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HomeMy WebLinkAbout2023-11-21 Merit Appeals Board MinutesREGULAR SESSION Merit Appeals Board Hilo Council Chambers Hawaii County Building 25 Aupuni Street, First Floor, Room 1401 Hilo, Hawaii November 21, 2023 (Tuesday) Call to Order (Item 1) The regular meeting of the Merit Appeals Board, County of Hawaii, was called to order at 10:04 a.m. by Chair Gabriella M. Cabanas, at the Hilo Council Chambers, Hawaii County Building, 25 Aupuni Street, First Floor, Room 1401, Hilo, Hawaii, on Tuesday, November 21, 2023. Roll Call — Present Ms. Gabriella M. Cabanas, Chair Ms. Gay Mathews, Vice -Chair Ms. Kate De Soto, Member Mr. Charles Kunz, Member Absent and Excused Mr. David A. Wiseman, Member Also Present Mr. J Yoshimoto, Assistant Corporation Counsel, Office of the Corporation Counsel Ms. Sommer J. Tokihiro, Director, Human Resources Department Mr. Danny B. Patel, Deputy Director, Human Resources Department Employees of the Department of Human Resources Department Ms. Glynis Yamada, Secretary -Reporter, Human Resources Department Merit Appeals Board Call to Order (Item 1) November 21, 2023 CHR. CABANAS: Good morning, everyone. The Merit Appeals Board meeting is called to order at 10:04 a.m. on this day, November 21, 2023. I am Gabriella Cabanas, the Chair of the Merit Appeals Board. We have quorum today with all four Board members present. But here in the Council Chambers of the Hawaii County Building, at 25 Aupuni Street, First Floor, Room 1401, in Hilo, Hawaii, are the following Board members. We have our Vice - Chair, Ms. Gay Mathews; and other Board member Ms. Kate De Soto, and our other Board member, Mr. Charlie Kunz. We also have present our Assistant Corporation Counsel, Mr. J Yoshimoto; and Glynis Yamada is our Secretary -Reporter but she is excused just for a few minutes while staffing your office so that all of you can be here. And we really appreciate all of you being here this morning with your Director—new Director of Human Resources, Sommer Tokihiro; and the Deputy Director of Human Resources, Danny Patel—and the staff of the Department of Human Resources, which we will be meeting by divisions very shortly. Addendum to Agenda (Item 2) CHR. CABANAS: From my understanding, from our Secretary -Reporter, there is no "Addendum to the Agenda." Statements from the Public (Item 3) CHR. CABANAS: And there are no "Statements from the Public" on any of the agenda items. Director's Report (Item 8) Meet And Greet Department Of Human Resources Employees; And MAB Monthly Divisional Activity Report: November 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, I'd like to request a motion from our Board to move to Item number 8, which is the "Director's Report" so that we can begin the "Meet and Greet" with the Department of Human Resources employees. So, may I have a motion? MS. MATHEWS: So moved. Page 2 Merit Appeals Board November 21, 2023 CHR. CABANAS: Thank you. A second? MS. DE SOTO: Second. CHR. CABANAS: Any discussion? If not, I'll start a rollcall vote with—starting with Ms. Mathews. MS. MATHEWS: Aye. CHR. CABANAS: Ms. De Soto. MS. DE SOTO: Aye. CHR. CABANAS: Mr. Kunz. MR. KUNZ: Aye. CHR. CABANAS: Ms. Cabanas—aye. Four ayes. Motion carried to take Number 8 from the agenda, out of order. Let the record reflect that Mr. David Wiseman is absent. Meet And Greet Department Of Human Resources Employees Okay, so let's start. What I'd like to do is, first of all, because there are five Board members we wanted to just say a little bit about ourselves so that all of you know from where we come from in different career paths. So, I'm going to start with our Vice -Chair, Ms. Gay Mathews—and take about 3 -minutes or so, yeah. You can say whatever you want. MS. MATHEWS: I'm not that interesting for the 3 -minutes. I'm Gay Mathews and it's (inaudible) the way I look and soundI grew up in Honoka`a, graduated from HPA, have a Bachelor of Science in Business Administration, a Master's in Organizational Changing Community Development. Forty-three years of financial—consumer financial services and the last 28 of which I was the President and CEO of the North Hawaii Community Federal Credit Union. And I do a lot of community development work over time—and