Attendant Senior Clerk Special Investigator (exempt) Wastewater Plant Working Supervisor Waterworks Inspector I Written Exams Administered: Community Service Worker Emergency Services Dispatcher I Heavy Vehicle & Construction Equipment Mechanic II Maintenance Worker I Maintenance Worker 11 Park Security Officer I Police Services Officer Wastewater Plant Working Supervisor Performance Exams Administered: Refuse Collection Equipment Operator Administrative Reviews: Project Manager (withdrawn) Repair Shop Utility Worker (sustained) 0 Payroll • The agreement with the State Department of Human Resources and Development to join their deferred compensation program for parttime, temporary and seasonal /casual employees has been sent to Council for final approval. • The State has received the finalized Unit 14 salary schedule from HGEA and therefore, the salary scale can be finalized in the HRIS system. • Gross Payroll. 03/14/2016 $3,433,030 03/31/2016 $3,374,783 EUTF (Health Fund) $1,256,667 ERS (Retirement) $1,303,900 Social Security $256,414 Medicare $91,000 Employee Development and Health Services • Safety assessment/workers' compensation follows up were completed resulting in the construction of a ramp in one situation and the development of rules and procedures regarding golf course workers proximity to active golfers in the other. • David Ching with Atlas Insurance will be back in May to conduct ergonomics assessments for staff at Finance -Real Property Collections and Assessments. • "Everything DISC Work of Leaders" training sessions are scheduled for April 26, 2016 and May 8, 2016. • The HRIS Task Force has identified the project team made up of HR, Finance -IT and Fire staff as the Time and Attendance project held a kick off meeting in April. • Equipment/Driver Training: #485 SCAG Riding Mower (2 Public Works' employees) #204 Boom Truck (1 Parks' employee) Equipment Refresher Training (8 Public Works' employees) • In response to a HIOSH citation, equipment refresher training was held for 8 Public Works' Solid Waste Landfill employees; with the refresher training, a quiz was developed to test the employees' knowledge of the training covered. 5 COUNTY OF KAUA'i Department of Human Resources 2017 Budget Presentation April 12, 2016 Janine M.Z. Rapozo Director .--...-w MMM Halo Halo 2020 000ftKiaw1+ v"%Sft DEPARTMENT OF HUMAN RESOURCES I. Mission The Department of Human Resources (DHR) shall provide efficient and respectful customer service to all County departments and agencies with the full range of human resources functions based upon merit principles and devoid of any bias or prejudice including recruitment and exam, classification and pay, labor relations, payroll and benefits coordination, employee development and training, employee relations, and health and safety by offering effective and innovative solutions for the successful achievement of Countywide goals. II. Successes and AchievementsBighlights This year, the DHR continued to streamline and centralize human resource functions as well as move towards increasing paperless initiatives. After returning from a NeoGov user conference, and training, DHR staff revised the department's NeoGov recruitment policy to include new features and programs of the system. In November, training was provided for all departments to discuss new requirements to process applicants for hire. First, all departments must now use the interview scheduling module and include the results of all interviews onto the online NeoGov system. All necessary forms including the Exemption Request Form that allows for an exemption from civil service recruitment must also be part of the online record. These changes were implemented as part of the recommendations of the Hiring Audit conducted last year. It also streamlines the hiring process ensuring proper procedures are followed in recruitment and hiring and that all necessary forms are centralized and paperless on the NeoGov system. Another paperless initiative implemented this past year has been the use of the NeoGov system for departments to process classification requests. Rather than having a paper forms process, classification requests are now 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, then to the Human Resources Director. In addition to eliminating the paper documents, the process allows for the tracking of the request preventing lost documents, eliminating unnecessary delays, and shortening the processing time. For the first time this year, aside from the annual IRS W -2 Forms that must be provided to all employees each year, IRS Form 1095 -Cs were distributed to all employees who worked in 2015. The 1095 -C Form is a new requirement of the federal Affordable Care Act ( "Obamacare ") whereby employers must now provide information to employees to verify if health insurance was provided to them by their Employer. The new regulations lacked clarity and with the varying types of County employees that are hired (full time, part time, short-term, seasonal hires, etc.) there were some challenges in preparing the 1095 -C Forms. Updates were made to our current HRIS but a lot of information still needed to be handled manually in order for the distribution of forms to be completed by the required deadline. 