HomeMy WebLinkAbout2018_0327_CSC_PacketilPF`"1:*1ti!ED
Jeffrey Iida
Members:
Chair
Fel FaulkQner,1
Karen Matsumoto
Richard Jose
Vonnell Ramos
Vice -Chair
COUNTY OF KAUA'I CIVIL SERVICE COMMISSION
NOTICE OF MEETING AND AGENDA
Tuesday, March 27, 2018
3:00 p.m. or shortly thereafter
Mo`ikeha Building, Liquor Conference Room 3
4444 Rice Street, Lihu'e, HI 96766
CALL TO ORDER
ROLL CALL
APPROVAL OF MINUTES
Open Session Minutes of January 23, 2018
DIRECTOR'S REPORT
CSC 2018-02 2018 February
CSC 2018-04 2018 March
BUSINESS
CSC 2018-03 Discussion on policy regarding Administrative Review.
EXECUTIVE SESSION
Pursuant to Hawaii Revised Statutes §§92-4 and 92-5 (a) (4), 92-9 (a)(1-4) (b), 76-47 (e) 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.
An Equal Opportunity Employer
ES-002 Executive Session Minutes of January 23, 2018
ES-003 RFA 2018-01 Communication filed on February 26, 2018, by an individual
appealing the Department of Human Resources' decision regarding
an employment application.
RETURN TO OPEN SESSION
Ratify Commissions action taken in Executive Session for item: ES-002 and ES-003
ANNOUNCEMENTS
Next Meeting: Tuesday, April, 24, 2018 — 2:00 p.m., place to be determined.
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
IIRS §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 — March 27, 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 — March 27, 2018 Page 13
COUNTY OF KAUAI Ell, 17 To r
Minutes of Meeting
OPEN SESSION
Board/Commission:
CIVIL SERVICE COMMISSION
Meeting Date:
January 23, 2018
Location
Mo'ikeha Building, Liquor Control Commission, Meeting Room 3
Start of Meeting: 3:00 p.m.
End of Meeting: 4:23 p.m.
Present
Chair Jeffrey Iida; Vice Chair Richard Jose Members: Fely Faulkner; Elizabeth Hahn (entered at 3: 03 p.m); Karen Matsumoto; and
Vonnell Ramos
Also: Deputy County Attorney Nicholas Courson; Director of Human Resources Janine Rapozo; Boards and Commissions Office
Staff. Administrator Paula Morikami and Commission Support Clerk Sandra Muragin
Excused
Absent
SUBJECT
DISCUSSION
ACTION
Prior to the meeting being called to order, Administrative Assistant to the County Clerk Eddie
Topenio administered the Oath of Office to Commissioner Jeffrey Iida serving a second term
ending 12/31/20, and Commissioner Richard Jose serving a second term ending 12/31/20.
Call To
Chair Iida called the meeting to
Order/Roll Call
order at 3:00 p.m. with 5
members present.
Approval of
Open Session Minutes of December 12, 2017
Mr. Jose moved to approve the
Minutes
minutes of December 12, 2017
as circulated. Ms. Faulkner
seconded the motion. Motion
carried 5:0.
Director's
CSC 2018-01 2018 January
Reports
Human Resources (HR) Director Janine Rapozo reviewed her January report with the
Commission (on file). She shared that they could not reach a reasonable contract settlement
for Unit 14 Ocean Safety Officers that are combined with the State's Sheriff s Department.
The union asked for a 15% increase in comparison to other unions that received a 2% to 2-
1/4% for two years. Ms. Rapozo praised County Attorney Mauna Kea Trask for doing an
Civil Service Commission
Open Session
January 23, 2018
Page 2
SUBJECT
DISCUSSION
ACTION
excellent job in representing the County's interest during negotiations; however, they were
unable to reach an agreement and left the decision with the arbitrator. She said once the
arbitrator reached a settlement sometime in March they would have to go for funding from
all the jurisdictions. Final reading of the SHOPO award will be heard at tomorrow's County
Council Committee meeting. Last week the County Council voted 6 to 1 in favor and if
approved awards will be back paid from July 1, 2017. She said her department has been
busy working with an auditor contracted by the County Council to examine their hiring
practices. Finally, they are also planning the County's annual employee recognition banquet
that will be held in April at the Veteran's Center.
With no further discussion, the Commission went into Executive Session.
Executive
Mr. Jose moved to go into
Session
Executive Session at 3:07 p.m.
Mr. Ramos seconded the
motion. Motion carried 6:0.