I failed retirement and I am now running a global 501(c)(3) focusing in humanitarian efforts. That was, like, a minute it's not my fault. CHR. CABANAS: Wow, thank you. Moving along to Ms. Kate De Soto. MS. DE SOTO: Mine will be even more brief. Good morning, I'm Kate De Soto. I am from Hilo. I went to University of Hawai `i at Hilo and graduated with a psychology degree from Page 3 Merit Appeals Board November 21, 2023 there. I moved away to get my master's in social work and I'm a Clinical Social Worker in our community. I have worked with non -profits, (inaudible) a private practice, and now I work for Hawaii Community College as a faculty member in providing health services to the campus. (Inaudible.) CHR. CABANAS: Thank you, Kate. Moving along to Mr. Kunz. MR. KUNZ: I went to elementary school at—my name's Charlie Kunz. I'm skipping all the rest of the—everything else. I worked at the Department of Labor for 35 years, managed the office—Hilo and Kona. And retired there about five years ago. And if my name looks familiar, I may as well go ahead and say, my wife is Susan Kunz. She's my better three-quarters—and I'm just happy that everyone's here because I think this is going to be a good start. Waylen used to work for me many, many years ago. And I'm just pleased that everyone's here to see this and then we can move forward with a new director and, hopefully, the same types of direction that both Waylen and his deputy were taking. So, thank you for being here. Sorry, I was late. There was no parking outside parked by your guys office. CHR. CABANAS: Okay, thank you, Charlie. I'll say a little bit about myself. So, let's see. Some of you already know me, but for those that don't. I'm a graduate of St. Joseph High School and the University of Hawaii at Hilo. I worked in government for 45 years. I started out with the State of Hawaii. I worked in different capacities—DOE, Department of Labor, the State Department of Personnel—which is now known as DHRD. And then, I did a little stint with Public Safety—and all that time I was working for the State, I was applying for other government jobs, especially with the County. So, I got hired in 1981 with Department of Public Works. And then, I was there for a little over a year and then I got a promotion to Department of Civil Service, which is now known as Department of Human Resources because there was a Charter amendment changing the name of the department. So, I worked for the County for over 37 -and -a -half years and I'm going to make five years retired come December 1st. And I retired as a HR manager because I was the Recruitment and Examination Manager. During the time I—when I first started with the department, the then - Director of Civil Service, David K. Luke, Jr. when I started, the department was about with nine employees and I was the tenth because I entered into a new position. And David wanted to reorganize the department. He wanted divisions because when I started everyone was a Generalist I did a little bit of classification, I did a little bit of recruitment, I did a little bit of training, a little bit of everything. But he wanted to reorganize, so he assigned me to actually create the Recruitment and Examination Division. And the other divisions were also developed subsequently. So, the division actually grew with me and I grew with the division as the years unfolded. And I think Page 4 Merit Appeals Board November 21, 2023 the major accomplishment was taking the application process from a paper process to a electronic process, especially since Eden did not incorporate a recruitment function that we needed way back then. So, we did a RFP and we got NeoGov as the vendor, through the RFP—and everything is, like, history now that's what you folks are using. So, that's, kind of, basically, what I've done. I loved my job as some of you well knew and I had a hard time leaving. But it's been five years and I've been very busyI'm the Chair of the Merit Appeals Board, I belong to the Zonta Club of HiloI'm the Second VP. My daughter folks moved backI'm busy with them they were in Maryland. So, I've been really busy with them. And I'm just enjoying my retirement. I do Zumba, I play Mahjong at Kamanaso I do a little bit of things to keep