Loading...
HomeMy WebLinkAbout2023-04-27 Merit Appeals Board MinutesREGULAR SESSION Merit Appeals Board Hilo Council Chambers Hawaii County Building 25 Aupuni Street, First Floor, Room 1401 Hilo, Hawaii April 27, 2023 (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, April 27, 2023. Roll Call — Present Ms. Gabriella M. Cabanas, Chair Ms. Gay Mathews, Vice -Chair Ms. Kate De Soto, Member Mr. Charles Kunz, Member Mr. David A. Wiseman, 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 Merit Appeals Board Call to Order (Item 1) April 27, 2023 CHR. CABANAS: Good morning, the regular meeting of the Merit Appeals Board is called to order at 10:01 on April 27, 2023. We have quorum. All five Board members are present this morning. 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 the following: Vice -Chair Gay Mathews. MS. MATHEWS: Good morning. CHR. CABANAS: Good morning. Charlie Kunz. MR. KUNZ: Good morning. CHR. CABANAS: Mr. David Wiseman. MR. WISEMAN: Good morning. CHR. CABANAS: And Ms. Kate De Soto. MS. DE SOTO: Good morning. CHR. CABANAS: Good morning, everyone. And then, we also have our Assistant Corporation, Counsel J Yoshimoto. MR. YOSHIMOTO: Good morning, everyone. CHR. CABANAS: Our Secretary -Reporter, Glynis Yamada. MS. YAMADA: Good morning. CHR. CABANAS: And our Director of Human Resources, Waylen Leopoldino. MR. LEOPOLDINO: Good morning. CHR. CABANAS: Good morning to all of you. Addendum to Agenda (Item 2) CHR. CABANAS: Looking at the agenda, we do not have any addendum to it. Page 2 Merit Appeals Board April 27, 2023 Statements from the Public (Item 3) CHR. CABANAS: According to our secretary -reporter, we have no "Statements from the Public" on any of the agenda items. Approval of Minutes (Item 4) August 30, 2022; March 24, 2023 CHR. CABANAS: We are now on Number 4, "Approval of Minutes." Has everyone had the opportunity to review the minutes for August 30, 2022? And they are nodding their heads that they have. So, let the record reflect that. Has everyone reviewed the minutes for March 24, 2023? And they're nodding that they have. So, may I have a motion to approve the minutes for both of these meetings—August 30'', 2022—and let the record reflect that Mr. Wiseman was not on the Board at that time but he can still vote on the meeting minutes. Correct? MR. YOSHIMOTO: Yes. MS. MATHEWS: So moved. CHR. CABANAS: Is there a second? MS. DE SOTO: Second. CHR. CABANAS: Okay. Any discussion? Okay, there are no discussion. So, we'll start with a rollcall vote with Ms. Mathews. MS. MATHEWS: Aye. CHR. CABANAS: Mr. Kunz. MR. KUNZ: Aye. CHR. CABANAS: Mr. Wiseman. MR. WISEMAN: Aye. CHR. CABANAS: Ms. De Soto. MS. DE SOTO: Aye. Page 3 Merit Appeals Board CHR. CABANAS: Ms. Cabanas—aye. April 27, 2023 Five ayes. Motion carried to approve the meeting minutes for August 30, 2022, and March 24, 2023. Review Of Executive Session Minutes August 30, 2022 (Executive Session: The Merit Appeals Board Anticipates Convening One Or More Executive Meetings Regarding The Above Matters, Pursuant To HRS Sections 92-4 And 92-5(a)(4), For The Purpose Of Consulting With The Board's Attorney On Questions And Issues Pertaining To The Board's Powers, Duties, Privileges, Immunities, And Liabilities. A 2/3 Vote Pursuant To HRS Section 92-4 Is Necessary To Hold An Executive Meeting CHR. CABANAS: We also have the executive session meeting minutes for August 30'', 2022. Let the record reflect that Mr. Wiseman was not on the Board at that time but he can vote on this meeting minutes. So, may I have a motion to approve the executive session meeting minutes for August 30, 2022? MR. KUNZ: So moved. CHR. CABANAS: Thank you. A second? MS. DE SOTO: Second. CHR. CABANAS: Thank you. Any discussion? Okay, if not, we will start a rollcall vote with Ms. Mathews. MS. MATHEWS: Aye. CHR. CABANAS: Mr. Kunz. MR. KUNZ: Aye. CHR. CABANAS: Mr. Wiseman. MR. WISEMAN: Aye. CHR. CABANAS: Ms. De Soto. MS. DE SOTO: Aye. CHR. CABANAS: Ms. Cabanas—aye. Page 4 Merit Appeals Board April 27, 2023 Five ayes. Motion carried to approve the executive session meeting minutes for August 301h 2022. Communications (Item 5) Communication No. 23-01, Dated March 24, 2023, From Waylen L. K. Leopoldino, Director, Department Of Human Resources, Transmitting A "Merit Appeals Board Reference Guide (March 2023) A Compilation Of Information Concerning The Department Of Human Resources" CHR. CABANAS: We are now on Number 5, "Communications." Has everyone had the opportunity to review the Merit Appeals Board Reference Guide that Mr. Leopoldino has submitted? Okay. (At this time, Mr. Waylen Leopoldino, Director, Human Resources Department, came forward.) CHR. CABANAS: Is there a motion to approve—accept and file this Communication number 23-01? MS. MATHEWS: So moved. CHR. CABANAS: Second? MR. KUNZ: Second. CHR. CABANAS: Any discussion? I just want to interject, Waylen, that this guide is very helpful. For the record, I want to explain why you did it so that it would give us, as Board members, a reference when there are future appeal hearings—when we start discussing technical HR terminology. I find that the guide—and I think all Board members would agree that this guide is very helpful to all of us. Yeah. So, thank you and your staff for putting it together. Okay, we will start with a rollcall vote to—did we do that MR. KUNZ: Before we do that— CHR. hat CHR. CABANAS: Go ahead. MR. KUNZ: I know we can make commentsI have one comment. CHR. CABANAS: Okay, go ahead. Page 5 Merit Appeals Board April 27, 2023 MR. KUNZ: Waylen, does this guide go to all the directors as well? Like, it would be nice that they knew what the functions were? MR. LEOPOLDINO: The department heads get a "HR Bootcamp" and they're provided with a more in-depth—it does include all this information and more. MR. KUNZ: Good. Thank you. CHR. CABANAS: And I would just like to also add, from my prior work experience in the department, that when there is a appeal hearing that the attorneys from the Office of the Corporation Counsel would be preparing the respective departments, if they are involved in an appeal. So, they would have access to this as wellcorrect, Waylen? MR. LEOPOLDINO: That's correct. CHR. CABANAS: Yeah. Okay. Any other comments, Board members? MS. MATHEWS: Given that, has it been reviewed by our attorney? MR. YOSHIMOTO: Yes. MS. MATHEWS: Thank you. CHR. CABANAS: Any other comments or questions? Okay, if not, I will start with a rollcall vote to accept and file the Communication number 23-01, starting with Ms. Mathews. MS. MATHEWS: Aye. CHR. CABANAS: Mr. Kunz. MR. KUNZ: Aye. CHR. CABANAS: Mr. Wiseman. MR. WISEMAN: Aye. CHR. CABANAS: Ms. De Soto. MS. DE SOTO: Aye. CHR. CABANAS: Ms. Cabanas—aye. Five ayes. Motion carried to accept and file Communication number 23-01. Page 6 Merit Appeals Board Director's Report (Item 8) April 27, 2023 MAB Quarterly Reports: January – March 2023; MAB Monthly Divisional Activity Report: April 2023 (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: At this time, there is a request from our Director, Waylen Leopoldino, to take his "Director's Report" out of order, if it's acceptable for all Board members for us to do so? Okay. So everyone is nodding their heads. So, Waylen, thank you. You may begin. We are on Number 8, "Director's Report" starting with your MAB quarterly report for the period January through March 2023. MAB Quarterly Reports: January – March 2023 MR. LEOPOLDINO: Good morning, Chair Cabanas, and members of the Merit Appeals Board. Waylen Leopoldino, Director of Human Resources. I would like to present you all with the quarterly MAB report for the period January through March 2023. And I am happy to answer any questions that you may have at this time. CHR. CABANAS: Okay, I'm going to allow the Board members to just quickly glance through it—for a reference. MR. LEOPOLDINO: Sure. CHR. CABANAS: So, if we can just pause for just a little bit. Are there any questions or comments for the director at this time? Ms. Mathews. MS. MATHEWS: So, Waylen, you and I have discussed this, of course, recently but the first thing that hits me on Goal number 1 is the short staffing. For you, is that improving at all? MR. LEOPOLDINO: For our department HR—it's really hard to say. In our division that is experiencing the most staffing issues, our Administrative Services Division they're under a lot of time restrictions. And so, it's, kind of, like the cart before the horse maybeanalogy, where they need the staffing but they don't have the time to go through the process. And so, we're havingfortunately, we have staff in other divisions that have offered to provide assistance while we get the recruitments done for that division. And so, we're working on it. We're trying to do the best. And, right now, our department—we just have a lot going on. I Page 7 Merit Appeals Board April 27, 2023 can't describe to you all. Yeah, we've got a lot going on—and so, staffing is pressing but there are a ton of other pressing issues. So, we're trying our best to fill the vacancies in that administrative services division to get them some help and we're trying to think of ways to how to best do that. So, to answer your question yes, we're still, kind of, struggling with staffing. Yes. MS. MATHEWS: So, it sounds like you not just, kind of, but seriously. MR. LEOPOLDINO: Yes. MS. MATHEWS: And my sympathies have been down that road before. And these reports are great. I appreciate them. MR. LEOPOLDINO: Thank you. And it's really kudos to the staff because, like I said, everybody's under huge time restrictions and they're under a lot of pressure but they take the time out to spend time—and we do prioritize these reports and put a lot of thought and effort into it. So, I appreciate the comment and I will share that with the staff. MS. MATHEWS: I was hoping you would. Thank you. MR. LEOPOLDINO: Thank you. CHR. CABANAS: Mr. Wiseman. MR. WISEMAN: I have a general inquiry with respect to the salaries, pay raises, et cetera. Who determines that? Do they have—is there a County commission, like, in Oah`u MR. LEOPOLDINO: For civil service employees, it's a negotiated item. So, we negotiate as a statewide there are five employers that negotiate on behalf of civil service employees. MR. WISEMAN: But is it with the salary commission they have? MR. LEOPOLDINO: No, salary commission is only for appointed employees, so department heads and directors. MR. WISEMAN: I see. And my other question is that, what efforts do you attribute to reducing the—substantially reducing the property damage report on vehicles? MR. LEOPOLDINO: So, it's an increase in training. We've done a lot more training and that's a part of my MAB goals. We're going to share with you the program that we've implemented. We've added a new staff person to assist with the training. Page 8 Merit Appeals Board April 27, 2023 It's a small division but they're tasked with doing a lot of things to include training to prevent damage to equipment and to increase health and safety awareness within the departments. MR. WISEMAN: I noticed the decrease in 2023. MR. LEOPOLDINO: Yes. There was a high priority put on MR. WISEMAN: (Inaudible.) MR. LEOPOLDINO: Yes. MR. WISEMAN: Thank you. My compliments on the report. (Inaudible.) MR. LEOPOLDINO: I will share that with my staff as well. MS. DE SOTO: I have a question. MR. LEOPOLDINO: Sure. MS. DE SOTO: So impressed for (inaudible) the comment by all of the activities. I mean, you all are extremely busy and that is reflected within this. And I was wondering, based on all of the—seems like an uptick in recruitment efforts and creative marketing efforts in the re -branding of the County employment. Have you been able to analyze the data to see if that's directly correlating to increase in applicants or more eligible applicants? MR. LEOPOLDINO: We recently added aI'm sorry, we do have an option for the applicant to indicate where they heard about the job. I don't have that information with me but I'd like to say that, at this point, as a result of our extra efforts, we have seen an uptick. We have closed a tremendous amount of continuous recruitments. I would want to say 11 in the last two mont well, since February. We've closed 11. It's still high because we do add. But the staff have been working really hard not only doing their jobs in the office in screening and referring lists but they're also participating in these activities that often occur on the weekends. And so, again I really have to give a shout out to the staff because they've been working extra hard on the limited resources we have. So, to answer your question, yes, we have seen a direct uptick in just being out there in the community. We get a lot of