HomeMy WebLinkAbout2018_0907_CSC_PacketJeffrey Iida
Members:
Chair
Fely Faulkner
Elizabeth Hahn
Karen Matsumoto
Richard Jose
Vonnell Ramos
Vice -Chair
COUNTY OF KAUA'I CIVIL SERVICE COMMISSION
NOTICE OF MEETING AND AGENDA
Tuesday, August 28 2014 Friday, September 7, 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 June 26, 2018
DIRECTOR'S REPORT
CSC 2018-08 2018 July
CSC 2018-09 2018 August
EXECUTIVE SESSION
Pursuant to Hawaii Revised Statutes §§92-4, 92-5 (a) (4), 92-9 (a) (1-4) and (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-010 — RFA 2018-01 Findings of Fact, Conclusions of Law and Order on the Appeal to
the Civil Service Commission/Merit Appeals Board, filed February
26, 2018. [3127118, 4124118, 5122118]
An Equal Opportunity Employer
ES-011— RFA 2018-02 Findings of Fact, Conclusions of Law and Order on the Appeal to
the Civil Service Commission/Merit Appeals Board, filed March
28, 2018. [4124118, 5122118]
ES-012 — RFA 2018-03 Communication received August 10, 2018, by an individual
appealing the Department of Human Resources' decision regarding
an employment application.
ES-013 Executive Session Minutes of June 26, 2018
RETURN TO OPEN SESSION
ANNOUNCEMENTS
Next Meeting: Tuesday, September 25, 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 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.
Civil Service Commission — August 28, 2 Q September 7, 2018 Page 12
The length of time allocated to persons wishing to present verbal testimony may be limited at the
discretion of the chairperson or presiding member.
Send written testimony
Civil Service Commission
Attn: Sandra Muragin
Office of Boards & Commissions
4444 Rice Street, Suite 150
L-ihu`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 lagoot(r,kauai.gov at least seven calendar days prior to the meeting.
Civil Service Commission — August 28, September 7, 2018 Page 13
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COUNTY OF KAUAI .�
Minutes of Meeting
OPEN SESSION
Board/Commission:
I CIVIL SERVICE COMMISSION
Meeting Date:
I June 26, 2018
Location
Mo'ikeha Building, Liquor Control Conference Room 3
Start of Meeting: 3:08 p.m.
End of Meeting: 3:14 p.m.
Present
Chair Jeffrey Iida. Members: Fely Faulkner, Elizabeth Hahn, Karen Matsumoto and Vonnell Ramos.
Also: County Attorney Mauna Kea Trask. 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.
Absent
SUBJECT
DISCUSSION
ACTION
Call To
Chair Iida called the meeting to
Order/Roll Call
order at 3:08 p.m. with five
members present constituting a
quorum.
Approval of
Open Session Minutes of May 22, 2018
Ms. Hahn moved to approve the
Minutes
minutes of May 22, 2018, as
circulated. Ms. Faulkner
seconded the motion. Motion
carried 5:0.
Director's
CSC 2018-06 2018 June
Report
Director of Human Resources Janine Rapozo reviewed the Director's Report for June 2018
and the Follow -Up Audit of County Hiring Practices Report No. 18-01 with the Commission
(on file). Ms. Rapozo stated that the County Council approved Unit 14 Ocean Safety
Officers' contract on June 13th, and the retroactive pay from July 1, 2017 can now be
processed.
She then explained that the audit looked at recommendations from the last audit; however,
they were disappointed with the rating and felt they made better progress than what was
described in the report. She said the audit would be shared with the County Council at
Civil Service Commission
Open Session
June 26, 2018
Page 2
SUBJECT
DISCUSSION
ACTION
tomorrow's meeting.
Executive
With no objections, Chair Iida
Session
brought the Commission into
Executive Session at 3:11 p.m.
The meeting moved into
Executive Session at 3:11 p.m.
Return to Open
The meeting resumed in Open
Session
Session at 3:14 p.m.
Announcements
Next Meeting: Tuesday, July 24, 2018 — 3:00 p.m., Mo'ikeha Building, Liquor Conference
Room 3
Adjournment
With no objections, Chair Iida
adjourned the meeting at 3:14
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
JULY 2018
With all contracts that began on July 1, 2017 finally in place, negotiations have already started for
the Hawaii Government Employees Association (HGEA) Units 2, 3, 4, 13, and 14 as well as for
the Hawaii Firefighters Association (HFFA) Unit 11 contracts which will expire on June 30, 2019.
The United Public Workers (UPW) Unit 1 and State of Hawaii Organization of Police Officers
(SHOPO) Unit 12 contracts were for four (4) years and therefore, do not expire until June 30,
2021.
