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HomeMy WebLinkAbout2023_0307_CSC_Packet_Open.pdfCIVIL SERVICE COMMISSION BEVERLY GOTELLI, CHAIR JEFFREY IIDA, COMMISSIONER SHELLEY KONISHI, COMMISSIONER LAUREN O’LEARY, COMMISSIONER VONNELL RAMOS, COMMISSIONER Pursuant to Hawai'i Revised Statutes Section 92-3.7, which codified Act 220, SLH 2020 the meetings of the Civil Service Commission will be conducted as followings: •In addition to attendance in-person, the public may also attend the meeting by phone using the AUDIO Connection by Microsoft Teams and dialing the telephone number and conference ID provided on the agenda. •The public may also attend the meeting with Remote Access VIDEO by Microsoft Teams using the link provided on the agenda. •Written testimony may be submitted on any agenda item to asegreti@kauai.gov or mailed to the Civil Service Commission, c/o Office of Boards and Commission, 4444 Rice Street, Suite 300, Lihue, Hawaii 96766. Written testimony received by the Committee on the Status of Women at least 24 hours before the meeting shall be distributed to all members prior to the meeting. Any testimony received after this time and up to the start of the meeting will be summarized by the Clerk of the Commission during the meeting and added to the record thereafter. •Oral testimony will be taken during the public hearing portion of the meeting in-person at the public meeting location, by audio connection using the Microsoft Teams telephone number, or with video remote access by Microsoft Teams using the link and conference ID number as listed on the agenda. o All testifier audio and video will be disabled until it is your turn to testify. o If there are temporary technical glitches during your turn to testify, we may have to move on to the next person due to time constraints; we appreciate your understanding. •If the remote telephone or link connection is lost and cannot be restored within 30 minutes during the meetings, the Civil Service Commission will continue all matters and reconvene at the next scheduled Civil Service Commission Meeting. 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 ASEGRETI@KAUAI.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 ALTERNATIVE FORMATS SUCH AS LARGE PRINT, BRAILLE, OR ELECTRONIC COPY. CIVIL SERVICE COMMISSION – March 7, 2023 PAGE 2 COUNTY OF KAUA’I CIVIL SERVICE COMMISSION MEETING NOTICE AND AGENDA Tuesday, March 7, 2023 3:00 p.m. or shortly thereafter Remote Access VIDEO by Microsoft Teams Click on the URL below or type the URL into your computer or smart phone https://bit.ly/3Z7dgp0 AUDIO Connection by Microsoft Teams Phone: 1-469-848-0234, Conference ID: 637 425 700# CALL TO ORDER IN OPEN SESSION (Open to the Public) ROLL CALL BUISNESS CSC 2023-13 Selection of vice chair for calendar year 2023, to replace Francis Kaawa who resigned January 25, 2023. a) Nominate a commissioner to serve as vice chair. APPROVAL OF AGENDA PUBLIC COMMENTS AND TESTIMONY Individuals may orally testify on any agenda item at this time or wait for the agenda item APPROVAL OF MEETING MINUTES a) Open Session Minutes of February 7, 2023 COMMUNICATION CSC 2023-14 Memo from Michael Dahilig, Managing Director dated December 27, 2022 regarding salary adjustments for directly appointed Directors. DIRECTOR OF HUMAN RESOURCES REPORT CSC 2023-15 January/February 2023 period, March 7, 2023 Meeting a) Grievances, Grievance Arbitration Hearings b) Workday c) HR Trainings d) Monthly Report from HR Divisions/Sections a. Administrative Services and Benefits b. Employee Development and Health Services CIVIL SERVICE COMMISSION – March 7, 2023 PAGE 3 c. HR Manager, Classification and Pay and Labor Relations d. Recruitment and Examination e. Payroll f. EEO/ADA BUSINESS CSC 2023-16 Discussion and possible action Memorandum from Managing Director regarding salary adjustments for directly appointed Directors. CSC 2023-17 Presentation by Permitted Interaction Group (PIG) on recommendations for possible changes to the Goals and Objectives for period July 1, 2023 to June 30, 2024. EXECUTIVE SESSION Pursuant to Hawaii Revised Statutes §92-4, the commission may hold executive meetings closed to the public upon an affirmative vote, taken at an open meeting, of two-thirds of the members present; provided the affirmative vote constitutes a majority of the members to which the board is entitled. Any meeting closed to the public shall be limited to matters exempted by section 92-5. The reason for holding such a meeting shall be publicly announced and the vote of each member on the question of holding a meeting closed to the public shall be recorded and entered into the minutes of the meeting. Pursuant to Hawaii Revised Statutes §92-7(d), after posting of the commission