Deputy County Attorney
Nicholas Courson read Hawaii
Revised Statutes provision as
detailed on the agenda to take
the Commission into Executive
Session for ES-013 and ES-001.
Return to Open
Ratify Commission actions taken in Executive Session for items: ES-013 and ES-001.
The meeting resumed in Open
Session
Session at 4:23 p.m.
Ms. Hahn moved to ratify the
Commission actions taken in
Executive Session. Mr. Ramos
seconded the motion. Motion
carried 6:0.
Civil Service Commission
Open Session
January 23, 2018
Page 3
SUBJECT
DISCUSSION
ACTION
Announcements
Next Meeting: Tuesday, February 27, 2018 — 3:00 p.m., Mo'ikeha Building, Liquor Conference
Room 3
Adjournment
Ms. Faulkner moved to adjourn
the meetingat 4:23 p.m.
Mr. Ramos seconded the
motion. Motion carried 6:0.
Submitted by:
Sandra Muragin, Commission Support Clerk
() Approved as circulated.
() Approved with amendments. See minutes of
Reviewed and Approved by:
meeting.
Jeffrey Iida, Chair
DEPARTMENT OF HUMAN RESOURCES
DIRECTOR'S REPORT
TO THE
CIVIL SERVICE COMMISSION
FEBRUARY 2018
Funding for the State of Hawaii Organization of Police Officers (SHOPO) Unit 12 arbitration
passed final reading at the County Council meeting on January 24`h. With final approval from
Maui's County Council occurring in early February, the arbitration award settlement is now being
processed including retroactive pay.
Arbitration hearings for the Hawaii Government Employees Association (HGEA) Unit 14 Sheriff
and Ocean Safety Officers commenced on Tuesday, January 161h and went through Sunday,
January 21" with some hearings going into the evening. We are currently awaiting the final
transcripts from the court reporter after which post hearing briefs will be due. We expect to have a
final award in late March or early April.
Work with auditors, Spire Hawaii has commenced with initial surveys and responses completed
by the HR, Public Works, and Parks and Recreation departments. The current audit is a follow up
to the initial audit that looked at the County's hiring practices.
In preparation for the fiscal year 2019 budget, all departments were required to submit their budget
worksheets for the Administration's consideration. Again this year, HR was tasked with
populating all of the salaries for the various positions in all of the departments to strive for
efficiency.
Plans are underway for the 2017 Employee Recognition Banquet to be held at the Veteran's
Center on April 6, 2018. Twenty-four (24) employees were selected as "Employee of the Year"
for their respective departments and will be recognized at the banquet. Kris Nakamura, HR
Specialist II was selected for the HR Department.
Administrative Services and Benefits
• In preparation for open enrollment for health insurance coverage in April, the Employer
Union Trust Fund (EUTF) will have finalized premium rate amounts and flyers available
in March.
• New Hires: Assistant Central Payroll Accountant
Clerk (Off -Duty) (exempt)
Crime Scene Specialist I (2)
Election Clerk II
Liquor Control Investigator Trainee
Police Records Clerk
Project Assistant
Senior Clerk
• Exit Interviews Conducted: 6 of 6
• TDI Applications 0
• Leave Sharing: 0
• Reference Checks: 24
• Employment Verifications: 20
• Transactions:
New Hires
12
Separations
7
Reallocations
2
Promotions
21
Demotions
1
Transfers
31
Pay Increase
342
Suspension
1
Leave Without Pay
0
Other
40
Seasonal
4
Classification and Pay and Labor Relations
• Negotiation meetings have started for contracts that will be expiring on June 30, 2019. An
Employer caucus was held on January 251h to discuss and decide on Employer proposals
that will be submitted to the Hawaii Fire Fighters Association (HFFA) for the next round
of negotiations.
2
• Reallocations Processed: Budget & Fiscal Specialist to Accountant IV
Civil Engineer IV to Civil Engineer V
Community Service Worker to Community Service Program
Assistant
Fire Fighter I to Fire Fighter Trainee (2)
Motor Vehicle Registration Officer to Departmental
Accounting Technician
Ocean Safety Officer II to Ocean Safety Officer I
Police Officer I to Cold Case Investigator
Real Property Appraiser I to Real Property Appraiser II
Senior Clerk to Public Works Information Clerk
Sewer Maintenance Helper to Sewer Maintenance Repairer I
Tax Clerk to Real Property Tax Clerk
Van Driver (Sub) to Bus Driver (Sub) (2)
• Desk Audits: None
• New Classes Adopted: None
Recruitment and Exam
Assisted the Board of Water to advertise for a new Manager and Chief Engineer in various
publications.
