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HomeMy WebLinkAbout2011-06-23 Merit Appeals Board Minutesr rwo Hilo, Hawaii Thursday, June 23, 2011 The regular meeting of the Merit Appeals Board, County of Hawaii, was held in the conference room of the Department of Human Resources, 101 Pauahi Street, Suite 2, Hilo, Hawaii, on Thursday, June 23, 2011. Present: Mr. Gary Yoshiyama, Vice Chair Mr. Henry "Hank" Silva, Member Mr. Brian De Lima, Member Mr. Kenneth Rowe, Member Mr. Ronald K. Takahashi, Director of Human Resources Ms. Diane Noda, Deputy Corporation Counsel Ms. Yumi Nakamura, Clerk III Ms. Velma Y. Menezes, Secretary - Reporter Vice Chair Yoshiyama called the meeting to order at 10:00 a.m. MINUTES OF FEBRUARY 15, 2011 MOTION: Mr. Rowe moved that the minutes of February 15, 2011 be approved as circulated. The motion was seconded by Mr. Silva and unanimously carried. NEW BUSINESS A) Annual Evaluation of Director of Human Resources Vice Chair Yoshiyama took the above item out of order to allow special guests, Mayor Billie Kenoi and Managing Director Bill Takaba, an opportunity to speak to the matter. 9fawai`i County is an EquaCoyyortunity Provider and EmyCoyer. \ /'►p As this concerns a personal matter, Vice Chair Yoshiyama asked Mr. Takahashi whether he would like the matter discussed in an open meeting or closed meeting. Mr. Takahashi requested an open meeting. Vice Chair Yoshiyama noted that the Board was supposed to have completed an assessment of the job that the HR director had done in the calendar year, and the Board failed to do that. If there is any action the Board wants to take after hearing from Mr. Takahashi and guests, the Board can take up the matter then. Mayor Kenoi stated that he came by to 1) personally thank the Merit Appeals Board who performs a public service to the community. He appreciates what the members of the Board do and wanted to individually honor the members, who sometimes handle very complex matters. 2) They have been engaged in very complex collective bargaining negotiations with multiple employee representatives, as well as other employer groups, even counties and the State, and having Ron Takahashi as their Director of Human Resources is an incredible asset. He feels comfortable and confident that Hawaii County's interests are protected: 1) that the interests of Hawaii County's employees are protected; and 2) the interests of the community are protected. That is well served by Mr. Takahashi's leadership. Mayor Kenoi also praised Mr. Takahashi's choice for his deputy, Ms. Sharon Toriano, whom he stated is an incredible asset in a myriad of ways to the administration, to County government, and to the community. Mr. Takahashi not only has Mayor Kenoi's trust -- complete, unequivocal trust -- to make good decisions for this County, but he has the respect of everybody else in the State; and as everyone knows, people determine one's integrity by their word, that they're saying what they mean and that they mean what they say. Mr. Takahashi has served that role. As a leader, the goal is to get good information so that you can make good decisions. Mr. Takahashi is on point in giving factual information to the Mayor. Other jurisdictions respect Mr. Takahashi's positions as well, which the Mayor takes as the highest compliment. As they continue to move forward, the Mayor knows they'll have their challenges on the issues they collectively face, but he couldn't ask for a better human resources director, and he wanted to put that on the record. The Mayor RIA ,/'%, thanked Mr. Takahashi for his service and his steady, calm, intelligent, and honest leadership of human resources. Vice Chair Yoshiyama asked Mr. Takahashi what his goals are, to which Mr. Takahashi responded that when he interviewed for this position, he had stated at that time that his goal was to improve the overall human resource management program in the County to an image of an agency that is well received where people will want to come for advice and information. Another goal was to work with the administration in helping them and all departments to accomplish their own goals. As service agencies to the public, HR provides staff service to these agencies to help them achieve what they want. Those were primarily his general goals. Managing Director Bill Takaba stated the following: He's worked for the County for 37 years and has been through perhaps five HR directors. When Mr. Takahashi stated that he wanted to improve the image of the HR department and work with other departments, and improve operations and work with the administration, Mr. Takaba thought that was a very refreshing departure from the persona other directors may have portrayed. He believes Mr. Takahashi has accomplished all of those goals. The