meeting agenda the commission may add an item to the agenda, including an executive meeting closed to the public, by an affirmative two-thirds recorded vote of all members to which the board is entitled; provided that no item shall be added to the agenda if it is of reasonably major importance and action thereon by the board will affect a significant number of persons. Items of reasonably major importance not decided at a scheduled meeting shall be considered only at a meeting continued to a reasonable day and time. ENTER INTO EXECUTIVE SESSION #1 (Closed to the Public) CALL TO ORDER IN EXECUTIVE SESSION BUSINESS ES-06 Executive Session Minutes of February 7, 2023. Pursuant to Hawai‘i Revised Statutes §92-4, §92-5(a)(4), §92-9 (a)(1-4) and (b), the commission requests an Executive Session to approve or amend the executive session minutes of January 3, 2023, where consideration of matters affecting privacy will be involved and to consult with the Deputy County Attorney on issues pertaining to the Commission’s powers, duties, privileges, immunities, and/or liabilities of the Commission as they relate to this agenda item. ES-07 Deputy County Attorney Guidance on Commission interactions with a department head Pursuant to Hawai‘i Revised Statutes §92-4, §92-5(a)(4), and §92-9 (a) and (b), the commission requests an Executive Session to consult with the Deputy County Attorney on CIVIL SERVICE COMMISSION – March 7, 2023 PAGE 4 issues pertaining to the Commission’s powers, duties, privileges, immunities, and/or liabilities of the Commission as they relate to interactions with the department head, and permitted interactions under County and Hawai‘i law. (Deferred 2/7/23) EXIT EXECUTIVE SESSION #1 ENTER INTO EXECUTIVE SESSION #2 (Closed to the Public) CALL TO ORDER IN EXECUTIVE SESSION ES-08 Appeal filed February 8, 2023, against Director of Parks. Pursuant to Hawai’i Revised Statutes §92-4, 92-5(a)(4)and §76-47(e), the commission requests an Executive Session to consult with the Deputy Attorney General on an Appeal filed February 8, 2023, to review and discuss the appropriateness of this appeal to the commission, and discussion and possible decision making on other related matters. This discussion and consultation may involve matters affecting privacy and consideration of the powers, duties, privileges, immunities, and/or liabilities of the Commission as they relate to this agenda item. ES-09 Appeal filed February 23, 2023, against Mayor, County Engineer, Deputy County Engineer, HR Manager. Pursuant to Hawai’i Revised Statutes §92-4, 92-5(a)(4)and §76-47(e), the commission requests an Executive Session to consult with the Deputy Attorney General on an Appeal filed February 23, 2023, to review and discuss the appropriateness of this appeal to the commission, and discussion and possible decision making on other related matters. This discussion and consultation may involve matters affecting privacy and consideration of the powers, duties, privileges, immunities, and/or liabilities of the Commission as they relate to this agenda item. ENTER OPEN SESSION (Open to the Public) CALL TO ORDER IN OPEN SESSION RATIFY ACTIONS Ratify actions taken by the Civil Service Commission in executive session for ES-06, ES-07, ES-08 and ES-09. ANNOUNCEMENTS: Next Scheduled Meeting: Tuesday, April 4, 2023 – 3:00 p.m. ADJOURNMENT cc: Deputy County Attorney Mark Ishmael cc: Deputy Attorney General Harry Kim cc: Director of Human Resources Annette Anderson .0 COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board/Commission: CIVIL SERVICE COMMISSION Meeting Date: February 7, 2023 Location Boards and Commissions Conference Room and Teleconference via Microsoft Teams Start of Meeting: 3:00 p.m. End of Meeting: 4:09 p.m. Present Chair Beverly Gotelli. Commissioners: Jeffrey Iida, Lauren O’Leary, and Vonnell Ramos. Deputy County Attorney Mark Ishmael (Microsoft Teams). Human Resources Manager Jill Niitani, Central Payroll Accountant Marissa Pula’a, Linda Nuyland Ames and Human Resources Manager Janine Rapozo (joined at 3:10 p.m.) , Office of Boards and Commissions Staff: Administrator Ellen Ching and Administrative Specialist Anela Segreti. Excused Vice Chair Francis Kaawa, Commissioner Shelley Konishi Absent SUBJECT DISCUSSION ACTION Call To Order/ Roll Call Chair Gotelli called the Open Session meeting to order at 3:00 p.m. and requested a roll call. Administrator Ellen Ching conducted the roll call; Commissioner Iida replied present. Commissioner Konishi was excused. Commissioner O’Leary replied present. Commissioner Ramos replied present. Vice Chair Kaawa was excused, and has resigned from the commission. Chair Gotelli replied present. She announced the following support staff present for the meeting; Deputy