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HomeMy WebLinkAbout2023_0404_CSC_Packet_Open.pdfCIVIL SERVICE COMMISSION BEVERLY GOTELLI, CHAIR LAUREN O’LEARY, VICE CHAIR JEFFREY IIDA, COMMISSIONER SHELLEY KONISHI, COMMISSIONER AIMEE LORENZO, 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 – April 4, 2023 PAGE 2 COUNTY OF KAUA’I CIVIL SERVICE COMMISSION MEETING NOTICE AND AGENDA Tuesday, April 4, 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/3G1jU8x AUDIO Connection by Microsoft Teams Phone: 1-469-848-0234, Conference ID: 294 679 855# CALL TO ORDER IN OPEN SESSION (Open to the Public) ROLL CALL 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 March 7, 2023 DIRECTOR OF HUMAN RESOURCES REPORT CSC 2023-18 February/March 2023 period, April 4, 2023 Meeting a) Grievances, Grievance Arbitration Hearings b)Workday c)HR Trainings d)Budget Preparation and Submittal to Council e)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 BUSINESS CSC 2023-19 Discussion of commission’s actions regarding salary adjustments related to the 2021-2022 performance evaluation of the HR Director. CIVIL SERVICE COMMISSION – April 4, 2023 PAGE 3 CSC 2023-20 Discussion and possible decision making on Permitted Interaction Group (PIG) 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-11 Executive Session Minutes of March 7, 2023. Pursuant to Hawai‘i Revised Statutes §92-4, §92-5(a)(4), §92-9 (a) 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-12 Pursuant to Hawai‘i Revised Statutes §92-4, §92-5(a)(2) and (4), and §92-9 (a) and (b), the commission requests an Executive Session to consider the evaluation of the director 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 item ES-13 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 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, 3/7/23) CIVIL SERVICE COMMISSION – April 4, 2023 PAGE 4 EXIT EXECUTIVE SESSION #1 ENTER INTO EXECUTIVE SESSION #2 (Closed to the Public) CALL TO ORDER IN EXECUTIVE SESSION ES-14 Appeal filed February 8, 2023, against Director of Parks. Pursuant to Hawai’i Revised Statutes §92-4, 92-5(a)(4), §92 (a) and (b), 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-15 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), §92 (a) and (b), 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-11, ES-12, ES-13, ES-14, and ES-15. ANNOUNCEMENTS: Next Scheduled Meeting: Tuesday, May 2, 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 COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board/Commission: CIVIL SERVICE COMMISSION Meeting Date: March 7, 2023 Location Boards and Commissions Conference Room and Teleconference via Microsoft Teams Start of Meeting: 3:00 p.m. End of Meeting: 4:55 p.m. Present Chair Beverly Gotelli. Vice Chair Lauren O’Leary. Commissioners: Shelley Konishi, and Vonnell Ramos. Deputy County Attorney Mark Ishmael (Microsoft Teams). Human Resources Director Annette Anderson, Office of Boards and Commissions Staff: Administrator Ellen Ching and Administrative Specialist Anela Segreti. Excused Commissioner Jeffrey Iida 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 was excused. Commissioner Konishi replied here. Commissioner O’Leary replied here. Commissioner Ramos replied here. Chair Gotelli replied here. She announced the following support staff present for the meeting; Deputy County Attorney Ishmael (Microsoft Teams) Administrator Ellen Ching. Administrative Specialist Segreti. Human Resources Director Annette Anderson. Quorum was established with four commissioners present. Business CSC 2023-13 Selection of vice char for calendar year 2023, to replace Francis Kaawa who resigned January 25, 2023. a) Nominate a commissioner to serve as vice chair. Chair Gotelli noted that it was Commissioner Ramos last day, and Commissioner Konishi noted that she is not available to take the position and asked Commissioner O’Leary if she was willing to accept nomination. Commissioner O’Leary affirmed. Ms. Konishi nominated Ms. O’Leary as Vice Chair. Mr. Ramos seconded. Hearing no objections Commissioner O’Leary was elected Vice Chair. Civil Service Commission Open Session March 7, 2023 Page 2 SUBJECT DISCUSSION ACTION Approval of Agenda Administrator Ching asked that item CSC 2023-17 be moved