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HomeMy WebLinkAbout2018_0123_CSC_PacketJeffrey Iida R F r,,;: I V F n Members: Chair Fely Faulkner 18 JAN 16 A 8 :36 Elizabeth Hahn Karen Matsumoto Richard Jose Vonnell Ramos Vice -Chair OF F I C E 0 F THE (,0' 1HTY CLERK COUh'i':' 0�E= 1"'AUA'1 COUNTY OF KAUA'I CIVIL SERVICE COMMISSION NOTICE OF MEETING AND AGENDA Tuesday, January 23, 2018 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 reappointed Commissioners Jeffrey Iida, 2nd Term ending 12131120 and Richard Jose, 2" d Term ending 12131120 CALL TO ORDER ROLL CALL APPROVAL OF MINUTES Open Session Minutes of December 12, 2017 DIRECTOR'S REPORT CSC 2018-01 2018 January 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-013 Final review of the Director of Human Resources annual job performance. An Equal Opportunity Employer ES-001 Executive Session Minutes of December 12, 2017 RETURN TO OPEN SESSION Ratify Commission actions taken in Executive Session for items: ES-013 and ES-001 ANNOUNCEMENTS Next Meeting: Tuesday, February 27, 2018 — 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 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. Civil Service Commission — January 23, 2018 Page 12 Send written testimony to: Civil Service Commission Attn: Sandra Muragin Office of Boards & Commissions 4444 Rice Street, Suite 150 Lihu`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 — January 23, 2018 Page 13 COUNTY OF KAUAI rZ=31 jg� Minutes of Meeting OPEN SESSION Board/Commission: I CIVIL SERVICE COMMISSION Meeting Date: December 12, 2017 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room 3 Start of Meeting: 3:01 p.m. End of Meeting: 4:02 p.m. Present Chair Richard Jose; Vice Chair Jeffrey Iida. Members: Fely Faulkner; Elizabeth Hahn (entered at 3:03 p.m.); Karen Matsumoto; and Vonnell Ramos Also: Deputy Attorney Teresa Tumbaga; Boards and Commissions Administrator Paula M. Morikami, Administrative Specialist Lani Agoot; and Director of Human Resources Janine Rapozo Excused Absent SUBJECT DISCUSSION ACTION Call To Chair Jose called the meeting to Order/Roll Call order at 3:01 p.m. with 5 members present. Approval of Open Session Minutes of November 28, 2017 Mr. Iida moved to approve the Minutes minutes as circulated. Mr. Ramos seconded the motion. Motion carried 5:0. Director's CSC 2017-15 2017 December Reports Human Resources (HR) Director Janine Rapozo reviewed her report with the Commission (on file). She said it appeared that the State of Hawaii Organization of Police Officers (SHOPO) award was going to pass based on the Council's response to the bill's first reading on December 6, 2017. She said mediation for the Hawaii Government Employees Association (HGEA) Unit 14 will begin on Monday, December 18th. Russell Higa, a neutral arbitrator, was optimistic that mediation could resolve some of the non -cost issues, and they could work on presenting the cost issues: salaries and differentials. If unsuccessful, contract arbitration would begin in January. She said she will travel to Oahu tomorrow to start working on the Firefighters Unit 11 contract for the next cycle. Ms. Rapozo shared that she ho es to have the Assistant Central Payroll Accountant position filled in January, and Civil Service Commission Open Session December 12, 2017 Page 2 SUBJECT DISCUSSION ACTION announced that Joyce Schuierer will retire at the end of December with over twenty-six (26) years of service. Ms. Matsumoto said that the State was trying to have their own sheriffs under the Department of Transportation (DOT) and asked if they would be under HGEA or SHOPO. Ms. Rapozo explained that sheriffs were with the Water Safety Officers' Unit 14, and would remain there if they move to DOT. Ms. Matsumoto asked why the Honolulu City and County Police Officers got the same wages as the County's Police Officers because their job descriptions were so different, and whether that had ever been discussed. Ms. Rapozo said what was discussed was whether or not to go Home Rule as far as negotiating contracts separately by jurisdiction. She said the feeling was that there was strength in negotiating together, and agreed that job descriptions in metropolitan areas were very different from rural areas. The other problem with negotiating together was the financial impact of the costs. She said a key example was when Hurricane Iniki hit Kauai and the County was in the middle of negotiations. Although real property taxes were going down as a result, it didn't matter because the award was based on all four (4) jurisdictions and the County had to figure out how to cover the costs. Ms. Matsumoto added that it made her nervous that the State was trying to expand into protective services and the potential cost impact. Ms. Rapozo agreed that was a concern and should be monitored. She said there have been various things at the legislature as far as negotiations and whether or not the State should have votes when they don't have members in that unit. For example, when SHOPO goes to the negotiating table, the State has no members for Police but they still have four (4) votes. She said it was something that was brought up at the last legislative session but didn't pass because the Governor would have no power or leverage with SHOPO if he didn't have votes. Ms. Rapozo stated that the