Loading...
HomeMy WebLinkAbout2017_0926_CSC_PacketRichard Jose Members: Chair Fely Faulkner Elizabeth Hahn Karen Matsumoto Jeffrey Iida Vonnell Ramos Vice -Chair E CEAVED COUNTY OF KAUA'I CIVIL SERVICE COMMISSION NOTICE OF MEETING AND AGENDA ���$ `� Tuesday, September 26, 2017 3:00 p.m. or shortly thereafter `1 �F Mo`ikeha Building, Liquor Conference Room 3 ` 4444 Rice Street, Lihu'e, HI 96766'° APPROVAL OF MINUTES Open Session Minutes of August 22, 2017 DIRECTOR'S REPORT CSC 2017-10 a. 2017 September b. Annual Report EXECUTIVE SESSION Pursuant to Hawaii Revised Statutes §§92-4 and 92-5 (a) (4), 92-9 (a)(14) (b), the purpose of this executive session is to receive and approve Executive Session minutes, to consider the hire, evaluation, dismissal or discipline of an employee or officer of the County where consideration of matters affecting privacy will be involved, provided that if the individual concerned requests an open meeting, an open meeting shall be held; and to consult with the Commission's legal counsel on issues pertaining to the Commission's and the County's powers, duties, privileges, immunities, and/or liabilities as they may relate to this item, deliberate and take such action as appropriate. ES -010 Executive Session Minutes of August 22, 2017 ES -011 - RFA 2017-02 Cominunication filed on September 13, 2017 by an individual appealing the Department of Human Resources' decision regarding an employment application. (The Office of Boards and An Equal Opportunity Employer Commissions, on behalf of the Civil Service Commission, is awaiting guidance from the Department of the Attorney General.) RETURN TO OPEN SESSION Ratify Commission actions taken in Executive Session for items: ES -010 and ES -011 ANNOUNCEMENTS Next Meeting: Tuesday, October 24, 2017 — 3:00 p.m., Mo'ikeha Building, Liquor Conference Room 3 NOTICE OF EXECUTIVE SESSION Pursuant to Hawaii Revised Statutes §92-7 (a), the Commission may, when deemed necessary, hold an executive session on any agenda item without written public notice if the executive session was not anticipated in advance. Any such executive session shall be held pursuant to 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. Civil Service Commission — August 22, 2017 Page 12 Send written testimony to: 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. Civil Service Commission — August 22, 2017 Page 13 b to C N u rn N C O 'U U rA ON N 6 U C cn Cj cn o Q. ao axi c• , 'd cd +,cd ° c o C40 U N Q t- 3 U c U O d N a b o e�1Dcn 0 3 O o m ��,, Q m� U En 3 Un d � ,o .d O C O -ti c t°(44 cz b -• ., C13 M cz cd C4. Cd Cd CIO N Q 'C U rn 'C3 GJ 3 b y OnId cul cd Cd U U d d > U U o rA vi o ti U � U FZ tb i a� 9 -0 CIS O cd ,O p O O U .� t � CZ Er- CZO 00. c� O O U C3 U N �?.0 W rT, O Q U j s•. U aj •� «3 4-+ O p DC "CI cd opt�� as U o o Q U x U U dU 0 0 N vs �p O r vi O O vi N O czso� by O O � W � a� a� o o � � o a cq U W rq Q � � M o � .. O Gn U U cr � � a H C y FZ tb i a� 9 DEPARTMENT OF HUMAN RESOURCES DIRECTOR'S REPORT TO THE CIVIL SERVICE COMMISSION SEPTEMBER 2017 The United Public Workers (UPW), Unit 1 blue collar workers ratified a four (4) year contract deal with the same general parameters that other bargaining units have received thus far. The 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 the first and second years. Two percent (2%) raises are scheduled for the third and fourth year with the caveat that bargaining can continue on the equivalent of step movements for the period July 1, 2019 to June 30, 2021. Funding for the contract has been sent to the County Council for approval. Our department's summer interns, Grachel Singson and Sharae Cua produced a video highlighting the eighteen (18) different County departments to be used as part of our On -Boarding Program for new hires. Interviews with department heads and pictures depicting the various County services are featured in the video. On September 1, 2017, the County launched the Part -Time, Temporary, and Seasonal or Casual Deferred Compensation Plan (PTS) for those employees that are not eligible for membership in the State of Hawaii Employee's Retirement System (ERS). The main feature of the plan is that instead of making contributions to Social Security on behalf of these employees, seven and one- half percent (7.5%) of these employees' gross pay on a tax deferred basis is made to the individual's own PTS Plan account. For the employee, these contributions earn interest and are available to be withdrawn upon termination of employment with the County. For the County, the Employer's portion of social security contributions are eliminated for these employees, lowering our overall County payroll expenses. Attached is the department's annual report for the period July 1, 2016 to June 30, 2017. Administrative Services and Benefits • The County's annual pre -retirement workshop was held on September 7, 2017 at the Kauai War Memorial Convention Hall. A total of six (6) speakers presented information on social security, wills, trusts, financial planning, deferred compensation and employee retirement system (ERS) benefits to fifty (5 0) County and fifty-one (5 1) State employees. Moving forward, since much of the information is now available online, this workshop will be scheduled every other year. • New Hires: Account Clerk Building Plans Examiner CZM Shoreline/Subdivision Management Specialist (exempt) Laborer I Ocean Safety Officer I (exempt) Park Caretaker I (2) Scale Attendant I (exempt) Senior Clerk (exempt) Solid Waste Worker II • Exit Interviews Conducted: 5 of 10 • TDI Applications None • Leave Sharing: None • Reference Checks: 10 • Employment Verifications: 12 • Transactions: New Hires 7 _ _ Separations 11 _ Reallocations 3 Promotions 6 Demotions 0 Transfers 1 Pay Increase 47 Suspension 1 Leave Without Pay 2 Other 19 Seasonal 22 Classification and Pay and Labor Relations • With the approval of new collective bargaining contracts, staff have been following up with all departments on current Supplemental