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HomeMy WebLinkAbout2018_1127_CSC_AmendedPacketJeffrey Iida Members: Chair Fely Faulkner Elizabeth Hahn Karen Matsumoto Richard Jose Vonnell Ramos Vice -Chair COUNTY OF KAUA'I CIVIL SERVICE COMMISSION AMENDED NOTICE OF MEETING AND AGENDA Tuesday, November 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 October 23, 2018 DIRECTOR'S REPORT CSC 2018-12 2018 November COMMUNICATION CSC 2018-14 Letter dated November 19, 2018 from Janine M.Z. Rapozo regarding a position change in Human Resources. BUSINESS CSC 2018-13 Review and approval of the 2019 meeting schedule. CSC 2018-15 Appointment of Interim or Acting Director of Human Resources. 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 An Equal Opportunity Employer 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-017 Director of Human Resources annual job performance review due 12/31/18. a. Review completed evaluation forms received from Stakeholders. b. Discuss and complete Evaluation Factors form. ES-018 — RFA 2018-04 Communication received November 20, 2018, by an individual appealing the Department of Human Resources' decision to deny acceptance of a late application. ES-019 Executive Session Minutes of October 23, 2018 RETURN TO OPEN SESSION ANNOUNCEMENTS Next Meeting: Tuesday, December 11, 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 Civil Service Commission — November 27, 2018 page 12 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. 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 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 lagootra)kauai.gov_ at least seven calendar days prior to the meeting. Civil Service Commission — November 27, 2018 Page 13 COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board/Commission: CIVIL SERVICE COMMISSION Meeting Date: I October 23, 2018 Location Mo'ikeha Building, Liquor Control Conference Room 3 Start of Meeting: 3:00 p.m. I End of Meeting: 4:00 p.m. Present Chair Jeffrey Iida. Vice Chair Richard Jose. Members: Fely Faulkner, Elizabeth Hahn, Karen Matsumoto and Vonnell Ramos. Also: Deputy County Attorney Peter Morimoto. Director of Human Resources Janine Rapozo. Office of Boards and Commissions Staff: Administrator Nicholas R. Courson and Commission Support Clerk Sandra Muragin. Excused Absent SUBJECT DISCUSSION ACTION Call To Chair Iida called the meeting to Order/Roll Call order at 3:00 p.m. with six members present constituting a quorum. Approval of Open Session Minutes of September 7, 2018 Mr. Jose moved to approve the Minutes minutes of September 7, 2018, Ms. Matsumoto asked that the minutes be amended and to change "Payroll Department" to as amended. Ms. Hahn "Payroll Division" in the first and second paragraphs on page two. seconded the motion. Motion carried 6:0. Director's CSC 2018-10 a. 2018 September Report b. Department of Human Resources Annual Report CSC 2018-11 2018 October Director of Human Resources Janine Rapozo reviewed the Director's Report for September and October 2018 with the Commission (on file). Ms. Rapozo said that due to the various flash flood warnings and hurricane threats, the August 25th Fire Fighters Trainee exam was postponed to September 29th. She said they received over 250 applicants and from that only 120 applicants showed up for the written exam, which resulted in around 70 that passed. The 70 applicants were then scheduled to take a performance test the following week. Normally Civil Service Commission Open Session October 23, 2018 Page 2 SUBJECT DISCUSSION ACTION only the top 40 applicants from the written exam are moved on to the performance test but they changed their process and opened it up to everyone who passed the written exam. She said the performance test was extended to four days because of the higher number of applicants. At the end of the four days, 42 applicants qualified. She said they will analyze and evaluate the results to see if opening up the performance testing resulted in the possibility of some applicants passing, who may not have made it with the old procedure. Ms. Rapozo said they also plan to look into improving the scoring system from a pass/fail to a percentage grade for both the written exam and performance testing. Ms. Rapozo reviewed