2017 Budget Presentation Page 1 The DHR continued to look for alternate dispute resolution options to assist departments and supervisors resolve conflicts in the workplace. This year, the County enlisted the help of the Federal Mediator's Office and scheduled three (3) different cases with federal Mediators involving employee disputes. Two (2) DHR staff members attended a three (3) day Basic Mediation training in February adding to the department's pool of resources. Skills gained at the training now allows for in- house expertise in handling disputes among employees in an attempt to address problems early on before formal complaints are filed or litigation pursued. All County employees were recently required to attend a mandatory Policy Against Discrimination, Harassment and Retaliation training. Approximately twelve hundred (1,200) employees received the new revised policy and attended either a four (4) hour managerial training or one and one -half (I !/i) hour non - managerial training conducted by Sarah Wang, Esq., of Marr, Jones and Wang. The training was also recorded and is being shown to the remaining staff that were unable to attend and during New Hire Orientation, III. Fiscal Year 2015 =2016 Goals and Objectives Goal: To support all County departments, employees and the Will objective(s) general public with the full range of human resource functions be accomplished while recognizing the current budgetary challenges of the by 6/30/20169 Countv Objective: Restructure the department through the reorganization and reclassification of positions to increase capacities and decrease costs In light of the financial constraints this fiscal year, the DHR eliminated one (1) HR Manager II position and dollar ($1) funded another HR Manager 11 position. Leaving only one (l) filled HR Manager II position, the DHR was reorganized to ensure adequate capacity in the various divisions through the reallocation and reclassification of various positions to increase capacities and decrease costs. Movement of one HR Specialist position to the Classification and Pay /Labor Division has already made a difference in handling the backlog of classification requests. Currently, there is a backlog (greater than forty -five (45) days) of nine (9) classification requests. Three years ago, this figure was thirty -three (33). Objective: Dedicate one (1) fulltime position to focus exclusively on the initiatives of the HR1S Task Force including Ones Boarding, Employee Self - Service, Time /Attendance and Performance Evaluations Yes Yes 2017 Budget Presentation J Page 2 The HRIS Task Force continues to see progress on initiatives to provide the County with an integrated payroll and personnel information system by leveraging our existing system with new modules and software customizations. Since hiring an HR Specialist I in October, on -going efforts have been accelerated and continues to move forward with one employee now dedicated exclusively to working on the initiatives of the HRIS Task Force. One of the first HRIS initiatives to be implemented is the NeoGov On- Boarding Program. The On- Boarding Program provides new hires with an opportunity to complete all necessary forms and to review Countywide policies online prior to their first day of work. This program has saved considerable time at the new hire orientation and paper as most forms are now stored electronically. Several other HRIS initiatives are also beginning to come to fruition. The Employee Self Service module will provide employees with online access to pay stubs, "what if' benefit calculations, demographic change requests automatically routed to the DHR, and other functions. Eventually, this will allow the County to pursue an electronic pay stub initiative, and eventually eliminate the need to print pay stubs on paper with each payroll cycle. The NeoGov Performance Evaluation module will allow departments /agencies to automate and streamline their performance review activities while providing the DHR with centralized insight and management capabilities. Plans are to start with a pilot implementation with the Kauai Fire Department with rollout to other departments and agencies to follow in 2017. Finally, the ExecuTime Time and Attendance module has been procured and can be integrated with our current Sungard payroll system, thus creating 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. This program allows employees to submit their leave requests and timesheets electronically each pay period, increasing efficiencies and decreasing errors and oversights by eliminating several of the manual tasks associated with requesting leave, collecting time and entering data into the payroll system. For those employees without computer access, other arrangements are being looked at including a shared workstation that would be available at the various baseyards. Objective: Manage collective bargaining agreements and labor I On -Going relation issues through well- balanced, timely and fiscally 2017 Budget Presentation Page 3 During the last negotiation session, the Employer (all jurisdictions) and the UPW agreed to conduct a pilot repricing project for Bargaining Unit 1 employees. Employees and the UPW were allowed to submit proposals to the Employer to "reprice" classes of positions that the union or its members believe are not appropriately priced in relation to other classes of work within the bargaining unit. As such, staff from the City and County of Honolulu provided a workshop in September 2015 to the various County departments with UPW workers as well as to 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. A Conference of Personnel Directors (CPD) will be held on the various islands beginning in June 2016 and throughout the summer to decide on the various proposals submitted to determine if a repricing is warranted. Settlement agreements were reached