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HomeMy WebLinkAbout2022-09-29 Merit Appeals Board MinutesREGULAR SESSION Merit Appeals Board Hilo Council Chambers Hawaii County Building 25 Aupuni Street, First Floor, Room 1401 Hilo, Hawaii September 29, 2022 (Thursday) 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 Thursday, September 29, 2022. Roll Call — Present Ms. Gabriella M. Cabanas, Chair Mr. Mel Ventura, Vice -Chair (via ZOOM) Ms. Kate De Soto, Member Ms. Gay Mathews, Member Absent and Excused Mr. Charles Kunz, Member Also Present Mr. J Yoshimoto, Assistant Corporation Counsel, Office of the Corporation Counsel Mr. Waylen L. K. Leopoldino, Director, Human Resources Department Ms. Glynis Yamada, Secretary -Reporter, Human Resources Department Mr. Relley Araceley, Council Services Coordinator, Office of the County Clerk This meeting will be held through a combination of the board members being physically present at the meeting location and participating via ZOOM. Members of the public may attend this meeting either in-person at the meeting location or via ZOOM. Merit Appeals Board Call to Order (Item 1) September 29, 2022 CHR. CABANAS: Good morning, everyone. It's 10 a.m. on September 29h and the regular meeting of the Merit Appeals Board is called to order. I'm Gabriella Cabanas, Chair of the Merit Appeals Board. We have quorum today, four members are present—starting with Mr. Mel Ventura appearing via ZOOM from Kailua-Kona. Good morning, Mel. MR. VENTURA: Good morning. CHR. CABANAS: And here in the Council Chambers with me the Hilo Council Chambers of the Hawaii County Building at 25 Aupuni Street, in Hilo, Hawaii, are the following Board members—Ms. Kate De Soto. MS. DE SOTO: Good morning. CHR. CABANAS: Good morning, Kate—and Ms. Gay Mathews. MS. MATHEWS: Good morning. CHR. CABANAS: Good morning, Gay. Absent and excused today from our meeting is fellow Board member, Mr. Charlie Kunz. We also have our Assistant Corporation Counsel, Mr. J Yoshimoto, with us. MR. YOSHIMOTO: Good morning. Good morning, Madam Chair. CHR. CABANAS: Good morning, J—and our Secretary -Reporter, Ms. Glynis Yamada. Good morning, Glynis. MS. YAMADA: Good morning. Addendum to Agenda (Item 2) CHR. CABANAS: Looking at the agenda, we don't have any addendum. Statements from the Public (Item 3) CHR. CABANAS: And no "Statements from the Public" either. Page 2 Merit Appeals Board Approval of Minutes (Item 4) February 11, 2022 (Regular Session); March 10, 2022 (Regular Session); March 10, 2022 (Closed Session) September 29, 2022 CHR. CABANAS: We are now on Item 4 of the agenda, "Approval of Minutes." We have a number of meeting minutes to consider. The regular session meeting minutes of February 11, 2022, and March 10, 2022. Has everyone had the opportunity to review the meeting minutes? Everyone's nodding their head—okay, great. So, may I have a motion to approve the regular session meeting minutes of February 11, 2022, and March 10, 2022. MS. MATHEWS: So moved. CHR. CABANAS: Thank you. Is there a second? MS. DE SOTO: Second. CHR. CABANAS: Thank you, Gay and Kate. Any discussion? If not, we will initiate a rollcall vote with Mr. Ventura to approve these meeting minutes—February 11 and March 10, 2022. MR. VENTURA: Aye. CHR. CABANAS: Ms. De Soto. MS. DE SOTO: Aye. CHR. CABANAS: Ms. Mathews. MR. MATHEWS: Aye. CHR. CABANAS: Ms. Cabanas—aye. Four ayes. Motion carried to approve the meeting minutes of February 11, 2022, and March 10, 2022. Page 3 Merit Appeals Board September 29, 2022 Review of Executive Session Minutes February 11, 2022; March 10, 2022 (Executive Session: The Merit Appeals Board Anticipates Convening One Or More Executive Meetings Regarding The Above Matters, Pursuant To HRS Sections 92-4 And 92-5(a)(4), For The Purpose Of Consulting With The Board's Attorney On Questions And Issues Pertaining To The Board's Powers, Duties, Privileges, Immunities, And Liabilities. A 2/3 Vote Pursuant To HRS Section 92-4 Is Necessary To Hold An Executive Meeting) CHR. CABANAS: There's also the executive session meeting minutes of February 11, 2022. Has everyone had the opportunity to review those meeting minutes? Okay, everyone shaking their head. Okay. So, may I have a motion to approve the executive session meeting minutes of February 11, 2022. MS. DE SOTO: So