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HomeMy WebLinkAbout2019_0702_CSC_PacketRichard Jose Members: Chair Fely Faulkner Elizabeth Hahn Vonnell Ramos Jeffrey Iida Beth Tokioka Vice Chair Ricky Watanabe COUNTY OF KAUA'I CIVIL SERVICE COMMISSION NOTICE OF MEETING AND AGENDA Tuesday, July 2, 2019 3:00 p.m. Hawaii Standard Time or shortly thereafter Mo`ikeha Building, Liquor Conference Room 3 4444 Rice Street, Lihu'e, 11I 96766 Oath of Office for newly appointed Commissioner Ricky R. Watanabe, 1st Term ending 12131122. CALL TO ORDER ROLL CALL APPROVAL OF MINUTES a. Open Session Minutes of June 4, 2019 ACTING DIRECTOR'S REPORT CSC 2019-12 Acting Director's Reports, Announcements and Pertinent Updates for the June 2019 period. a. Labor contracts and negotiations b. Administrative Services and Benefits c. Classification and Pay and Labor Relations d. Recruitment and Exam e. Payroll f. Employee Development and Health Services COMMUNICATIONS CSC 2019-13 Communication dated May 30, 2019 from Acting Human Resources Director Janine Rapozo to Boards and Commissions Administrator Ellen Ching regarding Pay Adjustment Requests for Commission -Appointed Officers. An Equal Opportunity Employer BUSINESS CSC 2019-14 Discussion and implementation of the hiring process to begin selection of a Director of Human Resources. [ 12' 11,18, 1 /22/19, 2/26/19, 3/19/19, 412i19, 517119, 614119] a. Report from Human Resources on advertisement update and placement. b. Update from Boards and Commissions on the receipt of applications. c. Review and possible approval of the Criteria Scoring Worksheets. EXECUTIVE SESSION Pursuant to Hawaii Revised Statutes §§92-4, 92-5 (a) (2) (4), 92-9 (a) (1-4) and (b) the purpose of this Executive Session is to receive and approve Executive Session minutes, and to discuss the hiring of a new Director of Human Resources and other related matters where consideration of matters affecting privacy will be involved, and to consult with the Commission's legal counsel on questions and issues pertaining to the Commission's and County's powers, duties, privileges, immunities, and'or liabilities as they may relate to this agenda item. (On -going) ES-010 Executive Session Minutes of June 4, 2019 ES-011 Discussion and implementation of the hiring process to begin selection of a Director of Human Resources. (On -going) ANNOUNCEMENTS Next Meeting: Tuesday, August 6, 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 Todd Jenson Civil Service Commission - July 2, 2019 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 testimon 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 auxiliary aid/service, other accommodation due to a disability, or an interpreter for non-English speaking persons, please contact the Office of Boards and Commissions at (808) 241-4917 or asggreti(� kauai.gvt as soon as possible. Requests made as early as possible will allow adequate time to fulfill your request. Upon request, this notice is available in alternate formats such as large print, Braille, or electronic copy. Civil Service Commission - July 2, 2019 Page 13 COUNTY OF KAUAI Minutes of Meeting OPEN SESSION q'R�AfTlifu���'��r��C�l Board/Commission: CIVIL SERVICE COMMISSION Meeting Date: I June 4, 2019 Location Mo'ikeha Building, Liquor Control Conference Room 3 Start of Meeting: 3:00 P.M. End of Meeting: 4:28 p.m. Present Chair Richard Jose. Vice Chair Jeffrey Iida. Members: Fely Faulkner, Beth Tokioka and Vonnell Ramos. Also: First Deputy County Attorney Nicholas Courson, Deputy County Attorney Todd Jenson and Deputy County Attorney Andrew Michaels. Acting Director of Human Resources Janine Rapozo (left at 3: SS p.m.). Deputy County Clerk Scott Sato (left at 3: 08 p.m.). Office of Boards and Commissions Staff. Administrator Ellen Ching and Commission Support Clerk Sandra Muragin. Excused Commissioner Elizabeth Hahn. Absent SUBJECT DISCUSSION ACTION Call To Chair Jose called the meeting to Order/Roll Call order at 3:00 p.m. with five members constituting a quorum. Approval of Open Session Minutes of May 7 2019 Mr. Iida moved to approve the Minutes Open Session minutes of May 7, 2019, as circulated. Ms. Faulkner seconded the motion. Motion carried 5:0. Acting CSC 2019-09 Acting Director's Reports, Announcements and Pertinent Updates for the Director's May 2019 period. Report a. Labor contracts and negotiations b. Administrative Services and Benefits C. Classification and Pay and Labor Relations d. Recruitment and Exam e. Payroll f. Employee Development and Health Services Acting Director of Human Resources Janine Rapozo reviewed the May report with the Commission (on file). The Hawaii Government Employee Association (HGEA) bargaining Civil Service Commission Open Session June 4, 2019 Page 2 SUBJECT DISCUSSION ACTION units 2, 3, 4, 13 & 14 will be without a contract from July; the first arbitration is scheduled in September and the Hawaii Fire Fighters Association unit 11 award is up for committee hearing tomorrow at the County Council. Ms. Tokioka asked for