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HomeMy WebLinkAbout2020_1110_CSC_Packet_OpenJeffrey Iida Chair Vonnell Ramos Vice Chair Members: Jennifer Carter Fely Faulkner Richard Jose Beth Tokioka Ricky Watanabe COUNTY OF KAUA'I CIVIL SERVICE COMMISSION NOTICE OF TELECONFERENCE MEETING AND AGENDA Tuesday, November 10, 2020 3:00 p.m. or shortly thereafter Microsoft Teams Phone Number: 1-469-848-0234 Conference ID: 264 397 334# This meeting will be held via Microsoft Teams teleconference only. Members of the public are invited to join the open session meeting by calling the phone number above and when prompted enter the conference ID information. You may testify during the teleconference or submit written testimony in advance of the meeting via e-mail, fax, or mail. To avoid excessive noise/feedback, please mute your phone and unmute to testify. CALL TO ORDER IN OPEN SESSION (Open to the Public) ROLL CALL PUBLIC COMMENTS AND TESTIMONY Individuals may orally testify on any agenda item at this time. Anyone interested in providing oral or written testimony is encouraged to provide a request to the Office of Boards and Commissions prior to the day of the meeting to smuraginOkauai.gov or by fax (808) 241-5127, or mailed to: Civil Service Commission, c o Office of Boards and Commissions, Pi`ikoi Building, 4444 Rice Street, Suite 300, Lihue, HI 96766. This request may include your name, telephone number, electronic mail (email) address, and the specific agenda item(s) that you will be testifying on or provided comments on. Persons who have not registered to testify by the time the Commission meeting begins will be given an opportunity to speak on an item following oral testimony. APPROVAL OF MINUTES A. Open Session Minutes of October 6, 2020 An Equal Opportunity Employer HUMAN RESOURCES DIRECTOR'S REPORT CSC 2020-23 September Ocober 2020 period. A. HRMS Project B. COVID-19 - Quarantine, Exemptions, Leave of Absence for Employees Who Travel C. Training D. Investigations E. Teleworking Update F. Update on Review and Revisions to Internal Policies and'or Procedures G. Update Regarding Payroll Office Structure H. Collective Bargaining I. Documentation Retention and Maintenance Policy J. Administrative Services and Benefits K. Employee Development and Health Services L. Classification and Pay and Labor Relations M. Recruitment and Exam N. Payroll O. EEO ADA BUSINESS CSC 2020-24 DHR response to the commission seeking clarification on the particulars of determining minimum qualification requirements on employment applications. CSC 2020-25 Update on the final draft of substantive and non -substantive amendments to the Rules of the Civil Service Commission/Merit Appeals Board document. A. Publication of Notice of Public Hearing B. Timeline overview C. Discussion on other related matters. CSC 2020-26 Discussion and possible decision -making on the process and tools for the evaluation of the Director of Human Resources. A. Review and possible decision -making on use of the six-month evaluation form. B. Review and possible decision -making on the use of the 360 evaluation. C. Discussion on other related matters. Civil Service Commission - November 10, 2020 Page ; 2 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. ENTER INTO EXECUTIVE SESSION (Closed to the Public) Disconnect from Open Session and enter into Microsoft Teams Teleconference in Executive Session. CALL TO ORDER IN EXECUTIVE SESSION (Closed to the Public) ROLL CALL ES-023 Executive Session Minutes of October 6, 2020 ES-024 Monthly Goals and Objectives Report for DHR Annette Anderson A. Updated report as of 10.6.20 B. Summary report RETURN TO OPEN SESSION Disconnect from Executive Session and enter into Microsoft Teams Teleconference in Open Session. CALL TO ORDER IN OPEN SESSION (Open to the Public) ROLL CALL RATIFY ACTIONS Ratify the actions taken by the Civil Service Commission in executive session for agenda item: ES-023 and ES-024. ANNOUNCEMENTS Next Meeting: Tuesday, December 1, 2020 3:00 p.m., Teleconference by Microsoft Teams Civil Service Commission -- November 10, 2020 Page 13 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 Mark Ishmael cc: Human Resources Director Annette Anderson PUBLIC COMMENTS and TESTIMONY SPEAKER REGISTRATION Prior to the day of the meeting: Persons wishing to testify are requested to register their name, phone number and agenda item via email to: smura inQkauai.gov or call 808-241-4919. On the day of the meeting: Persons who have NOT registered to testify by the time the meeting begins will be given the opportunity to speak on an item following oral testimony from registered speakers. Each speaker is limited to a three -minute presentation on each item. WRITTEN TESTIMONY Prior to the day of the meeting: Testimonies may be emailed: smuraginQkauai.gov , faxed: 808-241-5127, or mailed: Civil Service Commission, Office of Boards and Commissions, Pi`ikoi Building, 4444 Rice Street, Suite 300 Lihue, HI 96766. Please include your name and if applicable, your position/title and organization you are representing along with 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 improperly identified may be distributed to the members after the meeting is concluded. 