moved. CHR. CABANAS: Thank you, Kate. MS. MATHEWS: Second. CHR. CABANAS: Thank you, Gay. Any discussion? If not, we will start with a rollcall vote with Mr. Ventura. MR. VENTURA: Aye. CHR. CABANAS: Thank you. Ms. De Soto. MS. DE SOTO: Aye. CHR. CABANAS: Ms. Mathews. MS. MATHEWS: Aye. CHR. CABANAS: Ms. Cabanas—aye. Motion carried to accept and approve the executive session minutes of February 11, 2022. I did skip over the closed session of March 10h and the executive session meeting minutes of March 10'', 2022, because I was recused from the closed session and the executive session of March 10. So, I'm going to refer this to our Vice -Chair, Mr. Mel Ventura, who served as the acting chair in my absence. So, Mel, if you could so kindly take over these two matters here on our agenda. Page 4 Merit Appeals Board September 29, 2022 MR. VENTURA: Yeah, sure. Have the Board members had a chance to review the closed session minutes and the executive session minutes of March 10, 2022? MS. DE SOTO: Yes. MS. MATHEWS: Yes. MR. VENTURA: May I have a motion to approve both of those minutes. MS. MATHEWS: So moved. MS. DE SOTO: Second. MR. VENTURA: So, it's been moved and seconded that the minutes be approved. Is there any further discussion? If not, I'll call for a vote. Ms. Mathews. MS. MATHEWS: Aye. MR. VENTURA: Ms. De Soto. MS. DE SOTO: Aye. MR. VENTURA: Mr. Ventura—aye. The motion is carried. CHR. CABANAS: Thank you, Mr. Ventura, for serving in that capacity. I really appreciate all that you have done as the acting chair. Communications (Item 5) CHR. CABANAS: Moving along, Item number 5 on the agenda. There are no "Communications." New Business (Item 6) CHR. CABANAS: Item 6, no "New Business." Unfinished Business (Item 7) CHR. CABANAS: Number 7, no "Unfinished Business." Page 5 Merit Appeals Board Director's Report (Item 8) September 29, 2022 MAB Monthly Divisional Activity Report — September 2022 (Executive Session: The Merit Appeals Board Anticipates Convening One Or More Executive Meetings Regarding The Above Matters, Pursuant To HRS Sections 92-4 And 92-5(a)(4), For The Purpose Of Consulting With The Board's Attorney On Questions And Issues Pertaining To The Board's Powers, Duties, Privileges, Immunities, And Liabilities. A 2/3 Vote Pursuant To HRS Section 92-4 Is Necessary To Hold An Executive Meeting) CHR. CABANAS: And we are now on Number 8, the "Director's Report" andoh, I'm not sure if I introduced you, Waylen, as the director. I apologize. But our director of human resources has been sitting here from the time the meeting started. So, for the record, the Director of Human Resources, Mr. Waylen Leopoldino, is present. (At this time, Mr. Waylen L. K. Leopoldino, Director, Department of Human Resources, came forward.) CHR. CABANAS: And he is sitting at the dais to provide the Board with the director's report, specifically, the Merit Appeals Board monthly divisional activity report for September 2022. MR. LEOPOLDINO: Good morning, Chair Cabanas, and Members of the Merit Appeals Board. Waylen Leopoldino, Director of Human Resources for the County of Hawaii. And I'd be happy to go over each summary for each division or did you have any questions before I do that? CHR. CABANAS: Well, thank you for submitting it in writing to the Board. Has everyone had the opportunity review the director's divisional report for September 2022? And, if you have, maybe the best thing is just to ask if any Board member have any questions for you. MR. LEOPOLDINO: Sure. Would that being said, presenting my divisional report—does any Board member have any questions for any of my divisions there? CHR. CABANAS: Maybe we can start with Mr. Ventura. Mel, do you have any questions for the director? MR. VENTURA: Not at this time. CHR. CABANAS: Okay. Thank you. Ms. Mathews, any questions? MS. MATHEWS: The only question I have is how many positions in your office are you still short by that's bad grammar, but you get the point. Page 6 Merit Appeals Board September 29, 2022 MR. LEOPOLDINO: So, we are short—two in our administrative services division. That'll be one account clerk and one human resources technician. We are short an EO manager to which we made an offer this person will be starting on October 17''. And then, we are short a recruitment manager—interviews are being held