clarification on the United Public Workers (UPW) contract. Ms. Rapozo explained that two years ago UPW entered into a four year contract that included a re -opener stipulation after the second year. This re -opener stipulation was an agreement for an extra 1.2% raise in January 2020 and January 2021 and was not approved by the County Council. Final reading is scheduled in July. A correction was made on the second bullet under Employee Development and Health Services, the parenthesis number was listed as 190 and it should be 19. Communications CSC-2019-10 Communication dated May 7, 2019 from Mayor Derek S.K. Kawakami to Chair Richard Jose and Members of the Civil Service Commission regarding Salary Ms. Tokioka moved to receive Resolution No. 2019-1. the communication dated May 7, 2019 from Mayor Derek S.K. Administrator Ellen Ching explained to the Commission that department heads who directly Kawakami. Mr. Iida seconded report to Mayor Kawakami would need to complete one year of work and receive a the motion. favorable evaluation before a pay raise would be considered. The communication clarifies Mayor Kawakami's position on the recent passing of the Salary Resolution and a request for the Commission to consider taking the same approach. With no further discussion, Chair Jose called for the question. Motion carried 5:0. Business CSC-2019-11 Discussion and implementation of the hiring process to begin selection of a Director of Human Resources. [12/11/18, 1/22/19, 2/26/19, 3/19/19, 4/2/19, 5/7/19] a. Review and possible approval of the second draft advertisement from Human Resources Department for the Director of Human Resources. b. Discussion on the schedule of July meeting dates for the Permitted Interaction Group (PIG). c. Possible formation of a permitted interaction group (PIG) pursuant to Hawaii Civil Service Commission Open Session June 4, 2019 Page 3 SUBJECT I DISCUSSION I ACTION Revised Statutes Section 92-2.5(b)(1-2) which scope of duties may include. i. Screen and review applications to eliminate the applicants that do not meet the minimum criteria. ii. Interview finalist and complete scoring package. Ms. Ching explained that she has had discussions with Ms. Rapozo regarding concerns on routing applications to the Human Resources Department. In the best interest of this Commission and to eliminate any potential preference or allegations of unfair and unequal treatment the applications would be sent directly to the Office of Boards and Commissions. Ms. Ching reiterated previous actions taken by the Commission; 1. The Commission approved Option 2, which was to form a Permitted Interaction Group (PIG) whose scope of duties included review applications and arrange in ranking order based on criteria score. 2. The Commission agreed to advertise for 30 days. Option 2 outlined a nine month timeline. The Commission discussed with Ms. Rapozo the various dates for the advertisement and agreed to start on Sunday, June 16 to Tuesday, July 16. The Commission discussed the verbiage in the second draft advertisement and agreed to change the last sentence from "no later than" to "must be received no later than." First Deputy County Attorney Nicholas Courson reminded Commission that the previous motion approved the second draft advertisement and if they wanted to now amend the advertisement, a motion to reconsider would annul the first motion. Ms. Faulkner moved to approve the second draft advertisement from Human Resources Department for the Director of Human Resources. Ms. Tokioka seconded the motion. Motion carried 5:0 Civil Service Commission Open Session June 4, 2019 Page 4 SUBJECT DISCUSSION ACTION Mr. lida moved to reconsider the motion to approve the second draft advertisement from Human Resources Department for the Director of Human Resources. Ms. Faulkner seconded the motion. Motion carried 5:0 Mr. lida moved to amend the second draft advertisements last sentence as follows; To apply for this exceptional career opportunity, submit proof of a motor vehicle operator's license and resume must be received no later than (date). Ms. Tokioka seconded the motion. Motion carried 5:0. Ms. Faulkner moved to approve the advertisement with the amendments. Mr. lida seconded the motion. Motion Ms. Rapozo passed out a document that listed 10 different advertising options with carried 5:0. information and cost. The Commission reviewed the list and through their discussion with Ms. Rapozo they approved to place the advertisement in items 1, 2, 3, 4, 7 and 8. They Ms. Tokioka moved to approve declined to advertise in 5, 6, 9 and 10. the following advertisement options from the list that was handed out by the Acting Civil Service Commission Open Session June 4, 2019 Page 5 SUBJECT DISCUSSION ACTION Director of Human Resources; 1. County of Kauai website 2. Other County/State jurisdictions 3. Society of Human Resource Management — Hawai `i 4. Society of Human Resource Management — National. Standard Posting. 