County Attorney Ishmael (Microsoft Teams) Administrative Specialist Segreti sitting in for Support Clerk Muragin. Quorum was established with four commissioners present. Approval of Agenda Ms. Ching noted that there were no members of the public in attendance and that the Commission would not be asking for testimony on each item. Ms. O’Leary moved to approve the agenda, as circulated. Mr. Iida seconded the motion. Motion carried 4:0. Public Comments and Testimony Ms. Ching reported she did not receive any written testimony or request to testify for this meeting. Civil Service Commission Open Session February 7, 2023 Page 2 SUBJECT DISCUSSION ACTION Approval of Meeting Minutes a. Open Session Minutes of January 3, 2023 Mr. Iida moved to approve the Open Session minutes of January 3, 2023. Ms. O’Leary seconded the motion. Motion carried 4:0. Communication CSC 2023-06 Memorandum from Managing Director Michael A. Dahilig dated December 27, 2022, regarding Meeting format (in-person, virtual or hybrid). Mr. Iida moved to receive CSC 2023-06, memorandum from Michael A. Dahilig, Managing Director. Mr. Ramos seconded the motion. Motion carried 4:0. Director of Human Resources Report CSC 2023-07 December 2022/January 2023 period, February 7, 2023 Meeting a) Grievances, Grievance Arbitration Hearings b) Workday c) HR Trainings d) Monthly Report from HR Divisions/Sections a. Administrative Services and Benefits b. Employee Development and Health Services c. HR Manager, Classification and Pay and Labor Relations d. Recruitment and Examination e. Payroll f. EEO/ADA Human Resources Manager Jill Niitani reviewed the December 2022/January 2023 period, February 7, 2023, meeting report. (Report on file) Ms. Nittani reported the following updates; • HR Director Anderson is in a grievance arbitration hearing. One union continues to submit numerous grievances and notices of intent to arbitrate. Two grievances and two notices of intent to arbitrate have been submitted. The allegations in the grievances and pending arbitrations do not reveal evidence of any frequent root causes. • Workday system is up and running, it went live on December 19, 2022, and have Civil Service Commission Open Session February 7, 2023 Page 3 SUBJECT DISCUSSION ACTION done two payrolls. Focus over next few months is to get reports to departments that are needed and get into second phase, recruitment, and performance evaluations. Working with UPW workers on new system and use of technology. HR staff present introduced themselves and focus of their work: • Jill Niitani, HR Manager, oversees workers comp, safety areas, employee development training, administrative and transactional systems for HR. • Janine Rapozo, HR Manager, recruitment and classification, labor management. • Hala’i (Marissa) Pula’a , payroll has six (6) staff that oversees various departments, benefits, reductions attached to employees, communication with department accountants and time keepers. • Linda Nuland-Ames, Equal Employment Opportunity and Americans with a Disability Act., Fair Housing and language access. HR has twenty-one (21) employees and County has 1300 employees. Recruitment is an issue for the county. There are shortages in many departments. Pay and housing are issues and they are looking at ways they can be creative in incentives. Business CSC 2023-08 Discussion and decision-making concerning Memorandum from Managing Director regarding meeting formats to be in-person, virtual or hybrid. Commissioners discussed their preferences for in-person meetings, but that if there was not a quorum because a commissioner cannot attend in-person, it is good to have the option of a hybrid. Mr. Iida moved to hold meetings in-person and hybrid at the discretion of the chair. Ms. O’Leary seconded the motion. Motion carried 4:0. CSC 2023-09 Director of Human Resources Goals and Objectives for period July 1, 2022 to June 30, 2023. (on-going) a) Review updated report b) Discussion and possible decision-making on other related matters Chair Gotelli stated that the commission had discussed at the last meeting to keep the one that they have as the year is almost over. Chair Gotelli stated that the audit report requested was provided to commission, and pointed out that the audit was completed previous to the current HR Director, so it has no bounds to Civil Service Commission Open Session February 7, 2023 Page 4 SUBJECT DISCUSSION ACTION her and they need to look forward. Goals and Objectives and Review should be parallel in looking at next evaluation period. They will discuss more later in the agenda. Chair feels it should stay as is because it will be confusing to change when evaluation year is almost ending. Chair called for a motion to keep current objectives