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HomeMy WebLinkAbout2022-12-20 Merit Appeals Board MinutesREGULAR SESSION Merit Appeals Board Hilo Council Chambers Hawaii County Building 25 Aupuni Street, First Floor, Room 1401 Hilo, Hawaii December 20, 2022 (Tuesday) Call to Order (Item 1) The regular meeting of the Merit Appeals Board, County of Hawaii, was called to order at 10:31 a.m. by Chair Gabriella M. Cabanas, at the Hilo Council Chambers, Hawaii County Building, 25 Aupuni Street, First Floor, Room 1401, Hilo, Hawaii, on Tuesday, December 20, 2022. Roll Call — Present Ms. Gabriella M. Cabanas, Chair Mr. Mel Ventura, Vice -Chair (via ZOOM) Mr. Charles Kunz, Member Ms. Gay Mathews, Member Absent and Excused Ms. Kate De Soto, Member Also Present Mr. J Yoshimoto, Assistant Corporation Counsel, Office of the Corporation Counsel Mr. Waylen L. K. Leopoldino, Director, Human Resources Department Ms. Michelle Simmons, Human Resources Manager II, Human Resources Department Ms. Glynis Yamada, Secretary -Reporter, Human Resources Department Mr. Relley Araceley, Council Services Coordinator, Office of the County Clerk This meeting will be held through a combination of the board members being physically present at the meeting location and participating via ZOOM. Members of the public may attend this meeting either in-person at the meeting location or via ZOOM. Merit Appeals Board Call to Order (Item 1) December 20, 2022 CHR. CABANAS: Good morning, everyone. The Merit Appeals Board meeting is called to order on December 20'', 2022, at 10:31 a.m. I'm Gabriella Cabanas, Chair of the Merit Appeals Board. We have quorum today with four Board members present—Mr. Mel Ventura sitting in via ZOOM from Kailua-Kona. Good morning, Mel. MR. VENTURA: Good morning. CHR. CABANAS: And here in the Hilo Council Chambers at the Hawaii County Building at 25 Aupuni Street, First Floor, Room 1401, in Hilo, Hawaii—with me are the following individuals—Board members Gay Mathews and Charlie Kunz. Good morning. MS. MATHEWS: Good morning. MR. KUNZ: Good morning. CHR. CABANAS: Kate De Soto is absent, for the record, and is excused today. Also, we have J Yoshimoto, our Legal Counsel—our Assistant Corporation Counsel. MR. YOSHIMOTO: Good morning, everyone. CHR. CABANAS: Good morning, J. And our Secretary -Reporter, Ms. Glynis Yamada. Good morning, Glynis. MS. YAMADA: Good morning. CHR. CABANAS: Mr. Relley Araceley stepped out, but he man's our computer equipment, so we can ensure ZOOM capability. Also present are our Director of Human Resources, Waylen Leopoldino, and the new Recruitment and Examination Manager for the Department of Human Resources, Michelle Simmons. Good morning to both of you. Addendum to Agenda (Item 2) CHR. CABANAS: In looking at the agenda, there is no addendum to the agenda. Statements from the Public (Item 3) CHR. CABANAS: No "Statements from the Public." Page 2 Merit Appeals Board Approval of Minutes (Item 4) December 20, 2022 April 8, 2022; May 16, 2022; And Review of Executive Session Minutes: April 8, 2022; May 16, 2022 (Executive Session: The Merit Appeals Board Anticipates Convening One Or More Executive Meetings Regarding The Above Matters, Pursuant To HRS Sections 92-4 And 92-5(A)(4), For The Purpose Of Consulting With The Board's Attorney On Questions And Issues Pertaining To The Board's Powers, Duties, Privileges, Immunities, And Liabilities. A 2/3 Vote Pursuant To HRS Section 92-4 Is Necessary To Hold An Executive Meeting) April 8, 2022 CHR. CABANAS: We are now on "Approval of Minutes" Number 4. First of all, we have the April 8h, 2022, meeting minutes of the regular meeting of the Merit Appeals Board. Has everyone had the opportunity to review the meeting minutes? Okay. I would like to note and propose an amendment to page 39 of the April 8h, 2022, minutes. And let me get the section so we have it for the record. Okay. It's the part where I made a comment, sol, 2, 3, 4—it's the fourth paragraph where Chair Cabanas speaks. And it says, "via 21- 202 1 12021 "—and then "I was not asked to serve on the Merit Appeals Board" but that's not correct. I was asked to serve on the Merit Appeals Board. So, do I need a motion to make the amendment? MR. YOSHIMOTO: Yes. CHR. CABANAS: Okay. MS. MATHEWS: So moved. CHR. CABANAS: Thank you, Ms. Mathews. A second? MR. KUNZ: Second. CHR. CABANAS: Mr. Kunz, thank you. Any discussion? If not, I'll start a rollcall vote with Mr. Ventura, to amend the April 8, 2022, minutes—unless there are other amendments that you need to highlight. But, if not, to amend the April 8, 2022, meeting minutes to reflect the statement that Ms. Cabanas made back then, which says, "and then I was asked to serve on the Merit Appeals Board and got approved to be on the Merit Appeals Board. MR. KUNZ: So moved. MS. MATHEWS: Second. Page 3 Merit Appeals Board December 20, 2022 CHR. CABANAS: Thank you. So, we'll start a rollcall vote with Mr. Ventura. MR. VENTURA: Aye. CHR. CABANAS: Ms. Mathews. MS. MATHEWS: Aye. CHR. CABANAS: Mr. Kunz. MR. KUNZ: Aye. CHR. CABANAS: Ms. Cabanas—aye. Four ayes. Motion approved to amend the meeting minutes to reflect the statement that I was asked to serve on the Merit Appeals Board and then got approved to be on the Merit Appeals Board. Thank you very much. The next meeting minutes of the regular session of the Merit Appeals Board is May 16, 2022. Has everyone had the opportunity to review these meeting minutes? They're shaking their heads, they have. So, may I have a motion to MR. YOSHIMOTO: Madam Chair? CHR. CABANAS: Oh, yes. MR. YOSHIMOTO: One quick procedural matter. CHR. CABANAS: Okay. MR. YOSHIMOTO: Now that the Board has made the amendment to approve that amendment CHR. CABANAS: Right. MR. YOSHIMOTO: We also need a motion to approve the minutes, as amended. CHR. CABANAS: Oh, okay. MR. YOSHIMOTO: Yeah. CHR. CABANAS: So, let's go back to that. Thank you, Counsel, and thank you, Glynis, for bringing that to our attention. Page 4 Merit Appeals Board December 20, 2022 So, the motion is now to approve the April 8, 2022, meeting minutes. May I have a motion and a second. MR. YOSHIMOTO: As amended. CHR. CABANAS: As amended. MR. KUNZ: So moved. MS. MATHEWS: Second. CHR. CABANAS: Thank you. Any discussion? If not, start with Mr. Ventura, rollcall vote to approve the motion made. MR. VENTURA: Aye. CHR. CABANAS: Thank you. Ms. Mathews. MS. MATHEWS: Aye. CHR. CABANAS: Mr. Kunz. MR. KUNZ: Aye. CHR. CABANAS: Ms. Cabanas—aye. Four ayes. Motion carried to approve the meeting minutes, as amended, for April 8, 2022. And let the record reflect that Ms. Kate De Soto is absent and excused. May 16, 2022 CHR. CABANAS: Moving on to the May 16, 2022, approval of the regular S\session meeting minutes. Everyone has indicated, by nodding their head, that they reviewed it. So, may I have a motion to accept the meeting minutes. MS. MATHEWS: So moved. CHR. CABANAS: A second? MR. KUNZ: Second. CHR. CABANAS: Thank you. Any discussion? If not, we'll start with a rollcall vote with Mr. Mel Ventura to approve the May 16'', 2022, meeting minutes. Page 5 Merit Appeals Board MR. VENTURA: Aye. CHR. CABANAS: Thank you, Mel. Ms. Mathews. MS. MATHEWS: Aye. CHR. CABANAS: Mr. Kunz. MR. KUNZ: Aye. CHR. CABANAS: Ms. Cabanas—aye. Four ayes—motion carried to approve the May 16, 2022, meeting minutes. December 20, 2022 Review of Executive Session Minutes: April 8, 2022; May 16, 2022 (Executive Session: The Merit Appeals Board Anticipates Convening One Or More Executive Meetings Regarding The Above Matters, Pursuant To HRS Sections 92-4 And 92-5(A)(4), For The Purpose Of Consulting With The Board's Attorney On Questions And Issues Pertaining To The Board's Powers, Duties, Privileges, Immunities, And Liabilities. A 2/3 Vote Pursuant To HRS Section 92-4 Is Necessary To Hold An Executive Meeting) CHR. CABANAS: We're moving on to the review of the executive session minutes for April 8, 2022—can I do it together? MR. YOSHIMOTO: Yes. CHR. CABANAS: And our Counsel is nodding. He said, "yes" to approve the executive session meeting minutes for April 8, 2022, and May 16, 2022. Has everyone had the opportunity to review these meeting minutes? Yes—okay, they're shaking their heads. So, may I have a motion to approve these two meeting—executive session meeting minutes? MR. KUNZ: So moved. CHR. CABANAS: Thank you. Ms. Mathews. MS. MATHEWS: Aye. CHR. CABANAS: Aye or a second? MS. MATHEWS: Second. Sorry. CHR. CABANAS: Thank you. Any discussion? If not, we'll start with a rollcall vote with Mr. Ventura to approve these two executive session meeting minutes. Page 6 Merit Appeals Board MR. VENTURA: Aye. CHR. CABANAS: Ms. Mathews. MS. MATHEWS: Aye. CHR. CABANAS: Mr. Kunz. MR. KUNZ: Aye. CHR. CABANAS: Ms. Cabanas—aye. December 20, 2022 Motion carried to accept the executive session meeting minutes for April 8, 2022, and May 16, 2022. Communications (Item 5) CHR. CABANAS: Moving along on the agenda. There are no "Communications." New