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HomeMy WebLinkAbout2022-06-17 Merit Appeals Board MinutesREGULAR SESSION Merit Appeals Board Hilo Council Chambers Hawaii County Building 25 Aupuni Street, First Floor, Room 1401 Hilo, Hawaii June 17, 2022 (Friday) 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 Friday, June 17, 2022. Roll Call — Present Ms. Gabriella M. Cabanas, Chair Mr. Mel Ventura, Vice -Chair Ms. Kate De Soto, Member Mr. Charles Kunz, Member Absent and Excused Ms. Gay Mathews, Member Also Present Mr. J Yoshimoto, Assistant Corporation Counsel, Office of the Corporation Counsel Mr. Waylen L. K. Leopoldino, Director, Human Resources Department Mr. Danny B. Patel, Deputy Director, Human Resources Department Ms. Glynis Yamada, Secretary -Reporter, Human Resources Department Merit Appeals Board Call to Order (Item 1) June 17, 2022 CHR. CABANAS: Good morning. The Merit Appeals Board meeting is called to order on June 17, 2022, at 10 a.m. Good morning, everyone, we have quorum—four members are present. I'm Gabriella Cabanas, Chair, of the Merit Appeals Board. Along with me in the Hilo Council Chambers of the Hawaii County Building at 25 Aupuni Street, First Floor, Room 1401, in Hilo Hawaii are Mr. Mel Ventura, our Vice -Chair. Good morning, Mel. MR. VENTURA: Good morning. CHR. CABANAS: We also have Kate De Soto. Good morning, Kate. MS. DE SOTO: Good morning. CHR. CABANAS: And Mr. Charlie Kunz. Good morning, Charlie. MR. KUNZ: Good morning. CHR. CABANAS: Also with us are J Yoshimoto, our Assistant Corporation Counsel. Good morning, J. MR. YOSHIMOTO: Good morning. CHR. CABANAS: And our Secretary -Reporter, Glynis Yamada. Good morning, Glynis. MS. YAMADA: Good morning. CHR. CABANAS: And our Director of Human Resources, Waylen Leopoldino. Good morning, Waylen. MR. LEOPOLDINO: Good morning. CHR. CABANAS: And the Deputy Director of Human Resources, Mr. Danny Patel. MR. PATEL: Good morning. CHR. CABANAS: So, good morning, everyone. Addendum to Agenda (Item 2) CHR. CABANAS: Following the agenda, we do not have an addendum. Page 2 Merit Appeals Board Statements from the Public (Item 3) CHR. CABANAS: We don't have any "Statements from the Public." Approval of Minutes (Item 4) CHR. CABANAS: There are no approval of any meeting minutes. Communications (Item 5) CHR. CABANAS: And no "Communications" either. New Business (Item 6) CHR. CABANAS: No "New Business." Director's Report (Item 8) Quarterly Reports: January — March 2022; Deputy Director Introduction June 17, 2022 CHR. CABANAS: I understand that our Director of Human Resources has asked for his "Director's Report" to be taken out of order this morning. And so, I'm asking our Board members to—for their thoughts. Can we take it—are there any objections to taking the "Director's Report" out of order? MR. KUNZ: No. CHR. CABANAS: Mr. Ventura—no. And, Ms. De Soto, no. Okay. So there are no objections. So we will take your report, Waylen. But before we begin, I failed to mention that Ms. Mathews, our other Board member, is absent today and she's excused. So, for the record, we will reflect that. Okay, good morning, Waylen. You may proceed with your "Director's Report." (At this time, Mr. Waylen Leopoldino, Director, Department of Human Resources came forward.) MR. LEOPOLDINO: Good morning—Waylen Leopoldino, Director of Human Resources. And good morning, Chair Cabanas, and members of the Merit Appeals Board. This morning I have two items under my "Director's Report." Page 3 Merit Appeals Board Quarterly Reports: January — March 2022 June 17, 2022 MR. LEOPOLDINO: The first is our Quarterly MAB Reports from all of our operating divisions and beforeI don't have any comments but I'm willing to entertain any questions that anyone might have on the reports? CHR. CABANAS: I think the Board members are reviewing your report. So, maybe we can pause just for a few minutes, Waylen? MR. LEOPOLDINO: Okay. Sure. CHR. CABANAS: Yeah. MS. DE SOTO: May I ask a question? CHR. CABANAS: Please proceed, Ms. De Soto. MS. DE SOTO: Thank you. The workplace violence training program under this chart—they don't have pages. MR. LEOPOLDINO: Okay. Got it. MS. DE SOTO: I was just curious, is there a plan to complete more of those within the 4h Quarter or are those—is it one training—does it apply to each—can you just share more information. MR. LEOPOLDINO: Yeah. So, the objective is to provide one of these trainings annually. And itdepending on the schedule that might occur in any one of the four quarters. So, the annual training was conducted in the third quarter, so that objective has been met. MS. DE SOTO: Okay. And that's one annually for—is it by department? MR. LEOPOLDINO: It's the entire County. MS. DE SOTO: Oh, you do it as a whole all one time? MR. LEOPOLDINO: Yes. MS. DE SOTO: Got it. Thank you. MR. LEOPOLDINO: You're welcome. CHR. CABANAS: Anyone else have questions? Page 4 Merit Appeals Board June 17, 2022 MR. KUNZ: I had one que CHR. CABANAS: Charlie MR. KUNZ: Yes, I had one question. CHR. CABANAS: Proceed. MR. KUNZ: Waylen, on the—and I might be just reading it wrong, if you can help clarify that for me. Reading the position description reclassifications, the first report, I guess Classification and Pay. MR. LEOPOLDINO: Yes. MR. KUNZ: Is there a difference between when you received 65 redescription review requests and process them versus it being completed, the task. Is process being completed or is there, yet—steps that they have to be rewritten and everything that is not completed yet. MR. LEOPOLDINO: No. Processed is completed. MR. KUNZ: Okay, thank you. MR. LEOPOLDINO: You're welcome. CHR. CABANAS: I have a couple questions, Waylen. MR. LEOPOLDINO: Sure. CHR. CABANAS: So, going to the first page of the quarterly report MR. LEOPOLDINO: Yes. CHR. CABANAS: —for the Admin. Services Division MR. LEOPOLDINO: Yes. CHR. CABANAS: So, for Goal number 1, they weren't able to conduct third quarter fiscal year audits because of COVID and training of new staff. And I understand from a previous report that they were short in staff. MR. LEOPOLDINO: Yes. CHR. CABANAS: So, has that been remedied? Is the division back to full force? MR. LEOPOLDINO: We are just short one position. Page 5 Merit Appeals Board CHR. CABANAS: Oh, okay. MR. LEOPOLDINO: But we did hire two brand new staff. CHR. CABANAS: Oh, okay. MR. LEOPOLDINO: So, they are currently still being trained. CHR. CABANAS: Okay. And then, let me see June 17, 2022 MR. LEOPOLDINO: I take it back—we're short two staff in that position—an Account Clerk and another HR Tech.