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 asegretiOkauai.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 - November 10, 2020 Page 14 �o��r�oF��a,WAR, ���'9�lrQVeJ Minutes of Meeting OPEN SESSION Board/Commission: CIVIL SERVICE COMMISSION Meeting Date: I October 6, 2020 Location Teleconference via Microsoft Teams Start of Meeting: 3:01 p.m. I End of Meeting: 3:45 p.m. Present Chair Jeffrey Iida. Vice Chair Vonnell Ramos. Commissioners: Jennifer Carter (entered meeting at 3: 06 p.m.), Fely Faulkner, Richard Jose and Beth Tokioka. Deputy County Attorney Mark Ishmael. Human Resources Director Annette Anderson (disconnected at 3:21 p.m.). Office of Boards and Commissions Staff: Administrator Ellen Ching and Commission Support Clerk Sandra Muragin. Excused Commissioner Ricky Watanabe Absent SUBJECT DISCUSSION ACTION Chair Iida, Vice Chair Ramos, Commissioner Jose, Commissioner Tokioka, Deputy County Attorney Mark Ishmael, Human Resources Director Annette Anderson, Administrator Ellen Ching, and Commission Support Clerk Sandra Muragin were logged onto Microsoft Teams by video. Commissioner Faulkner called into Microsoft Teams and entered the meeting by audio. Call To Order In Chair Iida called the Open Session meeting to order at 3:01 p.m. and requested a roll call. Open Session /Roll Call Commission support clerk Sandra Muragin verified attendance by roll call and requested a verbal response of present or here; Commissioner Carter no reply. Commissioner Faulkner replied here. Commissioner Jose replied here. Commissioner Tokioka replied here. Commissioner Watanabe was excused. Vice Chair Ramos replied here. Chair Iida replied here. Deputy County Attorney Mark Ismael replied here. Human Resources Director Annette Anderson replied here. Administrator Ellen Ching replied here. Quorum was established with Commission Support Clerk Sandra Muragin replied here. five commissioners present. Civil Service Commission Open Session October 6, 2020 Page 2 SUBJECT DISCUSSION ACTION Public No one from the public signed into the meeting. Comments and Testimony Approval of A. Open Session Minutes of September 1, 2020 Ms. Tokioka moved to approve Minutes the Open Session minutes of September 1, 2020, as circulated. Ms. Faulkner seconded the motion. Motion carried 5:0. Director's CSC 2020-18 Director's Reports for the August/September 2020 period. A. HRMS Project Report B. Telework Update C. Update on Review and Revisions to Internal Policies and/or Procedures D. Update on Complaints (Internal Complaints and others) and Grievances E. Update Regarding Payroll Office Structure F. New Hire Orientation G. Collective Bargaining H. Documentation Retention and Maintenance Policy 1. Administrative Services and Benefits J. Employee Development and Health Services K. Classification and Pay and Labor Relations L. Recruitment and Exam M. Payroll N. EEO/ADA Human Resources Director Annette Anderson reviewed the August 2020 report with the Commission (on file). Human Resources Management System ,HRMS) Proiect: Ms. Anderson shared that during a course of three days, four vendors demonstrated their Civil Service Commission Open Session October 6, 2020 Page 3 SUBJECT DISCUSSION ACTION products virtually to the selection committee and up to 40-50 county employees. They were scored and the top two were selected and completed reference checks. Negotiations should begin soon. Telework Update: Commissioner Jennifer Carter joined the meeting. Reported that staff was productive and happy with continued teleworking schedules. Some staff members have experienced internet connectivity issues that they are attempting to remedy; however, if they are not able to have reliable internet they would report to the office for work. Update on Review and Revisions to Internal Policies and/or Procedures: Ms. Anderson said that one of her continued projects was to review existing policies and procedures. They are now in the process of examining the interview and selection procedures that were revised back in 1986. U date on Complaints Internal Com Taints and others and Grievances: Ms. Anderson reported that there had been an increase in complaints and grievances from various unions and the amount received in the last couple of months exceeded the entire total from last year. She could not explain why it happened and there were no particular issues or trends. They are in the process of revamping internal schedules