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MONDAY, FEBRUARY 23, 2009
REGULAR COMMISSION MEETING MINUTES
I. CALL TO ORDER: Commission Chair Grant Tanimoto called the meeting to order at 7:11 p.m.
Members Present Sheila Apisa, Brendan Bailey, Clara Ching, Robert Finley, Ed Gall, Ron Mobley, Jeanette Nekota, Grant Tanimoto.
Member Absent Sylvia Young.
Guest / Staff Ron Lockwood (Chair, McCully-Mo'ili'ili Neighborhood Board No. 8), Bert Narita (Chair, Diamond Head Neighborhood Board No. 5), Tom Heinrich (Chair, Manoa Neighborhood Board No. 7), Jon Chinen (Member, Kailua Neighborhood Board No. 31), Tom Smyth (Member, Downtown Neighborhood Board No. 13), Elizabeth Contrades (Deputy, Corporation Counsel), Joan Manke (Executive Secretary), Bryan Mick (Executive Assistant), Denise Saylors (Community Relations Specialist), Marie Richardson and Leland Ribac (Neighborhood Commission Office).
II. ROLL CALL OF COMMISSIONERS: A roll call of Commissioners was administered, eight (8) of nine (9) members were present (Apisa, Bailey, Ching, Finley, Gall, Mobley, Nekota, Tanimoto).
Moment of Silence The Commission observed a moment of silence for Councilmember Barbara
III. MONTHLY REPORTS:
A. Executive Secretary's Report Joan Manke:
· New Managing Director Kirk Caldwell was introduced as the new Managing Director. He briefly commented on the neighborhood boards and how well Manke represents the NB system at the administrative level.
· Staffing The one NCO vacancy has been filled, with the new staff member starting in mid- March; Denise Saylors was introduced and welcomed to the NCO. She is filling Bryan Mick's former position as the Community Relations Specialist.
· Manke's Confirmation Thanked everyone for their support during her confirmation hearings.
· Budget Update The FY2010 budget process has begun. It will be a tough year and even tougher FY2011. Manke will provide updates with the Commission as the NCO presents its budget to the Council.
· On-Line Voting Request For Proposal (RFP) The RFP has been finalized and gone out to bid.
· Filling of Vacancies Issue At a later time in the meeting, Deputy Corporation Counsel Contrades will be asked to elaborate on the action taken at the last Commission meeting regarding the filling of vacancies.
· Commission Calendar Commission members were asked to provide any calendar updates for the purpose of planning and scheduling of meetings of the Commission.
Comments focused on: a) the Mayor's State of the City Address of streamlining neighborhood boards, b) the recent passing of Councilmember Marshall that an election should be in the process to fill her seat; and c) a statement highlighting Councilmember Apo's encouragement to move forward with electronic voting.
B. Chair's Report Grant Tanimoto highlighted:
· He attended Manke's confirmation and presented testimony in support of her reappointment.
· A handout was distributed listing upcoming legislation. Three pieces of legislation that have passed out of committee and relating to neighborhood boards include: 1) SB 906, relating to public meetings that expands the ability of a board or commission to facilitate public meetings through available interactive conferencing technology; passed without amendments. 2) HB 788, relating to open meetings requires executive meetings of boards to be properly noticed; requires subject matter and discussion in executive meetings to be announced in public upon reconvening of an open meeting; passed with amendments; and 3) HB 1148, relating to public agency meetings; passed with amendments.
Comments followed: SB 906 proposes to amend the current awkward law which requires the use of videoconferencing technology by all participants; this bill may allow members to participate by using video and audio thereby making it easier for quorum purposes. HB 788 would tighten the law as it relates to executive session. HB 1148 will have some difficulties being heard.
IV. PUBLIC CONCERNS:
A concern was raised about Executive Session (ES) minutes of the Commission. It was noted that much of the discussions in ES meetings related to the Neighborhood Plan, and since the new Plan has been adopted it might be the right time to release those contents to the public for review. Corporation Counsel (COR) would have to opine whether those meeting minutes would still need to be kept confidential.
V. APPROVAL OF MINUTES:
A. Regular Meeting July 28, 2008 approved without objections.
B. Special Meeting July 28, 2009 approved without objections.
C. Regular Meeting January 26, 2009 approved without objections.
D. Executive Session (ES) Deferred toward the ending of the meeting, at which time the Commission will go into Executive Session to approve the ES meeting minutes.
1. Budget (Sylvia Young and Ron Mobley) Chair Tanimoto reported the lead person, Sylvia Young, is absent. There was some discussion regarding appointment of Bob Finley to the Budget Committee; Finley accepted the appointment. Finley also came up with some ideas for cost savings and asked Manke to forward those ideas to Mobley and Young.
Questions, comments and concerns followed:
a. Things to think about included voting trends, realigning board cycles, purchasing using discount coupons, etc., use of electronic equipment high definition quality audio recordings, a system that can convert recordings into text that's ready for editing. Mobley added that the digital recording media program comes from the dragon system. Smyth indicated it is doable, not very expensive and all that's needed is a site license which is fairly cheap.
b. Gall greatly encouraged the importance of participation by the members of the Commission. Tanimoto added that there are good ideas and suggested that the committee work on prioritizing a list and at the appropriate time, bring it before the Commission for brainstorming on how to adjust operational costs. Tanimoto will touch bases with Young to move forward.
