Loading...
HomeMy WebLinkAbout2018_0522_CSC_PacketJeffrey Iida Members: Chair Fely Faulkner Eli�abe ,,On � 8 :39 Karen atsumofo Richard Jose Vonnell Ramos Vice -Chair - L, COUNTY OF KAUA'I CIVIL SERVICE COMMISSION NOTICE OF MEETING AND AGENDA Tuesday, May 22, 2018 2:00 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 April 24, 2018 DIRECTOR'S REPORT CSC 2018-06 2018 May 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-006 — RFA 2018-01 Appeal Hearing a. Appeal to the Civil Service Commission/Merit Appeals Board, filed February 26, 2018. [Reviewed 3/27/18 & 4/24/18] An Equal Opportunity Employer ES-007 — RFA 2018-02 Appeal Hearing a. Appeal to the Civil Service Commission/Merit Appeals Board, filed March 28, 2018. [Reviewed 4/24/18] ES-008 Executive Session Minutes of April 24, 2018 RETURN TO OPEN SESSION ANNOUNCEMENTS Next Meeting: Tuesday, June 26, 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 agen a 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 — May 22, 2018 Page 12 Send written testimony 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 ASL Interpreter, materials in an alternate format, or other auxiliary aid support, or an interpreter for a language other than English, please contact Lani Agoot at (808) 241-4917 or lagootAkauai.gov at least seven calendar days prior to the meeting. Civil Service Commission — May 22, 2018 Page 13 Minutes of Meeting OPEN SESSION Board/Commission: I CIVIL SERVICE COMMISSION Meeting Date: April 24, 2018 Location Mo'ikeha Building, Liquor Control Conference Room 3 Start of Meeting: 3:01 p.m. I End of Meeting: 3:21 p.m. Present Chair Jeffrey Iida; Vice Chair Richard Jose; Members: Fely Faulkner, Elizabeth Hahn, and Vonnell Ramos. Also: Deputy County Attorney Peter Morimoto (arrived at 3:12 p.m.); Director of Human Resources Janine Rapozo; Boards and Commissions Office Staff. Administrator Nicholas R. Courson and Commission Support Clerk Sandra Muragin. Excused Commissioner Karen Matsumoto Absent SUBJECT DISCUSSION ACTION Call To Chair Iida called the meeting to Order/Roll Call order at 3:01 p.m. with five members present constituting a quorum. Approval of Open Session Minutes of March 27, 2018 Ms. Hahn moved to approve the Minutes minutes of March 27, 2018, as circulated. Mr. Jose seconded the motion. Motion carried 5:0. Director's CSC 2018-05 2018 April Report Director of Human Resources Janine Rapozo said the Human Resources Department and other departments were challenged with assisting the Emergency Operations Center (EOC) with personnel after the recent floods. She then reviewed the Director's Report for April 2018 with the Commission (on file). Ms. Rapozo said the final contract to settle was the Hawaii Government Employees Association (HGEA) Unit 14 Ocean Safety Officers and this contract goes through June 2019. The award was issued and is now with the County Council for approval. Unit 14 was awarded a 2% increase in the first year and 2.5% in the second year and a continuation of the step movement plan. They will receive a $500.00 lump sum bonus in each of the two years, Civil Service Commission Open Session April 24, 2018 Page 2 SUBJECT DISCUSSION ACTION as well as the start of a $1.00 per hour differential pay for any Ocean Safety Officer in Unit 14 with a valid EMT B Certificate. Ms. Rapozo explained they have identified three Ocean Safety Officers with valid certificates who qualify to receive the additional $1.00 per hour. If any of the remaining Unit 14 Ocean Safety Officers wanted t"et certified, they would need to spend their own resources and time to complete the training. Ms. Rapozo shared that they disputed the pay differential due to the unknown future impact it may have on other HGEA bargaining units. Ms. Rapozo said she also attached the Department of Human Resources 2019 Budget Presentation dated April 9, 2018, that was presented to the County Council at the budget meeting. The presentation included highlights, successes, achievements, goals, challenges, and statistics. She said the biggest change for the budget is the possible take-over of the payroll specialist position from the Fire Department. Ms. Rapozo stated their payroll is the most complicated in the County and they are still in discussion on how to make a smooth transition. Chair Iida inquired if the EMT B Certificate had an expiration date, because he knew they do not last forever. He wanted to know if they would need to get recertified once it expired and what their plans were to track the various expiration dates. Ms. Rapozo said it does expire and they would create a spreadsheet to notify them of expired certificates. Once it expired, they would need to submit a valid certificate in order to continue with the pay differential. She said there are about 40 Ocean Safety Officers in this unit, which she felt was manageable. Chair Iida said once others get their certificate;-tr-acking could become challenging with the different expiration