for HR Directors evaluation. Ms. Ching suggested to make an edit to Goal #5 as HMRS is here before making a motion. A discussion ensued and it was pointed out that the goal fits the year of the evaluation. Mr. Iida moved to receive the Director of Human Resources Goals and Objectives for period July 1, 2022 to June 30, 2023. Ms. O’Leary seconded the motion. Motion carried 4:0. CSC 2023-10 Discussion and decision-making on possible changes to the format and/or contents contained in the Director of Human Resources Monthly Report. [Deferred 6/7/22, Cancelled Meeting 7/5/22, Deferred 8/2/22, Not on Agenda 9/6/22 and 10/4/22, Deferred 11/1/22, 12/6/22,1/3/23] Chair Gotelli stated that further discussion is needed between Administrator and Chair, and she is asking to postpone this item. Mr. Iida moved to defer CSC 2023-10. Mr. Ramos seconded the motion. Motion carried 4:0. CSC 2023-11 Discussion and decision-making on possible changes to the Goals and Objectives for period July 1, 2023 to June 30, 2024. a) Review Audit Report No. 15-01 and Audit Report No. 18-01 b) Possible formation of a permitted interaction group (PIG) pursuant to Hawai‘i Revised Statutes §92-2.5 (b) (1-2) to draft the Goals and Objectives for period July 1, 2023 to June 30, 2024. c) Discussion and possible decision-making on other related matters Chair Gotelli stated that she would like a committee to look at this and give a preliminary report at the March meeting. She asked Ms. O’Leary and Mr. Iida to be a member of the PIG, both agreed and will serve on the PIG. The commissioners discussed that the audit was for and addressed by previous director and does not apply to the current HR Director. Civil Service Commission Open Session February 7, 2023 Page 5 SUBJECT DISCUSSION ACTION Ms. O’Leary stated that recruitment was noted in the last review as an area that they wanted more consistency. The commissioners discussed how that can be difficult with the different departments having different needs. They noted that the HMRS system may help in addressing this but it’s a continual process. Mr. Iida moved to form a PIG pursuant to Hawai’i Revised Statutes to draft the goals and objectives for the period of July 1, 2023 to June 30, 2024 and the members will be Lauren O’Leary and Jeffrey Iida. Mr. Ramos seconded. Motion carried 4:0 CSC 2023-12 Discussion and decision-making on possible amendments to the DHR Performance Evaluation Form a) Possible formation of a permitted interaction group (PIG) pursuant to Hawai‘i Revised Statutes §92-2.5 (b) (1-2) to amend the performance evaluation form. b) Discussion and possible decision-making on other related matters Chair suggested that the same PIG look at this item. Commissioners agreed that one would lead into the other. Ms. Ching offered to send an email to the group for suggestions and will produce a first draft for the commission to review. Ms. O’Leary moved to form a PIG with O’Leary and Jeffrey Iida to amend the DHR Performance Evaluation Form and them members will be Lauren. Mr. Ramos seconded. Motion carried 4:0 Executive Session Ms. Ching read the Hawaii Revised Statutes to move the meeting into Executive Session. Mr. Iida moved to go into executive session. Ms. O’Leary seconded. Motion carried 4:0 The commission and staff, ended open session at 3:55 p.m. Call To Order in Open Session Chair Gotelli called the Open Session meeting back to order at 4:07 p.m. Civil Service Commission Open Session February 7, 2023 Page 6 SUBJECT DISCUSSION ACTION Ratify Actions Ratify actions taken in executive session for ES-04. Mr. Iida moved to ratify actions taken in executive session for ES-04. Mr. Ramos seconded. Announcements Next Scheduled Meeting: Tuesday, March 7, 2023– 3:00 p.m., in the Boards and Commissions Conference Room, Piikoi Building, 4444 Rice Street, Suite 300, Līhu‘e, HI 96766 Chair Gotelli announced that she did not meet with HR Director Anderson, and is rescheduling to meet with her as soon as possible. Adjournment Hearing no objections Chair Gotelli adjourned the meeting. Chair Gotelli adjourned the meeting at 4:10 p.m. Submitted by: Reviewed and Approved by: Anela Segreti, Administrative Specialist Beverly Gotelli, Vice Chair ( ) Approved as circulated. ( ) Approved with amendments. OFFICE OF THE MAYOR DEREK S.K. KAWAKAMI, MAYOR MICHAEL A. DAHILIG, MANAGING DIRECTOR MEMORANDUM TO: Board, Commission, and Committee Chairs Who Directly Appoint Directors FR: Michael A. Dahilig /J'!l � � Managing Director fK'.._• ""1'-----f DATE: December 27, 2022 RE: Salary Adjustments for Directly Appointed Directors Pursuant to the salary resolution adopted by the Salary Commission, your commission or board may decide to provide a salary adjustment to your directly appointed