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HomeMy WebLinkAbout2024-06-25 Merit Appeals Board MinutesREGULAR SESSION Merit Appeals Board Hilo Council Chambers Hawaii County Building 25 Aupuni Street, First Floor, Room 1401 Hilo, Hawaii June 25, 2024 (Tuesday) Call to Order (Item 1) The regular meeting of the Merit Appeals Board, County of Hawaii, was called to order at 10:00 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, June 25, 2024. Roll Call — Present Ms. Gabriella M. Cabanas, Chair Ms. Gay Mathews, Vice -Chair Ms. Suzi Bond, Member Mr. Charles Kunz, Member Mr. David A. Wiseman, Member (via Zoom) Also Present Mr. J Yoshimoto, Assistant Corporation Counsel, Office of the Corporation Counsel Ms. Sommer J. Tokihiro, Director, Human Resources Department Mr. Richard Thomason, Deputy Attorney General, State Department of the Attorney General (via Zoom) Ms. Inha Kandatsu Kang, Deputy Corporation Counsel, Office of the Corporation Counsel Ms. Sherilyn Tavares, Deputy Corporation Counsel, Office of the Corporation Counsel Appellants, Police Department Appellant, Information Technology Department Ms. Glynis Yamada, Secretary -Reporter, Human Resources Department Merit Appeals Board Call to Order (Item 1) June 25, 2024 CHR. CABANAS: The meeting of the Merit Appeals Board is called to order on this day, June 25, 2024, at 10 a.m. I'm Gabriella Cabanas, the Chair of the Merit Appeals Board, and we have quorum today with all five Board members present. I would like to introduce my fellow Board members to all of you to my left is Gay Mathews, she is our Vice -Chair. MS. MATHEWS: Good morning. CHR. CABANAS: And to her left is Charlie Kunz. MR. KUNZ: Good morning. CHR. CABANAS: To my far right is Suzi Bond. MS. BOND: Good morning. CHR. CABANAS: And appearing from Kailua-Kona via Zoom on the screen is Mr. David Wiseman. MR. WISEMAN: Good morning. CHR. CABANAS: We also have our Assistant Corporation Counsel present, Mr. J Yoshimoto, to my right. MR. YOSHIMOTO: Good morning, everyone. CHR. CABANAS: Our Secretary -Reporter in the back of me, Ms. Glynis Yamada. MS. YAMADA: Good morning. CHR. CABANAS: And we have our Director of Human Resources, Sommer Tokihiro, present. MS. TOKIHIRO: Good morning. CHR. CABANAS: Appearing via Zoom also, Richard Thomason, is our Deputy Attorney General. MR. THOMASON: Hello. CHR. CABANAS: Good morning, Richard. Mr. Thomason represents and gives legal counsel to the Board when we have an appeal hearing. For a regular business meeting, such as what we're going to start off with in the beginning, today, our Legal Counsel is J Yoshimoto. Okay. Page 2 Merit Appeals Board June 25, 2024 We also have from the Office of the Corporation Counsel—if you could kindly stand up and introduce yourself. So, she's an attorney observing today's meeting—could you repeat her name? MR. YOSHIMOTO: Inha Kandatsu KangK A N G. CHR. CABANAS: K A N GIna MR. YOSHIMOTO: Kandatsu. CHR. CABANAS: Kanatsu. MR. YOSHIMOTO: Kandatsu. CHR. CABANAS: Kandatsu. MR. YOSHIMOTO: Kang. CHR. CABANAS: —Kang. Okay, thank you. And we also have Ms. Sherilyn Tavares from the Office of the Corporation Counsel, and she is also an attorney with the Office of the Corporation Counsel. We have a number of individual semployees from the Hawaii Police Department. So, if you could kindly stand with the mic. that Glynis gave you and state your legal name clearly so we can all hear it. (At this time, the Appellants from the Police Department introduced themselves.) CHR. CABANAS: Okay, thank you. And in the back row, we have from the IT Department (At this time, the Appellant from the Information Technology introduced himself/daughter.) CHR. CABANAS: Hi. Welcome, everyone. So, all of you that just stated your names from the Hawaii Police Department and Information Technology Department, all of you have requested closed appeal hearings. So, when it comes time to schedule your appeal hearing this morning, I'm going to ask the Appellants from the Hawaii Police Department if—because you've asked for a closed hearing — a closed hearing means no one from the public sits in. And it's just you, and the Board, and if you have a representative to assist you in your hearing and the County's legal counsel would be in the hearing. Page 3 Merit Appeals Board June 25, 2024 So, your names will not be recorded on the meeting minutes, although I asked for you to identify yourselves. I've asked you to introduce yourselves this morning, but your names will not be on the meeting minutes. Okay? Because you've requested for a closed hearing, yeah? Addendum to Agenda (Item 2) CHR. CABANAS: Okay, let me kind of just gather my thoughts here `cause there's quite a bit for us to do today. So, looking at the agendaGlynis, is there any addendum to the agenda? Okay. Statements from the Public (Item 3) CHR. CABANAS: Any "Statements from the Public on Agenda Items" none. Okay. Approval of Minutes (Item 4) CHR. CABANAS: "Approval of Minutes" we have none at this time. And because we have a number of employee's from the Hawaii Police Department present and the IT Department, I'm going to—if it's okay with the Board members—take up Number 6, the "Communications" first before we move on to the "Director's Report." Communications (Item 6) Communication No. 24-05: Received On May 16, 2024, From Appellant, Appealing The Following Action By The County Of Hawai`i's Department Of Human Resources: Classification Or Reclassification Of A Particular Position (Board Action Required: Setting A Hearing Date And Deadlines For Submittal Of Documents) Communication No. 24-06: Received On May 17, 2024, From Appellant, Appealing The Following Action By The County Of Hawai`i's Office Of The Mayor: An Employment Action Taken Under Chapter 76, Hawaii Revised Statutes (Board Action Required: Setting A Hearing Date And Deadlines For Submittal Of Documents) Communication No. 24-07: Received On May 21, 2024, From Appellant, Appealing The Following Action By The County Of Hawai`i's Department Of Human Resources: Classification Or Reclassification Of A Particular Position (Board Action Required: Setting A Hearing Date And Deadlines For Submittal Of Documents) Communication No. 24-08: Received On May 21, 2024, From Appellant, Appealing The Following Action By The County Of Hawai`i's Department Of Human Resources: Classification Or Reclassification Of A Particular Position (Board Action Required: Setting A Hearing Date And Deadlines For Submittal Of Documents) Page 4 Merit Appeals Board June 25, 2024 Communication No. 24-09: Received On May 21, 2024, From Appellant, Appealing The Following Action By The County Of Hawai`i's Department Of Human Resources: Classification Or Reclassification Of A Particular Position (Board Action Required: Setting A Hearing Date And Deadlines For Submittal Of Documents) Communication No. 24-10: Received On May 21, 2024, From Appellant, Appealing The Following Action By The County Of Hawai`i's Department Of Human Resources: Classification Or Reclassification Of A Particular Position (Board Action Required: Setting A Hearing Date And Deadlines For Submittal Of Documents) Communication No. 24-11: Received On May 21, 2024, From Appellant, Appealing The Following Action By The County Of Hawai`i's Department Of Human Resources: Classification Or Reclassification Of A Particular Position (Board Action Required: Setting A Hearing Date And Deadlines For Submittal Of Documents) Communication No. 24-12: Received On May 24, 2024, From Appellant, Appealing The Following Action By The County Of Hawai`i's Department Of Human Resources: Classification Or Reclassification Of A Particular Position (Board Action Required: Setting A Hearing Date And Deadlines For Submittal Of Documents) CHR. CABANAS: So, under "Communications" we have all the appeals from the Hawaii Police Department listed separately, `cause you each filed a separate appeal, yeah? And I'm going to ask if you want to be present—because you've asked for a closed hearing, do you want to be present as we schedule each persons' appeal hearing? Or if it's a closed hearing that you want, then I'm going to ask that only the appellant stay back and then all of you wait outside of the Council Chambers. So, what is your preference? You're going to stay