my mind active, keep my body in good shape `cause I turned 70 last week. And so, it's a little bit of everything to just keep myself healthy and strong. And I really always have my heart with you folks because I know what it was like to work for the department. I know what it was like to be an applicant trying for a civil service job for so many years. And so, I'm really happy to see all of you—and that's why we did what we did todayso, you get to know a little bit about the Board. I'm going to yield and turn it over to the Director. Sommer, you have the floorso, we can continue theoh, and before I do I'm sorry. I forgot J thank you for reminding me. So, we have J Yoshimoto, our Assistant Corp. Counsel—before I yield to you, Sommer. Go ahead, J. MR. YOSHIMOTO: Thank you, Madam Chair. I'll be brief. J Yoshimoto, Assistant Corporation Counsel. I've been with the office since 2014—really happy to work for the County. I think the County is the best place to work in all the experiences I've had—great people, great attitudes, great mission. This is a great staff hereHR, I mean, it just speaks volumes. When you work with people, you build the relationshipsI think we all become a better place. And I think this department, this Board, is reflective of that. So, I just wanted to thank everybody for their dedication, their commitment—and, of course, to thank the Board members they're all volunteers serving on this Board. You can get a flavor of their life experiences things that we all bring to the table. And every life has a story. It's amazing when you talk to people, you get to know them—how much richness they bring to every experience. So, yeah thank you, everybody. CHR. CABANAS: Thank you, J. Okay, Sommer you have the floor. (At this time, Ms. Sommer J. Tokihiro, Director, Human Resources Department, came forward.) Page 5 Merit Appeals Board November 21, 2023 MS. TOKIHIRO: Okay. Good morning, Chair Cabanas, and the Members of the Board. I am Sommer Tokihiro, the Director of Human Resources. It was really important, to me, that as part of our, kind of, re -set and new start with a new director that I want to provide opportunities for the entire staff to connect with the Board, for the Board members to be able to, sort of, see and associate the names and positions of all of the hard work that I'm reporting every month and every quarter. So, truly, it's a comprehensive team that puts together all of these outcomes that I'm pleased to report to all of you. So, just really want to take a couple of minutes and just give both sides the opportunity to have a little bit of interaction. So, as Chair Cabanas mentioned, when she started with the department, she was the ninth person tenth person in the department. And now we've grown to eight divisions and I think 28 current employees. So, what I'm going to do, you folks have the organizational chart (SEE ATT. A). I asked each division to, kind of, position themselves a little alphabetically. So, we're going to start with our Administrative Services Division. Okay. So, in this division, DeeAnn Sadayasu is the Administrative Services Officer; Tisha Narimatsu is the Administrative Services Program Specialist; Kelcie Chang is our Human Resources Technician, and Kaila Kaaihue is the Account Clerk. So, that's Admin. Services. Thank you. CHR. CABANAS: Thank you for coming. MS. TOKIHIRO: Okay, our next division is Classification and Pay. So, Jamie Martines is the Human Resources Manager for C&P; then we have Michele Lamkin who's a Human Resources Program Specialist, and Kim Kailipaka who is the Human Resources Technician. CHR. CABANAS: Thank you for coming. MS. TOKIHIRO: In our EEO/ADA Division, our Equal Opportunity Officer is Ryan Caday. Ryan is—has actually decided to return to the Prosecutor's Office. And so, Ryan is with us through December 15'h and then he'll be returning to the Prosecutor's Office, so we will—we are currently recruiting for that position. We wish Ryan well in returning to the Prosecutor's Office. We're very supportive, no hard feelings. CHR. CABANAS: We're going to miss you, Ryan. Good luck. Thanks for coming. MS. TOKIHIRO: Danny's just hoping that we find a qualified replacement very quickly. Otherwise, he gets to be (inaudible)—take on that