Met with the Kauai Police Department to discuss a revised scoring system for promotions
that would proportionately weight the various categories being considered (test, training
and experience, education and interview).
• Recruitments: Accountant III
Accountant IV
Acting Manager and Chief Engineer (exempt)
Bus Driver (exempt)
Bus Driver (Substitute) (exempt)
Cold Case Investigator (exempt)
Computer Systems Support Technician II (exempt)
Departmental Accounting Technician
Deputy Finance Director (exempt)
Deputy Manager and Chief Engineer (exempt)
Environmental Services Management Engineer
Evidence Custodian Assistant (exempt)
Human Resources Specialist I
Human Resources Specialist II
Landfill Working Supervisor
Maintenance Worker I
MVR Assistant Clerk (exempt)
Payroll Specialist I
Payroll Specialist II
3
Pool Guard
Program Compliance Specialist (exempt)
Program Specialist III (Paratransit Manager) (exempt)
Public Safety Communications Manager
Public Works Information Clerk (exempt)
Real Property Tax Clerk (exempt)
Repair Shop Supervisor
Senior Clerk
Van Driver (Substitute) (exempt)
• Lists Referred to Departments: Account Clerk
Accountant III
Acting Manager and Chief Engineer (exempt)
Bus Driver (exempt)
Bus Driver (Substitute) (exempt)
Central Accounting Analyst
Cold Case Investigator (exempt)
Computer Systems Support Technician II (exempt)
Deputy County Attorney (exempt)
Deputy Finance Director (exempt)
Deputy Manager and Chief Engineer (exempt)
Equipment Operator I
Equipment Operator II
Evidence Custodian Assistant (exempt)
Fire Fighter II -Rescue
Fire Fighter Trainee
Maintenance Worker I
Maintenance Worker II
MVR Assistant Clerk (exempt)
Ocean Safety Officer I
Park Caretaker II
Police Officer I
Police Services Officer
Program Compliance Specialist (exempt)
Program Specialist III (Paratransit Manager) (exempt)
Public Works Information Clerk (exempt)
Real Property Tax Clerk (exempt)
Solid Waste Worker I
Van Driver (Substitute) (exempt)
Wastewater Plant Operator Assistant
Wastewater Plant Working Supervisor
• Written Exams Administered: Account Clerk
Emergency Services Dispatcher I
Liquor Control Investigator Trainee
Maintenance Worker II
4
• Performance Exams Administered
• Administrative Reviews
Payroll
Park Caretaker II
Police Services Officer
Repair Shop Supervisor
Solid Waste Working Supervisor
Supervising Building Inspector
Wastewater Plant Operator Assistant
Wastewater Plant Working Supervisor
Equipment Operator I
Equipment Operator II
Pool Guard
Accountant III (accepted)
Central Accounting Analyst (accepted)
Maintenance Worker I (accepted)
Payroll Specialist I (accepted)
Payroll Specialist II (sustained)
Wastewater Plant Operator Assistant (accepted)
• W-2s were distributed to all employees in the last week of January and 1095s with medical
insurance information were attached to employees' January 3l' paycheck. There was a
problem with 1095s being generated for some employees on workers' compensation and
therefore, these were manually completed by the January 3 1 " deadline.
• Gross Payroll:
1/15/2018
$3,872,082
1 /31 /2018
$4,147,234
EUTF (Health Fund)
$1,342,475
ERS (Retirement)
$1,480,946
Social Security
$295,815
Medicare
$109,836
Employee Development and Health Services
• Five (5) new workers' compensation claims were filed this month with four (4) cases being
medical -only claims and one (1) indemnity claim.
• 2017 OSHA 300 logs were completed and sent to all departments for posting from
February 1, 2018 to April 30, 2018.
• The lack of counselors/Substance Abuse Professionals to evaluate employees that test
positive for drugs or alcohol has become a problem that may result in having to send our
employees to Oahu for an assessment.
• Fifty-seven (57) employees attended Sarah Wang's "Conducting Proper Workplace
Investigations" training on January 18th. The training was recorded to add to our "DVD
Training Library."