with HGEA Units 2, 3, and 4 for a two -year contract effective July 1, 2015 to June 30, 2017 as follows: HGEA -Unit 2 (07/01/15 to 06/30/17) (2 year contract) 07/01/15: 0.3% across the board increase; continue step movement plan; 2% lump sum to those not assigned to the salary schedule or do not move to a new step in the fiscal year 10101115: 2% across the board increase 04/01/16: 2% across the board increase 10/01/16: 2% across the board increase 04/01/17: 2% across the board increase HGEA -Unit 3 and 4 (07/01/15 to 06/30/17) (2 year contract) 07/01/15: Move to appropriate step without retroactive payments; $1,500 lump sum to those not assigned to the salary schedule or do not move to a new step in the fiscal year 07/01/16: $1,200 lump sum payment; continue step movement plan 01/01/17: 1.6% across the board increase Unable to reach an agreement with the new HGEA Unit 14 bargaining unit representing County water safety and State sheriff employees, arbitration hearings were held in November 2015. In February 2016, the arbitrator issued a final award for this bargaining unit. While the final salary adjustment is far less than the union requested, it is more than the Employer offered. The proposed award however, should not be compared to negotiated increases for 2017 Budget Presentation Page 4 other units because this new unit was established to recognize the specialized work of sheriffs and water safety officers. 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 includes the following: HGEA -Unit 14 (07/01/15 to 06/30/17) (2 year contract) 07/01/15: Move to appropriate step without retroactive payments; $1,500 lump sum to those not assigned to the salary schedule or do not move to a new step in the fiscal year (maintains Unit 3 and 4 award) 07/01/16: Delete the first 3 steps of the current Unit 3 and 4 salary scale and add 2 steps after the maximum step of the current Unit 3 and 4 salary scale, 4% across the board increase; continue step movement plan; Pay differentials of $5.00 per hour when certified and assigned by the Employer as an aerial observer; $3.50 per hour when certified and assigned by the Employer as a rescue craft operator; Uniform maintenance allowance of: -$25 /month for a full uniform; m$15/month for button shirt, trousers, or jacket; and -$10 /month for T -shirt and/or shorts Goal: To continue to standardize and centralize various human resource functions that will lead to greater efficiencies Objective: Centralize the County Drug and Alcohol Testing On -Going Program to the DHR During this year, the DHR worked with various departments to oversee their random drug and alcohol testing program. The DHR staff coordinated random selections, prepared employee notifications and trained supervisors to ensure the necessary protocols are followed when notifying and accompanying employees to the testing site. In the coming fiscal year, funding for this program has been centralized to the DHR for better fiscal management and efficiency. Additional training including reasonable suspicion training is being developed to better prepare our supervisors in implementing this program. Objective: Revamp the payroll certification process through the Yes; should be development of an online Personnel Action/Transaction Form to completed before be processed electronically the end of the fiscal year 2017 Budget Presentation Page 5 The development of an online Personnel Action/Transaction Form has been assigned to the department's new HR Specialist I. A preliminary sample has been developed and will be used as a guide in the development of the new form. Objective: Implement a standardized evaluation process and Yes evaluation tool for Executive Appointees A revised evaluation tool and administrative procedures has been developed for Executive Appointees and will be implemented before the end of the fiscal year. Objective: Conduct quarterly payroll audits at the various Yes departments to verify the accuracy and standardization of leave records and timesheet processing The DHR payroll staff has started to audit payroll input at various departments. In October, the Department of Public Works, the Police Department and the Fire Department were audited to ensure that leave accruals were in balance by verifying that paper timesheets and leave applications were consistent with data entry inputs. The auditing is being done in conjunction with reconciling employees' leave accrual balances in the HRIS system. Objective: Complete the reconciliation of HRIS leave accrual Yes; should be balances for all employees completed before the end of the Payroll staff have been providing assistance to all departments to fiscal year ensure that HRIS leave accrual balances are accurate. One department is expected to be completed by the end of the fiscal year and all other departments have reconciled manual leave records with the HRIS system. This will be important as we move towards a Time and Attendance electronics stem in the coming ear. Goal: To attract, support, and retain a qualified and diversified workforce by fostering employee development and providing a safe environment Objective: Develop an on -going supervisor training program Yes that institutionalizes and reinforces leadership qualities and survival skills for new and current supervisors Earlier this year, a variety of workshops and trainings were provided to support efforts in developing an on -going supervisory training program. A one -day supervisory module was created and focuses on Supervisory Responsibilities, Job Performance Evaluations, Discipline/Discharge