and devised a three-part plan to recruit personnel from other departments to assist with the handling of these lower level types of complaints and investigations. Update Regarding Payroll Office Structure: Ms. Anderson said finance departments payroll processing successfully transferred to payroll department. Payroll functions continue to transfer from other departments. Civil Service Commission Open Session October 6, 2020 Page 4 SUBJECT DISCUSSION ACTION New Hire Orientation Recorded an updated new hire orientation video and provided web access to view at any time along with the power point presentation to refresh memory on what was covered that day. Collective Bar ag ining Ms. Anderson shared that Hawaii Government Employees Association (HGEA) pay raises were approved. New pay raises will begin October 15 and retroactive pay from July 2019 will be caught up in the October 31 pay period. New bargaining unit 15 Ocean and Water Safety was signed on September 15 by Governor Ige. It will go now go through the labor board and the process to negotiate a new contract. They now have a total of eight bargaining units to negotiate with. Negotiations start next Tuesday with United Public Works (UPW) and the other unions, Hawaii Government Employees Association (HGEA), State of Hawaii Organization of Police Officers (SHOPO) and Fire, should start soon for new contracts to take effect July 2021. Ms. Anderson said the county does not anticipate any furloughs or pay cuts through June 30, 2021, but she could not confirm once the new fiscal year commences. Documentation Retention and Maintenance Policy Completed and still pending review at the county attorney's office. Ms. Tokioka asked if there was a strategic plan on how collective bargaining negotiations would be handled. Ms. Anderson shared next week's UPW negotiations would include HR Manager Janine Rapozo and plans are in place to introduce HR Manager Jill Niitani and Human Resources Specialist Kris Nakamura to the process. Concerned with the county's bleak financial outlook, Ms. Tokioka remarked that potential furloughs are eminent and requested that the commission be kept informed of any budget shortfall. With no further questions, Ms. Anderson disconnected from the Teams meeting at 3:21 p.m. Civil Service Commission Open Session October 6, 2020 Page 5 I SUBJECT I DISCUSSION I ACTION Business CSC 2020-22 Review and possible decision -making on the third draft of substantive and non -substantive amendments to the Rules of the Civil Service Commission/Merit Appeals Board document. A. Review additional amendments on the October 6, 2020 Ramseyer Version B. Discussion on other related matters. Ms. Ching summarized that the main reason for the amendments was to change the boards and commissions address and in the process update information to include electronic mailing (email) addresses and online application processing of appeals. If the commission approved the October 6 Ramseyer Version the public hearing notification would be published 30-days before the next meeting. The commission agreed with the amendments and had no further revisions. Executive Administrator Ellen Ching read the Hawaii Revised Statutes to move the meeting into I Session 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 the County's powers, duties, privileges, immunities, and.'or liabilities as they may relate to this agenda item and take such appropriate action. Ms. Tokioka moved to accept the Ramsayer Version dated October 6, 2020 amendments to the Rules of the Civil Service Commission/Merit Appeals Board document, as circulated. Vice Chair Ramos seconded the motion. Roll Call Vote: 6-Ayes and 0-Nays. Motion carried 6:0. Ms. Carter moved to enter into Civil Service Commission Open Session October 6, 2020 SUBJECT Page 6 DISCUSSION ACTION Executive Session. Mr. Jose seconded the motion. Motioned carried 6:0. The commission and staff, disconnected from open session at 3:27 p.m. and connected into executive session. Return to Open Chair Iida, Vic Chair Ramos, Commissioner Carter, Commissioner Jose, Commissioner Session Tokioka, Deputy County Attorney Mark Ishmael, Administrator Ellen Ching, and Commission Support Clerk Sandra Muragin were logged onto Microsoft Teams by video. Commissioner Faulkner called into Microsoft Teams and entered the meeting by audio. Call To Order In Chair Iida called the meeting back to order in open session at 3:38 p.m. and requested a roll Open Session call. /Roll Call Commission support clerk Sandra Muragin verified attendance by roll call and requested a verbal response of present or here; Commissioner Carter replied present. Commissioner Faulkner replied here. Commissioner Jose replied here. Commissioner Tokioka replied here. Vice Chair Ramos replied here. Chair Iida replied here. Deputy County Attorney Mark