HomeMy WebLinkAbout2017_0822_CSC_PacketRichard Jose Members:
Chair Fely Faulkner
Elizabeth Hahn
Karen Matsumoto
Jeffrey Iida Vonnell Ramos
Vice -Chair
COUNTY OF KAUAI CIVIL SERVICE COMMISSIO
NOTICE OF MEETING AND AGENDA
Tuesday, August 22, 2017
3:00 p.m. or shortly thereafter
Mo`ikeha Building, Liquor Conference Room 3 '17 Ali 15 A 8 :fly
4444 Rice Street, Lihu'e, HI 96766
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0 UN `f KAUA1
ROLL CALL
APPROVAL OF MINUTES
Open Session Minutes of July 25, 2017
DIRECTOR'S REPORT
CSC 2017-09 2017 August
EXECUTIVE SESSION
Pursuant to Hawaii Revised Statutes §92-4, §92-5 (a) (4), the purpose of this Executive
Session is to discuss the County of Kauai Grievances and Complaints Policy for
Department Heads that can be Removed by County Boards and Commissions.
This consultation involves consideration of powers, duties, privileges, immunities and/or
liabilities of the Civil Service Commission as they may relate to this agenda item.
ES -008 County of Kauai Grievances and Complaints Policy for
Department Heads that can be removed by County Boards and
Commissions. [4/25/17 reviewed draft policy]
a. Review revised Grievances and Complaints Policy.
An Equal Opportunity Employer
RETURN TO OPEN SESSION
Ratify Commission actions taken in Executive Session for item: ES -008
ANNOUNCEMENTS
Next Meeting: Tuesday, September 26, 2017 — 3:00 p.m., Mo'ikeha Building, Liquor
Conference Room 3
ADJOURNMENT
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
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 to.
Civil Service Commission
Attn: Sandra Muragin
Office of Boards & Commissions
4444 Rice Street, Suite 150
Lihu`e, HI 96766
Civil Service Commission — August 22, 2017 Page 12
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.
Civil Service Commission — August 22, 2017 Page 13
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DEPARTMENT OF HUMAN RESOURCES
DIRECTOR'S REPORT
TO THE
CIVIL SERVICE COMMISSION
AUGUST 2017
By a final vote of 4-3 by the County Council, the Hawaii Fire Fighters Association (HFFA)
arbitration award to grant raises to our County Firefighters was approved at the end of July. In
anticipation of the approval, payroll certifications and the necessary changes to our salary scales in
our payroll system was done ahead of time, minimizing the amount of retroactive payout for our
Fire Fighters.
In early August, the State of Hawaii Organization of Police Officers (SHOPO) and the Employer
group began arbitration hearings on Oahu. The arbitration panel was made up of Russell Higa,
neutral panel member, Tenari Maafala for SHOPO and I represented the employer group. Prior to
and during arbitration, the Employer group and the union entered into mediation to try and see if
both sides were able to get closer to settlement. The arbitration hearing ended on August 3rd with
a decision forthcoming in approximately sixty (60) days.
Of the remaining bargaining units, the United Public Workers (UPW), Unit 1 blue collar workers
have started ratification voting on a four year contract with the same general parameters that other
bargaining units have received. The proposed contract will include a lump sum bonus of $1,000
in November of each of the first two (2) years and 3.2% and 3.45% respectively in years one and
two. Percentage increases are higher than other bargaining units that have step movements built
into their salary scales (UPW does not have step movements). Starting raises later in the fiscal
year accounts for the lump sum bonuses.
The only other bargaining unit without a contract is the Hawaii Government Employees
Association (HGEA) Unit 14, Ocean Safety Officers. At this time, it appears that we will be
proceeding to arbitration beginning with the selection of a neutral arbitrator and hearings to begin
in November.
Back in 1994, the County changed from an on-time payroll to a payroll lag. As a result,
individuals employed back in 1994 were provided with an "advance" in order to achieve the lag
without affecting anyone's pay with the understanding that the "advance" would be collected upon
an employee's separation. These affected employees were provided with an opportunity to begin
to repay this "advance" beginning this past month through payroll deductions, vacation cash out or
a combination of the two. A total of fifty-one (5 1) employees are participating in this opportunity
to pay back the County for this "advance" and avoid having this taken out of their last paycheck.
Administrative Services and Benefits
• Peter Eddy from Island Savings/Prudential Retirement is scheduled to be available for
individual employee appointments in August to discuss deferred compensation options.