Processes, Conducting Investigations, Ethics, EEO /Civil Rights, ADA, Workers' Compensation and Workplace Violence. Newly promoted supervisors from the Kauai Police 2017 Budget Presentation Page 6 Department, and supervisors of the Fire and Water Safety divisions were provided with this training. In addition to this in -house training covering the basics, other trainings that were held include "A Day in the Life of an Effective Supervisor", "Creating a Respectful Workplace" and `Behavioral Styles and Communication" that focuses on "DISC " - Dominance, Influence, Steadiness, and Conscientiousness. Additional DISC trainings will be held in April and May. Other supervisory modules to be held later this year include Conducting Investigations and Workers' Compensation basics. Objective: Provide responsive, fair and consistent recruitment and examination and classification and pay services to departments, employees and job applicants Thus far this year, there have been two hundred forty -eight (248) classification actions taken and one hundred thirty -three (133) recruitment that have been posted. As previously stated, the department's restructuring has led to a decrease in the backlog of classification actions. Objective: Research, develop and implement a deferred compensation retirement program for part -time, temporary and seasonal employees A Memorandum of Agreement (MOU) with the State of Hawaii to join their Deferred Compensation Plan for part-time, temporary, and seasonal or casual (PTS) employees has been finalized and has been sent to the County Council for indemnification approval. The State PTS program provides an alternative retirement plan for qualified employees who are not eligible to participate in the State Employees' Retirement System (ERS). The plan allows employees to opt out of contributing to social security and instead, contribute 7.5% of their pre -taxed gross wages to this deferred compensation plan. The County benefits from this program by saving on its portion of the Social Security tax. Once the agreement is executed, the DHR will be working closely with the State and respective insurance company to ensure a smooth implementation of the program. Objective: Provide guidance, resources and recommendations to departments on employee related challenges including employee conflicts, management of performance issues, 2017 Budget Presentation M Yes M Page 7 workplace violence, harassment and discrimination, reasonable accommodation assessments, and investigations of complaints Guidance, resources and recommendations to departments have been on -going and increasing. The DHR has assisted with coordinating and providing mediation services as needed, assisted in developing performance improvement plans for employees that are not meeting job standards, assisted departments in evaluating and providing the necessary processes in providing for reasonable accommodations or modified duties, and investigated various types of complaints including workplace violence, harassment, discrimination and retaliation and violation of administrative rules. Various staff members are beginning to become part of the pool of investigators at the DHR to ensure timely and efficient response to departments' needs. W. FY 2016 Challenges • In September, the American Civil Liberties Union (ACLU) settled a lawsuit against the County of Hawaii whereby it was determined that a pre - employment physical that included a urinalysis was considered to be a violation of an applicant's 41h Amendment rights related to an illegal search and seizure. Since that time, the County of Kauai has stopped doing pre - employment physicals for non - safety sensitive employees. • Legitimacy of employee disability slips has been problematic as health care providers are back dating medical excuse slips and look at issues beyond their medical expertise in trying to get their patients off/back to work. The DHR has been working with various departments in questioning and clarifying disability slips when warranted. 2017 Budget Presentation Page 8 V. Fiscal Year 2016 -2017 Goals and Objectives 1. To support all County departments, employees and the general public with the full range of human resource functions a) Provide responsive, fair and consistent recruitment and examination and classification and pay services to departments, employees and job applicants b) Provide training and guidance to all departments on interview and performance evaluation procedures including guidelines and best practices C) Develop a Countywide drug and alcohol testing policy to ensure compliance with existing legal and collective bargaining requirements d) Work with departments and other jurisdictions to recommend new or revisions to existing contract language in negotiating new contracts for all eight (8) bargaining units 2. To streamline, standardize and centralize various human resource functions that will lead to greater efficiencies a) Develop, update and maintain standardized organizational charts for all departments b) Centralize and standardize recruitment and hiring efforts for the various youth summer programs 39 To attract, support, and retain a qualified and diversified workforce by fostering employee development and providing a safe environment a) Research alternative recruitment methods and incentives for har&to -fill positions b) Implement and maintain an on -going supervisor training program that institutionalizes and reinforces leadership qualities and survival skills for new and current supervisors C) Establish Countywide