V. DEPARTMENT OF CIVIL SERVICE

ROLE AND DUTIES

The Department of Civil Service is the central personnel agency for the County of Hawaii. The department's purpose is to develop, maintain, and administer a personnel system based on merit principles and scientific methods governing the classification of positions and the employment, conduct, movement, and separation of public officers and employees.

The merit principles are described in section 76-1, Hawaii Revised Statutes. They are:

"(1) Equal opportunity for all regardless of race, sex, age, religion, color, ancestry, or politics. No person shall be discriminated against in any case because of any disability, in examination, appointment, reinstatement, reemployment, promotion, transfer, demotion, or removal, with respect to any position the duties of which, in the opinion of the director of personnel services, may be efficiently performed by a person with such a disability; provided that the employment will not be hazardous to the appointee or endanger the health or safety of the appointee's co-workers or others.

(2) Impartial selection of the ablest person for government service by means of competitive tests which are fair, objective, and practical.

(3) Just opportunity for competent employees to be promoted within the service.

(4) Reasonable job security for the competent employee, including the right of appeal from personnel actions.

(5) Systematic classification of all positions through adequate job evaluation.

(6) Proper balance in employer-employee relations between the people as the employer and employees as the individual citizens, to achieve a well trained, productive, and happy working force."

STAFF

Besides the Director and Deputy Director of Personnel, the department has a staff of 12 permanent full-time positions, one of which has been vacant since September 1992. Departmental staffing also included two students from the Hawaii Community College employed under the Cooperative Vocational Education Program.

Other than the Office of the Director, the department is organized into five major functional divisions:

Administrative and Audit Division

Classification and Pay

Labor and Employee Relations

Personnel Development and Training

Recruitment and Examination

In addition to the five divisions, two commissions are assigned to the department: the Civil Service Commission and the Salary Commission.

Civil Service Commission

The Civil Service Commission consists of five members appointed by the mayor and confirmed by the council. Members must be in sympathy with and believe in the principles of the merit system.

During fiscal year 1995-1996, Commissioner Joseph Mattos' term ended on December 31, 1995. Ms. Dorothy M. Pung was appointed to the vacancy (until December 31, 2000). Other commission members and their term expiration dates are:

Harry Hasegawa December 31, 1997

Jeanne E. Yagi December 31, 1997

Barbara Dart December 31, 1998

Ronald M. Okamura December 31, 1998

For calendar year 1996, Mr. Okamura was re-elected chairperson, and Ms. Yagi was re-elected vice chairperson. Ms. Dart served as the commission's Legislative Committee representative with Mr. Hasegawa serving as the alternate. Ms. Dart also served as the representative to the Public Employees' Compensation Appeals Board (PECAB).

As outlined in section 76-12, Hawaii Revised Statutes, the Civil Service Commission serves to:

(1) Represent the public interest in the improvement of personnel administration in the civil service;

(2) Assist in fostering the interests of institutions of learning and civic, professional, and employee organizations in the improvement of personnel standards in civil service;

(3) Advise the mayor on policies and problems concerning personnel administration; and

(4) Make investigations concerning the administration of personnel policies in the civil service, including any matter respecting the enforcement or effect of this chapter or the rules and regulations prescribed thereunder, or the action or failure to act of any officer or employee with respect thereto.

The commission also serves as the appellate body for appeals filed against actions taken by the director of personnel or any appointing authority on matters within the scope of Chapters 76 and 77, Hawaii Revised Statues. The commission also appoints the director of personnel who serves at the commission's pleasure.

Activities

During FY 1995-1996, the commission held 12 regular meetings and heard and decided 8 appeals:

Subject of Appeal Hearing Number Granted Denied Continued

Nonselection 1 0 1 0

Selection process 1 0 1 0

Temporary assignment credits 1 1 0

Selective certification 1 0 0 1

Exclusion from list 1 0 1 0

Termination/medical

disqualification 1 0 1 0

Noncertification 1 0 1 0

Reallocation 1 0 1 0

Totals 8 0 7 1

Salary Commission

The Salary Commission consists of nine members appointed by the mayor and confirmed by the council. Six members are representatives of the County geographical areas of Puna, Ka'u, Kona, Kohala, Hamakua, and Hilo; and three members are representatives of the County-at-large. During FY 1995-1996, the terms of Ms. Geri Ward Pack and Ms. Ruth Walker ended. Appointed to these two vacancies were Mr. Barry Mizuno (until December 31, 2000) and Mr. Timothy Young (until December 31, 2000). Ms. Gweyn R. Eckart (until December 31, 1997) replaced Mr. Edward Okada, who resigned from the commission. Other commission members and their term expiration dates are:

Gail M. Walker December 31, 1996

Randolph Kai, Sr. December 31, 1997

Cornelia Anguay December 31, 1998

Henry Dulan December 31, 1998

Ms. Roberta Cartwright December 31, 1999

Mr. Gerald Kita December 31, 1999

By County Charter, the director and the deputy director of personnel serve as ex-officio members of the commission in an advisory capacity.