departmental director within the parameters of the schedule. Please keep in mind although the schedule may reflect a beginning date of 1/1/23 as the potential for an increase, these will be retroactively paid out and not considered into effect until March 2023. Should you have any questions, please do not hesitate to contact me or Ellen. Happy New Year and Mahala for your service! cc: Ellen Ching, B&C Administrator Annette Anderson, Director of Human Resources 4444 Rice Street, Suite 235 • Lihu'e, Hawai'i 96766 • (808) 241-4900 (b) • (808) 241-6877 (f) An Equal Opportunity Employer CSC 2023-14 CSC 2023-16 DEPARTMENT OF HUMAN RESOURCES DIRECTOR’S REPORT TO THE CIVIL SERVICE COMMISSION March 7, 2023 Meeting Report Covering January/February 2023 Grievances and Grievance Arbitration Hearings Served as the employer representative and testified during a two-week class action grievance arbitration hearing from February 6 through 17, 2023. The allegations in the above grievance may be brought forth by other unions, and thus, it would be inappropriate for me to comment on the details until all arbitrations have completed and decisions rendered . [Goal 4, Objective G4A., Success Measurement 1 – ongoing] Workday: We continue our successful implementation of our new Workday system, while focusing on minor fixes or tweaks. [Goal 2, Objective G2A., Success Measurements 1 and 2. – ongoing] [Goal 3, Objective G3A & G3B., Success Measurements 1, 2, 3.– ongoing] HR Trainings: Although not in person, we continue to provide all employees with Workday trainings through “Wiki” newsletters that give updates/tips. Bloodborne Pathogens Training conducted for new hires. Workplace Violence and Policy Against Discrimination, Harassment, and Retaliation training provided to the Public Works’ Department – Roads Division Hanapēpē Baseyard on January 10, 2023. [Goal 3, Objective G3A & G3B., Success Measurements 1, 2, 3.– ongoing] CSC 2023-15 2 Monthly Report from HR Divisions/Sections Administrative Services and Benefits: •Provided guidance to departments on various personnel issues, including internal investigations, disciplinary actions, performance reviews and improvement plans, employee assistance program (EAP), conflict/complaints, attendance/leave, benefits, drug/alcohol testing, ADA accommodations, personnel transactions, etc. •New Hires:1 Golf Course Groundskeeper 1 Groundskeeper 1 Human Resources Specialist I 1 Laborer I 2 Park Caretaker I 1 Police Records Unit Supervisor 1 Police Services Officer 1 Senior Clerk 1 Sewer Maintenance Helper 1 Solid Waste Worksite Supervisor 1 Code Enforcement Inspector III (exempt) 1 Compliance Assistant (exempt) 1 Housing Assistance Specialist III (exempt) •Exit Interviews (Retirees): 0 of 1 •TDI Applications 1 denial •Family Leave:12 approved •Leave Sharing:None •Reference Checks:19 •Employment Verifications:3 •Transactions Totals: Will be updated next month. Employee Development and Health Services: •Provided guidance to department supervisors and employees on various safety-related issues and concerns. •Seven (7) new workers’ compensation claims were filed this month: Two (2) indemnity claims, One (1) Controverted claim, and Four (4) medical-only claims. •Workers’ Compensation/Auto Claims Adjusting Services: Extension of contract was completed. This is a temporary extension to provide additional time for review and routing of new contract. •Safety inspections conducted on January 18, 2023 at three (3) separate County locations (Public Works and Parks and Recreation departments) by Atlas Insurance-Risk Management and HR Safety Officer James Stevens. Reports with summaries of potential violations with recommendations on solutions/remedies will be provided to the department. •Bloodborne Pathogens Training provided for departmental new hires (4). conducted by HR Safety Officer James Stevens. 3 •Workplace Violence and Policy Against Discrimination, Harassment, and Retaliation training provided to the Public Works’ Department – Roads Division Hanapēpē Baseyard on January 10, 2023. 15 attendees. •Customer Service and Policy Against Discrimination, Harassment, and Retaliation training provided to the Planning Department on January 31, 2023. 