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HomeMy WebLinkAbout2020_0505_CSC_Packet_OpenJeffrey Iida Chair Vonnell Ramos Vice Chair Members: Fely Faulkner Richard Jose Beth Tokioka Ricky Watanabe COUNTY OF KAUA'I CIVIL SERVICE COMMISSION NOTICE OF TELECONFERENCE MEETING AND AGENDA Tuesday, May 5, 2020 1:00 p.m. or shortly thereafter COVID-19 NOTICE On March 16, 2020, Governor Ige issued a supplemental Emergency Proclamation which in part suspended Hawaii Revised Statutes 92. The Committee on the Status of Women's meeting on Tuesday, April 21, 2020 will be closed to the public; however, the Committee will accept written testimony. Additionally, minutes of the meeting will be taken, and the open session minutes will be made available when possible. CALL TO ORDER ROLL CALL APPROVAL OF MINUTES A. Open Session Minutes of March 3, 2020 DIRECTOR'S REPORT CSC 2020-11 Director's Report for the February. March 2020 period. A. COVID-19 B. Collective Bargaining C. HRMS Project D. Administrative Services and Benefits E. Classification and Pay and Labor Relations F. Recruitment and Exam G. Payroll H. Employee Development and Health Services I. EEO ADA CSC 2020-12 Director's Report for the March/April 2020 period. A. COVID-19 and Stay at Home Order B. Collective Bargaining C. HRMS Project D. Employee Development and Health Services E. Classification and Pay and Labor Relations An Equal Opportunity Employer F. Recruitment and Exam G. Payroll H. EEO ADA BUSINESS CSC 2020-13 Discussion and possible outline of job expectations for the Human Resources Director (on -going). A. Review sample evaluation. B. Discussion on other related matters. EXECUTIVE SESSION Pursuant to Hawaii Revised Statutes §§92-4, 92-5 (a) (2) (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; 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 item, deliberate and take such action as appropriate. ES-009 RFA 2020-01 Appeal to the Civil Service Commission/Merit Appeals Board, filed April 9, 2020, regarding employment application submitted for the Planning Inspector II position. a. Appeal form dated April 4, 2020 and received April 9, 2020 b. Human Resources letter dated March 30, 2020 c. Appeal Hearing RETURN TO OPEN SESSION Ratify the actions taken by the Civil Service Commission in executive session for agenda item: ES-009. ANNOUNCEMENTS Next Meeting: Tuesday, June 2, 2020 - 1:00 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 Civil Service Commission — May 5, 2020 Page 12 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 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 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. Send written testimon , 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 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 ase rg etiOkauai.gov 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 - May 5, 2020 Page 13 COUNTY OF KAUAI Minutes of Meeting OPEN SESSION OR�1i1��G�gr,�� Board/Commission: 7CIVIL SERVICE COMMISSION Meeting Date: TMarch 3, 2020 Location Mo'ikeha Building, Liquor Conference Room 3 Start of Meeting: 3:00 p.m. End of Meeting: 3:30 p.m. Present Chair Pro Tern Vonnell Ramos. Commissioners: Fely Faulkner, Elizabeth Hahn, Richard Jose, Beth Tokioka and Ricky Watanabe. Deputy County Attorney Todd Jenson. Human Resources Director Annette Anderson (left at 3: 24), Human Resources Manager Janine Rapozo (left at 3: 06 p.m.). Office of Boards and Commissions Staff: Administrative Specialist Anela Segreti and Commission Support Clerk Sandra Muragin. Excused Chair Jeffrey Iida. Absent SUBJECT DISCUSSION ACTION Call To Chair Pro Tern Ramos called Order/Roll Call the meeting to order at 3:00 p.m. with six members present constituting a quorum. Approval of A. Open Session Minutes of February 4, 2020 Mr. Watanabe moved to Minutes approve the Open Session minutes of February 4, 2020, as circulated. Ms. Tokioka seconded the motion. Motion carried 6:0. Acting CSC 2020-08 Acting Director's Reports for the February 2020 period. Director's A. Labor contracts and negotiations Report 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 Civil Service Commission Open Session March 3, 2020 Page 2 SUBJECT DISCUSSION ACTION Human Resources Manager Janine Rapozo reviewed the February report with the Commission (on file). The labor contract for Unit 4 was out for ratification vote this week and if approved it would go to council for funding approval. Payroll Department was targeting the end of May to process retroactive pay for employees of Units 3,4,13 and 2. Unit 14, the last outstanding labor contract, completed arbitration last month and they were waiting to hear from the arbitrators on their final decision. Ms. Rapozo reported that today was the first meeting with the HRMS (Human Resources Management System) project consultants, BerryDunn. They were on island for three days of meetings to gather information for completion of the RFP (Request For Proposal). Ms. Rapozo announced that this would be her last director's report and thanked the commission for their time. Chair Pro Tern Ramos recognized Ms. Rapozo for her years of service and presented her with an orchid plant and read the letter of commendation in lieu of an annual review on behalf of the commissioners. Ms. Janine Rapozo left the meeting room. With consent from the commission, Human Resources Director Annette Anderson passed out a BerryDunn handout that outlined the projects timeline in three phases; phase 3: request for proposals development, phase 4: system selection assistance and phase 5: contract negotiations. Ms. Anderson said today was the first of three days of scheduled meetings with BerryDunn consultants. Included in the meetings were Human Resources staff, payroll staff, IT (Information Technology) staff and other departments. She said her goal was to remain diligent on the projects timeline and that would include working closely with IT department heads and staff. Ms. Anderson spoke with the consultants on the June 30, 2020, RFP (Request For Proposal) deadline and received confirmation that BerryDunn was confident they could complete the RFP within the timeframe. However, they projected the contract to be completed in the September -October 2020 timeline which was past the Civil Service Commission Open Session March 3, 2020 Page 3 SUBJECT I DISCUSSION I ACTION commissions June 30 deadline. Ms. Anderson said she was advised that the RFP would trigger encumbrance of CIP (Capital Improvement