Business (Item 6) CHR. CABANAS: No "New Business." Unfinished Business (Item 7) FY 2022-2023 Annual Performance Evaluation Of The Director Of Human Resources (HR) - Six -Month Update By The Director Of HR Regarding Department's Goals And Objectives For FY 2022-2023 (Note: This Matter Was Agendized At Its October 27, 2022, Meeting.) (Executive Session: The Merit Appeals Board Anticipates Convening One Or More Executive Meetings Regarding The Above Matter, Pursuant To HRS Sections 92-4, 92-5(a)(2) And 92-5(a)(4), For The Purpose Evaluating An Officer Or Employee Of The County Of Hawaii, Where The Consideration Of Matters Affecting Privacy Will Be Involved And Consulting With The Board's Attorney On Questions And Issues Pertaining To The Board's Powers, Duties, Privileges, Immunities, And Liabilities. A 2/3 Vote Pursuant To HRS Section 92-4 Is Necessary To Hold An Executive Meeting) CHR. CABANAS: So, we are now on Number 7. But I've been told that there is a request to have the "Director's Report" taken out of order. And so, may I have a motion, if it's okay with the Board members for us to do that? MS. MATHEWS: So moved. MR. KUNZ: Second. Page 7 Merit Appeals Board December 20, 2022 CHR. CABANAS: Thank you. Any discussion? If not, we will start with a rollcall vote to take the director's report—Number 8 on the agenda, out of order at this time. Mr. Ventura, your vote. MR. VENTURA: Aye. CHR. CABANAS: Ms. Mathews. MS. MATHEWS: Aye. CHR. CABANAS: Mr. Kunz. MR. KUNZ: Aye. CHR. CABANAS: Ms. Cabanas—aye. Motion carried. We have four votes to take the director's report out of order and have him present his director's report at this time. Let the record reflect that Ms. De Soto did not vote. She is absent and excused today. Director's Report (Item 8) Introduction – New Recruitment And Examination (R&E) Manager; DHR's Mission Statement; MAB Monthly Divisional Activity Reports: November 2022, December 2022 (Executive Session: The Merit Appeals Board Anticipates Convening One Or More Executive Meetings Regarding The Above Matters, Pursuant To HRS Sections 92-4 And 92-5(a)(4), For The Purpose Of Consulting With The Board's Attorney On Questions And Issues Pertaining To The Board's Powers, Duties, Privileges, Immunities, And Liabilities. A 2/3 Vote Pursuant To HRS Section 92-4 Is Necessary To Hold An Executive Meeting CHR. CABANAS: Good morning, Waylen, our Director of Human Resources. (At this time, Mr. Waylen L. K. Leopoldino, Director, Department of Human Resources, came forward.) MR. LEOPOLDINO: Good morning, Chair Cabanas, and members of the Merit Appeals Board. Introduction – New Recruitment And Examination (R&E) Manager MR. LEOPOLDINO: I will move to my first item on my director's report—introduction of our new Recruitment and Examination Manager, Michelle Simmons. So, I'm going to ask Michelle to come up. (At this time, Ms. Michelle Simmons, Manager H, Recruitment and Examination Division, Human Resources Department, came forward.) Page 8 Merit Appeals Board December 20, 2022 MR. LEOPOLDINO: So, Michelle was selected through an internal, with the County, recruitment. And we're so very fortunate to have Michelle. Michelle has been with the County for a number of years, including her prior time at the Department of Human Resources. So, she does have prior experience working in our department and she returns to us as our recruitment and examination manager. She was with the Department of Public Works as their HR program specialist, which is the senior level HR person for the department and handled—oversaw all of their recruitments. And so, she's very well versed in our process—in our rules, policies, and procedures—and she's already hit the ground running—first and foremost, getting our team togetherR&E team together. She's already participated in a number of our events. And so, very excited to have her on board. And so, I will turn over it to her to see if she has—she wants to do a quick introduction. Michelle. CHR. CABANAS: Good morning, Michelle, and welcome in your new capacity as the new recruitment and examination manager. You have the floor. MS. SIMMONS: Thank you. Good morning, everyone. I'm just excited to be in this new role. I spent the last 10 years at the Department of Public Works, like, Waylen just said. I've been with the County for about 29 years in different capacities. Started out as a CVE student while I was attending college and moved my way up to where I am now. And just really excited to be here and try and help our recruitment process and the departments—and make the County—make the public know that the County is a great place to work. CHR. CABANAS: Thank you, Michelle. MS. SIMMONS: Thank you. CHR. CABANAS: I'd like to open the floor in the event that our Board members have questions or comments. So, we'll start with Mr. Ventura. He is our vice -chair and he is sitting in via ZOOM from Kailua-Kona. So, Mel, any questions or comments for Ms. Simmons. MR. VENTURA: No questions. But, welcome. You have a good boss—and, yeah, you have your work cut out for you. But, please let us know what kind of support we can be of, if any at all. CHR. CABANAS: Thank you, Mr. Ventura. Ms. Mathews, any questions or comments for Michelle? MS. MATHEWS: Welcome. Good luck. I can't imagine anybody wanting a job in HR at the moment, including the gentleman next to you. And I have a question. Do you have any questions of us? Page 9 Merit Appeals Board December 20, 2022 MS. SIMMONS: Not at this time. I know I have a quarterly report due to MAB that I haven't tackled yet, but I will be learning from Waylen and Lee Botelho who was in this position prior. So, maybe after I sort through all of that, then I may have some questions at that time. MS. MATHEWS: We don't bite—ask Waylen. CHR. CABANAS: Thank you, Ms. Mathews. Mr. Kunz. MR. KUNZ: Yeah. Welcome, Michelle. I think, Waylen, as you develop your arsenal in your own office, you must—you also making enemies in other departments because but I know the merry-go-round, how that works. So, then, now, I'm sure they have their challenges of recruiting to backfill, if they haven't already. But, welcome. I think you'd be a great addition to HR and I know that with everything we hear from Waylen, he needs a lot of expertise and can, kind of—like you had already said—or Waylen said—hitting the ground running. I think that's going to be very important. So, we're happy to have you. CHR. CABANAS: Lastly, I'd like to just provide my comments to you, Michelle, having worked with you for so long when I was working at the Department of Human Resources. But I'd just to go on the record and say that Michelle Simmons has had a very good track record in the County. Not only did she start as a CVE student but then she started at the clerk's office, and then at parks and recreation. And then, she went over to, I think, human resources, then she went back to public works. And now you are back at the Department of Human Resources. She is a go-getter. And that's what that recruitment and examination manager position is all about. And as evidenced in the last few weeks, I've heard the radio ads on KWXX. Your you organized the Prince Kuhio two-day—was a Friday/Saturday—but wasn't, like, a job fair resources at the plaza, which is really great. Because I feel that having been in your shoes that the interaction with people—one-on-one—is so important. People are so busy in their lives that sometimes they don't realize, really, what the County of Hawai `i has to offer. And I think when you meet with individuals and you explain, as you are doing—and the departments are also going out and doing it as well about their programs and services that's what makes the difference. Then, it's like the lightbulb goes on in the publics' minds and then they say, "Oh, yeah, I really didn't realize that's what the County has to offer." So, I'm really glad I'm happy, Michelle, that you are in this position `cause you have a good track record in all the things you've done so far with the various departments. And so, I'm very hopeful. Look at the notes that I left, just to give you an idea of what—and you know you know what we've done. And do it even better. Make it better so that the public will appreciate the County. Yeah? And then, you'll be able to help the departments fill their vacancies. So, congratulations, `cause I know you've worked really hard in your career. Page 10 Merit Appeals Board December 20, 2022 MS. SIMMONS: Thank you. CHR. CABANAS: And I wish you the best. MS. SIMMONS: Thank you. CHR. CABANAS: Yeah. MS. MATHEWS: May I ask a quick question? What is CVD or CVE or CV whatever? CHR. CABANAS: CVE is the Cooperative Vocational Education Program that the County has partnered with Hawaii Community College. And, basically, the County budgets money for students who are enrolled in a CVE course at HCC and that they work part-time in the County getting paid with County funds. And they can work, like, up