together? Is that okay with each of you? By a nod of your head, they are all saying—two, three, four, five, six, seven—seven of you are nodding your heads. So, for the record, it's okay that we schedule each person. Okay, thank you very much. So, we have Communication number 24-05oh, yes, that's right. So, Appellant, being that you're not with this group, I'm going ask that you and your daughter just wait outside till we schedule them, and then you can come back in. And J is leaving because Mr. Thomason is overseeing this part because it deals with appeal hearings. (At this time, Mr. J Yoshimoto, and Appel I ant/daughter, exited the meeting room.) CHR. CABANAS: So, Glynis has advised me that we haveI have to read all the communications listed on the agenda in an open session because it's listed on the agenda. Okay. (At this time, Chair Cabanas proceeded to read into the record Communication Numbers 24-05, 24-06, 24-07, 24-08, 24-09, 24-10, 24-11, and 24-12 listed on the agenda.) Page 5 Merit Appeals Board June 25, 2024 CHR. CABANAS: And that's it for the communications. So, you can see, we have quite a bit on today's agenda. So, at this point, I've been advised that the attorney for the County has requested that the Director of Human Resources be able to sit in because she is the Appellee—and all of you are the Appellants, yeah to make it fair to both sides. Any objections to that? Okay, thank you. Mr. Wiseman, any objection to that? Mr. Wiseman? MR. WISEMAN: No objection. CHR. CABANAS: Okay, thank you. Okay, so for the record, there are no objections to having our Director of Human Resources sit in for the scheduling of these appeal hearings, under the "Communications" that I just read. So, Board members, may I have a motion and a second to convene for our Board to go into a closed hearing? MR. KUNZ: So moved. MS. MATHEWS: Second. CHR. CABANAS: Thank you. Any discussion? Okay, I'll start a rollcall vote for the Board to enter into a closed hearing for our scheduling of the appeal hearings for the respective communications that I just read—starting with Gay Mathews. MS. MATHEWS: Aye. CHR. CABANAS: Mr. Kunz. MR. KUNZ: Aye. CHR. CABANAS: Ms. Bond. MS. BOND: Aye. CHR. CABANAS: Mr. Wiseman. MR. WISEMAN: Aye. CHR. CABANAS: Ms. Cabanas—aye. Five ayes. Motion carried. The Board will now go into a closed hearing at 10:15 a.m. CONVENE: At 10:15 a.m. the Board convened a closed hearing. Page 6 Merit Appeals Board June 25, 2024 RECONVENE: The meeting reconvened at 11:01 a.m. in open session. Director's Report (Item 5) MAB Monthly Divisional Activity Report: June 2024 (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: Okay, so looking at the agenda, we are now on Number 5, the "Director's Report." Hi, Sommer. (At this time, Ms. Sommer J. Tokihiro, Director, Human Resources Department, came forward.) MS. TOKIHIRO: Hi, good morning. CHR. CABANAS: Good morning. So, you are going to present the MAB's Monthly Divisional Activity Report for the month of June 2024. Do you want to do this in an executive session, Sommer? MS. TOKIHIRO: Open session is okay. CHR. CABANAS: Open session? Okay, you may begin. Oh, okay, one moment, I have too many things here. In our green folder it says, "Presented Documents." Okay. MS. TOKIHIRO: Okay. So, for the month of June you folks have all received the report. I wanted to note a couple of issues. Our Admin. Services Division is very busy processing our mass pay increases, for all employees, through Collective Bargaining Agreements, so they're going through and making all the adjustments. So, very busy time for Admin. Services prior to the July 1 payroll. Our Labor Relations Division did a consultation with HGEA in regard to the training agreement that we're going to use for our Professional Development Training positions. In the fiscal year 23-24 budget, HR was given 10 positions that are essentially interns. These 10 positions are going to be used for people who have a two-year degree that would ordinarily be part of HGEA's Bargaining Unit 3, to obtain employment with the County as a Professional Development Trainee in a specific career path position, and would work in that position and receive training and oversight directly from a department. And it can—it's a temporary position that initially would be for 12 -months but could be extended in 6 -month increments for a total of 18 -months to allow these individuals to gain the work experience that would be needed to then qualify for positions that would require a 4 -year degree or experience. Page 7 Merit Appeals Board June 25, 2024 So, this consultation with the union is required because these employees would be in BU3 but we will be providing them higher level training and higher level duties that would normally fall under Bargaining Unit 13. So we, essentially, developed a supplemental agreement with the union that acknowledges that we're promoting this employee, working out of class, to gain work experience so that they can be considered for professional -level work that would ordinarily require a 4 -year degree or equivalent. So, it's an attempt to bridge the gap—for whatever reason, some people may have a two-year degree and not be able to continue their education or choose not to. And so, this is a means of providing a career path and training partnership and mentorship with our departments to, again, provide more opportunity but also a new talent pipeline for the County. So, we'd be looking specifically at students from HCC that saying, "Hey, these are jobs that we have at the County." So, we worked with departments to develop a list of career path positions. So, everything from Geographic Information Systems Analyst to Accountant I could provide you the list at a future meeting. But we've been working on this program for several months and we're excited. Also, in the Recruitment and Examination Division because it's actually a recruitment program that we finalized the policy and a procedure for the training program and we're ready to begin an initial cohort. We're asking the departments to provide us a memo indicating their interest in providing this internship opportunity and they need to identify what specific career path would be identified for that position. And then, we could begin the recruitment process. So, that's an exciting thing for HR and I'm happy to see that that got finalized in June. I wanted to follow-up—you folks received the list of continuous recruitments because in the meeting—in our last meeting, we were talking about the variety of positions that are on our continuous recruitment list. So, some of these are lower -level positions—Account Clerk, for example, that would be a position that, under normal circumstances, we wouldn't see on a continuous recruitment list. But because of the number of vacancies that we have in the County for that position and difficulty creating an eligible list of qualified applicants that's why it's converted to continuous. So, you have positions, like, Account Clerk—but then, it also is positions like Accountant V, our Legal Clerk at all levels; with the new Animal Control and Protection Agency, we have Animal Control and Protection Officers, Purchasing Agent, Radio Technician. So, there's a broad variety and broad range of positions on our continuous list right now. So, it's not all necessarily the higher level positions. It just depends on how many qualified applicants that we've gotten. If we haven't—if we don't have a list of 5 or more, then the opening goes to continuous recruitment. Page 8 Merit Appeals Board I'm happy to answer any questions. June 25, 2024 CHR. CABANAS: You may have mentioned it, but the career path program the training program, is this linked into the continuous recruitment positions? In other words, should it be matching the positions that are listed here? MS. TOKIHIRO: The career path positions? CHR. CABANAS: Yeah. MS. TOKIHIRO: Yeah. So, the career path is basicallyso, the 10 positions that we have are Professional Development Trainee. But what we wanted to create was—we wanted to look at positions that—I'll use Accountant, as an example. So, we wanted to look at, if someone had a two-year degree, we wanted to create a path so that they can't go necessarily straight