ahead of CSC 2023-16 and agenda be approved with that amendment. Ms. Konishi moved to approve the agenda, as amended. Mr. Ramos seconded the motion. Motion carried 4:0. Public Comments and Testimony Ms. Ching stated that there was no one in the audience and that no written testimony or request to testify was received for this meeting. Approval of Meeting Minutes a) Open Session Minutes of February 7, 2023 Mr. Ramos moved to approve the minutes of the Open Session meeting of February 7, 2023. Ms. O Leary seconded the motion. Motion carried 4:0 Communication CSC 2023-14 Memo from Michael Dahilig Managing Director dated December 27, 2022 regarding salary adjustments for directly appointed Directors. Ms. O’Leary moved to receive the communication. Ms. Konishi seconded the motion. Motion carried 4:0 Civil Service Commission Open Session March 7, 2023 Page 3 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 c.HR Manager, Classification and Pay and Labor Relations d.Recruitment and Examination e.Payroll f.EEO/ADA Director of Human Resources Annette Anderson reviewed the January/February 2023 period, (Report on file) Ms. Anderson reported the following updates; •Grievance arbitration hearings took up much time in preparation, hearings, and testimony. The decision will take some time to may not be until the beginning of July. It is a cross grievance with multiple bargaining units and two other unions have grievances on the same subject matter and may also go to arbitration. •Workday system is going well. Paychecks were accurate and there are many more things the system can do and just at the tip of the iceberg on the benefits to the county. As they move forward there are some tweaks to make it more user friendly in some areas, and to learn more of the system in the next year or more. Ms. Anderson stated that the rest of the report went over the trainings and division details. Chair Gotelli noted that the DOE will continue to allow use of their facilities for training and testing and approved by Council. With no further questions from the commission. Chair Gotelli moved on to the next agenda item. Ms. O’Leary moved to receive CSC 2023-15 The Director of Human Services Report. Ms. Konishi seconded the motion. Motion carried 4:0 Civil Service Commission Open Session March 7, 2023 Page 4 SUBJECT DISCUSSION ACTION Business 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. Ms. Ching announced that due to Sunshine Law that PIG would only be presented today, questions and discussion will not be allowed, but testimony may be made and the Director has some statements. Ms. O’Leary presented the report going over each goal’s edits for the new review period (on file), • Goal #1 – Conduct review of Human Resources polices to determine if policies should be revised and/or new policies created. Develop communications action plan for staff, including any future updates on policies. • Goal #2- Review and monitor the HRMS Human Resources Management System (HRMS) Project. • 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. • 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. • Goal $5 – Refine and optimize recruitment and retention functions of HRMS. Ms. Anderson offered testimony regarding the report. • Goal #1 – good, will continue to look at policies. • Goal #2 - technically the HRMS is the Workday system and ADP which is unemployment. She clarified that Workday does not involve retention. She informed that HR works with consultants with tweaking and the solutions to the system, and sometimes things may not be able to be done. • Goal #3 – no problems. • Goal #4 – no problems. • Goal #5 – suggest recruitment and retention policies, outside of HRMS and Workday, it’s the staff developing good policies to improve recruitment and retention. In the future Workday will replace the NeoGov system that is used in the recruitment process. Civil Service Commission Open Session March 7, 2023 Page 5 SUBJECT DISCUSSION ACTION CSC 2023-16 Discussion and possible action Meorandum from Managing Director regarding salary adjustments for directly appointed Directors. Chair recommended to defer this item to next month’s meeting. Ms. Ching went over the memo and the salary resolution documents included in packet (on