HomeMy WebLinkAbout2019_1105_CSC_PacketRichard Jose
Chair
Jeffrey Iida
Vice Chair
Members:
Fely Faulkner
Elizabeth Hahn
Vonnell Ramos
Beth Tokioka
Ricky Watanabe
COUNTY OF KAUA'I CIVL SERVICE COMMISSION
NOTICE F MEETINIG AND AGENDA
Tuesday, November 5, 2019
3:00 p.m. Hawai'i Standard Time or shortly thereafter
Mo'ikeha Building, Liquor Conference Room 3
4444Rice Street, LIhu'e, Hl 96766
CALL TO ORDER
ROLL CALL
APPROVAL OF MINUTES
Open Session Minutes of October 1,2019
ACTING DIRE ,S REPORT
csc 2019-26 Acting Director's Reports for the October 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
G. EEO/ADA
EXECUTIVE SESSION
Pursuant to Hawai'i Revised Statutes $$92-4, 92-5 (a) (2) (4),92-9 (a) (l -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 and to discuss the hiring of a
new Director of Human Resources, 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)
Executive Session Minutes of October 1,2019ES-022
An Equal OpporttmitY EmPloYer
ES-023
RFA 2019-02
Appeal form received October 16,2019, by an individual appealing the
Human Resources Departments' decision regarding classification.
A. Communication dated October 22,2019 from appellant to
Chair Richard Jose regarding a request to hear the appeal at the
January 7 ,2020 meeting.
ES-024 Discussion and implementation of the hiring process to begin selection of
a Director of Human Resources. (On-going)
A. Discussion and possible approval of the recommendations from
the Permitted Interaction Group 3 (PIG) on the questions and
scoring tool to rate applicants during the oral interview.
BUSINESS
csc 2019-27 Possible interviews with the Honorable Mayor Derek S.K. Kawakami,
Managing Director Michael A. Dahilig and Union Representatives
regarding sharing of important attributes and leadership traits that a
Director of Human Resources should possess.
csc 2019-28 Discussion and implementation of the hiring process to begin selection of
a Director of Human Resources. ll2lllllS, ll22l19,2126l19,3l19l19,
4l2l 19, 5 17 I lg, 61 4l lg, 7 l2l lg, gl 6l tg, g 13 I lg, g I L\l lg, L\l I I lg, t0 l30l lgl
A. Discussion and possible approval of the recommendations from
the Permitted Interaction Group 3 (PIG) on the questions and
scoring tool to rate applicants during the oral interview.
B. Discussion and possible approval on the interview schedule
and timeline.
l. Confirm oral interview date(s).
2. Confirm timeline of appointments.
3. Confirm interview particulars.
ANNOUNCEMENTS
Next Meeting: Tuesday, December 17,2019 - 3:00 p.m., Mo'ikeha Building, Liquor
Conference Room 3.
ADJOURNMENT
NOTICE OF EXECUTIVE ION
Pursuant to Hawaii Revised Statutes 592-7 (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).
Civil service Commission-November 5,2019 PagelZ
cc: Deputy County Attorney Todd Jenson
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 least24 hours prior to the meeting, please
provide l0 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 Ptrce 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 ascgreti(ii kauai.sov 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 altemate formats such as large print, Braille, or electronic
Civil Service Commission - November 5,2019 Page l3
mntmfCOUNTY OF KAUAI
Minutes of Meeting
OPEN SESSION
Board/Commission CryL SERVICE COMMISSION Meeting Date:October 1,,2019
Location Mo'ikeha Building, Liquor Conference Room 3 Start of Meeting: 3:00 p.m End of Meeting: 4:27 p.m.
Present Chair Richard Jose. Vice Chair Je{frey lida. Commissioner: Fely Faulkno, Elizabeth Hahn, Vonnell Ramos, Beth Tokioka and Ricky
'\Netenabe (drfived at i:02 p.n.).
Deputy County Attomey Mark Ishmael. Hurnan Resources Manager Jill Niitani (/e/ at 3:07 p.m.), Office ofBoards and Commissions
Staff: Administrator Ellel Ching and Commission Support Clerk Sandra Muagin.
Excused
Absent
SUBJECT DISCUSSION ACTION
Call To
Order/Roll Call
Chair Jose called the rneeting to
order at 3:00 p.m. with six
members constituting a quorum,
Approval of
Minutes
A. Open Session Minutes of September 3,2019
B. Open Session Special Minutes of September 10,2019
Vice Chair Iida moved to
approve the Open Session
minutes of Septemb er 3, 2019
and Open Session Special
minutes of September 10, 2019,
as circulated. Ms. Hahn
seconded the motion. Motion
carried 6:0.