from Professional Development Trainee to Accountant. It would be Professional Development Trainee for this probably two-year period, so that then they could qualify for a position requiring a 4 -year degree. We have had a lot of Accountant positions that we've actually had to reallocate down to Professional Trainee to allow people to gain the experience to then meet the requirements for Accountant. So, in the case of Accountant, the career paths shows that it would be Professional Development Trainee for a period of time. And then, the goal at the end of that would be to qualify for Professional Trainee and then could, eventually, qualify for Accountant. And so, maybe, what I should do at the next meeting, the Board had a lot on this agenda for today and the next meeting I realize will be busy as well. But I'd be happy to provide the Board with the list of career path positions—and so, that you could see kind of the trajectory that we developed for each of those, so that you can see that it progresses forward. MS. BOND: Do these people automatically have an in to get hired afterwards? MS. TOKIHIRO: No. So, it's there's no automatic ins to get hired in the County, but the positions that we created were created as civil service positions. So, employees that are Professional Development Trainees will be able to apply for open positions in the County as an internal applicant. CHR. CABANAS: Okay, soI'm a little confused. So, is this going to be for the existing civil service employees first? MS. TOKIHIRO: Yes. They have the option. Anyone could apply for Professional Development Trainee positions. CHR. CABANAS: No, that's not what I'm asking. What I'm asking is, are the—are you going to do an internal recruitment for your employees first? Not open to the public. In other words, Page 9 Merit Appeals Board June 25, 2024 although you may have this open on a continuous basis, part of the merit system is to provide promotional opportunity for our employees, right. So, are—is your—is the department planning to have this announced internally first for your employees? That's what I'm asking. MS. TOKIHIRO: Yes. So, the program has been announced to the whole County that it exists. And so, when we get—what we're waiting for right now is a memo from a department telling us that they're ready to provide this opportunity. So, we will release the program to the whole County we're looking for that feedback from departments to say, "Hey, we want to take advantage of this opportunity." So, yes, we could run an internal recruitment first. I think for a lot of—well, for some of our employees it may be because they're temporary positions, they may not choose to go that route, but they are eligible. Current employees are eligible. MS. BOND: You're talking about the continuous one versus this Professional Development Trainee thing, which was (inaudible). CHR. CABANAS: Well—no. My concern is that—'cause your terminology is "could." So, in other words, they don't have to go the internal routeI guess, what I'm trying to really say is bottom line—give the opportunity first to the employees. Because you could have an employee with a AS degree in accounting who could qualify for this Professional Development Trainee and then apply for the Accountant Igo through that whole track—Account Clerk, Professional Development Trainee, and get experience for Accountant I. But, this way, if they're going to apply on a continuous recruitment, they're competing with members of the public. MS. TOKIHIRO: Yeah. And so, it's a little—it's separate. So the Professional Development Trainees are separate from these continuous recruitments, but the Professional Development Trainee positions, it's 10 positions within the HR budget. And so, our policy in HR is always to run recruitments internally within the County first. So, we always try and offer opportunities within the department first, and then if there's no interest in the department, then we go to the Countywide, and then open competitive is after that. So, yes, we'll run it the way that we would run all of our advertisements for our department. So, the department has—well, there's— CHR. CABANAS: Okay, I'm still confused, Sommer. I'm sorry, but it's like you're talking about your department 10 positions but it's not necessarily in Human Resources, right? If it's an Account Clerk, it could be in Finance, it could be in Water Supply Page 10 Merit Appeals Board June 25, 2024 MS. TOKIHIRO: So, the positions are in the HR budget and are, basically, transitioned to the department once we have a trainee identified. So, we would run the recruitment as HR. And then but it's for this Professional Development Trainee position. So, say for example, if the Planning Department came to me with a memo—said they wanted to participate in the program, identified who was going to be the mentor, identify the career path position that they're seeking to help someone qualify for then HR would run the recruitment, develop an eligible list, and then refer the list to Planning for selection. So, HR gets to run these recruitments. So, yes, we can run internal first—and then, go to open, which is how we handle recruitments in HR. CHR. CABANAS: Okay. `Cause you keep on saying "could"—so "could" to me, couldI'm being technical but in HR we are technical. `Cause "could" mean—"could" means an option to me. MS. TOKIHIRO: Yeah. So, in HR every appointing authority—and so I used the word "could" `cause I can make the decision as the head of the department how HR handles recruitments for HR positions. I use the word "could" because even though I'm the Director of HR, I cannot force all departments to run recruitments internally first. So, I apologize for any confusion but I just try and clarify. So, for these 10 positions yes, we'll run the internal. CHR. CABANAS: Why can't you say, "Hey, department"—' cause we've done this before "As part of the merit system give the opportunity to our employees first." I mean, why we do there's a danger there because then you're going to start having people maneuvered to get their friends in when you may have an existing employee in some department interested there's a fly flying around here—interested in the thing. So, I just want to make sure that— MS. hatMS. TOKIHIRO: So, when a department comes in with a Request to Fill they have to identify the method that they want to use to fill the position. So, internal within the department, internal within the County, or open competitive. And so, if someone selects open competitive, the Recruitment and Examination staff reaches out to them in email and reminds them that we're wanting to enforce the merit principle and we're encouraging them to run an internal recruitment first. It's up to the department how they address that, but we're contacting them every single time and reiterating that the opportunities should be provided internally first. CHR. CABANAS: Okay. The only reason why I say that is because if you're just sending an email, are you having the dialogue with the department or the department head because sometimes they may not get it where HR is coming from. MS. TOKIHIRO: They Page 11 Merit Appeals Board June 25, 2024 CHR. CABANAS: Are you having that—is your staff having that dialogue with them? MS. TOKIHIRO: I'm having that dialogue with department heads. CHR. CABANAS: You're having the dialogue. Okay. Because, actually, as the HR Director, you have the authority to tell them, "Hey, it's better to go internal first." I just want to make sure that the employees are given the opportunity for something like this and not just go straight out to a continuous recruitment—and a member of the public gets this training when you have an employee who could benefit from the training. MS. TOKIHIRO: I agree. CHR. CABANAS: Yeah. Yeah, that's really important. I think they need to understand that because I've done that, so I've been there, done that—and it can be done. It's like, it comes from HR that, "Hey, we need to make sure that you're engaging with the department" so they understand, yeah? Okay. MS. BOND: But then, she said that these positions wouldn't necessarily get a job at the end, right? MS. TOKIHIRO: So, we can't promise that there will be a vacant position at the end of