administration continues to look forward to working with Mr. Takahashi, and as the Mayor said Mr. Takahashi is very skilled in what he does. People, not only within the County but outside of the County (other jurisdictions), look to him for support. He has kept the administration informed, which is very important, whenever collective bargaining and operational issues come up. That allows them to make better decisions. Mr. Takahashi also gives them a lot of confidence in what they do because he knows the laws and the rules that govern personnel, hiring and firing, and working with the grievances. He believes that the department has improved a lot where the other departments look to HR in a consultative role, and everybody is thankful that Mr. Takahashi is here. They enjoy working with Ms. Toriano as well. They make a good team. Mr. Silva recommended presenting Mr. Takahashi with an evaluation letter stating something along the lines that they find him skilled and respected, and they approve of his administrative abilities. 3 OOON 100IN Mr. Rowe asked whether Mr. Takahashi thought about surveying the County employees to check how well they've done, and also doing a community survey. What that would do is give them a more validated response that's not just by Board members but people within who they work with and people that they are supposed to be serving. For him personally, he feels Mr. Takahashi is doing a great job, but it's about not him, it's about the perception of the community. Mr. Takahashi responded that he'll give it some thought. Mr. De Lima commented that Mr. Takahashi is the right person for the job. His comment has nothing to do with Mr. Takahashi, but he believes there needs to be a more formal evaluation process. It involves Mr. Takahashi self - critiquing himself, and it should be something that all the cabinet members utilize. The State of Hawaii has its own evaluation system for their department heads, and the EUTF uses an evaluation for its own director. Between now and the next evaluation process, the Board should agendize this matter for subsequent meetings early in Mr. Takahashi's term to develop a formal process of evaluation to use next year. It would be a helpful tool for Mr. Takahashi as well as his team. Mr. Takahashi will obtain the different evaluation forms noted above that may be available for information. Vice Chair Yoshiyama noted that counsel pointed out the director's evaluation is on a fiscal year basis and not on the calendar year. Knowing the item was coming up at this meeting, he had met with Mr. Takahashi, and they talked about the past evaluation processes. Mr. Takahashi had suggested that they ask someone from the administration to talk to the MAB, and while it's not a substitute for a good evaluation process, that would at least give them some feedback. Thus, as everyone is in agreement, they will agendize this matter for the next meeting. MOTION: Mr. De Lima moved to place on the record that Mr. Takahashi has done an exemplary job as the director, there are no reservations about his performance, and that in accordance with Rule 100-11 of the Rules of the Civil Service 4 Mmo r*411 Commission/Merit Appeals Board, he "meets expectations." The motion was seconded by Mr. Silva and unanimously carried. The Board will formally give Mr. Takahashi a letter stating such. UNFINISHED BUSINESS A) Selection of Chair and Vice Chair for Calendar Year 2011 MOTION: Mr. De Lima moved to nominate Mr. Yoshiyama as Chair and Mr. Silva as Vice Chair. The motion was seconded by Mr. Rowe. Mr. Silva indicated a reservation in serving as Vice Chair; and Mr. Rowe stated his willingness to serve. Mr. De Lima withdrew his motion, and Mr. Rowe withdrew his second. MOTION: Mr. De Lima moved to nominate Mr. Yoshiyama as Chair and Mr. Rowe as Vice Chair. The motion was seconded by Mr. Silva and unanimously carried. Mr. Yoshiyama was elected Chair with Mr. Rowe as Vice Chair for the remainder of calendar year 2011. NEW BUSINESS B) Frequency of Merit Appeals Board Meetings and Change in Meeting Day Chair Yoshiyama recalled that some time ago because of a conflict in his schedule with another board he serves on, he brought up the conflict with the Board, and the Board accommodated him by changing the time of the meeting to 10:00 a.m. on the third Tuesday of every month. Chair Yoshiyama opened up a discussion on the frequency of meetings and any changes in the meeting day, as Mr. De Lima also serves on the Board of Education and may have a conflict as well. 5 #Oft*" AaWN Ms. Nods interjected with Civil Service Rule 100-69 which states that regular meetings shall be on the third Tuesday of every month beginning at 9 :30 in the conference room of this department or at such other time and place as may be specified