5
• Equipment/Driver Training: Bush Whacker (1 Public Works' employee)
Roll -Off Truck (1 Public Works' employee)
Water Truck (1 Public Works' employee)
Tractor Mower (1 Public Works' employee)
Clipper (1 Public Works' employee)
Sakai Roll Under 5 Ton (1 Public Works' employee)
Z
DEPARTMENT OF HUMAN RESOURCES
DIRECTOR'S REPORT
TO THE
CIVIL SERVICE COMMISSION
MARCH 2O18
The arbitration award for the Hawaii Government Employees Association (HGEA) Unit 14 that
represent Sheriffs and Ocean Safety Officers is due by the end of March. Once the award is
received, all jurisdictions will need approval from their respective legislative bodies for the
funding. Because we are already nearing the end of the first year without a contract, there will
more likely than not be retroactive payments involved.
Work with auditors, Spire Hawaii continues with additional information being requested on the
County's hiring practices. Spire Hawaii is tentatively scheduled to do field work at the end of the
month to review the department's records.
As a member of the budget team, a lot of time has been spent providing information on various
position vacancies, changes and funding amounts. The fiscal year 2018-2019 budget submittal is
due to the County Council on March 15'h after which time each department will be scheduled to
present their respective department's budget to the Council.
In consultation with our Finance Department -Information Technology (IT) Division's new IT
Manager, the current Human Resources Information System (HRIS) project is being modified and
focused to take on a new direction. A Request for Proposal (RFP) is being prepared with the
hopes of purchasing new HRIS software that will be a new solution to our personnel and payroll
needs.
With the impending possible retirement of two (2) out of three (3) payroll personnel within the
next year, resources have been reallocated to ensure succession in a division that is critical to all
departments. The HR Specialist I that was assigned to the HRIS project has been reassigned to
assist with Recruitment (due to an earlier retirement) and instead, the department recruited for a
Payroll Specialist II. In May, Chita Pasion who is currently at the Fire Department will be joining
the HR Department as a Payroll Specialist II. In addition, the proposed fiscal year 2018-2019
budget submittal includes a proposal to move the Fire Department's payroll duties along with a
position to the HR Department as we continue to work at centralizing payroll functions.
Administrative Services and Benefits
• The Employer Union Trust Fund (EUTF) has finalized health fund premium rate amounts
for the upcoming fiscal year. Informational meeting schedules and flyers will be going out
to all employees in March.
• New Hires: Acting Manager & Engineer (exempt)
Assistant Program Coordinator
Bus Driver (exempt)
Deputy County Attorney (exempt)
Evidence Custodian Assistant (exempt)
MVR Assistant Clerk (exempt)
Ocean Safety Officer I (2)
Program Compliance Specialist (exempt)
Recreation Worker I
Sexual Assault Forensic Nurse Examiner (exempt)
Site Manager (exempt)
Solid Waste Worker I
• Exit Interviews Conducted: 10 of 11
• TDI Applications 2 (approved)
• Leave Sharing: l(approved)
• Reference Checks: 6
• Employment Verifications:
• Transactions:
New Hires
10
Separations
10
Reallocations
7
Promotions
7
Demotions
0
Transfers
0
Pay Increase
161
Suspension
1
Leave Without Pay
1
Other
47
Seasonal
0
Classification and Pay and Labor Relations
Grievances were held with the State of Hawaii Organization of Police Officers (SHOPO)
regarding hazard pay and with the Hawaii Fire Fighters Association (HFFA) regarding a
termination.
• Negotiations meeting was attended at the end of February to discuss the Hawaii
Government Employees Association (HGEA) Unit 14 pending arbitration award along
with discussion on possible proposals for the next round of negotiations.
• Reallocations Processed: Computer Systems Support Technician II to Information
Technology Specialist I
Construction Inspector II to Construction Inspector III
Emergency Services Dispatcher II to Emergency Services
Dispatcher I
Heavy Vehicle Mechanic I to Mechanic Helper (2)
Police Officer I to Cold Case Investigator (unclassified)
Procurement & Specifications Specialist IV to Procurement &
Specifications Specialist I
Recreation Leader III to Assistant Program Coordinator
Recreation Services Director (Older Adults) to Program
Specialist III
Recreation Worker II to Recreation Worker III (2)
Secretary to Administrative Support Assistant
Supervising Building Inspector to Senior Building Inspector
Waterworks Inspector III to Civil Engineer V
• Desk Audits: Senior Clerk to Program Support Technician II
Construction Inspector 11 to Construction Inspector III
• New Classes Adopted: None
Recruitment and Exam
Future recruitment postings will be closed at the close of business on a scheduled work
day. This way, applicants that are having trouble with the online application process will
be able to contact the HR office to try and rectify the problem and apply for the position
before recruitment closes.