the two-year training period, where we can't—because we can't promise a specific job to a person today that they're not qualified for. So, what we're providing is an opportunity to be in a civil service position towards a career path, at the end of this training period, they will be able to apply for any opening, within the County, as an internal applicant—but we can't promise them a position. We are not sure what the vacancies are going to be at that time. CHR. CABANAS: How is that—well, I can see how it's different but HR, several years, ago had developed a professional trainee position and the employee eventually works their way up. MS. TOKIHIRO: So, this is the path to get to Professional Trainee. So, this is that precursor step before Professional Trainee that's why we call it "Professional Development Trainee" because Professional Trainee requires a 4 -year degree— CHR. CABANAS: Correct. MS. TOKIHIRO: or education and experience substantially equivalent to having a 4 -year degree. So, this program is—was developed to help people who have a two-year degree, gain the professional level experience. Because a lot of times if someone has a two-year degree, even if they have work experience, it may not qualify as "professional level" when being considered—when their application is being screened for openings. Page 12 Merit Appeals Board June 25, 2024 So, this is kind of a precursor step to that Professional Development Train—I mean, to the Professional Trainee level, so that when someone applies for a position after completion of the program, they'll meet the requirements for that. And then, that's the step to go to move forward in that career path. MS. MATHEWS: Okay, so I have a couple questions here. Is there a lesson plan or anything that's going to gauge what the person has learned, so that if there's the same position, different department—they're going to be able to slide in there? The kind of thing that you would get from the next two years in college, is that being replicated in such a way that the person comes out with something that's— MS. TOKIHIRO: Because there'll be a position description that's specific to the position that they're performing in—and that's why we want a specific mentor identified within the department, so that we can be documenting the experience so that—yes, they can put that on their resume and have all of that work experience counted. MS. MATHEWS: So, this is going to have to be a highly organized mentor to make sure that they keep track of all the various aspects of—that they the recruit person is going to get in this program. I'm a littleI guess I'm a little—I think it's great. Let's start there. I think this is awesome that you're doing this. I'm just concerned that unless you took the curriculum out of, say University of Hawaii and said, "This is what you're going to learn"—and make sure they do and that it's applicable for some other department. So you're trained in this department and it's an accounting position, but the only thing open is an accounting position over here with they are completely different in terms of how they function. So, it wouldn't be an issue if it was a gooda graduate degree. It might be an issue in terms of functionality—how they function MS. TOKIHIRO: So, for the position of Accountant, even though we have an accountant in five different departments, the class specification for accountant is the same across all departments. So, the specific PD—so details of the specific duties may be slightly different but, generally, allI mean, all of the accountant positions are going to have the same minimum qualification requirements, the same knowledge of an ability to requirements and duties that are generally described as appropriate for that class of work. So, I'm not as concerned about something like that. I'd more want to make sure that we're capturing the experience so that someone who qualify as a Professional Trainee in a variety of different positions and a variety of different departments to provide the broadest range of options. So, yes, people are going to have to be very detailed in the documentation of the experience that is being gained through the program. Because it could be that they gain experience, say, in the Planning Department—and then, end up applying for a position in IT or the Fire Department. Page 13 Merit Appeals Board June 25, 2024 So, we want to make it as broad and—as possible to provide as many options as possible so that—because we can't guarantee a position. But, ideally, if we've invested in this person for two years and provided this mentorship and provided this opportunity, certainly, if departments have positions open that would be appropriate, they're going to want to try and see if they could make this work. But, again, you have to go through the regular recruitment process for all of our positions. MS. MATHEWS: And what's in it for the mentor? Do they get a bonus? Do they get—what do they get for this extra work that they're taking on? MS. TOKIHIRO: They get—it, essentially, becomes an additional employee that they're not paying for because all the salaries and wages and benefits are paid for by HR. So, in exchange, they're getting an additional position that, hopefully, while the person is learning in the department—that person is also providing services to the department as well. MS. MATHEWS: I was talking about the individual mentor that's doing this. MS. TOKIHIRO: Yeah. So, there is no special compensation for an individual mentor. CHR. CABANAS: Okay, I have a couple more questions. So, what is the status of this person that you hire? Are they a limited term with—what's their status? So, let's say they're civil service employee and they go into this mentoring program they get trained. Let's say they get trained at the Planning Department and then they complete their training. And then, there's no position for them. They go back to their position, so they were what—were limited term in this training program? MS. TOKIHIRO: Yes, these are. CHR. CABANAS: And if there's no position, they revert back? MS. TOKIHIRO: If they were current employee CHR. CABANAS: Yes. MS. TOKIHIRO: Yes. CHR. CABANAS: Okay. And if they're not a current employee, then their employment ends? MS. TOKIHIRO: Yes. CHR. CABANAS: `Cause it's a limited term appointment. But limited term appointments get credit for the time served—if I'm trying to remember now. They get credit, right, for the time served should there be another position, right? Page 14 Merit Appeals Board MS. TOKIHIRO: Yes. June 25, 2024 CHR. CABANAS: So, they get credit, they complete their 6 -month probationary period, and now they're permanent, right? MS. TOKIHIRO: Yes. CHR. CABANAS: So, let's say someone goes through the mentoring program in Planning. The Planning mentor provides the training and all of that. And then, there's a position, let's say, Water Supply—and the trainee gets hired at Water Supply. What benefit did the Planning Department get? The only thing is they got help for two years, but more work for the mentor. The mentor doesn't really get anything. Doesn't get recognized for putting that extra—`cause it is extra in to train the person. Have you folks thought of what the mentor could possibly get? Is it built into—I wish we could see the whole thing. That's why we're asking so many questions of you, Sommer, because we don't see the whole written document of maybe went— that entthat went to the Union. That would help us, I think. But what does the mentor get? It's extra work. They're already working more probably. So, have you folks thought about that or MS. TOKIHIRO: Yeah, and that's why we met with the departments first, to see if there was interest from the departments, and being very transparent and saying because the program can't exist if departments aren't able or willing to provide that. So, we actually met. We did a notification to departments to say, "Hey, we're looking to put together this program, but we need your assistance otherwise it's not going to work." And so, we met with departments individually, talked about positions, talked about what the program would entail, asked for interest. We have 10 positions, we got more than 10 departments that indicated interest. And