OHA trustees approve first reading of telework policy after broad staff support

HONOLULU — The Office of Hawaiian Affairs Board of Trustees on May 15 approved on first reading a motion directing the administrator to develop and implement a telework program for positions whose duties are compatible with regular telework, and scheduled a second reading for May 29.

The action, recorded as board of trustees action item BOT 2508, passed first reading by a roll-call tally of eight yes votes and one abstention. The motion instructs the administrator to fold the telework policy into OHA’s Executive Policy Manual, requires employees to meet eligibility criteria, and directs the administrator to provide the board an annual update on implementation.

Trustees, staff and island-based employees described the vote as a significant step toward modernizing OHA’s workforce practices and improving retention and productivity. Hundreds of minutes of public and employee testimony at the meeting emphasized long commutes, recruitment challenges and the agency’s existing IT capability to support remote work.

Public commenters and OHA staff who testified said the agency already uses Microsoft 365 and Teams for remote collaboration and that a formal policy would allow OHA to advertise telework-eligible positions and compete for talent statewide. “Telework is not a luxury to me. It's a solution rooted in practicality and productivity,” said Kristen (staff member), who told trustees she commutes roughly two hours daily from Ewa Beach and estimated the travel equals “480 hours a year.”

Keoni Oldroyd, identified in testimony as a legacy land agent and member of the project team that drafted the guidelines, said the proposed program is not a return to the informal pandemic-era practices but a structured hybrid plan that includes accountability mechanisms: “Those were all things that our original telework team sought to address and which I believe we succeed in addressing with the program that you see before you.”

IT staff testified the technical infrastructure is largely in place. Kevin Chuck, interim IT director, told trustees a telework package of devices and software for participating employees would cost “less than $400 per staff person,” and that many IT team members already drive long distances to OHA offices.

The draft program guidelines presented to the board call for a hybrid model allowing one to three telework days and two days at a central worksite in most cases, with supervisors and HR determining position eligibility. The guidelines include a remote-worksite safety assessment, a participation agreement, and integration of telework oversight with normal performance evaluations rather than a separate telework evaluation.

General Counsel Everett Ota told trustees the board was not voting to adopt the 18-page guidelines at first reading but instead set policy direction and authorized the administrator to implement and refine the program. The action item also states the board reserves the right to modify, suspend or discontinue the telework program.

Trustees and administration emphasized accountability. Administration representatives said eligibility requires satisfactory work performance as shown in the employee’s most recent performance review, that overtime remains subject to approval, and that OHA would provide equipment but not ongoing utility or Internet payments. Summer Silver (chief of staff) said the administration plans manager training and additional supervisory accountability measures alongside telework implementation.

Board discussion referenced prior board action: the telework policy would supersede a June 1, 2023 return-to-office directive previously in effect, and trustees agreed to a review period and reporting back to the board on program implementation. The administrator and staff signaled a target timeframe for rollout and additional legal and labor review; trustees and administration discussed aiming for operational steps by July 1.

Cost and operational details were raised in testimony and during discussion. Trustees were told OHA has roughly 125 FTE statewide, with about 107 staff commuting to the Malama Kukui offices on Oahu; OHA currently contracts approximately 32 parking stalls at Dole Cannery at a cost of about $8,000 per month (roughly $96,000 per year), a savings the administration said could be realized if telework reduces on-site demand. Staff and trustees also noted potential non-budgetary benefits such as reduced sick leave and lower employee turnover.

The board moved the telework policy forward after lengthy staff and public comment. The motion on first reading was made by Vice Chair Souza and was seconded (second identified in the meeting record as not specified consistently). The board recorded the action as first reading; if it passes second reading on May 29, the policy will be incorporated into OHA’s Executive Policy Manual and the administration will complete the implementation steps, including manager training, safety assessments, updated SOPs and final review by OHA labor counsel.

Supporters urged the board to adopt telework as a tool to increase retention, improve employee wellness, and extend OHA’s ability to recruit talent statewide. Some trustees framed the change as an expression of OHA values and as a strategic step toward filling vacancies and enhancing service to beneficiaries. The administrator and staff said they will return to the board with final implementation language and that ongoing adjustments would be made based on experience and reporting.

Votes at a glance: first reading of BOT 2508 — approval to implement a telework policy (motion passed; eight yes, one abstention). Second reading scheduled for May 29.

The meeting then moved to community concerns and other agenda items.