file). • Maximum salaries adopted in 2019 • 2022 salary resolution is 5% increase maximum over current max with 3periods for increase o 1/1/23-6/30/23 o 7/1/23-6/30/24 o 7/1/23 • It is recommended that increase happen in increments Commissioners discussed addressing this item now and going into executive session to discuss. Mr. Ismael advised that the commission could discuss acting upon the Managing Director’s salary memo in executive session. Ms. Konishi moved to defer CSC 2023-16 to next month’s meeting. Ms. O’Leary seconded the motion. Ms. Konishi retracted motion and Ms. O’Leary retracted second. Executive Session Ms. Ching read the Hawaii Revised Statues to move the meeting into Executive Session. Ms. Konishi moved to go into executive session. Mr. Ramos seconded. Motion carried 4:0 The commission and staff, ended open session at 3:47 p.m. Call to Order in Open Session Chair Gotelli called the Open Session meeting back to order at 4:52 p.m. Civil Service Commission Open Session March 7, 2023 Page 6 SUBJECT DISCUSSION ACTION Announcements Next Meeting: Tuesday, July 5, 2022 – 3:00 p.m., in the Boards and Commissions Conference Room, Piikoi Building, 4444 Rice Street, Suite 300, Līhu‘e, HI 96766 Ratify Actions Ratify actions taken in executive session for ES-06, ES-08, ES-09, and ES-10 (CSC 2023- 16). Ms. Konishi moved to ratify actions taken in executive session for ES-06, ES-08, ES- 09, and ES-10 (CSC 2023-16). Mr. Ramos seconded the motion. Motion carried 4:0. Announcements Next Scheduled Meeting: Tuesday, April 4, 2023 – 3:00 p.m., in the Boards and Commissions Conference Room, Piikoi Building, 4444 Rice Street, Suite 300, Lῑhu’e, HI 96766. Chair Gotelli noted that due to hearing scheduled for next meeting, meeting will be at 2pm on Teams and In-person. Adjournment Chair Gotelli adjourned the meeting at 4:55 p.m. Submitted by: Reviewed and Approved by: Anela Segreti, Administrative Specialist 1 Beverly Gotelli, Chair ( ) Approved as circulated. ( ) Approved with amendments. DEPARTMENT OF HUMAN RESOURCES DIRECTOR’S REPORT TO THE CIVIL SERVICE COMMISSION April 4, 2023 Meeting Report Covering February/March 2023 Due to the upcoming holiday and an approved vacation day, this report is being submitted to Boards and Commission on March 23, 2023, which is earlier than usual. Grievances and Grievance Arbitration Hearings: Only one grievance was submitted in February and March 2023, which is a reduction from past months. There were no notices of intent to arbitrate during this period as well. [Goal 4, Objective G4A., Success Measurement 1 – ongoing] Workday: We continue our successful implementation of our new Workday system, while focusing on fixes and/or tweaks to make the system as user friendly as possible. We continue to use our outside consultant, Accenture, as needed to assist with the more complicated matters. The core Workday teams has reduced the number of its meetings to twice a week, unless an urgent matter arises. [Goal 2, Objective G2A., Success Measurements 1. and 2.– ongoing] [Goal 3, Objective G3A & G3B., Success Measurements 1., 2., 3.– ongoing] HR Trainings: Payroll staff is giving individualized additional trainings to managers/supervisors/timekeepers to help them better learn the Workday system, including all of its many features and reports that assist departments in reviewing/analyzing their workforce. Although not in person, we continue to provide all employees with Workday trainings through “Wiki” newsletters that give updates/tips. HR is in the process of scheduling various trainings during April and May, i.e., First Aid Instructor, Supervisory, Ladder Safety, Performance Management, and Exceptional Customer Service. More information will be forthcoming in next month’s report. [Goal 3, Objective G3A & G3B., Success Measurements 1., 2., 3.