so, of course, we're thinking about it because in order for it be successful we do need that buy -in from the mentors. But as far as, like, something specific to recognize them at this point— no, ointno, we don't have all of that finalized but, definitely, going forward if we're able to be successful in this—want to show that we appreciate those efforts. But, yes, it is more work—but the departments that we met with were thrilled that we had come up with a means of providing an opportunity to individuals that would not, otherwise, qualify for these positions in this professional series. So, they were happy to learn of our creative attempt to try and provide this opportunity. MS. BOND: I just still worry about putting two years into something and then not ending up with a joba permanent job at the end of it. I mean, there's nothing worse than that, believe me. Page 15 Merit Appeals Board June 25, 2024 And it's, basically, I've seen it happen to people, where they do something for a length of time, and then theyoh, apply for that position—and then, they don't get the position. And so, now they've put in two years and they had a j ob, but now they don't have a j ob. And I really am concerned that you're going to pull some people in and then they're going to get hosed, basically, and I don't—I'm concerned about that. That bothers me. MS. TOKIHIRO: So, these are paid positions as well. And they come with all of the County benefits. And so, yes, I can understand that it would be disappointing at the end, to put time in and then not get selected for a position. I'm not able to control all of that but, again, our attempt is wanting to provide these opportunities. So, we need to be fair in our interview and selection process— MR. WISEMAN: Chair? MS. TOKIHIRO: but we're providing the opportunities to gain this experience. CHR. CABANAS: I think Mr. Wiseman has some questions or comments. MR. WISEMAN: Yes. CHR. CABANAS: David? MR. WISEMAN: What would be the criteria after two years for not being accepted in the job? MS. TOKIHIRO: It would be because of—our positions follow our regular recruitment process. If it was a recruitment that was done within the County, then they would be applying for those internal recruitments, but the department has the ability to interview and select all applicants. So, there may be multiple applicants from within the County, so it's not that there would be anything that would prevent them from meeting the qualifications, but it's like any other interview and selection process. There's one position, one person that's going to be selected. MR. WISEMAN: I share the sentiment of my colleagues that the to go through two years of training and then to have to compete for the position with everyone else, who didn't have that. I mean, it's to be on equal footing with them just doesn't sound right. The selection process should be amended, if you're going to implement this two-year process, I think, that they should be sort of just accepted for the position subject to any outrageous or any competency that was detected during that time. MS. TOKIHIRO: So, the position that they're being hired into, though, is a Professional Development Trainee the positions that they would be applying for potentially, it's not an equivalent position. It would be Professional Trainee or it could be any other position. So, it's not predetermined that that's their position and they're just being put into it—they have to Page 16 Merit Appeals Board June 25, 2024 MR. WISEMAN: I see. Would there be any points or credit or acknowledgement of the two years training? In other words, they should be jumping ahead of other people who didn't have that. MS. TOKIHIRO: No, the experience would be used to MR. WISEMAN: I'm talking about acceptance point based on that two year training. MR. KUNZ: Can I CHR. CABANAS: Go ahead, Charlie. MR. KUNZ: I might be the only one, maybeI'm not I shouldn't say it that way but I totally get it. Totally on board. Coming from a employment and job training background that I have, I get that whoever these individuals are will be having to search that they're going to take on this endeavor with knowing that their skillsets will improve at the end of two years. They will be made eligible for positions that they weren't eligible for before. To whatever level, they will still have the same opportunity—it's no different than when—Gabe, we used to do job training in the Department of Labor, they come away with something of value and they are now able to apply with everybody else of which they would not have been able two years prior, to apply for jobs. It's free. They're getting this free. The internal announcement for those positionsI would assume that each director, if they do this correctly, would have new value added to their operation and, potentially, a person that they may want to—and could promote internally or at least they know that they can apply for a job internally within their own department, and they were part of training this individual. So, I only see a win, win, win kind of thing. No one's losing here. If the individual completes this section for two years, they can move on to bigger and better things. Yes, they will have to compete with everybody else, but that's the integrity behind the system that they're not given a leg up. They were just given brand new skillsets to be eligible to apply for other things within or in other departments. I love the idea. I think it's progressive. You can tell, already by your Director's feedback, that if they want to participate, they love it, they see they get the buy -in. Yes, the person may leave to something else but every department and every department employee can do that, if they haven't done so already in the past how many years, move to a different department. They see something that's better they go for it. They're disgruntled in one area they'll leave, they'll go for it. Page 17 Merit Appeals Board June 25, 2024 So, I think equipped—giving the tools for these individuals to become eligible for other positions that they can apply and be competitive isshould be commended. I don't see a loss anywhere. This is the kind of things that help to move people from lower positions, to move up—and lower positions open up for other people. It's a generational change that often—I think we forget I think we've done training programs before where we wanted to increase reading levels for the ESL employees at hotels, so that they could take other jobs, so we could open up bottom level jobs to move more people in for employment. So, 10 positions, you guys doing all the work, the money, and the individual comes away with skillsets that they did not have two years priorI think is commendable. Thank you. CHR. CABANAS: I have a couple comments and I'm still concerned. I think the concept is good but there's some loopholes. It's not a smooth flow. And I'm going to tell you why because the Professional Trainee process that HR developed years ago had a smooth process. The person was hired as a Professional Trainee. Why? Because HR—in HR that person didn't meet the MQ's for HR Specialist. I'll just use that as an example. So, the person worked as a Professional Trainee and then got reallocated later to the HR Specialist position. And then, later that person qualified to a higher level position. You see the flow? The money, the time that was invested as the trainee helped the department because that person now is learning, got trained, and eventually moved to a higher classification—same position number. It's different—I'm going to have to disagree a little bit with you, Charlie. MS. TOKIHIRO: And I think that it's this is different also because Professional Trainee is already in BU13. CHR. CABANAS: Yes. MS. TOKIHIRO: And so, for a Professional Development Trainee because we are intentionally bridging the gap between BU3 and BU13, it's a transition. It's a clear path— CHR. CABANAS: Yes. MS. TOKIHIRO: but we have to address the fact that those are different bargaining units and that's why we have to have a separate supplemental agreement with the union CHR. CABANAS: Right. MS. TOKIHIRO: that acknowledges it's a training agreement—that acknowledges that this individual, although they're