2011-06-23 Merit Appeals Board Minutes

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C) Frequency and Format of HR's Activity Report to Merit Appeals Board Chair Yoshiyama asked the Board whether they want this report, and if they do, what about its frequency? He also asked Mr. Takahashi about the reason behind generating this report. Mr. Takahashi responded that this report was worked out between the previous director and the previous chair as to format, content, and frequency. I There isn't a rule that says he has to submit a monthly report, but he believes the previous director initiated it on the premise that these may be things the Board might want to know about. This report is generated strictly for the Board; it's not for the department. Mr. Silva commented that the report could be used as part of the evaluation (accomplishments). Chair Yoshiyama stated that for himself, he's more concerned with frequency. Yes, it's a good tool for the Board and good to have, but what about the frequency and the amount of time it involves for staff? Mr. Rowe commented that quality reports are always good to see — where they started and where they end up, so he would like to see something quarterly. Chair Yoshiyama agreed and stated that he wants to see comparative data, whether it be quarterly or semi-annually. Mr. Rowe noted that it will validate what the department is doing correctly. For him, it's more about collective measures, what happened, what they did, and validates everything as part of its performance. The question was raised on whether the Board wants Mr. Takahashi to make monthly oral reports. Ms. Noda noted that with other commissions that have the appointing authority, for example, the Fire Commission, the Fire Chief will give a verbal monthly report and updates on what's happening, etc. He may also submit data or charts as necessary. Mr. Silva thought that Mr. Takahashi could highlight items of importance on a monthly basis. Otherwise, a quarterly report would be fine. 7