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Neighborhood Commission

                                                                                                                                                                                                       

DRAFT REGULAR COMMISSION MEETING MINUTES

MONDAY, NOVEMBER 22, 2010

HONOLULU HALE, COUNCIL COMMITTEE ROOM, 2ND FLOOR

 

CALL TO ORDER: Chair Brendan Bailey called the meeting to order at 6:04 p.m.

 

Members Present – Brendan Bailey, Bob Finley, Ron Mobley, Jeanette Nekota, Bob Stubbs, Wilson Kekoa Ho (arrived at 6:31pm), Claire Tamamoto (arrived at 6:52 pm), and Sylvia Young (arrived at 6:14 pm).

 

Members Absent – Ed Gall.

 

Guests/Staff –Tom Heinrich, Kaleo Gagne, Robert Whitaker (Manoa Neighborhood Board No. 7), Ron Lockwood (McCully-Moiliili Neighborhood Board No.8), Tom Smyth (Downtown Neighborhood Board No. 13), Daisy Murai, Richard Fale (Koolauloa Neighborhood Board No. 28), Roger Olegario (Pearl City Neighborhood Board No. 21), Michelle Matson (Diamond Head-Kapahulu Neighborhood Board No. 5), and Ronald Guerrero (Kalihi-Palama Neighborhood Board No. 15), Bryan Mick, Baybee Hufana-Ablan, Pilialoha Gaison, and Marie Richardson (Neighborhood Commission Office), Elisabeth Contrades (COR).

 

ROLL CALL OF COMMISSIONERS: A roll call of Commissioners established a quorum of five (5) members present.

 

CITY MONTHLY REPORTS:

 

Executive Secretary - Baybee Hufana-Ablan reported the following:

 

  • New Administration Hufana-Ablan served the NCO as the Executive Secretary for a short time in 2005.  After being transferred to another department and building her experience with the City and County of Honolulu for the past 6 years, she has returned once again to NCO. She along with the entire staff has been given notice that their appointments have been extended through January 31, 2011.

 

  • Intergovernmental Agreements NCO presented two resolutions to Council which will authorize the entry into agreement with the schools within the State of Hawaii to provide videography services to the various Neighborhood Boards in order to videotape the meetings for broadcast as well as into agreements with libraries, schools and community colleges for use of these facilities for the purpose of holding neighborhood board meetings. On November 22, the resolutions were presented to Council and approved for adoption.

 

  • Gift to the City A community member of the Nanakuli Neighborhood Board has gifted NB#36 the facility fees for the fiscal year 2011. They have agreed to pay the facility rental directly to Nanaikapono Elementary School.  On November 22, the gift and resolution were presented and accepted by Council.

 

  • Budget for Fiscal Year 2012 Mayor Carlisle’s message is about change, change in the direction of leadership, change in ideas and change in recognizing the value of the taxpayer’s dollar.  Although we can anticipate budget restrictions, this does not mean there will be a change in public services.  The goal is to find solutions that save money while at the same time increase citizen participation. Hufana-Ablan presented a few suggestions that if implemented, could help reduce the operating expenses of each board.

 

Questions, comments and concerns that followed:

 

Tom Heinrich requested that the Executive Secretary’s report be posted on the NCO website

 

Commission Chair -The Chair had no report.

 

 

 

 

PUBLIC CONCERNS:

 

Criteria for Neighborhood Board Letterhead and Chair Authorization- Daisy Murai, member of the Diamond Head- Kapahulu Neighborhood Board inquired about what and when can something be placed on Letterhead.  Michelle Matson, also a member of the Diamond Head- Kapahulu Neighborhood Board asked if the board needs to deliberate and decide before anything can be written on a letterhead because it indicates a collaborative decision. She questioned the authority of the Chair and what the proper procedures were to use the letterhead as a stamp of approval.

 

Young arrived at 6:14 pm, during the above portion of the meeting; Six Commissioners present.

 

Schedule changes to Olelo Broadcast of Board Meetings- Tom Heinrich, member of the Manoa Neighborhood Board raised the concern about the broadcast schedule of the board meetings being changed to different times and dates. Kaleo Gagne, Chair of Manoa Neighborhood Board, voiced his concern that many people may miss the broadcast and do not know how or have access to computers to see it online.  Commissioner Stubbs stated that as he understands it, Olelo sets the schedule but Bryan Mick, NCO, assured those concerned that the office will make a call and look into it.