Agreements to the various contracts that need to be renewed. • Reallocations Processed: Driver License Clerk II to Senior Clerk (3) 01 • Desk Audits: • New Classes Adopted: Recruitment and Exam Executive Assistant to the Mayor to Information Technology Manager Fire Fighter Trainee to Fire Assistant Chief Law Office Manager to Para -Legal Assistant II Ocean Safety Officer I to Ocean Safety Officer II Open Space Public Access Specialist to Planner IV Private Secretary to Administrative Services Officer Victim Witness Counselor Trainee to Victim Witness Counselor I Accountant Trainee to Accountant I Identification Specialist I to Identification Specialist II Facilities Maintenance Administrator Fire Assistant Chief • Recent NeoGov upgrades required communication to all departments and revisions to the department's policies on recruitment and hiring procedures. • Recruitments: Accountant II Automotive Mechanic I Deputy Prosecuting Attorney (exempt) Fire Assistant Chief Fire Captain Fire Fighter III Fire Fighter II (Hazmat) Fire Fighter II (Rescue) Information Technology Manager Maintenance Worker I Mechanical Repair Worker Plumber I Police Equipment Maintenance Coordinator Police Fleet Services Coordinator Police Records Clerk Program Support Technician II Recreation Leader I Recreation Leader II Recreation Leader III Recreation Worker I Recycling Specialist Trainee Scale Attendant I Special Investigator (exempt) Tractor -Mower Operator Water Plant Operator I Waterworks Inspector I • Lists Referred to Departments: Automotive Mechanic I Bus Driver (sub) (exempt) Crime Scene Specialist CZM Shoreline/Subdivision Management Specialist (exempt) Deputy Prosecuting Attorney (exempt) Electrician -Electronic Equipment Repairer Emergency Services Dispatcher I Equipment Operator III Fire Captain Fire Fighter III Fire Fighter II (Hazmat) Fire Fighter II (Rescue) Laborer I Liquor Control Investigator Trainee Park Caretaker I Pipefitter Helper Police Services Officer Program Support Technician II Scale Attendant Senior Clerk Solid Waste Worker I Special Investigator (exempt) . Tractor -Mower Operator TVR Permit Enforcement Research Specialist (exempt) Van Driver (sub) (exempt) Water Plants Superintendent Waterworks Inspector I • Written Exams Administered: Emergency Services Dispatcher I Liquor Control Investigator Trainee Parks Permit Clerk Pipefitter Helper Police Records Clerk Police Services Officer Supervising Building Inspector • Performance Exams Administered: None • Administrative Reviews: Administrative Services Officer (sustained) Parks Permit Clerk (2) (1 accepted/1 sustained) Police Records Clerk (sustained) Police Records Clerk (sustained) 4 Recreation Worker I (3) (1 accepted/2 sustained) Solid Waste Worker I (5) (3 accepted/2 sustained) Payroll • Responded to request from the County Council regarding whether or not the County was obligated to be part of the State of Hawai`i's (State) deferred compensation program. The County does not have to join the State's deferred compensation program but did so back in 1983 when it was first started through an agreement with the State and Council resolution. • Gross Payroll: 08/15/2017 $3,760,836 08/31/2017 $3,633,265 EUTF (Health Fund) $1,346,858 ERS (Retirement) $1,434,737 Social Security $286,419 Medicare $100,814 Employee Development and Health Services • Nine (9) new workers' compensation claims were filed this month with five (5) cases being medical -only claims, three (3) indemnity claims and one (1) controverted claim. Working with departments as needed on the enforcement and supplying of necessary Personal Protective Equipment (PPE) to help in preventing injuries. • Quarterly reviews for thirty-eight (38) workers' compensation claims from Public Works, Parks and Recreation, Prosecuting Attorney, Transportation, Water and Police were held with FIRMS (First Insurance Risk Management Services) and Atlas Insurance to monitor progress and determine course of action for high costing, problematic and long standing cases and strategies for new cases on problems that can be foreseen. Going forward, reviews will be held bi-monthly to allow for discussions to be held more frequently with our adjusters. • Ergonomics assessments were conducted for Department of Water's employees situated near service counters on August 31, 2017 by David Ching of Atlas Insurance. • In coordination with Kauai Community College's Office of Continuing Education and Training (OCET) office, Excel and Outlook training was provided for eighteen (18) and nineteen (19) employees respectively with half of the cost covered by a federal grant. • Twenty-six (26) employees from various departments including Police, Fire, HR, and Finance -IT have been selected to be part of the Time and Attendance pilot group. Training should begin shortly with testing to go live shortly thereafter. • Equipment/Driver Training: Backhoe (1 Public Works employee) Pay Loader (2 Public Works employees) 5 I. MISSION STATEMENT 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. DEPARTMENT GOALS To support all County departments, employees and the general public with the full range of human resource functions. To streamline, standardize and centralize various human resource functions that will lead to greater efficiencies. To attract, support, and retain a qualified and diversified workforce by fostering employee development and providing a safe environment. To enhance the quality and efficiency of services with technological advancements. III. PROGRAM DESCRIPTION a. Objectives Administrative Services and Benefits -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. Recruitment and Exam -Provide responsive, fair and consistent recruitment and examination to departments, employees and job applicants. -Centralize and standardize recruitment and hiring efforts for the various youth summer programs. -Research alternative recruitment methods and incentives for hard -to -fill positions. -Interface the current Human Resources