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.

BUDGET

The department’s total operating budget for Fiscal Year 1998-1999 was $822,705 itemized as follows:

HIGHLIGHTS/ACTIVITIES

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 in 1966. 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; administers the county’s Flexible Spending Plan; and oversees the county’s Leave Sharing Program. It also maintains and updates personnel and position files and data.

(2,344 direct share; 408 leave bank)

Flexible Spending Plan. As a cafeteria plan under section 125 of the Internal Revenue Service Code, the County’s Flexible Spending Plan allows participants to pay for health insurance premiums and medical and dependent care expenses with pretax dollars. As a result, participants realize both state and federal income tax savings as well as FICA tax savings. The County realizes FICA tax savings. In Plan Year 1998-99, the County saved approximately $150,700 in FICA taxes. During this period, 1,791 employees participated in the plan.

Major tasks accomplished during Fiscal Year 1998-1999 include:

• Completed project on the decentralization of employee personnel file.

• Conducted audits on all departments and agencies on matters relating to division’s activities, such as employee personnel files, job performance reports, temporary assignment reports.

• Selected through the procurement process a plan provider for the County’s Flexible Spending Plan.

• Developed and implemented department’s procedures to effectuate Part II of the Uniform Information Practices Act (Modified).

• Processed 2,981 personnel transactions involving appointments, in-service changes, and separations. This figure represents a 28% decrease in transactions from the previous fiscal year.

• Reviewed and recommended 64 personnel services contracts for appropriate certification for exemption from civil service. This figure represents a 77% decrease from the previous fiscal year.

• Provided government service verifications for 214 service and retirement award requests. This figure represents a 1% increase from the previous fiscal year.

Classification and Pay Division

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 1998-1999 include:

• Processed 401 classification actions as follows:

1. Initial allocations – 48
2. Reallocations – 254
3. Position redescription reviews – 52
4. New classes established and assigned to appropriate salary ranges – 9
5. Class specifications amended - 38

• As required by Chapter 77, Hawaii Revised Statutes, participated in the Conference of Personnel Directors biennial review of pay range assignments for White Collar and Blue Collar Compensation Plans of the State and Counties.

Three repricing requests were received by Hawaii County. Two requests were withdrawn for classification review and no action was taken on the other.

• Established class of work and implemented reorganization of Department of Finance, Real Property Tax Division.

• Established class of work and implemented reorganization of the Mass Transportation Agency. Agency was removed from the Office of the Mayor to become an independent agency effective March 1, 1999.

• Allocated Director of Data Systems position and processed position and council actions to implement the Hawaii County Charter amendment approved by a majority of the voters of the County of Hawaii on November 3, 1998 that established a new Data Systems Department.

• Established class of work and implemented organization of Department of Water Supply’s Administration Division, Geographic Information Systems Services Branch.

• The class Water Treatment Plant Operator IV was declared a shortage category class. Other classes in the water treatment plant operator series were also declared to be related shortage category classes. Effective July 16, 1998 the entry salaries of the classes were adjusted.

• Conducted review of Clerk II positions at Police Department. Recommended position actions and established Assistant Clerical Supervisor class.

• Conducted review of positions in the Department of Parks and Recreation, Elderly Activities Division, Retired Senior Volunteer Program. Amended class specifications and processed recommended position actions.

• Conducted review of positions in Department of Parks and Recreation, Elderly Activities Division, Elderly Recreation Services. Recommended position actions for division’s proposed reorganization plans.

• Conducted following training for personnel representatives and supervisors:

a. Understanding the Pricing/Repricing Process

b. Preparing Tables of Organization and Functional Statements

c. Preparing Position Descriptions

• Conducted maintenance review of classes in the following series:

- Engineering Technician

- Pool Lifeguard

- Fire Fighter

- Investigator

- Liquor Control Investigator

Fiscal Year 1999-2000 projects include:

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

• Conduct classification review of positions in the Department of Parks and Recreation, Elderly Activities Division, Nutrition Program.

• Continue review of positions in the Department of Parks and Recreation, Parks Maintenance Division.

• Continue maintenance review of classes of work and position redescription reviews of positions allocated to those classes.

• Participate 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.