– ongoing] 2 Budget Preparation and Submittal to Council: Following the budget presentation to the Mayor and his budget team in late January, HR has prepared its budget information and requests to Council which will be heard March 23, 2023, with decision making by Council in May. HR has requested additional monies for “The Leadership & Employee Education Development” program that is intended to provide intense and individualized trainings adapted to the specific needs of departments and employees. For example, there are accredited schools that provide training specifically geared toward law enforcement leadership training, which would assist in succession planning up through the ranks to chief. HR also intends to focus on career paths for white collar employees that have the skills and abilities to move into higher level and higher compensation positions but are lacking a college degree or course credits. The program will assure that there is a fair and equitable selection process including a cost/benefit analysis for the department involved. It is anticipated that the program will build capacity and enhance retention among employees. Follow up information will be provided in future reports after Council approves the final budget. [Goal 1, Objective G1C., Success Measurements 2. and 3.– ongoing] [Goal 3, Objective G3A & G3B., Success Measurements 1., 2., 3.– ongoing] 3 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. • A county employee passed away on March 14, 2023; HR assisted the department with possible grief counseling and was in contact with the family to coordinate death benefits. • New Hires 1 Assistant Water Plant Operator 1 Golf Course Groundskeeper 1 Information Technology Specialist V 2 Park Caretaker I 1 Scale Attendant I 1 Senior Clerk 1 Automotive Storekeeper I (exempt) 1 Clerk Dispatcher I (exempt) 1 Deputy Prosecuting Attorney (exempt) 1 Mechanic Helper (exempt) 3 Van Driver-Substitute (exempt) 1 Water Special Projects Manager (exempt) • Exit Interviews (Retirees): None • TDI Applications 1 denial • Family Leave: 4 approved • Leave Sharing: None • Reference Checks: 6 • Employment Verifications: 4 Employee Development and Health Services: • Provided guidance to department supervisors and employees on various safety-related issues and concerns including drug/alcohol testing. • Four (4) new workers’ compensation claims were filed this month: Three (3) indemnity claims and one (1) medical-only claim. • Next bi-monthly reviews of selected workers’ compensation claims scheduled for April 18, 2023. • Safety inspections scheduled for March 22, 2023 at four (4) separate County locations (Public Works, Police, Transportation, and Parks and Recreation departments) to be conducted by Atlas Insurance-Risk Management and HR Safety Officer James Stevens. Site inspections also planned for County complex and Water Department. • Equipment/Driver Training: Excavator (2 Public Works employees) Hook Lift Truck (1 Public Works employee) 4 HR Manager, Classification and Pay and Labor Relations: Continue to address questions from employees about Workday including payroll, service dates, leave accruals, security levels, etc. The internal Workday Team continues to work through these issues and escalate those in need of post-production support. In addition, internal meetings have been scheduled on a weekly basis to discuss transactions processing as well as accruals. Ten (10) weeks of a “Win with Workday” contest was completed for all employees to encourage using the Workday system to realize some of the benefits of having information at their fingertips. Workday swag was offered as prizes and almost three hundred (300) employees participated in the contest in at least one (1) week or another with some employees participating in all ten (10) weeks. Internal budget review meetings were held with all departments in preparation for the March 15th submittal to the County Council. In addition, an updated Vacancy Report was completed and submitted to the County Council as required by Section 24 of the fiscal year 2022-2023 operating budget ordinance. Negotiations were held with both UPW and SHOPO to discuss a reopener for the Employers’ share of EUTF’s increased rates. • Reallocations Processed: Assistant to the Highway Maintenance Manager to Senior Project Manager Automotive Mechanic I to Maintenance Worker Aid Civil Engineer II to Senior Project Manager Computer Systems Officer to Information Technology Specialist V Criminalist II to Criminalist I (2) Customer Relations Assistant to Customer Service Representative I DMV Service Representative I to DMV Service Representative II (2) Engineering Support Technician I to Program Support