Acting
Director's
Report
CSC 2019-18 Actins Director's Reports for the September 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
G. ADA/EEO
Civil Service Commrsston
Open Session
October 1,2019 Page 2
DISCUSSION ACTION
Commis s ioner Riclqt Watanabe arrived,
Ms. Jill Niitani left the meeting room.
Pursuant to Hawai'i Revised Statutes $$92-4 and92-5 (a) (2) (4),92-9 (a) (l-a) 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 the
County's powers, duties, privileges, immunities, and/or liabilities as they may relate to this
agenda itern. (On-going)
Administrator Ellen Ching read
the Hawai'i Revised Statutes to
move the meeting into
Executive Session.
Vice Chair Iida moved to enter
into Executive Session. Mr.
Ramos seconded the motion.
Motion carried 7:0.
At 3:07 p.rn. the Cornrnission
entered into Executive Session
SUBJECT
Human Resources Manager Jill Niitani reviewed the September report with the Commission
(on file) for Acting Director of Human Resources Janine Rapozo, who was taking part in
arbitration negotiations for Unit 4. Ms. Niitani reported that for the past couple of weeks
they worked with the vendor on the Human Resources Management System (HRMS). The
vendor assisted in modifying the system to fit the County of Kaua'i with the State system in
its retirement reporting and retirement contributions and to eliminate manual processes that
were being done. There would be changes to internal procedures and processes and
departments would need to be trained on them. She said there were still more testing that
needed to be done but retirement reporting to the state should become accurate. Ms. Niitani
shared that Ms. Janine Rapozo was one of the speakers for the Mayor's economic summit.
She said at the department's request, they are also working to provide a supervisory training
workshop and safety training.
Civil Service Commission
Open Session
October 1,2019 Page 3
SUBJECT DISCUSSION ACTION
Return to Open
Session
The meeting resumed in Open
Session at 4:14 p.m.
Business CSC 2019-23 Discussion and implementation of the hirine process to beqin selection of a
DirectorofHumanResources. U2l11l18,Il22l79,2126l19,3ll9l19,4l2l19,5l7l19,614ll9,
7 l2l 19, 81 61 19, 9 13 I 19, 9 I l0l l9l
A. Discussion on formulating the process for the oral interview step in the hiring
process.
l. Review and possible approval of the draft "selected to oral interview phase"
letter.
2. Review and possible approval of the draft "not selected" letter.
3. Discuss the oral interview process.
4. Select a Commissioner to work with the Administrator on formulating the
list of oral interview questions.
5. Possible formation of a Permitted Interaction Group (PIG) pursuant to
Hawai'i Revised Statutes Section 92-2.5(b)(I-2) which scope of duties may
include;
a. Formulate a list of questions to use during the oral interview.
b. Create a scoring tool to rate applicants during oral interview.
Vice Chair Iida moved to
approve that the Permitted
Interaction Group 3 be
comprised of the following
members; Vice Chair Jeffrey
Iida, Commissioner Vonnell
Ramos and Commissioner Beth
Tokioka, which scope of duties
include to formulate a list of
questions and create a scoring
tool to rate applicants during the
oral interview. Mr. Watanabe
seconded the motion. Motion
carried 7:0.
Civil Service Commtsston
Open Session
October 1,2019 Page 4
SUBJECT DISCUSSION ACTION
B. Discussion and possible approval of obtaining the following additional information
from applicants; personal or professional references, certificates or diplomas and
letters of recommendation.
l. Decide which documents to request.
2. Discuss timeline and process to request and receive these documents.
The Commission decided they would request personal and professional letters of
recommendations before the oral interview.
Mr. Watanabe moved that the
commission request the six
applicants submit two personal
letters of recommendation and
two professional letters of
recommendation. Vice Chair
Iida seconded the motion.
Motion carried 7:0.
Announcements Next Meeting: Tuesday, November 5, 2019 - 3:00 p.m., Mo'ikeha Building, Liquor
Conference Room 3.
Adjournment With no objections, Chair Jose
adjourned the meeting at 4:27
p.m.
Subrnitted by:
Sandra Muragin, Cornmission Support Clerk
( ) Approved as circulated.
( ) Approved with amendments. See minutes of
Reviewed and Approved by:
Richard Jose, Chair
meeting.
DEPARTMENT OF HUMAN RESOURCES
ACTING DIRECTOR'S REPORT
TO THE
CIVIL SERVICE COMMISSION
OCTOBER 2019
The Hawaii Government Employees Association (HGEA) Unit 4 (white collar supervisors)
arbitration hearing was held from September 30th to October 4th. Finance Director Reiko
Matsuyama was called as a witness for the Employer group to present information on the status of
the County of Kaua'i's finances. The Finance Directors from the State of Hawaii, City and County
of Honolulu and County of Hawaii also presented information on their respective jurisdiction's
financial outlook. The arbitrator's decision is not expected for at least a couple of months.