responsibility as well. Yeah. Page 6 Merit Appeals Board November 21, 2023 So, next is our Health and Safety Division. Ryan Chong is the Human Resources Manager for that division. And then we have Doug McCormick, who's Safety Specialist II; and Kamalu Kualii who is a Safety Specialist I. CHR. CABANAS: Thank you for coming. Take care. MS. TOKIHIRO: Okay. And our Labor Relations Division, the Manager, Lee Botelho is out of the office this week but Karla Stevens, the Human Resources Technician is here. Thank you. CHR. CABANAS: Thank you for coming, Karla. MS. TOKIHIRO: For Personnel and Organizational Development, Jennifer Sakamoto is the Human Resources Manager in that division. CHR. CABANAS: Thanks for coming, Jenny, nice to see you. I'm glad you're getting some help. Take care. MS. TOKIHIRO: Yeah—so we are recruiting for an Employee Development Assistant in that division. So, yes, hopefully Jenny will get some help soon. And our Recruitment and Examination Divisionso, the Manager is Michelle Simmons; Stacie Iwasaki is absent today, but she's a Human Resources Program Specialist; Leslie Kamahele is a Human Resources Specialist; Megan Oshiro, Human Resources Specialist; Jen Kaaihue is a Human Resources Technician II; and Siani Nittaa is the Human Resources Assistant. It was just announced today that Leslie will be transitioning from Recruitment and Examination to Administrative Services Division. So, we're fortunate that she's staying within the department. There's going to be transition—Dee will get a little bit more help in her division and then Recruitment will be looking for someone to fill in Leslie's spot. So, we're pleased to have her, still, remaining within the department. CHR. CABANAS: Thank you all. MS. TOKIHIRO: Okay. And the last division but, certainly, not least—and the one that is always going to be closest to my heart is Workers' Compensation. And so, in the division is Alyson Cortez, the Workers' Compensation Claim Specialist III; Tiffany Wallace is the Professional Trainee and on a career ladder to become a Workers' Compensation Claim Specialist; Sandy Aguiar is the Human Resources Technician; and Ka`o Kahele is the Account Clerk in the division. The recruitment—the internal recruitment to fill the manager position I believe, closes today. And so, hopefully, we'll get some good interest and so we'll have a manager for support for the Workers Compensation Division. Page 7 Merit Appeals Board November 21, 2023 CHR. CABANAS: Wonderful. Nice seeing all of you. Take care. Thanks for coming. SPEAKER: (Inaudible.) MS. TOKIHIRO: I found him outside. I think he might have been part of the peace protest? And, of course, Danny Patel, the Deputy, whom I'm very grateful to have to assist. Danny, I thought, did an excellent job while Waylen was the director. I was very grateful that Danny stayed on and took on the challenge of acting director after Waylen left. And he's been very instrumental in the transition to my role as the new director—and then, just the ongoing support of helping me to learn what all these different roles, responsibilities, resources, and things of that nature. So, very pleased to have Danny continuing in his deputy role. CHR. CABANAS: Thank you, Danny, for staying on. MR. PATEL: (Inaudible.) CHR. CABANAS: Yeah, there you go. It's a win-win. So, at this time thank you, Sommer, for thinking of bringing the staff over because I think it's really important for the staff to know the Board, and the Board to know the employees—and being that we meet here regularly for our meetings, that's really important. So, I liked that you started off your directorship by doing that. I think we all appreciate that. We used to meet—not we, but the Board previous Boards—used to meet in the conference room of your department. But with COVID and the necessity for ZOOM meetings during that time, we ended up meeting in the Council Chambers. But we the Boards always met there. So, the staff would interact with the various Board members, so we don't have that anymore. So, this was really good today. MS. TOKIHIRO: I would like to try and find other opportunities for the staff to engage with the Board more regularly. I'm not exactly sure at this point what form that takes, but that's