NEIGHBORHOOD COMMISSION

NEIGHBORHOOD COMMISSION

CITY AND COUNTY OF HONOLULU

MINUTES OF REGULAR MEETING

AUGUST 12, 2003

CITY COUNCIL CHAMBERS

CALL TO ORDER AND INTRODUCTION OF COMMISSIONERS:  Chair Iwamoto called the meeting to order at 6:30 p.m.  A quorum was present.  Chair Iwamoto introduced the Commissioners and Neighborhood Commission staff present.

COMMISSIONERS PRESENT:            Kalene Shim Sakamoto, Roy Wickramaratna, Pohai Ryan, Benjamin Gudoy, Karen Iwamoto.

COMMISSIONERS ABSENT:     Ed Gall, Benjamin Sanchez, Ray Galas.

STAFF:                                     Benjamin Kama (Executive Secretary), Sheri Kajiwara,  Dean Chu.

GUESTS:                                  David Pagan (KDNN FM, Island Rhythm), Debbi Glandstein (Kailua Neighborhood Board No. 31), Clifton Takamura (McCully-Moiliili Neighborhood Board No.8), Normand Robert (Ewa Neighborhood Board No. 23), Jim Corcoran (Kailua Neighborhood Board No. 31), Linda Ure (Maunawili Community Association), Tom Heinrich (Manoa Neighborhood Board No. 7).

PUBLIC INPUT:

1. Clifton Takamura, McCully-Moiliili Neighborhood Board No. 8, reported that he is working on two proposals to revise his Board’s subdistrict boundaries.  He will present his Board with two different boundary alignments schemes and proposals to change the number of members from the present 17 to 15, 13 or 11 members.

The Board also elected its officers – Chair Ron Lockwood, Vice Chair Clifton Takamura, Secretary Linda Dela Cruz, and Secretary Betty Lou Larson.

2. Debbi Glanstein, Kailua Neighborhood Board No. 31, requested clarification on rules regarding the wearing of shirts with messages – such as political candidates or other messages, to avoid the appearance of impropriety.

3. Jim Corcoran, Kailua Neighborhood Board No. 31, requested clarification about liability of technicians’ equipment used to video tape Board meetings for broadcast on Olelo.

Executive Secretary Kama reported that in the case of the Kailua Neighborhood Board, Lillian Hong, the technician video taping the meetings, sought to have the Board assume liability for damage to the equipment she borrows from Olelo.  Kama noted that individual Neighborhood Boards do not have the authority to sign contracts.  A review of this matter by the City Administration and Corporation Counsel indicated that Hong is totally liable for the equipment.  Also, only Hong, among several persons who video tape Board meetings, sought to have the Boards assume liability for the equipment.  A proposal was made to Hong that she provide her own insurance for the equipment and that Boards could pay for a portion of the insurance costs.

Corcoran reported that his Board voted for its Chair to try to seek a lower charge for the video taping and that the broadcasts of the Board’s meetings are beneficial to its community.  He also commended Hong’s work.

4. Tom Heinrich, Manoa Neighborhood Board, reported his Board’s meetings have not been video taped since June of this year, but for reasons other than liability for the equipment.  He also distributed and highlighted copies of his comments on several items on tonight’s agenda.

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5. Normand Robert, newly appointed member of the Ewa Neighborhood Board introduced himself.

APPROVAL OF REGULAR MEETING MINUTES OF MAY 13, 2003 – Wickramaratna moved and Sakamoto moved to approve the minutes.  The motion carried unanimously.

ANNOUNCEMENTS:

1. Copies of a letter to all Neighborhood Board chairs reminding them that they are not to sign contracts, and reminders about following the sunshine law, were provided to the Commissioners.

2. Copies of a letter to Councilmember Dela Cruz on past workshops held for Neighborhood Board members, were provided to the Commissioners.

3. City Council Bill No. 40, relating to the Sunshine Law, would require training for members of all boards and commissions, and imposes severe penalties for those who do not take the training.   Kama reported submitting testimony on this bill, which as it currently reads, could become a disincentive for persons to serve on boards and commissions.

4. Copies of a letter to all Neighborhood Board members, relating to Board members’ responsibilities in helping to maintain order and decorum at meetings, were provided to the Commissioners.

Discussion followed where Commissioner Ryan reported receiving a complaint about events at the last Kailua Board meeting.  It was noted that a recent workshop on parliamentary procedure was held last month for Board members.  It was suggested that more specific training be provided for Boards on handling certain types of problems.

COMMISSIONERS’ REPORTS:

Commissioner Ryan reported that following the last Kailua Neighborhood Board meeting, she received a complaint about one member who is involved in litigation against a company making a presentation before the Board, requesting that this member should declare a conflict of interest on a matter before the Board.

Commissioner Wickramaratna reported attending the last Makakakilo Neighborhood Board meeting, and noted that 8 of 9 members from last term were reelected.

Chair Iwamoto reported attending the last Palolo Neighborhood Board meeting where topics discussed included the Hawaiian Electric Company’s Kamoku-Pukele powerline project and the Conditional Use Permit for Palolo Chinese Home’s expansion project.

EXECUTIVE SECRETARY’S REPORT:  Executive Secretary Kama reported the following:

1. Neighborhood Commission Office will be holding a Recurring Legal Issues Workshop, for Board members, August 25, Neal Blaisdell Center, 6:30 p.m.