the various personnel changes in HR; Candace Tada, Payroll Specialist I started on September 16th, Kris Nakamura was promoted to HR Specialist III and newly hired Tiffany Hiranaka is the Program Support Technician II. Ms. Matsumoto said several years ago there were lawsuits regarding The Fair Labor Standards Act (FLSA) and asked if it was being tracked in the system. Ms. Rapozo said it is being tracked and she is working with IT Department Manager Del Sherman to make their system compliant with the Employees' Retirement System (ERS). She said recently ERS required that retroactive pay must be logged into the payroll period time frame that it happened. The current system is unable to record retroactive pay into past payroll periods, so the plan is to meet with the systems programmer and trainer for one week to rectify these issues. Ms. Rapozo said they are no longer allowed to input retroactive pay in the payroll period that it's being processed in. Ms. Matsumoto inquired about the time and attendance system. Ms. Rapozo said a Request for Proposal (RFP) with a software company was processed two months ago; however, the company was purchased by another competitor which made the County's current software system not compatible. At the suggestion of Mr. Sherman they processed another RFP to purchase a new software system several months ago; however, the magnitude of the work involved to integrate a new software system was overwhelming. Ms. Rapozo said they rescinded that RFP and are now researching the systems used by the State of Hawaii and Civil Service Commission Open Session October 23, 2018 Page 3 SUBJECT DISCUSSION ACTION Maui County, and estimate the cost to be around $5 million. Mr. Jose inquired if there were more or less Administrative Reviews. Ms. Rapozo said there were more requests for Administrative Reviews than in previous years and she has encouraged anyone to move through that process. She said she views it as an alternative route to applicants and many times it has been necessary to obtain additional information that proved to be advantageous to the applicant. She supports it and feels it should be viewed as a positive procedure. Ms. Faulkner referenced the Annual Report, page III-13, Recruitment. She said the County accepted 1,997 applications for Fiscal Year 2018 and only 137 new hires, and inquired if HR looked at these remaining applications when similar jobs became available. Ms. Rapozo said all applications are filed electronically and once the eligibility of the applicant expired, they do not go back; the applicant would have to initiate applying for another position. Ms. Faulkner referenced the Annual Report, page III-14, Transactions. She asked about the category "Other" and said it showed 788 for Fiscal Year 2018 which she felt was a sizable amount. Ms. Rapozo said a large portion is due to retroactive pay and amendments to transactions. Ms. Faulkner was also concerned regarding the low ratio of exit interviews conducted. She felt strongly about obtaining data from these individuals because it could identify weaknesses and inadequacies and, if addressed, may possibly build a stronger workforce. Ms. Faulkner inquired if HR had a process in place to increase the number of exit interviews. Ms. Rapozo said they have collected data on exit interviews and annually provided a confidential report to the respective department heads. With no further discussion, the Commission moved on to the next agenda item. Executive Ms. Hahn moved to go into Session Executive Session at 3:25 p.m. Civil Service Commission Open Session October 23, 2018 Page 4 SUBJECT DISCUSSION ACTION Mr. Jose seconded the motion. Motion carried 6:0. Return to Open The meeting resumed in Open Session Session at 3:59 p.m. Announcements Next Meeting: Tuesday, November 27, 2018 — 3:00 p.m., Mo'ikeha Building, Liquor Conference Room 3 Adjournment With no objections, Chair Iida adjourned the meeting at 4:00 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 NOVEMBER 2018 Similar to the Hawaii Fire Fighters Association, (HFFA), the Hawaii Government Employees' Association (HGEA) Unit 13 has fled for impasse earlier this month. It does not seem likely but we are still hopeful that we are able to continue to