Information System (HRIS) Sungard system with the NeoGov online application system to streamline the flow of information. liW/ 20(_1_ 10 AJ. Classification and Labor -Provide responsive, fair and consistent classification and pay services to departments, employees and job applicants. -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. -Develop, update and maintain standardized organizational charts for all departments. Employee Development and Health Services -Provide training and guidance to all departments on interview and performance evaluation procedures including guidelines and best practices. -Develop a Countywide drug and alcohol testing policy to ensure compliance with existing legal and collective bargaining requirements. -Implement and maintain an on-going supervisor training program that institutionalizes and reinforces leadership qualities and survival skills for new and current supervisors. -Establish Countywide safety committees comprised of supervisors and line employees. -Provide on-going drug and alcohol training including reasonable suspicion training for all departments. Payroll -Establish a Memorandum of Understanding with the Employer -Union Health Benefits Trust Fund (EUTF) to obtain accurate detailed billing information. b. Highlights 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. An Employee Self -Service (ESS) module from the County's HRIS was launched in February. Employees now have the ability to make changes to demographic information such as address, phone number and marital status, and federal withholding allowances/amounts, which will feed directly into the County's payroll/personnel system. In addition, forms for employees to change their direct deposit amounts and accounts, beneficiary information and state tax withholdings can be accessed on ESS. Finally, employees can do "what if' calculations to see how their take home pay would be affected if withholdings, benefits, etc. are changed, in addition to viewing prior/current pay statements and W-2 information. III -2 The DHR continued to streamline and centralize human resource functions as well as move towards increasing paperless initiatives. This year, funding for the County's drug and alcohol testing program was centralized to the DHR for better fiscal management and efficiency. In addition, the DHR staff coordinates random selections, prepares employee notifications and trains supervisors to ensure the necessary protocols are followed when notifying and accompanying employees to the testing site. A reasonable suspicion training was held earlier in the fiscal year to provide supervisors with skills to recognize drug and alcohol use. This past summer, the DHR was successful in streamlining and centralizing all summer employment programs to the office's Recruitment Division. One (1) application for all summer internship programs was available online and the hiring of these summer workers was centralized at the DHR. In addition, the administration and budget of the Mayor's Summer Internship Program was transferred to the DHR this past year. The DHR is now responsible for the coordination and receipt of departmental requests for interns, the placement of interns, and payroll for these employees. Standardized organizational charts for all departments/agencies were completed and posted on the County's internal SharePoint site. Trainings were held with all departmental staff to ensure upkeep and maintenance of these documents on an on-going basis. No longer being seen as just a personnel office, the DHR continues to provide County departments/agencies with guidance in many areas of employment, including, but not limited to employee relations (e.g., conflict resolution, mediation, etc.), performance issues (e.g., progressive disciplinary process, performance improvement plans, etc.), reasonable accommodations (e.g., review of restrictions, interactive process, etc.), and investigation of complaints (e.g., serves as a resource for handling investigations, conducting investigations for departments, etc.). Staff have been dedicated to assist departments/agencies in handling various issues in hopes of preventing grievances, etc. The objective is to work with departments/agencies as well as employees to avoid unnecessary time and effort in responding to complaints and grievances by properly and proactively handling employee issues. Mediation is used as one of the tools to resolve conflicts with either in-house mediators or the use of federal mediation services. Following are highlights from the various divisions: Administrative Services and Benefits Ninety-six (96) new hires attended the full day on -boarding orientation program and eighteen (18) short-term new hires attended the half day on -boarding orientation program this past fiscal year. Additionally, two hundred six (206) seasonal employees for the Parks and Recreation Enrichment Program as well as the Mayor's and Department of Water's summer internship program were processed in as new hires this past year. III -3 Conversely, exit interviews for seventy-nine (79) employees that left County employment were completed this fiscal year. Assistance with deferred compensation rollover forms and retiree medical enrollment forms were provided to separating employees. The department continues to provide assistance to retirees for as long as needed. Three hundred seventy-seven (377) open enrollment forms for employee healthcare benefits with the Employer -Union Health Benefits Trust Fund (EUTF) were processed during this year's EUTF open enrollment, up two hundred eighty- two (282) from the prior year. The reason for the increased number of changes was due to the significantly lower cost of the EUTF 75/25 Preferred Provider Organization (PPO) plan. Open enrollment informational sessions were held in April at the Kauai War Memorial Convention Hall. EUTF representatives and healthcare providers such as HMSA, Kaiser, Hawaii Dental Service, CVS Caremark, Vision Service Plan, Royal State