—so two positions down. CHR. CABANAS: But they hired two? MR. LEOPOLDINO: Yes, two new. CHR. CABANAS: Okay. And so, how are they managing with two short, especially for the Form 13s the payroll personnel forms? MR. LEOPOLDINO: So, the working supervisor in that division, as well as the Administrative Services Assistant in that division is doubling up on their work, which is not uncommon in our department and any other County departments. Yes. CHR. CABANAS: For the Board's purposes, that's where that's the that's how the payroll gets processed with the Form 13s, so that's important for them to stay on -board. And now that Mr. Patel is your Deputy Director, for the EEO Division—have you hired anyone or MR. LEOPOLDINO: The position is currently being recruited on continuous. CHR. CABANAS: Oh, okay. MR. LEOPOLDINO: So, fortunately, Danny is helping us out and continuing the priorities for that division. CHR. CABANAS: And no qualified apps., yet? MR. LEOPOLDINO: Not yet. CHR. CABANAS: Okay. I have a few more questions, if you can bear with me. MR. LEOPOLDINO: Sure. Page 6 Merit Appeals Board June 17, 2022 CHR. CABANAS: So, going to "Recruitment" and looking at the table there. So, I'm not sure if I'm reading this right. So, for the first block, so 5 recruitments were conducted; objective met- 5 et5 met. But then, there's a note below that 4 recruitments are in progress, 8 are on continuous recruitment—so that's 12. MR. LEOPOLDINO: Yes. CHR. CABANAS: So, in essence, for this particular objective MR. LEOPOLDINO: Yes. CHR. CABANAS: Seventeen recruitments were conducted— MR. LEOPOLDINO: Correct. CHR. CABANAS: —out of the 17, only 5 MR. LEOPOLDINO: Correct. CHR. CABANAS: the objective was met. MR. LEOPOLDINO: Yes. CHR. CABANAS: Okay. For the 8 on continuous recruitment, no one was referred? No one was placed on an eligible list? MR. LEOPOLDINO: Not for this one. No. CHR. CABANAS: Wow. Okay. MR. LEOPOLDINO: And that's, kind of, the trend we're in right now. It's very difficult. CHR. CABANAS: And then for the "4 - in progress," your staff made a distinction—"4 - in progress" what does that mean? MR. LEOPOLDINO: So, it means that the recruitment started to be worked on for the quarter but the objective is for it to be completed within two months but it overlapped into the new quarter. CHR. CABANAS: Oh, okay. And then, there's a note down, the last block—if everyone can follow me. For the internal recruitments MR. LEOPOLDINO: Yes. Page 7 Merit Appeals Board June 17, 2022 CHR. CABANAS: So, in essence, for the internal recruitments there were 46 total. MR. LEOPOLDINO: Correct. CHR. CABANAS: Ten met the objective but there's a note here MR. LEOPOLDINO: Yes. CHR. CABANAS: —staff shortages/increased workload. So, you folks are this explanation is only for the internal recruitments? MR. LEOPOLDINO: Well, yeah, this is the reason why we weren't able to meet the objective. CHR. CABANAS: Okay. Can II have to ask J a question. Can I ask beyond this quarterly report or cannot? Shall I stick to my questions for this quarterly report? MR. YOSHIMOTO: It should be pertinent to the report, right, yeah. CHR. CABANAS: But it's recruitment -related. No—cannot? MR. YOSHIMOTO: As long as it's related. I mean CHR. CABANAS: Oh, okay. I just wanted to ask about the recent job fair they had. Is that okay? MR. YOSHIMOTO: You were going to report on the job fair, too, Waylen? MR. LEOPOLDINO: Yeah, I was going to bring it up in the other section. MR. YOSHIMOTO: Why don't you—go ahead. CHR. CABANAS: `Cause you did have you participated in a job fair MR. LEOPOLDINO: Yes. CHR. CABANAS: recently with the Japanese Chamber of Commerceso, that was my question—how did it go? MR. LEOPOLDINO: So, the—it was going to be—even though it wasn't in this quarter, it's in the current quarterI did want to shed some light on some of the efforts we're taking part in. CHR. CABANAS: Okay. Page 8 Merit Appeals Board June 17, 2022 MR. LEOPOLDINO: We started participating in job fairs, again. And the first in-person job fair was on June Yd and 4h, Friday/Saturday, the Civic Auditorium in Hilo hosted by the Hawaii Island Chamber of Commerce. And I was there on both days and the turnout was pretty disappointing, but it—there's something to be said because there was a lot of large Hilo employers, like, the bigger Hilo employers. So, it just goes to show you that we're not the only employer suffering with the same challenges. I did get a chance to walk around and talk to some of these employers. They're experiencing the same thing. So, it—although we didn't get the turnout we were hoping for, I think the exposure is important and networking with other employers. And we did get some foot traffic—more foot traffic on Saturday than we did on Friday. So, we did get to chat with some members of the public coming in. So, hopefully, we'll get some responses from that job fair. Is it okay if I continue on to our job fair that we're hosting tomorrow, since it's related? CHR. CABANAS: Yes, go ahead. And then, when you're done with that, then I want to ask if the other Board members have more questions. MR. LEOPOLDINO: Okay. CHR. CABANAS: Okay, go ahead. MR. LEOPOLDINO: Yeah, since we're on the job fair topic. The Recruitment staff has worked very hard on planning for our very first—in a long time, at least since we were all employed with the department—our very first job fair we're hosting at the West Hawaii Civic Center tomorrow. There was a lot of PR on it. We did do some advertisements on it. We spread the word within the