HomeMy WebLinkAbout2018_0424_CSC_PacketJeffrey Iida Members:
Chair Fely Faulkner
Elizabeth Hahn
Karen Matsumoto
Richard Jose Vonnell Ramos
Vice -Chair
COUNTY OF KAUA'I CIVIL SERVICE COMMISSION '_ - q
NOTICE OF MEETING AND AGENDA
Tuesday, April 24, 2018
3:00 p.m. or shortly thereafter '18 APR 17
Mo`ikeha Building, Liquor Conference Room 3 A 8 -38
4444 Rice Street, Lihu'e, HI 96766
CALL TO ORDER
RiOLL CALL
APPROVAL OF MINUTES
Open Session Minutes of March 27, 2018
DIRECTOR'S REPORT
CSC 2018-05 2018 April
EXECUTIVE SESSION
Pursuant to Hawaii Revised Statutes §§92-4 and 92-5 (a) (4), 92-9 (a)(14) (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.
ES-003 — RFA 2018-01 Update on the appeal to the Civil Service Commission/Merit
Appeals Board, filed February 26, 2018. [Reviewed 3/27/18]
An Equal Opportunity Employer
ES-004 — RFA 2018-02 Communication filed on March 28, 2018, by an individual
appealing the Department of Human Resources' reallocation
decision.
ES-005 Executive Session Minutes of March 27, 2018
RETURN TO OPEN SESSION
Ratify Commissions action taken in Executive Session for items: ES-003, ES-004 and ES-005
ANNOUNCEMENTS
Next Meeting: Tuesday, May 22, 2018 — 2:00 p.m., Mo'ikeha Building, Liquor Conference
Room 3.
ADJOURNMENT
NOTICE OF EXECUTIVE SESSION
Pursuant to Hawaii Revised Statutes §92-7 (4), 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 Peter Morimoto
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 — April 24, 2018 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 — April 24, 2018 Page 13
Minutes of Meeting
OPEN SESSION
Board/Commission:
CIVIL SERVICE COMMISSION
Meeting Date:
I March 27, 2018
Location
Mo'ikeha Building, Liquor Control Conference Room 3
Start of Meeting: 3:03 p.m. 7End
of Meeting: 4:30 p.m.
Present
Chair Jeffrey Iida; Members: Elizabeth Hahn, Karen Matsumoto, an-& Vonnell Ramos.
Also: Deputy County Attorney Peter Morimoto; Director of Human Resources Janine Rapozo; Boards and Commissions Office Staff
Administrator Nicholas R. Courson and Commission Support Clerk Sandra Muragin.
Excused
Vice Chair Richard Jose and Commissioner Fely Faulkner
Absent
SUBJECT
DISCUSSION
ACTION
Call To
Chair Iida called the meeting to
Order/Roll Call
order at 3:03 p.m. with four
members present.
Approval of
Open Session Minutes of January 23, 2018
Ms. Hahn moved to approve the
Minutes
minutes of January 23, 2018, as
circulated. Mr. Ramos
seconded the motion. Motion
carried 4:0.
Director's
CSC 2018-02 2018 February
Reports
CSC 2018-04 2018 March
Human Resources (HR) Director Janine Rapozo reviewed her February and March report
with the Commission (on file). She said County Council approved a four-year contract for
SHOPO, and the Unit 14 Ocean Safety Officers is the only contract left to settle. She said
they are expecting a decision within the next week and then it would be taken to the
Legislature for funding approval. Ms. Rapozo said that the County Council through Council
Services procured Spire Hawaii, formerly NHK, who conducted the original audit two years
ago. Ms. Rapozo shared that the original audit looked into the County's hiring practice and
Civil Service Commission
Open Session
March 27, 2018
Page 2
SUBJECT
DISCUSSION
ACTION
they are now checking if their recommendations were implemented. She said the
Department provided responses to their list of questions, and the auditor(s) will be onsite
tomorrow to review work and subsequently follow up with a report.
Ms. Hahn inquired about the installation of the second lifeguard station tower at Po`ipu
Beach Park and asked if that would also increase the personnel. Ms. Rapozo said Council is
looking at converting two on -call positions into full-time positions.