comments, like, "Wow, we didn't know you guys had this position" and that position and we didn't know this department belonged to the County. And so, we're getting a lot of those. So, we're really seeing a direct benefit for us being out in the community. But I do want to share a side comment about recruitment. So, I was on a flight back to Hilo yesterday. And this is just, Page 9 Merit Appeals Board April 27, 2023 basically, sharing how recruitment is a huge issue everywhere you go. You see restaurants closing early and things like that. But our flight was delayed an hour -and -a -half because there was a plane there but no crew. The backup crew was already being used. And so, we had to sit there and wait for a backup crew to be, kind of, put together to—which was a first to me. But it's just an indication of we're still in this challenging time of recruiting. And so, we're doing our best to get out there in the community and share what the County has to offer, especially when it comes to non -salary benefits. And so MS. DE SOTO: Thank you for sharing. MR. LEOPOLDINO: Yes. MS. DE SOTO: It think it's really exciting to see that there is some initial—but it seems to be effective, `cause that's rewarding—especially when your short -staff is already doing so much hard work to be out there, especially on the weekends and after hours. So, I hope that you guys are getting a chance to celebrate that effectiveness, especially `cause we want to retain the awesome people that you have, right. MR. LEOPOLDINO: Yes. So, we are celebrating all our little milestones. But I think intrinsically the staff sees it with their own eyes the increase in interests, so it's motivating them to want to do more. And they're more excited to share the news about the County. So, that's very helpful. CHR. CABANAS: Charlie. MR. KUNZ: Waylen, kudos to you and your staff—you guys looking at the timing in accomplishing a lot of the goals and the resolution of things. I'm pretty impressed knowing that you have a lot of stuff going on. Can you guys apply the same resolution to wastewater management and planning—okay. So, on—stemming from Kate's comments, so are you able to eyeball and tell us this quarter versus the last quarter, at least, the percent of increase in applications? I wasn't able to find it, like, if there was a difference. MR. LEOPOLDINO: I can get you all that information. MR. KUNZ: Okay. MR. LEOPOLDINO: And we can send it to you for sure. Page 10 Merit Appeals Board April 27, 2023 MR. KUNZ: `Cause it looks like a very sizeable number and I swear it has to be more than what it was last quarter. Okay, thank you. CHR. CABANAS: Just looking at it from my own perspective, it is an increase because it's usually in—it's usually about 1,800. I think that's what it was on your last report -1,700, 1,800—for this quarter it's 2,127. And I'd just like to add my comments that—yes, recruitment and examination, they've done an outstanding job in getting the word out about County jobs. I see it on Facebook, I see you folks going to career fairs. I attended the HCC career fair on Saturday. So, I took my granddaughter to it. And I saw Michelle folks there and—was it SiociSioni? MR. LEOPOLDINO: Siani. CHR. CABANAS: Siani? MR. LEOPOLDINO: Yes. CHR. CABANAS: And I saw Alika Kost from P&R. And there was Housing there. And so, it was a very well -attended career fair -30 employers just alone in the cafeteria and a lot of foot traffic. And so, that was really good that they were there, but I see all this going on. So, like I said before, keep up the momentum because you're going to see—you are seeing the successes already. So, keep it up. You got to keep it up, keep it up. And with your videos that you're going to come out with soon, I think that's going to make an impact where they hear that employees who have been working with the County are happy working with the County. And they enjoy their mission, yeah, of the department. So, I just want to say, tell—keep them—give them the positive reinforcement because it's working. It just takes time like anything else, yeah. MR. LEOPOLDINO: Thank you. And we will be at HCC tomorrow for theirI forget what the title is but it focuses on the administration of justice program. So, we're going to be in attendance doing a presentation and have a booth there as well. So, we're at it again. So thank you. CHR. CABANAS: And if those admin. of justice students could intern through CVE that would help police. And that's a good bridge for recruitment where there're AJ students interning through CVE, getting paid with County funding, working parttime, and getting acclimated with various police functions. That would help the police recruitment. So—and other programs with HCC that could be utilized as well. So Page 11 Merit Appeals Board April 27, 2023 MR. LEOPOLDINO: Our recruitment manager attended a luncheon meet -and -greet that HCC, Ms. Ann Kimoto, coordinat I'm sorry— CHR. CABANAS: Ann Chun. MR. LEOPOLDINO: Ann Chun—she coordinated. And one of the discussions Michelle was going to have is how do we expand the CVE program to not only business students. So, I have yet to follow-up with Michelle, but I'm sure it was a good discussion. CHR. CABANAS: `Cause that discussion has occurred many years ago. MR. LEOPOLDINO: Yes. CHR. CABANAS: Even when I was there. MR. LEOPOLDINO: Mm-hmm. CHR. CABANAS: But it's getting the various programs connected to the concept. MR. LEOPOLDINO: Right. CHR. CABANAS: So, I think that's going to be the challenge but, if you can do it, more power because that would help the students, it helps HCC, and it helps the County and the departments. So, if you can do that—that's really that is a major milestone. MR. LEOPOLDINO: Yes. We're working, I think, a little bit more with the UH system and HCC. UH has actually got a human resources management courseI think it's Management 330 or something. And so, I'm trying to squeeze my way in there to see how I can participate and be more active, especially in that HR program because we would like to bring more HR students to the Big Island. So, thank you. CHR. CABANAS: Okay, very good. Anyone else? Mr. Wiseman. MR. WISEMAN: I noticed on some of the outreach, you haveI don't see any Kona high schools—the two high schools over there? MR. LEOPOLDINO: Yes. We do attend regularly, actual lyKealakehe High School and Konawaena. It's