Plan) funds. She also noted that she was prepared to add to BerryDunn's scope of duties with additional task. Ms. Anderson said currently HR uses a multitude of systems that do not communicate with each other and she would ask the consultant if they could combine these systems with the new HRMS. She wasn't sure if that could be incorporated into part of their contract, but they would ask. Ms. Hahn pointed out that in phase 4 it noted "conduct reference checks and site visits"; Ms. Anderson could not confirm but said Maui may have the HRMS system and that may become a visit, if necessary. Ms. Tokioka asked that Ms. Anderson remain vigilant during budget sessions and safeguard the CIP budget for the HRMS system. She said that was the main reason why the commission placed the June 2020 deadline, so that it could be held and kept for the HRMS project. Ms. Anderson acknowledged the commissions concerns and would be attentive to the process. She briefly described her first two weeks on the job as exciting and looked forward to working with the commission and thanked them for the opportunity. Chair Pro Tern Ramos presented Ms. Anderson with an orchid plant on behalf of the commission. Ms. Annette Anderson left the meeting room. Business CSC 2020-09 Discussion on the plans and actions regardingaudits udits performed for the following (on -going): A. Fiscal Year 2015-2016 Audit of County Hiring Practices (Report no. 15-01) B. Fiscal Year 2017-2018 Follow-up Audit of County Hiring Practices (Report no. 18- 01) Chair Pro Tern Ramos recommended the commission defer this agenda item. Ms. Hahn moved to defer CSC 2020-09 Discussion on the plans and actions regarding audits performed for the following (ongoing): A. Fiscal Year 2015-2016 Audit of County Hiring Practices (Report no. 15- Civil Service Commission Open Session March 3, 2020 Page 4 SUBJECT DISCUSSION ACTION O1) B. Fiscal Year 2017-2018 Follow-up Audit of County Hiring Practices (Report no. 18-01) Ms. Faulkner seconded the motion. Motion carried 6:0. CSC 2020-10 Discussion and possible outline of job expectations for the Human Ms. Tokioka moved to defer Resources Director (on -going). CSC 2020-10 Discussion and A. Review samples evaluation. possible outline of job B. Discussion on other related matters. expectations for the Director of Human Resources and email Chair Pro Tem Ramos asked for any comments on the evaluation; there were none. Ms. input on success measurements Tokioka requested the commission individually complete the "success measurements" and and desired outcomes to Ellen "desired outcomes" for each of the seven goals and email their input to Ellen Ching and Ching and Sandra Muragin Sandra Muragin before the April 7 meeting. She suggested they also request Ms. Anderson before the April 7 meeting. Mr. complete the same and share her ideas at the next meeting. The commission unanimously Jose seconded the motion. agreed to invite Ms. Anderson to the next meeting to mutually discuss her job expectations. Motion carried 6:0. Pursuant to Hawaii Revised Statutes §§92-4 and 92-5 (a) (2) (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; 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 item. (On -going) ES-008 Executive Session Minutes of February 4, 2020. Chair Pro Tem stated that if the commission did not have any questions or comments on the executive session minutes it could be approved in open session. They would not need to go Civil Service Commission Open Session March 3, 2020 Page 5 SUBJECT DISCUSSION ACTION into executive session. Ms. Tokioka moved to approve the Executive Session minutes of February 4, 2020, as circulated. Ms. Faulkner seconded the motion. Motion carried 6:0. Return to Open The commission did not enter into executive session. Session Announcements Next Meeting: Tuesday, April 7, 2020 — 3:00 p.m., Mo'ikeha Building, Liquor Conference Room 3. Adjournment With no objections, Chair Pro Tem adjourned the meeting at 3:30 p.m. Submitted by: Sandra Muragin, Commission Support Clerk () Approved as circulated. () Approved with amendments. See minutes of Reviewed and Approved by: meeting. Vonnell Ramos, Chair Pro Tem DEPARTMENT OF HUMAN RESOURCES DIRECTOR'S REPORT TO THE CIVIL SERVICE COMMISSION APRIL6, 2020 MEETING Report Covering February/March 2020 COVID-19 • Approximately one week after beginning work with the County, the Department of Human Resources (HR) was called upon to address a myriad of issues pertaining to COVID-19. Numerous meetings and phone calls occurred, including many with HR Directors from all jurisdictions in the State. As such, HR was required to draft advisory memoranda for the Mayor to sign pertaining to various subjects, i.e., travel restrictions, employee leaves, serving the public, teleworking, payroll coding, etc., all to address the rapidly changing COVID-19 situation. In addition, the Director issued a memorandum to all employees to mandate direct deposit of payroll checks for those employees who continue to receive an actual paycheck, plus elimination of distribution of hard copy payroll stubs and converting to employees viewing their paycheck information on-line through the County's Employee Self -Service website. Appropriate account set up/training will be provided as needed. As of date of submittal of this Director's Report, approximately 90 percent of the Director's time is related to COVID-19 matters. Collective Bargaining: • The Hawaii Government Employees Association's (HGEA) Bargaining Unit (BU) 3 (clerical employees) funding bill has passed final approval by the County Council. • HGEA BU 4 (clerical supervisors) funding bill is moving through the Council and Committee beginning March 25, 2020. • HGEA BU 14 (Ocean Safety Officers and Law Enforcement Officers) is awaiting decision of arbitrator. • Status of Legislative approval of funding of HGEA BUs 2, 3, 4, 13, and 14: As a result of the emergency proclamations by the Governor and Mayors, and the March 11, 2020 Council on Revenues report reducing is projection to zero grow ($225 million less for proposed state budget), it is not clear if the Legislature will approve all the funding bills. HRMS Project: BerryDunn, consultant for the HRMS project, had on -site meetings on March 3, 4, and 5, 2020. Reviewed web survey responses with super users and internal staff. Discussed needs of the County. Meetings were productive, and further discussions are in the works. Also, there is on -going discussion with