Assistant I Fire Fighter I to Fire Fighter Trainee (3) Fire Program Manager to Fire Fighter Trainee Pool Guard Trainee to Pool Guard Procurement & Specifications Specialist III to Procurement & Specifications Specialist IV Real Property Appraiser I to Real Property Appraiser II Tax Relief Services Technician to Real Property Valuation Analyst I • Desk Audits: None • New Classes Adopted: Assistant Housing Director Laboratory Technician I Laboratory Technician II • Administrative Reviews: None • Class Amendments Completed Customer Relations Assistant Customer Service Representative I Customer Service Representative II Pool Guard Pool Guard Trainee 5 Recreation Assistant Recreation Coordinator I Recreation Coordinator II Recreation Leader I Recreation Leader II Recreation Leader III Recreation Worker I Recreation Worker II Recreation Worker III Senior Pool Guard Solid Waste Worksite Supervisor I Solid Waste Worksite Supervisor II Utility Worker Recruitment and Examination •Recruitment: All Hazards IMT Leader (Exempt) Assistant Waterworks Controller Background Investigator (Exempt) Bus Driver (Exempt) Bus Driver (Substitute) (Exempt) Construction Inspector III Criminalist I Disaster Assistance Principal Project Manager (Exempt) Deputy Prosecuting Attorney (Exempt) Detention Facility Worker (Exempt) Heavy Automotive and Construction Equipment Welder Heavy Vehicle Mechanic I (Exempt) Land Use Permit Technician Police Records Technician I Real Property Tax Clerk (Exempt) Recreation Worker I Recreation Worker II Sexual Assault Forensic Nurse Examiner (SANE) (Exempt) Solid Waste Program Engineer (Exempt) Van Driver (Substitute) (Exempt) (2) Victim/Witness Counselor I Victim/Witness Counselor II Victim/Witness Counselor Trainee Victim/Witness Counselor Trainee II •Lists Referred to Departments: Account Clerk Accountant I Accountant III All Hazards IMT Leader (Exempt) Background Investigator (Exempt) 6 Bus Driver (Exempt) Bus Driver (Substitute) (Exempt) Civil Engineer I Civil Engineer V Clerk Dispatcher I (Exempt) Community Service Program Assistant Customer Service Representative I Deputy Prosecuting Attorney (Exempt) Derelict/Abandoned Vehicle Coordinator Detention Facility Worker (Exempt) Disaster Assistance Principal Project Manager (Exempt) Equipment Operator II Fire Fighter II (Hazmat) Fire Fighter Trainee Golf Course Groundskeeper Groundskeeper Heavy Vehicle and Construction Equipment Mechanic II Heavy Vehicle Mechanic I (Exempt) Information Technology Specialist V Liquor Licensing Clerk (Exempt) Mower Operator Ocean Safety Officer I Park Caretaker I Pipefitter Helper Plant Electrician Police Services Officer Procurement & Specifications Specialist IV Program Specialist I (Paratransit Assistant Manager) (Exempt) Public Information Officer Real Property Tax Clerk (Exempt) Real Property Valuation Analyst Recycling Program Coordinator Sanitary Chemist I Senior Clerk Senior Groundskeeper Senior Project Manager Sexual Assault Forensic Nurse Examiner (SANE) (Exempt) Solid Waste Program Engineer (Exempt) Spring Youth Program (Exempt) Van Driver (Substitute) (Exempt) • Written Exams Administered: Account Clerk Customer Service Representative I Customer Service Representative II Engineering Support Technician I Pipefitter Helper (2) 7 Police Services Officer •Performance Exams Administered: Equipment Operator II Ocean Safety Officer I •Administrative Reviews: None Payroll: •HRMS System/Project ❖Working with ERS and EUTF on integrations with Workday and reports required, including their specific formatting requirements. ❖Responding to employees’ questions about time entry, leave accruals, etc. ❖Continued Multiple Weekly Meetings with Project Team and Timekeepers. ❖Work schedules created in Workday as requested by Departments. ❖Individualized additional trainings to managers/supervisors/timekeepers. •February 2023 Gross Payroll: 15th 4,285,079$ EOM 4,139,839$ EUTF ACTIVE 752,542$ EUTF ACTIVE - DOW 49,973$ EUTF OPEB 548,560$ EUTF RETIREE 892,606$ ERS (RETIREMENT)2,296,208$ SOCIAL SECURITY 325,328$ MEDICARE 115,806$ PTS SS SAVINGS 7,503$ EEO/ADA EEO/ADA Coordinator is on extended leave of absence. 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 2023-20 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.