Similar to last year, all employees on the "payroll lag" were again notified reminding them of the
"advance" that was processed in 1994 and presented with payment plan options or the use of
vacation to pay off this "advance" now instead of waiting for their separation. There are still over
one hundred (100) employees that owe the County this advance and therefore, we are trying to
whittle this number down each year.
On June 27, 2018, the United States Supreme Court ruled that the practice of automatically
deducting union dues from non-members' wages violates the First Amendment and cannot
continue. The decision states that "unless employees clearly and affirmatively consent before any
money is taken from them, this standard cannot be met." As such, the Employer group has
worked on language to send out to all employees informing them of the Janus decision and to
contact their respective unions if they have any questions.
In addition, both the UPW and HGEA have already sent a listing of non-members to the County
and therefore, deductions for dues for these employees have already been stopped. SHOPO and
HFFA do not have non-members and dues will not be taken out from new hires until the County
receives notification from the union that the new hire has "affirmatively consented" to dues being
deducted.
Administrative Services and Benefits
• Peter Eddy from Island Savings/Prudential Retirement was available for individual
appointment with employees for deferred compensation options on July 161n
• New Hires: Community Service Program Assistant
Customer Service Representative
Deputy County Attorney (exempt)
Electrician -Electronic Equipment Repairer
Landfill Working Supervisor
Police Services Officer (5)
Real Property Tax Clerk (exempt)
Sexual Assault Nurse Examiner (SANE) (exempt)
• Exit Interviews Conducted: 3 of 7
• TDI Applications None
• Leave Sharing: None
• Reference Checks: 8
• Employment Verifications: 11
• Transactions:
New Hires
12
Separations
5
Reallocations
15
Promotions
5
Demotions
1
Transfers
2
Pay Increase
512
0
-Suspension
Leave Without Pay
0
Other
129
Seasonal
27
Classification and Pay and Labor Relations
• An Employer caucus was held on June 28`n in preparation for negotiations of all Hawaii
Government Employees' Association (HGEA) bargaining units 2, 3, 4, 13 and 14.
• Reallocations Processed: Building Inspector to Senior Building Inspector
Human Resources Assistant to Payroll Technician
Identification Technician to Criminalist I
Laborer I to Laborer II
Ocean Safety Officer I to Ocean Safety Officer II (2)
Police Officer I to Police Services Officer
K
• Desk Audits:
• New Classes Adopted:
Recruitment and Exam
Building Permit Clerk to Building Permit Technician
Community Service Program Assistant to Community
Service Program Assistant II
None
• Assisting both the Fire Commission and Police Commission with recruitment efforts to
search for a new Chief.
• Assisted Finance Department with interviews for their vacant Information Technology (IT)
Assistant Manager position.
• Recruitments: Account Clerk
Accounting Assistant
Assistant Water Plant Operator
Background Investigator (exempt)
Bus Driver (sub) (exempt)
CZM E-Plan Review Specialist (exempt)
CZM Shoreline/Subdivision Management Specialist
(exempt)
Customer Relations Assistant
Fiscal Management Officer
Heavy Vehicle & Construction Equipment Mechanic
II
MVR Assistant Clerk (exempt)
Police Fleet Services Coordinator
Procurement Technician I
Van Driver (sub) (exempt)
Waterworks Inspector II
• Lists Referred to Departments: Accountant IV
Accounting Assistant
Background Investigator (exempt)
Bus Driver (substitute) (exempt)
Civil Engineer I
Civil Engineer III
CZM E-Plan Review Specialist (exempt)
CZM Shoreline/Subdivision Management Specialist
(exempt)
Election Clerk II (exempt)
Electrician -Electronic Equipment Repairer
Equipment Operator II
Equipment Operator III
Janitor II
Landfill Laborer I
MVR Assistant Clerk (exempt)
Payroll Specialist I
Pipefitter Helper
Police Captain
Police Fleet Services Coordinator
Police Lieutenant
Police Sergeant
Police Services Officer
Procurement Technician I
Van Driver (substitute) (exempt)
Youth Summer Programs (exempt)
• Written Exams Administered: Customer Service Representative I (2)
Emergency Services Dispatcher I
Maintenance Worker I (2)
Police Services Officer (2)
Solid Waste Working Supervisor
• Performance Exams Administered: None
• Administrative Reviews: Accountant IV (accepted)
Customer Service Representative I (accepted)
Emergency Services Dispatcher I (sustained)
Maintenance Worker I (accepted)
Tax Clerk (accepted)
Payroll
• With the transfer of Fire's payroll data entry functions to HR, staff are being proactive in
meeting with Fire staff to work out deadlines and accuracy of timesheets to be able to
process in a timely manner.
• End of the year and beginning of a new year are always busy periods for payroll; closing
out expired plan years and starting entries for the new plan year.