Insurance, and USAble Life were on hand to provide brochures and information regarding any changes to the health plans. In addition, throughout the fiscal year, one hundred eighty-three (183) healthcare forms were processed for employees who made changes to add/delete dependents and/or plans, address changes, and bargaining unit and/or department changes. In May, the DHR coordinated open enrollment for the Flexible Spending Plan. This year, the online enrollment site of our third -party administrator, Total Administrative Services Corporation (TASC) was used to process flexible spending enrollments for the next plan year. A TASC representative conducted two (2) in-person workshops to discuss the flexible spending plan benefit as well as the enrollment procedures. One -hundred sixty-nine (169) employees enrolled in the flexible spending, pre-tax medical expenses and twenty-five (25) employees enrolled in pre-tax dependent care expenses. In addition, if there were no changes, it was not necessary to re -select the pre -taxing of healthcare premiums and various insurance policies to improve efficiency in the enrollment process. Of the one thousand seven (1,007) employees that are currently enrolled in healthcare benefits, nine hundred seventy-two (972) or ninety-seven percent (97%) have elected to have their healthcare premiums pre -taxed. In addition, four hundred ninety-eight (498) employees enrolled in various pre -taxed supplemental insurance policies with All State, and two hundred nine (209) employees enrolled in various pre -taxed supplemental insurance policies with Aflac. The Temporary Disability Insurance (TDI) Program assisted six (6) employees during the fiscal year for a total amount of $21,415.57 paid out in benefits. Two (2) TDI claims were denied due to ineligibility. The County's Leave Sharing Program provides donated leave time to assist employees or their family member suffering from a serious personal illness or injury. Four (4) employees were recipients of two thousand three hundred twenty-eight (2,328) donated vacation hours from generous County employees this year. III -4 Worklife Hawaii, the County's Employee Assistance Provider (EAP), provided a total of eighty-five and three-fourths (85.75) hours of counseling to our employees during this past fiscal year, up from seventy-one and a half (71.5) hours last year. Marital/Relationship and Parenting issues were the top reasons for EAP counseling this year. Remaining counseling sessions were for anger management, work-related, depression/anxiety, critical incident/trauma, grief/loss, family, legal, and individual adjustment. Recruitment and Exam The Recruitment and Exam Division continued to assist departments in their efforts to fill their vacancies whether positions were civil service, appointed or exempt from civil service. These include full-time and part-time, seasonal, short- term and temporary positions. Continuing the role in the coordination in the recruitment for the various youth summer employment programs, this division has taken on the task of overseeing ~ the Mayor's Internship Program to include budget review, department requests review and placement of interns. In addition, assistance was provided to the Office of Economic Development (OED) with their contract with the Department of Human Services, Division of Vocational Rehabilitation (DVR) to provide a Summer Youth Employment Program (SYEP) for students at least sixteen (16) years old and not older than twenty-four (24) years of age with a disability and/or other vocational rehabilitation consumers. This fiscal year there were nineteen (19) DVR program participants who were placed at various worksites within the County. This fiscal year there were three hundred twenty-five (325) recruitment requests received, fifty-one (5 1) of which were cancelled for various reasons. Of the remaining requests, except for the few that were requested to be postponed, all were posted within twenty (20) days of the request. When names were available, the DHR referred lists of eligible candidates to departments within sixty (60) days of the closing date. Finally, one hundred percent (100%) of eligible applicants for internal departmental promotions were certified within ten (10) days. The Recruitment and Exam Division administered one hundred four (104) written exams, scheduling one thousand two hundred eighty-four (1,284) candidates. In addition throughout this fiscal year, various performance tests were administered. These included testing for Fire Fighter Trainee, Ocean Safety Officer I, Pool Guard, Fire Fighter II, Solid Waste Worker II as well as various Equipment Operators. Police Services Officer exams continued to be held on a regular basis throughout the fiscal year in an effort to increase the number of qualified candidates. To assist in filling the Police Department's Emergency Services Dispatcher positions, recruitment was placed on a continuous basis with testing more frequently. III -5 The Recruitment and Exam Division received forty (40) Administrative Review requests during this fiscal year in comparison to the thirty-seven (37) received the prior fiscal year. Administrative Reviews are afforded to applicants that do not agree with the decision made regarding their job application. Of the forty (40) reviews, twenty-two (22) were accepted, sixteen (16) were sustained as not accepted, one (1) did not appear, and one (1) was sustained at the Civil Service Commission. During this fiscal year, the division participated again in two (2) job fairs; one at the Kauai War Memorial Convention Hall and the other at Kauai Community College. Over seventy (70) business organizations/agencies participated in both fairs with approximately three hundred fifty (350) job seekers attending each event. Classification & Pay and Labor Relations This fiscal year, the Classification and Pay Division processed four hundred forty- five (445) classification actions. During this same period, the division