Ismael replied here. Administrator Ellen Ching replied here. Quorum was established with Commission Support Clerk Sandra Muragin replied here. six commissioners present. Ratify Actions Ratify actions taken by the Civil Service Commission in executive session for agenda items: Ms. Faulkner moved to ratify ES-021 and ES-022. the actions taken in Executive Session for agenda items ES- 021 and ES-022. Ms. Tokioka Civil Service Commission Open Session October 6, 2020 Page 7 SUBJECT DISCUSSION ACTION seconded the motion. Roll Call Vote: 6-Ayes and 0-Nays. Motion carried 6:0. Announcements Next Meeting: Tuesday, November 10, 2020 — 3:00 p.m., Teleconference by Microsoft Teams. The commission welcomed Jennifer Carter and requested a brief introduction. Ms. Carter shared that she was a resident of Kauai for over five years and worked at the YWCA as a professional therapist that specialized in dealing with trauma victims. She oversaw the domestic violence program. She asked the commission to introduce themselves and each commissioner gave a short introduction. Ms. Carter closed by saying that she hoped to meet them in person one day and looked forward to learning more about the commission. Adjournment With no further business to conduct, Chair lida called for a motion to adjourn the meeting. Ms. Faulkner moved to adjourn the meeting. Ms. Carter seconded the motion. Motion carried 6:0 Chair Iida adjourned the meeting at 3:45 p.m. Submitted by: Sandra Muragin, Commission Support Clerk Reviewed and Approved by: () Approved as circulated. () Approved with amendments. See minutes of meeting. Jeffrey Iida, Chair DEPARTMENT OF HUMAN RESOURCES DIRECTOR'S REPORT TO THE CIVIL SERVICE COMMISSION NOVEMBER 10, 2020 MEETING Report Covering September October 2020 HRMS Proiect: The Selection Committee has been in discussions with the top ranked vendor to regarding components of the final product and up -front purchase cost plus annual maintenance cost. Concurrently, and as these on -going discussions occur, a Money Bill for movement of CIP funds among departments is proceeding through Council. If passed, unused and repurposed funds from other departments' CIP budgets will be moved to the HRMS CIP budget to provide additional funds for purchase. Depending upon the outcome of negotiations with the vendor, the first delay in the HRMS project may occur. If additional funds are required to secure the desired final product, a contract cannot be executed until the Money Bill has gone through the Council and Committee approval process, which would change the tentative aware date from October to December 2020. Given that the HRMS project is still in the final stages of the procurement process, limited information can be shared publicly. [Goal 4, Obj. A.1-3. and Goal 5, Obj. A. 3 completed] Issue RFP (Legal Notice)....................................................... May 14, 2020 Pre -Proposal Teleconference ...................... 9:00 a.m. HST, May 28, 2020 Deadline for Written Inquiries ............................................. June 19, 2020 PROPOSAL DUE DATE ....................................................... July 13, 2020 Tentative Priority -List Vendor Notification......... Week of July 27, 2020 Tentative Vendor Demonstrations .................... Week of August 31, 2020 Tentative Award Date............................................................ October 2020 After purchase of the system in the fall of 2020, implementation is anticipated to commence either in the 41h quarter of 2020 or the first quarter of 2021. Per BerryDunn, systems of this scope and size generally take 12 to 18 months to fully implement and train employees on all aspects of the multi -faceted system. COVID-19—Ouarantine, Exemptions, Leave of Absence for Employees Who Travel HR worked extensively with the administration to formulate a revised advisory to employees regarding travel, COVID-19 testing, and return to work etc. given the most recent orders from the Governor and the Mayor. All essential workers who travel out of state or inter -island and take a C �i6,, bwro - a3 COVID-19 test from a Trusted Partner, at least 72 hours before returning to Kaua'i, will be allowed to return to work at the COK after a second negative test result is confirmed 72 hours after returning to Kaua'i. Non -essential workers who travel out of state or inter -island may be exempted from quarantine and return to work at COK upon proof of a negative COVID-19 test from a Trusted Partner, at least 72 hours before returning to Kaua'i. Although a second negative test is not required, non -essential workers are highly encouraged to take a test. The second test is free for COK employees Trainings The HRD and many staff from the Classification and Pay 'Labor Relations and Administrative Services and Benefits divisions attended a 3-day