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HomeMy WebLinkAbout2017_0725_CSC_PacketRichard Jose Members: Chair Fely Faulkner Elizabeth Hahn Karen Matsumoto Jeffrey Iida Vonnell Ramos Vice -Chair COUNTY OF KAUAI CIVIL SERVICE COMMISSION NOTICE OF MEETING AND AGENDA RECEIVED Tuesday, July 25, 2017 3:00 p.m. or shortly thereafter Mo`ikeha Building, Liquor Conference Room 3 17 JUL 18 A8 :04 4444 Rice Street, Lihu'e, HI 96766 Oath of Office for Vonnell Ramos (new appointee) APPROVAL OF MINUTES Open Session Minutes of May 23, 2017 DIRECTOR'S REPORT CSC 2017-07 2017 June CSC 2017-08 2017 July ANNOUNCEMENTS Next Meeting: Tuesday, August 22, 2017 — 3:00 p.m., Mo'ikeha Building, Liquor Conference Room 3 Ij I�Zl1y amvj I goeNJ 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 An Equal Opportunity Employer session was not anticipated in advance. Any such executive session shall be held pursuant to HRS §92-4 and shall be limited to those items described in HRS §92-5(a). cc: Deputy County Attorney Bentley Adams 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: Sandra Muragin Office of Boards & Commissions 4444 Rice Street, Suite 150 Uhu`e, HI 96766 Email: smuragin@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. 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U U O ti = SLS vi �, �°- W O ti +C ct O ..� O t� U ..� p .. cti O4 U t3 U W U• W � ti � � o W v� IM 3 0 • � v� avi U � O N � _O v N v N E- p 0 U Qom., o v 0 0 o o N o a "Z3o > ^ 0 v o o � � O o ZJ E ap v o v v � ° � 3 v rn o C/) v y o > ) a O vEn cn Cl. `� Z � � • � W j � avi � � o 03 v c� O i � o o v o CL o � �s � �, U U v o v CIS -� b o v d o vcn ~ N GO ~ 3 Mct3 ti � M�M S� ti U •C N ��cti++ r—, '" C/� c� .O �—, ^" U o � ~ � v v _ 0 \ � A 2 � & 24: G : ] 0 § \ .§ � 2: 2 G % y : � § .\ k ƒ 0 2 2 \ � 2 0 � \ � 2 � � o � § � 6 � � ./ ] _ .2 ± 2 / q \ ± ® � 3 // u 3 ° 2 } § 0 ) c k o CI. / 9." 2 � d f \ � $ • A Q .t cr �q k q w % � § ? m © ° � � � A 2 � & 24: G : ] 0 § \ .§ � 2: DEPARTMENT OF HUMAN RESOURCES DIRECTOR'S REPORT TO THE CIVIL SERVICE COMMISSION JUNE 2017 The first reading for the Hawaii Government Employees Association (HGEA) awards for Units 2, 3, 4, and 13 was heard at the County Council earlier this month. The bill is scheduled for public hearing on June 28, 2017 and then moves to a committee meeting on July 5, 2017. The final vote is scheduled for July 12, 2017 in front of the full Council. Slightly ahead of HGEA, the Hawaii Fire Fighters Association (HFFA) award is scheduled for public hearing on June 14, 2017 and then moves to a committee meeting on June 21, 2017. The final vote is scheduled for June 28, 2017 in front of the full Council. Of the remaining bargaining units, the United Public Workers union, Unit 1 blue collar workers have scheduled on-going negotiations for the month of July. For the State of Hawaii Organization of Police Officers (SHOPO), arbitration hearings are tentatively set for early August. No additional negotiation meetings have been set with HGEA's Unit 14, Ocean Safety Officers. The process to fill the open position that was recently created with Debbie Ponce's retirement has begun. Posting for an HR Specialist I was done earlier in the month with interviews scheduled with qualified applicants in mid-June. The department is fortunate to have two (2) summer interns placed in our department to assist with the Summer Enrichment, Summer Internship and Department of Vocational Rehabilitation (DVR) Summer Employment Programs. The interns have been calling applicants to notify them of their acceptance into the program, assisting with processing paperwork and will eventually monitor their progress at the various worksites. Administrative Services and Benefits • Open enrollment for the Employer -Union Trust Fund (EUTF) health insurance saw a record three hundred seventy-seven (3 77) changes made to begin July 1" mainly due to the drastic change in premiums for the Hawaii Medical Service Association (HMSA) 75/25 Plan. • Open enrollment for the County's pre-tax Flexible Spending Program for health insurance premiums and medical and dependent care expenses ended with one hundred seventy-nine (179) employees enrolling in the program for the new program year beginning July l" • New Hires: Building Inspector Bus Driver (Sub) (exempt) Departmental Accounting Technician Field Operations Clerk Laborer I Park Caretaker I Repair Shop Utility Worker Van Driver (Sub) (3) (exempt) Wastewater