just this period we didn't attend. MR. WISEMAN: I see. MR. LEOPOLDINO: But they invite us to a lot of their activities. MR. WISEMAN: And also, with respect to the justice administration that you're pursuing, these presentations you give. I'd be available. I've given numerous presentations in the United States Page 12 Merit Appeals Board April 27, 2023 as well as in Asia just in general—rule of law and the necessity of certain administration of justice. MR. LEOPOLDINO: Great, thank you for that offer. I will reach out to you. Thanks. MS. DE SOTO: I wanted to just add as food for thought, since I think I bring a particular perspective. Just like you were saying, the County is struggling at times with the shifts in employment interests and the changes in our community after COVID or as a result of COVID. The education system has struggled as well, right—we are having a hard time getting the students back in the door, engaged in in-person activities, internships to get them to show up, it's a challenge. But that is a way of, kind of, backsteppingis by increasing those that would most likely start to shift their own engagement with the community, with their education, with their career—and, hopefully, start to swing that pendulum back toward wanting to have more traditional type employment. So, I think it's a neat idea that you can start that engagement process earlier through those types of internship programs, `cause we do need to shift as a community back to a little bit more what was. MR. LEOPOLDINO: Well, thank you for that comment. And when I met with both chancellors, I did express how we not only want to be a part of career fairs and just having internship program. We want a regular relationship with the schools to include us coming in and even the other department heads just going in and talking to the students doing talks—even teaching a class, for example. So, we've made that offer to both campuses. And so, we're excited to see where that goes. And as I mentioned at the last meeting, I am on the College the UHH's College of Business and Economics Advisory Board. So, having that foot in, is going to be very helpful, I think, having that direct connection with UH. MS. DE SOTO: I should hope—market UH as well—under the County, right, that does give back to UH as well because there is that idea. We, even in the academic setting, so many students are lost from Hawaii, right—so many students move away. And they—educational settings are having to really think about how do they attract students and what is the appeal or getting them to stay here just even for a college degree. But, saying, here's the direct channel into our local employment offices, like that is a huge advantage. So, I hope you know that you guys are helping them as well. MR. LEOPOLDINO: Yes, we've had that discussion andI'm not only attending actual advisory board meetings, but they host these the last event I went to, which was entirely made up of just students that they invite the board members to attend—was a presentation on Al. Page 13 Merit Appeals Board April 27, 2023 So, what that did was it gave me the opportunity—and not necessarily AI—but it could be in anything right. It could be accounting, it could be marketing but me sitting in the room and having the opportunity to network with the students and have discussions with themI'd be like, "Hey, we're right here on island. You don't have to go anywhere. You can apply. We have all these jobs." So, I already see a huge benefit with that relationship and, like I said, I'm excited to see where this goes. Thank you. CHR. CABANAS: I have one comment and I just recently realized—when we say, "Where are the applicants? Where are they?" And COVID really had such a large impact. Sometimes I think even I didn't realize it until just recently. Many people created their own business—self- employment. A lot of them are liking working remotely from home that's fine. I think there is a group that might be just lost. They they're afraid to get out because of COVID. They're pretty much stuck at home not doing anything, which we would feel is productive—'cause they're not working, they're not in school they're just hanging out at home. And so, for that group, I think whatever community organizations can doHR, UH -Hilo, HCC try to attract those individuals out. Yeah. So that they're more confident. They feel better about coming out in-person or even taking an online course—and there are so many now at UH, HCC. Get them in—ease them back into getting skills that society values that will make them employable for not only County jobs but other jobs. I think that group needs a little attenor not a little they need attention. They need to feel comfortable easing back into society. Whatever you can do when you start networking with UH, HCC, other organizations that might be a way for more applicants, also, for the County. I'm just, kind of, thinking out loud based on what I experienced going to HCC on Saturday, talking to people, talking to some that have been lost with COVID and all that—maybe that might be part of the equation in getting more applicants. And so, whatever you can do to market the County, try to maybe—one, you folks would figure it out. But that might be a way to get people in if you can work on some marketing for that group. Whatever you folks decide to do. MS. MATHEWS: May I dovetail on that? I agree that thereI think couple of things, maybe, happening here. Hopefully, one of the things that's going to be happening this is going to sound pessimistic on one side of it—is that a bunch of those businesses are going to be failing about now. They are going to be financial institutions are going to say game's over and taking their car, et cetera, and that is going to motivate them to get back. But I agree that there's a fear factor that plays into that. I think the one place people may be going that have been locked in, is their churches. Is we're working that whole program I was Page 14 Merit Appeals Board April 27, 2023 telling you about—one of the things we're working on with the mayor is a resilient sisters thing—and one of the deals is getting the various churches to embrace each other. So, I am not promoting any particular religion. I'm the last person to do that. But I am saying that's a place people, if they're not—if they were willing to