IT/Finance/HR and the Mayor's office regarding IT doing a procurementto support its Strategic Plan, which would include an RFP for a finance/accounting program that would align with the HRMS payroll project. Finance/accounting functions are often included (or an option) in HRMS payroll systems. Administrative Services and Benefits • Staff received training from Finance -Accounting on the electronic pCard process via Naviline (previously green screen). o & a020 --- I I • New Hires: Advisor to the Board of Water Supply (exempt) Customer Service Representative Program Support Technician II Wastewater Plant Operator Assistant Police Officer I Process Server Director of Human Resources (exempt) Special Assistant to the DOPR —Wailua Golf Course Wastewater Plant Operator Assistant Legislative Liaison (exempt) • Exit Interviews (Retirees): 2 of 2 • Exit Interview (Voluntary Separations/Terminations) 0 of 2 • TDI Applications 1 (denied) • Family Leave: 11 (approved); 1 (denied) • Leave Sharing: 2 (approved) • Reference Checks: 11 • Employment Verifications: 17 • Transactions: New Hires 10 Separations 13 Reallocations 0 Promotions 7 Demotions 2 Transfers 9 Pay Increase 13 Suspension 2 Leave Without Pay 1 "Misc. Change Forms 20 *"Other 37 89-Da 43 Seasonal 0 `Miscellaneous changes include expense distribution changes, schedule changes, personal data changes, etc. "Other includes end of/extension of temporary reallocations, add/delete pay codes, amended payroll certifications, extension of initial probation, rescinded payroll certifications, etc. Classification and Pay and Labor Relations • Reallocations Processed: Clerk Dispatcher II to Bus Driver Fire Fighter Trainee to Fire Fighter 1 (8) Land Use Permit Technician to Planner I Police Records Analyst to Police Records Technician Police Reports Reviewer II to Police Records Technician Police Warrants Clerk to Police Records Technician Procurement Clerk II to Procurement Technician 2 • Desk Audits: • New Classes Adopted • Administrative Reviews: Recruitment and Exam Program Support Technician II to Personnel Management Specialist I Recreation Leader III to Special Assistant to the Director of Parks and Recreation-Wailua Golf Course Solid Waste Worker I to Solid Waste Worker II None Police Records Technician None The Fire Commission held interviews with ten (10) applicants, eight (8) in person interviews and two (2) via Skype. An offer is forthcoming. The County Internship Program has been expanded to provide for year-round positions if needed. A memo was recently circulated to all departments to request for summer interns in both skilled and non -skilled positions in preparing our students to enter the workforce with basic employment competencies. • Recruitments: Accountant III Adviser to the Board of Water Supply (exempt) Bus Driver (Substitute) (2) (exempt) Cold Case Investigator (exempt) Custodial Services Supervisor Deputy Prosecuting Attorney (exempt) Detention Facility Worker (exempt) Emergency Services Dispatcher I Emergency Services Dispatcher II (2) (exempt) Equipment Operator II Information Technology Policy Manager (exempt) Investigator (exempt) Legislative Liaison (exempt) Machinist Planner I Plumber I Police Services Officer Real Property Titles Examiner and Recorder (exempt) Senior Account Clerk Sexual Assault Forensic Nurse Examiner (SANE) (exempt) Special Assistant to the Director of Parks and Recreation — Wailua Golf Course (exempt) Tractor -Mower Operator West Kauai Community Plan Assistant (exempt) • Lists Referred to Departments: Adviser to the Board of Water Supply (exempt) Bus Driver (Substitute) (2) (exempt) 3 Civil Engineer V Clerk -Dispatcher Cold Case Investigator (exempt) Criminalist I Custodial Services Supervisor Deputy Prosecuting Attorney (exempt) Detention Facility Worker (exempt) Election Clerk II (exempt) Emergency Services Dispatcher II (2) (exempt) Equipment Operator II Information Technology Policy Manager (exempt) Investigator (exempt) Janitor Working Supervisor Legal Clerk III Legislative Liaison (exempt) Machinist Ocean Safety Officer I Park Security Officer Police Services Officer Real Property Titles Examiner and Recorder (exempt) Senior Clerk Sexual Assault Forensic Nurse Examiner (SANE) (exempt) Special Assistant to the Director of Parks and Recreation — Wailua Golf Course (exempt) Transit Fleet Mechanic (exempt) Tree Trimming Heavy Truck and Aerial Platform Operator West Kauai Community Plan Assistant (exempt) • Written Exams Administered: Emergency Services Dispatcher 1 (2) Equipment Logistics Crew Leader Lead Water Meter Mechanic Janitor Working Supervisor Park Security Officer Police Services Officer (2) • Performance Exams Administered: Equipment Operator II Tree Trimming Heavy Truck and Aerial Platform Operator • Administrative Reviews: Payroll Accountant Trainee (accepted) Bridge Maintenance Worker I (withdrew) Criminalist I (sustained) Janitor Working Supervisor (accepted) Janitor Working Supervisor (sustained) Park Security Officer I (accepted) Park Security Officer I (sustained) 4 • Payroll training with HR staff to assure cross -training in place. • Reviewing requests from other departments (Finance, Housing, Parks) to take on payroll and determining the procedures, resources, and supports that would be required. • Discussing potential use of electronic timesheets. Gross Payroll for February: 15th $ 4,027,468 EOM $ 3,858,328 EUTF ACTIVE $ 728,571 EUTF OPEB $ 587,236 EUTF RETIREE $ 849,264 IRS (RETIREMENT) $ 1,947,796 SOCIAL SECURITY $ 303,611 MEDICARE $ 108,563 PTS SS SAVINGS $ 4,938 Employee Development and Health Services • Five (5) new workers' compensation claims were filed this month; two (2) medical -only claims and three (3) indemnity claims. • Training was provided for new supervisors of the Kaua'i Police Department (KPD) on Employee Assistance Program and Dealing with Difficult Employees. • Equipment/Driver Training: Mini Excavator (1 Public Works' employee) Backhoe (1 Public Works' employee) Loader (1 Public Works' employee) Skid Steer Loader (1 Public Works' employee) Case Pay Loader (1 Public Works' employee) EEO/ADA Conducted training re American Disabilities Act (ADA) and ADA Accessibility Guidelines training for architects, County contractors, County employees, etc. Continuous ADA training for new hires. On -going ADA technical guidance provided to County employees and the public as requested DEPARTMENT OF HUMAN RESOURCES DIRECTOR'S REPORT TO THE CIVIL SERVICE