today. We are short a work comp. specialist III. And I believe that is it for permanent vacancies in the department. We do have a few people out on extended leave. MS. MATHEWS: So, I heard just now—correct me if I'm wrong that you have two that appear to being filled soon. MR. LEOPOLDINO: Yes. MS. MATHEWS: But at least three and maybe more that when you consider the non -permanent that are not—how close are you to getting those filled? MR. LEOPOLDINO: The temporary positions? MS. MATHEWS: The temporary—and then you said you had two under administrative services and I thought there was one other—recruitment maybe? MR. LEOPOLDINO: Yeah, a recruitment manager. So, the recruitment manager position we're interviewing today. So, I'm hoping we get a favorable recommendation so that I can proceed with a selection. MS. MATHEWS: Okay. MR. LEOPOLDINO: The pool wasn't that big so we're hopeful. I'm more concerned about our administrative services division. We're short two permanent vacancies because the current staff—the very skeleton crew we have for that division is working extra hard on pay increases that were recently approved by all unions—and they're working overtime—at nights and they're actually borrowingfortunately, we have staff in recruitment that have been in transactions before. So, they're helping where they can. So, that's, kind of what we're focused on now. So the manager for that division doesn't really have the time to—she has the time to recruit but it will be very difficult for her to train at this time. So it's kind of, like, a catch-22 situation for them. So that's, kind of, our status right now. MS. MATHEWS: So, how many people are supposed to be in that division? MR. LEOPOLDINO: Seven including the manager. MS. MATHEWS: Wow, that's a lot of people that are missing at a critical time. Page 7 Merit Appeals Board September 29, 2022 MR. LEOPOLDINO: Right. And they only have two, plus the manager, right now. MS. MATHEWS: Wow. Okay. Well, we wish you the best of luck. MR. LEOPOLDINO: Thank you. CHR. CABANAS: Any other questions for the director, Ms. Mathews? No. MS. MATHEWS: No. Thank you. CHR. CABANAS: Thank you. Ms. De Soto, any questions? MS. DE SOTO: No questions. CHR. CABANAS: Okay. This is really a good report. It's a snapshot for the Merit Appeals Board. So, I just want to go on the record and say, "Thank you, Waylen"—and please extend our mahalo to the managers because this is a really concise report. MR. LEOPOLDINO: Thank you—will do. CHR. CABANAS: This is exactly what, I think, the Board wanted. Yeah? MR. LEOPOLDINO: Okay. Thank you. CHR. CABANAS: So, I just have a couple questions. So, for the admin. services division, the retro pay increases are retro back to July 1st? Is that correct? MR. LEOPOLDINO: Yes, that's correct. CHR. CABANAS: Of this year? MR. LEOPOLDINO: Yes. CHR. CABANAS: Okay. MR. LEOPOLDINO: Yes. CHR. CABANAS: And MR. LEOPOLDINO: I think there's only one bargaining unit I can't remember there may be only one bargaining unit that retros to 7/l/21. CHR. CABANAS: Was it police? MR. LEOPOLDINO: Yeah. Because— Page 8 Merit Appeals Board CHR. CABANAS: Right? September 29, 2022 MR. LEOPOLDINO: Yes. Because the contract period is July 1", 2021, through June 30'', 2025—it's a four-year contract. CHR. CABANAS: Okay. And so, your labor relations manager has been selected? MR. LEOPOLDINO: Yes. So, I can yes. CHR. CABANAS: Okay. And your EOO manager is selected? MR. LEOPOLDINO: We downgraded that position CHR. CABANAS: Oh, to the specialist. MR. LEOPOLDINO: Yeah. As we mentioned at the last meeting to a human resources program specialist. CHR. CABANAS: Okay. MR. LEOPOLDINO: And then, we'll develop that person. CHR. CABANAS: Okay. So, maybe by the next meeting would you be able to bring the new manager to meet the Board members at that time? MR. LEOPOLDINO: Sure, I'd love to. Yeah. CHR. CABANAS: Yeah. Can? MR. LEOPOLDINO: Yeah. CHR. CABANAS: Okay. MR. LEOPOLDINO: So, the EO person starts on the 17'', so if it is after that, then sure. CHR. CABANAS: Okay. And the last question I have is on your contract hire, is that contract hire still on board? MR. LEOPOLDINO: Yes. The contract is till the end of this year. CHR. CABANAS: Okay. MR. LEOPOLDINO: Yes. Page 9 Merit Appeals Board September 29, 2022 CHR. CABANAS: And that contract