negotiate with the remaining HGEA units 2, 3, 4, and 14 and come up with a new contract without going to arbitration. The Fire Commission and Police Commission are finally winding down in their selections for a new Fire Chief and Police Chief respectively. The Fire Commission is hopeful to have their new Fire Chief start in December. On the other hand, the extensive pre -employment requirements (background, polygraph test, psychological exam, etc.) for a new Police Chief will probably delay a start date to sometime in March 2019. With a new Administration taking office on December 3`d, preparations are being made to ensure a smooth transition with those leaving office/employment and our newly elected officials and appointees. Staff from the Employee Retirement System (ERS) provided three (3) informational workshops for all appointees in the current Administration who may be separating from the County based on their retirement plan and status (non-contributory, hybrid -vested and hybrid -non - vested). On a bittersweet note, Kathy Tanita will be transferring to the Fire Department as their Administrative Services Officer this month. While this was expected since the current incumbent was also originally from HR and both the City and Maui had similar transfers from their HR Departments to their Fire Departments, we will certainly miss her good work here: In addition, Ken Villabrille, our Central Payroll Accountant will be retiring at the end of the year with over forty (40) years of service! Administrative Services and Benefits • New Hires: Account Clerk Deputy County Attorney (exempt) Election Clerk (exempt) Janitor II Laborer I Senior Clerk • Exit Interviews Conducted: 7 of 12 • TDI Applications 1 (denied) • Leave Sharing: None • Reference Checks: 7 • Employment Verifications: 22 • Transactions: New Hires 5 Separations 22 Reallocations 9 Promotions 4 Demotions 0 Transfers 4 Pay Increase 11 Suspension 3 Leave Without Pay 0 Other 9fl Seasonal Classification and Pay and Labor Relations • A meeting was held with the Hawaii Fire Fighters Association (HFFA) on October 17'h to try and whittle down proposals that will be taken to arbitration in January. • Reallocations Processed: Bus Driver (sub) to Van Driver (sub) Building Permit Clerk to Supervising Building Plans Examiner Civil Engineer I to Engineering Support Technician III CZM Program Manager to Planner VI Equipment Operator III to Equipment Logistics Crew Operator (2) Equipment Operator IV to Equipment Logistics Crew Operator Executive Assistant to the Mayor to County CIP Manager GIS Analyst II to GIS Analyst III Highway Construction & Maintenance Supervisor I to 4 Equipment Logistics Crew Leader Laborer II to Laborer I Land Use Permit Technician to Land Use Plans Checker Planning Drafting Technician to Land Use Permit Technician Police Officer I to Police Lieutenant Police Officer I to Police Sergeant Vehicle Titles & Registration Technician to Senior Clerk • Desk Audits: Construction & Maintenance Worker I to Waterworks Construction & Maintenance Worker I Construction & Maintenance Worker II to Waterworks Construction & Maintenance Worker I Driver License Clerk I to Driver License Clerk II Staff Services Assistant to Motor Vehicle Program Technician • New Classes Adopted: None Recruitment and Exam • Assisted Public Works with interviews for the Solid Waste Civil Engineer VI position and the Solid Waste Environmental Services Manager position. • Recruitments: Accountant I Account Clerk Administrative Specialist II (exempt) Building Permit Clerk Bus Driver (exempt) Bus Driver (substitute) (exempt) Cold Case Investigator (exempt) County CIP Manager Election Clerk II (exempt) Emergency Services Dispatcher II (exempt) Engineering Support Technician III Equipment Operator II Heavy Vehicle & Construction Equipment Mechanic I KWMCH & Volunteer Programs Manager Meter Reader & Field Collections Supervisor MVR Assistant Clerk (exempt) Park Maintenance Administrator Park Security Officer I Pipefitter Pipefitter Helper Procurement & Specification Specialist I Program Support Technician II Public Housing & Development Program Specialist III (exempt) Real Property Tax Clerk (exempt) Senior Clerk Sexual Assault Forensic Nurse Examiner (SANE) (exempt) Water