was able to decrease the backlog of classification requests from nine (9) to five (5). Additionally, proposed pricing of thirty-two (32) classes for establishment from the various jurisdictions including the State of Hawaii, the Department of Education, Hawaii Health Systems Corporation (HHSC), the Judiciary, the City and County of Honolulu and the counties of Maui and Hawaii were received and reviewed. The department continued to provide assistance and guidance to the various County departments and agencies in contract administration activities. In the current fiscal year, seven (7) employer level grievances were filed. With all eight (8) bargaining unit contracts expiring on June 30, 2017, negotiations were in full swing this fiscal year. Aside from the United Public Workers union, the Employer group was unable to resolve issues through the negotiation process with the remaining seven (7) bargaining units and therefore, final and binding arbitration hearings were scheduled. Arbitration hearings began in November for the Hawaii Fire Fighters Association (HFFA) Unit 11 and in February for the Hawaii Government Employees' Association Units 2, 3, 4 and 13. Arbitration hearings for the State of Hawaii Organization of Police Officers (SHOPO), Unit 12 and HGEA's Unit 14 were not scheduled by the end of the June. Arbitration awards for HFFA Unit 11 and HGEA Units 2, 3, 4 and 13 are as follows: HFFA-Unit 11 (07/01/17 to 06/30/19) (2 year contract) 07/01/17: 2% across the board increase; continue step movement plan III -6 07/01/18: 2.25% across the board increase; continue step movement plan HGEA-Unit 2 (07/01/17 to 06/30/19) (2 year contract) 07/01/17: 2% across the board increase; continue step movement plan; 2% increase to those not assigned to the salary schedule 01/01/18: 1.2% across the board increase; 1.2% increase to those not assigned to the salary schedule 07/01/18: 2.25% across the board increase; continue step movement plan; 2.25% increase to those not assigned to the salary schedule 01/01/19: 1.2% across the board increase; 1.2% increase to those not assigned to the salary schedule HGEA-Unit 3 and 4 (07/01/17 to 06/30/19) (2 year contract) 07/01/17: 2% across the board increase; 2% increase to those not assigned to the salary schedule; one-time bonus of $150; less than full-time equivalent shall receive a pro -rated lump sum payment 01/01/18: 1.5% across the board increase; 1.56/o increase to those not assigned to the salary schedule 07/01/18: 2.25% across the board increase; 2.25% increase to those not assigned to the salary schedule; one-time bonus of $150; less than full-time equivalent shall receive a pro -rated lump sum payment 01/01/19: 1.25% across the board increase; 1.25% increase to those not assigned to the salary schedule; drop Step A and employees on this step shall move to Step B HGEA-Unit 13 (07/01/17 to 06/30/19) (2 year contract) 07/01/17: 2% across the board increase; continue step movement plan; 2% increase to those not assigned to the salary schedule 07/01/18: 2.25% across the board increase; continue step movement plan; 2.25% increase to those not assigned to the salary schedule Employee Development and Health Services During the fiscal year, seventy-two (72) trainings were done under the Vehicle and Equipment Operator's Training Program. Employees were trained on one (1) or more of twenty-three (23) different types of vehicles or heavy equipment. In addition, annual driver improvement program classes were held in September and October. Attendance for this class is required for all Commercial Driver's License (CDL) holders. Seventy-seven (77) employees completed the training, which was up by twenty (20) from last year. Department supervisors continue to utilize safety and general training DVDs as a low-cost alternative in providing refresher training for their employees. Departments have borrowed the DVDs to supplement their safety meetings. In III -7 addition, the General Safety Orientation video is shown at New Hire Orientation with other DVDs shown as needed based on the duties of the individuals hired. The department's DVD library includes Hazard Communication, Bloodborne Pathogens, Ladder Safety, Driving Safety, Drug and Alcohol Abuse, Crane Safety, Excavation/Trenching, Forklift Operator Safety, and Hand and Power Tool Safety. Multiple customer service training sessions were conducted over the year (July 11, 2016, July 15, 2016, July 19, 2016, August 9, 2016, November 30, 2016, February 17, 2017, and May 22, 2017). This training was developed and conducted by DHR staff. Although the trainings covered both internal (customer - facing) and external customers, including supervisory and non- supervisory/general scenarios, each training was tailored to fit the needs of the department. A total of one -hundred thirteen (113) employees attended one (1) of the eight (8) trainings conducted. The training incorporated the County's Vision, Customer Service Mission Statement, and Values Statement, along with strategies and techniques to handle different situations. This training has evolved since the department first created it back in 2015. Feedback received from the participants has been used to improve the trainings (e.g., department-specific/real-life scenarios, etc.). In the prior fiscal year, the DHR staff worked with various departments to oversee their random drug and alcohol testing program. Continuing into this fiscal year, the DHR coordinated the random test pulls, prepared the testing forms, and trained supervisors (including developing simple instructions with questions and answers). Additionally, the DHR partnered with WorkLife Hawaii, to develop a Supervisor Training on Drug and Alcohol Reasonable Suspicion. This four (4) hour training familiarized supervisors on the aspects of substance abuse so that they are able to recognize the signs of drug and/or alcohol abuse and take appropriate action when substance abuse is suspected. The training also covered specific procedures/rules