HomeMy WebLinkAboutFebruary 28 2017 Civil Service MeetingRichard Jose Members:
Chair Fely Faulkner
Elizabeth Hahn
John Low
Jeffrey Iida Karen Matsumoto
Vice -Chair
COUNTY OF KAUAI CIVIL SERVICE COMMISSION
NOTICE OF MEETING AND AGENDA
Tuesday, February 28, 2017
2:00 p.m. or shortly thereafter
Mo'ikeha Building, Liquor Conference Room
4444 Rice Street, L-1hu'e, HI 96766
CALL TO ORDER
ROLL CALL
EXECUTIVE SESSION
Pursuant to Hawaii Revised Statutes §§92-4 and 92-5 (a) (4), 92-9 (a) (1-4) and (b), the purpose
of this executive session is to receive and approve Executive Session minutes, 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 -003 Executive Session Minutes of January 24, 2016
ES -004 -RFA 2017-01 Appeal received 11117/ 16 appealing the Recruitment &
Examination of a particular position by the Director of Human
Resources and related matters
RETURN TO OPEN SESSION
Ratify Commission actions taken in Executive Session for item: ES -003 and ES -004
APPROVAL OF MINUTES
Open Session Minutes of January 24, 2017
DIRECTOR'S REPORT
CSC 2017-02 a. February 2017 Director's Report
An Equal Opportunity Employer
ANNOUNCEMENTS
Next Meeting: Tuesday, March 28, 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
H.R.S. §92-4 and shall be limited to those items described in H.R.S. §92-5(a).
c: Deputy County Attorney Teresa Tumbaga
PUBLIC COMMENTS and TESTIMONY
Persons wishing to offer comments are encouraged to submit written testimony at least 24 -hours
prior to the meeting indicating:
1. Your name and if applicable, your position/title and organization you are representing;
2. The agenda item that you are providing comments on; and
3. Whether you will be testifying in person or submitting written comments only.
4. If you are unable to submit your testimony at least 24 hours prior to the meeting, please
provide 10 copies of your written testimony at the meeting clearly indicating the name of
the testifier; and
While every effort will be made to copy, organize and collate all testimony received, materials
received on the day of the meeting or improperly identified may be distributed to the members
after the meeting is concluded.
The length of time allocated to persons wishing to present verbal testimony may be limited at the
discretion of the chairperson or presiding member.
Send written testimony to:
Civil Service Commission
Office of Boards & Commissions
4444 Rice Street, Suite 150
L hu`e, HI 96766
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 — February 28, 2016 Page 12
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DEPARTMENT OF HUMAN RESOURCES
DIRECTOR'S REPORT
TO THE
CIVIL SERVICE COMMISSION
FEBRUARY 2017
To try and get an arbitrated award prior to the State Legislature closing and in time for funding
consideration, the Hawaii Government Employees Association (HGEA) requested expedited
arbitration hearings for Units 2, 3, 4, and 13. The HGEA and Employer group agreed to drop all
proposals except for wages and duration to allow for the expedited hearings. As a result,
arbitration hearings were held from February 8`h -14`h for Units 3 and 4 and from February 16th -21St
for Units 2 and 13. Both the HGEA and Employer group stipulated to the financial presentations
that were made during the first round of hearings resulting in final hearings ending on February
17th. Henry Kanda presided over both hearings and James Nishimoto, our Chief Negotiator from
the State Office of Collective Bargaining represented the Employer group. A decision is expected
sometime in April.
In preparation for the fiscal year 2018 budget, all departments submitted their budget worksheets
for the Administration's consideration. This year, our department was tasked with populating all
of the salaries for the various positions in all of the departments to strive for efficiency. Once the
budget process ends, this system will be re-evaluated to determine its value.
The Employee Self -Service module from the County's Human Resources Information System
(HRIS) was launched on February 15th. Employees now have the ability to make changes to
demographic information such as address, phone number and marital status directly into the
system. In addition, changes to an employees' direct deposit amounts and accounts, health care
designation, beneficiary information and withholdings can all be done through this paperless
system. Finally, employees can do "what if' calculations to see how their take home pay would
be affected if withholdings are changed. Several employees have already tried out the service and
thanked the department in bringing this tool to our employees.
Following are highlights and statistics from the various divisions:
Administrative Services and Benefits
• Clerical staff are cross training on various duties to ensure necessary coverage when
employees are not available.
• Personnel files of newly terminated employees are now being stored electronically to ease
the need for additional storage space.