HGEA's Unit l3 (professional and scientific ernployees) negotiating committee accepted a
settlement offer from the Employer group and therefore went out for a ratification vote during the
week of October 7th. Timing was crucial as the arbitration hearing for Unit l3 was scheduled to
begin on October l4th. HGEA notified the Employer group over the weekend that the contract was
ratified. The terms of the settlement include the following:
July 1, 2019: Continue step movements
2.L5% across the board increase
$750 lump sum payment for those not eligible for a step movement in the contract
period
Continue step movements
2.03% across the board increase
$750 lump sum payment for those not eligible for a step movement in the contract
period
Increase monthly uniform allowance ($20 to $25; $10 to $15; $6 to $10 depending
on what uniform consists of)
Increase meal allowance ($2.00 more per meal to $8/Sl0/$12)
Travel (paid time changed by % hour to 90 minutes before take off and 30 minutes
after landing)
Add new classes for random drug testing (for Kaua'i, will now include Criminalist
and Crime Scene Specialist classes)
Include advanced practical registered nurse as a form ofan acceptable certificate of
absences of five (5) or more consecutive days
Standby Pay-changes the method of calculating standby pay to allow employees to
earn up to two (2) twenty-five percent (25%) payments
Time Off for overtime work-decreased time from 18 hours to l6 hours
a0 Iq- )bC0u
July 1,2020:
Administrative Services and Benefits
a
The Selection Committee continues to evaluate the two (2) resumes received in response to
the Request for Qualifications (RFQ) to hire a consultant to assist the County with
developing the RFP for the HRMS project. Reference checks have been completed and final
selection has been sent to Purchasing forprocessing.
Staff involved with conducting background checks were required to complete security and
awareness training with the Criminal Justice Information Services (CJIS).
o New Hires:Account Clerk
Administrative Support Assistant
Clerk-Dispatcher I (exempt)
Deputy Prosecuting Attorney (exempt)
Economic Development Specialist [V (exempt)
Equipment Operator II
Grant Fiscal Speci.alist
Groundskeeper
Land Use Permit Technician
Real Property Titles Examiner & Recorder (exempt)
Records Management Analyst I (exempt)
a
o Exit Interviews (Retirees):
. Exit lnterview (Voluntary Separations/Terminations)
o TDI Applications
o Leave Sharing:
. Reference Checks:
o EmploymentVerifications:
3 of3
2 of6
2 (l approved and I denied)
0
8
t4
a Transactions:
New Hires lt
Separations 25
Reallocations 9
Promotions 7
Demotions 0
Transfers 2
Pay Increase 2
Suspension 4
Leave Without Pay 0
Short Term t4
*Miscellaneous Changes l0
**Other 20
Seasonal 0
*Miscellaneous changes include expense distribution changes, schedule changes, personal data
changes, etc.
2
**Other includes end of/extension of temporary reallocations, add/delete pay codes, amended
payroll certifications, extension of initial probation, rescinded payroll ceftifications, etc.
Classification and Pay and Labor Relations
An Employer caucus was recently held to discuss the various Hawaii Government
Employees Association (HGEA) bargaining units' (2, 3,4,13, and l4) proposals in
preparation for upcoming arbitration hearings.
a
a Reallocations Processed:Accountant I to Accountant II (2)
Accountant Trainee to Accountant I
Bus Driver (Substitute) to Clerk Dispatcher I
Civil Engineer I to Civil Engineer II (2)
Computer Systems Support Technician II to Information
Technology Specialist I
Council Services Assistant I to Secretarial Assistant
CZM Subdivision Management Specialist to Account Clerk
Driver License Clerk I to Senior Clerk
Emergency Services Dispatcher II to Emergency Services
Dispatcher I
Landfill Worksite Supervisor to County Landfill Worksite
Supervisor
Ocean Safety Officer I to Ocean Safety Officer II (2)
Sanitary Chemist I to Sanitary Chemist II
a
a Desk Audits:Civil Engineer I to Civil Engineer II (2)
New Classes Adopted County Landfi 1l Worksite Supervisor
a Administrative Reviews:Chief of Construction Management (sustained)
County Real Property Technical Officer (sustained)
Recruitment and Exam
a The annual Fire Fighter Trainee test was held in October. Two hundred thirteen (213)
individuals applied for the position; one hundred fifty-seven (157) showed up for the
written test; sixty-five (65) passed the written test and thirty-two (32) passed the four (4)
phases of the performance test and will be on the eligible list for Fire Fighter Trainee.