step outside of their house and they have a church, that's where they're going to go next. CHR. CABANAS: AndI want to add to that—and reach out to their families because the individual himself or herself would not be in a position to do that because of a fear factor. It's the families. So, when you go to the mall you're outreaching to the families, right—little do we know, they may have someone at home who hasn't done anything for four years. Yeah. And they're frustrated, they don't know how to help this individual. So that's how this all—it's more than HR—it's a network of organizations trying to reach out to those that are stillI want to say stuck or feeling lost, yeah. MR. LEOPOLDINO: Yeah, that's interesting that you brought that up. Because we've encountered a number of moms and dads and aunties and uncles who have stopped by and said, "I really want my son to get back into the workforce. I want my nephew to get back into workforce." So, you hit the nail on the head. I mean, it's the families that are trying to get them back into the workforce. And so, there is definitely a group out there potential group out there to come and work for the County. So, I appreciate the comments. Yeah. Thank you. MS. MATHEWS: So, Kate, this is probably a question directed at you. Are there any programs that HCC, in particular, because they're less expensive—might be able to offer for free whether it happens to be Math 100 or basic back employment kinds of things that could work with the County saying, "We just got this opportunity for you but it's a limited time offer here. You've got sign up within the next... "something in that order so that the hook is get them back into school and let them feel same with you, they're inline or onlineI think the online is a great way to get people going again. I'm going to take a statistic class as soon as I can slow down because I hated mine in college. And but the County then can say—"and we did this." Right? CHR. CABANAS: Go ahead, Kate. MS. DE SOTO: I was going to say, there are quite a few creative programs that have come out in the last few years, especially, `cause there's so much extra funding available from COVID. And I think you're familiar—you might have mentioned once, the back -to -work initiative that happened. I was more aware of it in—related to Honolulu County `cause I helped do some training with Honolulu County. But I know there's tons of opportunities and it sounds like, honestly, Waylen's perfectly positioned to have those conversations with the people that are in the right places to do it—like, the non-credit programs. `Cause that's a little less threatening Page 15 Merit Appeals Board April 27, 2023 sometimes then starting a full credit program or working with the chancellors and the deans (inaudible). MR. LEOPOLDINO: Yeah, we actually just—we're participating in Good Jobs Hawaii. I think that's what Kate is referring to. The State of Hawaii got granted—I think it's 10 or 15 million dollars for this Good Jobs Hawaii. And part of it is getting the applicant skilled in these classes, offering it for free because the funding will pay for all of these skills trainings and courses. And then, at the end of the program, they get employment. And so, the County participating in that employment piece on where we fit in there and how we canso, we've been to a couple of meetings. And so, we're still working with coordinators of that program. But it's a very—looks very good as far as our participation and we'll, definitely, take advantage of that. MS. DE SOTO: Okay, real quick. One of the things I'm hearing everyone talk about but I don't think we've specifically named, is that there's a whole portion of our community that is potentially experiencing some type of ailment—whether it be mental health challenges, whether it be isolation—diagnosable or otherwise ailments—and this is totally not directed towards County HR, `cause that is not the sole responsibility of County HR but it is just an interesting conversation that should be happening at community levels is to think about what are we doing, not to just build specific skills and access points to—and re-entering back into society—but how are we caring for people? Because some people don't need just skills. They need more support than that. So, that's not directed for you, Waylen, but just in general because there's this other piece that needs to be named. CHR. CABANAS: Mr. Wiseman. MR. WISEMAN: Yeah, I'd just like to add to this discussion and my opinion, back to jobs, back to work initiative that Kate mentionedI think is a great inducement label -type to go with your Jobs Hawaii. And if that's—if the program doesn't exist or if it's terminatedI don't know—it should be revived. I think that's a good catchall. MR. LEOPOLDINO: Yeah, thank you. CHR. CABANAS: The governor also has a newly established Office of Resiliency, which I thinkI know this is way over and beyond the role of HR, but I think maybe the executive branch of the County maybe could look in—or network with the governor if they haven't already—maybe we have. And see—'cause Kate is right, there is that group that—there's a whole bunch of factors that areI don't want to say preventing them but holding them back. Whether it's subconsciously or not—or consciously. And if they could be helped to ease back in, I think it would help a lot of our employers and the County of Hawaii. Because there are a lot of organizations—now, they're willing to help the American Job Center with Denise folksGoodwill, they're willing to help people write resumes and even HCC willing to help the individual complete an application, complete the financial aid. Page 16 Merit Appeals Board April 27, 2023 They're there to help. So, if they know that, then the fear factor gets reduced a little bit, yeah. The person becomes more comfortable. MR. LEOPOLDINO: I noticed as we're doing more of these outreach events, activities, and discussionsI'm noticing a lot of these smaller groups doing those things. It's connecting the dots. And I don't think it's our responsibility because we're connecting the dots with all these people, but they're not connecting the dots among each other. And so, I see a lot of duplication in efforts where I feel, like, it might be more efficient if everybody could, kind of, work together. And so, I have recently started working