County and we had the departments spread the word as well. So, I think we've been doing really well with advertising that opportunity tomorrow. And, as a result of that, our department has been getting calls about the job fair tomorrow. So, we're hopeful that we're going to get a good turnout and it's on a Saturday. So, we decided to focus, initially, in on Kona because we're having—Kona is very, very tough to recruit for especially the entry-level clerical positions, `cause we're competing with the big hotels, which I hear are offering double—as far as starting pay. So, we're really doing a huge push at the West Hawaii Civic Center tomorrow. So, wish us luck. CHR. CABANAS: I do. I have to tell you that I heard your ad on KWXX, I saw it in the newspaper, and I also saw it on social media. But R&D had posted the social media post on Facebook. So, can the department—can your department do that? Page 9 Merit Appeals Board June 17, 2022 MR. LEOPOLDINO: Yeah. So, it should have been posted on our Jobs website. I thought I saw it. CHR. CABANAS: Okay. MR. LEOPOLDINO: But we are working on other social media strategies to expand with LinkedIn. It's on LinkedIn with—and some other venues—social media venues. But we're getting there. Yes, definitely. CHR. CABANAS: Okay, good. MR. LEOPOLDINO: So, if you guys are in the Kona area, stop by. CHR. CABANAS: Board members, are there questions? Charlie. MR. KUNZ: I will not stop by. I'm retired. MR. LEOPOLDINO: We want to encourage retirees to come back, Charlie, that's our next strategy, so MR. KUNZ: I hear—I see that happening almost everywhere. I just wanted to comment knowing that, maybe, the three of us—and maybe all of us—have been exposed to unemployment rates and everything. This the last quarter, Hawaii County is 3.6 percent. That's, like, so good. And if it gets any lower, then one could say that the labor market is saturated with qualified people that are that have jobs. So, it's going to take something really special. I don't know what it is. I think we've all, kind of, seen these cycles happen—maybe not so much after a pandemic, but usually every 12 years or so, there's a cycle of high unemployment and low unemployment. And we're at this low unemployment rate, which makes strategies to recruit and retain people very critical. I don't think there's a magic bullet but I commend you guys for getting out there and doingI think— don't know who it is out there, but I think it is the County's one-stop center is out in Honokaa todayILWU with some job fairs. So, I know there's all kinds of connectivity going on trying to make things happen and, hopefully, people are out there—are not just bouncing and leaving other places to go somewhere better but there are actually a workforce that's developed from newa new crop of individuals. But, it is hard, so I knowI think we all would have—we'd be smart to exercise patience because I think we're not going to see results in the next quarter just turn things around and everyone's going to get all their positions filled. Because it'll take, to me, another year. But that's just based on what I've experienced. Thank you. Page 10 Merit Appeals Board June 17, 2022 MR. LEOPOLDINO: Thanks for that comment, Charlie, because that's exactly the strategy we're looking at. We're looking at rebranding how we market the County. And we realize that the applicants these days are not necessarily looking for retirement and health benefits. They want immediate pay increase—high pay, promotional opportunityso, we're really focusing our campaign on those types of things. And the County's involvement in community building. So, we're looking at that in our strategy that's coming upso, stay tuned. CHR. CABANAS: I just want to add—I think the working relationship between Hawaii Community College and the University of Hawaii is very—it's actually essential. So, whatever you can do. I know your staff, they're pretty stretched, but whatever—even for you or Danny whatever you folks can do to reach out to the professors, serve on advisory committees—so that some of the applicant pool will come from these two educational institutions. And does the CVE the Cooperative Vocational Education Program—does that still exist? MR. LEOPOLDINO: It still exists. CHR. CABANAS: Okay. MR. LEOPOLDINO: But it's participation is CHR. CABANAS: Struggling. MR. LEOPOLDINO: struggling. CHR. CABANAS: Yeah. MR. LEOPOLDINO: Yeah, it's sad. But we are maintaining our relationships with both UH and HCC on the advisory board. So, it's just developing this think-tank and coming up with some new strategies. So, thank you. I do also want to add thank youI did get a chance to review the information you provided to our Recruitment team. Very, very helpful background information that actually we're going to be incorporating some of that into our strategies that we'll be developing. So, I really appreciate that tool. So, thank you, Gabe. CHR. CABANAS: Yeah, you're welcome. I did that to just to share. `Cause some of those things may not work, but just my own—from my own experience—do things that are inexpensive first. And then, visibility in the community is really important. Know—people need to know that the County is there hiring. I think when I looked at your website, there are 63 recruitments open as of couple days ago. So, even when I looked at the newspaper, I only see the new recruitments but I don't see the whole now, if you're going to put all 63 it's going to cost money to do that. But maybe every once in a while, you do that or split it so that the ad is not real big. And not many people read Page 11 Merit Appeals Board June 17, 2022 the newspapers to begin with these days. So you may want to go radio, do a couple little radio blurbs peak their interest—because when I heard it on KWXX, I said, "All right" because now you're getting—people are hearing that, "Eh, the County is hiring." So, I think, look at the real inexpensive things first and then roll it out that way that would be my suggestion. MR. LEOPOLDINO: I do want to