definitely something that I want to be mindful of going forward. And because I want them to understand how this works, and you are my appointing authority, and I want them to do things like read the meeting minutes, understand how I'm representing all of them and all of their work to all of you—and that's accountability for me. I want them to be able to ask questions"Well, what happened? Why did you answer that question this way?" Or if it provides an opportunity for us to continuously improve in a certain area, I want that to be a little bit more—I wouldn't say more transparent—the process the system has always been there. But until I was interviewing for my position as the director, I wasn't regularly going in and reading the minutes from your meetings. And when I started reading, initially, I started reading what had happened just in the recent past so I could make sure that I was familiar. But then I kept reading and reading and reading—and it's interesting. I mean, it's interesting for process, procedure but then, also, the outcomes and the things that you discussed the feedback that you provided, things that you would recommend. Page 8 Merit Appeals Board November 21, 2023 So, I do want to engage the entire staff of the department with you—more than just me, on their behalf. So, going forward, we'll work on that. CHR. CABANAS: Very good. And they're always free to come to the meetings—maybe not the entire staff but you could always assign a few to come and sit in. Because whatever they learn from our meetings, it's important especially if someday down the road—hopefully not— but otbut should there be an appeal in their area, they pretty much know they feel more comfortable coming before the Board, especially in an appeal hearing where they have to testify, yeah. So, it could be any recruitment matter, classification matter, or any other matter that MAB has jurisdiction over. So, yeah. MR. KUNZ: I have a quick recommendation. I think—well, Gabe and Gay were both members of the Workforce Investment Board or at least participated with the board—it's just part of the County and oversaw projects of mine at the Department of Labor. So, in my office, whenever we had those board meetings, I would drag one staff with me just to experience the meeting. Now, granted, there was lunch also, but that way they could—all of them could see what it is that the manager does, what we're reporting on for the training programs and stuff. So, that might be one way that you can get everybody quick exposure. MS. MATHEWS: (Inaudible.) CHR. CABANAS: That's a good point because I worked under so many directors during the 35 -plus years I was with your department. And each director had his or her management style so, for a few directors I attended the MAB meetings back in the office, especially for Mr. Luke and Mike Ben. Well, Mike Ben was our director for 17 yearsa very long time, but he included me and that helped me because when it came time to even share some knowledge with our Board about the history of the department or the Board—being that I was, like, the last long-time employee in the department when I retired, I have that knowledge and history. So, even for the Board and the department, I memorialized the things that were significant for the Recruitment and Exam. Division—so it would help you or anyone else down the road knowing a little bit about the history. So, yeah. So, that you can—if they're busy, it's understandable. But when can yeah, include some—one or two. MS. TOKIHIRO: Yeah. I appreciate the suggestions and we'll definitely, take that into account as we figure out how we're going to do this going forward. CHR. CABANAS: Keep in mind that this Board is really a very caring, compassionate Board. So, we ask a lot of questions and it's not to micro -manage, but it's to get an understanding of what's happening with the department. Sometimes we give cera few suggestions, but it's just to understand what's going on and then you can ask us as well. So, it becomes a two-way exchange. Page 9 Merit Appeals Board November 21, 2023 Does anyone have any comments? Kate, Gay, or Charlie—okay. Thank you for the meet and greet—and Glynis is back in the office—in the Council Chambers. Yeah, I'm thinking of the