by the Commission (Board). Ms. Noda's reading is that the rule requires the monthly meeting, but the Board can change the time and place. While the Board may not have had meetings every month, they have been regularly scheduled and sometimes cancelled. A liberal interpretation is that the Board can change the meetinkid ' sand - (IMM6cd Ot 712 -111 rnecting. Mr. De Lima suggested changing the rule, to which Mr. Takahashi noted that the department has rule changes in its future, and the department will include the Board's rule change. The rule changes do have to go through a public hearing, but first will be agendized for the Board's next meeting. Mr. Takahashi will look into Mr. Rowe's suggestion of videoconferencing the meetings, if possible, at the West Hawaii Civic Center so that Mr. Silva wouldn't have to travel so far. Chair Yoshiyama noted that Tuesdays are not good for Mr. De Lima and himself. After a brief discussion, the Board decided to schedule its meetings on Wednesdays. MOTION: Mr. De Lima moved to change the regular meeting days from Tuesdays to Wednesdays and agendize the rule change for the next meeting. The motion was seconded by Mr. Silva. Discussion: Chair Yoshiyama questioned whether the Board wanted to stay with the 9:30 time. MOTION: Mr. De Lima moved to amend the motion to change the regular meetings from the third Tuesday of each month to the third Wednesday of each month at 9:30 a.m. and agendize the matter at the next meeting. The motion was seconded by Mr. Silva and unanimously carried. 3 n C) Frequency and Format of HR's Activity Report to Merit Appeals Board Chair Yoshiyama asked the Board whether they want this report, and if they do, what about its frequency? He also asked Mr. Takahashi about the reason behind generating this report. Mr. Takahashi responded that this report was worked out between the previous director and the previous chair as to format, content, and frequency. I There isn't a rule that says he has to submit a monthly report, but he believes the previous director initiated it on the premise that these may be things the Board might want to know about. This report is generated strictly for the Board; it's not for the department. Mr. Silva commented that the report could be used as part of the evaluation (accomplishments). Chair Yoshiyama stated that for himself, he's more concerned with frequency. Yes, it's a good tool for the Board and good to have, but what about the frequency and the amount of time it involves for staff? Mr. Rowe commented that quality reports are always good to see — where they started and where they end up, so he would like to see something quarterly. Chair Yoshiyama agreed and stated that he wants to see comparative data, whether it be quarterly or semi - annually. Mr. Rowe noted that it will validate what the department is doing correctly. For him, it's more about collective measures, what happened, what they did, and validates everything as part of its performance. The question was raised on whether the Board wants Mr. Takahashi to make monthly oral reports. Ms. Noda noted that with other commissions that have the appointing authority, for example, the Fire Commission, the Fire Chief will give a verbal monthly report and updates on what's happening, etc. He may also submit data or charts as necessary. Mr. Silva thought that Mr. Takahashi could highlight items of importance on a monthly basis. Otherwise, a quarterly report would be fine. 7 DIRECTOR'S REPORT Mr. Takahashi reported the following: A) Update on Terence S. Ignacio's appeal to Third Circuit Court. Terence Ignacio did appeal the Board's decision to uphold his termination to the Third Circuit Court. The court has demanded that the production of the record of the hearing, which is in the process of being completed. B) Collective bargaining update. HGEA did agree tentatively to a settlement. The agreement has been ratified. They are still in the process of finalizing the final language before the parties sign off on it, but to date that has not occurred. The tentative agreement does call for a 5% temporary reduction in salary for two years, a change to a 50/50 contribution toward the medical (EUTF), where right now the employers are paying 60% and employees 40 %. That was negotiable, and that was negotiated to 50/50. The third part to that agreement was that the employees would receive six hours per month of supplemental time off, which is like an additional paid leave that they grant through the negotiation process. While they have been in constant negotiations with the UPW, Police, and Fire unions, they have been unable to reach a settlement with those unions; and those contracts expire June 30. He can comfortably say that come July 1, they will not have a new contract to take its