State Department of Human Services was considering going to Home Rule; however, that could cause people to move from one jurisdiction to the next because of the pay. Ms. Matsumoto said she thought the State was already doing that with engineers to which Mr. Rapozo clarified that the State hires at a pay range. She said the County competes in hiring Police Officers with the rest of the nation, and it was difficult with the County's tax base, finances, and housing to compete. Ms. Matsumoto asked how far ahead does HR start Civil Service Commission Open Session December 12, 2017 Page 3 SUBJECT DISCUSSION ACTION recruiting for vacancies to which Ms. Rapozo explained that HR recruited monthly for Police, and hired anyone who was qualified and could make it through the rigorous process; however, the numbers were low. She said the vacancies in the Fire Department were anticipated and testing was held early; it wasn't as difficult to fill vacancies in the Fire Department as it was in the Police Department. Mr. Rai -nos asked what was being done to attract the millennials to the County workforce to which Ms. Rapozo said HR was trying to figure out the best way to let people know about vacancies, and why the County would be a good place to work. She said the County was rich in benefits; however, millennials looked at the pay level. Ms. Rapozo added that HR was looking at ways to attract and educate people about the importance of benefits, but noted that it was hard to attract people even for the entry-level positions because of the low pay. She said during the last round of negotiations, they were able to compress the salary scale of Unit 3, the white collar clerical/secretary positions, a little bit but wanted to compress it even more to bring the top and bottom of the salary scale closer together. Ms. Matsumoto asked if any of the jurisdictions had moved toward having generic classes to which Ms. Rapozo said the Department of Water in Honolulu had looked at that with United Public Workers (UPW). Ms. Matsumoto said the Federal government was moving that way, and having fewer classes would help with the pay scale. With no further discussion, the Commission went into Executive Session. Executive Deputy County Attorney Teresa Session Tumbaga read Hawaii Revised Statutes provision as detailed on the agenda to take the Commission into Executive Session for ES-013, ES-011, and ES-015. Civil Service Commission Open Session December 12, 2017 Page 4 SUBJECT DISCUSSION ACTION Mr. Iida moved to go into Executive Session at 3:22 p.m. Ms. Hahn Seconded the motion. Motion carried 6:0. Return to Open Ratify Commission actions taken in Executive Session for items ES-013, ES-011, and ES-015 The meeting resumed in Open Session Session at 4:01 p.m. Mr. Iida moved to ratify Commission actions taken in Executive Session. Ms. Faulkner seconded the motion. Motion carried 6:0. Announcements Next Meeting: Tuesday, January 23, 2018 — 3:00 p.m., Mo'ikeha Building, Liquor Conference Room 3 Adjournment Ms. Faulkner moved to adjourn the meeting at 4:02 p.m. Mr. Iida seconded the motion. Motion carried 6:0. Submitted by: Lani Agoot, Administrative Specialist () Approved as circulated. () Approved with amendments. See minutes of Reviewed and Approved by: meeting. Richard Jose, Chair DEPARTMENT OF HUMAN RESOURCES DIRECTOR'S REPORT TO THE CIVIL SERVICE COMMISSION JANUARY 2018 Funding for the State of Hawaii Organization of Police Officers (SHOPO) Unit 12 arbitration award will be heard at the County Council Committee meeting on January 18''. Final reading will be heard at the full Council on January 24 h. Once all jurisdictions approve the award, raises will be retroactive to July 1, 2017. A mediation session was held on December 13, 2017 with the Hawaii Government Employees Association (HGEA) Unit 14 Sheriff and Ocean Safety Officers with neutral Arbitrator Russell Higa. The Employer group and the Union worked on language regarding Seniority for bargaining unit members. After working into the evening, it was clear that an agreement would not be reached and therefore, Mr. Higa shut down mediation and decided to proceed with arbitration beginning on January 161h. Spire Hawaii has been contracted by the County Council to do a follow up audit on the department's hiring practices. Back in 2015, PKF Pacific Hawaii conducted a Hiring Practices Audit with the department and this follow up audit will be looking at the status of recommendations that were made (e.g., fully implemented, in -progress, alternate changes were made or recommendation not implemented). Finally, Marissa Lilo will be joining the department as the Assistant Central Payroll Accountant on January 160i. Administrative Services and Benefits • Peter Eddy from Island Savings/Prudential Retirement will be available for individual appointments with employees for deferred compensation options on January 26'. • With the closure of the Kauai War Memorial Convention Hall through June, the department is having difficulty in securing a location for the upcoming health insurance open enrollment sessions to be held in April. • New Hires: CZM Project Manager (exempt) Deputy Prosecuting Attorney (exempt) Park Caretaker I Recycling Specialist Trainee Senior Clerk • Exit Interviews Conducted: 13 of 21 • TDI Applications • Leave Sharing: • Reference