department now. But Glynis is back and we finished our introductions. Would you like to share a little bit about yourself, since we all didJ did. You can come up and use one of our mic. Okay. MS. YAMADA: Hi, Sommer. Hi, Danny. So, I've been with the County for about 33 years. I started off in an appointed position as a Council Aid for Takashi Domingo and Jim Arakaki. And then, I became a civil servant in 1996 with the Committee Section in Clerk's Office. And then in 2012-2013I'm not really sureI joined HR. So, it's been a pleasure working with all of you—HR as well as MAB. Thank you. CHR. CABANAS: Thank you, Glynis. Glynis is very efficient and organized and she also serves the Salary Commission. So, between the Merit Appeals Board, Salary Commission, and being the secretary to the Director and the Deputy—she has to really balance everything. Yeah, she's very well-organizedso, we appreciate you, Glynis, thank you. MAB Monthly Divisional Activity Report: November 2023 CHR. CABANAS: So, at this time, going back to the agenda, we are still on Number 8. So, Sommer, we'll take your "MAB Monthly Divisional Activity Report" for November 2023. Do you feel comfortable having it in an open session or would you like to go into an executive session. I'll leave it up to you. MS. TOKIHIRO: Open session is fine. CHR. CABANAS: Okay. So, you may proceed. MS. TOKIHIRO: So, Glynis provided you with a copy of the report and I'm happy to answer any questions that you might have. CHR. CABANAS: Okay, I'm going just take a little pause for everyone to, kind of, glance over your divisional report for November 2023. Does anyone have any questions for the Director? Charlie no? Gay MS. MATHEWS: No. CHR. CABANAS: No. Kate no? I might have one. For the Classification and Pay, are there a lot of re-org. requests at this point in time? MR. PATEL: There are a bunch that were just wrapped upa lot in the Prosecutor's Office. There's a big one that was in the Police Department and there's a few more coming in that are going to be pretty big. Page 10 Merit Appeals Board November 21, 2023 Also, a maintenance review for certain classes of work within the EM, primarily, to start and then expand out from there. CHR. CABANAS: Okay, thank you. Okay, so may I have a motion to accept and file the director's MAB monthly divisional activity report for November 2023? MR. KUNZ: So moved. CHR. CABANAS: Second? MS. DE SOTO: Second. CHR. CABANAS: Thank you. Any discussion? If not, I'll start a rollcall vote to approve, starting with Ms. Mathews. MS. MATHEWS: Aye. CHR. CABANAS: Ms. De Soto. MS. DE SOTO: Aye. CHR. CABANAS: Mr. Kunz. MR. KUNZ: Aye. CHR .CABANAS: Ms. Cabanas—aye. Four ayes. Motion carried. Approval of Minutes (Item 4) Review of Executive Session Minutes August 30, 2023 (Postponed on September 29, 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: Okay, so we now go back to the order of the agenda with Number 4, the "Approval of Minutes." And this is the "Review of the Executive Session Minutes" for August 30, 2023. It was postponed at the September 29h, 2023 meeting. Page 11 Merit Appeals Board November 21, 2023 Have you all had the chance to review the executive session meeting minutes? Do you see a need to go into executive session or shall we just proceed for the motion? Okay. So, I'm going to call for the motion to accept and file the executive session meeting minutes for August 30, 2023. MS. MATHEWS: So moved. CHR. CABANAS: A second? MR. KUNZ: Second. CHR. CABANAS: Thank you. Any discussion? If not, I'll start a rollcall vote with Ms. Mathews. MS. MATHEWS: Aye. CHR. CABANAS: Ms. De Soto. MS. DE SOTO: Aye. CHR. CABANAS: Mr. Kunz. MR. KUNZ: Aye. CHR .CABANAS: Ms. Cabanas—aye. Four ayes. Motion carried to accept and file the executive session meeting minutes for August 30'', 2023. Communication(s) (Items) CHR. CABANAS: There are no "Communication(s)" at this time. Page 12 Merit Appeals Board New Business (Item 6) November 21, 2023 FY 2023-2024 Annual Performance Evaluation Of The Director Of Human Resources (HR) Process. Informational Briefing By Merit Appeals Board Chair Gabriella M. Cabanas For The New Director Of Human Resources Sommer J. Tokihiro Re The Following: Proposed Timeline, Establishing HR Director's Goals For