safety committees comprised of supervisors and line employees d) Provide on -going drug and alcohol training including reasonable suspicion training for all departments 4. To enhance the quality and efficiency of services with technological advancements a) Interface the current HRIS Sungard system with the NeoGov online application system to streamline the flow of information b) Successfully implement the HRIS Employee Self Service and Performance Evaluation modules and ensure continued progress to advance the implementation of the Time and Attendance module c) Establish a Memorandum of Understanding with the Employer -Union Health Benefits Trust Fund (EUTF) to obtain accurate detailed billing information 2017 Budget Presentation Page 9 VI. FY 2015 and FY 2016 to Date Statistics Recruitment, Examination and Certification Recruitment FY 2015 FY 2016 (July 2015 to February 2016) Classes Recruited 202 180 Applications Received 4,427 21409 Applications Accepted 3,225 19713 A2plications Rejected 11202 696 Types of Examinations Held 17 Redescri tion Review Open Competitive 104 148 Promotional 106 81 Non Competitive 10 7 Registration 12 6 Eligible Placed on List 9 Classification Requests Open Competitive 1,124 524 Promotional 123 62 Registration 11176 617 Return-to -Work 4 1 Re-Etnploynient 4 2 Certification 15 Number of Classes Reactivated Request from Departments 195 _ 133 Job Opportunities filled by Certification 354 90 Eligibles Certified 29209 39083 Classification and Pay Classification and Pay FY 2015 FY 2016 (July 2015 to February 2016 Initial Allocation 12 3 Reallocation 130 72 Reallocation of Vacant Position 102 60 Temporary Reallocation 19 _ 8 _ 2 End of Temporary Reallocation 17 Redescri tion Review 63 _ 41 No Change 1 8 Withdrawal 10 6 Class Retitled 0 37 Backlog of Classification Requests 17 9 Classification Requests 371 248 Classification Appeals 1 0 Number of Classes Established 13 5 Number of Classes Retitled 0 8 Number of Classes Abolished 7 1 Number of Classes Amended 8 15 Number of Classes Reactivated 1 1 2017 Budget Presentation Page 10 Transactions Transactions FY 2015 FY 2016 (July 2015 to Februa 2016) Total Personnel Transactions Audited 49167 29167 Promotions 41 17 Demotions 2 3 Transfers 55 35 Pay Increase 11901 11197 Reallocations 80 82 Suspensions 34 5 Other 11352 508 Leave Without Pay 377 167 Seasonal 106 26 New Hires 98 68 Separations 121 59 Heavy Equipment Training Heavy Equipment Training FY 2015 FY 2016 (July 2015 to February 2016) Promotional 0 0 Temporary Assi ent 0 0 Re- certification (Forklift) 24 0 Refresher/Retraining 10 3 New Equipment/New Vehicle 103 49 Evaluation (Qualifications/Skills) 0 0 Total 137 52 General Training GENERAL TRAINING FY 2016 (July 2015 to February 2016) Driver Improvement Pro gram 57 A Day in the Life of an Effective Supervisor 38 Customer Service Training 14 New Supervisor Training: Leadership and HR- Related To ics 36 Hazard Communication 113 OHA Native Plants (intended to support the implementation of HB206 Relating to Hawaiian Plants Act 233 21 EEO Rights and Responsibilities -Supervisors 365 EEO Rights and Responsibilities — Employees 884 Ergonomic Assessments 11 TOTAL 2017 Budget Presentation Page 11 VII. FY 2017 Budget Overview Fund: GENERAL FUND Department: HUMAN RESOURCES FY 2016 FY 2017 $ +/- %+] - Salary and Wages 1,229,447 1,267,023 37,576 3.1% Benefits 589,218 615,947 26,729 4.5% Utilities 0 0 0 0.0% Vehicle /Equip, Lease 0 0 0 0.0% Operations 446,921 485.201 38,280 101 2,265,586 2,368,171 102,585 4.5% FY 2016 Operating Budget FY 2017 Operating Budget 0 Salary and ■ Salary and Wages Wages Benefits Benefits 0% 0% 0% A4611m, Utilities 0% Utilities a Vehicle /Equip, ❑ Vehicle /Equip, Lease Lease a Operations ■ Operations 1,400,000 FY 2016 and FY 2017 Comparison 1,200,000 1,000,000 800,000 ■ FY 2016 600,000 9 FY 2017 400,000 200,000 0 Salary and Benefits Utilities Vehicle /Equip, Operations Wages Lease 2017 Budget Presentation Page 12 VIII. Operating Budget Discussion Overall, the DHR's FY 2017 budget request reflects a $102,585 or 4.5% increase from FY 20160 Salaries and Wages show an increase of $37,576 or 3.1 0/o due to collective bargaining raises and the transfer of funding from the Office of the Mayor for the Summer Hire Program which will now be housed and centrally managed at the DHR. Some savings were achieved by reducing the Vacation Credit Payout by $50,0000 The Benefits' aggregate increase of 4.5° o or $26,729 reflects the corresponding increase in salaries and wages. Operationally, there is an aggregate increase of 8.6° o or $38,280 over the previous budget. These cost increases are primarily due to an increase in funding for Arbitration Expenses ($20,000), the transfer of funding from the Office of the Mayor for the Employee Awards Banquet of $10,000 (Special Projects), and the centralization of drug and alcohol testing expenses of $31,000 (Other Commodities) to the DHR. Some savings were realized within the DHR budget due to a $10,000 decrease in funding for training and the transfer of funding for the NeoGov On- Boarding program to the Finance Department 4T Division ($15,000). 