to 19 hours a week, while they're in school. And then, they can work fulltime, if they have an allocation of hours enough to work they can work more hours than 19 hours during the summer and winter breaks. So, that's, kind of, basically, it. And that's how she started. MS. MATHEWS: Wow. So, clearly, the program is successful. CHR. CABANAS: Yeah. And so, I know that's not on the agenda but I hope—and, Michelle, and there are so many hundreds of CVE students—and many of them got hired into the County through the recruitment and examination process—many got hired at police and finance and other departments—and have been in the County for so many years. It's a very worthwhile, mutually beneficial—not only to the County but to the student because then it's like a little internship. And then, they're getting paid with County funds. So, I want to ask how that program is going but I'll do it later. It's an excellent program. So, welcome, Michelle, and good luck to you and your staff. Happy Holidays! Okay, Waylen, you can continue with your report. DHR's Mission Statement MR. LEOPOLDINO: Thank you. The next item on my director's report is the DHR's Mission Statement. So, I believe you all have a copy of it. CHR. CABANAS: In the green folder. MR. LEOPOLDINO: So, I just wanted to share this with you. I felt it was important—part of our leadership team development—for our department, as a whole, to take ownership as we move forward into unchartered waters. And I was very pleased—and I'm very pleased to let you Page 11 Merit Appeals Board December 20, 2022 all know that our entire department contributed to this mission statement. They took ownership—and each and every one of the staff and managers came up with this mission statement—and they're very proud of it. And I wanted to share it and present it to the Merit Appeals Board. I'll read it, if I may, "The Department of Human Resources provides support and guidance to assist departments in achieving their missions. Through strategic partnerships, we build a culture of intention, focused on innovation to attract, support, engage, and retain a competitive workforce. We encourage a positive, inclusive, and rewarding work environment that values and advocates for all." And so, this is what each of the staff has in front of them on their workstations and we're working on enlarging it so that we have one big one in our office, so that they can walk in every day and be proud of something that they came up with. What we also did was, I also incorporated what we had discussed in the comments from my last director's report. So, I wanted to make sure that the comments that were made were, kind of, incorporated in here. And it actually worked out because we were all on the same page. It was not difficult at all to come up with this. And everybody was very happy and pleased with it. So, I wanted to share this with the Merit Appeals Board because this represents our department. And I know you guys don't get to interact with the staff on a daily basis, but this is kind of our heart and soul that each and every one of us put in our hard work and soul that's a copy for you to keep. MS. MATHEWS: Points to you for the Oxford commas. MR. LEOPOLDINO: Thank you. CHR. CABANAS: Any comments from the Board members? I'll start with Mr. Ventura. MR. VENTURA: No comments. CHR. CABANAS: No comments. Thank you. Ms. Mathews. MS. MATHEWS: I already made mine's. CHR. CABANAS: Okay. Mr. Kunz. MR. KUNZ: No comment. Thank you, Waylen. CHR. CABANAS: Okay. I just want to say "thank you" to you and your staff for coming up with this because I know it's great to have participatory input—and then, they own it. And when you own it, that's your little lighthouse, yeah? Page 12 Merit Appeals Board MR. LEOPOLDINO: Yes. December 20, 2022 CHR. CABANAS: Yeah. So, okay, thank you, Waylen. Tell them, "Good job." MR. LEOPOLDINO: And I also likeI'd also like to say that I think Danny and I have already noticed some positive impacts. And I'd like to think that it has a lot to do with including our staff more in these significant types of things. But just the morale, in general, we noticed an improvement a slight improvement. And so, I want to try and maintain that momentum as we go forward. CHR. CABANAS: Okay, thank you. MR. LEOPOLDINO: Thank you. MAB Monthly Divisional Activity Reports: November 2022, December 2022 MR. LEOPOLDINO: Next on my report is our monthly divisional reports. For this meeting we have two—we have the November divisional report. So, if any of you have any questions on that I'm happy to answer it. MAB Monthly Divisional Activity Reports: November 2022 CHR. CABANAS: Let's take the November one first, since we did not meet in November because we did not have quorum. So, any comments or questions for the director for the November divisional activity report? Anyone? Mr. Ventura, do you have any comments or questions for the director for the November report? MR. VENTURA: No comments, no questions. CHR. CABANAS: Ms. Mathews. MS. MATHEWS: No. CHR. CABANAS: No. MS. MATHEWS: Thank you. CHR. CABANAS: Mr. Kunz. MR. KUNZ: No. Page 13 Merit Appeals Board December 20, 2022 CHR. CABANAS: Okay, this is Ms. Cabanas. For "Personnel and Organizational Development," will there be something with Hilo High School or is it just the internship program for Waiakea plan. Is there a plan for Hilo High? MR. LEOPOLDINO: Yeah, actually, we the County—it's a Countywide program that we're actually working with the DOE to include other islandwide schools. We did a pilot program with Puna schools, which was really successful. So, we actually have a program template that parks and rec., kind of, created and we're waiting to roll it out to all the schools, to include Hilo. CHR. CABANAS: Oh, okay. Thank you. MR. LEOPOLDINO: But Waiakea High School was—approached us, actually. So, we kind of took action on that. But, yes, we will include all high schools. CHR. CABANAS: Okay. And then, since we were talking about the CVE Program, can you can I ask that, Counsel? Can you elaborate for the Board just so that they know what's the status of that now? MR. LEOPOLDINO: So, unfortunately, I'm sure you guys know that community colleges the enrollment is very low. In fact, we only have one of the—one or two of the 15 CVE slots filled. And I'm active on the Board the Community College Board—and they're suffering with their enrollment and participation in any of the programs still. In fact, Kalama Nui was—had to shut down, I believe. I think there was just one or two students that they were trying to finish up their curriculum. But community colleges are struggling. So, we're seeing it on the CVE level. And as Gabriella mentioned, we have a bunch of success stories through the CVE Program who—we have students that have made—started as CVE students and are actually now fulltime civil service employees. But it is a partnership program that the County budgets funds to pay for these 15 positions and they're assigned to all County departments. And these departments have at least one CVE student. And it serves as, like, a paid internship. They work closely in whatever division they're assigned. When I was at police, I had a CVE student that worked with me. It, primarily, focuses on the business end. So, we have a lot of business -type students that participate and we're hoping that the program will pick up again, real soon. CHR. CABANAS: What's the budgeted amount now? When I was there, it was reduced from 50,000 to 38,000is it still 38,000? MR. LEOPOLDINO: Yeah, I—well, I think it's more because the minimum wage went up. So, I don't know the amount. But the positions are funded the 15. Page 14 Merit Appeals Board December 20, 2022 CHR. CABANAS: So, is that something that maybe you could help HCC by promoting it when you go to do the community MR. LEOPOLDINO: Oh, yes, we do. CHR. CABANAS: You folks do that already? MR. LEOPOLDINO: Yes, we do. CHR. CABANAS: Okay, good. MR. LEOPOLDINO: And we put it on all of our social media and print things. It's just the community colleges is just—are having a difficulty with their enrollment. CHR. CABANAS: Okay. Thank you. MR. LEOPOLDINO: You're welcome. MAB Monthly Divisional Activity Reports: December 2022 CHR. CABANAS: Okay, so moving along to the December divisional activity report. Are there any questions or comments for the director? Mr. Ventura, any comments or questions? MR. VENTURA: Yeah. Waylen, just for my information, when you're working on these retroactive pay increases, like, for example, Bargaining Unit 11 that has been on the report now for at least a few months. What's the effective date of the negotiated pay increase or is it different for—can it be different for different folks within that bargaining unit? MR. LEOPOLDINO: So, eachactually, each bargaining unit has a different timeline on payout on their retros and their increases. I believe Bargaining Unit 11 is going to be in December, is