 

Ho arrived at 6:31 pm, during the above portion of the meeting; Seven Commissioners present.

 

Sub district Boundary Changes- Tom Heinrich, member of Manoa Neighborhood Board, inquired about NCO considering district boundary changes prior to the election in 2011.  This concern may affect the number of Board member seats, quorums and overall participation.

 

APPROVAL OF MINUTES:

 

Regular Meeting Minutes of September 27, 2010 were not available and was deferred.

 

COMMISSION BUSINESS:

 

Kalihi-Palama Neighborhood Board requests for At Large Seats in the District Neighborhood Board No. 15 presented the Commission with a resolution asking that all seats be at large and reduced from 19 to 17 in order that the board may reach quorum and conduct business.

 

Discussion followed:

 

Nekota questioned how the Kalihi-Palama board came to a vote of 10-0-0.

 

Mobley interjected saying that the plan specifically states that there has to be a 2/3 vote of the number they are entitled to in order to approve the resolution so the resolution, according to the Plan is not valid.

 

Bailey clarifies that the 2/3 is required by the Commission not the Board requesting the resolution.

 

Tom Heinrich testified that there has been a change in Board Chair for this particular board and he has received a number of phone calls expressing the difficulties the Board has attaining a quorum. There have been a few resignations that have changed the dynamics on the board and these vacancies are preventing business from getting done. 

 

Donald Guerrero, Chair of Neighborhood Board No. 15, asked that the Commission approve some changes.  He explains that it is difficult to get participation and so the Board must rely on those that are interested.  He says the board is doing the best they can but they need to make some adjustments in order to make progress.

 

Stubbs references Heinrich’s earlier comment about realigning districts so that this board can reduce the number of seats to 11. He voices concern that if the seats are changed to at large, there will not be fair representation from each district.

 

Mobley explains that the plan states if the seats are at large, the individual in that seat will represent the entire district not just the sub district. He moves to approve the Board’s request to make all seats at large and change the number to 13.

 

The motion adopted by unanimous consent, 7-0-0. (Aye: Bailey, Finley, Mobley, Nekota, Stubbs, Ho, and Young).

 

Consideration of proposed amendments to the Neighborhood Plan and whether to proceed to Public Hearing

 

Bailey expresses that the Commission has received substantial input from the public over the past few months and at this point, they are looking at whether or not to adopt the recommendation of committee and move to public hearing of rule approval process. 

 

Heinrich suggest that the packet go out in order to solicit formal public input. He also asked about the authority to extend the terms of board members.

 

Finley moved to support the proposed changes to the Neighborhood Plan and send them out for public hearing.

 

The motion adopted by unanimous consent, 7-0-0 (Aye: Bailey, Finley, Mobley, Nekota, Stubbs, Ho, and Young).

 

Matson asked about the number of changes and stated that her board was not informed. Bailey explained those committees meetings have been held for several months and they all have been properly noticed but there will be more opportunities for her to give testimony. Bailey said he will provide her with a copy of proposed rules later.

 

Neighborhood Board Member Guidebook- disband the Permitted Interaction Group and form a committee

 

Bailey explained that in the last meeting this item was deferred so that Gall could have an input but was absent again today. Bailey suggested that the item be deferred once again.

 

Finley agreed but asked for the input of the Executive Secretary on what the intention was the guidebook and if she needed the support of a Permitted Interaction Group.

 

Bryan Mick stated that the guidebook is on his list of things to do and that he has attempted it a few times in the last administration. He committed to do the first draft in house and then have the Commissioners review it.

 

Mobley stated that he had already given a draft to the NCO based on the new plan and that he could re-send a copy if needed.

 

Bailey asked if Mick could proceed without a PIG. 

 

Heinrich emphasized that PIG or committee is not needed. He believes that the Commission and Neighborhood Board members should participate in initial review by invitation from the Executive Secretary.

 

Nekota explained that PIG was formed because the ES asked for assistance so the decision should be left with the ES to involve Commission or handle it in house with NCO staff.

 

Baybee Hufana-Ablan expressed that her intention is to ask each Commissioner for their input in amending the guidebook.

 

Stubb motioned to disband the PIG. 

 

Young seconded the motion.

 

The motion adopted by unanimous consent, 7-0-0. (Aye: Bailey, Finley, Mobley, Nekota, Stubbs, Ho, and Young).

 

Consideration for further action relating to Ewa Neighborhood Board Sanctions and Probation

 

There was finding of fact, conclusion of law and order issued in relation to the Ewa board. They were suspended for a period of two months until October 1, 2010 and then a probation period of 3 months there after. 