2017 Budget Presentation Page 13 DEPARTMENT OF HUMAN RESOURCES 2017 BUDGET PRESENTATION APRIL 12, 2016 JANINE RAPOLO DIRECTOR 1 Hole Hob 2020 2015 -2016 ACHIEVEMENTS • Restructuring/ Reorganization of the Department NR Specialist dedicated to 1111IS Transfer of HR Specialist to Classification and Pay /Labor Section • Paperless Initiatives • Use of NeoGov System to Process Classification Requests • Supervisory Training In -house Module Developed - Employment Law Use of Outside Resources- Communication and Leadership Skills • PTS Program $65,000 in S.iving5 FY 2016 -2017 INITIATIVES /G.OALS • Continue to Implement HR1S Initiatives/ Modules Employee Self-Service Performance Evaluations Time and Attendance • Continue Supervisory and Other Training Efforts • Continue to Centralize HR Functions Drug and Alcohol Testing Program Organizational Charts Youth Summer Progranis • Look for Alternative Recruitment Methods/ Incentives COLLECTIVE BARGAINING INCREASES 2016 -2017 • Unit 1 -Blue Collar lU /01/16: 23/6 across the board increase: • 04/01/17- 2% across the board increase 362 Employees • Estimated Costs of Increases: $800,000 • Unit 2 -Blue Collar Supervisors • 10/01/16: 2% across the board increase; step movement • 04/01/17: 2% across the board increase • 14 Employees • Estimated Costs of Increases: $40,000 91 COLLECTI-VE. BAIRGAINIiNG INCREASES 2016 -2'017 Units 3 & 4 -White Collar /White Collar Supervisors 07/01/16: $1,200 lump sum payment; step movement 01/01/17: 1.6% across the board increase 212 (Unit 3) & 46 (Unit 4) Employees Estimated Costs of Increases: $810,000 (Unit 3) &$60,000 (Unit 4) • Unit 13- Professional 01/01/17: 3.5% across the board increase; step movement 122 Employees • Estimated Costs of Increases: $800,000 COLLECTIVE BARGAINING INCREASES 201&2017 • Unit 11- Firefighters 07/01/16: 5% across the board increase; step movement • 140 Employees Estimated Costs of Increases: $1,300,000 • Unit 12- Police Officers 07/01/16: 2.5% across the board increase; step movement SOCD- $3.80/$4.00 per hour 01/01/17: 3.3%across the board Increase 144 Employees Estimated Costs of Increases: $1,300,000 COLLECTME: BARGAINING INCREASES 201.6 -2017 • Unit 14 -Ocean Safety Officers (tentative) • 07/01/16: Salary scale adjustment 4% across the board increase; step movement Aerial Observer -$5.00 /hour Rescue Craft Operator-$3.50/hour Uniform Maintenance Allowance - $15.00 /month (button shirt, trousers, or jacket) - $10.00 /month (T -shirt and /or shorts) 42 Employees Estimated Costs of Increases: $580,000 BUDGET DISCUSSION Overall increase 4.5% or $102,585 Salaries and Wage 3.1% or $37,576 Summer Hire Program (transfer from Mayor's Office) $24,000 Vacation Payout (S50,000) Benefits 4.5% or $26,729 Operations 8.6% or $38,280 Training ($10,000) NeoGov On Boarding Maintenance (transferred to Finance -IT) ($15,000) Arbitration Costs (Consultant Services) S20,000 Employee Awards Banquet (Special Projects) $10,000 Di ugTestmg (Other Commodities) $31,000 Mahalo! Three (3) Year Actual Expenditures, FY 2016 Approved Budget, & FY 2017 Proposed Budget 2016 X2017 Mayor's I Dept �t GDept DWDiv Desc I,EIe -; Obj { Acct_Desc 2013 2014 i 2015 i Review { Request_; 1,06 { P' 0601 ADMINISTRATION j 01 j 01 sREGULAR SALARIES 870,227 ' 823,418 { 1,010,126 4 1,058,447 ; 1,122,023 I 02 'WAGES AND HOURLY PAY { 0 7,415 { 6,073 - 19,000 43,000 ! 05 {VACATION CREDIT PAYOUT i 0 S 0 , 51,268 1 1508000 ; 1008000 I ! ! 02 01 _ REGULAR OVERTIME -_ { -_ -__ 282 ' 0 i 7,386 _ 1,000 I 1,000 -- { , { 03 01 PREMIUM PAY ! 20 0 26 ' 10000 I 1000 05 1 01 {SOCIAL SECURITY CONTRIBU 4 61,594 59,304 75,969 ' 82,397 1 89,277 i 4 � 69 i 02 ;HEALTH FUND CONTRIBUTION t 37 , 288 1,130 8,447 59,739 1 71,86 `- _ _ 03 RETIREMENT CONTRIBUTION I 129,476 i 131,769 ; 165,608 i 180,724 182,654 ! _ 04 'WORKERS COMPENSATION TTD _ 0 +_ _0 { _ 0 - -1 - -� - i 1 05 ?WORKERS COMPENSATION MED j 01 143 i - 0 4001 1 1.� - -- - { I 06 :,UNEMPLOYMENT COMPENSATION ; 9,078 i 4,806 9 0 50,000 I 508000 I !i 09 ;MILEAGE { 158 1 112 128 150 d 150 _ . _._ - - -- - _ _ _.- .- - -- ! { t 12 ;OTHER POST EMPLOY BENEFIT ( 178,161 182,668 �- 201,896 215,607 t^ 221,995 f 24 1 00 {TRAINING i 69,952 62,555 1 25,719 102,000 i 92,000 31 i 00 ;DUES AND SUBSCRIPTIONS ; 2,042 904) 3,595 415001 4,500 32 00 _CONSULTANT SERVICES 144,984 ? 162,884 ;A 145,817 1 260,000 i 280,000 1 I I 1 35 1 00 (SPECIAL PROJECTS - -- _' o.' _.___•.Q_I - -_ s . 0 i } 10 000 y 41 j 02 1COPIER f 41718: 2,881 ( 5,081 ' 7,020 f 7,020 , 43 02 RBdN EQUIPMENT 0 . 01 0 500 i 800 05 iR &M COMPUTERS i 13,540 L 13,464 i 4,138 ; 32,420 ! 19,700 { I - { 55 _ 00 iADVERTI5ING 1 4311 Y 4,030 I 3,494 { - 610001 _ 61000 ! 56 01 AIRFARE, GENERAL 1 7575 5504 , 7208 , 4i{ 51000 �- 5,000 , 02 'PER DIEM, GENERAL i 51602 2,692 1 2,638 t y -- 3,180 31180 e ( 03 'CAR RENTAL &PARKING, GEN { 1,452 ( 850 879 1,500 y 18500 04 ;OTHER TRAVEL, GENERAL i 0 1 312 i 0 1 2,000 1 2,000 P t { 1 j 57 I 00 'PRINTING 1 D j 0 I 899 1,500 �- - 1,500 1 I 61 01 (OFFICE SUPPLIES I 12,112 1 23,735 , 11,699 1 19,000 190000 1 ' 1 62 } 01 _ ?OTHER SMALL EQUIPMENT 25,944 11064 P - 4,594 f-66- { 00 ?FUELS 0 4 659 ' 0' i { I 1 1 68 1___ jADMINISTRATION Total _ 1 TERSONNEL Total � -- W: \Budget \Budget 2017 \Budget Historical 2012 - 2015 { _ 00 'OTHER COMMODMES _ _00 POSTAGE AND FREIGHT ! 01 J EQUIPMENT - _ p9. 80 - - - -- -" _- D- U u 2,703._.._...___._3,550 ! 32,550 89 i 302 i 93 750 I 750 1 0 ` 01 - - -0 -- - - - 1,578,605 ; 1,532,598 1,805,484 2,265586 2,368,171 1,578,605 ', 1,5321598 e 1,805,484 2,265,586 2,368,171 1 p9. 