Plant Operator Assistant • Exit Interviews Conducted: 6 of 11 • TDI Applications I(approved) • Leave Sharing: None • Reference Checks: 11 • Employment Verifications: 11 • Transactions: New Hires 11 Separations 10 Reallocations 5 Promotions 11 Demotions 0 Transfers 11 Pay Increase 21 Suspension 0 Leave Without Pay 0 Other 29 Seasonal 1 Classification and Pay and Labor Relations Job descriptions for all executive appointees (department heads and deputies) have been drafted and will be sent to the Mayor for review and approval. In addition, the Director has worked with both the Police Commission and Fire Commission to establish job descriptions for their respective Chiefs. 2 • Reallocations Processed: Crime Scene Specialist I to Crime Scene Specialist II Criminalist I to Criminalist II Electrician -Electronic Equipment Repairer to Maintenance Worker I Human Resources Specialist II to Human Resources Specialist I Laborer II to Laborer I (4) Laborer I to Laborer II Legal Clerk III to Para -Legal Assistant Motor Vehicle Program Technician to Staff Services Assistant Ocean Safety Officer II to Ocean Safety Officer I (2) Ocean Safety Officer I to Ocean Safety Officer II Planner IV to Planner II Procurement & Specifications Specialist VI to Procurement & Specifications Specialist I Public Housing & Development Specialist IV to Public Housing & Development Specialist III Public Housing & Development Specialist 11 to Public Housing and Development Specialist IV Recycling Specialist II to Recycling Specialist III Wastewater Plan Operator Assistant to Wastewater Plant Operator IV • Desk Audits: None • New Classes Adopted: None Recruitment and Exam • No different from previous years, the various summer youth programs consumed much of staff s time, especially with processing last minutes applicants due to a shortage of workers, especially for the Summer Enrichment Program. • Recruitments: ADU/TVR Enforcement Specialist (exempt) Computer Systems Support Technician I CZM Project Manager/E-Plan Review Specialist (exempt) Human Resources Specialist I Para -Legal Assistant I Park Caretaker II Parks Permit Clerk Plumber I Public Housing & Development Specialist III (exempt) • Lists Referred to Departments • Written Exams Administered Public Housing & Development Specialist IV (exempt) Public Safety Communications Manager Recreation Leader III Solid Waste Worksite Supervisor Special Investigator (exempt) Supervising Building Inspector TVR Permit Enforcement Research Specialist (exempt) Bus Driver (Sub) (exempt) Crime Scene Specialist I CZM Project Manager/E-Plan Review Specialist (exempt) DVR Summer Employment Program (exempt) Emergency Services Dispatcher I Equipment Operator II Heavy Vehicle & Construction Mechanic I Human Resources Specialist I Laborer I Laborer Working Supervisor Landfill Operations Assistant Legal Clerk III Ocean Safety Office I Parks Pen -nit Clerk Planner II Public Housing & Development Program Specialist III (exempt) Public Housing & Development Program Specialist IV (exempt) Real Property Tax Clerk (exempt) Scale Attendant Senior Clerk Solid Waste Worksite Supervisor Special Investigator (exempt) Summer Youth Programs (exempt) Emergency Services Dispatcher I Laborer Working Supervisor Landfill Operations Assistant Liquor Control Investigator Trainee Parks Permit Clerk Scale Attendant Solid Waste Worksite Supervisor Traffic Signs & Markings Crew Leader 4 • Performance Exams Administered: Ocean Safety Officer I • Administrative Reviews: Landfill Operations Assistant (2) (accepted) Payroll • The booklets and enrollment forms for the deferred compensation program for part-time, temporary and seasonal employees have been finalized and received from the State. The program is scheduled to begin in September after the various summer programs are completed. • A Confidentiality Agreement with the State Employer -Union Trust Fund (EUTF) was approved by the County Council. Once the final executed agreement with the State EUTF is completed, detailed information on employees' medical deductions will be provided to the County to reconcile our EUTF billing. • In conducting quarterly audits of timesheets and leave accruals, staff are working with the County's single auditors to ensure that departments' varying methods of accounting for leaves taken are acceptable. • Gross Payroll: 05/15/2017 $3,597,135 05/31/2017 $3,610,163 EUTF (Health Fund) $1,318,747 ERS (Retirement) $1,363,630 Social