Service Investigator II Winter Fun Program (exempt) • Lists Referred to Departments: Administrative Officer Administrative Specialist II (exempt) Automotive Mechanic I Bus Driver (exempt) Bus Driver (substitute) (exempt) Civil Engineer II Civil Engineer III Cold Case Investigator (exempt) Election Clerk II (exempt) Emergency Services Dispatcher II (exempt) Environmental Services Management Engineer Fire Captain Fire Fighter II (Hazmat) Fire Fighter II (Rescue) Fire Fighter III Golf Course Groundskeeper Groundskeeper Heavy Vehicle & Construction Equipment Mechanic I Human Resources Technician Janitor II Landfill Laborer Sexual Assault Forensic Nurse Examiner (SANE) (exempt) Solid Waste Worker I Tractor'Mower Operator Treasury Support Clerk Van Driver (substitute) (exempt) Winter Fun Program (exempt) • Written Exams Administered: Bridge Maintenance Worker I Fire Captain (3) Fire Fighter II (Hazmat) (6) Fire Fighter II (Rescue) (6) Fire Fighter III (6) Lead Pipefitter Police Services Officer (2) 4 • Performance Exams Administered: • Administrative Reviews Payroll Account Clerk Emergency Services Dispatcher I Fire Fighter Trainee Liquor Control Investigator Trainee Police Services Officer Equipment Operator Fire Fighter II (Rescue) Tractor Mower Operator Administrative Officer (sustained) Bridge Maintenance Worker I (approved) Paralegal Assistant (sustained) Police Services Officer (sustained) Treasury Support Clerk (sustained) Payroll staff are working with various departments to develop a list of payroll challenges that are being experienced in preparation for a site visit by Superion (payroll system vendor) hopefully in December. Contact has been made with both the State and County of Maui to discuss their payroll modernization programs as the County embarks on purchasing a new system to meet both our needs and the needs of the Employee Retirement System (ERS) and Employee Union Trust Fund (EUTF). • Gross Payroll: 10/15/2018 $3,778,813 10/31 /2018 $3,757,658 EUTF Health Fund $2,053,050 ERS Retirement $1,691,753 Sociaecurity $288,563 Medicare $103,641 PTS SS Savings $4,482 Employee Development and Health Services Thirteen (13) new workers' compensation claims were filed this month; ten (10) medical - only claims, one (1) indemnity claim, and two (2) controverted claims. Equipment/Driver Training: CASE Pay Loader (1 Public Works' employee) Clipper (9 Public Works' employees) Riding Mower & Trailer Tie Down (8 Parks' employees) 5 Janine M.Z. Rapozo 3110 Unahe Street Lihue HI 96766 808-651-1356 irapozoOOI@amail.com November 19, 2018 County of Kaua'i Civil Service Commission c/o Office of Boards and Commissions 4444 Rice Street, Suite 150 Lihue HI 96766 Dear Chair Iida and Commissioners, �-: C C E - j, Nov 2 0 2018 COi•,,MISS10N"s- It has been an honor and privilege to serve our employees and the Kaua'i community in my role as the Human Resources Director for the past four years. One of Mayor Carvalho's lasting legacies will certainly include his vision of creating a "Department of Human Resources" to serve the County of Kaua'i. We have made tremendous strides in centralizing and standardizing many processes within the County while maintaining our commitment to the administration of the civil service system. This was only made possible with the support and commitment of Mayor Carvalho and the Civil Service Commission. With the change in Administration, I will be returning to my position as a Human Resources Manager II effective November 27, 2018. I am forever grateful for the time and opportunity that was entrusted to me to help in forming a new Human Resources Department that we can all be proud of. Mahalo nui loa, Janine M.Z. k1pozo, cc: Mayor Bernard P. Carvalho, Jr. toe, miB-i4 COUNTY OF KAUA `I CIVIL SERVICE COMMISSION 2019 MEETING DATES 41h Tuesday each Month at 3:00 p.m. Liquor Conference Room 3 January 22, 2019 February 26, 2019 March 26, 2019? Prince KiiW Birthday Holiday on the 26th - Change to March 19th? April 23, 2019 May 28, 2019 June 25, 2019 July 23, 2019 August 27, 2019 September 24, 2018 October 22, 2019 *November 26, 2019 Thanksgiving Holiday on the 28th - Change to November 20th? *December 24, 2019? Christmas Eve on the 24th - Change to December loth or 17th? 606 �018-13