in a BU3 position, is being provided professional tasks that will help them to gain professional experience, to then qualify for higher level positions in BU13. Page 18 Merit Appeals Board June 25, 2024 So, this is bridging that gap so that it—so that they can get on that—their trajectory through the Professional Trainee position or in some other positions. CHR. CABANAS: But it's not a smooth process because at the end of the two years, do you think HGEA is going to say, "Okay, the person finished the two-year program, had no job to go to"—and HGEA loses that member. They're not going to be happy with that. And then, the person can be employed by another employer in the private sector. You had County—see, that's the difference between Workforce Development where Charlie worked—and where I worked in the County, where you work in the County—it's still County funds. They had federal funds. They had federal funds to train people for part of Workforce Development, you see. The County is still dishing out money to train people. You're saying going from BU3—but if the person is a member of public, they weren't in BU3. They were out in the public. They're not a County employee. And they go they can yes, go into this BU3 and try for BU13 but there's still no progression. You can lose somebody at two years using County funding. I don't care if it's HR funding or another department, it's still County money. And the County is not in a position to lose people after training them for two years that's my concern. MS. TOKIHIRO: And I hear you and I understand, but that's also happening throughout our departments through regular positions where we're investing time in training people for all of our open positions and then whether it's due to personal choices—sometimes personal circumstances or sometimes people find positions in the private sector, move to a different stateso I hear you. But we're already experiencing that in our normal positions that are filled and you can see later when we discuss the results from—as part of my MAB goals you can see the turnover that the County is facing or has dealt with just in general. So, yeah, people are free to choose where they want to work and sometimes yes, so in this case, it could be that we invest in two years of training and someone goes to another employer. Ideally, after that investment—and that's why these this money was actually put into our budget because the—as the County, we want to try and develop this new talent pipeline that didn't exist before. So, because right now, if you don't have the qualifications for the Professional Trainee, we're not helping you to get that. You have to go and get that someplace else and then come back in and see us later when you meet the requirements. MS. MATHEWS: Did you pattern this off of something that already existed or several somethings that existed? MS. TOKIHIRO: No. This is MS. MATHEWS: This is entirely Page 19 Merit Appeals Board June 25, 2024 MS. TOKIHIRO: This is brand new. MS. MATHEWS: Okay. MS. TOKIHIRO: And, actually, when we created this class of work, the State is very excited and seems that they're going to quickly follow developing a similar program. MR. KUNZ: I just had one other comment—that I understand, Gabe, especially safeguarding something that we invest in that remains with the County. In my tenure with the Department of Labor, just in the two local offices, I had counted that I worked with 277 people over 35 years. They didn't all stay. They moved on. They got other jobs. A handful of them went into the become teachers from professionals in our department which was kind of interesting. But it happens. It's a natural progression that people transition to something else. I think we want to safeguard it as much as possible. You want to be as selective as much as possible so that you can retain the individual. But it's still their choice at the end of the day to decide that I mean, and hopefully the individual with the department head does work out some sort of plan because they're not doing it, I'm sure, with the intention of, "I'm going to be working someplace else once I get this." I'm sure the County has a lot of benefits and offerings that they're working for the County in the first place. So, hopefully, they are individuals who make this decision with the understanding that they plan to stay with the County and move forward. Fortunately, it'sI think it's a great idea. I look at it like it's a pilot project—maybe it won't work. And then—but for any other circumstances, at least having the whereabouts to kind of create something new to, kind of, generate something in the pipeline is something worth—my opinion—worth kind of forging ahead and trying to execute it. MS. TOKIHIRO: And it is something where, I think, like in all programs that are initially implemented, we won't know all the bumps and bruises until we've gone through it and we tried it. So, we wanted to make sure that it was—Number 1, possible that the union would be agreeable, that we had buy -in from the departments. And we just want to try. It's really the intention is to provide an opportunity that would not otherwise have existed. So, we're excited about it from that perspective. And the next step would be, "Okay, are we able to come up with a program to bridge the gap, so that we can even help students from high school that don't pursue college"—be able to be part of the civil service. CHR. CABANAS : How could students from high school meet this Professional Development Training? MS. TOKIHIRO: No, that was just, like, looking at—okay, if we figured this out and if this program works— Page 20 Merit Appeals Board June 25, 2024 CHR. CABANAS: Oh, okay. MS. TOKIHIRO: totally separate— CHR. CABANAS: Separate program. MS. TOKIHIRO: We'd like to create more opportunities for people at these supporting levels to create more opportunities for people to perform government service. CHR. CABANAS: I sure hope when the departments—and I hope they did that I hope they reassured you but when they said they were interested and they would like to have a development—Professional Development Trainee, have they received the buy -in from these individuals who would be the mentors? MS. TOKIHIRO: So, that's where we're not recruiting for anything. We're not filling any positions until we get clear commitment from the department that says who the mentors going to be, what the career path position is that they've selected. And then, only at that point, would we begin because we can't recruit for something if we don't have a plan and a program for them to go to. CHR. CABANAS: I mean, the department can say, "Okay"—I'll use myself—"Gabriella, you as the supervisor would be the mentor"—but did they touch base with Gabriella to get the buy in from her? That's where I'm concerned because what is the mentor getting in return? MS. TOKIHIRO: So, and that's not a question I can answer because it's the departments that are that have to provide this documentation to us, to say that they're interested, who the mentor's going to be, what their career path position is. So, I'm not having those discussions CHR. CABANAS: Yes, Sommer—I know you can't answer it now but what I'm saying is, this is something that should be thought of a little bit more because it could be problematic, it may be okay. But part of this whole thing is visualizing the big picture—it's like make sure—ensure that they have received the buy -in from the mentor. Because sometimes what happens is, they just say, "Okay, mentor, you're going to get a person working with you but you got to train the person and" you got to get the buy -in in order for it to work. So, it's like just make sure that they do have that—that's my concern for it to be a success. And why I ask so many questions is because I want it to be a success for your department and for all of them that's why I've asked so many questions. But I really feel like I don't want it to be a dead-end for individuals in the development training program. I don't want it to be a dead-end because they could easily go work for another employer. I mean, yeah, people do leave, but you this is the whole part of it. Recruitment is part of it. Retention is another. Recruitment, engagement, retention