• Participate in the Conference of Personnel Directors biennial review of the pay range assignments for the Excluded Managerial Compensation Plans of the State and Counties.

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 1992. Mr. Takahashi joined the Department of Civil Service in April 1988 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 Employee Relations Division advises and assists the director on matters relating to public employee collective bargaining and provide 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 98-99 include:

• Provided staff services to the deputy director in the negotiation of a new two-year contract for bargaining unit 11. (Negotiations not completed)

• Participated in the negotiation and arbitration for a new four-year contract for bargaining unit 12.

• Provided staff services to the director for the negotiations of new two-year contacts for bargaining units 1, 2, 3, 4, and 13. (Negotiations not completed)

• Heard and recommended dispositions on 27 Step III grievances (see accompanying chart).

• On an ongoing basis, updated Personnel, Labor Relations, and Excluded Employee Adjustment manuals.

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

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 1998-1999, 1195 employees participated in the various training programs developed or coordinated by various staff members:

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 15 students participated in the CVE program in 1998-1999.

Recruitment

Ms. Gabriella M. Cabanas serves as the head of the department’s Recruitment & Examination Division. Ms. Cabanas has a wealth of experience in recruitment activities and employment-related counseling, having worked in various professional capacities for 24+ years with the State Department of Labor, State Department of Personnel Services, and currently with the County of Hawaii. She is a member of the Hawaii Island Portuguese Chamber of Commerce, serves as the Chairperson of the Hilo Community School For Adults’ Advisory Council, and also serves on the Hawaii Community College Business Education Advisory Council and the School-To-Work Governance Committee for the Department of Education - Hilo Complex. She graduated with honors from the University of Hawaii and St. Joseph High School.

The Recruitment & 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 1998-1999, 6,942 applications were received and reviewed in response to 67 recruitments to fill County civil service positions.

Thirty-four (34) County examinations were developed and administered.

Forty-three (43) applications were reviewed for provisional appointments; 3 applications were reviewed for transfer requests; 3 applications were reviewed for demotions; 64 applications were reviewed for exempt positions; and 55 applications were reviewed for reallocations.

Major tasks accomplished during Fiscal Year 1998-1999 include the following:

• Developed and implemented mailing list for persons interested in future County competitive recruitments.

• Coordinated the typing and shorthand proficiency certification process with the University of Hawaii at Hilo, Hawaii Community College, and Hilo/Kona Community Schools For Adults.

• Converted all recruitment and applicant data into the applicant management tracking software system.

• Converted all WANG data to personal computers.

• Opened the Police Officer I recruitment on a continuous basis to meet the needs of the Hawaii Police Department in filling their 40+ vacancies. Coordinated with the Hawaii Police Department a streamlined process for their suitability background investigations.

• Coordinated the County’s participation in the School-To-Work program for the Department of Education - Hilo Complex.

• Coordinated the Violence in the Workplace training for newly hired employees. Seventy (70) employees attended.

• Conducted 3 training sessions for management on "Understanding the Process/Knowing Options In Filling Vacancies" (33 attended) and 1 training session for management on "The Job Placement Process for Medically Non-Qualified Employees" (11 attended).

• Conducted Countywide job placement for medically non-qualified employees who could not perform their job duties. Placed 2 employees with other County departments.

• Conducted Countywide job placement for employees affected by the Lautenberg amendment to the Federal Gun Control Act.

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

• Participated in various job fairs on the Island of Hawaii.

• Administered 9 written examinations to 60 island residents for the state and other county jurisdictions.

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.

Commission members and their term expiration dates are:

For calendar year 1999, Ms. Pung was elected chairperson, and Mr. Robinson was elected vice chairperson. Mr. Thibadeau was elected the commission’s Legislative Committee representative with Mr. Souza serving as the alternate. Mr. Thibadeau was also elected to serve as the commission’s representative on the Public Employees Compensation Appeals Board.

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 area;
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 Statutes. The commission also appoints the director of personnel who serves at the commission’s pleasure.

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 1998-1999, the term of Ms. Cornelia Anguay ended, leaving a total of three vacancies. Commission members and their term expiration dates are:

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

Mr. Gerald Kita serves as the commission’s chairperson, Mr. Barry Mizuno as vice chairperson, and Ms. Roberta Cartwright as secretary.