hire was helping with QR code and all that? MR. LEOPOLDINO: Yeah. The contract hire is focused on employee retention programs. And so, he works with all of our divisions because retention impacts all our divisions. Because we're rebranding our recruitment strategies, he's been working with recruitment to provide input on different recruitment strategies. But he's now switching over to our personnel and organizational development division, which is going to focus heavily on the retention program piece. But, like I said, I only have him until the end of December, so we'll see what we can—what he can help us out with retention. CHR. CABANAS: Okay. And I noticed that there's been more outreach. I noticed you your staff will be going to—I saw it on Facebook you're going to the College of Engineering. MR. LEOPOLDINO: Yeah. We did. CHR. CABANAS: I think I saw it on LinkedIn. MR. LEOPOLDINO: Yes. CHR. CABANAS: LinkedIn, yeah. MR. LEOPOLDINO: Yes, we did attend that event. That was very, very successful. There were 800 engineering students that passed through the expo. We go to meet with the dean. So, we really made a really solid connection with the school. They've opened up their facilities for us to travel there to do actual interviews for engineering students. So, we're looking at different things to make that happen. But I'm glad we did that. It opened a lot of doors for us. CHR. CABANAS: Good. I'm glad you folks did that. Yeah, great job. MR. LEOPOLDINO: Thank you. CHR. CABANAS: That's it for me. I don't have any more questions, unless anyone else does. Gay, you have a question? MS. MATHEWS: Yes. I could ask you but because of Sunshine LawI'm going to ask you. So, are your this is an administrative services question. And you're talking about the contract and you've got all these changes—does that mean every single person—somebody's got to log in and pull up every single employee and make a change there? And is it a single change and then the computer does everything else in terms of figuring out the backpay and the taxes and the whole nine yards or does the person have to physically mess with each one of those? Page 10 Merit Appeals Board September 29, 2022 MR. LEOPOLDINO: I'm actually glad you asked that because we're getting a lot of calls from our employees. Once they find out they're getting their increases—rightly so—they've been contacting our office and the unions and the mayor's office. So, yes, currently, the process isa lot of it is manual, initially, because we have to make sure that everyone is on the correct step. So, that division spends a lot of time doing annual processes before it's actually processed through the system. And so, that's what takes a lot of time. MS. MATHEWS: So, does that mean because that's so critical and it's not automated, you have to have somebody double-check the first person, so it's really ais there any (inaudible) to automate this? MR. LEOPOLDINO: Yes. And, like I mentioned at our last meeting, they are working with finance that division is working closely with finance on automating a majority of those things, so in the future the process can be much quicker. But as of right now, a lot of it is still very—it's just manual. CHR. CABANAS: So, Waylen, can you explain to the Board, that it starts with the line department—the Form 13s come to MR. LEOPOLDINO: Yes. CHR. CABANAS: HR admin. services. Can you explain that, so that they understand that part? MR. LEOPOLDINO: Yeah, sure. So, what happens is there's different steps in that whole manual process. It starts with our transactions or administrative services division, actually, having to print out each Form 13, which is the Form 13 which is the form that actually executes whatever the employment action is. So, for each department, our department—that division—which only has two staff right now actually have to print out one of those forms for each of our staff. And so, each department will get a stack and that department, the HR person, has to go through that stack and make sure all that information on that stack is correct. Make any redline marks on it, send it back to our department. We do the review of that stack, again, before we process. And so, a lot of manual work. MS. MATHEWS: Well, there's not only a lot of manual work, but there's a resource paper