80 PREPARED 03108116, 14:37:54 PROGRAM G1•1601L ACCOUNT 14UFIBER 001- 0601 - 512.01 -01 LEVEL TEXT MR E -7 �s9 800 203 210 209 1025 2102 2104 2109 2110 IB61 2465 212 2107 2105 346 2111 702 ACCOUNT DESCRIPTION REGULAR SALARIES DIRECTOR OF HUMAN RESOURCES HR MANAGER II HR MANAGER II CENTRAL PAYROLL ACCOUNTANT ACCOUNTANT IV PAYROLL SPECIALIST II EQUIPMENT OPERATOR TRAINER PRIVATE SECRETARY HR SPECIALIST III HR SPECIALIST III HR SPECIALIST III HR SPECIALIST II HR SPECIALIST II HF. SPECIALIST I HP. SPECIALIST I HR TECHNICIAN HR ASSISTANT , HR ASSISTANT HR CLERK BUDGET PREPARATIO44 WORKSHEET FOR FISCAL YEAR 2017 ORIGINAL ADJUSTED YTD EXPENDITURE BUDGET BUDGET 6 ENCUMBRANCES 1.058,447 1,068,563 587,906 TEXT AMT 001 -0601- 512.01 -02 WAGES AND HOURLY PAY LEVEL TEXT MR 89 DAY CONTRACT POSITION 89 DAY CONTRACT POSITION SUMMER HIRE PROGRAM! •TRANSFERRED FROM OFFICE of THE MAYOR ORD EM3 EM3 EM3 SR24 SR20 SR19 SR20 SR24 SR24 SR24 SR2_ SP.22 SR20 SR20 SR17 SR15 SR15 SR13 19,000 001 - 0601 - 512.01 -05 VACATION CREDIT PAYOUT 150,000 LEVEL TEXT MR CENTRALIZED ALLOWA14CE 001- 0601 - 512.02 -01 REGULAR OVERTIME 10000 001 -0601- 512.03 -01 PREMIUM PAY 10000 LEVEL TEXT MR TEMPORARY ASSIGNMENT, MEALS, SHIFT WORK TEMPORARY DIFFERENTIAL 103,041 73, 112 1 113,084 63, 198 60v780 62e466 64t&72 79o998 68, 944 660851 54,030 51,435 46, 140 54,030 45g942 39o486 40,695 33, 918 1,122,023 19, 000 TEXT AMT 9,500 91500 ^_4,000 43,000 150,000 TEXT AMT 100,000 100,000 1, 000 1,000 TEXT AMT 500 500 1,000 001 - 0601- 512.05 -01 SOCIAL SECURITY CONTRIBU 82,397 83,171 277v622 1 34 730,469 MAYOR'S REQUEST 11 122, 023 43,000 1000000 1,000 1.000 89,277 PAGE 58 ACCOUNTING PERIOD 08/2016 pg. 81 PREPARED 03/08/16, 14 :37:54 BUDGET PREPARATION WORKSHEET PROGRAM G14601L FOR FISCAL YEAR 2017 ORIGI14AL ADJUSTED YTD EXPENDITURE ACCOUNT NUMBER ACCOUNT DESCRIPTION BUDGET BUDGET 6 ENCUMBRANCES 001- 0601 - 512.05 001- 0601 - 512.05 001- 0601- 51 ^- .OS 001 - 0601 - 512.05 001- 0601 - 512.05 001- 0601 - 512.05 001- 0601- 512.05 001 - 0601 - 512.24 LEVEL -02 -03 -04 -05 -06 -09 -12 -00 TEXT HEALTH FUND CONTRIBUTION RETIREMENT CONTRIBUTION WORKERS COMPENSATION TTD WORKERS COMPENSATION MED UNEMPLOYMENT COMPENSATION MILEAGE OTHER POST EMPLOY BENEFIT TRAINING 59,739 180,727 500000 215,807 102,000 1 400 150 59,739 182,444 50,000 217,861 964000 1 400 150 TEXT 1,321,657 1,369,522 1,349- 119,347 29,952 AMT 0 0 0 MR COUNTY WIDE SUPERVISORY TRAINING /SEMINARS, CONSULTANT SERVICES COST OF LEVEL TEXT 92,000 MR TRAINERS AND OTHER ASSOCIATED TRAINING MATERIALS THIRD PARTY ADMINISTRATOR, OTHER SERVICES FLEXIBLE SPENDING (TASC) 92, 000 001 - 0601 - 512.31 -00 DUES AND SUBSCRIPTIONS 4,500 LEVEL TEXT MR IPMA, NEWSPAPER, SUBSCRIPTIONS, PUBLICATIONS, BOOKS 001 - 0601 - 512.32 -00 CONSULTANT SERVICES 260,000 LEVEL TEXT MR EMPLOYEE ASSISTANCE PROGRAM (EAP) THIRD PARTY ADMINISTRATOR, OTHER SERVICES FLEXIBLE SPENDING (TASC) ARBITRATION EXPENSES FOR COK - STATEWIDE EXPENSE OTHER CONSULTANT SERVICES 001 - 0601 - 512.35 -00 SPECIAL PROJECTS rl LEVEL TEXT MR EMPLOYEE AWARDS BANQUET' 'TRANSFERRED FROM THE OFFICE OF THE MAYOR 001 - 0601 - 512.41 -02 COPIER 7,020 001 -0601- 512.43 -02 R&M EQUIPMENT 500 LEVEL TEXT MR REPAIR AND MAINTENANCE OF OFFICE MACHINES /FAX 001 -0601- 512.43 -05 R&M COMPUTERS LEVEL TEXT 4,500 1,309 TEXT AMT 4,500 4, 500 364,088 216,428 TEXT AMT 460000 165, 000 26, 000 33,000 10,000 280,000 0 ^ TEXT AMT 10,000 10,000 7, 020 3, 528 500 0 TEXT AMT 500 500 32,420 32,420 14,487 TEXT A14T MAYOR'S REQUEST 71, 869 182,654 1 1 50,000 150 221:995 92,000 40500 280,000 ]9,000 7, 020 500 19,'700 PAGE 59 ACCOUNTING PERIOD 08/2016 P9.82 ft PREPARED 03/08/16, 14:37:54 PROGRAM GM601L BUDGET PREPARATIO14 WORKSHEET FOR FISCAL YEAR 2017 ORIGINAL ADJUSTED YTD EXPENDITURE MAYOR'S ACCOUNT NUMBER ACCOUNT DESCRIPTION BUDGET BUDGET & ENCUMBRANCES REQUEST MR NEO GOV ANNUAL MAINTENANCE FEE 10,700 NEW GOV NEW HIRE INTEGRATIO14 2,000 SCANTRON SERVICE AGREEMENT SCANBOOK SOFTWARE MAINTENANCE SOFTWARE /PROGRAbt UPGRADES 2,200 1,800 3.000 19,700 001 - 0601 - 512.55 001- 0601 - 512.56 001 - 0601 - 512.56 001- 0601 - 512.56 001- 0601 - 512.56 001 -0601 - 512.57 001 - 0601 - 512.61 001 -0601- 512.62 001 - 0601 - 512.67 LEVEL -00 ADVERTISING -01 AIRFARE, GENERAL -02 PER DIEM, GENERAL -03 CAR RENTAL 6 PARKING, GE14 -04 OTHER TRAVEL, GENERAL -00 PRINTING -01 OFFICE SUPPLIES -01 OTHER. SMALL EQUIPMENT -00 OTHER COMMODITIES TEXT 6,000 5,000 3,180 1,500 20000 10500 190000 1,550 1 60000 10,000 40180 11500 21000 1,500 190050 10592 10550 TEXT AMT 2.996 6,211 3,063 13,954 1,591 825 0 0 242 6,000 5,000 3,180 1,500 2.000 11500 19,000 32,550 1 MR CONTRACT BOOKLETS (HGEA, FIRE, AND SHOPO) 1,300 DOT PHYSICAL AND PROTECTIVE GEAR 250 DRUG TESTING COUNTYWIDE !EXCEPT POLICE) 31,000 32,550 001- 0601 - 512.68 ADMIFIISTRATIOtJ •' HUMAN -00 POSTAGE AND FREIGHT RESOURCES 2, 2fi5, 2,265,586 750 586 20 385, 2,385,979 750 979 4, 4,450,035 450, 240 035 21 368, 2,368,171 750 171 PAGE 60 ACCOUNTING PERIOD 08/2016 pg. 83 DEPARTMENT OF HUMAN RESOURCES DIRECTOR'S REPORT TO THE CIVIL SERVICE COMMISSION MAY 2016 With all eight (8) bargaining unit contracts set to expire on June 30, 2017, negotiations are in full swing with the Hawaii Firefighters Association (HFFA) leading the charge. Contract proposals were exchanged between the Employer group and HFFA this past month as both groups start the negotiations process. Employer caucuses are scheduled with the Hawaii Government Employees Association (HGEA) and the United Public Workers (UPW) in May and with the State of Hawaii Organization of Police Officers (SHOPO) in July. The County Council approved the HGEA Unit 14 arbitration award for Ocean Safety Officers this past month. All legislative bodies must approve the award in order to implement the raises that are effective on July 1, 2016. Currently, Maui County has yet to approve the award and if not approved, the Employer group and the union will be back at the negotiating table to try and come up with another contract. The County Council also approved a Memorandum of Agreement (MOU) with