 

There were complaints written to Commission about a meeting held in October where there was further inappropriate conduct by members of the board and members of the public. Therefore, the Commission has the right to review their progress and either extend their probationary period or impose further sanctions.

 

Finley recommended that the Commission extend the probationary period for the Ewa Neighborhood Board for another 3 months so they can review the complaints and determine if they need to take appropriate action.

 

Bailey asked for the number of formal complaints filed.  Bryan Mick responded with 4.

 

 All voted in favor of extending probation period for another 3 months. 

 

The motion adopted by unanimous consent, 7-0-0. (Aye: Bailey, Finley, Mobley, Nekota, Stubbs, Ho, and Young).

 

Tamamoto arrived at 6:52 pm, during the above portion of the meeting; Eight Commissioners present.

 

Authorizing alternative method of Election for FY 2011

 

Mick explained that Commission has the ability to extend the term but just to be safe he has started with the preliminary planning of an electronic election which needs Commission approval. He asked that the Commission approve the same election method as the previous election year.

 

Heinrich spoke on behalf of Commission Gall expressing his support for the 2009 election method, electronic voting.  He also spoke of his concern about the funds available for the 2011 election.  He asked if there was a budget for it regardless of the method of voting.  He also questioned the time table and any adjustments that may not guarantee the same vendor from 2009.

 

Nekota questioned whether the previous vendor wanted to take on this election or not.  Mick said that they were interested and he was sure they would place a bid. She followed with a question about whether there was money budgeted for this election.  Mick said that $180,000 was budgeted and should still be there unless the new administration has any restrictions.

 

Finley asked if the money would cover a mail in ballot.  Mick explained that it might if the contested races were few, but once the amount of eligible voters rise then paper costs rise much quicker then with electronic methods

 

Stubbs asked how NCO addressed voting rights for those people who did not have computer access.  Mick clarified that this was a digital voting method where people could use the telephone to vote or walk in to stations that were set up around the island.

 

Bailey motioned to approve the election method.

 

The motion adopted by unanimous consent, 8-0-0. (Aye: Bailey, Finley, Mobley, Nekota, Stubbs, Ho, Tamamoto, and Young).

 

Mick addressed a few items under the ES report that he wanted to mention. He informed the Commission that two complaints for the sanction meetings were withdrawn, the Elkington case and the Mattoon case.

 

Next, he mentioned that 2 formal requests for review were conducted since the last meeting.  First was an oral resignation of a board member during a meeting who then changed his mind after the meeting. The question was is his oral resignation binding. After consultation with COR, it was determined he must submit a resignation in writing to the Chair and to NCO and since he did not, his resignation was not valid.

 

The second was regarding the proposed Haleiwa hotel and compliant filed with OIP disclosing the information regarding land sale of city property in order to develop. They had on their agenda the conceptual plan for the hotel but a couple days prior to that the media reported that the City would need to sell some of the undeveloped park land in order to construct the hotel. The Chair apparently told a few community members that they could only testify on the conceptual proposal and couldn’t talk about the land sale. After Mick deliberated with OIP, it was decided that the land sale was common knowledge so the Chair must let people testify on all aspects of the proposal but because it was not listed on the agenda, it was recommended that the board not take action at this meeting.  The Chair accurately relayed that information at the meeting but still some of the members were confused.  After reviewing the tapes, it was decided that the Chair adequately delivered a clear message.

 

 

 

 

 

 

REPORTS:

 

Neighborhood Plan Committee- Commissioner Bob Finley thanked all those who participated in the process.  Finley stated that all input will be carefully considered.  He asked that NCO to schedule a public hearing so that a committee meeting can be held prior to regular meeting on January 24, 2011.

 

Training Committee- Commissioner Jeanette Nekota stated that a plan was submitted but since there has been a change in Executive Secretary, there is a need to reconsider.  The committee is working on providing the training online to make it easy and accessible to the board and the public.

 

 

ANNOUNCEMENTS:

 

  • Commission will recess its regular meeting for the month of December.
  • Next Regular Commission Meeting – Scheduled for Monday, January 24, 2010 at Honolulu Hale, Council Meeting Room, 2nd Floor at 7:00 p.m.

 

ADJOURNMENT:  The meeting adjourned at 7:06 p.m.

 

 

Submitted by: Pilialoha Gaison, CSR III

 

 

Friday, July 22, 2011

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