Checks: • Employment Verifications: • Transactions: 2 (1 approved; 1 denied) l(approved) 6 14 New Hires 5 Separations 24 Reallocations 7 Promotions 4 Demotions 1 Transfers 3 Pay Increase 12 Suspension 0 Leave Without Pay 0 Other 76 Seasonal 5 Classification and Pay and Labor Relations The division continues to work on streamlining processes to better serve our departments. All current class specifications and position descriptions have been scanned into laserfiche to eliminate the need to store paper copies. Former class specifications and position descriptions are also being scanned into laserfiche which will also eliminate paper copies and free up storage space. Classification forms are being updated and streamlined as well for better management and efficiency. • Reallocations Processed: Accountant IV to Fiscal Officer II 2 Administrative Officer to Administrative Services Officer Customer Service Representative I to Customer Service Representative II Departmental Accounting Technician to Solid Waste Programs Technician Driver License Examiner & Inspector to Driver License Examiner Equipment Operator II to Equipment Operator III Police Officer II to Police Officer I Records Management Analyst IV to Records Management Analyst V Senior Clerk to Police Records Clerk Sewer Maintenance Helper to Sewer Maintenance Repairer I • Desk Audits: None • New Classes Adopted: Solid Waste Programs Technician Recruitment and Exam The department met with the Kauai Police Department to discuss the scoring method used for promotions. A revised process will be used that is mathematically a more fair and equitable method that equally prorates the various factors of an applicant's test scores, training and experience, education and interview. • Recruitments: Account Clerk Background Investigator (exempt) Bus Driver (exempt) Bus Driver (Substitute) (exempt) Central Accounting Analyst Deputy County Attorney (exempt) Election Clerk II (exempt) Equipment Operator I Equipment Operator II Fiscal Officer II (exempt) Fleet Service Coordinator (exempt) Hvy Vehicle & Construction Equipment Mechanic I Information and Education Specialist Landfill Working Supervisor Maintenance Worker I Maintenance Worker II Park Caretaker II Program Compliance Specialist (exempt) Recreation Worker III Repair Shop Supervisor Site Manager (exempt) 3 • Lists Referred to Departments: Written Exams Administered: Van Driver (Substitute) (exempt) Wastewater Plant Operator Assistant Wastewater Plant Working Supervisor Water Plant Operator I Waterworks Inspector III Winter Hire Student Intern (exempt) Automotive Mechanic I Background Investigator (exempt) Bus Driver (exempt) Bus Driver (Substitute) (exempt) Civil Engineer VI Civil Engineer VII Election Clerk II (exempt) Emergency Services Dispatcher I Fire Fighter II-Hazmat Fire Fighter II -Rescue Fiscal Officer II (exempt) Fleet Services Coordinator (exempt) Groundskeeper Heavy Vehicle Mechanic I Information and Education Specialist Janitor II Ocean Safety Officer Pipefitter Helper Police Services Officer Recreation Worker III Site Manager (exempt) Solid Waste Worker I Van Driver (Substitute) (exempt) Water Field Operations Superintendent Waterworks Inspector II Winter Fun Program (exempt) Winter Hire Student Intern (exempt) Emergency Services Dispatcher I Liquor Control Investigator Trainee Parks Permits Clerk Police Services Officer Supervising Building Inspector • Performance Exams Administered: None • Administrative Reviews: Accountant II (accepted) Park Caretaker II (sustained) Solid Waste Worker I (4) (4 accepted) 4 Supervising Building Inspector (accepted) Payroll The division has been working with our Finance -Information Technology Division to receive encrypted files from the State Employer Union Trust Fund (EUTF) and format the raw information to allow the County to have access to individualized itemized health insurance billings and check and correct inaccuracies. Staff are working on end of the year processing of W-2s and 1095 forms for distribution to all employees. • Gross Payroll: 12/15/2017 $3,705,057 12/31/2017 $3,605,737 EUTF Health Fund) $1,367,989 ERS (Retirement) $1,534,403 Social Securit $275,003 Medicare $99,636 Employee Development and Health Services • Six (6) new workers' compensation claims were filed this month with two (2) cases being medical -only claims, two (2) indemnity claims and two (2) controverted claims. • Bi-monthly review meeting was held in December for thirty-two (32) workers' compensation claims from Public Works, Parks and Recreation, Transportation, Fire, Water and Police 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. • More employees are participating in the Return to Work program due to permanent restrictions that do not allow them to return to their usual and customary jobs. Countywide job searches are conducted to try and find other positions and if unsuccessful, employees are referred to outside vocational rehabilitation for retraining for other types of positions. • One (1) make-up driver improvement program training class was held in early January. A total of five (5) employees attended this training. • Equipment/Driver Training: Bush Whacker (18 Public Works' employees) Roll -Off Truck (1 Public Works' employee) Compacter Backhoe (1 Public Works' employee) Pay Loader (4 Public Works' employees) 5