25 attendees. •Equipment/Driver Training: Mini Excavator (1 Parks and Recreation employee) Bucket Truck Training (1 Public Works employee) Performance Exam- Mower (6 Parks & Recreation employees-2- day evaluation) Pumper Truck Training (1 Public Works employee) Vector Truck Training (1 Public Works employee) Bush Whacker Training (1 Parks & Recreation employee) HR Manager, Classification and Pay and Labor Relations: •Budget review meetings and deliberations continue as the budget team prepares for the March 15th submittal to the County Council. •Bi-monthly reviews for twenty-seven (27) workers’ compensation claims from Public Works, Parks and Recreation, Fire, Finance, Police, Prosecuting Attorney, and Transportation, were held with FIRMS (First Insurance Risk Management Services) and Atlas Insurance to monitor progress and determine course of action for high costing, problematic and long-standing cases and strategies for new cases on problems that can be foreseen. •Reallocations Processed: Bus Driver (Substitute) to Utility Worker Bus Driver (Substitute) to Van Driver (Substitute) (2) COVID-19 IMT Specialist to All Hazards IMT Leader Emergency Management Senior Staff Officer to Special Executive Officer of Emergency Management Emergency Management Staff Specialist III to Emergency Management Staff Officer Grant Fiscal Specialist to Accountant III Police Officer I to Police Services Officer (6) Procurement & Specifications Specialist V to Procurement & Specifications Specialist VI Real Property Administrative Analyst to Real Property Appraiser V Transit Fleet Mechanic to Heavy Vehicle Mechanic I Treasurer to Grant Accounts Specialist Utility Worker to Van Driver (Substitute) Wastewater Chemist to Sanitary Chemist I Water Plant Operator I to Assistant Water Plant Operator •Desk Audits:None •New Classes Adopted: None •Administrative Reviews:None •Class Amendments Completed: Account Clerk Derelict/Abandoned Vehicle Coordinator Senior Account Clerk 4 Recruitment and Examination •Indemnification approval received from the County Council to continue to use Department of Education (DOE) facilities as needed for the next two (2) calendar years •An after action meeting was held with the Kauai Fire Department’s training staff to discuss issues and possible improvements to the recent Fire Fighter Trainee written and performance tests as well as to discuss whether the low turnout was attributable to the overall recruitment trends in general or other possible reasons. •Recruitment:Account Clerk Accountant I Accountant II Assistant Wastewater Plant Operator I Bus Driver (Substitute) (Exempt) Council Services Assistant (Exempt) Electrician (Temporary) (Exempt) Field Operations Clerk Investigator (Exempt) (2) Park Maintenance and Service Worker II Police Services Officer Procurement & Specifications Specialist IV Procurement & Specifications Specialist VI Program Specialist I (Paratransit Assistant Manager) (Exempt) Program Support Technician Public information Officer Senior Clerk Special Executive Officer of Emergency Management (Exempt) Spring Youth Program (Exempt) Van Driver (Substitute) (Exempt) (2) Water Special Projects Manager (Exempt) •Lists Referred to Departments: Accountant III Administrative Support Assistant Assistant Water Plant Operator Automotive Mechanic I Building Permit Clerk I Bus Driver (Substitute) (Exempt) Clerk Dispatcher I (Exempt) Council Legislative Assistant (Exempt) Electrician (Temporary) (Exempt) Emergency Management Staff Officer Field Operations Clerk Fire Captain Golf Course Grounds Working Supervisor Groundskeeper Highway Construction and Maintenance Supervisor Information Technology Specialist V 5 Investigator (Exempt) Mechanic Helper (Exempt) Ocean Safety Officer I Park Caretaker I Police Services Officer Procurement & Specifications Specialist VI Program Specialist I (Paratransit Assistant Manager) (Exempt) Real Property Appraiser V Scale Attendant I Senior Clerk Solid Waste Worker I Van Driver (Substitute) (Exempt) Water Special Projects Manager (Exempt) •Written Exams Administered: Administrative Support Assistant Fire Fighter Trainee Golf Course Grounds Working Supervisor Landfill Operations Assistant Police Services Officer Sewer Maintenance Helper Waterworks Inspector III •Performance Exams Administered: Fire Fighter Trainee Mower Operator Ocean Safety Officer I •Administrative Reviews:None Payroll: •HRMS System/Project on-going •Continuing standing Meetings with Accenture/Payroll Support Staff to go over questions o To follow up on timelines/deadlines/due dates o To follow up on mapping to AS400 and how to read/pull reports from Workday o Transition Plan •Schedules o Continuing to create new schedules per request o Revised upload to include an end date o Assigned Police Schedules weekly thru March 2023 o Follow up with Transportation on new schedules in 2023 •January 2023 Gross Payroll: 6 15th 4,428,077$ EOM 4,347,831$ EUTF ACTIVE 752,924$ EUTF ACTIVE - DOW 46,351$ EUTF OPEB 509,824$ EUTF RETIREE 931,343$ ERS (RETIREMENT)2,412,573$ SOCIAL SECURITY 337,373$ MEDICARE 121,160$ PTS SS SAVINGS 7,973$ EEO/ADA Employee Investigations On-going ADA Technical Guidance On-going Continuous On-Going Projects 1. Monitoring ADA & EEO policy changes 2.Creating ADA training specifically for different