Business
CSC 2018-03 Discussion on policy regarding Administrative Review.
Ms. Rapozo said that when this topic was placed on the agenda, she discussed it with Sandra
Muragin. She explained that all applicants who contest the Director's decision automatically
go through an administrative review process. That process may include a hearing or the
receipt of additional information from the applicant for HR to include in their qualification
requirements. Once the additional information is received, a decision is rendered to the
applicant and at that point HR will attach a copy of the Civil Service Commission/Merit
Appeals Board form to their letter that is sent to the applicant. If a Civil Service
Commission/Merit Appeals Board form was directly received by the Office of Boards and
Commissions, Ms. Muragin would first verify with HR that an -administrative review process
was completed before proceeding.
She explained that in the last review, the applicant did not show up for the scheduled
administrative review appointment, which led to an appeal to the CSC. Ms. Rapozo
admitted in hindsight, their decision should have been based on timeliness, not on merit.
The Department looked at how this applicant was handled and adjustments were made so it
doesn't happen again in the future, including working with the Office of Boards and
Commissions to assess each applicant or appeal before it's referred to the CSC. Ms.
Matsumoto asked for an explanation of what an administrative review process is and if it is
done by the Director or staff, because she wanted it made clear that HR took the proper steps
and that the Commission understands what the process is. Ms. Rapozo explained that either
she or the Human Resources Manager Jill Niitani would sit in on the administrative review
Civil Service Commission
Open Session
March 27, 2018
Page 3
SUBJECT
DISCUSSION
ACTION
meetings. The applicant, at that time, is afforded an opportunity to provide additional
information that they feel was not considered in the initial review of their application or
position. Ms. Rapozo said although the applicants are given another chance to bring
information they feel can provide them the qualifications required for the position, many do
not show up for the administrative review or do not provide information they can use that
show they now qualify for the position they are applying for.
Ms. Hahn asked that future documentation in their packet be labeled or tabbed so the
Commission knows it is part of the administrative review or appeal. She said this would
eliminate confusion of where and who the documentation came from. Ms. Matsumoto said
that based on the last applicant, she felt confusion existed between what was required from
the applicant and how HR handled the administrative review. She requested that the HR
staff educate the applicants on the process and clearly define the expectations and what the
next steps are.
With no further discussion, the Commission went into Executive Session.
Executive
Ms. Matsumoto moved to go
Session
into Executive Session. Ms.
Hahn seconded the motion.
Motion carried 4:0.
Deputy County Attorney Peter
Morimoto read the Hawaii
Revised Statutes provision as
detailed on the agenda to take
the Commission into Executive
Session for ES-002 and ES-003.
The meeting moved into
Executive Session at 3:23 p.m.
Civil Service Commission
Open Session
March 27, 2018
Page 4
SUBJECT
DISCUSSION
ACTION
Return to Open
Ratify Commission actions taken in Executive Session for items: ES-002 and ES-003.
The meeting resumed in Open
Session
Session at 4:19 p.m.
Ms. Hahn moved to ratify the
Commission actions taken in
Executive Session for ES-002
and ES-003. Ms. Matsumoto
seconded the motion. Motion
carried 4:0.
Announcements
_
Next Meeting: Tuesday, April 24, 2018 — 2:00 p.m., Mo'ikeha Building, Liquor Conference
Room 3
Adjournment
Mr. Ramos moved to adjourn
the meeting at 4:20 p.m. Ms.
Hahn seconded the motion.
Motion carried 4:0.
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
APRIL 2018
The Hawaii Government Employees Association (HGEA) Unit 14 arbitration award was finalized
earlier in the month. A two (2) year contract was awarded to HGEA as follows:
71112017: 2% across the board increase and continuation of step movement plan
$500 lump sum bonus
$1.00 per hour differential for those employees with a valid EMT-B Certificate
7C112018: 2.25% across the board increase and continuation of step movement plan
$500 lump sum bonus
Funding for the multi -year proposal has been sent to the County Council for approval.
Budget hearings for fiscal year 2019 started and ended in April. The department's written
presentation that was submitted to the County Council is attached. The Council will begin budget
deliberations in early May.