that's the package. You don't want Page 21 Merit Appeals Board June 25, 2024 to recruit and lose someone in a year. Do you want the departments to make it a nice place to work be focused so that the person stays long with the department. MS. TOKIHIRO: Yes, that's the goal for all of our hires. CHR. CABANAS: Yeah. MS. TOKIHIRO: Yes. CHR. CABANAS: Yeah. MS. MATHEWS: So, to piggy -back on that—back to the issue of the mentors. Is there any third -parry evaluation that, say, HR is doing to vet out the mentor being able to actually do this? MS. TOKIHIRO: So, I'm going to honest and tell you that the program was just developed and just rolled out with our part, with what we could the program, we developed a procedure so that we could begin to implement this. I haven't received a memo from a department, yet, saying that they're interested. I haven't received a memo indicating who a mentor is, what the career path position isso, I couldn't answer that at this point. But we will be looking—we're asking for the mentor and what position they currently fill so that we can evaluate and make sure that that's a reasonable selection for the mentorship opportunity that—for the mentorship that's going to need to be provided for the career path position. MS. MATHEWS: And the last part of that would be redundancy because if you have a mentor and you've done this for 18 -months, and then the mentor—for whatever reason because these things happen—can't do it anymore. Are you suddenly out of this program because there's nobody to follow-up? And I've seen those kinds of things happen, too. So, having some redundancy you've got—it leaves two (inaudible), preferably threeI would think would be something that would be useful, too. And I realize it's a huge burden, but in terms of—since you're still in the development stage of this, looking at those kinds of issues might be useful. MS. TOKIHIRO: Yeah, I can definitely take that into consideration. CHR. CABANAS: Okay, I think we've covered this quite thoroughly so—and I know you have to leave soon, Sommer, for another appointment. But are there any other questions regarding Sommer's MAB Divisional Report for the Month of June 2024? If not, can I have a motion to accept and file the Director's report? MS. MATHEWS: So moved. Page 22 Merit Appeals Board June 25, 2024 CHR. CABANAS: A second? MR. KUNZ: Second. CHR. CABANAS: Thank you. Any discussion? If not, I'll start a rollcall vote staring with Ms. Mathews. MS. MATHEWS: Aye. CHR. CABANAS: Mr. Kunz. MR. KUNZ: Aye. CHR. CABANAS: Ms. Bond. MS. BOND: Aye. CHR. CABANAS: Mr. Wiseman. MR. WISEMAN: Aye. CHR. CABANAS: Ms. Cabanas—aye. Motion carried to accept Sommer Tokihiro's MAB Monthly Divisional Activity Report for the June—for June 2024. Thank you, Sommer, and thank you for answering all of our questions. I know it was a lot. MS. TOKIHIRO: You're very welcome and at a future meeting I'll provide you with a procedure for review. CHR. CABANAS: Okay. Thanks so much. And then, we'll take a recess for an hour and we will return at 1:00 that's when you'll be back, right? MS. TOKIHIRO: Yes, I need to go meet with the Mayor. CHR. CABANAS: Yeah, okay. MS. TOKIHIRO: Thank you for the lunch break. CHR. CABANAS: Okay, see you then bye, bye. Okay, so we are recessing at—let me look at the time -11:54 a.m. RECESS: The Chair called for a recess at 11:54 a.m. Page 23 Merit Appeals Board June 25, 2024 RECONVENE: The meeting reconvened at 1:02 p.m. in open session. CHR. CABANAS: Okay, everyone, the meeting is now back in open—okay, it is 1:02 p.m. and the meeting is now back in session. We are in open meeting. Communications (Item 6) Communication No. 24-05: Received On May 16, 2024, From Appellant, Appealing The Following Action By The County Of Hawai`i's Department Of Human Resources: Classification Or Reclassification Of A Particular Position (Board Action Required: Setting A Hearing Date And Deadlines For Submittal Of Documents) Communication No. 24-06: Received On May 17, 2024, From Appellant, Appealing The Following Action By The County Of Hawai`i's Office Of The Mayor: An Employment Action Taken Under Chapter 76, Hawaii Revised Statutes (Board Action Required: Setting A Hearing Date And Deadlines For Submittal Of Documents) Communication No. 24-07: Received On May 21, 2024, From Appellant, Appealing The Following Action By The County Of Hawai`i's Department Of Human Resources: Classification Or Reclassification Of A Particular Position (Board Action Required: Setting A Hearing Date And Deadlines For Submittal Of Documents) Communication No. 24-08: Received On May 21, 2024, From Appellant, Appealing The Following Action By The County Of Hawai`i's Department Of Human Resources: Classification Or Reclassification Of A Particular Position (Board Action Required: Setting A Hearing Date And Deadlines For Submittal Of Documents) Communication No. 24-09: Received On May 21, 2024, From Appellant, Appealing The Following Action By The County Of Hawai`i's Department Of Human Resources: Classification Or Reclassification Of A Particular Position (Board Action Required: Setting A Hearing Date And Deadlines For Submittal Of Documents) Communication No. 24-10: Received On May 21, 2024, From Appellant, Appealing The Following Action By The County Of Hawai`i's Department Of Human Resources: Classification Or Reclassification Of A Particular Position (Board Action Required: Setting A Hearing Date And Deadlines For Submittal Of Documents) Communication No. 24-11: Received On May 21, 2024, From Appellant, Appealing The Following Action By The County Of Hawai`i's Department Of Human Resources: Classification Or Reclassification Of A Particular Position (Board Action Required: Setting A Hearing Date And Deadlines For Submittal Of Documents) Communication No. 24-12: Received On May 24, 2024, From Appellant, Appealing The Following Action By The County Of Hawai`i's Department Of Human Resources: Page 24 Merit Appeals Board June 25, 2024 Classification Or Reclassification Of A Particular Position (Board Action Required: Setting A Hearing Date And Deadlines For Submittal Of Documents) (Previously taken out of order.) New Business (Item 7) CHR. CABANAS: Going back to the agenda, we have no "New Business." Unfinished Business (Item 8) FY 2023-2024 Annual Performance Evaluation Of The Director Of Human Resources (HR): Presentation By The Director Of HR Regarding Department's Goals And Objectives For FY 2023-2024, Specifically For The Period Of January Through June 2024;And SurveyMonkey Results For FY 2023-2024 (Line Department Survey And Internal Employee Survey); And NeoGov Survey Results For FY 2023-2024 (Provided By The Recruitment And Examination Division) (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: We are now on Number 8, "Unfinished Business "specifical ly to discuss the Fiscal Year 2023-2024 Annual Performance Evaluation of the Director of Human Resources. At this time, because of the nature of our unfinished business, may I entertain a motion for the Board to go into executive session. MS. MATHEWS: So moved. CHR. CABANAS: Second? MR. KUNZ: Second. CHR. CABANAS: Thank you. Any discussion? I `ll start a rollcall vote with Ms. Mathews. MS. MATHEWS: Aye. CHR. CABANAS: Mr. Kunz. MR. KUNZ: Aye. Page 25 Merit Appeals Board CHR. CABANAS: Ms. Bond. MS. BOND: Aye. CHR. CABANAS: Mr. Wiseman. MR. WISEMAN: Aye. CHR. CABANAS: Ms. Cabanas—aye. June 25, 2024 Motion carried for the Board to enter into executive session to discuss the Fiscal 2023 to 2024 Annual Performance Evaluation of the Director of Human Resources. Glynis is now securing the Hilo Council Chambers, she's locking the doors. And, Mr. Wiseman, is your office secured where no one can hear our discussion? MR. WISEMAN: Yes, it is. CHR. CABANAS: Okay. Very good. RECESS: The Chair called for a recess at 1:04 p.m. RECONVENE: The meeting reconvened at 3:19 p.m. in open session. FY 2023-2024 Annual Performance Evaluation Of The Director Of Human Resources (HR): Presentation By The Director Of HR Regarding Department's Goals And Objectives For FY 2023-2024, Specifically For The Period Of January Through June 2024;And SurveyMonkey Results For FY 2023-2024 (Line Department Survey And Internal Employee Survey); And NeoGov Survey Results