place. They will, however, maintain the status quo and continue the provisions, benefits, conditions, and all terms of the contract that are in effect on June 30 while good faith negotiations are being conducted. Mr. De Lima commented that he didn't think that was a good idea. If he were in charge, he would have declared an impasse by this point, made his final best offer, and then unilaterally implement the final best offer by July 1. Otherwise they'd be playing right into the unions' hands because every month they're collecting the 100% with no percentage reduction. Mr. Rowe asked what happens to the furlough days for the County if they are going to maintain the current contract status. N AO*4, Mr. Takahashi responded that the terms of the UPW contract which has the furloughs in it was also a contract that they deemed to have been a temporary reduction, and those temporary reductions would have been for that specific contract period so that the temporary reduction would go away come July 1. Their continuation would be of the contract that was in effect prior to that. The County has, through the wisdom of Mayor Kenoi and in consultation with Budgeting and HR, taken the safe road and budgeted for continuing wages and the 60/40 EUTF for the County of Hawaii. The position of the employer is that the supplemental time off is a non -cost issue, and while that's debatable, since it is paid time off, the employee cannot cash out that time at the end of the contract. The employee can accumulate it for two years and take the time off with the approval of the supervisor, but the employee must either use it or lose it. The issue of employee shortage at certain facilities opens the door for supplemental agreements for jurisdictions to enter into regarding implementation and to come up with terms that would be applicable to each jurisdiction. C) Other Items of Current Interest. At the end of last year, the department lost Daniel Santos to retirement. Since that time, the department has lost the services of two clerks and has hired a new specialist, Jennifer Sakamoto, who transferred from the Department of Public Works. As part of the organization of the department, Mr. Takahashi's plan had been to downsize and become more efficient, create more generalists and get away from the specialized areas. A pool of three generalists has been created, and the department is moving toward that direction. Mr. Takahashi anticipates losing two more employees this year through retirement, and the department is gearing up and training staff to face the reality that they won't be filling positions. Mr. De Lima stated his concern that Mr. Takahashi's good management is going to come back and haunt him, because if he keeps the positions vacant and it comes time to review where the administration needs to take money from, Mr. Takahashi may lose those positions. However, if Mr. Takahashi filled it now and people retiree, at least he'd have a longer period for training. Mr. Takahashi stated that he has taken that into consideration in their discussions, and he has a plan that he believes they can implement. The department did purchase online software program for recruitment, which in 6 ,*�N AO*4, itself will reduce staff time. It'll be more streamlined and overall more efficient for everybody in the County. It will reduce the time it takes to recruit and get positions filled. Part of the trade off was to use the monies that funded one or two of the positions to purchase the software using this year's funds. There is an annual maintenance fee, but it will be covered. He's confident that they're heading the right way and will get there to streamline and make their operations more efficient. Mr. De Lima noted that Mr. Takahashi will need to, in the future, remind people how responsible he was and how he had voluntarily reduced his workforce so that his workforce isn't reduced further. In response to Chair Yoshiyama's question on going paperless, Mr. Takahashi informed the Board that the County is into laserfiching with the Corporation Counsel's office taking the lead in that area, so the department has been scanning all areas and getting its paper documents into electronic storage. They are also working with departments on reorganizing and streamlining their operations, and he believes they are making headway. Like Mr. Takaba had reported, the departments are coming to them now, and they are using themselves as an example. They can't be advising departments to do things if they're not doing it themselves, and that went a long way where departments are now working with them in doing things with strategic planning. NEXT MEETING DATE The Board scheduled its next meeting for Wednesday, July 27, 2011, at 9:30 a.m. The meeting adjourned at 10:55 a.m. APPROVED: Gary N.