HomeMy WebLinkAbout2019_0226_CSC_PacketRichard Jose Members:
Chair Fely Faulkner
Elizabeth Hahn
Karen Matsumoto
Jeffrey Iida Vonnell Ramos
Vice Chair
COUNTY OF KAUA'I CIVIL SERVICE COMMISSION
NOTICE OF MEETING AND AGENDA
Tuesday, February 26, 2019
3:00 p.m. or shortly thereafter
Mo`ikeha Building, Liquor Conference Room 3
4444 Rice Street, Lihu'e, 11I 96766
CALL TO ORDER
ROLL CALL
APPROVAL OF MINUTES
Open Session Minutes of January 22, 2019
ACTING DIRECTOR'S REPORT
CSC 2019-02 2019 February
BUSINESS
CSC 2019-03 Discussion and possible action to change the 2019 meeting dates
from the fourth Tuesday to the first Tuesday of each month.
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.
An Equal Opportunity Employer
ES-004 Discussion and implementation of the hiring process to begin
selection of a Director of Human Resources. [ 12/ 11 / 18, 1 /22' 19]
a. Review first draft of the Director of Human Resources Position
Description.
b. Review timeline.
ES-005 Executive Session Minutes of January 22, 2019
RETURN TO OPEN SESSION
ANNOUNCEMENTS
Next Meeting: Tuesday, March 19, 2019 -- 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 -- February 26, 2019 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 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 Anela Segreti at
(808) 241-4910 or ase jreti &,,kauai. joy at least seven calendar days prior to the meeting.
Civil Service Commission - February 26, 2019 Page 13
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Minutes of Meeting
OPEN SESSION
Board/Commission:
CIVIL SERVICE COMMISSION
Meeting Date:
I January 22, 2019
Location
Mo'ikeha Building, Liquor Control Conference Room 3
Start of Meeting: 2:00 p.m.
I End of Meeting: 3:43 p.m.
Present
Chair Richard Jose. Vice Chair Jeffrey Iida. Members: Fely Faulkner, Elizabeth Hahn (arrived at 2:05 p.m.), Karen Matsumoto and
Vonnell Ramos.
Also: Deputy Attorney General Henry Kim. Deputy County Attorney Peter Morimoto (left at 2:11 p.m., arrived at 2:20 p.m. and left
at 2:30 p.m.). Acting Director of Human Resources Janine Rapozo (arrived at 2:05 p.m. and left at 2:11 p.m. and arrived at 2:20 p.m.
and left at 2:30 p.m.). Office of Boards and Commissions Staff. Administrator Ellen Ching, Administrative Specialist Anela Segreti
and Commission Support Clerk Sandra Muragin.
Excused
Absent
SUBJECT
DISCUSSION
ACTION
Call To
Chair Jose called the meeting to
Order/Roll Call
order at 2:00 p.m. with five
members present constituting a
quorum.
Approval of
Open Session Minutes of December 11 2018
Ms. Faulkner moved to approve
Minutes
the Open Session minutes of
Mr. Iida indicated to correct "Mr. Ramos as Chair" to "Mr. Jose as Chair" in the third paragraph,
December 11, 2018, as
under Business on page two.
amended. Mr. Iida seconded
the motion. Motion carried 5:0.
Acting
CSC 2019-01 2019 January
Director's
Report
Chair Jose called a recess at 2:02 p.m. and Commission Support Clerk Sandra Muragin left
to retrieve Janine Rapozo.
Commissioner Hahn arrived at 2:05 p.m.
Ms. Rapozo arrived and Chair Jose called the meeting back to order at 2:05 p.m.
Acting Director of Human Resources Janine Rapozo reviewed the Report for January with
Civil Service Commission
Open Session
January 22, 2019
Page 2
SUBJECT DISCUSSION ACTION
the Commission (on file). Ms. Rapozo reported that the Fire Fighters Association two year
contract would expire on June 30, 2019 and they are negotiating with an arbitrator to decide
on the award. They are also working with an arbitrator for the Hawaii Government
Employees Association (HGEA) Units 3, 4, 13 and 14 contracts that also expire June 30,
2019. She said HGEA will only work on each unit separately and this would lead to a long
negotiation process that would most likely not make it to the Legislature in time. Ms.
Rapozo said they hope to fill two vacancies in the HR Department which are, Assistant
Central Payroll Accountant and Personnel Management Specialist 11, by mid -February.
Ms. Faulkner asked for an update on the Police Chief position. Ms. Rapozo shared that they
are undergoing background checks and once that is completed the Police Commission will
decide which candidate gets a conditional offer that would require a psychological exam.
Ms. Faulkner asked how many applicants applied and if they were from Hawaii or out-of-
state. With the approval from Deputy County Attorney Peter Morimoto, Ms. Rapozo
responded that there were three out-of-state applicants left.
Ms. Rapozo and Mr. Morimoto left the meeting at 2:11 p.m.
With no further questions the Commission moved into Executive Session. Ms. Faulkner moved to go into
Executive Session. Ms. Hahn
seconded the motion. Motion
carried 6:0.
The meeting moved into
Executive Session at 2:11 p.m
Return to Open The meeting resumed in Open
Session Session at 2:19 .m.
ES-001 RFA 2018-04 Appeal Hearing
a. Appeal to the Civil Service Commission/Merit Appeals Board filed November 20
2018. f 11/27/181
Civil Service Commission
Open Session
January 22, 2019
Page 3
SUBJECT
DISCUSSION
ACTION
Ms. Rapozo and Mr. Morimoto entered the meeting room at 2:20 p.m. and sat at the witness
table.
Chair Jose thanked Ms. Rapozo for returning and explained that the Commissioners had
some questions.
Ms. Matsumoto asked if the internal complaint procedures were completed. Ms. Rapozo
stated that she was not prepared for the appeal hearing because she did not receive a
notification letter. She said based on the response letter from HR the appellant's documents
were reviewed and she sustained her decision to not accept his application.
Ms. Matsumoto asked if the appellant filed an internal complaint form and Ms. Rapozo
replied that she would need to check back with her staff. Ms. Matsumoto said that the appeal
is based on HR's policies and procedures and not whether the appellant qualified or not,
which is normally what is reviewed by the Commission. Ms. Rapozo said it was based on
the acceptance of a late application, to which Ms. Matsumoto said that is a policy process
and questioned why the Commission was now deciding on these types of appeals. Deputy
County Attorney Peter Morimoto said based on the question he moved to dismiss based on
lack of jurisdiction. Mr. Morimoto said he assumed the Commission had jurisdiction to hear
this appeal and on behalf of his client he would advocate that they had jurisdiction; however
they would have to rely on the advice from the Commissions attorney.
Chair Jose asked Ms. Rapozo if the appellant explained the complaint to her. Ms. Rapozo
said the appellant wanted HR to accept the application. Mr. Iida said on the appeal form the
appellant stated no knowledge of the ability to sign up for notices of promotional
opportunities. Ms. Rapozo replied that Unit 1 Collective Bargaining Agreement contract
Section 16.06.b.5, states they can submit a request to the HR Department to be notified of
any announcements for promotional opportunities. Based on Ms. Rapozo's response, Mr.
Iida said the appellant and the union was responsible for informing them of this service.
Civil Service Commission
Open Session
January 22, 2019
Page 4
SUBJECT
DISCUSSION
ACTION
Chair Jose asked Ms. Rapozo if the appellant discussed dismissing this appeal with her, to
which Ms. Rapozo said she did not communicate with the appellant.
Ms. Rapozo and Mr. Morimoto left the meeting at 2:30 p.m.
With no further questions the Commission moved into Executive Session.
Ms. Faulkner moved to go into
Executive Session. Mr. Ramos
seconded the motion. Motion
carried 6:0.
The meeting moved into
Executive Session at 2:30 p.m.
Return to Open
The meeting resumed in Open
Session
Session at 3:41 p.m.
Mr. Morimoto asked the Commission to ratify all actions taken by Commissioner Fely
Faulkner prior to being sworn in.
Mr. Iida moved to ratify all
actions taken by Commissioner
Fely Faulkner prior to taking the
Oath of Office. Ms. Hahn
seconded the motion. Motion
carried 6:0.
Announcements
Next Meeting: Tuesday, February 26, 2019 — 3:00 p.m., Mo'ikeha Building, Liquor
Conference Room 3.
Adjournment
With no objections, Chair Jose
adjourned the meeting at 3:43
p.m.
Civil Service Commission
Open Session
January 22, 2019
Submitted by:
Sandra Muragin, Commission Support Clerk
Page 5
Reviewed and Approved by:
() Approved as circulated.
() Approved with amendments. See minutes of meeting.
Richard Jose, Chair
DEPARTMENT OF HUMAN RESOURCES
ACTING DIRECTOR'S REPORT
TO THE
CIVIL SERVICE COMMISSION
FEBRUARY 2019
The arbitration with the Hawaii Fire Fighters Association (HFFA) finally came to a conclusion on
February 1, 2019. Once we receive the award from the neutral arbitrator, all jurisdictions will ask
for funding approval from their respective legislative bodies. All legislative bodies must approve
the funding for the award to take effect.
Neutral arbitrators have been selected for the various Hawaii Government Employees Association
(HGEA) Units 2, 3, 4, 13 and 14. Tentatively, the Maui Personnel Director will represent the
Employer group for Unit 13 and Kaua'i will represent the Employer group for Unit 14. Employer
representatives for the other units have not been finalized.
A couple of years ago, college intern Sharae Cua helped to develop a New Hire Video that is used
during On -Boarding with recently hired staff. During her winter break, Sharae was able to update
the video with the new Administration including Mayor Derek Kawakami as well as the various
new Department Heads.
With our current Safety and Driver Improvement Coordinator out on long term leave, it was
evident that backup is needed for this very specialized position. As such, a job posting for an
Equipment Operator Trainer was advertised in January to build coverage for this area temporarily
and in the long term. The department will be re-evaluating this component of the department to
determine how to best move forward and ensure coverage since unfortunately, there were no
applicants for the position.
Reina Kurisu will be joining the department as a Personnel Management Specialist II on February
16, 2019.
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Administrative Services and Benefits
• Staff attended internal training with Finance -Purchasing on the implementation of
electronic fund certifications for new contracts.
• New Hires: Automotive Mechanic I
Environmental Services Management Engineer
Equipment Operator II
Janitor II (2)
Laborer I (2)
Police Services Officer (3)
Real Property Account Clerk (exempt)
• Exit Interviews Conducted:
• TDI Applications
• Leave Sharing:
• Reference Checks:
• Employment Verifications:
• Transactions:
4of5
2 (1 approved/ I denied)
0
17
11
New Hires
16
Separations
5
Reallocations
8
Promotions
27
Demotions
0
Transfers
44
Pay Increase
284
Suspension
3
Leave Without Pay
0
Other
63
Seasonal
23
Classification and Pay and Labor Relations
• In line with the new Administration's vision, re -organizations and job re -descriptions are
being worked on based on the new Mayor's priorities.
• Reallocations Processed: Budget Analyst to Budget Administrator
Budget/Fiscal Specialist to Fiscal Officer II
Building Permit Clerk to Assistant Building Inspector
Civil Engineer III to Civil Engineer IV
Field Operations Clerk to Program Support Technician II (3)
Fire Fighter I to Fire Fighter Trainee (13)
Fire Fighter Trainee to Fire Fighter I (4)
2
Legal Clerk II to Deputy Prosecuting Attorney
Legal Clerk II to Legal Clerk III
Legal Clerk III to Senior Clerk
Procurement & Specifications Specialist I to Procurement
Clerk II
Procurement & Specifications Specialist V to Procurement &
Specifications VI
Procurement Technician II to Procurement & Specifications
Specialist II
Public Safety Communications Manager to Information
Technology Project Coordinator
Real Property Appraiser V to Tax Clerk
Secretarial Assistant to Council Services Assistant I (exempt)
• Desk Audits: Budget/Fiscal Specialist to Fiscal Officer II
Civil Engineer III to Civil Engineer IV
Legal Clerk II to Legal Clerk III
• New Classes Adopted: None
Recruitment and Exam
• Staff working with the Police Department to develop promotional examinations using new
resource material and questions developed by a third party vendor.
• Recruitments: Account Clerk
Accountant I
Accounting Assistant (exempt)
Assistant Water Plant Operator
Body & Fender Repairer
Building Inspector
Bus Driver (Substitute) (exempt)
Clerk -Dispatcher I (exempt)
Cold Case investigator (exempt)
County Auditor (exempt)
Departmental Contracts Officer
Deputy Prosecuting Attorney (exempt)
Electrician (Temporary) (exempt)
Emergency Services Dispatcher II (exempt)
Equipment Operator II
Equipment Operator III
Equipment Operator Trainer
Evidence Custodian Assistant (exempt)
Heavy Vehicle & Construction Equipment
Mechanic I
Laborer Working Supervisor
3 -
Mayor's Administrative Aide (exempt)
Meter Reader & Field Collections Representative
MVR Assistant Clerk (exempt)
Park Caretaker II
Payroll Specialist I
Personnel Support Clerk (exempt)
Procurement Clerk II
Program Specialist I (exempt)
Public Housing & Development Program Specialist III
(exempt)
Sexual Assault Forensic Nurse Examiner (SANE) (2)
(exempt)
Site Manager (exempt)
Solid Waste Worker II
Traffic Signs & Markings Crew Leader
Van Driver (Substitute) (exempt)
Vehicle Titles & Registration Technician
• Lists Referred to Departments: Accountant III
Accounting Assistant (exempt)
Building Permit Clerk
Bus Driver (Substitute) (2) (exempt)
Civil Engineer 1(2)
Clerk Dispatcher I (exempt)
Cold Case Investigator (exempt)
Council Services Assistant (3) (exempt)
Customer Services Representative I
Deputy Prosecuting Attorney (exempt)
Emergency Services Dispatcher I
Emergency Services Dispatcher II (exempt)
Golf Course Groundskeeper
Lead Pipefitter
Maintenance Worker II (2)
Mayor's Administrative Aide (exempt)
MVR Assistant Clerk (exempt)
Ocean Safety Officer I (2)
Personnel Support Clerk (exempt)
Police Services Officer
Program Specialist I (exempt)
Repair Shop Utility Worker
Senior Clerk (2)
Sexual Assault Forensic Nurse Examiner (SANE) (2)
(exempt)
Solid Waste Worker II
Supervising Building Plans Examiner
Traffic Sign Painter
4
• Written Exams Administered
• Performance Exams Administered
• Administrative Reviews:
Payroll
Wastewater Plant Operator Assistant
Bridge Maintenance Worker I (2)
Customer Service Representative
Emergency Services Dispatcher I
Maintenance Worker II (2)
Park Security Officer
Police Services Officer
Repair Shop Utility Worker (2)
Supervising Building Inspector
Supervising Building Plans Examiner
Ocean Safety Officer I
Solid Waste Worker II
Planner I/IUIII (approved)
Police Equipment Maintenance Coordinator
(approved)
• With the retirement of the Kauai Emergency Nlanagement Agency's Public Services
Secretary, payroll entries and accruals have been shifted to central payroll.
• Staff conducted a training with the Fire Department to review timesheet codes and move
towards greater efficiencies.
• Gross Payroll:
1.152019
$3,936,647
1 31 2019
$4,109,326
EUTF (Health Fund)
$2,052,892
ERS (Retirement)
$1,644,118
Social Security
$603,549
Medicare
$221,853
PTS SS Savings
$5,273
Employee Development and Health Services
• Ten (10) new workers' compensation claims were filed this month; nine (9) medical -only
claims, and one (1) indemnity claim. Staff followed up with departments to mitigate
hazards including changing out faulty equipment to prevent injuries and stressful situations
for employees.
• OSHA Logs and Summaries were completed and distributed to all departments for posting
from February 1 `-April 301n
• A supervisory training for the Fire Department was held for seven (7) newly promoted
Captains.
5
• Two (2) additional annual driver improvement trainings were held for five (5) employees
who failed to attend the regularly scheduled sessions in 2018. A total of eighty-seven (87)
employees were trained.
• Equipment/Driver Training: Ford F350 Dually (1 Public Works' employee)
Ford F350 Flatbed Truck (1 Public Works' employee)
HD 10 W Hamm Roller #421 (18 Parks' employees)
Forklift (3 Parks' and 4 Public Works' employees)
6
COUNTY OF KAUA`I
CIVIL SERVICE COMMISSION
2019 MEETING DATES
1 st Tuesday each Month at 3:00 p.m.
beginning April 2.
Liquor Conference Room 3
January 22, 2019
February 26, 2019
March 19, 2019
April 2, 2019
May 7, 2019
June 4, 2019
July 2, 2019
August 6, 2019
September 3, 2019
October 1, 2019
November 5, 2019
December 3 or 17, 2019
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