COMMISSION May 5, 2020 MEETING Report Covering March/April 2020 COVID-19 and Stay at Home Order: • The Department of Human Resources (HR) has continued to address a myriad of issues pertaining to COVID-19 including the Stay at Home Order issued by Mayor Kawakami that has resulted in many employees teleworking from home. • With less than a week's notice, HR was required to provide guidance on implementing the new federal law, Families First Coronavirus Response Act (FFCRA), that provides additional paid sick leave and expanded family medical leave due to COVID-19 for certain employees who are not exempted from the law. The law is very complicated and thus HR was required to develop guidance and forms for use by employees. The Department of Labor has to date issued 88 frequently asked questions to assist with implementation of the law. HR has received many questions from both supervisors and employees. • Mayor Kawakami tasked HR to develop 4-10 work schedules (four ten hour days, with three days off) for many County employees during the emergency proclamation period to allow for social distancing and decreasing the amount of employee movement as public movement begins to increase. The Mayor and HR have been in communication with HGEA and the union is reaching out to its members for questions/concerns. • Most HR staff are teleworking, and daily project reports are submitted to the Director, and then the Director submits a daily teleworking report to the Mayor's office. HR surveyed all departments to determine the number of employees teleworking with adequate productivity (86%). Of those with less than adequate productivity, the County of Kaua'i (COK) is exploring options for redeployment to assist other areas. • HR successfully converted all COK employees to direct deposit paychecks, which reduced the physical handling of paychecks and distribution, to keep employees healthy. Collective Bargaining: • HGEA BU 4 (clerical supervisors) funding bill is moving through the Council and Committee beginning April 24, 2020. • HGEA BU 14 (Ocean Safety Officers and Law Enforcement Officers) arbitration award has issued and it will be submitted to Council and Committee for upcoming meetings in May, June, and July. • Status of Legislative approval of funding of HGEA BUs 2, 3, 4, 13, and 14: The Legislature has suspended its session due to COVID-19 and it is unknown when it will reconvene. It is also unknown whether it will approve all the pending funding bills. ChP, zoo la HRMS Project: BerryDunn, consultant for the HRMS project, had on -site meetings on March 3, 4, and 5, 2020, wherein ten fact-finding sessions, as well as two project team meetings and one project kick-off meeting were held. Additional Joint Requirements Planning Work Sessions via Microsoft Teams will occur April 29 through May 1, 2020. A list of functional and technical requirements will be reviewed by the stakeholder participants to assess the relevance of each requirement as it pertains to the COK and to assess the importance of each requirement. For each of the 2,047 requirements (see table below), stakeholders will designate it as "critical," meaning it's absolutely necessary, or "desired," meaning it is desired but not necessary. Once the requirements are finalized, they will form a portion of the Request for Proposals ("RFP") and vendors will respond with their ability to satisfy each requirement in their proposals. Functional Area Number of Requirements 1 General & Technical 222 2 HR, Personnel Management, & Employee Relations 365 3 Onboard ing/Recruitment 308 4 Police and Fire Scheduling 62 5 Hours Entry 208 6 Benefits Administration 221 7 Employee Grievances, Disciplinary Actions, & Substance Testing 79 8 Payroll 335 9 Learning and Performance Management 218 10 Data Conversion 8 11 Interfaces 21 Total Functional Requirements: 2,047 We remain on schedule for a draft RFP ready on May 8, 2020, with formal posting of the RFP by the end of the 2020 fiscal year (i.e., June 30, 2020), with anticipated purchase/implementation by the fall of 2020. Administrative Services and Benefits: • New Hires: Emergency Services Dispatcher I Meter Reader I Park Caretaker Pipefitter Helper Senior Clerk Treasurer Utility Worker Wastewater Plant Operator Assistant Deputy Prosecuting Attorney (exempt) Emergency Services Dispatcher II (exempt) 2 Election Clerk Its (exempt) Intern I (exempt) 2 Ocean Safety Officer Is (exempt) Public Housing & Development Program Specialist III (exempt) • Exit Interviews (Retirees): 2 3 of 3 • Exit Interview (Voluntary Separations/Term inations) 3 of 8 • TDI Applications • Family Leave: • Leave Sharing: • Reference Checks: • Employment Verifications: • Transactions: New Hires 12 Separations 15 Reallocations 12 Promotions 2 Demotions 1 Transfers 3 Pay Increase 16 Suspension 2 Leave Without Pay 0 *Misc. Change Forms 8 **Other 6 89-Day 37 Seasonal 5 2 (approved); 4 (approved) None 4 24 1 (denied) *Miscellaneous Change Forms include expense distribution changes, schedule changes, personal data changes, etc. **Other includes end of/extension of TR, add/delete add pay codes, amended PCs, extension of initial probation, rescinded PCs, term of contract/contract appointment PCs, etc. Employee Development and Health Services: • Workers' Compensation Claims: 7 new (medical only) • Bi-monthly reviews for 17 workers' compensation claims held on March 10, 2020 with FIRMS (First Insurance Risk Management Services) and Atlas Insurance to monitor progress and determine course of action of high costing, problematic, and long standing cases and strategies for new cases on problems that can be foreseen. • Coordination of workplace violence/harassment prevention training for a departmental employee via our EAP provider, WorkLife Hawai'i. Training was part of the disciplinary action issued to the employee. Classification and Pay and Labor Relations: • As both the Hawaii Government Employees Association (HGEA) and the United Public Workers (UPW) unions have filed temporary hazard pay requests, the request form was standardized and converted to form fillable in anticipation of the numerous requests forthcoming. • Received a grievance from the Hawaii Firefighter Association (HFFA) for termination of a Fire Recruit. • Request for contract proposals was sent out to all departments in anticipation of negotiations to begin for contracts beginning July 1, 2021 to June 30, 2023. • Reallocations Processed: Bus Driver to Bus Driver (Substitute) (2) Civil Engineer I to Civil Engineer II Fire Fighter I to Fire Fighter Trainee (4) Para -Legal Assistant I to Para -Legal Assistant II Payroll Specialist II to Accountant III Police Apprentice to Public Safety Worker Trainee Procurement & Specifications Specialist II to Procurement Clerk II Public Housing & Development Program Specialist II to Program Specialist II Real Property Appraiser III to Real Property Appraiser IV Van Driver (Substitute) to Bus Driver (Substitute) Vehicle & Titles Registration Supervisor to Motor Vehicle Registration Officer • Desk Audits: None • New Classes Adopted: • Administrative Reviews Recruitment and Exam: Public Safety Worker Trainee None • Received one (1) qualified applicant for a Park Caretaker II position from Oahu. Due to the current travel restrictions, various options were looked at to have the applicant test from Oahu. The City and County and other testing centers are currently not conducting testing so the applicant was tested via "Skype" with staff monitoring during the entire test. • In order to prevent complaints of possible discrimination, application policy will be revised whereby an applicant's driver's license will not be required until a conditional offer or performance test is conducted. • In the past, Associate of Arts (AA) degrees were not credited for those positions requiring a Bachelor of Arts (BA) degree. In checking with other jurisdictions, all are now crediting applicants with 2 years if relevant to the position. Policy will be changed to also credit applicants going forward given that AA degrees are now more than just standard classes needed to get a BA. • One Intern started with our County Internship Program but was released after one day due to the COVID-19 situation. • Recruitments: Accountant II Administrative Support Assistant Assistant Executive on Transportation (exempt) Bus Driver (Substitute) (exempt) Construction & Maintenance Worker 4 Emergency Services Dispatcher I Field Operations Clerk (exempt) Fire Accounting Specialist (exempt) Golf Course Groundskeeper Groundskeeper Intern I (exempt) Janitor II Laborer I Landfill Laborer I Park Caretaker I Park Caretaker II Park Maintenance Operations Superintendent Payroll Specialist I Payroll Technician Plant Electrician I Police Evidence Custodian (exempt) Police Services Officer Procurement Clerk II Procurement Technician I Program Compliance Specialist (exempt) Program Specialist III (Paratransit Manager) (exempt) Public Housing & Development Program Specialist I (exempt) Recycling Specialist II Senior Account Clerk Sexual Assault Forensic Nurse Examiner (SANE) (exempt) Solid Waste Worker I Van Driver (Substitute) (exempt) Water Services Investigator I Water Services Investigator II Water Services Investigator III Youth Summer Program (exempt) • Lists Referred to Departments: Accountant II Accountant III Accountant Trainee Administrative Support Assistant Assistant Executive on Transportation (exempt) Bus Driver (exempt) Bus Driver (Substitute) (exempt) Community Response Coordinator (exempt) Economic Development Specialist IV (exempt) Electrician -Electronic Equipment Repairer Emergency Services Dispatcher I Environmental Services Management Engineer Equipment Operator II Equipment Operator III Evidence Custodian Assistant (exempt) Field Operations Clerk (exempt) 5 • Written Exams Administered: • Performance Exams Administered • Administrative Reviews Payroll: Fire Accounting Specialist (exempt) Intern I (exempt) Laborer I Park Caretaker I Planner I Program Compliance Specialist (exempt) Recycling Specialist II Sexual Assault Forensic Nurse Examiner (SANE) (exempt) Spring Fun Program (exempt) Summer Youth Programs (exempt) Tractor Mower Operator Transit Fleet Mechanic (exempt) Van Driver (Substitute) (exempt) Waterworks Information Technology Manager Custodial Services Supervisor Emergency Services Dispatcher 1 (2) Lead Water Meter Mechanic Park Security Officer 1 (2) Police Services Officer (2) Water Service Investigator III Equipment Operator II Equipment Operator III Administrative Support Assistant (accepted) Civil Engineer III (sustained) Civil Engineer V (no response) Custodial Services Supervisor (accepted) Customer Service Representative I (accepted) Environmental Services Management Engineer (sustained) Park Maintenance Operations Superintendent (rejected) • Payroll staff received laptops to allow all staff to telework from home. All now telework. Exceptions for paper filing and reasons that need physical presence in the office • Converted to electronic signing for payroll wires/transfers • Converted ALL employees to direct deposits of payroll checks (only live check is first check issued to new hires) • Converted to electronic garnishment paperwork packet (what took up to 2 weeks before, now takes an hour or so). • Created new payroll codes to track leaves etc. due to new laws for additional sick leave and expanded family medical leave under Families First Coronavirus Response Act (FFCRA). • Continued review of requests from other departments (Finance, Housing, Parks) to take on payroll and determining the procedures, resources, and supports that would be required. • Gross Payroll for March: 15th $ 4,037,196 EOM $ 3,937,090 EUTF ACTIVE $ 729,803 EUTF OPEB $ 600,772 EUTF RETIREE $ 835,728 ERS (RETIREMENT) $ 1,974,155 SOCIAL SECURITY $ 306,486 MEDICARE $ 109,878 PTS SS SAVINGS $ 5,016 Preparing for 12 interviews of applicants for Paratransit Manager. Continuous ADA training for new hires. On -going ADA technical guidance provided to County employees and the public as requested. Input by Human Resources Department Director Annette L. Anderson 4/6/2020 See my comments below in magenta: The seven goals below are acceptable and doable, except for the deadline of June 30, 2020 in Goal #5 to select a new vendor and implement a new HRMS system. I have provided further input below with respect to the timeline. As mentioned in my written Director's Report submitted for the anticipated April 7, 2020 Commission meeting, currently approximately 90% of my time (and much of staff as well) is spent addressing the rapidly changing COVID-19 pandemic. A hiring freeze is in place except for essential positions. Federal, state and county emergency proclamations have been issued requiring the Human Resources Department (HRD) to draft various communications to employees on behalf of the Mayor. Newly enacted federal laws must be immediately implemented