� hiyam Chair Respectfully submitted, Ronald K. Takahashi Secretary ,L L. i Hilo, Hawaii Thursday, June 23, 2011 The regular meeting of the Merit Appeals Board, County of Hawaii, was held in the conference room of the Department of Human Resources, 101 Pauahi Street, Suite 2, Hilo, Hawaii, on Thursday, June 23, 2011. Present: Mr. Gary Yoshiyama, Vice Chair Mr. Henry "Hank" Silva, Member Mr. Brian De Lima, Member Mr. Kenneth Rowe, Member Mr. Ronald K. Takahashi, Director of Human Resources Ms. Diane Noda, Deputy Corporation Counsel Ms. Yumi Nakamura, Clerk III Ms. Velma Y. Menezes, Secretary-Reporter Vice Chair Yoshiyama called the meeting to order at 10:00 a.m. MINUTES OF FEBRUARY 15, 2011 MOTION: Mr. Rowe moved that the minutes of February 15, 2011 be approved as circulated. The motion was seconded by Mr. Silva and unanimously carried. NEW BUSINESS A) Annual Evaluation of Director of Human Resources Vice Chair Yoshiyama took the above item out of order to allow special guests, Mayor Billie Kenoi and Managing Director Bill Takaba, an opportunity to speak to the matter. Wawai`i County is an EqualOpportunity Provider and Employer. As this concerns a personal matter, Vice Chair Yoshiyama asked Mr. Takahashi whether he would like the matter discussed in an open meeting or closed meeting. Mr. Takahashi requested an open meeting. Vice Chair Yoshiyama noted that the Board was supposed to have completed an assessment of the job that the HR director had done in the calendar year, and the Board failed to do that. If there is any action the Board wants to take after hearing from Mr. Takahashi and guests, the Board can take up the matter then. Mayor Kenoi stated that he came by to 1) personally thank the Merit Appeals Board who performs a public service to the community. He appreciates what the members of the Board do and wanted to individually honor the members, who sometimes handle very complex matters. 2) They have been engaged in very complex collective bargaining negotiations with multiple employee representatives, as well as other employer groups, even counties and the State, and having Ron Takahashi as their Director of Human Resources is an incredible asset. He feels comfortable and confident that Hawaii County's interests are protected: 1) that the interests of Hawaii County's employees are protected; and 2) the interests of the community are protected. That is well served by Mr. Takahashi's leadership. Mayor Kenoi also praised Mr. Takahashi's choice for his deputy, Ms. Sharon Toriano, whom he stated is an incredible asset in a myriad of ways to the administration, to County government, and to the community. Mr. Takahashi not only has Mayor Kenoi's trust— complete, unequivocal trust— to make good decisions for this County, but he has the respect of everybody else in the State; and as everyone knows, people determine one's integrity by their word, that they're saying what they mean and that they mean what they say. Mr. Takahashi has served that role. As a leader, the goal is to get good information so that you can make good decisions. Mr. Takahashi is on point in giving factual information to the Mayor. Other jurisdictions respect Mr. Takahashi's positions as well, which the Mayor takes as the highest compliment. As they continue to move forward, the Mayor knows they'll have their challenges on the issues they collectively face, but he couldn't ask for a better human resources director, and he wanted to put that on the record. The Mayor 2 thanked Mr. Takahashi for his service and his steady, calm, intelligent, and honest leadership of human resources. Vice Chair Yoshiyama asked Mr. Takahashi what his goals are, to which Mr. Takahashi responded that when he interviewed for this position, he had stated at that time that his goal was to improve the overall human resource management program in the County to an image of an agency that is well received where people will want to come for advice and information. Another goal was to work with the administration in helping them and all departments to accomplish their own goals. As service agencies to the public, HR provides staff service to these agencies to help them achieve what they want. Those were primarily his general goals. Managing Director Bill Takaba stated the following: He's worked for the County for 37 years and has been through perhaps five HR directors. When Mr. Takahashi stated that he wanted to improve the image of the HR department and work with other departments, and improve operations and work with the administration, Mr. Takaba thought that was a very refreshing departure from the persona other directors may have portrayed. He believes Mr. Takahashi has accomplished all of those goals. The administration continues to look forward to working with