• Recruitments: Boards and Commissions Administrator (exempt)
Bus Driver (Substitute) (exempt)
Clerk -Dispatcher I (exempt)
Community Service Program Assistant
Customer Service Representative
CZM E-Plan Review Specialist (exempt)
CZM Project Manager (exempt)
Development Plan Project Assistant (exempt)
Driver License Examiner
Election Clerk II (exempt)
Electrician (temporary) (exempt)
Emergency Services Dispatcher
Landfill Working Supervisor
Maintenance Worker I
Mechanic Helper (exempt)
MVR Assistant Clerk (exempt)
Ocean Safety Officer I
Police Captain
Police Lieutenant
Police Sergeant
Police Services Officer
Program Support Technician II
Public Safety Communications Manager
Scale Attendant II (exempt)
Sexual Assault Forensic Nurse Examiner (exempt)
Special Investigator (exempt)
Spring Fun Program (exempt)
Tax Clerk
TVR Permit Enforcement Research Specialist
(exempt)
Waterworks Inspector I
• Lists Referred to Departments: Accountant II
Accountant IV
Boards and Commissions Administrator (exempt)
Bus Driver (Substitute) (exempt)
Civil Engineer I
Civil Engineer II
Civil Engineer III
Civil Engineer V
Clerk -Dispatcher I (exempt)
CZM E-Plan Review Specialist (exempt)
CZM Project Manager (exempt)
CZM Shoreline/Subdivision Management Specialist
(exempt)
Departmental Accounting Technician
Deputy Director of Finance (exempt)
Development Plan Project Assistant (exempt)
Driver License Examiner
Environmental Service Management Engineer
Election Clerk II (exempt)
Electrician (temporary) (exempt)
Emergency Services Dispatcher II (exempt)
Legal Clerk III
Mechanic Helper (exempt)
MVR Assistant Clerk (exempt)
Ocean Safety Officer I
Payroll Specialist II
Police Services Officer
0
Pool Guard
Public Safety Communications Manager
Scale Attendant II (exempt)
Sexual Assault Forensic Nurse Examiner (exempt)
Solid Waste Working Supervisor
Special Investigator (exempt)
Tax Clerk
TVR Permit Enforcement Research Specialist
(exempt)
Van Driver (Substitute) (exempt)
Water Plants Superintendent
Youth Spring Enrichment Program (exempt)
• Written Exams Administered: Emergency Services Dispatcher I (6)
Landfill Working Supervisor (2)
Liquor Control Investigator Trainee (2)
Maintenance Worker I (2)
Police Services Officer (2)
Repair Shop Supervisor
Solid Waste Working Supervisor
Supervising Building Inspector
Wastewater Plant Operator Assistant
Wastewater Plant Working Supervisor
• Performance Exams Administered: Pool Guard
• Administrative Reviews: Account Clerk (sustained)
Human Resources Specialist I (sustained)
Human Resources Specialist II (accepted)
Police Fleet Services Coordinator (sustained)
Police Lieutenant (sustained)
Water Plants Superintendent (2) (accepted)
Payroll
Payroll staff met with all departmental payroll users to introduce our new Assistant Central
Payroll Accountant, Marissa Lilo and also to discuss various reports, access needs and
other issues. Meetings will continue to be scheduled throughout the year to keep
communications open and address problems sooner rather than later.
In collaboration with the Finance Department -Information Technology (IT) Division,
payroll staff have provided input to a Request for Proposal (RFP) for the acquisition of
new payroll software as recommended by the County's new IT Manager.
5
• Gross Payroll:
2/15/2018
$3,642,562
2/28/2018
$3,608,310
EUTF (Health Fund)
$1,348,784
ERS (Retirement)
$1,494,200
Social Security
$275,959
Medicare
$98,966
Employee Development and Health Services
• Fourteen (14) new workers' compensation claims were filed this month with ten (10) cases
being medical -only claims, four (4) indemnity claims and one (1) records only claim.
• Completed the Department of Transportation's (DOT) federal drug and alcohol testing
results annual report.
• First Aid trainings held on February 15`h and 23rd with in-house HR instructors to twenty-
eight (28) employees.
• Glen Furuya's "Leadership Works Essentials" was held on February 28`h to twenty-four
(24) employees.
• Equipment/Driver Training:
Tractor Trailer (3 Public Works' employees)
Tractor Mower (1 Public Works' employee)
Hook Lift Truck (2 Public Works' employes)