with Sandra—with the Office of Housing and Workforce Development. We started discussions on, like, the Dislocated Worker Program. And so, I think, again, that's a new opportunity for us that we're going to get into. So, yeah, there are a lot of groups out there with all these resources that we're tapping into, but we're noticing there's a lot of duplication as well. And so, we're trying to reel that in and figure out what's the most efficient way for the County to get workers in. So, thank you. CHR. CABANAS: Thank you. Anyone else? Charlie? MR. KUNZ: Yeah. I had a couple final comments, I guess, from my part. Waylen, I think we both—well, me for a while and you now in this management world of the types of jobs that you and I—well, I've held and you're holding now. I think what I hear—one is, I'm really glad that you're starting to bring back or repair the reputation of working for the County. I think that's, kind of, evident in the goals but the results and the steps that you're taking. The other part, I think, that is critical to remember is back when I was managing the Department of Labor, I, too, was on the Agriculture, Business, and Social Services Advisory Committee—so the community college. And, like you're saying—going in and teaching a class and doing these kinds of things, the culture eventually can take over and you'll find yourself—and I'm probably preaching to the choirI'm sure you already know this. But it got to the point where we really had to end up prioritizing because now staff is getting spread thin. We have all these functions and goals and requirements from the feds. and everything. And then, we have staff running around and filling pukas all over to teach classes. And then, some of the teachers, a little bit abusive, and they schedule you for the entire semester because they want you to teach that part, then they can kickback. They're great exposure, amazing material to deliver but I think when the you get some diminishing returns, you might have to reevaluate what it is that you're doing. `Cause it's wonderful stuff. But when you're exposed to a lot of committees and staff is stretched thin, then there might be a new morale problem because they're like running all over. I get all these nods over here but because it's happened. It's happened to me. And then, it's wonderful things because you want to commit, you want to develop, you want to curate these things and make it happen for the Page 17 Merit Appeals Board April 27, 2023 County and the community. But at the same time, then, it's sometimes at the expense of the staff and the programs that might suffer along. So, something to remember going forward. A lot of good opportunities to jump on. Also, might require you to take some time to weigh which things are going to yield the most results once you start running out and you're jumping all over the place. So, just to kind of, like not a Debbie Downer—what is the equivalent for a guy who's a downer— MS. DE SOTO: I'm hearing you talk about effectiveness. MR. KUNZ: Yeah. I mean— MS. DE SOTO: Talking about a Debbie Downer just asking (inaudible). MR. KUNZ: And then, I'd hate to see the staff have this momentum—of which we're all, kind of, capitalizing on—and find out, "Oh, my gosh, now I have to go here"—and then we're committed to too many things and we can't get our regular work done. You guys are already stretched. But it's just a caution, I guess, that can kind of bite you when you least expect it. And then, then you're not as effective, I guess. That's all. MR. LEOPOLDINO: Thank you for that comment, Charlie. I have been mindful of the staff because, like I said, they're at these extracurricular events outside of work hours, on the weekends, it's their personal time—and they have to be in the office screening. And so, I'm very mindful of the potential for burnout. I don't—we've got a great team and want to be mindful of that. And so, I recognize that and I appreciate the comments. So, thank you. CHR. CABANAS: Okay. That was a very good discussion. I think we are ready to move on to the "MAB Monthly Divisional Activity Report" for April 2023. MAB Monthly Divisional Activity Report: April 2023 MR. LEOPOLDINO: So, the next item on my "Director's Report" is our monthly divisional activity report for April. I can address any question. But I think a lot of what we've discussed is covered in this report. And so, I'm happy to answer any questions. CHR. CABANAS: Does anyone have any questions or comments? Well, they're reviewing the report really quick so we'll pause for a bit. MR. WISEMAN: Chair, I have one concern. With respect to the job positions that are available in the County that you try to solicit and maintain. Are these listed somewhere besides going online to the County's website? Page 18 Merit Appeals Board April 27, 2023 MR. LEOPOLDINO: So, we've been—some of our County departments that have customer facing counters, we have plexi stands and we list them. But it's only internal within the County. And we'll do there's 68, right now, continuous recruitments. And so, we do print it wherever we can—when we do career fairs and things like that. But, other than that, we don't have it printed anywhere. When you list it, it's a lot. MR. WISEMAN: How about the MPI—with public radio? MR. LEOPOLDINO: So, the radio print and TV advertising is the next phase that we're working on right now. MR. WISEMAN: I see. MR. LEOPOLDINO: But I will, definitely—could you repeat that? Was it "MPIT' MR. WISEMAN: "N" National Public Radio. MR. LEOPOLDINO: Oh, "NPR" yes. MR. WISEMAN: Yeah. And they have local they're always—we always get things. There's no charge with themTVI don't know. MR. LEOPOLDINO: Right. And then, the mayor's office also has a public relations person that has connections in the radio, so we would share that there as well. MS. DE SOTO: I just had a compliment. Your—the Personnel and Organizational Development Division they are doing so much and that's so inspiring to see, `cause to me that's also another way of making sure that the County's a healthy place to be employed—is they're truly supporting people in all of these different trainings that they're offering. So, that's quite impressive. MR. LEOPOLDINO: I have to give kudos to Jennifer SakamotoJenny. She is a division of one right now. I am working on trying to get her help. And