to provide eligible employees with the opportunity for additional paid sick leave and family medical leave. The HRD is at the forefront of providing updated information to County employees in order to assure compliance with the laws. In addition, the Mayor will soon be revisiting the FY 2021 draft budget and presenting further supplemental information to the County Council in anticipation of drastic reductions in future revenue. As such, the HRD will provide information on ways to reduce expenditures, which may have significant impact on the County's workforce. Future monthly Director Reports will provide the Commission with updates on these matters. Civil Service Commission Human Resources Director Goals: Goal #1— Audit Findings and Recommendations performed for Fiscal Year 2015-2016 Audit of County Hiring Practices (Report No. 15-01) and Fiscal Year 2017-2018 Follow-up Audit of County Hiring Practices (Report No. 18-01) Process has improved but has not completed comprehensive recruitment policies. Objectives Success Measurements I Desired Outcome Status Reassess current 1. Identif} current Compliance with IIRS, Partially Implemented. procedures and controls procedures. policies, (bunt) Charter. to ensure compliance 2. Compare with and collective bargaining with IIRS and County procedures during audit agreements. policy to establish fair years. and consistent hiring, 3. Determine promotions, transfers, and amendments needed. reallocations. Internal policies should 1. Determine if internal Policies that reflect best Not Implemented be reviewed for best polices should be revised practices. Consistent practices, clearly written, and/or created. application of policies i regularly communicated 2. Develop throughout the County. to DHR staff, and held to communication action the same standard of plan for staff, including authority as HRS. any future updates. Draft Copy 2 1120 Goal #2 — Audit Findings and Recommendations performed for Fiscal Year 2015-2016 Audit of County Hiring Practices (Report No. 15-01) and Fiscal Year 2017-2018 Follow-up Audit of County Hiring Practices (Report No. 18-01) Documentation of persi Objectives Maintain an audit trail of sufficient documentation to support all personnel activity during an employee's career with the County. Consult with the County Attorney to implement a comprehensive policy that ensures compliance with document retention and maintenance requirements at the federal, state, and county levels. iel actions has improves Success Measurements 1. Identify current process, noting differences, if any, between new hires and incumbent employees. 2. Establish best practices going forward. 3. Identify areas where documentation may no longer exist; explore potential options for retrieval. 1. Provide County Attorney with the "General Records Schedules" developed by the State of Hawaii, Department of Accounting and General Services for review and advice if similar policy can be implemented by the County. but opportunities for improvement still exist. Desired Outcome I Status Accurate and complete documentation reflecting personnel transactions for County employees. Develop and implement a retention and maintenance schedule that comports with all laws and requirements. Partially Implemented. Partially Implemented. Goal #3 — Audit Findings and Recommendations performed for Fiscal Year 2015-2016 Audit of County Hiring Practices (Report No. 15-01) and Fiscal Year 2017-2018 Follow-up Audit of County Hiring Practices (Report No. 18-01) Lack of adequate documentation proving policies and legal requirements have been followed regarding excluded managerial positions creates risk for the County. Objectives Ensure sufficient controls and procedures are in place for all types of personnel actions, in particular for those that allow civil service requirements to be bypassed as these subject the county to the greatest amount of risk. Success Measurements 1. Identify current procedures. 2. Compare with procedures during audit years. 3. Identify County positions/offices that are exempted from civil pursuant to HRS §76.77. . Desired Outcome Status Adherence to HRS §76- 7 Draft Copy 2 11 20 Goal #4 — Human Resources Management System (HRMS) Project Consultant BerryDunn to develop and complete a Request For Proposal (RFP) for a new HRMS that focuses on employee records and payroll and assist with the selection of a new vendor and implementation of the new system. Objectives Develop and complete a Request For Proposal for a new HRMS. Success Measurements 1. Assure timely responses to BerryDunn's requests for infornation and data. 2. Monitor progress of development of the RFP. 3. Provide status updates, and timeline. Desired Outcome Status Finalized RFP that meets the County's needs for a new HRMS. Goal #5 — Human Resources Management System (HRMS) Project Consultant BerryDunn to secure a vendor contract for a new HRMS that focuses on employee records and payroll and assist with the selection of a new vendor and implementation of the new system j before the June 30, 2020 fiscal year deadline. Objectives Secure a vendor contract for a new HRMS by June 30, 2020. Note: This deadline is not accurate. It should reflect June 30, 2020 as the deadline for posting the RFP. If posted during this current fiscal year then the funds will be encumbered for next FY 2021. Consultant BerryDunn's project timeline sets forth the various steps that will occur over the spring, summer, and fall months, with final selection of a vendor in the fall of 2020. Success Measurements 1. Communicate with BerryDunn on a regular basis to assure it has necessary information to finalize RFP for posting. 2. Establish committee members to review proposals and respond to potential vendors questions. 3. Provide updates regarding adherence to timeline. Desired Outcome Status Purchase new HRMS; work with IT and HR staff to assure coordinated implementation of new system; and provide training to all users. Draft Copy 2 1120 Goal #7 — iluman Resources Department Develop plans and actions for team buildinu. Mjectives Success Measurements 1. Throughout the period of continued teleworking at home, provide employees with guidance and training on ways to maintain office communications (e.g., Microsoft Teams —chat, email, virtual meetings; conversion to electronic document transmission. etc.). 