Security $276,842 Medicare $96,842 Employee Development and Health Services • Eight (8) new workers' compensation claims were filed this month with six (6) cases being medical -only claims, one (1) indemnity claim, and one (1) controverted claim. • Another DISC Behavior Assessment training was held on May 23rd with sixteen (16) employees attending. • Customer service training was provided to the Kauai Police Department's new recruit class of six (6). • An icon was added to all County users' desktops to create a shortcut to the Employee Self- Service elfService module that was recently made available for all employees to make changes to their employee demographics, tax deductions, etc. • A Human Resources Information Systems (HRIS) Task Force meeting was held on May 16`h. Staff continue to work with the various entities to resolve current issues and move forward on the various Performance Evaluation and Time and Attendance modules. • Equipment/Driver Training: Hook Lift Truck (8 Public Works employees) 8 & 10 Cubic Yard Dump Truck (2 Public Works employees) 6 & 3 Cubic Yard Dump Truck (1 Public Works employee) Water Truck (2 Public Works employees) 5 Skid Loader (1 Public Works employee) Pay Loader (1 Public Works employee) New Genie Lift AWP -40S (1 Parks employee) Leeboy Grader & Backhoe (1 Public Works employee) D DEPARTMENT OF HUMAN RESOURCES DIRECTOR'S REPORT TO THE CIVIL SERVICE COMMISSION JULY 2017 The bill to fund the Hawaii Fire Fighters Association (HFFA) arbitration award to grant raises to our County Firefighters has stalled in the County Council Committee of the Whole. At the first Committee of the Whole meeting, with only six (6) members present, the vote ended up in a tie at 3 (three) for funding the award and 3 (three) against. When brought up two (2) weeks later, the Committee of the Whole decided to defer the matter for another two (2) weeks. As such, the bill will be up for vote at the July 19th Committee of the Whole meeting and up for final vote on July 26th. Due to the delays, should the bill be approved, Firefighter raises will have to be processed retroactively for the July 1St increase. On the other hand, the bill to fund the Hawaii Government Employees Association (HGEA) awards for Units 2, 3, 4, and 13 has proceeded without delays. Final reading for the approval of the bill is scheduled for July 12th. In anticipation of the bill being approved, staff are preparing payroll certifications and the necessary changes to our salary scales in our payroll system to avoid retroactive payments. Of the remaining bargaining units, the United Public Workers union, Unit 1 blue collar workers will be meeting on July 10th -12th for joint negotiations. For the State of Hawaii Organization of Police Officers (SHOPO), arbitration hearings Have been set for August 1st and 2°d.on Oahu. Still no additional negotiation meetings have been set with HGEA's Unit 14, Ocean Safety Officers. The department is pleased to welcome Jennifer Tone on July 17th who will be joining the Department of Human Resources as a Human Resources Specialist I. Her focus will primarily be on workers' compensation processing, drug and alcohol testing and Hepatitis B vaccination coordination. Administrative Services and Benefits • The County of Kauai's Compensation Plan 2017 was distributed to all jurisdictions and County departments and is also be available on the County's website. • New Hires: Clerk -Dispatcher I (exempt) Heavy Vehicle & Construction Equipment Mechanic I Laborer I Public Information Officer (exempt) Transit Safety Specialist • Exit Interviews Conducted: 12 of 16 • TDI Applications None • Leave Sharing: l(approved) • Reference Checks: 8 • Employment Verifications: 22 • Transactions: New Hires 14 Separations 9 Reallocations 6 Promotions 7 Demotions 0 Transfers 3 Pay Increase 14 Suspension 5 Leave Without Pay 0 Other 43 Seasonal 18 Classification and Pay and Labor Relations • An Employer caucus was held on June 281h to provide updates as to the status of the various contracts. • Reallocations Processed: Civil Engineer V to Civil Engineer III Laborer II to Laborer I Ocean Safety Officer 11 to Ocean Safety Officer I Police Officer II to Police Officer I Police Officer I to Police Services Officer (3) Police Services Officer to Police Officer I (3) Public Housing & Development Program Specialist I to Public Housing & Development Program Specialist II Recycling Specialist III to Recycling