• Mass rate changes for new pay rates were processed for all employees scheduled for raises
on July lst except for United Public Worker (UPW) bargaining unit eemployees who
received raises on June 1 st
• Gross Payroll:
6/15/2018
$3,790,458
6/30/2018
$4,021,948
EUTF (Health Fund)
$1,364,171
ERS (Retirement)
$1,554,485
Social Security
$279,948
Medicare
$103,127
PTS SS Savings
$7,484
EI
Employee Development and Health Services
Eight (8) new workers' compensation claims were filed this month with four (4) cases
being medical -only claims, three (3) indemnity cases, and one (1) controverted claim.
Continue to work with employees' physicians for accurate assessments of health status;
problems are occurring when physicians delve into employment issues versus medical
issues in determining an employee's return to work status following an injury.
Equipment/Driver Training: John Deere Backhoe (1 Parks employee)
Flat Bed Dump Truck (1 Public Works' employee)
Case Tractor Mower (2 Public Works' employees)
Case Clipper (2 Public Works' employees)
Case Backhoe (1 Public Works' employee)
6 Cubic Yard Dump Truck (1 Public Works' employee)
Pay Loader Less 3 Cubic Yard Bucket ( 1 Public Works'
employee)
M
DEPARTMENT OF HUMAN RESOURCES
DIRECTOR'S REPORT
TO THE
CIVIL SERVICE COMMISSION
AUGUST 2018
One hundred and five (105) employees on the "payroll lag" were notified and reminded of the
"advance" that was processed in 1994. Individuals were presented with payment plan options or
the use of vacation to pay off this "advance" now instead of waiting for their separation. This
year, the United Public Worker (UPW) employees were also given the option to pay off this
advance. We were again able to whittle away at these outstanding debts as another twenty-eight
(28) employees opted for a payment plan to pay off this advance.
The Employer group consulted with all unions with regards to the recent United States Supreme
Court Janus ruling. All unions were adamantly opposed to having the Employer group send out
any information regarding the ruling and instead, preferred to have the unions simply inform the
Employers of those employees that decide to opt out/in to pay union dues. At this point, the
County has not sent out anything to employees regarding the Janus ruling.
The Hawaii Fire Fighters Association (HFFA) informed the Hawaii Labor Relations Board
(NLRB) that negotiations with the Employer group was at impasse. Although discussions are
continuing, impasse was declared by HLRB on June 13, 2018. As such, we are heading to
arbitration and in the process of selecting a neutral arbitrator to preside over the arbitration
hearings.
The Finance Department -Information Technology (IT) Division prepared and posted a Request for
Proposal (RFP) late last month that will be due in September for a new Human Resources
Information System (HRIS) after the new IT Manager recommended focusing on investing in a
new system to address our personnel and payroll needs.
Finally, on a bittersweet note, Michelle Hinazumi, Human Resources Technician accepted a
promotion at the State of Hawaii, Employee Retirement System office here on Kauai earlier this
month. While we congratulate her and wish her well in her new position, we will miss her
dedication and hard work in our administrative services division. Good luck Michelle!
Administrative Services and Benefits
• Peter Eddy from Island Savings/Prudential Retirement will be available for individual
appointment with employees for deferred compensation options on August 16a'.
• New Hires: Accounting Assistant (exempt)
Election Clerk I (exempt) (8)
Election Clerk II (exempt)
Information Specialist I
Janitor II
Laborer I
Procurement Technician (exempt)
Repair Shop Supervisor
SANE Nurse (exempt)
Scale Attendant I
• Exit Interviews Conducted: 9 of 15
• TDI Applications None
• Leave Sharing: l(approved)
• Reference Checks: 8
• Employment Verifications: 7
• Transactions:
New Hires
17
Separations
16
Reallocations
2
Promotions
8
Demotions
1
Transfers
10
Pay Increase
819
Suspension
1
Leave Without Pay
0
Other
99
Seasonal
15
Classification and Pay and Labor Relations
• Negotiations were held with the Hawaii Government Employees' Association (HGEA)
bargaining units 2, 3, 4, and 13. Unit 14 postponed their negotiations as they were not
ready to present their proposals to the Employer group.
• Reallocations Processed: Business Management Officer to Fiscal Management Officer
Civil Engineer I to Civil Engineer II
Departmental Accounting Technician to Vehicle Titles &
Registration Supervisor
2
Fire Fighter Trainee to Fire Fighter I (5)
Information Technology Specialist III to Assistant
Information Technology Manager
Ocean Safety Officer I to Ocean Safety Officer II (2)
Ocean Safety Officer II to Ocean Safety Officer I
Sanitary Chemist III to Sanitary Chemist I
Senior Clerk to Weapons Registration Clerk
Wastewater Treatment Plant Operator II to Wastewater
Treatment Plan Operator I
• Desk Audits: None
• New Classes Adopted: Emergency Management Staff Officer
Vehicle Titles & Registration Supervisor
Recruitment and Exam
• Staff continue to assist both the Fire Commission and Police Commission with recruitment
efforts to search for a new Chief. The department has been the point of contact for the
receipt of resumes and all communications with applicants.