Mr. Takahashi, and as the Mayor said Mr. Takahashi is very skilled in what he does. People, not only within the County but outside of the County (other jurisdictions), look to him for support. He has kept the administration informed, which is very important, whenever collective bargaining and operational issues come up. That allows them to make better decisions. Mr. Takahashi also gives them a lot of confidence in what they do because he knows the laws and the rules that govern personnel, hiring and firing, and working with the grievances. He believes that the department has improved a lot where the other departments look to HR in a consultative role, and everybody is thankful that Mr. Takahashi is here. They enjoy working with Ms. Toriano as well. They make a good team. Mr. Silva recommended presenting Mr. Takahashi with an evaluation letter stating something along the lines that they find him skilled and respected, and they approve of his administrative abilities. 3 Mr. Rowe asked whether Mr. Takahashi thought about surveying the County employees to check how well they've done, and also doing a community survey. What that would do is give them a more validated response that's not just by Board members but people within who they work with and people that they are supposed to be serving. For him personally, he feels Mr. Takahashi is doing a great job, but it's about not him, it's about the perception of the community. Mr. Takahashi responded that he'll give it some thought. Mr. De Lima commented that Mr. Takahashi is the right person for the job. His comment has nothing to do with Mr. Takahashi, but he believes there needs to be a more formal evaluation process. It involves Mr. Takahashi self- critiquing himself, and it should be something that all the cabinet members utilize. The State of Hawaii has its own evaluation system for their department heads, and the EUTF uses an evaluation for its own director. Between now and the next evaluation process, the Board should agendize this matter for subsequent meetings early in Mr. Takahashi's term to develop a formal process of evaluation to use next year. It would be a helpful tool for Mr. Takahashi as well as his team. Mr. Takahashi will obtain the different evaluation forms noted above that may be available for information. Vice Chair Yoshiyama noted that counsel pointed out the director's evaluation is on a fiscal year basis and not on the calendar year. Knowing the item was coming up at this meeting, he had met with Mr. Takahashi, and they talked about the past evaluation processes. Mr. Takahashi had suggested that they ask someone from the administration to talk to the MAB, and while it's not a substitute for a good evaluation process, that would at least give them some feedback. Thus, as everyone is in agreement, they will agendize this matter for the next meeting. MOTION: Mr. De Lima moved to place on the record that Mr. Takahashi has done an exemplary job as the director, there are no reservations about his performance, and that in accordance with Rule 100-11 of the Rules of the Civil Service 4 Commission/Merit Appeals Board, he "meets expectations." The motion was seconded by Mr. Silva and unanimously carried. The Board will formally give Mr. Takahashi a letter stating such. UNFINISHED BUSINESS A) Selection of Chair and Vice Chair for Calendar Year 2011 MOTION: Mr. De Lima moved to nominate Mr. Yoshiyama as Chair and Mr. Silva as Vice Chair. The motion was seconded by Mr. Rowe. Mr. Silva indicated a reservation in serving as Vice Chair; and Mr. Rowe stated his willingness to serve. Mr. De Lima withdrew his motion, and Mr. Rowe withdrew his second. MOTION: Mr. De Lima moved to nominate Mr. Yoshiyama as Chair and Mr. Rowe as Vice Chair. The motion was seconded by Mr. Silva and unanimously carried. Mr. Yoshiyama was elected Chair with Mr. Rowe as Vice Chair for the remainder of calendar year 2011. NEW BUSINESS B) Frequency of Merit Appeals Board Meetings and Change in Meeting Day Chair Yoshiyama recalled that some time ago because of a conflict in his schedule with another board he serves on, he brought up the conflict with the Board, and the Board accommodated him by changing the time of the meeting to 10:00 a.m. on the third Tuesday of every month. Chair Yoshiyama opened up a discussion on the frequency of meetings and any changes in the meeting day, as Mr. De Lima also serves on the Board of Education and may have a conflict as well. 5 Ms. Noda interjected with Civil Service Rule 100-6, which states that regular meetings shall be on the third Tuesday of every month beginning at 9:30 in the conference room of this department or at such other time and place as may be specified by the Commission (Board). Ms. Noda's reading is that the rule requires the monthly