on-line conference concerning the NEOGOV recruitment system used by the COK. The conference offered various courses depending upon the skill level familiarity with NEOGOV, and the subject matters of interest to the attendees. [Goal 7, Obj. A.1. and A.3.] Investigations The HRD is conducting two highly confidential workplace investigations that are very time- consuming. Some of the issues pertain to whether there was adherence to the civil service laws and rules; hence the matters are assigned to the HRD. Teleworking Update: No change since last month and staff continue to rotate teleworking and on -site to provide necessary coverage. [Goal 6, Obj. A.3. completed] Update on Review and Revisions to Internal Policies and/or Procedures: As mentioned in last month's HRD report, as part of the continued review of internal policies to detennine whether revisions should occur, a review of the Interviewing and Selection Procedures occurred. The last revision was in 1986. During a recent review process it was discovered that Kaua'i Police Department (KPD) has its own policies in the format of General Orders that may overlap and or supersede HR policies and procedures. As such, HR will need to gain access to the General Orders in order to conduct a thorough review assure that they are consistent with HR county -wide policies and procedures. HR will continue its review of county -wide policies and compare with current practices to determine if revisions are necessary. [Goal 1, Obj. B.1.] Update Regarding Payroll Office Structure In past HRD reports, we indicated that with a future HRMS system in place we will evaluate the need for additional positions to service the increased payroll functions as HR takes on payroll reporting functions from other departments. Having gone through the vendor demonstration phase of the HRMS project, it appears that the need for additional personnel will be reduced due to the automated system. [Goal 6, Obj. A.1.completed] 2 Collective Bargaining: • The State and the other jurisdictions participated in a negotiations session with UPW and HGEA concerning the State's need to furlough workers for cost savings. Awaiting scheduling of future meetings. • There is no change since last month with regards to negotiating new masters contracts for 8 different bargaining units for new master agreements that will be effective 7 1 21. Document Retention and Maintenance Policy: • The draft Human Resources Document Retention & Destruction policy continues to wait approval by the County Attorney. [Goal 2, Obj. B, 1—met and ongoing] Administrative Services and Benefits: • Collective Bargaining contracts for HGEA Units 2, 3, 4, 13, and 14 were implemented on September 15, 2020 with a retroactive date of July 1, 2019. With this approval, payroll certification (PC) forms for over 550 affected employees were generated and processed (including excluded counterparts) for retroactive across-the-board pay increases, lump sum payments, and step movement increases. Additionally, hundreds of amended PCs were processed to update mid -contract period changes. • New Hires: Park Security Officer I Public Information Officer Senior Clerk Accounting Assistant (exempt) 2 Clerk Dispatcher I (exempt) Deputy County Attorney (exempt) Deputy Prosecuting Attorney (exempt) Economic Development Specialist IV (exempt) Emergency Management Program Support Technician II (exempt) Exit Interviews are not done for short-term hires or employees who were discharged • Exit Interviews (Retirees): None • Exit Interview (Voluntary Separations) 3 of 4 • TDI Applications 2 approved 2 denied • Family Leave: 4 approved • Leave Sharing: • Reference Checks: • Employment Verifications: New Hires 9 Separations 6 Reallocations 1 Promotions 4 Demotions 0 Transfers 10 None 6 28 Pay Increase 950 Suspension 11 Leave Without Pay 0 *Misc. Change Forms 4 **Other 98 89-Day 35 Seasonal 0 • *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: • Eight (8) new workers' compensation claims were filed this month; Four (4) medical -only claims and four (4) indemnity claims. • Bi-monthly reviews of selected workers' compensation claims held on September 22, 2020 via MS Teams meeting. Twenty-one (21) claims reviewed. • Driver Improvement Training continued this month. Approximately sixty (60) employees total have been trained. Final training sessions are set for early October. • Equipment/Driver Training: Bucket Truck (11 Parks & Recreation employees) Tractor Mower (1 Public Works employee) Refuse Automated Side Arm Lift Truck (1 Public Works employee) 12 Cubic Yard Dump Truck with Pinto Trailer (1 Public Works employee) 12 Cubic Yard Dump Truck (1 Public Works employee) Excavator (2 Public Works employees) Classification and Pay and Labor Relations: Training was held for the various departments' payroll staff