going to be the retro payouts. But— no, utno, everybody in that bargaining unit will get paid out at the same time. MR. VENTURA: Okay. It's retroactive back to when? MR. LEOPOLDINO: This one, the contract period started July of 2021. MR. VENTURA: Okay. And when you say "retroactive" they'll get the pay increases all the way back to July 2021? MR. LEOPOLDINO: It depends on what the award is. And I can't remember off the top of my head what BU11 got. All the bargaining units got an award for the same contract period and it varied. Page 15 Merit Appeals Board December 20, 2022 But, yes, if they did get an increase effective July 1st, that would be paid out. Yes. MR. VENTURA: That would be paid out in a lump sum? MR. LEOPOLDINO: Correct. MR. VENTURA: For, like, 17 months—for whatever it (inaudible) period was. MR. LEOPOLDINO: Yes, that's correct. MR. VENTURA: Thanks. CHR. CABANAS: Thank you, Mr. Ventura. Ms. Mathews, any comments or questions? MS. MATHEWS: So, continuing on what Mr. Ventura was saying, are they also getting any kind of interest or anything else—or is it's just a flat—it's x -number of dollars because it was 17 months, et cetera. MR. LEOPOLDINO: Yeah, it's just—it would just be whatever the award, it would just be paid out—whatever the award iswhatever they got granted. Yes. There's no interest or anything. MS. MATHEWS: Okay. MR. LEOPOLDINO: Yes. CHR. CABANAS: Mr. Kunz. MR. KUNZ: No questions. CHR. CABANAS: I just have a question, Waylen, on this. So, Bargaining Unit 11, they'll be getting their retro this month? MR. LEOPOLDINO: I don't know exactlyI don't want to say exactly. CHR. CABANAS: Okay. And then, what about Unit 15? MR. LEOPOLDINO: Twelve and 15 are going to be next for the staff to work on. So, it's 11, 12, and 15. CHR. CABANAS: They're not working on it yet? MR. LEOPOLDINO: Correct. Page 16 Merit Appeals Board December 20, 2022 CHR. CABANAS: Okay. So, all the employees in these three bargaining units, do they know that it's being worked on? I mean, what's the communication there to the employees `cause they're waiting, kind of, long now. MR. LEOPOLDINO: Yes. CHR. CABANAS: Yeah. So, they are they were informed? MR. LEOPOLDINO: Yes, we worked with their the unions have reached out to us. Yes. CHR. CABANAS: Oh, okay. Okay, good. Let me see if I had anything else. No, I don't. Okay. Do we need to approve theJ, do we need to approve the director's report? MR. YOSHIMOTO: Yeah, (inaudible). CHR. CABANAS: Okay. So, may I have a motion to accept and file the director's report on all three items? MS. MATHEWS: So moved. CHR. CABANAS: Thank you, Gay. A second? MR. KUNZ: Second. CHR. CABANAS: Thank you, Mr. Kunz. Any discussion? If not, we will start a rollcall vote with Mr. Ventura. MR. VENTURA: Aye. CHR. CABANAS: Thank you. Ms. Mathews. MS. MATHEWS: Aye. CHR. CABANAS: Mr. Kunz. MR. KUNZ: Aye. CHR. CABANAS: Ms. Cabanas—aye. Four ayes to accept and file the director's report as listed on the agenda. Page 17 Merit Appeals Board Unfinished Business (Item 7) December 20, 2022 FY 2022-2023 Annual Performance Evaluation Of The Director Of Human Resources (HR) - Six -Month Update By The Director Of HR Regarding Department's Goals And Objectives For FY 2022-2023 (Note: This Matter Was Agendized At Its October 27, 2022, Meeting.) (Executive Session: The Merit Appeals Board Anticipates Convening One Or More Executive Meetings Regarding The Above Matter, Pursuant To HRS Sections 92-4, 92-5(a)(2) And 92-5(a)(4), For The Purpose Evaluating An Officer Or Employee Of The County Of Hawaii, Where The Consideration Of Matters Affecting Privacy Will Be Involved And Consulting With The Board's Attorney On Questions And Issues Pertaining To The Board's Powers, Duties, Privileges, Immunities, And Liabilities. A 2/3 Vote Pursuant To HRS Section 92-4 Is Necessary To Hold An Executive Meeting) CHR. CABANAS: Okay. We are now on—we go back to "Unfinished Business." And, basically, I'd just like to add that this is not really a formal evaluation, for the record. It's just a, pretty much, an informal report on, basically, how the director and the department is doing toward meeting the established department's goals and objectives for fiscal year 2022-2023. Does the Board feel there's a need to go into executive session at this time or we can just remain in open session and then have a informal discussion with the director of human resources. So, Ms. Mathews and Mr. Kunz are nodding, "yes" that we can remain in open session. Mr. Ventura, do you feel comfortable with that? MR. VENTURA: Yes. CHR. CABANAS: Okay, great. And I do, too. MS. MATHEWS: I do have a quick question. CHR. CABANAS: Yes? MS. MATHEWS: Shouldn't we ask the person that's being CHR. CABANAS: Oh, yes. I can ask the director. Waylen, how do you feel? Do you want to remain in open session or do you feel that we should go into executive session? `Cause, if we do, then I'm going to read the executive session verbiage that's listed here on the agenda. And then, I'll entertain a motion for us to go into executive session. MR. LEOPOLDINO: I'm fine with staying in open session. Yes. CHR. CABANAS: Okay, thank you. And thank you, Ms. Mathews, for reminding me. Thank you. MR. LEOPOLDINO: Thank you. Page 18 Merit Appeals Board December 20, 2022 CHR. CABANAS: Okay. So, we are still in open session. And, basically, I'm going to yield at this time, Waylen, and then you can give us an informal update on how you folks are doing and then I'll ask the Board members for their question or comments for you. MR. LEOPOLDINO: All right, thank you. CHR. CABANAS: So, you may have the floor. MR. LEOPOLDINO: So, I'll read each of the goals and then give you an update on each. So, Goal number 1 is to identify at least two active—new active recruitment strategies and implement one of the identified strategies to address the recruitment crisis we are experiencing to include development of talent pipelines and expanding and leveraging our community partnerships. So, for Goal number 1, I'm very excited to share the couple new things that we've implemented at HR. The very first one—and I'm sure you've allI hope you all have seen it. We've established a rebranded presence on four different social media platforms, which include Facebook, Instagram, LinkedIn, and Twitter. And when I say "rebranding" we are focused on our efforts in building our community. So, we've, kind of, added a tagline"Our Big Island, Our Community"—and we've been using that a lot in our communications to the public. And the focus here is to position the County of Hawaii as an employer of choice on the Big Island appealing to a wide -range of demographics with considerations given to likes and interest of each of these demographics. Our goal is to incorporate information, education, community focus—in our communication through all of these social media formats. In many instances and as we were, kind of, learning people not—we want to also appeal to those that are not looking to get paid six figures. So, we're trying to focus on what we do in the community. So, these are—we highlight valued, non -monetary type priorities for these individuals in the current job market. And these priorities can include anything from diversity, equity, inclusion, sense of belonging, community building, community service, recognition and appreciation, and gratitude and development. So, in a lot of our social media communication, we try to incorporate all of that—whether it's promoting what other departments are doing. A lot of times we highlight what the mayor's office is doing out there in the community because that's their primary focus. Page 19 Merit Appeals Board December 20, 2022 So, we include not only what HR is doing but what the County is doing to, kind of, appeal to the community. And so, social media also promotes and encourages a lot of engagement, right? Real-time engagement, real-time interaction—in fact, through this Mauna Loa eruption, civil fefense took to Facebook and they did a Facebook live. I don't know if any of you participated in that, but questions were answered real-time through that media outlet. And that's, kind of, our approach and we want to get there. But we wanted to establish a foundation through these social media sites. And so, I think we're doing a great job and we're on our way. Our next phase is to do more—what they call reels or short video clips—where we highlight our employees and what they're doing in the community. So, that's part of our next phase. So, that's kind of a real small snapshot of what we've been doing. What our focus is on our social media. And we have a six-paged—four-paged social media strategy in place that I'm transitioning over to work with Michelle on to which she's—like I said, she hit the ground running and she's doing an amazing job already. And she's only been with us for a month. So, very, very pleased. The second part of that is we created or we started hosting regular