• Staff participated in a Job Fair at Kauai Community College last month geared towards
apprenticeship programs. Attendance was sparse throughout the day.
• Recruitments: Administrative Services Officer
Account Clerk
Bridge Maintenance Worker I
Bus Driver (substitute) (exempt)
Civil Engineer I
Civil Engineer II
Civil Engineer III
Civil Engineer IV
Civil Engineer V
Civil Engineer VI
Computer Systems Support Technician II (exempt)
County Auditor (exempt)
County of Kauai Summer Internship (exempt)
Deputy County Attorney (exempt)
Election Clerk I (exempt)
Election Clerk II (exempt)
Electrician -Electronic Equipment Repairer
Emergency Services Dispatcher I
Equipment Operator I
Equipment Operator II
Equipment Operator III
Evidence Custodian Assistant (exempt)
Fire Prevention Inspector II
Human Resources Specialist I
Human Resources Specialist II
Human Resources Specialist III
Human Resources Technician
Land Use Permit Technician
Landfill Operations Assistant
Legal Clerk I
Legal Clerk II
Legal Clerk III
MVR Assistant Clerk (exempt)
Planner IV
Planner V
Planner VI
Plumber I
Police Chief (exempt)
Police Equipment and Maintenance Coordinator
Police Fleet Services Coordinator (exempt)
Police Services Officer
Public Housing & Development Program Specialist III
(exempt)
PW Information Clerk (exempt)
Real Property Tax Clerk (exempt)
Senior Clerk
Sexual Assault Forensic Nurse Examiner (SANE)
(exempt)
Solid Waste Worker II
Tax Clerk
Tree Trimmer
Water Plant Operator I
Waterworks Inspector I
Waterworks Inspector II
Waterworks Inspector III
• Lists Referred to Departments: Bus Driver (substitute) (exempt)
Computer System Support Technician II (exempt)
County of Kauai Summer Internship (exempt)
Customer Relations Assistant
Customer Service Representative I
Election Clerk I (exempt)
Election Clerk II (exempt)
Emergency Services Dispatcher I
Equipment Operator I
Equipment Operator II
Evidence Custodian Assistant (exempt)
Fiscal Management Officer
4
Heavy Vehicle and Construction Equipment Mechanic
II
Janitor II
MVR Assistant Clerk (exempt)
Ocean Safety Officer I
Plumber I
Police Lieutenant
Police Sergeant
Police Services Officer
Real Property Tax Clerk (exempt)
Sexual Assault Forensic Nurse Examiner (SANE)
(exempt)
Solid Waste Working Supervisor
Van Driver (substitute) (exempt)
• Written Exams Administered: Account Clerk
Customer Service Representative I
Emergency Services Dispatcher I
Heavy Vehicle and Construction Equipment
Mechanic II
Police Services Officer
• Performance Exams Administered: None
• Administrative Reviews: Fire Fighter Trainee (1 accepted/1 sustained)
Maintenance Worker I (2 sustained)
Payroll
• Staff continue to work with the Fire Department to continue the transition of the Fire
payroll function to the DHR.
• Gross Payroll:
7/15/2018
$3,883,436
7/31/2018
$4,180,536
EUTF (Health Fund)
$2,066,455
ERS (Retirement)
$1,548,628
Social Security
$296,764
Medicare
$110,955
PTS SS Savings
$13,826
Employee Development and Health Services
• Seven (7) new workers' compensation claims were filed this month with four (4) cases
being medical -only claims, two (2) indemnity cases, and one (1) controverted claim.
5
• Bi-monthly reviews for thirty-six (36) workers' compensation claims from Public Works,
Parks and Recreation, Police, Fire, Transportation, and Water 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.
• Forty-three (43) supervisors attended WorkLife Hawaii's Reasonable Suspicion training on
July 261h at the Convention Hall.
• Equipment/Driver Training: 14 Cubic Yard Dump Truck (1 Public Works' employee)
320E CAT Excavator (1 Public Works' employee)
Bucket Truck Helper 42024 (1 Parks' employee)
Case Pay Loader (1 Public Works' employee)
CAT 140G Motor Grader (6 Public Works' employees)
Chipper Machine #603 (1 Parks' employee)
D-6 & D-7 Dozer (2 Public Works' employees)
Forklift (7 Transportation employees)
Mini Front End Loader with Attachments (Volvo & CASE)
(2 Public Works' employees)
re