7. Garden Island Newspaper 8. Star Advertiser & Midweek Ms. Faulkner seconded the Mr. Ramos suggested the Commission consider the Preferred Feature Posting on option motion. item #4 Society of Human Resource Management National, which included additional advertisement instead of the Standard Posting. Mr. Ramos moved to amend the motion to include the Preferred Feature Posting instead of the With no second, the motion made by Mr. Ramos died. Standard Posting. With no further discussion, Chair Jose returned to the main motion and asked the question. Motion carried 5:0 Mr. Courson stated that the PIG could decide on their meeting dates and communicate it with the Office of Boards and Commissions outside of a meeting. It would not need to be discussed in a scheduled meeting. They also decided to not form another PIG. The Commission agreed that the full Commission would interview finalist and complete the Civil Service Commission Open Session June 4, 2019 Page 6 SUBJECT DISCUSSION ACTION scoring package. Pursuant to Hawaii Revised Statutes §§92-4 and 92-5 (a) (2) (4) the purpose of this executive session is for the Commission to discuss the hiring of a new Director of Human Resources and other related matters where consideration of matters affecting privacy will be involved, and to consult with the Commission's legal counsel on questions and issues pertaining to the Commission's and the County's powers, duties, privileges, immunities, Ms. Ching read the Hawaii and/or liabilities as they may relate to this agenda item. Revised Statutes to move the meeting into Executive Session. Mr. Iida moved to enter into Executive Session. Ms. Tokioka seconded the motion. Motion carried 5:0. At 3:56 p.m. the Commission entered into Executive Session. Announcements Next Meeting: Tuesday, July 2, 2019 — 3:00 p.m., Mo'ikeha Building, Liquor Conference Room 3. Adjournment With no objections, Chair Jose adjourned the meeting at 4:35 p.m. Submitted by: Sandra Muragin, Commission Support Clerk () Approved as circulated. () Approved with amendments. See minutes of Reviewed and Approved by: meeting. Richard Jose, Chair DEPARTMENT OF HUMAN RESOURCES ACTING DIRECTOR'S REPORT TO THE CIVIL SERVICE COMMISSION JUNE 2019 The hearing at the County Council for the Hawaii Firefighters Association (HFFA) arbitration award was deferred on June 51h to June 19`h as only four (4) councilmembers were present. After much discussion and testimony from members of the HFFA negotiating committee, the bill passed out of committee by a 4-2 vote. We anticipate the bill to pass final reading on June 261h and have therefore begun to prepare the necessary payroll certifications for pay raises effective July 1 S` The bill for the United Public Workers (UPW) union's negotiated settlement is currently scheduled for public hearing on June 26`h. Final reading should be on July 17`h The ad for the Director of Human Resources was posted on the County of Kaua'i's website, other County jurisdictions' websites, the State of Hawaii website, advertised in the Garden Island, Star Advertiser, Midweek and the Society of Human Resource Management (SHRM) Hawaii and National websites. Deadline for applications is July 191h The "Everything DISC Workplace" workshop was presented to all Department Heads and Deputies earlier in the month. The DiSC model provides a simple tool for individuals to understand their own workplace priorities and preferences and how to connect better with colleagues whose priorities and preferences may differ. The fiscal year 2019-2020 budget was approved and with it, the EEO Officer ADA Coordinator position that is currently housed in the Mayor's office was moved to the HR Department. With the move, the position will change from an exempt (appointed) hire to a civil service position. As such, the civil service position was posted and interviews were held earlier in the month. A job offer is forthcoming for the position to start with the HR Department on July 1 ". ('�C 2ol°I, I;� Administrative Services and Benefits • Two (2) informational sessions regarding the County's Flexible Spending benefit was held in May. Thirteen (13) employees attended the sessions that coincided with open enrollment. A total of one hundred fifty (150) employees enrolled in flex spending for the plan year beginning on July Is. • Staff members attended a notary briefing informational meeting to learn about updates to the requirements of being a notary public. • New Hires: Administrative Support Clerk (exempt) Housing Self -Sufficiency Specialist I (exempt) Off -Duty Clerk (exempt) Pipefitter Helper Project Manager (exempt) Senior Clerk Solid Waste Worker I • Exit Interviews Conducted: 1 of 2 • TDI Applications 2 (1 approved/1 denied) • Leave Sharing: 0 • Reference Checks: 7 • Employment Verifications: 9 • Transactions: New Hires 7 Separations 2 Reallocations 5 Promotions 3 Demotions 0 Transfers 1 *Pay Increase 419 Suspension 2 Leave Without Pay 0 **Other 58 Seasonal 0 *Includes pay adjustments due to across the board increases effective May 1, 2019 per the Unit 1 collective bargaining