add that we do owe a lot to the Department of Finance who provided us with some extra funds— CHR. CABANAS: Good. MR. LEOPOLDINO: so that we could advertise. So, I'm very grateful to Deanna and her team for helping us out there. CHR. CABANAS: So, what is your advertising budget now? Just ballpark figure. MR. LEOPOLDINO: We were given an additional—well, an additional 7,500, I believe. CHR. CABANAS: Okay. But in your budget, it's what? MR. LEOPOLDINO: I can't tell you off the top of my head. CHR. CABANAS: `Cause I know, we, in the past—we didn't have that much. MR. LEOPOLDINO: Right. CHR. CABANAS: And the ads are very expensive. MR. LEOPOLDINO: Right. CHR. CABANAS: Yeah. MR. LEOPOLDINO: They are quite expensive, actually. MR. KUNZ: Gabe, I had one more comment, if I may? CHR. CABANAS: Go ahead. MR. KUNZ: I forget if it was in the 80's or 90'sI can't remember—when the unemployment rate for the Big Island was at, like, 2.4 or 2.5 percent, then it was time to kind ofI'd like to say ,'masterfully" but I'm not sure if it was. But there's the Workforce Investment Board the County has its Board and everything, and all this job training—monies that you could go after. But the Department of Labor specifically helped employers—and I know that's not your responsibility—but it still might have some tie-in to start reaching out to at -risk youth, the Page 12 Merit Appeals Board June 17, 2022 seniors you mentioned, the disabled, and the ex -offenders. And there were specific programs developed to help hone skills from these groups because they would be the under-utilized target groups or workforce, yeah. And I'm sure there's a lot that you your hands are tied that you can't create that but then there are entities and services, agencies out there that can. And, hopefully, if there's some connection to the Board the Workforce Board that can kind of lend some of these new strategies or help lend to your strategies and involve them somehow. But I just wanted to throw that out because, again, we all, I think, suffered finding good individuals and then we've all—and we've been, I think, the three of us—have been riding the mix of developing those under-utilized target groups and creating specific programs and worked with the college, et cetera. But something to latch on to, maybe, with the Workforce Board. MR. LEOPOLDINO: And, definitely, that's another part of our strategy. We do have a diversity, equity, and inclusion person working with us right now, who will be looking at those specific target groups. At the Chamber Job Fair, I did connect with the Workforce Development Manager, Denise Pacheco. And so she and I are going to meet and—we've met with them before but we're going to meet again to, kind of, reconnect and pull our resources and see where we can help each other out. So, thank you for that, Charlie. CHR. CABANAS: Anyone else—questions or comments for Waylen? Okay, Waylen—are we done with the quarterly reports? MR. LEOPOLDINO: Yes. CHR. CABANAS: Okay. MR. LEOPOLDINO: I have nothing else. CHR. CABANAS: Okay. Deputy Director Introduction MR. LEOPOLDINO: Okay. The second part I want to call our new Deputy Director, Danny Patel, to do a quick introduction. (At this time, Mr. Danny Patel, Deputy Director, Department of Human Resources, came forward.) Page 13 Merit Appeals Board June 17, 2022 MR. PATEL: Hi. Good morning, Chair, Vice -Chair, Members of the Board—Danny Patel, Deputy Director of Human Resources. I think the last time I saw you, I was the EO/ADAso, things have happened, kind of, quickly. But as Waylen mentioned I'm still helping out in that respect. And I came prepared today with a jacket, so not shivering. But just wanted to say, "Hi" in the new role. Happy to speak with any of you at any time, if you ever had any questions or ideas, suggestions. CHR. CABANAS: Well, thank you for coming today, Danny. Having worked with you in the past at my past life at HR, it was always a tremendous pleasure. You are very capable and, just for me, I feel that Waylen's selection of you as the Deputy Director is the perfect choice. The reason I feel that is because of your capability while you were a Deputy Corporation Counsel you did, from my perspective, you did you represented the department well in helping HR and I feel that you and Waylen are a good team that you will be Waylen's backup, when needed—and that I think you're a very trustworthy person and you have your heart in the right place. And that is really important so that the Merit System is protected. And that the employees and the public will trust both of you. So, I feel it's a good choice. MR. PATEL: Thank you, I appreciate that. And, likewise, IWaylen and I, we do—in working with each other more closely—more recently—we do think very similar. We have the same ideas and same goals, which is really important. And I do remember my time working with you as well. And I learned a lot. I learned a lot about Recruitment, even Classification and Pay—during all of that through MAB, at that point in time as well. And I look forward to building upon that experience and some of the goals we have going forward, with the current challenges that the County is facing with recruitment and retention. Thank you. CHR. CABANAS: You're very welcome. Board members, any comments for Danny? Charlie? MR. KUNZ: Not for Danny, specifically, but I think I wanted to go on record that this Board working with this department, I think, has a veryI guess, just a good relationship that the Board is not in a "gotcha" kind of mode. And I think we're, kind of, more want to work in tandem to help things move along and move forward, especially with new team members, new positions—and, likewise, for some of us who are new Board members. But I would hate, if this Board was just sitting and trying to find things that were wrong versus we work together and, kind of, solve some of the issues and creatively come up with ways and Page 14 Merit Appeals Board June 17, 2022 suggestions to, kind of, either improve on orlikewise, I'm sure we can take some