outlined in the respective collective bargaining unit agreements. Elli Gorman, Lecturer with the Kauai Community College, conducted two (2) training sessions on Dealing with Difficult People. With her many years of experience in the tourism industry, she has encountered many different types of people. In the workshop, Ms. Gorman discussed how to communicate in a positive way, actively listen and showing empathy. The trainings occurred on September 28, 2016, and September 30, 2016, and fifty-six (56) employees attended. Four (4) Workers' Compensation training sessions were held on October 27, 2016 (morning and afternoon sessions), February 27, 2017, and April 24, 2017. A total of one hundred four (104) supervisors attended one of the sessions. The training covered proper completion of forms, supervisor's responsibilities such as administering disciplinary action and taking corrective action, on-going reporting RMI. and follow-up requirements, procedures to follow when an employee is able to return to work on a modified duty basis, and the Return -to -Work Program. Two (2) DHR staff members received their facilitator certifications in the Everything DISC Workplace program. DISC is a behavioral assessment tool that helps supervisors and employees gain insights into their own behaviors and that of others. It helps to understand and appreciate the styles of the people we work with and explains how to communicate more effectively with others. Strategies are also discussed in an effort to overcome challenges when working with people of different DISC styles. During the year, the DHR was able to facilitate four (4) trainings, of which a total of eighty-nine (89) employees attended. By training our staff to become facilitators of the DISC product, we were able to offer this training to more employees in a cost-efficient manner, saving approximately $1,500-$2,000 per training. Ultimately, the goal is for employees to understand one another and work better together, which is accomplished by improving communication and helping employees understand each other's styles and preferences. A supervisory training was held for newly promoted Police Sergeants and Lieutenants on December 8, 2016. Twelve (12) employees attended this training which incorporated various topics including workers' compensation, customer service (supervisor version), employee relations, performance evaluations/disciplinary action, etc. We were fortunate this year to have Mr. Glenn Furuya of Leadership Works return to conduct two (2) different workshops for our employees. For new supervisors, a one -day workshop, "A Day in the Life of an Effective Supervisor" was held on January 19, 2017. The workshop provided new supervisors with simple and practical tools in managing their workday as a supervisor. Supervisors learned how to conduct meaningful employee briefings, delegate and teach tasks effectively, develop peak performing team members, listen and handle complaints, correct inappropriate behaviors or poor performance, praise, etc. The second training, "Teamwork Island Style", was a new workshop that Mr. Furuya developed to emphasize the need in building a strong unified team. Employees learned the key elements of teamwork and how to develop them, importance of possessing island -style humility, how to thrive during times of difficulty or uncertainty, etc. Two (2) sessions were held on May 5, 2017 and June 23, 2017 with a total of eighty-four (84) employees attending. Two (2) sessions of a two-day Incident Report Writing class conducted by Kauai Community College Lecturer Judah Freed were held on April 20-21, 2017 and June 15-16, 2017. The training class targeted employees who often have to write official incident reports, such as police officers, firefighters, security officers, or supervisors. Employees learned the principles and methods of writing clear, concise, and accurate incident reports. A total of thirty-six (36) employees attended one (1) of the two-day trainings. iiie Two hundred twenty-nine (229) workers' compensation claims were processed this year by our third -party administrator (TPA). There were one hundred three (103) new reportable claims, a twenty-seven percent (27%) increase from last year. Of the total claims, one hundred forty (140) claims remained open and eighty-nine (89) claims were closed. Worker's Compensation benefits paid this fiscal year was $1,864,772.58 down $288,563.24 or thirteen percent (13%) from last fiscal year. Reserve amounts increased by $5,398.85 from $2,831,297.06 to $2,836,695.91. The County's Return to Work Program (RTWP) continued to provide opportunities for employees who were injured at work to safely return to work as soon as authorized by a health care provider. During this past year, the RTWP was able to successfully return eleven (11) employees to modified or light duty while awaiting release to full duty. RTWP meetings were held for two (2) other employees who were deemed to have permanent work restrictions. The departmental and countywide job searches for one of the employees was unsuccessful and lead to the separation of his services with the County. The other employee was able to return to work. There were one thousand, four hundred, sixty-six (1,466) lost days attributed to work injuries that were reported this fiscal year. This was close to the count reported last year of one thousand, four hundred, fifty-seven (1,457) lost days. Payroll After several years of working with departments in reconciling employees' vacation and sick leave balances, the DHR was successful this past year with having "no findings" in the County's single audit report. Currently, the DHR requires all departments/agencies to submit summary employee timesheets for each pay period to validate that timesheet records of hours worked and leave taken coincides with data entered into the system. In addition, during each payroll period, departments/agencies are provided with the HRIS accrual reports to reconcile with their