The Period Of January – June 2024, SurveyMonkey Line Department Survey, SurveyMonkey Employee Survey, Merit Appeals Board's Evaluation Tool For The Director Of HR (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: So, we are now on Number 6, "New Business." I think at this time, it merits us going into executive session with the director and the deputy director. So, I'm going to read the executive session MS. TOKIHIRO: Is Danny able to be excused from this? CHR. CABANAS: Yeah, we can excuse Danny. MS. TOKIHIRO: He was going to return to the office. CHR. CABANAS: Yeah. Okay. Thank you, Danny—and have a Happy Thanksgiving. Okay, so we are securing the Council Chambers at this time at 10:38 a.m. So, I'm going to read the executive session verbiage. The Merit Appeals Board anticipates convening one or more executive meetings regarding the above matter pursuant to HRS sections 92-4, 92-5, subsection (a)(2) and 92-5, subsection (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 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. Present in the executive session, are the following Board members—Gay Mathews, our Vice -Chair, Kate De Soto, Charlie Kunz, Mr. Wiseman is absent at this time, our Assistant Corp. Counsel J Yoshimoto, and our Secretary -Reporter Glynis Yamada, and our Director of Human Resources Sommer Tokihiro. So, at this time, I'd like to entertain a motion for us to go into executive session to discuss the "FY 2023-2024 Annual Performance Evaluation of the Director of Human Resources Process." Page 13 Merit Appeals Board November 21, 2023 MS. DE SOTO: So moved. CHR. CABANAS: Thank you. A second? MS. MATHEWS: Second. CHR. CABANAS: Any discussion? If not, I'll start a rollcall vote with Ms. Mathews. MS. MATHEWS: Aye. CHR. CABANAS: Ms. De Soto. MS. DE SOTO: Aye. CHR. CABANAS: Mr. Kunz. MR. KUNZ: Aye. CHR .CABANAS: Ms. Cabanas—aye. Four ayes. Motion carried. Mr. Wiseman is absent and excused from today's meeting. RECESS: The meeting recessed at 10:40 a.m. to convene executive session. RECONVENE: The meeting reconvened at 11:07 a.m. in open session. Unfinished Business (for discussion and appropriate action)(Item 7) (There was none.) Director's Report (Item 8) Meet And Greet Department Of Human Resources Employees; And MAB Monthly Divisional Activity Report: November 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.) Page 14 Merit Appeals Board Announcements (Item 9) November 21, 2023 CHR. CABANAS: We are now on "Announcement"—are there any announcements. Glynis, do you have any? No announcements. Okay. Schedule Next Meeting Date (Item 10) The Merit Appeals Board Will Convene Its Next Meeting On Thursday, December 21, 2023, 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 meeting date, which is Number 10 on the agenda—will be on December 21, 2023 that's a Thursday, here in the Hilo Council Chambers, at 10 a.m.—Hilo Council Chambers of the Hawaii County Building, at 25 Aupuni Street, First Floor, Room 1401, in Hilo, Hawaii. Adiournment (Item 11) CHR. CABANAS: May I have a motion to adjourn today's meeting? MR. KUNZ: So moved. CHR. CABANAS: A second? MS. DE SOTO: Second. CHR. CABANAS: Thank you. Any discussion? If not, I'll start with a rollcall vote with Ms. Mathews. MS. MATHEWS: Aye. CHR. CABANAS: Ms. De Soto. Page 15 Merit Appeals Board November 21, 2023 MS. DE SOTO: Aye. CHR. CABANAS: Mr. Kunz. MR. KUNZ: Aye. CHR CABANAS: Ms. Cabanas—aye. Four ayes. Motion carried to adjourn today's meeting at 11:08 a.m. Thank you everyone and have a Happy Thanksgiving. Respectfully submitted, AuA�,�.0 , M . 0..a.4-ufan Y-- Glynis Yamada, Secretary-Reporter APPROVED: Gabriella M. Cabanas, Chair Merit Appeals Board Page 16 C 0 CI Lel a 0 ai As � aI M E Q 43 0 O 1- U Q c 0 N N o aa) 0 0 U I v> a- 0 N H LU 3:- 0 a D Q IC D t 0 = 6 0 < Q = W 0 zi.Q Ce Q Q o _ 0 0 -o o oQ- = o a_, 0 0 H N �•C•3 z0 a) _c = I— a Oz Q O -- .o U "' a)0 a) 0 o - E IX O ` o Q a)(..) Lu 0 ce -0 c LU 0 CI N > += N N M 0 N 0 r6 Q N U 0— '-- a) E v) ;i D A Q o 0 `c N 0 0 - v 2 C o o o c c o '- a --j 'a5 Oa > >- o LI N 0 p 0 o) c o O 0 O a O Q �} Q 0 J (1) 3 o / 0 = $ ƒ co \ \ ; 0 - CO % K o c 2 - o Q o < t & 2 9 5 o ° c v CNI ° o6 \ E $ q r % \ / / } \ 0 0 0 Z. 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