For FY 2023-2024 (Provided By The Recruitment And Examination Division) (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: Thanks for coming back, Sommer. (At this time, Ms. Tokihiro entered the meeting room.) CHR. CABANAS: Well, the Board reviewed our performance category evaluation form and we are very pleased to report to you that you have met the expectations for the period January 2024 to June 30'', 2024—my minds getting a little (inaudible). Page 26 Merit Appeals Board June 25, 2024 MS. TOKIHIRO: Thank you. Yeah, it's been a very long day for the Board. CHR. CABANAS: Anyway, you've done a really great job in the 7 -months that you've here. MS. TOKIHIRO: Thank you. CHR. CABANAS: Yeah, so—was it 7 -months? Not really, not 76 -months. Six months that you've been here. And so, I'll open up the floor for the Board members to provide any comments, if they wish. MS. MATHEWS: So, we want you to know just how much we appreciate you because we've actually voted on something that hasn't occurred yet. We're not at June 30'h and we said you did a great job al the way through June 30''. MS. TOKIHIRO: Thank you. MS. MATHEWS: You've been awesome. Thank you. MS. BOND: Don't screw it up. MS. TOKIHIRO: Right. Exactly. MR. KUNZ: I just wanted to thank you. I think today getting the survey was really good evidence of not just what people or workers are saying, but it kind of posts up some new direction for yourself and your staff, which maybe we all hadn't known. So, I think it was the instrument with the survey, I think, is a very good barometer for what needs to be done. I think you're doing a bang-up job and I think this kind of relationship that we have in these surveys, can only help the progress of the office and accomplishing its goals. So, but thank you very much. I'm stoked with what's going on. MS. TOKIHIRO: Okay, thank you. CHR. CABANAS: Ms. Bond, any comments? MS. BOND: As the new one in the group, from what I've seen in the last—what, two months that's all I've done, right? CHR. CABANAS: On two -months. MS. BOND: Yeah. It's very impressive. And that I like the fact that you're willing to take suggestions on a lot of things that's very helpful. Thank you. You do a great job. Page 27 Merit Appeals Board June 25, 2024 CHR. CABANAS: And in closing summary, just thank you, again, Sommer, for an outstanding job in meeting all the expectations. We will follow-up with a written letter to you, so that you'll have it for the record. Mahalo the staff as well, as they are your support system. And so, for July 2024, we will agendize your performance goals for the next fiscal year. MS. TOKIHIRO: Yeah. CHR. CABANAS: Fiscal Year 2024 to 2025. And so, yeahso, we'll agendize that for the JulyI think it was July 15'h meeting MS. TOKIHIRO: Okay. CHR. CABANAS: yeah, just so that you know. And at our July meeting, we also will review the survey questions for next fiscal year, and define the target audience, and survey participants for next year's evaluation of the director. MS. TOKIHIRO: Thank you for adding the space for the internal staff to make comments that's helpful. I'm lucky in that—and probably one of the only directors that has a SurveyMonkey every year, so it gives good insight. But I'm glad that the staff can clarify with comments, so thank you for adding that in. CHR. CABANAS: You're welcome. MS. TOKIHIRO: Yeah. CHR. CABANAS: It's a 360 -degree, actually, evaluation. We have the external customers and you have your internal customers your employees. `Cause then, it's really the total picture, yeah? MS. TOKIHIRO: Yeah. CHR. CABANAS: Yeah. And it gives them the opportunity to share any concerns or comments, so yeah. So, congratulations! MS. TOKIHIRO: Thank you. CHR. CABANAS: So, as discussed in the executive session, the Merit Appeals Board members have yeah, determined this is the motion—so determined that the Director of Human Resources meets the expectations of the position of Human Resources Director for Fiscal Year 2023 to 2024. May I have a motion? MS. BOND: Sure. I'll move that. Page 28 Merit Appeals Board June 25, 2024 CHR. CABANAS: Thank you. Second? MS. MATHEWS: Second. CHR. CABANAS: Thank you. Any discussion? If not, I'll start a rollcall vote with Ms. Mathews. MS. MATHEWS: Aye. CHR. CABANAS: Mr. Kunz. MR. KUNZ: Aye. CHR. CABANAS: Ms. Bond. MS. BOND: Aye. CHR. CABANAS: Ms. Cabanas—aye. Four ayes—motion carried. Congratulations, Sommer. MS. TOKIHIRO: Thank you. CHR. CABANAS: You can celebrate. MS. BOND: Go buy that person with the great review, roses or something. MS. TOKIHIRO: Right. Exactly. SPEAKER: (Inaudible.) MS. TOKIHIRO: Right, yeah. I got to go choose my outfits more carefully tomorrow. MS. MATHEWS: So, I am curious. Would you have ranked yourself the same way? MS. TOKIHIRO: No. I am my own harshest critic. MS. MATHEWS: I figured that. MS. TOKIHIRO: Yeah. MS. MATHEWS: Just curious. Page 29 Merit Appeals Board June 25, 2024 MS. TOKIHIRO: So yeah. So, I wouldn't have that—and even when I do performance reviews for my staff, I tend to be conservative because I want to be encouraging at the same time. It'swe don't all excel in everything. And so, I want the feedback to be meaningful and also acknowledging that there's always room for improvement. MS. MATHEWS: Thank you for your honesty. MS. TOKIHIRO: Yeah thank you. SPEAKER: (Inaudible.) MS. TOKIHIRO: Thank you. You, too. CHR. CABANAS: Okay, so we are now back on the agenda. Announcements (Item 9) CHR. CABANAS: Any "Announcements?" No announcements? Schedule Next Meeting Date (Item 10) The Merit Appeals Board Will Convene Its Next Meeting On Tuesday, July 15, 2024, (Time To Be Determined) At The Hilo Council Chambers, Hawaii County Building, 25 Aupuni Street, First Floor, Room 1401, Hilo, HI 96720 CHR. CABANAS: And we are now looking at scheduling the next meeting date. We're looking at July 15'', that's the poll that Glynis polled everyone, and the room here is available. So, we will convene our next meeting on Tuesday, July 15'', 2024. What time should we MS. MATHEWS: Well, I was kind of wondering—so busy, if we should move it to 9—can you do it, though? CHR. CABANAS: Well, we have the appeal hearing of Mr. Turner at 10:00. So, what time should our meeting start? MS. MATHEWS: Yeah, so if we (inaudible) and we did the meeting—and I'm just suggesting that could be really CHR. CABANAS: We could start our meeting early. MS. MATHEWS: That's what I was thinking. We could always continue with later, if we needed to. MS. BOND: (Inaudible.) Page 30 Merit Appeals Board MS. MATHEWS: Oh, so it's a bad day regardless. CHR. CABANAS: So, you're not going to be here? MS. BOND: No, I'll be here but Iwe have to move into the theater at 3:00. CHR. CABANAS: Oh, I see. MS. BOND: So, I have deadline. MS. MATHEWS: Oh, so you have a dead—okay. MS. BOND: And that time I will leave. CHR. CABANAS: Oh, okay. MS. MATHEWS: Wait. So, is 3:00 the actual time or is it more like 2:30 or 2? MS. BOND: More like—yeah-2:30. MS. MATHEWS: Okay. So, if we switched to 9. MS. BOND: Yeah, if we do it at 9, that's good. CHR. CABANAS: Start the hearing or the meeting? June 25, 2024 MS. MATHEWS: Whichever works. We've already told the other people, so I'm saying it's a meeting. CHR. CABANAS: Oh, we set the hearing at 10, so we can't change that. MS. MATHEWS: Right. So, we have to do the meeting at 9. CHR. CABANAS: Yeah. MS. BOND: Okay. So, it's 9:00? CHR. CABANAS: Nine o'clock meeting. MS. BOND: Okay. CHR. CABANAS: Okay. So, the Merit Appeals Board will convene its next meeting on Tuesday, July 15'', 2024, at 9 a.m., at the Hilo Council Chambers, Hawaii County Building, 25 Aupuni Street, First Floor, Room 1401, in Hilo, Hawaii. Page 31 Merit Appeals Board June 25,2024 Adjournment(Item 11) CHR. CABANAS: May I have a motion to adjourn today's meeting? MS. MATHEWS: So, moved. MS. BOND: I second. CHR. CABANAS: Thank you. Any discussion? If not, I'll start a rollcall vote with Ms. Mathews. MS. MATHEWS: Aye. CHR. CABANAS: Mr. Kunz. MR. KUNZ: Aye. CHR. CABANAS: Ms. Bond. MS. BOND: Aye. CHR. CABANAS: Ms. Cabanas—aye. Four ayes. Motion carried. Meeting adjourned at 3:27 p.m. Thank you, everyone. Respectfully submitted, Glynis Yamada, ecretary-Reporter APPROVED: Gabriella M. Cabanas, Chair Merit Appeals Board • Page 32