direction from you folks. Certainly, we got trained on some areas that we needed to get acquainted with. So, I can appreciate the relationship between the department and the Board and hope that we, kind of, continue in that vein moving forward. Thank you. CHR. CABANAS: Thank you, Charlie. Mr. Ventura, do you have anything? MR. VENTURA: No. Just welcome and yeah, I share Gabriella's confidence in you. And, yeah, looking forward to working with you. CHR. CABANAS: Ms. De Soto. MS. DE SOTO: Same thing. Welcome, and I look forward to seeing what you two can do together for our County. CHR. CABANAS: And I think Charlie has it on—right on the spot. I think, of course, we have to be careful that we maintain our parameters as a Board and, especially, for me it makes it a little bit more difficult because I've worked in HR, so I don't want to micro -manage you folks although it might come across that way when I ask certain questions but that's not my intent. And I just feel that we are here also to help in whatever way we can. But sometimes we have to—and you will both understand that we have to maintain our parameters when we're the Board. But our heart is with both of you and we want to help and we may provide suggestions from time to time just to, kind of, like—have you thought about or whatever—as we mentioned this morning. But—yeah, I hope you enjoy your position. I hope both of you will be leaning on one another. Don't be afraid to disagree because sometimes through different perspectives something else develops. So, don't be afraid to question the director `cause that's why you're there, Danny, to help Waylen if he doesn't see something. And I only say that, not because it's Waylenbut I say that from just watching the director, deputy director—whoever was in those positions—from my perspective as a managerI use to see the dynamic between the two. And then, they would come to the managers to get more input. So, this is where you brainstorm, against, with each other. So, yeah, don't be afraid to do that. It's healthy. Yeah. But good luck and enjoy your career in HR—the two of you. Thank you so much. MR. PATEL: Thank you. MR. KUNZ: So, was like you guys leaving. Page 15 Merit Appeals Board June 17, 2022 CHR. CABANAS: No, they're not leaving they're just starting out. It's a new journey. They're sailing—sailing on the ocean. It's anew journey together. I'm glad that Waylen has you, Danny, because it's a lot for Waylen to deal in day out—day out, day in, day out—and COVID puts a whole twist to everyone's life. So, yeah, so it's a good dynamic. The dynamic duo in HR. Anyway. Anything else you'd like to add while you're here? MR. LEOPOLDINO: No, I just wanted to, kind of, add to everybody's comments. Danny and I meet—we have a scheduled weekly meeting. Obviously, we meet at any time but I want to make sure that we touch basis regularly and we have that scheduled time to do that. And we just had our meeting yesterday and I did comment how both of us—our values are in alignment, our thoughts are in alignment—but I did tell Danny that at any point, if he feels there's anything please feel free to bring it up to me, if he disagrees with anything. So, he does know that and I'm hoping that he will act upon it should he need to. So, I'm very glad to have Danny. CHR. CABANAS: It's great. And, you know, what really is the extra icing to the cake is that he's an attorney. And I felt all along that having an attorney is really a plus for that position, especially with the issues that HR faces these days, it just gets increasingly challenging. So, that's why I thought it was a perfect match. So, thank you both of you. MR. LEOPOLDINO: Thank you. CHR. CABANAS: Okay. So, we are—are we done with the director's report, Waylen? MR. LEOPOLDINO: Yes. CHR. CABANAS: We're all done. Okay. So, now we are on Number 7, "Unfinished Business" MR. YOSHIMOTO: Madam Chair, if I can? CHR. CABANAS: Oh, yes, please proceed. MR. YOSHIMOTO: So, recommend we have a motion to file and accept the Director's CHR. CABANAS: Oh, yes. MR. YOSHIMOTO: Quarterly Report. Page 16 Merit Appeals Board June 17, 2022 CHR. CABANAS: Oh, okay. Thank you for the reminder. So, Board members, may I have a motion to accept and file our Director of Human Resources report—quarterly report, for January to March, 2022. MS. DE SOTO: So moved. CHR. CABANAS: Second? MR. KUNZ: Second. CHR. CABANAS: Okay, thank you, Kate and Charlie. There is a motion to accept and file the director's report or quarterly report for January to March 2022. Any discussion? If not, we will start with a rollcall vote, with Mr. Ventura. MR. VENTURA: Aye. CHR. CABANAS: Mr. Kunz. MR. KUNZ: Aye. CHR. CABANAS: Ms. De Soto. MS. DE SOTO: Aye. CHR. CABANAS: Ms. Cabanas—aye. Four ayes to accept and file the quarterly report from the Director of Human Resources for January to March 2022. For the record, Ms. Gay Mathews is absent and excused today. Unfinished Business (Item 7) FY 2021-2022 Annual Performance Evaluation of the Director of Human Resources (HR): SurveyMonkey Results For FY 2021-2022; And NeoGov Survey Results For FY 2021-2022 (Recruitment And Examination Division), Presentation By The Director Of HR Regarding Department's Goals And Objectives For FY 2022-2023, Discussion Human Resources Employee Survey For FY 2022-2023 (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) Page 17 Merit Appeals Board June 17, 2022 CHR. CABANAS: So, we can move on now to Number 7 on the agenda, "Unfinished Business" for discussion and appropriate action. So, at this time, may I have a motion for the Board to enter into executive session to discuss Fiscal Year 2021 to 2022, the annual performance evaluation of the Director of Human Resources; and the three categories that are listed below on the agenda. MR. VENTURA: So moved. CHR. CABANAS: Second? MS. DE SOTO: Second. CHR. CABANAS: Thank you, Charlie and Kate. So, there is a motion MR. KUNZ: Madam Chair, "Mel" and Kate. CHR. CABANAS: Oh, what did I say? MR. KUNZ: "Charlie" and Kate. CHR. CABANAS: Oh, I said