departments 3.Department of Health, Office of Language access CIVIL SERVICE COMMISSION JEFFREY IIDA, COMMISSIONER SHELLEY KONISHI, COMMISSIONER LAUREN O’LEARY, COMMISSIONER VONNELL RAMOS, COMMISSIONER BEVERLY GOTELLI, CHAIR MEMORANDUM Date: February 24, 2023 To: Beverly Gotelli, Chair and Members of the Civil Service Commission From: Commissioners Jeff Iida and Lauren O’Leary Climate Assessment Permitted Interaction Group Re: Human Resource Director’s Goals and Objectives for July 1, 2023 to June 30, 2024 Permitted Interaction Group Report Task: On February 24, 2023, the Civil Service Commission formed a Permitted Interaction Group (PIG) with the scope of providing the Commission with any recommendations on possible changes to the Goals and Objectives for the period of July 1, 2023 to June 30, 2024. Due to the inability of members to meet, this report was formulated via email and individual meetings and based on the input from the members of the PIG. Recommendations: The PIG recommends that the Commission adopt the attached draft Goals and Objectives for the period of July 1, 2023 to June 30, 2024. The attached draft are the Goals and Objectives for the current period of February 16, 2021 to June 30, 2022. In the past several years the evaluation period was changed and although the Goals and Objectives remained the same the period of time the Goals and Objectives related to changed as well. See the list below. 1.Original Goals & Objectives for the period of February 16, 2021 to February 15, 2022 Adopted on April 6, 2021 2.Goals & Objectives were extended to the period of February 16, 2021 to June 30, 2022 Adopted on March 1, 2022 3.Goals & Objectives were extended to the period of July 1, 2022 to June 30, 2023 Adopted on March 1, 2022 4.Evaluation period changed from Feb. 16 to Feb. 15 to July 1st to June 30th. Adopted on March 1, 2022 CSC 2023-17 Page 2 of 2 The changes were adopted to address the Commission’s concern in consideration of the new Commissioners joining the Commission and their concerns regarding their lack of experience with the evaluation process (format and tools) and their minimal exposure to the Human Resources Director. In reviewing the draft, please refer to the following key: 1.Black font – represents the text from the original document. 2.Yellow highlight strikethrough – All text that is highlighted and struck through has been deleted. 3.Red Font – represents any additions or changes. COK CSC DHR Goals & Objects 2.16.21 to 2.15.22 06.30.22 (Approved 04.06.21) (Extension Approved 03.01.22) 1 | Page Goals and Objectives Report – COK Civil Service Commission Director of Human Resources Annette Anderson – Period February 16, 2021 to February 15, 2022 June 30, 2022 July 1, 2023 to June 30, 2024 Goal #1 – Conduct review of Human Resources policies to determine if policies should be revised and/or new policies created. Develop communications action plan for staff, including any future updates on policies. Objectives Success Measurements Desired Outcome Status G1A. Identify and create a plan to address any outstanding items from “Follow-up Audit of County Hiring Practices: Report No. 18-01 G1BA. Identify any Human Resources policies that should be revised and any gaps in existing policies. G1CB. Draft and implement revised and/or new policies as deemed necessary. to include a communications action plan. G1C. Draft and implement a communication plan in conjunction with any policy changes. G1C. Schedule systemic review of policies as technology and systems are implemented. 1.Outstanding issues from “Follow-up Audit of County Hiring Practices: Report No. 18-01 are addressed. 1. Revised and/or new policies as implemented as needed. 2. Revised and/or new policies are successfully communicated to County personnel. 3.Quarterly reports are provided to the CSC to include update on outstanding audit issues and a list of policies to be revised and/or created. 4.Assess effectiveness of communication plan in conjunction with policy changes. Policies reflect best industry practices and meet the legal/operational needs of the County of Kauai. Policies are continually reviewed and amended to meet evolving circumstances and are successfully communicated to County personnel. Gaps in existing policies are closed and smooth system of Human Resources effected. COK CSC DHR Goals & Objects 2.16.21 to 2.15.22 06.30.22 (Approved 04.06.21) (Extension Approved 03.01.22) 2 | Page Goal #2 – Review and monitor the HRMS Human Resources Management System (HRMS) Project. ; assist with any multi-department issues. Objectives Success Measurements Desired Outcome Status G2A. Complete the process of implementing new the HRMS which would include the orientation and training of new hires. G2B. Continue to “tweak” the HRMS for full implementation throughout the County workforce. G2C. Continue to integrate the additional features (retention) of the HRMS through exploration and/or further implementation. G2D. Continue to address individuals and/or departments experiencing problems with the HRMS via in a responsive and systematic approach. 