agreement. **Other includes miscellaneous change forms (expense distribution changes, schedule changes, personal data changes, etc.), end of extension of temporary reallocations, add/delete pay codes, termination/rehire 89-day appointments and exempt appointments, amended payroll certifications, extension of initial probation, rescinded payroll certifications, etc. a Classification and Pay and Labor Relations • Grievance hearings were held with SHOPO and UPW regarding violation of the time limitation on administrative investigations and for failure to promote a senior employee. The Department sustained both grievances and the unions will now decide to proceed to arbitration if desired. • Reallocations Processed: Bus Driver to Utility Worker (exempt) Bus Driver (Substitute) to Utility Worker (exempt) Clerical Assistant to Administrative Support Assistant Laborer I to Laborer II Laborer II to Laborer I Meter Reader and Field Collection Representative to Meter Reader I Police Officer I to Police Services Officer Police Officer II to Police Officer I Project Assistant to Civil Engineer III Real Property Appraiser V to Real Property Appraiser VI Senior Clerk to Program Support Technician I Senior Clerk to Vehicle Titles and Registration Technician I • Desk Audits: Senior Clerk to Program Support Technician I • New Classes Adopted: None Recruitment and Exam • Due to the absence of our Safety and Driver Improvement Coordinator, the Big Island graciously sent over their Trainer to assist with performance testing for new hires. As a result, an Equipment Operator III and a Solid Waste Worker II were hired. • Both the Payroll Specialist I and Safety and Driver Improvement Coordinator positions for the HR Department were re -posted due to a lack of applicants. • Recruitments: Accounting Assistant (exempt) Administrative Support Assistant Background Investigator (exempt) Bus Driver (substitute) (exempt) Construction Inspector III Customer Service Representative I Departmental Accounting Technician Derelict/Abandoned Vehicle Coordinator Economic Development Specialist IV (exempt) EEO Officer'ADA Coordinator Emergency Services Dispatcher II (exempt) Grants Specialist I Grants Specialist II Information Technology Program Coordinator Investigator (exempt) Maintenance Worker I Payroll Specialist I Personnel Support Clerk (exempt) Public Housing and Development Program Specialist III (exempt) Public Information Officer Safety and Driver Improvement Coordinator Senior Motor Vehicle Financial Responsibility Clerk Solid Waste Program Engineer Tax Collection Supervisor Traffic Marker TVR Permit Enforcement Research Specialist (exempt) Van Driver (substitute) (exempt) Vehicle Titles and Registration Technician II Waterworks Inspector I • Lists Referred to Departments: Account Clerk Accounting Assistant (exempt) Administrative Support Assistant Background Investigator (exempt) Bridge Maintenance Worker I Bus Driver (substitute) (exempt) Civil Engineer II Clerk -Dispatcher I (exempt) Construction Inspector III Economic Development Specialist IV (exempt) Emergency Services Dispatcher I Emergency Services Dispatcher II (exempt) Equipment Operator III Field Operations Clerk (exempt) Investigator (exempt) Ocean Safety Officer I Park Maintenance Administrator Public Housing and Development Program Specialist III (exempt) Summer Youth Program (exempt) TVR Permit Enforcement Research Specialist (exempt) Utility Worker (exempt) Van Driver (substitute) (exempt) • Written Exams Administered: Account Clerk (2) Emergency Services Dispatcher I (3) 4 • Performance Exams Administered • Administrative Reviews: Payroll Janitor Working Supervisor Park Security Officer I Police Lieutenant Police Sergeant Police Services Officer (2) Senior Pool Guard Tax Collections Supervisor Utility Worker Equipment Operator III Solid Waste Worker I Account Clerk (sustained) Emergency Management Staff Specialist II (accepted) Fiscal Officer (sustained) Park Maintenance Administrator (3 accepted) • Staff visited all shifts at all Fire stations to go over revised payroll forms and address any issues and concerns. In a long run, this proactive approach to dealing with timesheets and payroll issues should make data entry more efficient as correct information should be received from the outset. • Effective July I'`, maintenance of employee leave accruals (vacation, sick and comp time) for Council Services, County Attorney, Prosecuting Attorney, Economic Development and Liquor Departments will be handled centrally with the payroll division. • Working with the Employee Retirement System (ERS) to correct inaccurate retirement codes resulting mainly due to new hires that transfer from other jurisdictions who were already part of the ERS and should have remained in that particular retirement plan. • Gross Payroll: 5/15 2019 $3,841,144 5/31:2019 $3,819,332 EUTF Health Fund) $2,050,339 ERS (Retirement) $1,647,556 Social Security $294,296 Medicare $105,753 PTS SS Savings $4,503 Employee Development and Health Services Six (6) new workers' compensation claims were filed this month; all were medical -only claims. 