Work with auditors, Spire Hawaii continued with one day of field work at our office. The draft
report is expected later this month.
Over three hundred (300) individuals attended the County's annual Employee Recognition
Banquet held at the Kauai Veteran's Center on April 6, 2018. Outstanding employees from the
various departments and employees with varying years of service were honored at this event.
Administrative Services and Benefits
• Open enrollment for health insurance started this month with information emailed to
employees and attached to their paychecks.
• Open enrollment for the County's Flexible Spending Plan will begin on May 15t;
information will again be emailed to employees and attached to their paychecks.
• New Hires: Accountant II
Central Accounting Analyst
Cold Case Investigator (exempt)
Election Clerk (exempt)
Emergency Services Dispatcher II (exempt)
Executive Assistant to the Mayor (exempt)
Temporary Electrician (exempt)
Fire Fighter Trainee (14)
MVR Assistant Clerk (exempt)
Ocean Safety Officer I (2)
Ocean Safety Officer I (2) (exempt)
Van Driver (substitute) (exempt)
Wastewater Plant Operator Assistant
• Exit Interviews Conducted: 5 of 7
• TDI Applications 1 (denied)
• Leave Sharing: 2 (approved)
• Reference Checks: 8
• Employment Verifications: 20
• Transactions:
New Hires
24
Separations
7
Reallocations
2
Promotions
8
Demotions
0
Transfers
5
Pay Increase
17
Suspension
1
Leave Without Pay
0
Other
80
Seasonal
6
Classification and Pay and Labor Relations
• A grievance hearing was held with the State of Hawaii Organization of Police Officers
(SHOPO) regarding disciplinary action taken against an officer.
2
• Reallocations Processed: Abstracting & Mapping Supervisor I to Abstractor II
Account Clerk to Tax Clerk
Bus Driver (Substitute) to Van Driver (Substitute) (2)
Emergency Services Dispatcher II to Emergency Services
Dispatcher I
MVR Assistant Clerk to Departmental Accounting
Technician
Police Officer I to Police Services Officer (3)
Senior Clerk to Administrative Support Assistant
• Desk Audits: Construction Inspector II to Construction Inspector III
• New Classes Adopted: Payroll Technician
Recruitment and Exam
To avoid confusion, updated recruitment process to use only one examination plan and
application for intra-, inter- and open recruitments; departmental staff will refer to the
appropriate list based on appropriate category.
o Recruitments: Administrative Support Assistant
Assistant Water Plant Operator
Background Investigator (exempt)
Departmental Contracts Officer
Deputy Prosecuting Attorney (exempt)
Equipment Operator III
Executive Assistant to the Mayor (exempt)
Golf Course Groundskeeper
Groundskeeper
Heavy Vehicle & Construction Equipment Mechanic
Information Specialist I
Janitor II
Laborer I
Landfill Laborer I
Park Caretaker I
Payroll Technician
Personnel Support Clerk (exempt)
Police Fleet Services Coordinator (exempt)
Procurement Specification Specialist I
PW Information Clerk (exempt)
Repair Shop Supervisor
Summer Youth Programs (exempt)
Water Service Supervisor III
• Lists Referred to Departments:
• Written Exams Administered:
Performance Exams Administered
• Administrative Reviews:
Payroll
Background Investigator (exempt)
Bus Driver (exempt)
Bus Driver (substitute) (exempt)
Community Service Program Assistant
Deputy Prosecuting Attorney (exempt)
Emergency Services Dispatcher I
Executive Assistant to the Mayor (exempt)
Heavy Vehicle & Construction Equipment Mechanic
I
Legal Clerk III
Maintenance Worker I
Mechanic Helper
Ocean Safety Officer I
Personnel Support Clerk (exempt)
Police Services Officer
Public Safety Communications Manager
PW Information Clerk (exempt)
Spring Fun Program (exempt)
Tax Clerk
Van Driver (substitute) (exempt)
Wastewater Plant Operator Assistant
Customer Service Representative I
Police Lieutenant
Police Sergeant
Police Services Officer
Ocean Safety Officer I
Customer Service Representative I (2) (1 accepted/
1 sustained)
Landfill Working Supervisor (accepted)
Maintenance Worker I (2) (1 accepted/1 sustained)
Police Lieutenant (2) (2 sustained)
Public Safety Communications Manager (sustained)
Repair Shop Supervisor (sustained)
With the receipt of itemized reports from the Employer -Union Health Benefits Trust Fund,
staff have been able to reconcile individual employee billing amounts and make the
necessary adjustments as needed.
4
• Gross Payroll:
3/15/2018
$3,930,570
3/31/2018
$3,685,603
EUTF Health Fund)
$1,353,648
ERS (Retirement)
$1,459,455
Social Security
$276,934
Medicare
$104,188
Employee Development and Health Services
• Five (5) new workers' compensation claims were filed this month with three (3) cases
being medical -only claims and two (2) indemnity claims.
• Quarterly reviews for forty-two (42) workers' compensation claims from Public Works,
Parks and Recreation, Prosecuting Attorney, Fire, 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.
• Supervisory training for seventeen (17) new supervisors at the Kauai Fire Department
regarding performance reviews and performance improvement plans was held in March.
• Twenty-six (26) employees attended Glenn Furuya's training on "A Day in the Life of an
Effective Supervisor" in Mach.
• Equipment/Driver Training: Pay Loader (2 Public Works' employees)
Bushwhacker (2 Public Works' employees)
Cat Excavator (1 Public Works employee)
Clipper (1 Public Works employee)
Tractor Mower (17 Public Works' employees)
5
COUNTY OF KAUA'I
Department of Human Resources
2019 Budget Presentation
April 9, 2018
Janine M.Z. Rapozo
Director
Holy Ho/o 2020
rm"k-o row -I res "Mft
DEPARTMENT OF HUMAN RESOURCES
I. Mission
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. Successes and Achievements/Highlights
The start of the fiscal year meant the expiration of all of the County's eight (8)
bargaining unit contracts. With the exception of the Hawaii Government Employees'
Association (HGEA) Unit 14 (Ocean Safety Officers), all other contracts were settled
and funded during the current fiscal year.
While the funding parameters of the 2-year contracts (7/1/17 to 6/30/19) are similar in
providing employees to what amounts to a 2% across the board increase in the first
year, a 2.25% across the board increase in the second year as well as the continuation
of the step movement plan, actual awards differed in the manner in which this was
accomplished among the bargaining units.
Likewise, the United Public Workers (UPW) and State of Hawaii Organization of
Police Officers (SHOPO) contracts that are for four (4) years rely on the same
parameters of 2% and 2.25% for the first two (2) years. Increases of 2% for the
remaining third and fourth years were awarded for these four (4) year contracts.
Back in 1994, the County changed from an on -time payroll to a payroll lag. As a
result, individuals employed back in 1994 were provided with an "advance" in order
to achieve the lag without affecting anyone's pay with the understanding that the
"advance" would be collected upon an employee's separation. At the start of this
fiscal year, these affected employees were provided with an opportunity to begin to
repay this "advance" through payroll deductions, vacation cash out or a combination
of the two. A total of fifty-one (51) employees are participating in this opportunity to
pay back the County for this "advance" and avoid having this taken out of their last
paycheck.
On September 1, 2017, after much discussion with the State, the County finally
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
2019 Budget Presentation Page 1
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.
Finally, during the last summer internship program, the DHR's summer interns
produced a video highlighting the eighteen (18) different County departments
intended to be used as part of the department's On -Boarding Program for new hires.
Interviews with department heads and pictures depicting the various County services
are featured in the video and has been part of an employee's new hire orientation
since September 2017.
Fiscal Year 2017-2018 Goals and Objectives
Goal: To support all County departments, employees and the Will objective(s)
general public with the full range of human resource functions be accomplished
by 6/30/2018?
Objective: Provide continuous training and guidance to all Yes
departments on collective bargaining interpretations and other
labor issues
Staff continues to provide the necessary training and guidance to all
departments on various collective bargaining interpretations and
other labor issues including ADA accommodations, family leave
requirements, EEO laws and workers' compensation reporting
timelines. In addition, the DHR has been active in providing
investigative services to various departments for issues related to
discrimination, harassment and retaliation.