meeting, but the Board can change the time and place. While the Board may not have had meetings every month, they have been regularly scheduled and sometimes cancelled. A liberal interpretation is that the Board can change the meeting. It doesn't say anything about changing the date and time. Mr. De Lima suggested changing the rule, to which Mr. Takahashi noted that the department has rule changes in its future, and the department will include the Board's rule change. The rule changes do have to go through a public hearing, but first will be agendized for the Board's next meeting. Mr. Takahashi will look into Mr. Rowe's suggestion of videoconferencing the meetings, if possible, at the West Hawaii Civic Center so that Mr. Silva wouldn't have to travel so far. Chair Yoshiyama noted that Tuesdays are not good for Mr. De Lima and himself. After a brief discussion, the Board decided to schedule its meetings on Wednesdays. MOTION: Mr. De Lima moved to change the regular meeting days from Tuesdays to Wednesdays and agendize the rule change for the next meeting. The motion was seconded by Mr. Silva. Discussion: Chair Yoshiyama questioned whether the Board wanted to stay with the 9:30 time. MOTION: Mr. De Lima moved to amend the motion to change the regular meetings from the third Tuesday of each month to the third Wednesday of each month at 9:30 a.m. and agendize the matter at the next meeting. The motion was seconded by Mr. Silva and unanimously carried. 6 C) Frequency and Format of HR's Activity Report to Merit Appeals Board Chair Yoshiyama asked the Board whether they want this report, and if they do, what about its frequency? He also asked Mr. Takahashi about the reason behind generating this report. Mr. Takahashi responded that this report was worked out between the previous director and the previous chair as to format, content, and frequency. I There isn't a rule that says he has to submit a monthly report, but he believes the previous director initiated it on the premise that these may be things the Board might want to know about. This report is generated strictly for the Board; it's not for the department. Mr. Silva commented that the report could be used as part of the evaluation (accomplishments). Chair Yoshiyama stated that for himself, he's more concerned with frequency. Yes, it's a good tool for the Board and good to have, but what about the frequency and the amount of time it involves for staff? Mr. Rowe commented that quality reports are always good to see — where they started and where they end up, so he would like to see something quarterly. Chair Yoshiyama agreed and stated that he wants to see comparative data, whether it be quarterly or semi-annually. Mr. Rowe noted that it will validate what the department is doing correctly. For him, it's more about collective measures, what happened, what they did, and validates everything as part of its performance. The question was raised on whether the Board wants Mr. Takahashi to make monthly oral reports. Ms. Noda noted that with other commissions that have the appointing authority, for example, the Fire Commission, the Fire Chief will give a verbal monthly report and updates on what's happening, etc. He may also submit data or charts as necessary. Mr. Silva thought that Mr. Takahashi could highlight items of importance on a monthly basis. Otherwise, a quarterly report would be fine. 7 DIRECTOR'S REPORT Mr. Takahashi reported the following: A) Update on Terence S. Ignacio's appeal to Third Circuit Court. Terence Ignacio did appeal the Board's decision to uphold his termination to the Third Circuit Court. The court has demanded that the production of the record of the hearing, which is in the process of being completed. B) Collective bargaining update. HGEA did agree tentatively to a settlement. The agreement has been ratified. They are still in the process of finalizing the final language before the parties sign off on it, but to date that has not occurred. The tentative agreement does call for a 5% temporary reduction in salary for two years, a change to a 50150 contribution toward the medical (EUTF), where right now the employers are paying 60% and employees 40%. That was negotiable, and that was negotiated to 50150. The third part to that agreement was that the employees would receive six hours per month of supplemental time off, which is like an additional paid leave that they grant through the negotiation process. While they have been in constant negotiations with the UPW, Police, and Fire unions, they have been unable to reach a settlement with those unions; and those contracts expire June 30. He can comfortably say that come July 1, they will not have a new contract to take its place. They will, however, maintain the status quo and continue the provisions, benefits, conditions, and all terms of the contract that are in effect on June 30 while good faith negotiations are being conducted. Mr. De Lima commented that he didn't think that was a good idea. If he were in charge, he would have declared an impasse by this point, made his final best offer, and then unilaterally implement the final best offer by July 1. Otherwise they'd be playing right into the unions' hands because every month they're collecting the 100% with no percentage reduction. Mr. Rowe asked what happens to the furlough days for the County if they are going to maintain the current contract status. 