Ms. Gail Walker serves as the commission's chairperson, Mr. Gerald Kita as vice chairperson, and Ms. Cornelia Anguay as secretary.

By County Charter, the commission is assigned the task of establishing the salaries for the mayor, the prosecuting attorney, and county council members.

Activities

Section 13-28(d) of the County Charter provides that the " . . . commission shall review and compensate all county elected officials so that their salaries have a reasonable relationship to the salaries of civil service employees, given due consideration for the duties and responsibilities of the officials."

In FY 1995-1996, the commission deferred taking any action on elected officials' salaries.

The commission also submitted a proposed charter amendment for the County Council's consideration. The amendment was to enable the Salary Commission to establish the salaries for certain executive and legislative positions within established parameters. The proposed charter amendment failed to pass its second reading by a vote of 5-4.

BUDGET

The department's total operating budget for Fiscal Year 1995-1996 was $838,670, itemized as follows:

Salaries and Wages $572,326

Other current Expenses 129,841

Equipment 14,525

Program Costs:

Pre-employment Physicals 22,275

Training 44,780

Collective Bargaining 47,215

Salary Commission 4,208

20-year Service Awards 3,500

ACTIVITIES

Administration and Audit Division

Ms. Merle M. Egusa serves as the head of the department's Administration and Audit Division. Ms. Egusa, a native of the Big Island, began her career with the County of Hawaii 30 years ago. She has been with the Department of Civil Service since 1970 and has headed the Administration and Audit Division since 1987.

The Administration and Audit Division administers programs to ensure all personnel actions are in accordance with personnel laws, rules, regulations, collective bargaining agreements, executive orders, and applicable federal laws; is responsible for developing policies and procedures on employee relations matters; and administers the county's Flexible Spending Plan. It also maintains and updates personnel and position files and data.

Major tasks accomplished during Fiscal Year 1995-1996 include:

Developed procedures for and implemented the County's Leave Sharing Program. Since the inception of the program on July 21, 1995, 42 employees donated a total of 1,056 vacation leave hours to the program. 536 hours were donated through the direct share option and 520 hours through the leave bank option. The Leave Sharing Review Committee approved five requests for shared leave totalling 1,053 vacation leave hours.

Under a request for proposal, selected American Family Life Assurance Company (AFLAC) as plan provider for the County's Flexible Spending Plan for the upcoming plan year.

Developed a Handbook for Survivors of County Employees for distribution to all employees.

Processed 4,998 personnel transactions involving appointments, in-service changes, and separations. This figure represents a 19.7% decrease in transactions from the previous fiscal year.

Reviewed and recommended 617 personnel services contracts for appropriate certification for exemption from civil service. This figure represents a 27.2% increase over the previous fiscal year.

Provided government service verification for 220 service and retirement award requests.

Classification and Pay Division

Ms. Joney Y. Nitahara serves as the head of the department's Classification and Pay Division. Ms. Nitahara is a graduate of the University of Hawaii, Manoa, holding a bachelor's degree in education and 5th year professional diploma in education. She joined the department in May 1987 after working for 11 years in personnel for C. Brewer and Company at Hilo Coast Processing Company and Mauna Kea Agribusiness Co., Inc.

The division administers a classification and pay system based on merit principles and the principle of equal pay for equal work. In doing so, the division conducts audits of positions or units of positions, develops and maintains class specifications, and evaluates classes of positions for assignment to appropriate salary or wage grades.

Major tasks accomplished during Fiscal Year 1995-1996 include:

Processed 478 classification actions as follows:

a. Initial allocations - 48

b. Reallocations - 224

c. Position redescription reviews - 168

d. New classes established and assigned to appropriate salary

ranges - 12

e. Class specifications amended - 26

As required by Chapter 77, Hawaii Revised Statutes, concluded its biennial review of the pay range assignments for White Collar and Blue Collar Compensation Plans of the State and Counties.

No requests for repricing of any County classes of work were received.

As required by Chapter 77, Hawaii Revised Statutes, participated in the hearing on appeals filed with the Public Employees Compensation Appeals Board during its review of the White Collar and Blue Collar Compensation Plans.

Three appeals were filed with the Board on Hawaii County classes of work. The Board decided to make no changes on the pricing of the classes appealed.

As required by Chapter 77, Hawaii Revised Statutes, concluded its biennial review of the pay range assignments for the Excluded Managerial Compensation Plans of the State and Counties.

One repricing request was received by Hawaii County. The Conference of Personnel Directors acted favorably on the request and repriced the class of work appealed.

Implemented reorganization of the Planning Department; the Finance Department, Accounts Division; and Parks and Recreation, Office of the Director and Aquatic Divisions.

Fiscal Year 1996-1997 projects include:

Implement reorganization of the Department of Parks and Recreation, Elderly Activities Division, Recreation.

Establish classes to implement organization of Department of Water Supply, Engineering Division, Water Quality Assurance and Control Branch, Environmental Section.