• New Hires: Deputy Prosecuting Attorney (exempt)
Elec/Plant Electrical Tradesperson I
Human Resources Specialist I
Landfill Laborer I (3)
Legal Clerk III
Para -Legal Assistant I
Police Services Officer (5)
Scale Attendant
Senior Clerk
Sexual Assault Forensic Nurse (3) (exempt)
Tax Clerk (exempt)
Vehicle Registration & Licensing Manager
• Exit Interviews Conducted: 5 of 8
• TDI Applications None
• Leave Sharing: 1 (approved)
• Reference Checks: 8
• Employment Verifications: 7
• Transactions:
New Hires
19
Se arations
8
Reallocations
1
Promotions
7
Demotions
0
Transfers
2
Pay Increase
564
Suspension
3
Leave Without Pay
2
Other
131
Seasonal
26
Classification and Pay and Labor Relations
• Updating and standardizing classification forms including position descriptions for greater
efficiency.
• All class specifications are being scanned into Laserfiche and will eventually be posted on
the County's shared drive for greater accessibility for all departments.
• Reallocations Processed: Civil Engineer IV to Civil Engineer V
2
• Desk Audits:
• New Classes Adopted:
Recruitment and Exam
Fire Fighter Trainee to Fire Fighter I (2)
Legal Clerk III to Para -Legal Assistant
Plumbing Inspector to Supervising Plumbing Inspector
Recycling Specialist I to Recycling Specialist Trainee (2)
School Crossing Guard to Program Support Technician II
Supervising Plumbing Inspector to Plumbing Inspector
Van Driver (Sub) to Bus Driver (Sub)
None
Landfill Working Supervisor
Recently, rules for test admissions has been revised to try and reduce the number of
applicants that are turned away without compromising security issues. Admission letters
can now be retrieved on cell phones and the test security agreement is given to applicants
at the testing site versus the need to have to bring it to the test. Candidates are also
informed that doors will close at a specific time to avoid confusion regarding when a
candidate is not allowed to participate in testing.
• Recruitments:
• Lists Referred to Departments
Computer Systems Support Technician I
Crime Scene Specialist
Equipment Operator III
Parks Pen -nit Clerk
Police Fleet Services Coordinator
Solid Waste Worker I
Supervising Building Inspector
Waterworks Inspector I
Waterworks Inspector lI
Administrative Services Officer
Bus Driver (sub) (exempt)
Civil Engineer V
Clerk (Off -Duty) (exempt)
Computer Systems Support Technician I
Emergency Services Dispatcher I
Equipment Operator I
Equipment Operator III
Groundskeeper
Legal Clerk IV
Para -Legal Assistant
Park Caretaker I
Park Caretaker II
Planner IV
Police Services Officer
3
• Written Exams Administered:
• Performance Exams Administered
• Administrative Reviews:
Payroll
Senior Clerk
Solid Waste Worker I
Traffic Marker
Traffic Signs & Markings Helper
Van Driver (exempt)
Wastewater Plant Maintenance Mechanic I
Waterworks Inspector I
Waterworks Inspector II
Emergency Services Dispatcher I
Park Caretaker II
Police Services Officer
Equipment Operator II
Electrical -Electronic Equipment Repairer (sustained)
Liquor Control Investigator Trainee (accepted)
Solid Waste Worker I (accepted)
With several of the various collective bargaining awards being approved, payroll staff were
busy with mass rate changes and payment of lump sums during the month of July.
Staff continue to work with our County auditors submitting payroll processing and
workers' compensation information and will begin payroll testing during the month of
August.
• Gross Payroll:
07/15/2017
$3,713,030
07/31/2017
$3,996,560
EUTF (Health Fund)
$1,351,129
ERS (Retirement)
$1,385,622
Social Security
$299,045
Medicare
$105,068
Employee Development and Health Services
• Five (5) new workers' compensation claims were filed this month with three (3) cases
being medical -only claims and two (2) indemnity claims. Still working with departments to
get their claims into our office on a timely basis to avoid late reporting penalties by the
Department of Labor.
• The placement of an "Employee Self -Service" icon link to the website on employees'
computer desktops has drastically reduced the number of calls and questions to staff.
• Human Resources Information Systems (HRIS) Task Force meeting held to discuss the
progress of the various projects. The Time and Attendance module seems to have hit a
0
snag with access issues that needs to be resolved with the Department of Finance -
Information Technology Division.
Equipment/Driver Training: Truck Tractor (1 Public Works and 1 Water employees)
Volvo Mini Front End Loader (2 Public Works employees)
Backhoe (3 Public Works employees)
5