that. Thank you. Thank you, Mel and Kate, for the motion and the second. Okay, so there is a motion and a second for the execu—for us to enter into the executive session. Is there any discussion? No? Okay. We'll start with a rollcall vote with Mr. Ventura. MR. VENTURA: Aye. CHR. CABANAS: Mr. Kunz. MR. KUNZ: Aye. CHR. CABANAS: Ms. De Soto. MS. DE SOTO: Aye. CHR. CABANAS: Ms. Cabanas—aye. There are four ayes, motion carried. Ms. Mathews, for the record, is absent and excused today. The motion has been approved for us to enter into executive session to discuss Fiscal Year 2021 to 2022 the Annual Performance Evaluation of the Director of Human Resources. We will pause for a few minutes to secure the Council Chambers and it is now 10:30 a.m. Page 18 Merit Appeals Board June 17, 2022 RECESS: The Chair called for a recess at 10:30 a.m. to convene executive session. CONVENE: The meeting convened at 10:42 a.m. in executive session. RECONVENE: The meeting reconvened at 2:31 p.m. in open session. FY 2021-2022 Annual Performance Evaluation of the Director of Human Resources (HR): SurveyMonkey Results For FY 2021-2022; And NeoGov Survey Results For FY 2021-2022 (Recruitment And Examination Division) CHR. CABANAS: Okay, so we are now in open session at 2:31 p.m. Waylen, thank you for your patience as the Board proceeded with the annual evaluation of you as the HR Director for fiscal year 2021 to 2022. There were no goals identified because of the circumstances. Bill Brilhante retired close of business June 30'h 2021. And then, in accordance with the Hawaii Revised Statutes you became the Acting Director on July 1, 2021. And then, the Merit Appeals Board went through a formal interview and selection process, which we concluded earlier this year and the Board appointed you as the Director of Human Resources on February 16, 2022. There are four categories that the Board has chosen to conduct the evaluation of you as the Director. And I believe you have it in front of you as well. MR. LEOPOLDINO: Yes. CHR. CABANAS: So, the first category was financial management. The Board voted today, unanimously, all four of us, that you meet the expectations. For the planning, prioritizing, and organizing category the Board voted that you meet the expectations. For the problem solving and decision making category, the Board voted unanimously that you meet the expectations. For the leadership skill, the Board voted unanimously that you meet the expectations. So, the overall rating today by all four Board members here are that you meet the expectations of these categories. So, the evaluation of you as the HR Director is actually concluded today. And I just want to thank you for your patience and we had a good exchange in executive session as well about moving things forward for the Department of Human Resources. Page 19 Merit Appeals Board June 17, 2022 MR. LEOPOLDINO: Thank you. Thank you very much. CHR. CABANAS: So, congratulations, Waylen. MR. LEOPOLDINO: Thank you. CHR. CABANAS: Anyone would like to provide any comments? No? Okay, I think we're all good at this point. We're going to take a pause because we still haveoh, I need a motion? MR. YOSHIMOTO: Yeah. Did you do a motion? CHR. CABANAS: I did a motion earlier. MR. YOSHIMOTO: You did? CHR. CABANAS: But not for the meet—did I do it for the meeting—refresh my memory. MR. YOSHIMOTO: Okay. CHR. CABANAS: Okay, like I said, I'm getting forgetful. So, now I need a motion to formally conclude—what would be the right wording? MR. YOSHIMOTO: The motion would be to find that Waylen Leopoldino meets expectations in his annual performance reviews. CHR. CABANAS: Okay, very good. Okay. So, at this point in time, may I have a motion for the Board to formally—what would be the word MR. YOSHIMOTO: Find. CHR. CABANAS: —find—thank you find that Waylen Leopoldino, Director of Human Resources, meets the expectations of his annual evaluation—of his annual job performance for fiscal year 2021 to 2022. So, may I have a motion. MS. DE SOTO: So moved. CHR. CABANAS: Thank you, Kate. Second? MR. KUNZ: Second. CHR. CABANAS: Thank you, Charlie. Motion made by Ms. De Soto and seconded by Mr. Kunz to approve the annual job performance evaluation as Waylen Leopoldino meets the Page 20 Merit Appeals Board June 17, 2022 expectations of the HR Director for fiscal year 2021 to 2022. Any discussion? We'll start with a rollcall vote with Mr. Ventura. MR. VENTURA: Aye. CHR. CABANAS: Mr. Kunz. MR. KUNZ: Aye. CHR. CABANAS: Ms. De Soto. MS. DE SOTO: Aye. CHR. CABANAS: Ms. Cabanas—aye. Four ayes—motion is carried. Let the record show that Ms. Mathews is absent and excused from today's meeting. Congratulations, Waylen. MR. LEOPOLDINO: Thank you. CHR. CABANAS: And thank you, Board members. Presentation By The Director Of HR Regarding Department's Goals And Objectives For FY 2022-2023 CHR. CABANAS: Okay. So, Waylen, I need to look at the agenda. Okay. So, we are on the category where the Director of Human Resources, Waylen Leopoldino, will present the department goals and objectives for fiscal year 2022 to 2023. So, you may proceed, Waylen. MR. LEOPOLDINO: Thank you. Goal Number 1, which I have described is to identify at least two active recruitment strategies—two new active recruitment strategies to address the recruitment crisis we are experiencing to include development of talent pipelines and expanding and leveraging our community partnerships. Shall I just continue with all three goals or did you want to have discussion on each? CHR. CABANAS: You can continue, Waylen. MR. LEOPOLDINO: Okay. Goal Number 2, implement and enhance health and safety program to include specialized driver and equipment training, facility and site inspections, and injury prevention programs. And Goal Number 3, develop an employee pulse survey to identify root causes of employee turnover, identify programs and our policies with the goal of retaining employees, improving working relationships, productivity, and customer service. Page 21 Merit Appeals Board June 17, 2022 CHR. CABANAS: Okay, so I'll