8 Mr. Takahashi responded that the terms of the UPW contract which has the furloughs in it was also a contract that they deemed to have been a temporary reduction, and those temporary reductions would have been for that specific contract period so that the temporary reduction would go away come July 1. Their continuation would be of the contract that was in effect prior to that. The County has, through the wisdom of Mayor Kenoi and in consultation with Budgeting and HR, taken the safe road and budgeted for continuing wages and the 60/40 EUTF for the County of Hawaii. The position of the employer is that the supplemental time off is a non-cost issue, and while that's debatable, since it is paid time off, the employee cannot cash out that time at the end of the contract. The employee can accumulate it for two years and take the time off with the approval of the supervisor, but the employee must either use it or lose it. The issue of employee shortage at certain facilities opens the door for supplemental agreements for jurisdictions to enter into regarding implementation and to come up with terms that would be applicable to each jurisdiction. C) Other Items of Current Interest. At the end of last year, the department lost Daniel Santos to retirement. Since that time, the department has lost the services of two clerks and has hired a new specialist, Jennifer Sakamoto, who transferred from the Department of Public Works. As part of the organization of the department, Mr. Takahashi's plan had been to downsize and become more efficient, create more generalists and get away from the specialized areas. A pool of three generalists has been created, and the department is moving toward that direction. Mr. Takahashi anticipates losing two more employees this year through retirement, and the department is gearing up and training staff to face the reality that they won't be filling positions. Mr. De Lima stated his concern that Mr. Takahashi's good management is going to come back and haunt him, because if he keeps the positions vacant and it comes time to review where the administration needs to take money from, Mr. Takahashi may lose those positions. However, if Mr. Takahashi filled it now and people retiree, at least he'd have a longer period for training. Mr. Takahashi stated that he has taken that into consideration in their discussions, and he has a plan that he believes they can implement. The department did purchase online software program for recruitment, which in 9 itself will reduce staff time. It'll be more streamlined and overall more efficient for everybody in the County. It will reduce the time it takes to recruit and get positions filled. Part of the trade off was to use the monies that funded one or two of the positions to purchase the software using this year's funds. There is an annual maintenance fee, but it will be covered. He's confident that they're heading the right way and will get there to streamline and make their operations more efficient. Mr. De Lima noted that Mr. Takahashi will need to, in the future, remind people how responsible he was and how he had voluntarily reduced his workforce so that his workforce isn't reduced further. In response to Chair Yoshiyama's question on going paperless, Mr. Takahashi informed the Board that the County is into laserfiching with the Corporation Counsel's office taking the lead in that area, so the department has been scanning all areas and getting its paper documents into electronic storage. They are also working with departments on reorganizing and streamlining their operations, and he believes they are making headway. Like Mr. Takaba had reported, the departments are coming to them now, and they are using themselves as an example. They can't be advising departments to do things if they're not doing it themselves, and that went a long way where departments are now working with them in doing things with strategic planning. NEXT MEETING DATE The Board scheduled its next meeting for Wednesday, July 27, 2011, at 9:30 a.m. 10 The meeting adjourned at 10:55 a.m. Respectfully submitted, Ronald K. Takahashi Secretary APPROVED: Gary N. Yoshiyama Chair vym 11