County of Hawaii community resource fairs. So, we had our second one in early December at the Prince Kuhio Plaza and booth the first one was in August. We are going to have two more by the end of the fiscal year. We're going to try and do it quarterly. But we've only seen success with these events so far. I mean, we're not promoting jobs at the forefront. We're just letting the community know we're the County of Hawaii, we're here in the community, this is what we do. And if you're interested, we also have jobs. And so, I was there both Friday/Saturday and all of our departments were busy throughout the day. People were just inquisitive. They just wanted to know what we're doing in the community. What we're all about. These departments did this was the second one, so the departments did some fun things. They had some trivia, they had some games. Water Department did some education on checking for leaky toilets. It's those kinds of things. It's not putting—shoving our job vacancies in their faces. It's just communicating, engaging with the community. And we're always well received. We were thinking, "Oh, there'll be shoppers but they're just going to ignore us" but they actually stopped by. A lot of our departments, including ours, gave out free stuff. We gave out folders and pens—and everybody likes that kind of stuff. So, we're going to continue that. The next phase is trying to identify a Kona location. Kona's a little bit more challenging. They don't have that kind of enclosed shopping space where we can capture the high foot traffic. So, we are going to look into Kona Commons is the closest—where a lot of the local community interacts. Page 20 Merit Appeals Board December 20, 2022 So, we are working with the mayor's office in Kona to try and identify locations. And then, part of that would be—we want to set up like a pop-up type system where if Waimea has an event, we can take our pop-up tents, set up a table, and be there with a couple of our departments. So, we are really trying to focus on community. And I think it's been very successful so far. We've been getting a lot of questions. Recently, I've seen more people come into our office saying that they came to our resource fair. So, it's working. And so, we want to build on that. So, that's, kind of, what we got for Goal Number 1. But those are just the two things we've already implemented. We have a whole bunch of other things that we're looking at. We just signed up for the nationwide Handshake Program through the community colleges. It's virtual it's, sort of, set up like a Facebook. So, all these nationwide community colleges and universities belong to this Handshake Program. Any time they have an event, a recruiting event, they need a speaker to come and talk at their facility, they post it on this site and all the—and the other half of that are the employers. They sign up and they check off all the schools that they want to receive communications from. And so far, I've checked off pretty much all the schools, just to throw our net out there. And we've been getting a lot of invites to virtual fairs, which we can participate in for, especially, the West Coast schools. So, we're already going to be participating at the University of Washington Engineering Virtual Fairs. So, it's so those types of thingsso, the Handshake Program—and, again, we're going to build on that. We also are going to be partnering with American Job Centers. I think Charlie made that comment. And we're already—we've been in discussions with them because I feel like it's an untapped resource for us that we just haven't put enough effort there. So, I feel like that's going to be another great opportunity. Because, again, they have the captured audience. They have the applicants. And so, we want to get in there and partner and work some things out with American Job Centers. In addition to that, we want to also look at partnering with organizations that work with untapped workforce. When I used to work at Workforce Development, we did a lot of things with persons with disabilities, the Going Home Program. So, I, kind of, want to build on that and we want to focus on kind of reaching out to veterans, persons with disabilities—really switch to high gear with our high school students looking to work right out of high school. And we also want to, kind of, target retirees—maybe to get them to come back to the workforce. So, we're really trying all these out of the box type efforts to see how it can help us out. But, so far, we've been only getting positive feedback on what we've been doing, so very hopeful as we move forward. So, that's the status update for Goal 1, if any of you have any questions. CHR. CABANAS: Any questions or comments for the director? Mel, do you have any? Page 21 Merit Appeals Board December 20, 2022 MR. VENTURA: Yeah. Waylen, just curious. So, for Goal number 1, what would success look like for you? Would it be to reduce vacancy by x -percent or would it be even (inaudible) x -number of employees or is that merely implementing these strategy for the longer term not necessarily by June 30th, 2023? MR. LEOPOLDINO: Well, I think as far as measurement -wise, I would like to reduce our vacancy rate by at least 5 percent by the end of the fiscal year. That's, kind of, ambitious. So, that's one of our goals. But I also want to establish more long-term programs so that we're not in this situation. Once the job market picks up again, I don't want us, down the road, to be in this situation again when we're—we have all these vacancies. So, I want to establish solid, robust, talent pipelines. And so, those are the two main goals that I have for Goal 1. And as we move along the way, we might add other metrics, but those are the two main ones for us right now. MR. VENTURA: Okay, thanks. MR. LEOPOLDINO: You're welcome. CHR. CABANAS: Ms. Mathews, any questions for the director? MS. MATHEWS: No. Thank you. CHR. CABANAS: Mr. Kunz. MR. KUNZ: No. CHR. CABANAS: So, at this point, Waylen, how many recruitments are open continuously? At one point was 63. Has it been reduced or has it increased? MR. LEOPOLDINO: The continuous recruitments have maintained at 63. CHR. CABANAS: Okay. MR. LEOPOLDINO: But we also have to consider that we've closed some. We've closed some and we added some. We are still allocating the new positions that were approved for the July 1st budget. So, as we add new positions and we can't fill it, it becomes difficult to fill, then it gets added to the continuous recruitment list. But I do—I am happy to say that we have closed—since our last meeting—maybe four or five continuous recruitments which is big right now. CHR. CABANAS: Okay. Thank you. Page 22 Merit Appeals Board December 20, 2022 MR. LEOPOLDINO: You're welcome. So, with closing continuous recruitments this is just a fun thing that we do in the officeI bought this little gong from Amazon. So every time we close a continuous re that's what they yell in my office, "sumo" but I go out in the office and would ring that gong because they're working so hard to try—and it's just something small and they love it. So, I don't know about everybody in the office that's not in Recruitment—but it, kind of, lightens the mood—so. MR. KUNZ: I did have one comment because of your the effort of those at the Kuhio Plaza. I think it's not only finding people that just happen -chance come by for job openings—but it, kind of, helps fulfill finding people for contract work as well. Because Susan participated and she was able to, kind of, attract a couple people that would kind of go and visit her now because of that exposure. So, I think it's—and we've known the type of work that we've been involved with that sometimes it's hit or miss. When the unemployment rate is very low and the workforce is already saturated, it's hard to find good workers. And it is, a lot of times just by chance, that people pop in and they just so happen to the timing of bumping into somebody. So, I think those kinds of things the more you create that opportunity, I think, the more the departments will kind of benefit from it because it's hard. I know, first-hand hearing, how hard it is to get people in. So—and I'm sure—and I had this comment before about people taking from one department to another and people leaving—wanting to leave a department and go somewhere else. That's just part of the type of—the nature of the business, I think, the County is in sometimes. They find something else that's better—better pay, more attractive work environment or something—and, unfortunately, it creates a backfill of something else. But I like what you guys are doing. I think it's super proactive and it's extremely tangible that you and your staff—and we can kind of see a lot of it, instead of just a recruitment of the traditional fashion. So, kudos to you and your team. MR. LEOPOLDINO: Yeah thank you. And to add to that, we the animal I'm sure you guys