that because now you have to destroy that, so you've got that whole cost also. MR. LEOPOLDINO: Yes. Page 11 Merit Appeals Board September 29, 2022 MS. MATHEWS: Yeah, and as part of my earlier question about automation—is there going to be something nice and neat where it just bounces into somebody's que—it's handled there, double-checked by somebody else who just pops it back to where it needs to be? MR. LEOPOLDINO: Yeah. So, through that whole RFP process that's currently ongoing with our department—well, it's finance system—so our department is working with finance on making sure that we get a lot of that automation piece included in the specs. for the new vendor who provides the software. So, those things are taken into account. MS. MATHEWS: And when might this rollout and, actually, be real for you people? MR. LEOPOLDINO: I'm not tooI don't have a timeline. I know they're working on it right now. I'm not sure when finance was planning on rolling something like that out. MS. MATHEWS: So, it could be a couple of years? MR. LEOPOLDINO: I don't think it'll be that long. Maybe a year? MS. MATHEWS: Wow. MR. LEOPOLDINO: Yeah. MS. MATHEWS: I'm sorry. MR. LEOPOLDINO: Yeah. Thank you. CHR. CABANAS: Just for the record, I need to interject just to make sure we have it accurate. The forms are not destroyed, right? MR. LEOPOLDINO: Right. CHR. CABANAS: The forms are placed please explain where are the forms filed. MR. LEOPOLDINO: So, the forms are placed in aonce it's executed, it's placed in the employees personnel file. And we have a County retention policy that those forms have to be kept for x -amount of years. I can't tell you how long but it's 3 to 7 years that those forms have to be kept in the employee file. And to answer your question about double-checking and auditing those forms. They are double and triple -checked. We've questioned that process but we realize how important it is because it's related to peoples' pay, so it's very important that we make sure that's very accurate. CHR. CABANAS: Thank you for the questions. Thank you. Anyone else have other questions that you might have thought of as time progressed? If not, thank you, Waylen. Page 12 Merit Appeals Board MR. LEOPOLDINO: Thank you. September 29, 2022 CHR. CABANAS: Thank you for the report and, please, again, thank the managers for a nice concise report. MR. LEOPOLDINO: Okay. Will do. CHR. CABANAS: Thank you. MR. LEOPOLDINO: Thank you. CHR. CABANAS: Oh, we need to now have a motion to accept and file the director's MAB monthly division activity report for September 2022. So, may I have a motion and a second? MS. MATHEWS: So moved. CHR. CABANAS: Thank you. MS. DE SOTO: Second. CHR. CABANAS: Thank you, Gay and Kate. Any discussion? If not, we will start a rollcall vote with Mr. Ventura, to accept and file the report. MR. VENTURA: Aye. CHR. CABANAS: Thank you, Mel. Gay. MS. MATHEWS: Aye. CHR. CABANAS: Kate. MS. DE SOTO: Aye. CHR. CABANAS: Gabriella—aye. Four ayes. Motion carried to accept and file the director's divisional activity report for September 2022. Schedule Next Meeting Date (Item 9) CHR. CABANAS: We are now on Number 9—scheduling the next meeting day. We were looking at October 27h. I had asked Glynis to poll all Board members, especially because we have the holidays coming up and we all get more busy with the holidays. So I had asked her to poll Board members for October, November, and December. Page 13 Merit Appeals Board September 29, 2022 For October, we are all available on October 27th. So, that's okay with everyone, I'd like to schedule that meeting date for October 27'. Counsel, I don't need a motion for that do I? No, I don't. Okay. So, the meeting will be October 27th at 10 a.m., in the Hilo Council Chambers of the Hawaii County Building with ZOOM capability for Mr. Ventura, if he chooses to sit in on the meeting that way, we can do it that way. I'd like to also discuss, if I may, I have been in touch with our Assistant Corporation Counsel because in reviewing our Merit Appeal Board Rules about our meetingspecifically, Rule 100-6, subsection (a)—and I'd like to read it. It says, "Regular meetings of the Board shall be on the third Wednesday of every month, beginning at 9:30 a.m. in the conference room of the Department of Human Resources or at such other