manual leave records. In addition, payroll staff have implemented a quarterly "Accrual Monitoring Program" whereby departments' timesheet and leave records are randomly audited for accuracy and completeness. c. Program Activities 1. Civil Service Commission The Civil Service Commission consists of seven members, appointed by the Mayor and confirmed by the County Council, who shall be in sympathy with and who shall believe in the principles of the merit system in public employment. Of the members appointed, one shall be selected from among III -10 persons employed in private industry in either skilled or unskilled laboring positions as distinguished from executive or professional positions. Members Term of Appointment *Richard Jose, Chair.............................................01/01/15 to 12/31/17 Jeffrey Iida, Vice-Chair ........................................01/01/15 to 12/31/17 Fely Faulkner....................................................01/01/16 to 12/31/18 Elizabeth Hahn..................................................01/01/14 to 12/31/19 John Low..........................................................01/01/14 to 03/31/17 Karen Matsumoto...............................................01/01/16 to 12/31/18 Vonnell Ramos..................................................01/01/17 to 12/31/19 *skilled/unskilled labor member Regular Sessions ............................................... 10 Executive Sessions ............................................ 8 Special Sessions ............................................... 0 AppealsFiled ................................................... 2 2. Employee Awards Recognition Ceremony Two hundred, eighty-one (281) tickets were distributed this year for the County's Annual Employee Awards Recognition Ceremony that was held on March 31, 2017. Employee of the Year awards were presented to those employees in each department who exhibited superior work performance, work efficiency, community service, and special acts beyond the scope of their duties, thereby sustaining pride in work performance and fostering excellence in public service. Awards were also presented to those employees who completed 15, 20, 25, 30, and 35 years of dedicated government service and employees who retired in 2016. 3. Pre -Retirement Workshop The County of Kaua`i's Annual Pre -Retirement Workshop was held on September 8, 2016 at the Kauai War Memorial Convention Hall. Forty-four (44) County of Kauai and thirty-six (36) State of Hawaii employees attended the workshop. Some of the presenters included Sherman Shiraishi who offered information on estate planning, Jane Burigsay from the Social Security Administration, Sheri Kunioka-Volz and Kenneth Kimura from the Employee's Retirement System (ERS), Kali Puuohau from the Hawaii Employer -Union Health Benefits Trust Fund (EUTF), and Peter Eddy from Island Savings/Prudential Retirement. IV. BUDGET *Includes two (2) 89 -day contract positions and one (1) $1 funded position. Staffing for the seasonal internship program is not included. II1-12 FY 2017 Budgeted FY -2017 Actual Equivalent Personnel *21 19 Salaries $1,264,178 $ 1,179,874 Employee Benefits $ 618,792 $ 561,974 Operations $ 485,201 $ 337,698 Total $2,368,171 $ 2,079,546 *Includes two (2) 89 -day contract positions and one (1) $1 funded position. Staffing for the seasonal internship program is not included. II1-12 V. STATISTICS Recruitment and Exam Recruitment Announcement Resource Nuinlier of Applicants Percent " County of Kauai website 2,143 46.57% Hawaii Tribune -Herald 639 13.89% Word of Mouth (County of Kaua` i Employee) 562 12.21% Other 492 10.69% Internet Search Engines (MSN, Google, etc.) 378 8.21% Job Announcement Posting (Visit to the State Recruiting Office or Workforce Development Office) 224 4.87% The Garden Island Newspaper 63 1.37% of Human Resources 83 1.80% -Department Job Fair 13 0.28% The Honolulu Star Advertiser 3 0.07% The Maui News 0 0.00% Unknown 1 0.02% Recruitment FY 2016 _,� ! FY 207 Classes Recruited 268 297 Applications Received 4,130 4,194 Applications Accepted 3,005 2,882 Applications Rejected 1,125 1,350 Types of Examinations Held Open Competitive 140 125 Promotional 123 112 Non Competitive 9 15 -Registration 12 12 Eligible Placed on List Open Competitive 977 1,928 Promotional 35 188 -Registration 1,069 1,118 Return -to -Work 2 1 Re -Employment 2 1 Certification Request from Departments 237 325 Job Opportunities filled by Certification 254 225 Eligibles Certified 4,760 2,180 III -13 Classification and Pay Classification and Pa FY = FY 2017 Initial Allocation 15 31 Reallocation 71 71 Reallocation of Vacarit Position 75 92 Temporary Reallocation 12 9 End of Temporary Reallocation 7 15 Redescription Review 96 214 No Chane 0 0 Withdrawal 6 8 Class Retitled 37 0 -Backlog of Classification Requests 9 5 Classification Requests 334 445 Classification Appeals 0 0 Number of Classes Established 13 11 Number of Classes Retitled 3 2 Number of Classes Abolished 1 4 Number of Classes Amended 17 18 Number of Classes Reactivated 1 0 Transactions Trarisachoris IF = FY 2017 Promotions 26 67 Demotions 5 4 Transfers 48 45 Pay Increase 1,705 2,217 Reallocations 120 80 Suspensions 10 20 Other 1,108 921 Leave Without Pay 319 203 Seasonal 187 81 New Hires 109 116 Separations 88 121 Total Personnel Transactions Audited 3,620 3,875 Payroll Pa "" "o11 FY 2016 _ _ FY 2017 Gross Payroll $82.9 million $88.0 million Employer Union Trust Fund (EUTF) $14.6 million $15.6 million Employee Retirement System (ERS) $15.5 million $16.4 million Social Security $ 3.1 million $ 3.3 million Medicare $ 1.1 million $ 1.1 million III -14 Workers' Compensation Claims and Costs By Department Department/ Agency Open Closed Total; Claims FY 2017_; Total Claims FY �20I6 Departaientl Agency $ 33,885.38 dost FY2017 - " $ 536,463.45 Cost�� FY2016 Police 43 23 66 63 Police $ 421,211.69 $ 726,290.41 Public Works 34 21 55 67 Public Works $ 627,521.63 $ 602,642.46 Parks & Rec 27 16 43 32 Parks & Rec $ 279,275.16 $ 347,191,44 Fire 13 15 28 23 Fire $ 182,544.26 $ 255,011.78 Transportation 9 4 13 11 Transportation $ 266,157.06 $ 173,811.13 Water 7 6 13 9 Water $ 9,460.41 $ 16,759.50 Pros Attorney 3 1 4 2 Pros Attorney $ 46,971.36 $ 1.500.00 Finance 2 3 5 7 Finance $ 4,765.14 $ 18,934.95 Planning 2 0 2 0 Planning $ 6,865.87 $ - Cty Attorney 0 0 0 0 Cry Attorney $ - $ - Elderly 0 0 0 1 Elderly $ - $ 377.70 Council Service 0 0 0 0 Council Service $ - $ - OED 0 0 0 0 OED $ $ Emergency M mt 0 0 0 0 Emergency M mt Housing 0 0 0 2 Housing $ $ 250.00 Human Resources 0 0 0 0 Human Resources $ - $ Liquor 0 0 0 0 Liquor $ - $ Mayor's Office 0 0 0 2 Mayor's Office $ - $ 10,566.45 Total 140 89 229 219 Total $ 1,864,772.58 $ 2,153,335.82 Workers' Compensation Costs and Reserves by Benefit Type Medical $ 724,185.62 $ 726,512.85 ($ 2,327.23) $ 875,214.86 $ 841,329.48 $ 33,885.38 Temporary Total Disability $ 536,463.45 $ 647,982.61 ($ 111,519.16) $ 461,042.67 $ 434,637.62 $ 26,405.05 Permanent Partial Disability $ 459,349.02 $ 520,532.06 ($ 61,183.04) $1,277,400.73 $1,333,869.28 ($ 56,468.55) Vocational Rehabilitation $ 10,267.89 $ 20,387.31 ($ 10,119.42) $ 21,747.85 $ 31,328.08 ($ 9,580.23) Other Allocated Expenses $ 118,413.88 $ 146,628.03 ($ 28,214.15) $ 199,457.34 $ 187,300.14 $ 12,157.20 Administrative Expenses $ 16,092.72 $ 91,292.96 ($ 75,200.24) $ 1,832.46 $ 2,832.46 ($ 1,000.00) Total Costs $1,864,772.58 $2,153,335.82 ($ 288,563.24) $2,836,695.91 $2,831,297.06 $ 5,398.85 Vehicle and Equipment Training Backhoe # of Employees ed TrainBy Department Total Type/Purpose of Case Uni-Loader New Equip / Vehicle Training Cly Type of Training) Public Parks ,& `Vater Police Dump Truck Works :Recreation., New Equip / Vehicle Forklift Refresher Promotional - - - - - Temp Assign - - - - - Refresher - - - - - Re -certification 2 Truck Tractor New Equip / Vehicle 5 7 (Forklift only) New Equip / Vehicle Wheel Compacter New Equip / Vehicle TOTAL # OF EMPLOYEES TRAINED (BY DEPARTMENT) - - Retraining - - - - - New Equip / New Vehicle 54 4 7 - 65 Evaluation - - - 4 - - - (Qualifications/Skills) - - - PUBLIC WORKS PARKS & RECREATION WATER POLICE TOTAL 1 56 4 7 5 72 Backhoe New Equip / Vehicle Bushwacker New Equip / Vehicle Case Uni-Loader New Equip / Vehicle Chipper New Equip / Vehicle Clipper New Equip / Vehicle Dozer New Equip / Vehicle Dump Truck Refresher Excavator New Equip / Vehicle Forklift Refresher Front End Loader New Equip / Vehicle Genie Lift New Equip / Vehicle Grader New Equip / Vehicle Hook Lift Dump Truck New Equip / Vehicle Pay Loader New Equip / Vehicle Peterbilt Roll -Off Truck New Equip / Vehicle Pumper Truck New Equip / Vehicle Roller New Equip / Vehicle Skid Loader New Equip / Vehicle Tractor Mower New Equip / Vehicle Truck Tractor New Equip / Vehicle Van -Con Truck New Equip / Vehicle WM Water Truck New Equip / Vehicle Wheel Compacter New Equip / Vehicle TOTAL # OF EMPLOYEES TRAINED (BY DEPARTMENT) 3 - 3 - 3 - - - 1 - - - 4 - - - 2 - - - 8 - 2 - - - 2 - 2 - - 5 - 3 - - - 1 - - 4 - - - 9 - - - 3 - - - 2 - - - 1 - - - 1 - - - 1 - - - 1 - - - 3 - - - 1 - - - 4 - - - 2 - - - PUBLIC WORKS PARKS & RECREATION WATER POLICE 56 4 7 5 III -16 Other General Training TYPE OF GENERAL TRAINING TOTAL Driver Improvement Program 77 Customer Service Training 113 Drug & Alcohol — Reasonable Suspicion Training 62 Dealing with Difficult People 56 Workers' Compensation Training 104 Everything DiSC Training (Behavioral Styles) 89 Leadership Works — A Day in the Life of an Effective Super—visor 40 Supervisory Training (general topics) 12 Leadership Works — Teamwork Island Style 84 Incident Report Writing 36 Total # of Employees Trained 673 Number of County Employees as of June 30, 2017 De tfrt>d►ent '- Permanent TAry Ezem�t Coli r t+ Total Auditor's Office 0 0 0 0 0 County Attorney 4 0 11 0 15 County Clerk 7 0 23 0 30 Economic Development 0 0 9 0 9 Elderly Affairs 14 6 1 0 21 Emergency Management 5 0 0 1 6 Finance 69 0 3 2 74 Fire 194 5 3 0 202 Housing 0 0 2 35 37 Human Resources 15 0 2 0 17 Liquor 5 0 2 0 7 Mayors' Office 0 0 17 0 17 Parks & Recreation 171 0 4 0 175 Planning 22 1 2 1 26 Police 198 3 1 0 202 Prosecuting Attorney 21 3 16 0 40 Public Works 223 4 4 0 231 Transportation 2 0 123 0 125 Water 84 0 3 0 87 Total 1,034 22 226 39 1,321 Note: Permanent - Probationary and permanent employees Temporary - Provisional and limited term employees Exempt - Elected and appointed employees (excluding boards and commissions) Contract - Employees under personal services contract III -17 DEPARTMENT OF HUMAN RESOURCES Staff as of June 30, 2017 Director of Human Resources ...........................Janine M.Z. Rapozo Private Secretary .......................................... Pualani R. Belmonte HR Manager 11 .............................................Jill Niitani HR Specialist III .......................................... Joyce Schuierer HR Specialist III .......................................... Erin Takekuma HR Specialist III .......................................... Kathy Tanita HR Specialist 11 ............................................ Kris Nakamura HR Specialist 11 ............................................Debbie Ponce HR Specialist I ............................................. Telissa Agbulos HR Specialist I ............................................. Gerald Basquez HR Technician ............................................. Michelle Hinazumi HR Assistant ............................................... Leimomi Spencer-Gacusan HR Assistant ............................................... Kari Villabrille HR Clerk .................................................... Corinne Rosa Central Payroll Accountant .............................. Ken Villabrille Accountant IV .............................................Carolyn Carveiro Payroll Specialist 11 .......................................Doris Agbulos Safety & Driver Improvement Coordinator ............ Steven Carvalho Personnel Support Clerk ..................................Kathleen Fort IMM.