heard of the animal control issue that we're helping police with. So, when you mention contract workers, that also helped us during this time to look for those that might be interested because then we can bring them on, on contract. And a lot if it is—it's kind of shocking that the community doesn't know that we're out here or what HR does, what public works does—and so, you just see that light in their eye after you just share with them the parks and all of those things. So, it really the engagement piece is really critical. MR. KUNZ: I think one other thing, too, is the directors in each department have a responsibility and, possibly, an obligation to kind of seek—and not just leave it up to HR to find. Page 23 Merit Appeals Board December 20, 2022 And I know Susan has tapped people in the media, people who are developers to find people to fill her positions. So, it's not—it's like, you have your method and then does anybody know anybody but she has actually have this—have had meetings and talked to other individuals"I have this opening, do you know anybody that... "so, I think every director should, kind of, exercise that kind of stuff and I know it's not up to us nor up to you to, kind of, force them. But they can't always just sit back and expect the HR to come through and make it happen for them—and that's why they can't fill a position because nothing's coming through HR. So, I just wanted to make that with my final comment. Thanks. MR. LEOPOLDINO: Well, I got to tell you that I use every opportunity I can, especially at Cabinet meetings to, sort of, put some pressure on our department heads. Because department heads, like Susan, and public worksI mean, I think we had public works, fire—there was a handful of department heads that actually attended the resource fair and was available to answer questions—and it makes a big difference because the public can get first-hand information from the head of the department—and the department head gets to see the value in what HR is doing. Because you're right, we do get blamed a lot and I think these opportunities really open their eyes to, "Hey, these are great opportunities for us to participate in." In fact, we had more department heads participate in this second one than we did on the first. So, very happy to see that and it's important. CHR. CABANAS: Ms. Mathews. MS. MATHEWS: So, I think what you're doing is excellent. I do have a question about— because boutbecause you got these natural groupings and, typically, they're groups that are overlooked quite often—whether it's disabled or they're going Home Initiative, or that kind of thing. What about part-time opportunities for mothers—is the County—is your department working with other departments to help them find ways of using those people that could really use the money but have childcare issues. And along with that, is the County doing anything about creating their own childcare. So—because that becomes one of the big (inaudible) for a mom is there is no reliable safe alternative or it's very expensive or, or, or. So (inaudible) questions that I'm not sure this is where it belongs, but here we are. MR. LEOPOLDINO: So, interesting the childcare component that you mentioned was brought up at the mayor's officeI think they were, kind of, looking at some childcare type programs that the County might offer. I don't know where that went. But the second part to your questionrecently, we did have discussionsI can't remember who it was—but creating these part-time type positions. Not full-time positions—so that we can, not only mothers, but retirees that might want to take advantage of, like a part-time, not a full-time opportunity. Page 24 Merit Appeals Board December 20, 2022 So, yes, those are some other things that we have considered. CHR. CABANAS: Okay. Thank you. I know the YMCA has the summer camps, the winter camps—and I think a lot of the first responders children go to those camps. And I think Wendy—and I know Wendy—Wendy BotelhoI think she has some grants that they can get financial assistance, even, for the camps. So, you might want to, kind of, just inquire. MR. LEOPOLDINO: Sure. CHR. CABANAS: `Cause she's a go-getter herself. MR. LEOPOLDINO: I know WendyI can give her call. CHR. CABANAS: Yeah. Try check with her MR. LEOPOLDINO: Sure. CHR. CABANAS: —and see if maybe there's something that she can MR. LEOPOLDINO: Can partner— CHR. CABANAS: would be mutually beneficial. MR. LEOPOLDINO: Right. CHR. CABANAS: Yeah. MR. LEOPOLDINO: Okay. Sure. Thank you. CHR. CABANAS: I did mention to you earlier and kudos to you folks. You participated in the Christmas Parade. Just remember, Merrie Monarch is coming up in April and I just want to share this with you. I belong to a club, now that I'm retired. And last year I had asked Maurice, the Director of P&R, if we could display our banners. Just so happen the banners were for domestic violence and sexual assault awareness—and I asked him if we could place the club's banner out on the Kuawa Bridge fence—where that new ballpark is. And he said, "Okay"—so—and he allowed us to do it considering our mission—and we did it for a month-and-a-half. Just so happen, it was the time that Merrie Monarch was occurring. And the reason why we did that—okay, now I'm using my skillset that I used for the County with my—with the club. Okay. So, it was to recruit new members and increase community Page 25 Merit Appeals Board December 20, 2022 awareness. So, we had the banners up for a month-and-a-half and I thanked Maurice for being so supportive of the club. Those banners made such a big difference. We have had an increase in our membership and people started to not only (inaudible), but they were now contacting our members and wanting to join the club. So, the only reason why I bring it up isremember, Merrie Monarch is coming up and you can do a whole bunch of things because you have people coming from within the State and out of State—and they may be interested in relocating or what have you. But that is a prime time to be visible is when Merrie—before Merrie Monarch even. Before. Because people are here earlier to sight-seeing, relax. You may want to, kind of, keep that in mind. Also, the University of Hawaii just had its graduation. So, is there anything there that you could or have done to probably capture those recently graduated students? MR. LEOPOLDINO: I've recently reached out I tried to reach out to the Chancellor Bonnie and a couple of other people in their business ed. department—and very unsuccessful but I'm trying. I have received quick responses back but, oddly enough, I receive responses from all the other schools. UH is a little bit more challenging. Their priorities may be different. But, yes, I did reach out to all the schools to be more active on campus and be part of their programs and things. So, that is still on my list to do. CHR. CABANAS: Okay, good, `cause you have another graduation coming up. Now you have May and even before May, you want to capture those students attention that—"Hey, the County is hiring." So, just a suggestion. MR. LEOPOLDINO: We're trying to do, like, a speaker series to go back into the schools and come in and talk to these students. So, yeah, good ideas. Thank you. CHR. CABANAS: But you've done a lot—so keep up the momentum now. MR. LEOPOLDINO: Yes. CHR. CABANAS: That's the part with marketing—once you start, you can't stop. MR. LEOPOLDINO: Yeah. CHR. CABANAS: You're on a roll. MR. LEOPOLDINO: Okay, thank you. CHR. CABANAS: Okay. But good job. Continue. Page 26 Merit Appeals Board December 20, 2022 MR. LEOPOLDINO: Thank you. Okay. So, Goal number 2 -more success with that. I'll read the goal. Goal number 2 is to implement and enhance health and safety program to include specialized driver and equipment training, facility and site inspections, and injury prevention programs. I am happy to report that our HR manager division head for our Health and Safety Division has presented Danny and I with the first draft of our Job Hazard Assessment Template, which includes a form, which will be used to evaluate types of hazards, job—description of hazards, and PPE required. That's going to be part of a packet that will be developed for each class of work in the County. We're going to start off with our blue-collar employees to include automotive mechanica lot of our blue-collar type work. And so, each of these packets will include a Job Hazard Assessment form, class spec., position descriptions, and then trainings required. And that's going to serve as our foundational packet and then we're going to work from there and build on it. So, this is new for us. So, we're working closely with Health and Safety regularly, in fact, every two weeks we're meeting with them to flesh out this packet. And this is addressing the injury prevention programs part of the injury prevention program, we're trying to develop. Second, is our semi-annual