regarding the new Hawaii Government Employees Association (HGEA) contracts for Units 2, 3, 4, 13 and 14. Due to the delay in the implementation of the contracts, over one year of retroactive raises due to HGEA employees will be processed at the end of October. All new salary schedules and contract terms were posted to the County's Sharepoint site for easy access for all employees. • No grievance hearings were held and only one pending: SHOPO-Termination (on hold pending criminal charges) El • Reallocations Processed: Accountant Trainee to Accounting Assistant CIP Coordinator to Construction Manager Construction Manager to CIP Coordinator Emergency Services Dispatcher I to Emergency Services Dispatcher II (2) Lead Electrician -Electronic Equipment Repairer to Electrician -Electronic Equipment Repairer Ocean Safety Officer I to Ocean Safety Officer II Plumbing Inspector to Building Inspector Program Administrative Officer II to Program Administrative Officer I Program Support Technician II to KEMA Program Support Technician Water Service Investigator III to Water Service Investigator II • Desk Audits: None • New Classes Adopted: None • Administrative Reviews: 2 (see below) Recruitment and Exam: • While there is a hiring freeze in place for most positions, the Division assisted with the hiring of a number of CARES Act short term positions until the end of December to assist with COVID- 19 support. • With the Governor's final approval of the HGEA raises, all affected positions were reposted with the new entry salary amounts. • Worked with the Kaua'i Fire Department to change the weighting of their promotional exams. The written exam, training and experience and the interview scores are now equally weighted. The promotional exams were completed over two (2) days due to the limited seating capacity during testing to ensure physical distancing. • Promotional testing for the Kaua'i Police Department has been pushed back to December or January due to the delay in getting the source materials from the department. • NEOGOV requisitions now include a section for departments to select appropriate exemptions if recruitment will not be processed via the civil service. • Recruitments: Accounting Assistant (exempt) ADU Research Specialist (exempt) Archaeologist III (exempt) Bus Driver (substitute) (exempt) CIP Coordinator (exempt) Computer Deployment Specialist (exempt) Customer Service Representative II Derelict/Abandoned Vehicle Coordinator (re-employment) KEMA Program Support Technician (exempt) Environmental Services Management Engineer Fire Accounting Specialist (exempt) Fire Captain Fire Fighter II (Hazmat) Fire Fighter II (Rescue) Fire Fighter III Fire Program Manager (exempt) Golf Course Groundskeeper Groundskeeper Information Technology Systems Specialist (exempt) Janitor Laborer I Landfill Laborer I Liquor Clerical Assistant (exempt) MVR Assistant Clerk (exempt) Para -Legal Assistant II Park Caretaker Planner V Program Administrative Officer I (exempt) Project Manager Public Information, Outreach, and Education Specialist (exempt) Senior Clerk (OED) (exempt) Sexual Assault Forensic Nurse Examiner (SANE) (exempt) Solid Waste Worker II Water Meter Mechanic • Lists Referred to Departments: Account Clerk Accounting Assistant (exempt) Archaeologist III (exempt) Bus Driver (substitute) (exempt) CIP Coordinator (exempt) Computer Deployment Specialist (exempt) KEMA Program Support Technician (exempt) Equipment Operator II Fire Accounting Specialist (exempt) Fire Program Manager (exempt) Groundskeeper Liquor Clerical Assistant (exempt) Ocean Safety Officer I Pipefitter Helper Planning Research Specialist (exempt) Police Services Officer Program Administrative Officer I (exempt) Sexual Assault Forensic Nurse Examiner (SANE) (exempt) 2 Written Exams Administered: • Performance Exams Administered • Administrative Reviews: Payroll: Water Service Investigator II Waterworks Information Technology Manager Account Clerk Pipefitter Helper Equipment Operator II Custodial Services Supervisor (sustained) Para -Legal Assistant II (accepted) • Continued preparations for retro pay increases for all HGEA units payable October 30, 2020, including retro payments to ERS. • Working on timeline for other departments to transition payroll entries to HR and giving consideration to new HRMS system. Gross Payroll for September: 15th $ 4,120,746 EOM $ 4,145,589 EUTF ACTIVE $ 783,608 EUTF OPEB EUTF RETIREE $ 867,396 ERS (RETIREMENT) $ 2,223,630 SOCIAL SECURITY $ 307,156 MEDICARE $ 113,979 PTS SS SAVINGS $ 5,490 EEO/ADA • Multiple investigations in process. • Following training by an attorney from County Attorney's office, EEO ADA coordinator will prepare fonnal responses to future complaints received from Hawaii Civil Rights::Equal Employment Opportunity Commissions, including production of documents