2. Provide continued guidance for team building activities while working from home. 3. Provide resources to employees to assist them with the challenges they face from working from home. 4. When work locations return to the office, continue engaging employees in cross training, personal career paths, and succession vlannine. Desired Outcome Status A workplace where employees thrive. Draft Copy 2 It 20 Civil Service Commission Human Resources Director Goals: Commissioner Tokioka Goal #1— Audit Findings and Recommendations performed for Fiscal Year 2015-2016 Audit of County Hiring Practices (Report No. 15-01) and Fiscal Year 2017-2018 Follow-up Audit of County Hiring Practices (Report No. 18-01) Process has immoved but has not Objectives Reassess current procedures and controls to ensure compliance with IIRS and County policy to establish fair and consistent hiring, promotions, transfers, and reallocations. Internal policies should be reviewed for best practices, clearly written, regularly communicated to DIIR staff, and held to the same standard of authority as IIRS. Success Measurements 1. Draft report to CRC submitted no later than July 1, 2020, to include actions to be taken and expected date of completion for each action. 2. Monthly progress reports are made to the CSC until implementation is complete. 1. Draft report to CRC submitted no later than July 1, 2020, to include actions to be taken and expected date of completion for each action. 2. Monthly progress reports are made to the CSC until implementation is complete. -ehensive recruitment poL Desired Outcome _ Audit finding is f addressed to the satisfaction of the auditor. Audit finding is addressed to the satisfaction of the auditor. cies. Status Partially Implemented. Not Implemented Draft Copy 2 11 20 Goal #2 — Audit Findings and Recommendations performed for Fiscal Year 2015-2016 Audit of County Hiring Practices (Report No. 15-01) and Fiscal Year 2017-2018 Follow-up Audit of County Hiring Practices (Report No. 18-01) Documentation of personnel actions has improved but opportunities for improvement still exist. Objectives Success Measurements Desired Outcome Status Maintain an audit trail of 1. Draft report to Audit finding is Partially Implemented. sufficient documentation CRC submitted addressed to the to support all personnel no later than July satisfaction of the auditor activity during an 1, 2020, to employee's career with include actions to the County. be taken and expected date of completion for each action. 2. Monthly progress reports are made to the CSC until implementation Consult with the County Attorney to implement a comprehensive policy that ensures compliance with document retention and maintenance requirements at the federal, state, and county levels. is complete. Draft report to CRC submitted no later than July 1, 2020, to include actions to be taken and expected date of completion for each action. Monthly progress reports are made to the CSC until implementation is complete. Audit finding is addressed to the satisfaction of the auditor Partially Implemented. Goal #3 — Audit Findings and Recommendations performed for Fiscal Year 2015-2016 Audit of County Hiring Practices (Report No. 15-01) and Fiscal Year 2017-2018 Follow-up Audit of County Hiring Practices (Report No. 18-01) Lack of adequate documentation proving policies and legal requirements have been followed regarding excluded man a erial positions creates risk for the County. Objectives Success Measurements Desired Outcome Status Ensure sufficient controls 1. Draft report to Audit finding is and procedures are in CRC submitted addressed to the place for all types of no later than July satisfaction of the auditor personnel actions, in 1, 2020, to particular for those that include actions to allow civil service be taken and requirements to be expected date of bypassed as these subject completion for the county to the greatest each action. amount of risk. 2. Monthly progress reports are made to the CSC until implementation is complete. Draft Copy 211 F20 Goal #4 — Human Resources Management System (HRMS) Project Consultant BerryDunn to develop and complete a Request For Proposal (RFP) for a new HRMS that focuses on employee records and payroll and assist with the selection of a new vendor and implementation of the new system. Objectives Develop and complete a Request For Proposal for a new HRMS. Success Measurements 1. Monthly report to CRC on progress; first monthly report to include an expected date of completion 2. Monthly progress reports are made to the CSC until implementation is complete. Desired Outcome Status RFP is completed in a timely manner so that existing funding is preserved Goal #5 — Human Resources Management System (HRMS) Project Consultant BerryDunn to secure a vendor contract for a new HRMS that focuses on employee records and payroll and assist with the selection of a new vendor and implementation of the new system before the June 30, 2019 fiscal year deadline. ectives Secure a vendor contract for a new IIRMS by June 30, 2020. Success Measurements 1. Vendor contract is secured by June 30, 2020. 2. Monthly progress reports are made to the CSC. Desired Outcome j Status Project moves forward as planned. Goal #6 — Human Resources Department Assess office structure and productivity of staff assignments. Objectives Success Measurements I Desired Outcome Status Insure that DHR is 1) Report to be DHR is staffed and properly staffed and made to CSC on organized appropriately organized, and that staff Director's to insure maximum assignments are findings no later productivity of the office. appropriate to insure skill than August sets are used to maximum 2020; to include efficiency and the DHR any workload is appropriately recommendations assigned among existing for improvement. personnel. 2) Any action items are identified and a report is provided to the CSC on a monthly basis. Draft Copy 2 11 20 Goal #7 — Human Resources Department Develop plans and actions for team building. Objectives Success Measurements Desired Outcome Status Y 1) A plan for DHS employees are To create a cohesive team teambuilding, working together under the new Director of including actions successfully under the Human Resources. and timeframe leadership of the new for completion, Director to fulfill the to be presented to mission of the department the CSC in June and the County of Kauai. 2020. 