facilities checklist that is current—we're going to be amending that. And the inspection checklist evaluates for electrical components, exits and access, toxic combustible and flammable materials. So, this has to do more with the facilities. So, that's the facility and site inspections. So, that's the second part of it. And then, we have a draft Prevention by Inspection Procedures that we have drafted and we're still working through. But I think we're well on our way to meeting Goal 2 by the end of the fiscal year. We have some—we've added a safety specialist that was added to our budget in the prior fiscal year and we're currently trying to recruit to fill, so that our HR manager—he currently works with our second safety specialist doing training and doing all of these great things with prevention—injury prevention. And so, with the expansion of this division they'll be able to do more and flesh out this program a little bit more. But we've got a great head start and we're looking forward to this program being fleshed out more by the end of the fiscal year. CHR. CABANAS: Okay. Thank you, Waylen. Mr. Ventura, any questions? MR. VENTURA: Yeah. Waylen, for your site inspections manual that you're trying to develop for your (inaudible) that you're trying to develop—are the public works guys helping you with that? `Cause they seem to be really good at inspections and really nitpicking during their inspections. Page 27 Merit Appeals Board December 20, 2022 MR. LEOPOLDINO: Yeah. So, public works, water, and department of environmental management—they have their own internal safety person on board their department. So, among the three of them, they're working with our health and safety division to work on the details of the program. So, yes. MR. VENTURA: Thanks. CHR. CABANAS: Thank you. Ms. Mathews. MS. MATHEWS: Nothing at this time. Thanks. CHR. CABANAS: Mr. Kunz. MR. KUNZ: I have one question. Waylen, I think I recall seeingI don't know if it's an annual report but—that you submitted where we've seen a difference in worker comp. costs. So, would this translate into a success, if you compare from one quarter or one year to the other. MR. LEOPOLDINO: Yes, absolutely. With our enhanced safety program, we're hoping for those numbers to actually be reduced even further. So, that's definitely one of the goals. Yes. MR. KUNZ: Thank you. CHR. CABANAS: Thank you, Waylen. I don't have any questions, so MR. LEOPOLDINO: Okay. CHR. CABANAS: —can move on to Goal number 3. MR. LEOPOLDINO: Goal number 3. I'll read that. Goal number 3 is to develop an employee pulse survey to identify root causes of employee turnover, identify programs and/or policies with the goal of retaining employees, improving working relationships, productivity, and customer service. So, another goal that we are well on our way to having something in place by the end of the fiscal yearso, Jennifer Sakamoto or "Jenny" is our division head for personnel and organizational development division. She has taken the lead on the development of our survey and our employee engagement and retention programs. That division is—she's provided me with an update. So, early on, we decided we just don't want to do a survey to do a survey. I think our employees are, kind of, sick and tired of just filling out a survey nothing's happening. So, Jenny has taken the stance of doing the research first, collecting data—having hard data from all of our departments before we move forward. So, she's already started collecting baseline data from all of our departments. She's just waiting on some from a few. Page 28 Merit Appeals Board December 20, 2022 And she's also helped departments implement exit surveys, so those that are leaving—especially now to collect the data on why they're leaving. And she's also in the process of actually launching a pilot program that she's going to be working with the HR program specialist to test some of these concepts with—about engagement and retention. I'm, kind of, going back a little bit. We can recruit all we want to, but we also want to keep the people we have. And so, that's kind of the focus of this program. So, on the other half of it is, we want to try and keep all the great talent we have on board and not lose them. And so, that's kind of Jenny's focus. And so, before we actually send out a surveyso, my Goal number 3 is specific—we want to make sure we're working on developing a survey—not necessarily sending it out because we want to do all the background data collection first and make sure we're really targeting and trying to collect the important data to identify the critical needs of our employees. So, this pilot program, we'll work with supervisors and HR program specialists in the departments to—we thew out some things like coaching, mentorships, fellowships—some other developmental programs, incentives. And so, she's going to, kind of—from all of this data that she's collecting from the departments, come up with some concepts that she wants to implement in these pilot programs. And then, from there, after collecting all this data—develop that survey before we distribute. And then, we'll really see where the employees are—where the challenges are for our employees. In addition to that, Danny and I have decided to start visiting department heads and deputies to discuss some of the areas we are working on and also have informal discussions just to see some of their challenges as department heads. And we feel at the department head level, it would be good for us to, kind of, engage with all of these departments, and we feel that that might help Jenny with building out this engagement and retention program. There's a lot. I just, kind of, wanted to do a snapshot for you all. So, happy to answer any questions. CHR. CABANAS: Thank you, Waylen. Mr. Ventura, any questions for Waylen? MR. VENTURA: Yeah. Waylen, what—so, what's your timeline for completion of the development of this survey? MR. LEOPOLDINO: The development of the survey, we are going to definitely try and meet our goal and have it developed by the end of this fiscal year. But Jenny is MR. VENTURA: Okay, so you're not conducting the survey in the fiscal year. You just want it completed? Page 29 Merit Appeals Board December 20, 2022 MR. LEOPOLDINO: Yes. We want to identify what the survey would look like. MR. VENTURA: Okay. MR. LEOPOLDINO: Yes. CHR. CABANAS: Okay, thank you, Mr. Ventura. Ms. Mathews. MS. MATHEWS: Thank you for not just assuming another survey is useful. Is if there's anything that drove me nuts was on my desk, weekly, was at least half -a -dozen different surveys that were long and complex and ridiculous. So, thank you for revamping that and stepping back and looking at it. CHR. CABANAS: Mr. Kunz. MR. KUNZ: No questions. CHR. CABANAS: I just want to make a comment that I like the idea that you and Danny will be meeting with the department heads and deputies. Because, actually, it always comes from the top MR. LEOPOLDINO: Yes. CHR. CABANAS: working down. And if employees are leaving, I would think that the department head would be very concerned as to why his or her employees are leaving the department—and why they are leaving. MR. LEOPOLDINO: Yes. CHR. CABANAS: Do you seeI don't want to put you on the spot but—do you see an exodus of employees in certain departments. I mean, you don't have to name them but— MR. ut MR. LEOPOLDINO: No. CHR. CABANAS: No. MR. LEOPOLDINO: It's Countywide. I just looked at the continuous recruitment list. I look at it every day. And it's just Countywide. I think if we had identified a problem area, we would have addressed it. But it's really a broad spectrum of people leaving. Yeah. CHR. CABANAS: Are there a lot of retirements at the end of this year. Page 30 Merit Appeals Board December 20, 2022 MR. LEOPOLDINO: We haven't—we are anticipating a lot of retirements. We have started or they have started trickling in over the last month. But in my experience, not as much as I had expected because I don't know if people—once they realize they could retire, they probably did already. Then—like, not in the past where you would wait till the end of year. I think people have just been retiring once they qualify. CHR. CABANAS: Thank you. MR. LEOPOLDINO: You're welcome. MR. KUNZ: I have a quick question. CHR. CABANAS: Go ahead. MR. KUNZ: Have you noticed—maybe it might be too soon to tell—but when you talked about the retention of employees and start witnessing the changing of an administration or director where people want to move departments or move out completely, and they're no longer aligned with the new goals or the new whatever—and has that—have you noticed if that takes place? MR. LEOPOLDINO: Well, it's interesting. We have seen some of that through talk you hear people saying yeah, you don't agree with the department head or what it might be. But we also hear more of the opposite where our—you might see more grievances because employees