Specialist I Recycling Specialist I to Recycling Trainee W Waterworks Inspector I to Waterworks Inspector II • Desk Audits: None • New Classes Adopted: None Recruitment and Exam • In preparation for the Fire Department's annual promotional exams, test questions were procured and are being reviewed in coordination with the vendor. • Recruitments: Administrative Services Officer Background Investigator (exempt) Boards & Commissions Administrator (exempt) Computer Systems Support Technician I Deputy Prosecuting Attorney (exempt) DVR Clerk (exempt) DVR SYEP Program Coordinator Equipment Operator 1 Equipment Operator II Equipment Operator III Executive Assistant to the Mayor (exempt) Highway Construction & Maintenance Supervisor I Legal Clerk IV Motor Vehicle Financial Responsibility Clerk Ocean Safety Officer I Personnel Support Clerk (exempt) Planner IV Program Compliance Specialist (exempt) Public Housing & Development Program Specialist II (exempt) Public Information Officer (exempt) Recreation Leader III Sexual Assault Forensic Nurse Examiner (exempt) Solid Waste Worker I Traffic Marker Traffic Signs & Markings Helper Wastewater Plant Maintenance Mechanic I Waterworks Inspector I • Lists Referred to Departments: Account Clerk Background Investigator (exempt) Boards & Commissions Administrator (exempt) Bus Driver (sub) (exempt) Civil Engineer III Deputy Prosecuting Attorney (exempt) DVR Clerk (exempt) DVR SYEP Program Coordinator (exempt) Electronics/Plant Electrical Tradesperson I Equipment Operator II Executive Assistant to the Mayor (exempt) Highway Construction & Maintenance Supervisor I Landfill Operations Assistant Liquor Control Investigator Trainee Motor Vehicle Financial Responsibility Clerk Ocean Safety Officer I Para -Legal Assistant Personnel Support Clerk (exempt) Plumber I Police Officer I (re-employment) Police Services Officer Program Compliance Specialist (exempt) Public Housing & Development Program Specialist II (exempt) Public Information Officer (exempt) Public Safety Communications Manager Senior Clerk Sexual Assault Forensic Nurse Examiner (exempt) Summer Youth Programs Van Driver (sub) (exempt) Victim/Witness Counselor II Water Plants Superintendent • Written Exams Administered: Account Clerk Highway Construction & Maintenance Supervisor I Landfill Operations Assistant Liquor Control Investigator Trainee Park Caretaker II Parks Permit Clerk Police Services Officer Solid Waste Worksite Supervisor Supervising Building Inspector • Performance Exams Administered: Equipment Operator II • Administrative Reviews: Emergency Services Dispatcher I (accepted) Park Caretaker II (accepted) Victim/Witness Counselor II (accepted) E Payroll With the Comprehensive Annual Financial Report (CAFR) underway, staff will begin the process of gathering information and working with the County auditors and Finance Department in the next several months. A meeting with the Employee Retirement System's (ERS) Kauai and Oahu staff was held on Kauai to go over the recent increases in ERS Employer contributions required due to legislative action. Increases will be forthcoming for the next three (3) years which will incrementally increase contributions by 7.75% for general employees (to 24.75%) and 17.5% for police and fire (to 42.5%). In addition, ERS staff was able to discuss reporting errors with both the HR staff and Finance -Information Technology (IT) staff in an effort to resolve these issues. • Gross Payroll: 06/15/2017 $3,670,712 06/30/2017 $3,803,358 EUTF (Health Fund) $1,323,369 ERS (Retirement) $1,352,141 Social Security $278,475 Medicare $100,574 Employee Development and Health Services • Ten (10) new workers' compensation claims were filed this month with seven (7) cases being medical -only claims, two (2) indemnity claims, and one (1) controverted claim. • Two (2) Incident Writing classes were held in the last month with sixteen (16) employees in attendance. • Another Glenn Furuya "Teamwork Island Style" training was held last month with forty- four (44) employees in attendance. Due to the popularity of this training, another class is being scheduled next quarter as over twenty (20) employees had to be turned away for this class. • Continuing to increase accessibility to documents, all collective bargaining agreements were recently posted on the department's SharePoint site. • Equipment/Driver Training: Dozer (2 Public Works employees) Forklift (5 KPD and 2 Public Works employees)