Continued to work with the Fire Commission in their search for a new Fire Chief.
Resumes are being submitted to the HR Department and will be compiled for the Fire
Commission for their review.
a
Abstracting Assistant I
Abstracting Assistant II
Abstracting Assistant III
Abstractor I
J
a Recruitments:
a Lists Refened to Departments:
Abstractor II
Accountant I
Accountant Trainee
Accounting Assistant (exempt)
Bus Driver (exempt) (2)
Bus Driver (substitute) (exempt) (2)
Clerk-Dispatcher I (exempt)
County Auditor (exempt)
Departmental Accounting Technic ian
Evidence Custodian Assistant (exempt)
Fire Captain
Fire Chief
Fire Fighter II (Hazmat)
Fire Fighter II (Rescue)
Fire Fighter III
Fire Fighter Trainee
Fleet Coordinator Trainer (exempt)
Golf Course Groundskeeper
Groundskeeper
Information Technology Program Coordinator
Janitor II
Laborer I
Landfill Laborer I
Legal Clerical Assistant (exempt)
Machinist
Ocean Safety Officer I
Park Caretaker I
Planning Inspector I
Planning Inspector II
Police Services Officer
Program Specialist I (exempt) (3)
Project Manager (exempt)
Real Property Titles Examiner and Recorder (exempt)
Senior Account Clerk
Sexual Assault Forensic Nurse Examiner (SANE)
(exempt)
Solid Waste Worker II (2)
Accountant Trainee
Accounting Assistant (exempt)
Bus Driver (exempt)
Deputy County Attorney (exempt)
Economic Development Specialist IV (exempt)
Emergency Services Dispatcher I
Equipment Operator III
Evidence Custodian Assistant (exempt)
4
Fiscal Officer II
Grants Specialist II
Janitor Working Supervisor
Land Use Plans Checker
Legal Clerical Assistant (exempt)
Legal Clerk III
Program Specialist (exempt) (2)
Project Manager (exempt)
Real Property Titles Examiner and Recorder (exempt)
Refuse Collection Equipment Operator
Sexual Assault Forensic Nurse Examiner (SANE)
(exempt)
Transit Fleet Mechanic (exempt)
a Written Exams Administered:Account Clerk
Electrician Helper
Emergency Services Dispatcher I (2)
Janitor Working Supervisor
Park Security Officer
Plant Electrician Helper
Police Services Officer (2)
Utility Worker
Performance Exams Administered: Equipment Operator III
a Administrative Reviews Account C lerk (sustained)
Utility Worker (accepted)
After two (2) weeks of on-site training and program modification discussions with
CentralSquare/Superion, staffwillbe working on several changes in the current payroll setup
to automate processes that are currently being done manually. In addition, the
CentralSquare/Superion programmer will be working on other features to automate the
system even further.
Assisted the Parks and Recreation Department with data entry for the September l6th-3Oth
payroll due to staff being out on leave.
Gross Payroll
9fi5t20t9 $3,996,763
End of Month $3,968,801
EUTF (Health Fund)
Active
Retiree
OPEB
$2,146,707g 710,207g 775,357
$ 661,143
ERS (Retirement)$ 1,940,832
a
Payroll
a
a
a
5
Social Security $305,272
Medicare $ 109,s76
PTS SS Savings $3,480
Employee Development and Health Services
Twelve (12) new workers' compensation claims were filed this month; nine (9) medical-
only claims and three (3) controverted claims.
The Safety and Driver Improvement Coordinator position has been re-posted on a
continuous recruitment changing the requirement for a Commercial Driver's License
(CDL) to be within the first six (6) months of employment.
A DiSC training was held for the Finance-Real Property Division. DiSC assesses
individual personality styles to provide employees with strategies to communicate and
work with others based on these personality style. Thirteen (13) employees attended the
training.
Equipment/Driver Training: 12 Cubic Yard Dump Truck (2 Public Works' employees)
Excavator (l Public Works' employee)
Bush Whacker (2 Public Works' employees)
Pay Loader (l Public Works' employee)
Aerial Bucket Truck (3 Public Works' employees)
Mini Excavator (l Public Works' employee)
a
a
a
a
EEO/ADA
a
a
a
Two (2) service animal training sessions were provided to County employees; sixty (60)
employees were in attendance.
Investigation of a Hawaii Civil Rights Commission (HCRC) age discrimination complaint
has been completed.
Complaint received from a deaf community member regarding a flyer for a County event
that did not have the ADA notice or a phone number to call; turns out that the event was
not co-sponsored by the County so complainant was directed to the actual sponsor of the
event.
6