2) Climate survey to include all members of DHS to be conducted prior to December 31, 2020 to measure employee satisfaction Draft Copy 2 11 20 Civil Service Commission Human Resources Director Goals: Commissioner Fely Faulkner Goal 41— Audit Findings and Recommendations performed for Fiscal Year 2015-2016 Audit of County Hiring Practices (Report No. 15-01) and Fiscal Year 2017-2018 Follow-up Audit of County Hiring Practices (Report No. 18-01) Process has improved but has not completed co m rehensive recruitment policies. Objectives Success Measurements Desired Outcome Status Reassess current * Review and identify current procedures and controls *AII recommendations for Partiall Im lemented. y p procedures and controls to ensure com liance p and recommend changes to meet compliances with changes and/or improve- ments have been im- plemented with HRS and County all county policies with a deadline on the completion policy to establish fair P Y of recommendations Monthly status report on and consistent hiring, recommendations provided promotions, transfers, and to CSC until completed reallocations. Internal policies should be reviewed for best *Upon review of current internal policies, revisions are * Revisions that are recommend ed for policy change shall provi Not Implemented practices, clearly written, recommended to more accurate- ly reflect current HR practices and clarity and a fairness in their application; further, that such regularly communicated procedures policies are adhered to by HR to DHR staff, and held to staff and are referred to as the staffs go -to bible in performing the same standard of HR activities. authority as HRS. Goal #2 — Audit Findings and Recommendations performed for Fiscal Year 2015-2016 Audit of County Hiring Practices (Deport No. 15-01) and Fiscal Year 2017-2018 Follow-up Audit of County Hiring Practices (Report No. 18-01) _Documentation of personnel actions has improved but op ortunities for im rovement still exist. Objectives Success Measurements Desired Outcome Status Maintain an audit trail of * The HR staff takes responsibility * Records' maintenance and Partially Implemented. in ensuring all department heads retention policy and guidelines sufficient documentation complete necessary personnel are communicated and adhered to support all personnel action forms, and that such PAF to on a regular basis by all depa - are returned to HR in a timely ment managers. activity during an manner in order that these are employee's career with recorded and maintained in estab- lished retention requirements the County. _ Consult with the County * Results of consultation with " Regular and efficient com- Partially Implemented. Attorney to implement a County Attorney regarding the pletion of all personnel action establishment of document forms by all department- or comprehensive policy retention and maintenance re- management heads and turned quirement are put into policyin to HR in a timely basis to en - that ensures compliance communicated to all HR staff and sure that all personnel records with document retention training conducted and attended are up to date at all times and maintenance by all department agencies and managers requirements at the federal, state, and county y levels. Draft Copy 2/11 20 Goal 43 — Audit Findings and Recommendations performed for Fiscal Year 2015-2016 Audit of County Hiring Practices (Report No. 15-01) and Fiscal Year 2017-2018 Follow-up Audit of County Hiring Practices (Report No. 18-01) Lack of adequate documentation proving policies and legal requirements have been followed regarding excluded managerial positions creates risk for the County. Obiectives Ensure sufficient controls and procedures are in place for all types of personnel actions, in particular for those that allow civil service requirements to be bypassed as these subject the county to the greatest amount of risk. I Success Measurements I *Controls and Procedures for per- sonnel actions of all types, in- cluding those of civil service actions, especially, to dispel pers- pectives of discrimination are re- visited and changes im I mented as necessary Desired Outcome I Status Reviews completed and neces- sary changes implemented to ensure civil service requirements are adhered to by all personnel involved. Goal #4 — Human Resources Management System (HRMS) Project Consultant BerryDunn to develop and complete a Request For Proposal (RFP) for a new HRMS that focuses on employee records and payroll and assist with the selection of a new vendor and implementation of the new system. Objectives Develop and complete a Request For Proposal for a new HRMS. Success Measurements Timely monthly status report on RFP are completed for CSC review. Report should include details of timeline and progress Desired Outcome Status RFP that meets the require- ments and needs of a new Human Resources Management System. Goal 45 — Human Resources Management System (HRMS) Project I Consultant BerryDunn to secure a vendor contract for a new HR%1S that focuses on employee records and payroll and assist with the selection of a new vendor and implementation of the new system before the June 30, 2019 fiscal year deadline. Secure a vendor contract for a new HRMS by June 30, 2020. Note: the understanding is the Fall of 2020 will be the date final selection of the vendor will be made - Success Measurements An ongoing monthly status rep is provided for CSC review. Desired Outcome 1 Status * Implementation of the new system that meets all specif- ications, and commences according to projected timeli Draft Copy 2/11 20 Goal #6 — Human Resources Department Assess office structure and productMty of staff assignments. Objectives Success Measurements Desired Outcome _ Status Insure DHR is properly staffed an ' HR Director to provide assess- *Well run HR pa dertment that organized ...... ment of the department's existing utilizes staff to meet the human policies,procedures,staffing and resource needs of the entire recommends changes as County of Kauai. reau red. Goal 47 — Human Resources Department. Develop plans and actions for team building. Objectives Success Measurements To create a cohesive team under 'Well defined protocols of the HR the new Human Resources Department implemented, staff Director strengths and skills' improvement acknowledged, acceptance of the vatQe Q1 ttach'persQnrsetln-HFZ, - regularly -scheduled meetings in H in order that communication becor a two-way practice in the departm, Desired Outcome " A cohesive team is realized when all standards of operating procedures are respectfully performed, supported and ack- s Status Draft Copy 2/11 20