2. Training (Jeanette Nekota and Ron Mobley) Nekota reported the committee would be looking at a training calendar, effective July 1, 2009 (when the new board term begins) which will include a tentative date of June 27, 2009 for the swearing-in of new board members with training on the same day.
Discussions included video taping of training segments on topics such as: Sunshine Law, Parliamentary Procedure, the Board's budget, and order and decorum; and having these training segments available on webcam or DVD. A tentative schedule to conduct the Conference of Chairs meeting looks good for the second week of August 2009; and a good time for the NCO to review the Neighborhood Plan, board procedures for new chairs and vice chairs, etc. The Training Committee is also looking at a survey in November to get input, ideas, suggestions, etc. Discussion also included reviewing and rewriting the guidebook, budget book, etc., and putting together a new board member packet for the day of the swearing-in ceremony.
Questions, comments and concerns followed:
a. If training is to be videotaped, whether it can be archived and if so, then all training can be done online; and a possibility of coming up with an online test for sunshine law. The Committee would need to examine whether this is permissible by law.
b. It was encouraged that Act 153 be included in the Parliamentary Procedure training. In going through the new Plan, it does not explain what was taken out of the Plan.
c. A suggestion was made that if training segments are to be put on discs that it be checked and certified for virus.
d. Regarding DVDs and guidebooks, Tanimoto expressed the need to establish printing deadlines and recommends the need to form a PIGroup.
e. It was suggested that training be coordinated with other agencies; the Department of Planning and Permitting (DPP), Board of Water Supply (BWS), Oahu Metropolitan Planning Organization (OMPO), and targeting post July 1, 2009 session. Contact persons for BWS are Moani Wright-Van Alst or Barry Usegawa.
B. Permitted Interaction Groups
1. Elections (Brendan Bailey, Ed Gall, Ron Mobley and Grant Tanimoto) Mick gave a brief update on candidate applications and voter registration process. The last day to accept applications was February 20, 4:30 p.m. walk-in to the NCO; or post marked February 20. There are approximately 420 candidates; a withdrawal date of March 2; and a challenge period ending March 20. So far, there are eight (8) neighborhood boards with contested At-Large races; 13 subdistricts with contested races, and 15 subdistricts with uncontested races. Mick will have a better idea by the end of this week. Also noted was last year there were 505 candidates.
Questions, comments and concerns:
a. A question was whether there was any consideration to extending the application deadline. It was explained that the application deadline cannot be extended, but Mick noted having received two-thirds of the applications within the last three days.
b. The availability of the candidate list on the NCO website was appreciated as it kept subtle pressure on candidates to submit their applications.
c. In addition to the press releases to MidWeek, it was also encouraged that notices be sent to the military or independent newspaper groups as well. Smyth will forward those contacts to Mick.
d. Mick indicated that registered voters in the state elections are automatically qualified to vote in the neighborhood board elections.
e. Manke indicated that the RFP was sent to the budget department last week and will go out to the vendors today. The process includes a panel of three who will review the proposals using a scoring point system.
f. Mobley requested a copy of the RFP. Although it is public information, it will not be made available to the public until the vendors have the RFP in hand which is kept confidential until that time.
2. MinuteTaking (Shelia Apisa, Ron Mobley, and Grant Tanimoto) Apisa reported the committee is hoping to have an agenda and minute template ready for the next meeting for discussion. Apisa is hoping that the Commission keeps an open mind that this is for all 36 neighborhood boards.
A brief discussion focused on whether the decision is that of the Commission or the board chair and whether there will be a loss of participation. Apisa noted that once the meeting begins, it is up to the chair if the agenda needs to be adjusted, but the template will still remain a template. She also emphasized that the purpose was so the NCO could operate in a timely manner. Mobley wanted to make clear that the decision of the Commission speaks to the benefit of all 36 neighborhood boards and not just one.
3. Neighborhood Board System Audit (Ed Gall and Ron Mobley) Within the next two weeks, a draft with be ready for comment at the March meeting.
VII. COMMISSION BUSINESS:
Appointment of Chief Monitoring Officer, Piilani Kaopuiki, League of Women Voters Manke recommended the approval of Piilani Kaopuiki as the Chief Monitoring Officer for 2009. She served in the 2007 NB Election and the special election in 2008 of the Nanakuli-Ma'ili NB No. 36.
Gall moved to appoint Piilani Kaopuiki as the Chief Monitoring Officer for the Neighborhood Board Elections for the 2009 2011 Board term. There was no discussion. Hearing no objection, the motion was ADOPTED by unanimous consent.
VIII. EXECUTIVE SESSION: The Commission went into Executive Session at 8:14 p.m. and reconvened at 9:00 p.m.
IX. COMMISSIONERS ROUNDTABLE: None.
X. ANNOUNCMENTS: None.
XI. ADJOURNMENT: The meeting adjourned at 9:00 p.m.
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