Objective: Develop in-house supervisory training videos for use Yes
by all departments
The DHR has started a DVD library of various training videos that
supervisors may use to help facilitate internal meetings with staff.
As allowed, video-taping supervisory trainings has started to create
DVDs for new supervisors or those who were unable to attend live
trainings This is supplemented with guidance provided by the DHR
staff on how to handle various situations given the complexities and
unique circumstances that various issues may present. Thus far, the
department has DVDs available for discrimination, harassment and
retaliation training and for workplace investigations training.
Objective: Update the County's Workplace Violence Policy I Yes
Preliminary research and work has been done to develop a
comprehensive Workplace Violence Policy (MINT). Other County
policies that interact with the WVP such as the County's Policy
2019 Budget Presentation Page 2
Against Discrimination, Harassment and Retaliation are being
reviewed to ensure that there is consistency and standardization with
the revised WVP.
Objective: Develop library of heavy vehicle operating manuals
Yes
and quizzes
With the assistance of the DHR's 89 day contract worker, training
manuals have been developed to assist the department's Safety and
Driver Improvement Coordinator. Quizzes have also been created
to validate that those who are trained on the equipment understand
proper operation of the equipment. As new equipment are added,
training manuals/quizzes are being developed.
Goal: To streamline, standardize and centralize various human
resource functions that will lead to greater efficiencies
Objective: Update and standardize classification forms
Yes
Several classification forms have been or are in the process of being
updated that will lead to the consolidation of information and
standardization of processing. The Notice of Classification Action
Form is being revised to ensure that the processing of the form is
provided to laffected employees in a timely manner, preserving the
time for employees to file an appeal.
Objective: Centralize data maintenance functions to the
Yes
Administrative Division allowing the Payroll Division to audit
entries
The department's Administrative Division staff has been trained on
the majority of the data maintenance functions previously assigned
as payroll tasks, which has allowed the Payroll Division to audit
entries. This centralization of duties allows for greater efficiency
and reduces the need for multiple individuals to complete one
transaction.
Goal: To attract, support, and retain a qualified and diversified
workforce by fostering employee development and providing a
safe environment
Objective: Provide responsive, fair and consistent recruitment
On -Going
and examination and classification and pay services to
departments, employees and job applicants
Thus far this year, there have been two hundred thirty-three (233)
classification actions taken and two hundred sixty-eight (268)
recruitments that have been posted. The backlog of classification
actions has remained steady at three (3). The Civil Service
Commission sustained one (1) appeal that was filed and twenty-four
2019 Budget Presentation Page 3
(24) of thirty-seven (37) recruitment administrative reviews were
accepted.
Objective: Evaluate and revise testing admissions procedures to I Yes
maximize participation while maintaining the integrity of the
process
Earlier in the fiscal year, rules for test admissions were revised to
try and reduce the number of applicants that are turned away
without compromising security issues. Admission letters can now
be retrieved on cell phones and the test security agreement is given
to applicants at the testing site versus the need to have to bring it to
the test. Candidates are also informed that doors will close at a
specific time to avoid confusion regarding when a candidate is not
allowed to participate in testing.
Objective: Maintain on -going training programs including an Yes
initial supervisory orientation module utilizing in-house
resources as available
The DHR has facilitated supervisory trainings, particularly for new
supervisors. The department continues to work on incor0orating
both live and recorded trainings to be able to consistently provide
training to new su ervisors.
Goal: To enhance the quality and efficiency of services with
technological advancements
Objective: Continue the implementation of the online I No
Performance Evaluation module to include all departments
The Human Resources Information System (HRIS) Task Force has
been meeting on a regular basis with the Fire Department and has
been working with the vendor to ensure that necessary information is
available to allow for the successful implementation of the
Performance Evaluation module. However, after discussions with the
County's new IT Manager, the department is currently reevaluating
several of the HRIS projects which include the Performance
Evaluation module to determine if the current HRIS system is capable
of fulfilling the department's long-term needs.