5 • Worked with various departments on investigating discrimination/hostile work environment complaints as well as with various ADA accommodation requests. DEPARTMENT OF HUMAN RESOURCES THE COUNTY OF KAUA'I ell _ °a c DEREK S. K. KAWAKAMI, MAYOR o P MICHAEL A. DAHILIG, MANAGING DIRECTOR May 30, 2019 TO: Ellen Ching, Boards & Commissions Administrator JANINE M.Z. RAPOZO ACTING DIRECTOR FROM: Janine M.Z. Rapozo, Acting Director of Human Resources SUBJECT: Pay Adjustment Requests for Commission -Appointed Officers 0 Pursuant to Salary Resolution 2019-1 (attached), increases to the maximum salaries of certain officers and employees will take effect on July 1, 2019. The resolution states that the respective appointing authority may set the salary of any new or existing non- elected appointee at a figure lower than the figure established for the position. If the appointing authorities wish to adjust their appointees' salaries, they may do so via submission of a memorandum specifying the new salary amount for each appointee and confirmation of the approval by the respective Board/Commission for the pay adjustment. Attached is a sample memorandum that may be used for this purpose. Please inform the respective Board/Commissions (i.e., Water, Fire, Police, Liquor, Civil Service, and Planning) of this process and provide them the attached sample memorandum. If you have any questions, please contact Jill Niitani of my office at 241-4929. Enclosure www.kauai.gov 4444 Rice Street Suite 140 • Lihu'e, Hawaii 96766 • (808) 241-4956 (b) • (808) 241-6593 (� An Equal Opportunity Employer At All — I '� SALARY COMMISSION COUNTY OF KAUA' I R C.5 10 t tt t t" 0 11 Na,o,9, RESOLUTION RELATING TO THE SALARIES OF CERTAIN OFFICERS AND EMPLOYEES OF THE COUNTY OF KAUA`I WHEREAS, pursuant to Section 29.01 of the Kauai County Charter, the Salary Commission establishes the maximum salaries of all elected and appointed officers as defined in Section 23.01 D of the Charter, BE 1T RESOLVED by the Salary Commission of the County of Kauai, State of Hawaii, that the maximum salaries of certain officers of the County of Kauai are established as follows: Article 1. Salaries of Certain Officers and Employees Part 1. Effective as of July 1, 2019, the maximum salaries, payable semi-monthly, of certain officers and employees shall be as follows: Position Maximum Annual Salary Mayor $142,062 Director of Finance $128,460 Deputy Director of Finance $123,318 Director of Human Resources $123,318 Planning Director $128,460 Deputy Planning Director $117,912 Director of Economic Development $117,912 Director of Liquor Control $117,912 Director of Parks & Recreation $128,460 Deputy Director of Parks & Recreation $123,318 Director of Housing/Human Concerns $123,318 Boards and Commissions Administrator $117,912 County Clerk $128,460 Deputy County Clerk $123,318 County Auditor $128,460 C 2019-65 Part 2. Effective as of July 1, 2019, the maximum salaries, payable semi-monthly, of the following officers and employees shall be as follows: Maximum Position Annual Salary Managing Director $137,022 County Engineer $137,022 Deputy County Engineer $123,318 County Attorney $137,022 First Deputy County Attorney $123,318 Deputy County Attorney $117 912 Prosecuting Attorney $137,022 First Deputy Prosecuting Attorney $123,318 Deputy Prosecuting Attorney $117,912 Manager and Chief Engineer, $137,022 Department of Water Deputy Manager -Engineer, $123,318 Department of Water Fire Chief $137,022 Deputy Fire Chief $123,318 Chief of Police $137,022 Deputy Chief of Police $123,318 Fl � ` Part 3. Effective at twelve o'clock meridian on December 1, 2020, as required by Kauai County Charter Section 29.05, the annual salaries, payable semi-monthly, of the Kauai County Council shall be as follows: Maximum Position Annual Salary Council Chair $76,452 Councilmembers $67,956 Article II. Maximum Salaries. The respective appointing authority may set the salary of any new or existing non -elected appointee at a figure lower than the figure established for the position in this Resolution. Elected officers may voluntarily accept a salary lower than the maximum salary established by this Resolution for their position or may voluntarily forego accepting a salary. Article III. Severability. If 5 or more councilmembers vote to reject any part of this Resolution, the other parts of this Resolution not so rejected shall not be affected thereby. If the application of this Resolution or any of its provisions to any persons or circumstance is held invalid by a court of law, the application of this Resolution and its provisions to other persons or circumstances shall not be affected thereby. 