dates. Executive With no County Attorney present, Administrator Nicholas Courson briefed the Commission on Session their options to proceed. He explained that the items on the agenda did not warrant the presence of an attorney; however, if they felt they needed one, he would make the effort to get one. Ms. Hahn asked if a motion was needed to go into Executive Session. Mr. Courson said they would need a motion to go into Executive Session; however, he was debating on the necessity to Civil Service Commission Open Session April 24, 2018 Page 3 SUBJECT DISCUSSION ACTION continue to read the Executive Session paragraph. He said about 75% of other Boards and Commissions read the paragraph and 25% do not. He explained he couldn't find a written rule, and it would be okay if they decided to skip reading it this time. Mr. Courson stated he would inquire with the Office of Information Practices (OIP) to confinn. Ms. Hahn moved to go into The Commission unanimously decided to go into Executive Session without an attorney and not Executive Session. Ms. read the Executive Session paragraph. Faulkner seconded the motion. Motion carried 5:0. The meeting moved into Executive Session at 3:10 p.m. Return to Open Ratify Commission actions taken in Executive Session for items: ES-003, ES-004 and ES-005. The meeting resumed in Open Session Session at 3:17 p.m. Mr. Ramos directed the Commission to the April 2018 Directors Report, Administrative Reviews, page four. He said it lists the positions that have requested an Administrative Review and their status, and was curious if this was a potential list of possible appeals that might come before the Commission. Chair Iida said he has seen this on past Directors Reports and it does not necessarily lead to an appeal. Ms. Faulkner pointed out that after each position they noted sustained or accepted, and asked for a definition. Deputy County Attorney Peter Morimoto suggested that sustained was meant for the decision of the Director and accepted meant they accepted the appeal of the applicant or employee. Mr. Courson agreed with Mr. Morimoto's definition but neither was positive and said it would need to be clarified with Ms. Rapozo. Commission Support Clerk Sandra Muragin asked the Chair to Ratify the Commissions actions taken in Executive Session. Chair Iida said after the last meeting it was discussed and it was no longer required. Mr. Courson said he couldn't find any support for it, so it was eliminated. Announcements Next Meeting: Tuesday, May 22, 2018 — 2:00 p.m., Mo'ikeha Building, Liquor Conference Room 3 Civil Service Commission Open Session April 24, 2018 Page 4 SUBJECT DISCUSSION ACTION Adjournment With no objections, Chair Iida adjourned the meeting at 3:21 p.m. Submitted by: Sandra Muragin, Commission Support Clerk Reviewed and Approved by: () Approved as circulated. () Approved with amendments. See minutes of meeting. Jeffrey Iida, Chair DEPARTMENT OF HUMAN RESOURCES DIRECTOR'S REPORT TO THE CIVIL SERVICE COMMISSION MAY 2018 First reading for the Hawaii Government Employees Association (HGEA) Unit 14 arbitration award was held at the County Council in April. Second and final reading of the bill is scheduled for June 131h. Payroll staff are working with the Fire Department to prepare for the retroactive payments for employees of this bargaining unit back to July 1, 2017. The County Council held their final deliberations on the fiscal year 2019 budget. No changes were made to the department's budget. As such, the Fire Department's Payroll Specialist position will be transferred to the HR Department along with processing of the Fire Department's payroll effective July I". Much of this move was due to the hiring of our new Payroll Specialist II, Chita Grace Pasion who started on May Is`. Chita moved from the Fire Department where she was responsible for the department's payroll processing. We are working with the Fire Department to ensure that the movement of these duties are seamless and nothing falls through the cracks during these transition months. A conference call was h(ld with auditors, Spire Hawaii in April. During the conference call, it was evident that the findings being reported were not accurate and therefore, we requested to work with the auditors prior to the draft report being released. Unfortunately, although the auditors represented that this would occur in order to correct and clarify some of the findings, this did not happen. A response is being prepared to address the inaccuracies of the draft audit as well as respond to the findings that need to be worked on. Administrative Services and Benefits • One hundred one (101) open enrollment changes for health insurance were received and processed this month for plan year starting on July I". • Open enrollment for the County's Flexible Spending Plan started on May 1" and will continue until the end of the month. Shari Cheung from TASC presented two (2) sessions on the program; seventeen (17) employees attended. • New Hires: Accountant II Accountant III Accountant IV Departmental Accounting Technician Deputy Prosecuting Attorney (exempt) Pool Guard Program Specialist III Wastewater Plant Operator Assistant • Exit Interviews Conducted: 3 of 7 • TDI Applications 0 • Le ve Sharing: 0 • Re l rence Checks: 6 • E. loyment Verifications: 17 • Transactions: New Hires 8 Separations 8 Reallocations I Promotions 3 Demotions 0 Transfers 3 Pay Increase 17 Suspension 0 Leave Without Pay 0 Other 39 Seasonal 0 Classification and Pay and Labor Relations • A caucus was held with the Employer group on April 3' to discuss possible proposals for upcoming negotiations with the Hawaii Government Employees' Association's various bargaining units. • Reallocations Processed: Bus Driver (substitute) to Van Driver (substitute) Civil Engineer II to Civil Engineer I 2 Fiscal Officer II to Accountant IV Vehicle Registration & Licensing Manager to Account Clerk • Desk Audits: None • New Classes Adopted: Assistant Information Technology Manager Recruitment and Exam • Partnering with the Kauai Police Department, staff participated in the Job Fair at Kauai Community College in April. • Applicants who use the online recruitment system needing technical support can now speak with a live specialist instead of leaving a message. • Assisted the Kauai Police Department in developing situational and behavioral based interview questions for their upcoming promotions. • Recruitments: Assistant Information Technology Manager Bus Driver (exempt) Bus Driver (substitute) (exempt) Code Enfo cement and Permit Operations Clerk Computer ystems Support Technician II Election C erk II (exempt) Evidence Custodian Assistant (exempt) Information Specialist I Information Technology Specialist IV Manager and Chief Engineer (exempt) Payroll Specialist I Payroll Technician Pipefitter Helper Real Property Tax Clerk (exempt) Scale Attendant I Senior Building Inspector Senior Clerk Sexual Assault Forensic Nurse Examiner (exempt) Solid Waste Working Supervisor Tax Clerk Waterworks Inspector I Waterworks Inspector III • Lists Referred to Departments: Accountant IV Administrative Support Assistant Assistant Information Technology Manager Assistant Water Plant Operator Bus Driver (exempt) Bus Driver (substitute) (exempt) Civil Engineer I Civil Engineer VI Computer Systems Support Technician II Customer Service Representative I Departmental Contracts Officer Deputy County Attorney (exempt) Election Clerk II (exempt) Electrician -Electronic Equipment Repairer Evidence Custodian Assistant Information Technology Specialist IV Janitor II Laborer I Landfill Working Supervisor Manager and Chief Engineer (exempt) Ocean Safety Officer I Payroll Specialist I Police Officer I Procurement and Specifications Specialist I Repair Shop Supervisor Sexual Assault Forensic Nurse Examiner (exempt) Van Driver (substitute) (exempt) Water Services Supervisor III Waterworks Inspector III Youth Summer Programs (exempt) • Written Exams Administered: Landfill Working Supervisor Maintenance Worker I (2) Repair Shop Supervisor Police Services Officer • Performance Exams Administered: None • Administrative Reviews: Payroll Customer Service Representative I (sustained) Landfill Working Supervisor (sustained) Police Sergeant (sustained) Public Safety Communications Manager (sustained) Senior Clerk (2) (1 accepted/1 sustained) Tax Clerk (sustained) Waterworks Inspector III (accepted) Water Service Supervisor III (accepted) • Since inception back in October 2017, the Part time, Temporary, and Seasonal Deferred Compensation Program has saved the County over $31,000 in social security payments. • Standardizing available payroll reports for all departments. 0 • Gross Payroll: 4/15/2018 $3,861,038 4/30/2018 $3,700,681 EUTF Health Fund) $1,387,672 ERS (Retirement) $1,534,109 Social Security $279,948 Medicare $103,127 PTS SS Savings $5,237 Employee Development and Health Services • Six (6) new workers' compensation claims were fled this month with two (2) cases being medical -only claims and four (4) controverted claims. • Renewed non-CDL Supplemental Agreement with the United Public Workers (UPW) and distributed informational documents to affected employees. • Discussed and provided guidance to departments on various personnel issues, including ADA accommodation requests, internal investigations, disciplinary/performance issues, attendance/leave issues and performance/JPR issues. • A second supervisory training for twenty-one (21) supervisors at the Kauai Fire Department regarding erformance reviews and performance improvement planI was held in April. • In-house First Aid/CP training was held for eighteen (18) Parks' employees. • Equipment/Driver Training: Forklift (34 Public Works, 1 Parks, and 8 DQW employees) Tractor Mower (1 Public Works employee) Dump Truck (2 Public Works employees) Compactor Backhoe (3 Public Works employees) Hook Lift Truck (2 Public Works employees) 5