requested by the agency. • Continued improving access to COK videos, meetings, and public meetings with captioning on demand. • Tracking possible changes in EEO ADA policies due to Covid-19, continuing contact and training with ADA regional office. Page Wedneaday,October 28,2020 ) H GARDEvMAND x KAUAI'S TIE GAvm LstAa Legals /Public Notices 80e•245•0450 LEGAL$0THSOARDENISLAND.CDM Public Notice Public Notice Public Nei . I q NOTICE OF PUBLIC HEARING The Kaua'I County Civil SeMce Commission will hold a Public hearing by videoconference using Microsoft Teams, on December 1 2020 at.3_00 p.m. or shortly thereafter, for purposes of hearing and receiving public testimony and comments from all Interested persons regarding the adoption of proposed amendments to the Rules of the Civil Service Commission/Medt Appeals Board that include: updating the address of the Office of Boards and Commissions, revising the form required for the filing of an appeal, establishing an electronic mail (email) address, and conforming the name of the department to the Department of Human Resources as provided in the County Charter. To request a copy of thepmposed rule amendments • Via U.S. Postal Mail: mall your request to: CNiI Service Commission c/o OMM of Boards and Commissions, PI'ikol Building, 4444 Rice Street, Suite 300, Uhu'e, Hawai'l 96766. Include a return self-addressed and stamped 6x9 envelope. Please allow sufficient mailing time. • VI a Electronic mall (email): Submit your email address to smunian0keuai.gov. • Vla Phone: 808-241-4919 • Via Facsimile: 808-241-5127 • Viewed on the County of Kaua'I website: koual.gov/GovemmenVBoards-and-CommlWons/Civil-Seivice-Commission • Viewed and Inspected at the Office of Boards and Commissions between the hours of 7:45 a.m, to 4:30 p.m., Monday thru Friday (excluding Saturday/ Sunday/Federal & State of Hawai'i holidays). Please wntact Sandra Muregin at 808-241-4919 to schedule an appointment time. To submit testimony or comments: • Submit by mail to the Office of Boards and Commissions + Submit by email to smuraglAAaual.Vv • Submit by fax to 808-241.5127 To submit tgs ng-at th"ubllc hearing meeting: I JUI Interested persons may orally present their testimonry/comments before the Commission during the meeting. To join the public hearing meeting, call Into the i meeting using a landline phone or cellular mobile phone on Tuesday, December 1, 2020 by 3:00 p.m. Please follow steps 1 to 3. Step 1: Phor.e:1-469-848-0234 f Step 2: R will prompt you to enter a Conference ID: 299 868 331# Step 3: it will prompt you to identify yourself: first name Once you have completed steps 1-3 you will automatically enter the meeting by 4 audible only. Please mute.your phone and wait until your name is called. The Commission may Impose a time limit for each person presenting testimony at the hearing. BY ORDER OF THE COMMISSION: Jeffrey Ida, Chairperson Call Service Commission SPECIAL ASSISTANCE If you need an avediiary aid/service, other accommodation due to a disabUity, or an I terpreter for non-English speaking persons, please contact the Office of Boards and Commissions at (808) 241-4917 or asegretiftualAm 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 aitemate formats such as large print, Braille, or electronic copy. (TG11299788 10/28/20) iAV I -� L CSC coo -a� Overview to amend the "Rules of the CSC/Merit Appeals Board" Document Procedure Status Discuss and list/highlight amendments to the document or possibly assign two 7.7.20 motioned to amend rules [§1-21] 1 Commissioners to work on changes. a. Propose changes to the Commission at a scheduled meeting. Ramseyer Version 8.4.20, Ramseyer Version 9.1.20 and Ramsayer Version 10.6.20 discussed at these meetings. 2 Proofread document. Make additional edits and changes as needed. Completed during a course of three meetings a. This process may take several meetings before the final document. 3 Proofread final document. Approve final document at a scheduled meeting and 10.6.20 motioned to approve the Ramseyer Version 10.6.20 document. set date of the Public Hearing. Ramseyer Version 10.6.20 approved 4 Support staff will draft the "Notice of Public Hearing" and include a written Completed description of the changes, date, time and location of the public hearing. 5 Publish the "Notice of Public Hearing" in the Garden Island Newspaper (30) Published Wednesday, October 30, 2020 in the Garden Island Newspaper days before the public hearing scheduled at Civil Service Commission meeting. [§1-22(b) (1)(2)(3)] 6 Conduct the Public Hearing at a scheduled Civil Service Commission meeting. Scheduled Tuesday, December 1, 2020, 3:00 p.m. [§1-23(a)(b)(c)(d)(e)(f)] 7 Wait 60-days after public hearing (Saturday, January 30, 2021) for the [§1-24] commission to approve the final document. 