2 C 2019-65 Article IV. Transmittal of Salary Resolution. The County Clerk shall transmit to the Salary Commission, Mayor, Finance Director, and Human Resources Director a final approved copy of the resolution and note any rejected portions thereto within thirty (30) days after the effective date of this resolution. Adopted by the Salary Commission at its meeting on March 7, 2019. enn Rainforth, Chair Robert Cr ell, Vice Chairl Trinette Kaui J An Shimamoto 4 C 2019-65 **LETTERHEAD** MEMORANDUM TO: Janine M.Z. Rapozo, Acting Director of Human Resources FROM: Mary K. Hertog, Chair DATE: July 1, 2019 SUBJECT: PAY ADJUSTMENT FOR CHIEF TODD RAYBUCK At the May 31, 2019 Police Commission meeting, the members of the Commission voted to implement a pay adjustment for Police Chief, Todd Raybuck from his current annual salary amount to $137,022, We respectfully request the increase to be effective July 1, 2019. Thank you. An Equal Opportunity Employer Option #2: Select Committee — Permitted Interaction Group Month #1: Agenda Item: Appoint Select Committee -Permitted Interaction Group (PIG) Inform HR to advertise for position Month #2: HR to advertise for position Month #3: PIG to review applications/resumes Send applications/resumes to HR for review of qualifications Month #4: HR review of candidates Eligible list of qualified candidates to PIG; if necessary, narrow list to selected finalists. PIG select finalists for interview. Month #5: Agenda Item: PIG Interview Finalists PIG Discuss and prepare report/recommendation to Civil Service Commission Month #6: Agenda Item: PIG presents report/recommendations; Commission can accept the report/recommendations or if necessary, choose to interview finalist (entire Commission) Month #7: Agenda Item: Full Commission to interview finalists (if needed) Month #8: Agenda Item: Full Commission to Vote on selection of new HR Director. HR to make offer. Month #9: New HR Director starts. 61M aol9�`� COUNTY OF KAUA' I POSITION DESCRIPTION DIRECTOR OF HUMAN RESOURCES I. Job Purpose This position is responsible to the Civil Service Commission for the strategic human resources planning to provide the County with a human resources management program conducive to the County's overall goals and objectives and in accordance with the County Charter. This position works with the Mayor and other members of the Mayor's cabinet to ensure the County's compliance with laws, rules, and administrative rulings of governmental organizations and other regulatory and advisory authorities relative to human resources management and equal opportunities. As a cabinet level position, this position may be called upon by the Mayor or Managing Director to serve in various capacities outside the realm of human resources management. As an example, this position may be assigned to County or state-wide ad hoc committees or other entities. II. Essential Duties and Responsibilities Plans, directs and implements all aspects of the County's human resources management program including but not limited to recruitment, placement, classification and compensation, training and employee relations, labor relations .'collective bargaining, maintenance of personnel records and reports, incentive and service awards, health and safety, organizations and staffing, and Equal Employment Opportunity Affirmative Action Programs. Receives advice from and reports to the Civil Service Commission on issues and problems relating to personnel and human resources administration. Responsible for the County's recruitment program which includes establishing a new hire orientation program, identifying the needs of the various departments, develop and implement strategies to meet those needs, evaluating outcomes and filling positions with qualified and competent individuals. Ensures the timely and appropriate filling of vacancies that conform to applicable laws, rules, and collective bargaining agreements. Coordinates compensation and benefits program that will attract and retain qualified individuals. Oversees the position classification, compensation and benefits program for the County; ensures accurate and current description and classification of positions in accordance with established specifications; initiate new and revised class specifications to meet the needs of new and revised functions and responsibilities, the analysis of job requirements, staffing patterns, class specifications, and organization charts in the review of positions within the County of Kauai. Reviews proposed organization changes and the preparation of Position Description DHR-Final Draft Approved 2.26.19 - Page l of 3 justifications for reorganization as required. Provides department heads with the necessary support and guidance to achieve desired organizational effectiveness. Responsible for the employee development and training programs; analyzes training needs with department managers; establishes organizational and personnel development programs which effectively identify and meet the needs of the County organization and individuals within the organization; ensures any required training is implemented and completed by the appropriate personnel. Provides direction, interpretation, training, general guidance and counsel to managers, staff and employees regarding collective bargaining