the State of Hawaii to join their Deferred Compensation Plan for part -time, temporary, and seasonal or casual (PTS) employees. The State PTS program provides an alternative retirement plan for qualified employees who are not eligible to participate in the State Employees' Retirement System (ERS). The plan allows employees to opt out of contributing to social security and instead, contribute 7.50/'o of their pre -taxed gross wages to this deferred compensation plan. The County benefits from this program by saving on its portion of the Social Security tax. On May 2, 2016, Corinne Rosa joined the Department of Human Resources as a Human Resources Clerk. Prior to Corrine's arrival, the front office area was rearranged to allow for better work spaces for our clerical staff as well as to open up the front counter area to be more inviting to the public. e9C ao /G -a7: �� aD/G Following are highlights and statistics from the various divisions: Administrative Services and Benefits • Ninety -six (96) employee changes were received and processed in April during the Employer -Union Health Benefits Trust Fund's (EUTF) open enrollment for health coverage. • The contract for the County's Flex Spending Program is being finalized with open enrollment to be held in May that will include informational sessions and individual meetings. • New Hires: Cashier I (part-time) Groundskeeper Heavy Vehicle & Construction Equipment Mechanic I HR Clerk Planner I Private Secretary (exempt) • Exit Interviews Conducted: 2 of 4 • TDI Applications l(approved) • Leave Sharing: 0 • Reference Checks: 8 • Employment Verifications: 15 • Transactions: New Hires 7 Separations 5 Reallocations 9 Promotions 2 Demotions 0 Transfers 7 Pay Increase 394 Suspension 0 Leave Without Pay 32 Other 73 Seasonal 0 Classification and Pay and Labor Relations • The division has made great progress as the average time to complete a departmental request to reclassify a position has been decreased to fifteen (15) days. • Draft standardized organizational charts have been forwarded to all departments for review and comments with the eventual maintenance of these charts to reside at the HR Department. 2 • Reallocations Processed: Account Clerk to Senior Account Clerk Code Enforcement Officer to Building Code Development & Enforcement Manager Election Clerk II to Election Clerk I (exempt) Laborer I to Laborer II Planner II to Planner III Planner VI to Planner IV Police Services Officer to Police Officer I (6) Real Property Appraiser IV to Real Property Appraiser V Recycling Specialist Trainee to Recycling Specialist I • Desk Audits: Account Clerk to Senior Account Clerk Recycling Specialist Trainee to Recycling Specialist I • New Classes Adopted: None Recruitment and Exam • Summer hire recruitment is in full swing with early selections being processed for the Summer Enrichment Program due to the high volume of employees needed. • Several departments have shown interest in utilizing clerical and laborer type positions through the State Department of Vocational Rehabilitation (DVR) summer employment program. • Recruitments: Accountant I Building Code Development & Enforcement Manager Deputy Prosecuting Attorney (exempt) Janitor II (exempt) Land Surveyor II Managing Director (exempt) Planner I (repost) Planner IV (repost) Planning Inspector I Planning Inspector II Planning Inspector III Police Services Officer Project Assistant Recreation Worker I (exempt) Tax Clerk Traffic Marker Traffic Signs & Markings Supervisor Youth Summer Enrichment Program (exempt) • Lists Referred to Departments: Account Clerk Civil Engineer III Community Service Worker 3 Emergency Services Dispatcher I Groundskeeper Housing Self- Sufficiency Specialist I (exempt) Janitor II Maintenance Worker I Ocean Safety Officer I (exempt) Park Caretaker I Payroll Specialist Pre -Audit Clerk II Recreation Worker I (exempt) Repair Shop Utility Worker Senior Account Clerk • Written Exams Administered: Community Service Worker Emergency Services Dispatcher I Heavy Vehicle & Construction Equipment Mechanic II Liquor Control Investigator Trainee Plant Electrician Helper Police Services Officer • Performance Exams Administered: None • Administrative Reviews: Community Service Worker (accepted) Plant Electrician Helper (sustained) Payroll • Working with the Finance -IT Division to accommodate the Employee Retirement System's (ERS) revised method of exchanging electronic data. • Gross Payroll: 04/15/2016 $3,5819512 04/30/2016 $39390,500 EUTF (Health Fund) $192505910 ERS (Retirement) $132879672 Social Security $2609315 Medicare $939272 Employee Development and Health Services • Safety assessment/workers' compensation follows up were completed resulting in retraining a work group on back safety and modifying a recently painted ramp to reduce the slipperiness. • Seventy -five (75) employees completed the online assessment and attended the ME "Everything DISC Work of Leaders" workshops that were held on April 26, 2016 and May 8, 2016. • Training on "Conducting Proper Workplace Investigations" with Sarah Wang, Esq. is scheduled for May 23, 2016; ninety (90) employees are signed up to attend this training. • Staff assisted various departments with workplace violence investigations, ADA accommodation issues, Employee Assistance Program (EAP) referrals and mediation services. • Two (2) staff members were recertified as First Aid/CPR training instructors. • Equipment/Driver Training: Toyota Forklift (7 Police employees) SCAG Riding Mower (2 Public Works' employees) Front End Loader (3 Parks' employees) 5