2. There are two Mayor-appointed, and one City Council-appointed vacancies on the Commission to be filled.

UNFINISHED BUSINESS:

NEIGHBORHOOD PLAN REVISION EFFORT UPDATE - Chair Iwamoto noted she intends to continue to serve until work on the revisions to the Neighborhood Plan are completed.

NEW BUSINESS:

STATUS OF COMMISSIONER TERMS, EXPIRED TERMS - Chair Iwamoto reported the terms of herself, Gudoy and Murchie, have expired.

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Heinrich noted that Commissioners can continue to serve until a replacement is named.

ATTENDANCE OF COMMISSIONERS AT COMMISSION MEETINGS – Chair Iwamoto noted that some members of the Commission have missed meetings, and that this has adversely affected the Commission’s ability to conduct business.  She noted the Commission can request the replacement of such members.

Heinrich noted that this matter is covered in his report and noted that the Commission cannot remove a commissioner, but it can request the appointing authority, the Mayor or the City Council, request the resignation.

Chair Iwamoto requested Neighborhood Commission staff notify the Commission of commissioners with excessive absences for possible request of resignation or action by the appointing authority.

Discussion followed.  Sakamoto moved and  Wickramaratna seconded that the Neighborhood Commission Office write letters to the commissioners with more than three absences, requesting their intention to serve on the Neighborhood Commission.  The motion carried unanimously.  Additional discussion followed.

Heinrich noted that this topic is covered in his report, and suggested the tabulation of absences begin with the start of the current longest serving member of the Commission to the current point.

ELECTION OF OFFICERS FOR THE AUGUST 2003 TO JULY 2004 TERM – Chair Iwamoto noted that she, and Commissioner Gudoy are not eligible to serve another term on the Commission.  Discussion followed.  Sakamoto moved and Ryan seconded to defer this item to the next meeting.  The motion carried unanimously.

COMMISSION GOALS AND OBJECTIVES FOR THE NEW TERM – Chair Iwamoto requested members of the Commission think about this subject, and that it is important that this be done.

Heinrich reported that his comments on this matter are addressed in his report.

Discussion followed on cuts to the Neighborhood Commission’s postage budget which resulted in cuts to the Boards’ Publicity Budgets.  This has affected some Boards’ paying for video taping of their meetings for broadcast on Olelo.  Clarification of how the Publicity Budget can be used was requested, and it was suggested greater leeway be available.

It was noted that the State Library computer system does not allow the access to the City’s web site to read Neighborhood Board minutes.

Kama reported that the Board’s Publicity Budget was determined by the household count used to send a newsletter, printed by the City, to each household.  The Publicity Budget can also be used to print a newsletter in a regional newspaper, or video tape meetings for broadcast on Olelo.

Discussion followed on soliciting donations for the Publicity Budget and it was noted that such donations are authorized and would have to be first accepted by the City Council as a donation to the City.

It was suggested the Commission set an example for the Boards by establishing a list of goals and objectives.

It was suggested that the Neighborhood Commission’s budget should have been kept at previous levels.  Kama thanked everyone who testified at City Council hearings on this matter.

COMMISSION REPRESENTATION ON STATE’S ICE TASK FORCE – Chair Iwamoto reported Commisisoner Gall has expressed interest on this matter.  Kama briefly reviewed the goals of the Lt. Governor’s Office of this matter.  Kama noted he has not confirmed whether or not Gall can serve on this task force, and will follow up.  Iwamoto noted that government should not preclude interested persons from serving.

It was suggested the Governor’s Office representative to the Boards keep them updated on the task force.

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COMMITTEE REPORTS:

NEIGHBORHOOD PLAN – Heinrich reported he will complete work on the Third Draft Revised Neighborhood Plan by this coming September 2.  The draft will then go to the City Corporation Counsel for review.  Following this review, it will be submitted to the Neighborhood Plan Committee.  A special meeting on the Plan for the Commissioners will then be held before the Plan is made available for public review, including being placed on the Neighborhood Commission web site.

It was suggested, and the minutes of the Neighborhood Plan Committee meetings will be placed on the Neighborhood Commission web site.

Heinrich noted that the exact timetable has not been determined, but that the public hearings could be held sometime this coming November or December.  Kaichi, from the City Corporation Counsel’s Office, indicated that they will need about a month for them to review the Plan.

Concern was expressed about the 45-day public review period before the public hearings, that this might put the hearings into the Thanksgiving and Christmas holiday season

BUDGET – Sakamoto reported that the budget cuts of $20,000 to the Neighborhood Commission’s postage budget resulted in a 25 percent cut to each of the Boards’ Publicity Budget.

There were no other committee reports.

SCHEDULING OF THE NEXT NEIGHBORHOOED COMMISSION REGULAR MEETING – The next meeting is scheduled for September 9, 2003, City Council Chambers, 6:30 p.m.

ANNOUNCEMENTS AND CORRESPONDENCE, CONTINUED:

In response to a question from Commissioner Ryan about a question she raised at the last meeting on the appropriateness of Kama using Neighborhood Commission letterhead to express his personal comments on the Maili Hale Estate project, Kaichi reported that there are no specific rules on doing this, but there is unwritten protocol to notify the Mayor to seek permission before sending such a letter.  She will research this matter further.  Ryan suggested that there should be specific policy.

ADJOURNMENT:  The meeting was adjourned at 8:38 p.m.

Submitted by,

Dean Chu

Neighborhood Assistant