agreements. Develops and coordinates a comprehensive labor relations program to ensure prompt, fair and consistent administration of the bargaining unit contracts and resolution of grievances, appeals and or complaints. Investigates, conducts hearings and prepares responses for grievances, appeals and or complaints in a timely manner. Identifies alternatives and recommends action to be taken. Serves as the mayor's representative and spokesperson at the bargaining table with public sector unions. Receives, reviews, assesses probabilities, and evaluates the impact of proposed contract changes. Formulates and recommends strategies, goals, and objectives for negotiations with representatives of other jurisdictions. Responsible for the safety and worker's compensation program which involves the handling of worker's compensation claims and cases, monitoring ongoing cases, investigating and reviewing questionable claims, collecting and analyzing accident information, settling claims and coordinating job placement efforts. Establishes and maintains a safety program that seeks ways to continue injured employees productivity and self-esteem through effective return to work programs and strives to reduce occurrence of accidents. Serves as a liaison between the injured employee and third party administrator. Plans, develops and updates, organizes, implements and monitors policies and procedures to ensure the County's compliance with applicable laws and rules on fair employment, the Americans with Disabilities Act, and other similar laws, including ensuring that County facilities, programs, and other activities are equally available to all individuals. Responsible for the maintenance of personnel records and files; manages leaves of absence programs and the department's drug and alcohol testing program; ensures the timely and accurate processing of payroll; develops and implements the annual budget for the Human Resources department; ensures department is operated within approved budget. Continually evaluate the County's human resources management structure and employees and plans for continual improvement of the efficiency and effectiveness of these employees as well as providing them with professional and personal growth opportunities. May perform other duties as appropriate Position Description DHR-Final Draft Approved 2.26.19 - Page 2 of 3 III. Qualifications a. Required Minimum five (5) years of training and experience in personnel administration either in public service or private business, or both, at least three (3) years of which shall have been in a responsible administrative capacity; knowledge of the principles and methods of personnel administration and belief in applying merit principles and scientific administrative methods to public personnel administration. b. Preferred Bachelor's degree in human resources management, business administration or public personnel administration, industrial relations, or a related field desired; human resources management experience may be substituted on a year for year basis. General knowledge of Hawaii employment laws, strategic management, public personnel, administration policies, practices and techniques, recruitment and placement, position classification, workforce planning, employee and labor relations, occupational health and safety, and compensation and benefits. Excellent verbal and written communication skills; strong program and organizational skills; ability to develop and maintain strong interpersonal relationships with county leaders, department managers and staff, supervise and train staff; computer literate; proficient with Microsoft office (outlook, word, excel, power point) and human resources information systems preferred. IV. Physical Demands and Work Environment On a regular basis position requires sitting, use of hands to finger, handle, and feel, bend, stoop, climb, reach with hands and arms and lifting and'or moving up to 10 pounds. Occasionally requires standing and walking and lifting and'or moving up to 25 pounds. Position Description DHR-Final Draft Approved 2.26.19 - Page 3 of 3 Advertising Options: 1. County of Kauai website (No Costs) 2. Other County/State jurisdictions (No Costs); email can be sent to all jurisdictions regarding job opening 3. Society of Human Resource Management — Hawaii (https://www.shrmhawaii.org) NOTE: A search done on 05/23/2019, pulled up two (2) HR-related positions in Hawaii • $450.00 Non -Member Rate ($350.00 for SHRM Member) • 30-day posting • Posted on SHRM-Hawaii website; Emailed to SHRM-Hawaii members (approximately 700 members) 4. Society of Human Resource Management — National (https://Oobs.shrm.org) NOTE: A search done on 05/23/2019, pulled up 93 "new" HR-related positions in the United States (6 in Hawaii) • Standard Posting: 30-day posting = $395.00 7. Garden Island • 1x (Sunday and Wednesday) = —$900 8. Star Advertiser & MidWeek • 1x in Star Advertiser (Sunday) & 1x in MidWeek (Wednesday) =—$2,900 Civil Service Commission - Permitted Interaction