start off `cause I have a question. So, when you say, "identify two recruitment strategies"—are you saying identify and implement? Because for Goal Number 2 you have "implement." MR. LEOPOLDINO: Right. As we initially do some of this research, some of the implementation might take longer than a year. But we do want to work on developing a robust program before implementation. And so, I purposely left out "implementation" but we do want to work on at least identifying them and start implementation. I'm happy to put implementation in there with the caveat that it might overlap into over a fiscal year. MR. KUNZ: Is it feasible to say that one of the two strategies could be implemented within a year? MR. LEOPOLDINO: Yeah, I'd be—we'd be willing to work on that. Yeah, sure. CHR. CABANAS: Okay. The only reason why I raised it is because when it comes time for us to do the evaluation of your next year, that's something that—how can I word it—it's something that we would hold you to it. MR. LEOPOLDINO: Right. CHR. CABANAS: So, even for Goal 2, "implement" means exactly that. MR. LEOPOLDINO: Yes. CHR. CABANAS: That it's implemented by June 30' MR. LEOPOLDINO: Correct. CHR. CABANAS: of 2023. MR. LEOPOLDINO: Correct. CHR. CABANAS: Okay. MR. LEOPOLDINO: And these would be brand new strategies. So, I just don't want to rush into implementing anything just to get it implemented. CHR. CABANAS: Right. MR. LEOPOLDINO: So Page 22 Merit Appeals Board June 17, 2022 CHR. CABANAS: Okay. We'll go with whatever you have here `cause these are your goals. MR. LEOPOLDINO: I mean, we'll definitelyI do want to add we're going to definitely do our best to implement what we can. I just don't want to rush push anything through with CHR. CABANAS: So, are you further along with Goal Number 2 versus Goal Number 1 and 3? MR. LEOPOLDINO: Actually, no, because Goal Number 2 was dependent on the approval of our—one of the two positions we got approved was a Health Safety Specialist. So, we're actually—we have to implement Goal 2 because that was our justification for that Health Safety Specialist position. CHR. CABANAS: Okay, I follow you. So, it's a new position and it's budgeted for what—nine months? MR. LEOPOLDINO: It's budgeted for the full fiscal year. CHR. CABANAS: Oh, it is? MR. LEOPOLDINO: Yes. CHR. CABANAS: Okay. MR. LEOPOLDINO: It's actually a position that we were denied last fiscal year. CHR. CABANAS: Okay. MR. LEOPOLDINO: So, we're behind one year on it. CHR. CABANAS: Okay. MR. VENTURA: Can I say something, Gabriella? CHR. CABANAS: Yeah, go ahead. MR. VENTURA: Yeah, I think for Goal Number 1identify and you said maybe implement one. If one or none of them gets implemented we would still need some kind of report on the progress of this MR. LEOPOLDINO: Yes. MR. VENTURA: Yeah. MR. LEOPOLDINO: Absolutely. Page 23 Merit Appeals Board June 17, 2022 MR. VENTURA: Because identifying them could be done quite simply MR. LEOPOLDINO: Correct. MR. VENTURA: —and implementing them could be a whole process, but weI think we would like some report of progress— MR. LEOPOLDINO: Sure. MR. VENTURA: especially if, at least one is not implemented. MR. LEOPOLDINO: Our huge success would be to say we've implemented the two strategies. So, definitely. CHR. CABANAS: So, are you—okay, are you adding verbiage to this or you're going to keep it "as is?" MR. LEOPOLDINO: I don't mind adding at least—implementing at least one recruitment strategy. I would be reluctant to do two at this point. CHR. CABANAS: Okay. And then, Goal Number 3—develop and implement pulse survey to identify root cause of employee turnover. Again, is—okay, so, develop and implement? MR. LEOPOLDINO: So CHR. CABANAS: Or are you just at that phase where you're going to just I mean, work on developing it. MR. LEOPOLDINO: I can just expand on this a little bit more. In the past, the County has developed and implemented and have distributed surveys, which have been successful initially. But I don't know what the term is—when we keep sending out surveys to our employees and they respond and nothing is done. They get some kind of survey burnout where they don't want to complete future surveys because they don't see any results. My team has determined that we want to put full effort into the development of this survey not only the development of the survey, but what are we going to do with the results? So, it's developing questions and making sure we can collect the right data that we need. And it, kind of, ties into the comments that you shared with me under that bigger category. That's where we're going to get all the information we need to develop these programs. And so, I would love to, for us to issue the survey but not before we do our due diligence and make sure we're going to address the data that we collect from the survey. So, I want to put an emphasis on "developing" the survey because I feel like that's going to take us some time to do before we issue. Page 24 Merit Appeals Board June 17, 2022 MR. KUNZ: So, we're on the subject of the survey and I know you still would have to work out details and you have your team that will receive it—good, better, and different—whatever comments. But one of the things to help get staff buy -in is to actually include a staff or two on the team that did the surveys. I notice sometimes they're reluctant because it's always management—and then the management didn't do this or do that. But having actual staff be part of the team might help the rest of the staff see that something is being, kind of, structured a little bit differently, yeah. MR. LEOPOLDINO: Are you referring to staff that might be outside of the department or within our department? MR. KUNZ: Within your department. MR. LEOPOLDINO: Yes. So, we currently have an Engagement Task Force that we developed who is actually working on this survey currently. Currently, they're collecting internal data. So, the process is already started. But we've recognized the homework that we have to do before we put anything forward. But thanks for that