8 Tuesday, February 2, 2021 meeting approve final document [§1-24] After February 2, 2021 prepare the approve final document; [§1-26] 1. Prepare Certificate — date of public hearing, date of adoption, chair to sign. 2. Note on coversheet date of the amendments approved/adopted by the 9 Civil Service Commission. 3. Print five original copies of the final approved document. a. Chair signs all five original copies. b. Deputy County Attorney signs all five original copies. c. Mayor signs all five original copies Transmit all five original copies to the Office of the Mayor for transmittal to the [§1-27] 10 Office of the County Clerk. Rules become effective 10-days after filing with the County Clerk. 11 County Clerk will transmit all five original copies to the Office of the Lieutenant Governor for recording. 12 Publish final document: update website, distribution to HR department and [§1-28] department heads. 13 P(5 ),oao - as 6. COUNTY OF KAUAI — CIVIL SERVICE COMMISSION HUMAN RESOURCES DIRECTOR — PERFORMANCE EVALUATION Name: Appointment Date: Reason for Report: Period of Report: Commissioner Name: Date: 'Comments will NOT be attributed to you, all connaents will be collated Into one report for reriery by the whole Commission. 1. Leadership Skills and Professional Oualities • Leads by example. Exhibits honesty, integrity and self-discipline. • Sets and enforces professional standards. • Promotes, supports, and implements EEO policies and programs. • Motivates and develops subordinates. Serves as a mentor. • Accepts personal responsibility. Examples: (Provide specific examples of performance. Absent examples mark Unable to Rate below) Overall Rating: Meets Expectations Does NOT Meet Expectations _Unable to Rate 2. Policies, Procedures, Rules and Regulations Adheres to and implements the principles and methods of 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. Adheres to 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. Identifies alternatives and recommends action to be taken. Examples: (Provide specific examples of performance. Absent examples mark Unable to Rate below) Overall Rating: Meets Expectations Does NOT Meet Expectations Unable to Rate a-. Approved 8/4/20: Pagel COUNTY OF KAUAI — CIVIL SERVICE COMMISSION HUMAN RESOURCES DIRECTOR — PERFORMANCE EVALUATION 3. Planning, Organizing, and Setting Priorities • Sets priorities. Develops realistic and attainable goals with accompanying metrics to measure progress. • Develops plans to achieve departmental and county goals. • Anticipates and solves problems. • Anticipates and budgets for future personnel and equipment. • Develops contingency plans for major events and emergency operations. Examples: (Provide specific examples of performance. Absent examples mark Unable to Rate below) Overall Rating: Meets Expectations Does NOT Meet Expectations Unable to Rate 4. Personnel and Resource Management • Develop training programs; analyzes training needs with department mangers; establishes organizational and personnel development programs. • Recognizes and addresses personnel problems at the earliest stages. • Prepares the budget in accordance with department and county policies. Exercises fiscal control, with emphasis on controlling overtime. Examples: (Provide specific examples of performance. Absent examples mark Unable to Rate below) Overall Rating: Meets Expectations Does NOT Meet Expectations Unable to Rate 5. Communications Provides positive feedback and corrective counseling to subordinate personnel as appropriate. Maintains on -going communications with county leadership, and as the mayor's representative and spokesperson at the bargaining table with public sector unions. Keeps the Civil Service Commission and county leadership informed on incidents that could affect departmental operations and community relations. Responds promptly to Commission requests for information. Examples: (Provide specific examples of performance. Absent examples mark Unable to Rate below) Overall Rating: _Meets Expectations Does NOT Meet Expectations Unable to Rate Approved 8/4/20: Page 2 COUNTY OF KAUAI — CIVIL SERVICE COMMISSION HUMAN RESOURCES DIRECTOR — PERFORMANCE EVALUATION Name• Reason for Report: Commissioner Name: •Comments will NOT be attributed io You, all comments will be collated into one report for review by the whole Appointment Date: Period of Report: Date• Notable Accomplishments This Reporting Period: Achievement of Goals: (Provide explanation for goals Not Achieved) Progress Toward Annual Goal Accomplishment: Summary of Performance: Areas of Concern by Civil Service Commission: Overall Performance for this Reporting Period: _Meets Expectations _Does NOT Meet Expectations I Received a Copy of this Performance Review: Date: Human Resource Director Discussed with Director By: Date• Chair — Civil Service Commission Approved 8/4/20: Page 3