day, time, and place as specified by the Board." So, I questioned J—are we now—is this a problem because what happened was—and according to Glynis and maybe Glynis can report—historically, the Merit Appeals Board followed this section of 100-6(a). But then, prior to our Board—previous boards, they were having difficulty meeting this day and time—every Wednesday—every third Wednesday of every month beginning at 9:30. So, it started to shift—yeah—and for us also now because of COVID and other scheduling, we've also shifted also. And with COVID, we meet here in the Council Chambers with ZOOM capability to project the health and safety of the Board members, staff, and members of the public who choose to appear. So, we have met here in the Council Chambers with social distancing, sanitization, et cetera because the department of human resources conference room is very small and we would not be able to have that social distancing. Okay. So, with that being said, I had asked Glynis—going back to poll everybody for the month of November. So, November—of course, the Council meets on the third Wednesday of every month, so we can't fulfill that 100-6(a) meeting on the third Wednesday of every month here because they're meeting here. And so, now, we're looking at everyone's schedule on their availability. So, for the month of November, there were two dates—November 21st. But Mr. Ventura is not available. And November 29th, Kate is not available—and Gay may be coming late, right. So, what I was faced with, as the chair, for situations like this—'cause we had another monthI think same thingI had to choose the date as the chair where the date I chose, one member could not attend. Page 14 Merit Appeals Board September 29, 2022 So, I started to feel bad because now it's, like, in this case, what date do I choose? November 21" or November 29h—and I just wanted to explain that to all Board members because a decision needs to be made. Now, today's meeting is going to be really short. We're almost at the end of the meeting. It's not even half -an -hour yet and we're going to adjourn shortly. So, if I pick a date, please don't feel like I'm favoring one Board member over the other `cause I'm not. But I'm looking at the dates that most of us are available. And, Counsel, could I just ask for your comments, if you can help me with this, but—shaking his head. But—so, I'm going to choose a date. I have to choose a date, right, as the Chair? MR. YOSHIMOTO: Yeah. But what you're doing now is also asking for input from the Board members. CHR. CABANAS: Right. MR. YOSHIMOTO: So, I think now is a great opportunity to ask the Board members their thoughts and then— CHR. CABANAS: Yeah, they can help me out. MR. YOSHIMOTO: —maybe you can find a consensus. CHR. CABANAS: Yeah. So, if we have a short agenda on November either 21" or 291', does that change it for all of you or is still doesn't change it? I don't know—can I—yes, could I have your thoughts, please? Any? And I can't guarantee that the meeting will be short but, right now, it might be short `cause we don't have any appeals or we don't have any other matters before the Board except for the director's monthly report. And that's another thing, we could say, "Well, we don't need a meeting in November." On the other side of the coin, we've asked the director to submit a monthly divisional report of their division's activities. So, I felt that's not quite right, if we don't have a meeting and we're asking him for a report—and then we don't have a meeting. MS. MATHEWS: Well, and the other thing is that's a slippery slope when you start skipping a month, thenso, I agree with you you earlier said that you didn't like the idea of skipping a month, so even if it is short— CHR. hort CHR. CABANAS: Yeah. MS. MATHEWS: that's great that it's short because it means that nothing critical has happened, actually. CHR. CABANAS: Right. And we're doing our duty. Page 15 Merit Appeals Board MS. MATHEWS: Yes. September 29, 2022 CHR. CABANAS: We're doing our duty in good faith. We're asking the director for a divisional monthly report. He's providing it—short and sweet. We had some questions but, look, we're almost down to 30 minutes with our meeting. And then, yes, in case other matters come up—at least our meeting is scheduled and we're ready, we're