Objective: Successfully implement the HRIS Time and No
Attendance and Advanced Scheduling modules
Similarly, the HRIS Task Force continued to work with the vendor to
allow for the successful implementation of the Time and
Attendance/Advanced Scheduling modules. However, after
discussions with the County's new IT Manager, the Time and
Attendance/Advanced Scheduled modules are also being reevaluated
2019 Budget Presentation Page 4
to determine if the current HRIS Payroll/Personnel system is capable
of fulfilling the department's long-term needs.
Objective: Electronically store the County's class specifications Yes
and post on the County's shared drive for easy access
With the assistance of the 89 day contract hire, all of the County's
current class specifications from all jurisdictions have been scanned
into Laserfiche and are available to the department staff for easy
access, which supports the County's paperless initiative. During the
second part of this fiscal year, the class specifications will be
downloaded onto the County's SharePoint site for easy access for all
departments.
Objective: Transition official leave accrual balances to the I Yes
County's HRIS system
The loss of the Accountant IV in the Payroll Division to the Public
Works Department in October created a void that resulted in several
projects being placed on hold. A new staff person started in January
and we are hopeful to restart this project once routine payroll
processes are stabilized with additional resources being added to the
division.
IV. FY 2018 Challenges
• Staff departures during the first part of this fiscal year brought with it personnel
shortages and along with it, institutional knowledge being lost. After previously
losing an HR Specialist II to retirement in May, the department also lost an HR
Specialist III to retirement in December with over twenty-six (26) years of
service. In addition, the Accountant IV in the Payroll Division transferred to the
Public Works Department in October.
• Departments struggled with NeoGov upgrades that no longer allowed for approval
processes to be completed on smartphones. With many Department Heads and
the Mayor using their phones to complete transactions, this change caused
significant delays in the hiring process. Staff was able to work with NeoGov to
resolve the issues after several weeks.
2019 Budget Presentation Page 5
V. Fiscal Year 2018-2019 Goals and Objectives
1. To support all County departments, employees and the general public with the full
range of human resource functions
a) Provide training and guidance to all departments on interview and
performance evaluation procedures including guidelines and best practices
b) Update the DHR's website to include frequently asked questions and other
common issues to enhance customer service
c) Develop and implement a one (1) day in-house supervisory training
focusing on information regarding basic supervisory duties and collective
bargaining requirements
To streamline, standardize and centralize various human resource functions that
will lead to greater efficiencies
a) Reorganize and increase the department's payroll staff to continue the
centralization of resources and ensure succession
3. To attract, support, and retain a qualified and diversified workforce by fostering
employee developmerit and providing a safe environment
a) Provide responsive, fair and consistent recruitment and examination and
classification and pay services to departments, employees and job
applicants
b) Research various recruitment strategies to increase the applicant pool in
hard to fill positions
c) Provide guidance, resources and recommendations to departments on
employee related challenges including employee conflicts, management of
performance issues, workplace violence, harassment, discrimination, and
retaliation, reasonable accommodation assessments, and investigation of
complaints
d) Standardize minimum education requirement language for all job
classifications to alleviate misinterpretations
4. To enhance the quality and efficiency of services with technological
advancements
a) Implement a new HRIS Payroll and Personnel system that will allow for an
efficient time and attendance, advanced scheduling, and performance
evaluation modules
2019 Budget Presentation Page 6
VI. FY 2017 and FY 2018 to Date Statistics