comment, Charlie, we will consider that as well. CHR. CABANAS: So, thank you, Waylen, for providing the goals. MR. LEOPOLDINO: You're welcome. CHR. CABANAS: So, you'll make whatever changes— MR. LEOPOLDINO: Yes. CHR. CABANAS: —and then you'll give it to Glynis? MR. LEOPOLDINO: Yes. So, just to confirm, I'm going to add to Goal Number 1 that we're going to "implement" CHR. CABANAS: Okay. MR. LEOPOLDINO: —one of the two new strategies. CHR. CABANAS: Okay. As long as you feel comfortable with that. MR. LEOPOLDINO: Yes. CHR. CABANAS: Okay. And then, no other changes for Goal 2 and Goal 3? Page 25 Merit Appeals Board MR. LEOPOLDINO: No. June 17, 2022 CHR. CABANAS: Okay. That's fine. And then, moving down on the performance category, the financial management. You'll see either alphabetical or numerical scoring next to each performance category. So, for financial management we have "C"; planning, prioritizing, organizing—we have 1, 5, 6, 8, 9 -that goes to the NeoGov Survey. So, in other words, we're linking the responses now to the performance category. We did that for this years' evaluation excluding the internal survey. Now, we're adding for next year, the internal survey and we represented it with the alpha. So, and we have performance standards that we're going to show you that links it up. So MR. LEOPOLDINO: Would you mind sharing with me what "internal" means? CHR. CABANAS: Okay. Remember that we asked for a SurveyMonkey to—an additional SurveyMonkeyto be budgeted in your budget. months ago. MR. LEOPOLDINO: Yes. And it was done yeah, you folks did it couple CHR. CABANAS: Well, this is going to be for an internal survey sent to the HR staff. MR. LEOPOLDINO: Oh, okay. That's what "internal" is referring to. CHR. CABANAS: That's what it means. MR. LEOPOLDINO: Okay, great. CHR. CABANAS: Yeah. MR. LEOPOLDINO: Thank you. CHR. CABANAS: So, we haveI think—do you have it with youa green sheet? MR. LEOPOLDINO: No. CHR. CABANAS: Where's Glynisoh, you don't have it? MR. LEOPOLDINO: No. CHR. CABANAS: Okay, we'll need to wait for GlynisI thought she had one for you. While we're waiting for her, anyway, it's correlating the performance standards on this green sheet— Page heet Page 26 Merit Appeals Board June 17, 2022 MR. YOSHIMOTO: So, if you're going to talk about the internal survey—should that be done, then, in executive session or is that going to be discussed now, in terms of the contents of this survey? CHR. CABANAS: Oh, then we need to go back into executive session. MR. YOSHIMOTO: Right. CHR. CABANAS: Yeah. Okay, we can do that. Let's wait. Glynis, does Waylen have a copy of this? MS. YAMADA: I'll give it to him now—are you guys discussing it now? CHR. CABANAS: Oh, yeah. But we're going to go into executive session. So, I need a motion, again, to go into executive session so we can discuss theoh, wait now. I need to wait becauseoh, no, it's okay. No, wait, now Yeah, I'm looking at the agenda. Do we have it? MR. YOSHIMOTO: You're talking about the Director's goals, right? I think he's wrapping that up. CHR. CABANAS: Right, he did. MR. YOSHIMOTO: And so CHR. CABANAS: And we were now going to the surveyoh, but it's here. MR. YOSHIMOTO: Right. CHR. CABANAS: Yeah, it's here. So, we can go into executive session. MR. YOSHIMOTO: So, then, we're completed then with his goals? CHR. CABANAS: Yes, we are. MR. YOSHIMOTO: Okay. CHR. CABANAS: Yeah. MR. YOSHIMOTO: All righty. CHR. CABANAS: We're going to pause. We'll take a two -minute recess at 2:50 p.m. Page 27 Merit Appeals Board June 17, 2022 RECESS: The Chair called for a recess at 2:50 p.m. RECONVENE: The meeting reconvened at 2:52 p.m. in open session. Discussion Human Resources Employee Survey for FY 2022-2023 CHR. CABANAS: Okay. So, we are now on the category discussing the Human Resources Employee Survey for Fiscal Year 2022 to 2023, under "Unfinished Business" on the agenda. So, may I have a motion for the Board to go into executive session to discuss this? MR. VENTURA: So moved. CHR. CABANAS: Thank you, Mr. Ventura. May I have a second? MS. DE SOTO: Second. CHR. CABANAS: Thank you, Ms. De Soto, for the second. Any discussion? If not, I'll start with a rollcall vote with Mr. Ventura. MR. VENTURA: Aye. CHR. CABANAS: Mr. Kunz. MR. KUNZ: Aye. CHR. CABANAS: Ms. De Soto. MS. DE SOTO: Aye. CHR. CABANAS: Ms. Cabanas—aye. Four ayes. Motion accepted for the Board to enter into executive session. Let the record show that Ms. Mathews is absent and excused from today's meeting. CONVENE: The meeting convened at 2:52 p.m. in executive session. RECONVENE: The meeting reconvened at 2:59 p.m. in open session. Page 28 Merit Appeals Board Director's Report (Item 8) Quarterly Reports: January — March 2022; Deputy Director Introduction (Previously taken out of order.) Schedule Next Meeting Date (Item 9) June 17, 2022 The Merit Appeals Board Will Convene Its Next Meeting On Monday, July, 18, 2022, At 10:00 A.M. At The Hilo Council Chambers, Hawaii County Building, 25 Aupuni Street, First Floor, Room 1401, Hilo, HI 96720 CHR. CABANAS: The next thing on the agenda is scheduling our next meeting day. The Merit Appeals Board will convene its next meeting on Monday, July 18, 2022, at 10 a.m. at the Hilo Council Chambers, at the Hawaii County Building, at 25 Aupuni Street, First Floor, Room 1401, in Hilo, Hawaii. Adiournment (Item 10) CHR. CABANAS: May I have a motion to adjourn today's meeting? MR. KUNZ: So moved. CHR. CABANAS: Thank you, Mr. Kunz. A second? MR. VENTURA: Second. CHR. CABANAS: Thank you, Mr. Ventura. Any discussion? If not, may I have a rollcall vote to conclude and adjourn today's meeting. Mr. Ventura. MR. VENTURA: Aye. CHR. CABANAS: Mr. Kunz. MR. KUNZ: Aye. CHR. CABANAS: Ms. De Soto. MS. DE SOTO: Aye. CHR. CABANAS: Ms. Cabanas—aye. Page 29 Merit Appeals Board June 17, 2022 Four ayes, motion carried to adjourn today's meeting at 2:59 p.m. Thank you very much. Respectfully submitted, ?fit / ad14) Glynis amada, ecretary-Reporter APPROVED: ,fit Li t& /11 0014-0,11.4 Gabriella M. Cabanas, Chair Merit Appeals Board Page 30