Participate in the biennial review of the pay range assignments of classes for White Collar and Blue Collar Compensation Plans of the State and Counties, pursuant to the provisions of Chapter 77, Hawaii Revised Statutes.

Labor and Employee Relations

Mr. Ronald K. Takahashi serves as the head of the department's Labor and Employee Relations Division. He assumed the duties of the position in September l992. Mr. Takahashi joined the Department of Civil Service in April l988 as a Personnel Management Specialist II. He was formerly an employee of the Department of Public Works where he served as a Personnel Assistant for four years. Prior to his County employment, Mr. Takahashi worked under the Federal Personnel System with the Farmers Home Administration for five years.

The Labor and Employee Relations Division advises and assists the director on matters relating to public employee collective bargaining and provides staff services to the director who sits as the Mayor's representative at the bargaining table. It is responsible for hearing all Step III appeals of the grievance process and for recommending appropriate dispositions of these grievances to the director.

The division also provides advisory services to line agencies on labor-management matters, including the administration and interpretation of collective bargaining agreements.

Major tasks accomplished during FY 1995-1996 include:

Provided staff services to the deputy director in the negotiation/arbitration of a new two-year contract for bargaining unit ll.

Participated in the negotiations for new two-year contracts for bargaining units 0l and l2. (Negotiations/arbitrations for these units not completed during the fiscal year.)

Provided staff services to the director for the negotiations of a new two-year contract for bargaining unit 2, and for re-openers for bargaining units 3, 4, and l3. (Negotiations/arbitrations for these units not completed during the fiscal year.)

Heard and recommended dispositions on 33 Step III grievances (see accompanying chart).

On an on-going basis, updated Personnel, Labor Relations, and Excluded Employee Adjustment manuals.

Negotiations of new contracts for bargaining units 1, 2, 3, 4, ll, l2, and 13, will take place in the new fiscal year.

*Insert graphs "Subject Matter of Grievances Filed," "Step 3 Grievances Heard," "Arbitration Requests Received," and "Arbitration Decisions Rendered FY 95-96."

Personnel Development and Training Division

The position which heads this division is vacant and has been unfilled because of the County's hiring freeze. The division's activities have been dispersed to other staff in the department but primarily to Mr. Ronald Takahashi, head of the Labor and Employee Relations Division.

The Personnel Development and Training Division administers training programs designed to increase employees' fitness for County services. During Fiscal Year 1995-1996, 1259 employees participated in the various training programs developed or coordinated by the Training Division:

Course Title No. of Participants

New Employee Orientation 3l

Pre-Retirement Workshop l03

Serving the Public With Aloha 7l0

Supervision Training Program l2

Supervisor's Training for Reasonable

Suspicion of Drug & Alcohol 91

County Clerical Workshop 89

Sexual Harassment 223

1259

The division also administers the County's incentive and service awards system and coordinates the County's participation in the Community College's Cooperative Vocational Education (CVE) Program. A total of l8 students participated in the CVE program in l995-1996.

The Division is finalizing arrangements for the implementation of new training programs in FY 1996-1997 in the areas of contract administration, supervisory development, and communication.

Recruitment and Examination Division

Ms. Gabriella M. Cabanas serves as the head of the department's Recruitment and Examination Division. Ms. Cabanas has a wealth of experience in recruitment activities and employment-related counseling, having worked in various professional capacities for 20+ years with the State Department of Labor, State Department of Personnel Services, and with the County of Hawaii, Departments of Public Works and Civil Service. She is a member of the Hawaii Island Portuguese Chamber of Commerce, serves as Chairperson of the Hilo Community School for Adults' Advisory Council, and also serves on the School-To-Work Governance Committee for the Hilo Complex. She graduated with honors from the University of Hawaii and St. Joseph High School.

The Recruitment and Examination Division administers the recruitment and examination program for the County of Hawaii to fill all civil service positions. The program is conducted in conformance with federal, state, and local laws.

While the County of Hawaii continues to have a hiring freeze, recruitments were conducted to fill designated positions which the administration gave approval to fill on a permanent or temporary basis.

In Fiscal Year 1995-1996, 6,913 applications were received in response to 165 recruitment announcements to fill County positions.

Eighty-five (85) County examinations were developed and administered.

Major tasks accomplished during Fiscal Year 1995-1996 include the following:

Finalized the County of Hawaii Violence In The Workplace Procedures for all departments and agencies.

Conducted recruitment talks for various community organizations and schools on the Island of Hawaii, including the University of Hawaii.

Represented the County of Hawaii on the Employment Training and Task Force Committee to assist displaced sugar workers in securing training and employment.

Participated at various job fairs on the Island of Hawaii.

Participated in radio station interviews to explain the recruitment and examination process to the community and to encourage them to apply for County positions.

Administered 7 written examinations for the state and other county jurisdictions to our Big Island residents.

Fiscal Year 1996-1997 projects include:

Implement a computerized applicant management program to expedite the referral of candidates to departments/agencies in filling their vacancies.

Coordinate Violence In The Workplace training for all County employees.