Recruitment, Examination and Certification
Recruitment
FY 2017
FY 2018
(July 2017 to February 2018
Classes Recruited
297
268
Applications Received
4,194
2,903
Applications Accepted
2,882
1,178
Applications Rejected
1,350
1,422
Types of Examinations Held
Open Competitive
215
163
Promotional
112
55
Non Competitive
15
0
Registration
12
6
Eligible PIaced on List
Open Competitive
810
554
Promotional
188
119
Registration
1,118
497
Return -to -Work
0
2
Re -Employment
0
1
Certification
I
Request from Departments
1 334
247
Job Opportunities filled by Certification
441
248
Eligibles Certified 1
2,108
1,019
Classification and Pav
Classification and Pay
FY 2017
FY 2018
(July 2017 to February 2018
Initial Allocation
31
3
Reallocation
71
31
Reallocation of Vacant Position
92
80
Temporary Reallocation
9
12
End of Temporary Reallocation
15
1
Redescri tion Review
214
91
No Change
0
0
Withdrawal
8
9
Class Retitled
0
3
Backlog of Classification Requests
5
3
Classification Requests
445
233
Classification Appeals
0
0
Number of Classes Established
11
7
Number of Classes Retitled
2
2
Number of Classes Abolished
4
1
Number of Classes Amended
18
4
Number of Classes Reactivated
0
0
2019 Budget Presentation Page 7
Transactions
Transactions
FY 2017
FY 2018
Jul 2017to February 2018
Total Personnel Transactions Audited
3,875
2,439
Promotions
67
57
Demotions
4
2
Transfers
45
57
Pay Increase
2,217
1,534
Reallocations
80
31
Suspensions
20
11
Other
921
494
Leave Without Pay
203
6
Seasonal
81
60
New Hires
116
97
Separations
121
90
Payroll
Payroll
FY 2017
FY 2018
Jul 2017 to February 2018
Employer Union Trust Fund (EUTF)
$15.6 million
$10.9 million
Employee Retirement System (ERS)
$16.3 million
$11.9 million
Social Security
$ 3.3 million
$ 2.1 million
Medicare
1 $ 1.2 million
$773 thousand
2019 Budget Presentation Page 8
Heavy Equipment Training
Heavy Equipment Training
FY 2017
FY 2018
(Jul 2017 to February 2018)
Promotional/Evaluation/TA
0
0
Re -certification (Forklift)
7
0
Refresher/Retraining
0
2
New Equip ent/New Vehicle
65
70
Evaluation (Qualifications/Skills)
0
0
Total
72
72
General Traininiz
GENERAL TRAINING
FY 2018
(July 2017 to February 2018)
Driver Improvement Program
77
Customer Service Training
10
Microsoft Excel I Training
18
Microsoft Excel II Training
8
Microsoft Word I Training
19
Conducting Proper Workplace Investigations Training
57
First Aid/CPR Training i
28
Workplace Essentials — Leadership Training
24
Total
241
2019 Budget Presentation Page 9
VII. FY 2019 Budget Overview
Department: HUMAN RESOURCES
FY2018
FY 2019
$ + / -
%+/-
Salary and Wages
1,278,599
1,413,620
135,021
10.6%
Benefits
709,611
687,899
-21,712
-3.1%
Utilities
0
0
0
0.0%
Vehicle/Equip, Lease
0
0
0
0.0%
Operations
447,101
436,651
-10,450
-2.3%
2,435,311
2,538,170
102,859
4.2%
FY 2018 Operating Budget
■ Salary and Wages
0% ® Benefits
44
Oho
Utilities i
■ Vehicle/Equip,
Lease
■ Operations
FY 2019 Operating Budget
0%
0%_
■ Salary and Wages
o Benefits
u Utilities
■ Vehicle/Equip,
Lease
■ Operations
FY 2018 and FY 2019 Comparison
1,600,000
1,400,000
1,200,000 ; —
1,000,000 -
800,000 �— ■ FY 2018
600,000—
400,000 �-
200,000
4
0—
Salary and Benefits Utilities Vehicle/Equip, Operations
Wages Lease
2019 Budget Presentation Page 10
VIII. Operating Budget Discussion
Overall, the DHR's FY 2019 budget request reflects a $102,859 or 4.2% increase
from FY 2018.
In aggregate, Salaries and Wages show an increase of $135,021 or 10.6%. Salaries
increased primarily due to collective bargaining raises as well as seven (7) months of
funding for the previously $1 funded HR Manager II position and funding for the
Payroll Specialist I position transferred from the Fire Department. On the other hand,
Wages and Hourly Pay decreased by $12,000 due to the movement of an 89 day
contract position to the Parks -Facilities Maintenance Division.
Benefits showed a decrease of $21,712 or 3.1% reflecting the estimated funding
necessary for the various employee benefit accounts.
Operationally, there is a cumulative decrease of 2.3% or $10,450 over the previous
budget. Adjustments were made in various accounts including R&M Computers, Per
Diem, Printing, Other Commodities and Postage by budgeting closer to actuals in
looking at the historical trends over the last three (3) years.
I
2019 Budget Presentation Page 11