• New Hires:
Bus Driver (exempt)
Bus Driver (substitute) (exempt) (2)
Park Caretaker I
Park Security Officer I
Police Services Officer (4)
Van Driver (Substitute) (exempt)
• Exit Interviews Conducted: 2 of 4
• TDI Applications 0
• Leave Sharing: l(approved)
• Reference Checks: 3
• Employment Verifications: 9
• Transactions:
New Hires
9
Separations
4
Reallocations
5
Promotions
0
Demotions
0
Transfers
0
Pay Increase
627
Suspension
1
Leave Without Pay
18
Other
48
Seasonal
10
Classification and Pay and Labor Relations
• Arbitration hearings with the Hawaii Firefighters Association concluded in early February
with a decision forthcoming in a couple of months.
• Arbitration hearings with the Hawaii Government Employees Association Units 2, 3, 4,
and 13 started and ended in February with a decision forthcoming in April.
• Reallocations Processed: Building Plans Examiner to Senior Building Plans Examiner
Clerk Typist to Senior Clerk
2
• Desk Audits:
• New Classes Adopted:
Recruitment and Exam
County Drug Coordinator to Program Specialist III
Departmental Accounting Technician to Program
Coordinator (Aging)
Facilities Maintenance Supervisor to Facilities Maintenance
Coordinator
Laborer I to Laborer II
Parks Maintenance Operations Chief to Parks Maintenance
Administrator
Payroll Clerk to Account Clerk
Program Specialist II (Aging) to Departmental Accounting
Technician
Recycling Specialist Trainee to Recycling Specialist I
Senior Account Clerk to Account Clerk
Senior Building Plans Examiner to Building Plans Examiner
Wastewater Treatment Plant Operator IV to Wastewater
Plant Operator Assistant
Recycling Specialist I
Senior Building Plans Examiner
None
• Met with the Office of Economic Development (OED) and the State Department of
Vocational Rehabilitation (DVR) to discuss and prepare for the upcoming DVR Summer
Youth Employment Program.
• Recruitments:
• Lists Referred to Departments:
Bus Driver (exempt)
Commission Support Clerk (exempt)
Construction Inspector II
Deputy Prosecuting Attorney (exempt)
Electronics/Plant Electrical Tradesperson
Landfill Operator IV
Park Caretaker II
Park Permits Clerk (exempt)
Planner II
Planner III
Planner IV
Sewer Maintenance Helper
Solid Waste Worker II
Tractor -Mower Operator
Automotive Mechanic I
Bus Driver (exempt)
Deputy Prosecuting Attorney (exempt)
3
Equipment Operator I
Fire Captain
Fire Fighter III
Fire Fighter Trainee
Highway Construction & Maintenance Supervisor I
Legal Clerk III
Ocean Safety Officer I
Park Caretaker II
Parks Permits Clerk (exempt)
Solid Waste Worker II
Victim/Witness Counselor II
Wastewater Plant Operator Assistant
• Written Exams Administered: Clerk -Typist
Community Service Worker
Highway Construction & Maintenance Supervisor I
Police Services Officer
Sewer Maintenance Helper
• Performance Exams Administered: Ocean Safety Officer I
• Administrative Reviews: Planner IV (sustained)
Sewer Maintenance Helper (accepted)
Victim Witness Counselor Trainee (No response)
Payroll
• W-2 and 1095 documents were issued to employees by the January 31st deadline as
required by the IRS, but not without challenges. We are hopeful to have the payroll
software and support service readily available as we begin to prepare for the processing of
these documents at the beginning of next year.
• Mass rate changes were completed for employees in the Hawaii Government Employees
Association (HGEA) units 3, 4 and 13 and the State of Hawaii Organization of Police
Officers (SHOPO) Unit 12. In addition, minimum wage rates needed to be updated in the
payroll system due to increases effective January Is'.
• Gross Payroll:
01/15/2017
$3,707,840
01/31/2017
$3,798,468
EUTF (Health Fund)
$1,313,213
ERS (Retirement)
$1,383,587
Social Security
$283,592
Medicare
$100,755
9
Employee Development and Health Services
• Four (4) new workers' compensation claims were filed this month with two (2) cases being
medical -only claims. Staff have followed up with departments to mitigate hazards and
recommend discipline as needed.
• 2016 OSHA 300 logs were completed and sent to all departments for posting from
February 1, 2017 to April 30, 2017.
• A new five (5) year contract with First Insurance Risk Management Services (FiRMS) for
third party administrator services for workers' compensation claims started in February.
• "A Day in the Life of an Effective Supervisor" workshop by Glenn Furuya was held in
January with forty (40) supervisors attending.
• Another DiSC Behavior Assessment training was held in January with thirty-one (3 1)
employees attending.
• Equipment/Driver Training: Clipper Machine (1 Public Works' employee)
Roller under 5 tons (1 Public Works' employee)
Pay Loader & Compactor (2 Public Works' employees)
Dump Truck with Pinto Trailer (2 Water employees)
Mini Excavator & Backhoe (1 Water employee)
5