do not agree with the goals and missions of the department heads, but employees are thinking. "These guys are here for four years, I'm not going toI don't need to do it." It's they have more permanency than the department head. So, we see more of issues on the labor end because of that. But people—we do have a few that will leave at the beginning of a new Administration. But with this administration, they started within the middle of COVID so it was hard to tell who left for what reason. And that's why we felt the exit interview surveys were important to, kind of, capture some of that. CHR. CABANAS: Okay. Thank you. MR. LEOPOLDINO: Thank you. CHR. CABANAS: Is there anything else that you'd like to add? MR. LEOPLDINO: No, I just—I'm really excited because we're doing new things and we're going down new roads and we're taking all of the feedback this body has been giving us and the community what we're hearing in the community—and it's, kind of, exciting because I hate to go into analogy but it's like you get to create your own map, I guess—with all the information you're getting and working within the confines of rules, policies, procedures. `Cause it's, kind of, a new environment. Page 31 Merit Appeals Board December 20, 2022 The County has always been an ideal place to workretirement, health benefits, and all these things. And so, it's a little bit of a challenge but it's exciting because we get to explore new territory. So—and our team is up for it, which is great. So, we're looking forward to providing this Board more positive and more good news as we move forward. CHR. CABANAS: Thank you, Waylen. MR. LEOPOLDINO: Thank you. CHR. CABANAS: So, I need a motion, right, to accept and file. So, may I have a motion to accept and file the report of the director of human resources regarding department's goals and objectives for fiscal year 2022-2023. MR. KUNZ: So moved. CHR. CABANAS: Thank you. MS. MATHEWS: Second. CHR. CABANAS: Thank you. MR. YOSHIMOTO: Madam Chair, that's the six-month update, yeah. CHR. CABANAS: Oh, I'm sorry—six-month update. MR. YOSHIMOTO: Yeah, that's what we did. Yeah. CHR. CABANAS: That's right. Thank you for the clarification. So, let me just rephrase it. So, the motion and the second is for a six-month update report by the director of HR regarding the department's goals and objectives for fiscal year 2022-2023. We have a motion and a second made. Any discussion? If not, we will start a rollcall vote with Mr. Ventura. MR. VENTURA: Aye. CHR. CABANAS: Ms. Mathews. MS. MATHEWS: Aye. CHR. CABANAS: Mr. Kunz. MR. KUNZ: Aye. CHR. CABANAS: Ms. Cabanas—aye. Page 32 Merit Appeals Board December 20, 2022 Motion carried to accept and file the director's report regarding six-month update on the department's goals and objectives for fiscal year 2022-2023. Thank you, Waylen, have a happy holiday season. MR. LEOPOLDINO: Thank you. Happy holidays to you all. CHR. CABANAS: To you and your staff. MR. LEOPOLDINO: Thank you. CHR. CABANAS: From all of us MS. MATHEWS: And family. CHR. CABANAS: And your family, too yes, your family. Director's Report (Item 8) Introduction – New Recruitment And Examination (R&E) Manager; DHR's Mission Statement; MAB Monthly Divisional Activity Reports: November 2022, December 2022 (Executive Session: The Merit Appeals Board Anticipates Convening One Or More Executive Meetings Regarding The Above Matters, Pursuant To HRS Sections 92-4 And 92-5(a)(4), For The Purpose Of Consulting With The Board's Attorney On Questions And Issues Pertaining To The Board's Powers, Duties, Privileges, Immunities, And Liabilities. A 2/3 Vote Pursuant To HRS Section 92-4 Is Necessary To Hold An Executive Meeting (Previously taken out of order.) Schedule Next Meeting Date (Item 9) CHR. CABANAS: We are now on the scheduling the next meeting date. Glynis has polled everyone—and everyone is available on January 20'', Glynis—she's nodding her head, "yes." So, the next meeting is scheduled for January 20'', 2023, which is a Friday, at 10 a.m.—can you make it at 10 a.m., Ms. Mathews? MS. MATHEWS: Yes, but I thought we were also—did we skip "New Business" or why are we CHR. CABANAS: Oh, did I skip "New Business"I'm sorry. Maybe we did—wait, let me gather my thoughts. I mean, we don't have any new businessoh, okay, wait now. I need to retract here. So, I had said "no communications"—right. And there's "no new business Page 33 Merit Appeals Board MS. MATHEWS: Wait. MR. KUNZ: You said, "no new business." CHR. CABANAS: Yeah. MS. MATHEWS: Right. CHR. CABANAS: Yeah. December 20, 2022 MS. MATHEWS: So, isn't there because my question regarding the agenda— CHR. CABANAS: Oh, it's not agendized. MR. YOSHIMOTO: What part of the agenda is MS. MATHEWS: My question. CHR. CABANAS: She wanted to—okay. Earlier, she—before we met—and let us know if that's appropriate or not. She had raised the question about why couldn't the director's report be agendized—when we work on our agenda for future meetings, why it couldn't be earlier on the agenda, so that we don't keep him waiting. MR. YOSHIMOTO: That's up to the yeah, we can do that, if we want to change the order of the agenda. MS. MATHEWS: Well, it just seems that it's a courtesy. It seems silly for him sitting here when we're not needing him for some of those questions. And so, I was, kind of—so part of the discussion became how far up could we move it? And then, Charlie and I were disagreeing as to where it could be because he said you'd have to approve the minutes first— MR. irst MR. YOSHIMOTO: Well, that's true. You do have to approve the minutes first as a matter of MS. MATHEWS: Is that a County decision? Because you don't see it in—Robert's Rules are more of a suggestion than anything else. So, that's kind of where I was questioning it, was MR. YOSHIMOTO: Yeah. I don't—I'll have to double-check. MS. MATHEWS: Okay. MR. YOSHIMOTO: I'm not aware of any rule, off the top of my head, but we have flexibility in setting the agenda. So, yeah, we can talk about it—yeah, with staff. MS. MATHEWS: Thank you. Page 34 Merit Appeals Board December 20, 2022 MR. KUNZ: And are we, likewise, should we not have the discussion because if we have a full agenda and we want to get through it and not necessarily spend the time with the director's report, we should, likewise, leave the director, hindsight, until we have him be called up not necessarily always moved up. That—we should have that discussion as well, correct? CHR. CABANAS: Yes. And we do. And when we—when I work, as the chair—when I work with Glynis and our legal counsel, we are looking at are there any pressing items that needs to be agendized. Because, of course, there are certain things that may have more priority than others, especially if we had something that's coming from the deputy attorney general and we need to be cognizant of her schedule as well and not keep her waiting. So, there is flexibility. But we'll look at that. And then, of course, whoever the chair is next year—whoever that person is they can work with Glynis and J as well. Yeah. MS. MATHEWS: And, actually, that resolves my issue. Really, what I wanted to do was give consideration to those people and not just default because it's easy to doI do it myself on agendas is to default to whatever it was that it has been. So, thank you. CHR. CABANAS: Right. Okay. Very good. Okay. Thank you for bringing that up. So, we are now back to Number 9, scheduling the next meeting date. We will have a quorum for January 20'', 2023, which is a Friday, 10 a.m. The meeting will be at the County Building, in Hilo Hawaii, in the County Councilroom, with ZOOM capability for Mr. Ventura, should he choose to sit in that way. Unfortunately, four of us are available but Mr. Kunz, you're not—according to Glynis MR. KUNZ: Correct. CHR. CABANAS: So, we'll proceed. And then, hopefully, you can make the next meeting and then catch up with us. So, that meeting is scheduled for January 20'', 2023. And I don't need a motion for that, right? No. Okay. Adiournment (Item 10) CHR. CABANAS: At this time, we are now on the "Adjournment" item—and so, may I have a motion to adjourn today's meeting. MS. MATHEWS: So moved. CHR. CABANAS: Thank you. A second? MR. KUNZ: Second. Page 35 Merit Appeals Board December 20, 2022 CHR. CABANAS: Thank you. Any discussion? If not, a rollcall vote starting with Mr. Ventura. MR. VENTURA: Aye. CHR. CABANAS: Thank you. Ms. Mathews. MS. MATHEWS: Aye. CHR. CABANAS: Mr. Kunz. MR. KUNZ: Aye. CHR. CABANAS: Ms. Cabanas—aye. Four ayes--motion carried to adjourn today's meeting at 11:48 a.m. Thank you, everyone, and I wish you a very happy holiday season with you, your family, and your friends. Be well and stay safe and see you all in January. Thank you. MR. VENTURA: Thank you. Happy holidays. CHR. CABANAS: Take care, Mel. Respectfully submitted, Glynis Yamada, ecretary-Reporter APPROVED: kcltt(iu& M . r atetco-- - Gabriella M. Cabanas, Chair Merit Appeals Board Page 36