1. Timelines and benchmarks are established and met for the completion of the work. 2. Monthly progress updates are provided to the CSC. including challenges, solutions, benefits, and any cost savings. 3. Bi-annual presentation in June and in November or December to the CSC on the HRMS system, including timelines, implementation activities, challenges, solutions, benefits, and any cost savings Complete the migration to implementation of the new HRMS in order to realize the full benefits of the project system. COK CSC DHR Goals & Objects 2.16.21 to 2.15.22 06.30.22 (Approved 04.06.21) (Extension Approved 03.01.22) 3 | Page Goal #3 – Identify training priorities for Department of Human Resources staff and/or staff from other departments including developing plan for delivery of the training. Objectives Success Measurements Desired Outcome Status G3A. Work with HR Department staff and/or other departments to assess where they feel data to determine where training is needed to address gaps in knowledge/skills. i.e. grievances, retention etc. G3B. Based on assessment, develop a training program with instructional strategies for HR Department staff and/or other departments to address improvements in knowledge/skills. 1. For HR staff training, each HR staff member is surveyed to determine needs. 2. For staff in other departments, work with department/division heads to identify training needs for the Department. 3. A training program is developed to address the priority training needs. 4. Quarterly progress reports are provided to the CSC. County Staff are better equipped to meet the needs of the County of Kauai. COK CSC DHR Goals & Objects 2.16.21 to 2.15.22 06.30.22 (Approved 04.06.21) (Extension Approved 03.01.22) 4 | Page Goal #4 – Review employee complaints in an effort to identify common root causes and implement appropriate training programs designed to address the most frequent root causes. Objectives Success Measurements Desired Outcome Status G4A. Review complaints filed over the past five years, if possible, to identify most frequent root causes. G4B. Work with Department Heads and key management personnel to review most frequent root causes and assess related training needs. G4C. Based on assessment, develop a training program for County of Kauai departments to address highest priority root causes. 1. Five year, if possible, review is completed and frequent root causes identified. 2. Department Heads and key management personnel participate in the development of the training plan. 3. A training plan/schedule is developed and implemented. 4. Claims are reduced over time. 5. Quarterly progress reports are provided to the CSC including statistics on the number of HR related litigation/lawsuits and settlements or awards that they are aware of. Report shall also include statistics by category on separation, termination, retirements, etc. to identify trends. Employee complaints are reduced for the County of Kauai, saving money, time and resources and creating a more positive work environment for all employees. COK CSC DHR Goals & Objects 2.16.21 to 2.15.22 06.30.22 (Approved 04.06.21) (Extension Approved 03.01.22) 5 | Page Goal #5 – Optimize payroll division functions and staffing related to eventual 100% centralized payroll and in connection with future automation with new HRMS system. Refine and optimize recruitment and retention functions of HRMS. Objectives Success Measurements Desired Outcome Status G5A. Identify any changes necessary within the payroll division in order to meet the needs of a 100% centralized system integrated with the new HRMS system. Identify best practices to optimize recruitment and retention functions. G5B. Prioritize and Iimplement necessary changes. 1. Develop timeline for movement of all county payroll functions to the HR Department. 2. Payroll functions are successfully integrated with HRMS in accordance with the implementation plan. 3. Develop a plan for implementation with timelines and benchmarks. 4. Quarterly progress reports are provided to the CSC. Payroll functions are consolidated within HR and automated to the greatest extent possible. Payroll is efficient and accurate, and meet the needs of the County of Kauai and its various departments. The County of Kauai has a strategy in place to recruit and retain a robust workforce with the right individuals in the right positions that minimizes vacancies.