Group - Criteria Scoring Worksheet Applicant Name: RESUME: _ Maximum of 5-pages total Yes No Cover Letter included —1 page Maximum 1-page of Training or Classes No personal or professional references No certificates or diplomas No letters of recommendation No photographs MANDATORY QUALIFICATIONS: --- Yes No 5 years of training and experience in personnel administration:eith�e--r--__--i�n public service or private business or both 3 of the 5 years in a responsible administrative capacity EDUCATION: None Listed - AA - Bachelor's - Masters - PhD Major: CRITICAL PERFORMANCE FACTORS — — Yes No (From Director of Human Resources performance eviluafion)h Customer Courtesy in dealing with customers_and effective in meeting the customer's need. Service Planning and Establishing a course of action, structuring or arranging resources, and setting priorities Organizing for self and others to accomplish specific goals. Demonstrated ability to plan -ahead, schedule=work_set;realistic goals, anticipate and prepare for future assignments, set logical,prioi ties and gse time wiselyy"- ets goals, anticipates/solves problems, future thinking. -plans for emergencies Leadership Measurement of getting people to willingly, work to accomplish an objective. Utilization of appropri te,interpersonal styles and methods to guide individuals or groups toward _____ ,effective task:accomplish-meet =Controlling and evaluating performance, utilization of - — =resources availil ble=to=accomplish=task,_effective employee development and counseling antl sharing leadershipywhen appropriate _Wadsby example, sets professional standartls_ptomotes4EE0=etc. _ Communication Expression of ideas orallyand_in writing, providing relevant and timely information to superiors, co workers, subo d ates and other customers, listening and understanding others. Corrective ccounseling=aosRive feedback to subordinates, maintains on going communication wit_h'governmen[, media, keeps supervisor informed Personnel Selecting, managingmotivating and developing employees, following prescribed policies Management and practices, including equal employment opportunity. Effectiveness in utilization of person�el,resourees: Advocates training, addresses personnel problems Achieving Effective_organ. izational management to achieve defined program measurements, goals Goals and objectiVes_Establish realistic program measurements, goals and objectives for employees. Produce a reasonable volume of work on schedule, demonstrating accuracy, thoroughness and dependability. Policy The development and implementation of sound policy, which identifies and analyzes Development problems effectively and develops alternative solutions. This encompasses job knowledge, which includes depth, currency and breadth. Financial Effective development and implementation of financial budgets and controls, operating Management within prescribed fiscal limits, incorporating key costs control issues. Understands budgeting and fiscal/overtime control PUBLIC INFORMATION: Any information from public sources, social media that would make the applicant less than desirable for this position? State info: UAb *�L0 Lot - l q G Civil Service Commission — Permitted Interaction Group — Criteria Scoring Worksheet PREFERRED QUALIFICATIONS (From Position Description Director of Human Resources) Yes or No Score Bachelor's Degree (Human Resources Management, Business Administration or Public Personnel Administration, Industrial Relations or a related field Desired Human Resources Management Experience may be substituted on a year for year basis PQ #1- Total Score No more than 25% General Knowledge of Hawai'i employment laws, strategic management, public personnel, administration policies, practices and techniques_ Recruitment and placement Position classification Workforce planning Employee and labor relations Occupational health and safety Compensation and benefits PQ #2 - Total Score No more than 50% -- Excellent verbal and written communication skills Strong program and organizational skills - Ability to develop and maintain strong interpersonal relationships_with county leaders, departmeWt= managers and staff Supervise and train staff Computer literate; proficient with Microsoft Office (outlook, word, excel; power_ -point) and human resources information systems preferred PQ #3 -Total Score No more than 25% PQ #1—Total Score PQ #2 —Total Score PQ #3 — Total Score Total Score — No more than 100% RESUME: Generic For Any Position - Poorly Prepared - Well Written - Tailored For This Position APPLICANT CRITERIA SCORE: Based on the information provided in the application/resume; Does Not Meet Minimum PQ's Meets PQ's — Lacks Adequate PQ management experience Meets PQ's — Has some PQ management experience Meets PQ's — Has extensive PQ management experience RECOMMENDATION Eliminate at this time —There are other more qualified applicants Give resume a second evaluation after all resumes have been reviewed Move applicant immediately forward to second round Evaluator: Date: