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Home My WebLink About2019_0319_CSC_PacketRichard Jose Members: Chair Fely Faulkner Elizabeth Hahn Karen Matsumoto Jeffrey Iida Vonnell Ramos Vice Chair Beth Tokioka COUNTY OF KAUA'I CIVIL SERVICE COMMISSION NOTICE OF MEETING AND AGENDA Tuesday, March 19, 2019 3:00 p.m. or shortly thereafter Mo`ikeha Building, Liquor Conference Room 3 4444 Rice Street, Lihu'e, 111 96766 CALL TO ORDER ROLL CALL APPROVAL OF MINUTES Open Session Minutes of February 26, 2019 ACTING DIRECTOR'S REPORT CSC 2019-04 2019 March BUSINESS CSC 2019-05 Discussion and possible action to change the content on future monthly reports from the 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 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-006 Discussion and implementation of the hiring process to begin selection of a Director of Human Resources. [12/11/18, 1/22/19, 2/26/ 191 a. Possible formation of a permitted interaction group (PIG) pursuant to Hawaii Revised Statutes Section 92-2.5(b)(1-2) to review and discuss applications and resumes received by the Human Resources Department for the Director of Human Resources position. b. Acting Human Resources Director to review details, timelines and responsibilities for the Option #2 timeline. ES-007 Executive Session Minutes of February 26, 2019 RETURN TO OPEN SESSION ANNOUNCEMENTS Start of revised schedule, first Tuesday of each month. Next Meeting: Tuesday, April 2, 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. Civil Service Commission — March 19, 2019 Page 12 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 Uhu`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�,-yeti o kauai.gov at least seven calendar days prior to the meeting. Civil Service Commission - March 19, 2019 Page 13 The Civil Service Commission Open Session Minutes of February 26, 2019 will be completed, and distributed at the meeting. DEPARTMENT OF HUMAN RESOURCES ACTING DIRECTOR'S REPORT TO THE CIVIL SERVICE COMMISSION MARCH 2O19 In preparation for the Employer -Union Trust Fund (EUTF) open enrollment in April, the Employer group is working with all unions to come to an agreement on the cost share amounts between the Employer and employee for health care premiums. EUTF premiums are non- negotiable and therefore, if an agreement cannot be reached, the State legislature is tasked with setting the cost share amounts based on recommendations received by both the Employer group and the unions. Due to the lack of qualified journey level applicants for trade positions, the Department held an initial meeting with the Department of Public Works, the Department of Parks and Recreation and the Water Department to discuss the possibility of starting an apprenticeship program for the County of Kaua'i. While there definitely was interest, many are concerned about retention of employees once trained. The next steps will be to review current apprenticeship programs in other jurisdictions and form a committee to develop a program acceptable for Kaua'i County. While the Department continues to work with the Fire Commission to select a new Fire Chief, the Police Commission selected Todd Raybuck as their next Police Chief. Mr. Raybuck will be starting in mid -April and as such, the Department is working with him to complete all necessary new hire paperwork prior to his first day. Plans are underway for the 2018 Employee Recognition Banquet to be held at the Veteran's Center on April 26, 2019. Twenty-four (24) employees were selected as "Employee of the Year" for their respective departments and will be recognized at the banquet. Erin Takekuma, HR Specialist III was selected from the HR Department. In addition, Doris Agbulos, Payroll Specialist II (25 years), Steven Carvalho, Safety and Driver Improvement Coordinator (30 years), and Ken Villabrille, Central Payroll Accountant (retiree and 40 years) will also be honored from HR. 0,hc, z tq -o4 Administrative Services and Benefits • Currently working on renewing contract for Employee Assistance Program (EAP) services with WorkLife Hawaii as well as extending contract for Flexible Spending Third Party Administrator (TPA) services with Total Administrative Services Corporation (TASC). • New Hires: Accountant III Council Services Assistant I (2) (exempt) Deputy Prosecuting Attorney (exempt) Emergency Services Dispatcher I Personnel Management Specialist II Senior Clerk Solid Waste Worker II Wastewater Plant Operator Assistant • Exit Interviews Conducted: 1 of 1 • TDI Applications l(approved) • Leave Sharing: 0 • Reference Checks: 11 • Employment Verifications: 8 • Transactions: New Hires 10 Separations 3 Reallocations 8 Promotions 3 Demotions 1 Transfers 3 Pay Increase 40 Suspension I Leave Without Pay 0 Other 84 Seasonal 0 Classification and Pay and Labor Relations • In preparation for the upcoming arbitrations for the various Hawaii Government Employees Association (HGEA) units (2, 3, 4, 13, and 14), an Employer caucus was held in February to discuss various strategies, EUTF rates, arbitrators selected and available dates, etc. • Reallocations Processed: Accountant II to Accountant III Administrative Specialist II to Program Specialist III Departmental Personnel Assistant I to Departmental Personnel Assistant II 2 Emergency Management Staff Officer to Program Support Technician II Executive Assistant to the Mayor to Program Administrative Officer II Fire Fighter I to Fire Fighter Trainee (5) Fire Fighter Trainee to Fire Fighter I (17) Laborer II to Laborer I Legal Clerk 11 to Legal Clerk III Liquor Control Investigator I to Liquor Control Investigator II Liquor Control Investigator II to Liquor Control Investigator III Liquor Control Investigator Trainee to Liquor Control Investigator I MVR Assistant Clerk to Deputy County Attorney MVR Assistant Clerk to Senior Clerk MVR Assistant Clerk to Vehicle Titles & Registration Technician Ocean Safety Officer I to Ocean Safety Officer II Ocean Safety Officer II to Ocean Safety Officer I (3) Planner III to Planner IV Planner V to Public Housing & Development Program Specialist III Planner VI to Planner II Pool Guard to Senior Pool Guard (2) Program Specialist III to Assistant Executive on Transportation Real Property Appraiser III to Real Property Appraiser IV (2) Recreation Worker II to Recreation Worker I Senior Pool Guard to Recreation Leader III Tax Clerk to MVR Assistant Clerk Van Driver (Sub) to Bus Driver (Sub) • Desk Audits: Departmental Personnel Assistant I to Departmental Personnel Assistant II Legal Clerk II to Legal Clerk III Liquor Control Investigator Trainee to Liquor Control Investigator I • New Classes Adopted: Assistant Executive on Transportation Recruitment and Exam • A training has been scheduled with the State of Hawaii, Labor Relations Division to discuss "shortage differentials" for hard to fill positions including the steps involved and the approvals required. 3 • Recruitments: Accountant I Accountant III (exempt) Assistant Executive on Transportation (exempt) CZM Subdivision Management Specialist (exempt) Deputy Prosecuting Attorney (exempt) Electrician (temporary) (exempt) Emergency Services Dispatcher II (exempt) Executive Assistant to the Mayor (exempt) Heavy Vehicle & Construction Equipment Mechanic Investigator (exempt) Janitor Working Supervisor Land Use Permit Technician Mayor's Administrative Aide (exempt) MVR Assistant Clerk (exempt) Pool Guard Program Administrative Officer II (exempt) Program Specialist III (exempt) Program Support Technician II Real Property Tax Clerk (exempt) Recreation Worker I Refuse Collection Equipment Operator Senior Pool Guard Site Manager (exempt) Solid Waste Worker I Spring Fun Program (exempt) Tax Collections Supervisor TVR Permit Enforcement Research Specialist (exempt) Lists Referred to Departments: Accountant I (2) Accountant III (exempt) Assistant Executive on Transportation (exempt) Assistant Water Plant Operator Body and Fender Repairer Building Inspector Bus Driver (substitute) (exempt) Civil Engineer VI CZM Shoreline Subdivision Management Specialist (exempt) Departmental Contracts Officer Deputy County Attorney (exempt) Deputy Prosecuting Attorney (exempt) Electrician (temporary) (exempt) Emergency Services Dispatcher I Emergency Services Dispatcher II (exempt) 4 Executive Assistant to the Mayor (exempt) Investigator (exempt) Janitor II Laborer Working Supervisor Mayor's Administrative Aide (exempt) MVR Assistant Clerk (exempt) Pipefitter Planner II Police Services Officer Procurement Clerk II Program Administrative Officer II (exempt) Program Specialist II (exempt) Program Support Technician II Public Housing & Development Program Specialist (exempt) Real Property Tax Clerk (exempt) Senior Clerk Site Manager (exempt) Spring Fun Program (exempt) TVR Permit Enforcement Research Specialist (exempt) Van Driver (substitute) (exempt) Vehicle Titles and Registration Technician • Written Exams Administered: Account Clerk Bridge Maintenance Worker I Emergency Services Dispatcher I Laborer Working Supervisor Park Security Officer 1(2) Police Services Officer Traffic Signs & Markings Crew Leader • Performance Exams Administered: None • Administrative Reviews: Maintenance Worker II (sustained) Senior Clerk (accepted) Vehicle Titles & Registration Technician (accepted) Payroll Pilot program for PDF fillable timesheets implemented for Ocean Safety Officers at the Kealia Tower at the end of February. Goal of the pilot was for timesheets to be submitted quicker due to the short window for payroll processing. Central Payroll Accountant continues to analyze the needed duties of the division before posting for the vacant Assistant Central Payroll Accountant position. • Gross Payroll: 2/15/2019 $3,834,520 2/28/2019 $3,739,271 EUTF (Health Fund) $2,061,349 ERS (Retirement) $1,629,710 Social Security $580,493 Medicare $213,914 PTS SS Savings $5,635 Employee Development and Health Services • Six (6) new workers' compensation claims were filed this month; two (2) medical -only claims, three (3) indemnity claims and one (1) controverted claim. • Bi-monthly reviews for twenty (20) 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. 6