so, because we are moving into the retention programming of our training, and she's already started a pilot program with parks and rec., and she is doing a tremendous job with all the trainings. She's leveraging all the resources that we have but I've only heard endless compliments of her trainings and her offerings. And so, I try to provide her with the support that she needs. Thank you. I'll share that comment with her. CHR. CABANAS: Anyone else? Mr. Wiseman, do you have anything? MR. WISEMAN: No, thank you. CHR. CABANAS: No? Ms. Mathews? Page 19 Merit Appeals Board MS. MATHEWS: No. April 27, 2023 CHR. CABANAS: Mr. Kunz? I noticed for the admin. services division, Waylen, that the manager will be working on the RFP process. Having gone through an RFP process myself, I know how much work that is. So, I'm a little concerned, actually, because this division is short-staffed. This is a lot to be working on an RFP because for an RFP you have to, kind of, know what your system needs. And this is going to be a RFP for payroll and personnel? MR. LEOPOLDINO: Yes. CHR. CABANAS: That's a lot. It just concerns me that's all. MR. LEOPOLDINO: It concerns me a lot as well. CHR. CABANAS: Yeah. MR. LEOPOLDINO: Because it's already started. CHR. CABANAS: Yeah. MR. LEOPOLDINO: Yes. CHR. CABANAS: Well, the manager—having worked with her—she's very meticulous. So, that's not what I'm worried about. MR. LEOPOLDINO: No. CHR. CABANAS: I'm worried about, I guess, the time that she's going to put in, which I know she will knowing her work ethic MR. LEOPOLDINO: Well, it has started already. And so, she's already being—she's putting in a lot of time. CHR. CABANAS: She's put it together. Yeah. MR. LEOPOLDINO: Yes. CHR. CABANAS: I would think so. Okay. I mean, kudos to her, `cause that's a lot. Yeah. MR. LEOPOLDINO: And that was part of my comment when I first started where it's the cart before the horse because she's the one that coordinates the interview and selection process for the position she's trying to recruit. But a lot of her time is spent with this RFP. So Page 20 Merit Appeals Board CHR. CABANAS: Is there a committee, `cause there was a committee when— MR. LEOPOLDINO: Yes. Finance is CHR. CABANAS: people at the County got Eden. MR. LEOPOLDINO: Yes. CHR. CABANAS: So, there's—it's a big committee MR. LEOPOLDINO: Yes. April 27, 2023 CHR. CABANAS: —and it's numerous meetings, constant meetings, constant putting more verbiage in the RFP—so that's what they're working on now? MR. LEOPOLDINO: And because they're going through their process, I can't comment about the RFP. CHR. CABANAS: Right. Yeah no, no. Yeah, we don't expect that. But it just concerns me `cause it is a lot. But having said that, knowing what the pros and cons are with the Eden system, that it will help navigate so that we don't have that— MR. hat MR. LEOPOLDINO: Exactly. CHR. CABANAS: problems or issues with the next system. MR. LEOPOLDINO: Yes. CHR. CABANAS: So, she's the right person to be involved with this. MR. LEOPOLDINO: Absolutely. CHR. CABANAS: Yeah. MR. LEOPOLDINO: It's an investment a painful investment, but it's an investment. CHR. CABANAS: It's money in the bank. MR. LEOPOLDINO: Yes, absolutely. CHR. CABANAS: Because what you want, is you want this next system to work and hopefully eliminate a lot of the paper trails that questions that Gay had about the forms, the numerous auditing of it, and re -auditing of it. So, hopefully, that will streamline the process for all involved. Yeah. Okay. Yeah, kudos to the staff. Yeah. Page 21 Merit Appeals Board April 27, 2023 MR. LEOPOLDINO: Thank you. MS. MATHEWS: And you. MR. LEOPOLDINO: Oh, thank you CHR. CABANAS: Yeah. Okay. So, I think we're done with the director's report if there are no other comments or questions. So, may I have a motion to accept and file the director's report, the MAB quarterly report for January through March 2023, and the MAB monthly divisional activity report for the month of April 2023. MS. MATHEWS: So moved. CHR. CABANAS: Is there a second? MS. DE SOTO: Second. CHR. CABANAS: Thank you. Any discussion? No? Okay, we will start a rollcall vote with Ms. Mathews. MS. MATHEWS: Aye. CHR. CABANAS: Mr. Kunz. MR. KUNZ: Aye. CHR. CABANAS: Mr. Wiseman. MR. WISEMAN: Aye. CHR. CABANAS: Ms. De Soto. MS. DE SOTO: Aye. CHR. CABANAS: Ms. Cabanas—aye. Five ayes. Motion carried to accept the director's report, the MAB quarterly report for January through March 2023 and the MAB monthly divisional activity report for April 2023. Page 22 Merit Appeals Board New Business (Item 6) April 27, 2023 CHR. CABANAS: We are now back on our agenda, Number 6. We do not have any "New Business." Unfinished Business (Item 7) FY 2022-2023 Annual Performance Evaluation Of The Director Of Human Resources (HR) Process; And FY 2022-2023 Human Resources Employee Survey: Proposed Timeline, SurveyMonkey Questions For FY 2022-2023 (Line Department Survey), SurveyMonkey Questions For FY 2022-2023 (Employee Survey), Merit Appeals Board's Evaluation Tool For The Director Of HR For FY 2022-2023, Define Target Audience/Survey Participants (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: Moving along to Number 7 "Unfinished Business." On the agenda, we are tasked with finalizing a proposed timeline for the director's evaluation, survey monkey questions for fiscal year 2022 to 2023 the line department survey—and SurveyMonkey questions for fiscal year 2022 to 2023 the employee survey. "Employee survey" meaning the survey for employees within the Department of Human Resources—and the Merit Appeals Board evaluation tool for the director of HR for fiscal year 2022 to 2023, and the defining of the target audience and survey participants for these surveys. If we need to go into executive session, which I thinkI believe we do, then I'm going to read the following verbiage: The Merit Appeals Board anticipates convening one or more executive meetings regarding the above matter pursuant to HR sections 92-4, 92-5(a)(2), and 92-5(a)(4) for the purpose of 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 Boards powers, duties, privileges, immunities and liabilities. A two-thirds vote pursuant to HRS 92-4 is necessary to hold an executive meeting. MR. WISEMAN: I make a motion that we move to executive session pursuant to the said statute and authorities in—for the said purpose. CHR. CABANAS: Thank you, Mr. Wiseman. Is there a second? MR. KUNZ: Second. Page 23 Merit Appeals Board April 27, 2023 CHR. CABANAS: Thank you, Mr. Kunz. Any discussion? Okay, we will start with a rollcall vote with Ms. Mathews. MS. MATHEWS: Aye. CHR. CABANAS: Mr. Kunz. MR. KUNZ: Aye. CHR. CABANAS: Mr. Wiseman. MR. WISEMAN: Aye. CHR. CABANAS: Aye. Five ayes. Motion carried. The Board will now go into executive session to discuss the annual performance evaluation of the director of human resource process and the fiscal year 2022-2023 human resources surveys for fiscal year 2022-2023. MR. WISEMAN: I'd like to take a moment and say goodbye to CHR. CABANAS: We will excuse the director for a short while. The director can wait outside because he may want to come back in when we go into open session to hear what we have discussed. Correct? Is it up to the Board? He can hear what we say in open session later, yeah? Okay. Thank you, Waylen. So, at this time, let the record reflect that our secretary -reporter is securing the councilroom the Council Chambers. She's closing and locking the door. We do not have ZOOM capability. MS. MATHEWS: Oh, so it hasn't been on at all anyway? CHR. CABANAS: No, it has not because all Board members are present. MS. MATHEWS: Right. Okay, I wasn't sure. CHR. CABANAS: Okay. And Glynis has provided a folder with all of the materials for our review and discussion. It's a lot of work. RECESS: The Chair called for a recess at 10:57 a.m. Page 24 Merit Appeals Board April 27, 2023 RECONVENE: The meeting reconvened at 12:35 p.m. in open session. FY 2022-2023 Annual Performance Evaluation Of The Director Of Human Resources (HR) Process; And FY 2022-2023 Human Resources Employee Survey: Proposed Timeline, SurveyMonkey Questions For FY 2022-2023 (Line Department Survey), SurveyMonkey Questions For FY 2022-2023 (Employee Survey), Merit Appeals Board's Evaluation Tool For The Director Of HR For FY 2022-2023, Define Target Audience/Survey Participants (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: It is 12:35 p.m. We are now in open session on Item number 7, "Unfinished Business." We are now ready to accept a motion to approve the fiscal year 2022-2023 annual performance evaluation of the Director of Human Resources process and fiscal year 2022-2023 Human Resources employee survey. MR. WISEMAN: I make a motion. I move to approve the reports that was just stated verbatim by the Chair. MS. DE SOTO: Second. CHR. CABANAS: Any discussion? If not, I will start a rollcall vote with Ms. Mathews. MS. MATHEWS: Aye. CHR. CABANAS: Mr. Wiseman. MR. WISEMAN: Aye. CHR. CABANAS: Ms. De Soto. MS. DE SOTO: Aye. CHR. CABANAS: Ms. Cabanas—aye. Four ayes. Motion carried to approve the fiscal year 2022-2023 annual performance evaluation process for the Director of Human Resources, which includes a fiscal year 2022-2023 Human Resources employee survey, and the items that are listed below on the agenda involving this process. Okay, moving along. Page 25 Merit Appeals Board Director's Report (Item 8) April 27, 2023 MAB Quarterly Reports: January — March 2023; MAB Monthly Divisional Activity Report: April 2023 (Executive Session: The Merit Appeals Board Anticipates Convening One Or More Executive Meetings Regarding The Above Matters, Pursuant To HRS Sections 92-4 And 92-5(a)(4), For The Purpose Of Consulting With The Board's Attorney On Questions And Issues Pertaining To The Board's Powers, Duties, Privileges, Immunities, And Liabilities. A 2/3 Vote Pursuant To HRS Section 92-4 Is Necessary To Hold An Executive Meeting) (Previously taken out of order.) Announcements (Item 9) CHR. CABANAS: We are now on Number 9. Any "Announcements," Board members? Schedule Next Meeting Date (Item 10) CHR. CABANAS: If not, we are now scheduling the next meeting date to either June 22nd or June 23rd. June 22nd is a Thursday, June 23rd is a Friday. MR. WISEMAN: How about May? CHR. CABANAS: Oh, yes, I'm sorry. We need to do May. Let me do May first. MR. WISEMAN: Oh, okay. CHR. CABANAS: No, we need to do May. I think everyone is available May 26h. MS. DE SOTO: I won't be present, but that's indicated. CHR. CABANAS: Oh, you won't. MS. DE SOTO: Yeah. CHR. CABANAS: We will have quorum in May. One, two, three, four MS. YAMADA: That's the only date the Councilroom is available. CHR. CABANAS: Oh, okay. So, we'll have the meeting on May 20 that's a Thursday. Should we do the June one, also? MS. MATHEWS: It's a Friday on my calendar. MR. YOSHIMOTO: It's a Friday on my calendar. Page 26 Merit Appeals Board April 27, 2023 CHR. CABANAS: Oh, it's a Friday? Oh—Glynis you have Thursday here. It's a Friday. Let me look at my calendar. Wait, let me look at my calendar. I have so many appointments here. Okay, so May 26th, Friday—okay, that's good. Yeah, that's the last day of school. And then, shall we set the June date already because that's the date we have to evaluate Waylen. The May 26th, 2023, meeting will be 10 a.m. in the Council Chambers of the Hawaii County Building, at 25 Aupuni Street, in Hilo. And let's schedule the June meeting because that's the date the director will be evaluated. So, we're looking at either June 22nd a Thursday, or June 23rd, a Friday. What's your pleasure? MS. MATHEWS: I'm open on either one at the moment. CHR. CABANAS: Okay. Shall we do it on June 22nd then? Thursday? MS. MATHEWS: That would be my preference. CHR. CABANAS: Okay, let's do it then. Okay, so June 22nd—okay, so the June meeting will be June 22nd, 2023 that's also a Thursday, 10 a.m. in the Council Chambers of the Hawaii County Building, at 25 Aupuni Street, in Hilo, Hawaii. The director will be evaluated at that time. Adiournment (Item 11) CHR. CABANAS: May I have a motion to adjourn today's meeting? MS. MATHEWS: So moved. CHR. CABANAS: Second? MR. WISEMAN: Second. CHR. CABANAS: Any discussion? If not, I will start a rollcall vote with Ms. Mathews to adjourn. MS. MATHEWS: Aye. CHR. CABANAS: Mr. Wiseman. MR. WISEMAN: Of course. CHR. CABANAS: Ms. De Soto. Page 27 Merit Appeals Board April 27, 2023 MS. DE SOTO: Aye. CHR. CABANAS: Ms. Cabanas—aye. Four ayes. Let the record reflect Mr. Kunz is not present for the motion. The motion is carried. Meeting is adjourned at 12:41 p.m. Respectfully submitted, I Glynis Yamada, Secretary-Reporter APPROVED: /4(cun ata_ Ail . ec la Lt v 4 Gabriella M. Cabanas, Chair Merit Appeals Board Page 28