prepared. But the part that I was feelingI wanted to explain was I don't want a Board member to feel I'm choosing a dateI think there was one that Charlie couldn't attend and I think there was one, Kate, that I'm sorry, you couldn't attend. But the majority could, so I went with that date. Yeah. It was a past meeting. MR. VENTURA: Hi, Gabriella. CHR. CABANAS: Yes, go ahead, Mr. Ventura. MR. VENTURA: Yeah. I appreciate your sensitivity towards others feelings and schedules but you don't, honestly, need to burden yourself with those kinds of bad feelings. Whatever date is chosen will not make me, personally, any more or less happy—and whether I can make it or not. So, you don't need to feelI don't think you need to feel burdened by that. CHR. CABANAS: Thank you, Mr. Ventura, I appreciate your comments. So, at this point—is it okay for us to schedule the November meeting or—we can? MR. YOSHIMOTO: Yeah, it's up to you, Madam Chair. If you have enough information, you can do that. You can still CHR. CABANAS: Because then we could secure the room for November. MR. YOSHIMOTO: Yeah. CHR. CABANAS: And Glynis has explained to me that normally we don't—the departments don't reserve the Council Chambers months in advance. But the only reason why I asked her to do so was because the holidays are coming up. Normally, I wouldn't do it during the beginning of the year or anything like that. We just go month -to -month-to-month. But because of the holidays so November 21" is a date or November 29th? Now, right now, November 21" only Mel is not available. So, and then Kate isn't on the 29th—and, Gay, you're that's not a good date for you. So, I'm inclined to go with November 21" if that's okay with everybody? Okay. So, we will schedule it—and I don't need a motion for that, right, J? Okay. So, we will schedule it for November 21st. And that day isis that a Monday—it's a Monday. Okay, so we Page 16 Merit Appeals Board September 29, 2022 will schedule that date for November 21st, Monday, at 10 a.m. And I appreciate your comments and your input. Thank you very much. So, for December—let's do December. We have two dates for December that Glynis checked on the availability of the Council Chambers and it's, actually, the week before Christmas or— yeah—it's the week of Christmas—December 19th and the 20th. MS. MATHEWS: The 19th looks better for me. CHR. CABANAS: Okay. MS. DE SOTO: I'll be traveling that whole week. CHR. CABANAS: You'll be travelling MS. MATHEWS: The whole week? MS. DE SOTO: Yeah. It's the beginning of Christmas break, so CHR. CABANAS: Yeah, that's right. See yeah, `cause Christmas is the following Monday. So, December 19th is a Monday and December 20th is a Tuesday. And the Council meets on the December 21" in Kona but this room is not available? Oh, they do videoconferencing. Okay. So, any preference, the 19th or the 20th? MS. MATHEWS: For me, it's the 19th. CHR. CABANAS: The 19th for Gay. Kate, you're not available. Mel, are you available? MR. VENTURA: I have an obligation that ends at 11. CHR. CABANAS: At 11. Okay. MR. VENTURA: On Monday—and I believe Tuesday works yeah, Tuesday works good anytime. MS. MATHEWS: Can we push Tuesday back half-an-hourI could make it. CHR. CABANAS: Sure. We could move it back, right, Glynis, yeah—and, Jwe can? Ten - thirty on December 20th. So, we have Mel and Gay and me we don't know about Charlie. Well, with three of us we have quorum. Hopefully, Charlie can make it. Okay, why don't we look at December 20 at 10:30. And Glynis will check with Charlie for November 21st and December 20th. Okay, thank you, everyone. Page 17 Merit Appeals Board September 29, 2022 Adjournment(Item 10) CHR. CABANAS: So, at this time, may I have a motion to adjourn today's meeting? MS. MATHEWS: So moved. CHR. CABANAS: Thank you. A second? MS. DE SOTO: Second. CHR. CABANAS: Thank you, Gay and Kate. Any discussion? If not, we will start a rollcall vote with Mr. Ventura to adjourn today's meeting. MR. VENTURA: Aye. CHR. CABANAS: Gay. MS. MATHEWS: Aye. CHR. CABANAS: Kate. MS. DE SOTO: Aye. CHR. CABANAS: Gabriella—aye. Four ayes. Meeting is adjourned at 10:34. Thank you, everybody. Respectfully submitted, ilw, 14 ta Glynis amada, ecretary-Reporter APPROVED: CUA u tL& AI 1 . &ill(144 5r." Gabriella M. Cabanas, Chair Merit Appeals Board Page 18