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Neighborhood Commission

REGULAR MEETING MINUTES – DRAFT

MONDAY, AUGUST 22, 2011   

COUNCIL COMMITTEE MEETING ROOM 205

 

CALL TO ORDER: Chair Sylvia Young called the meeting to order at 7:00 p.m.

 

Members Present – Bob Finley, Ron Mobley, Jeanette Nekota, Bob Stubbs, Claire Tamamoto and Sylvia Young.

 

Members AbsentEd Gall, Kekoa Ho.

 

Guests – Ariel De Jesus (Member, Ewa NB No. 23); Daisy Murai; Tom Smyth (Member, Downtown NB No. 13); Ron Lockwood (Member, McCully-Mo’ili’ili NB No. 8); Representative Jo Jordan; Kamila Chan (Deputy, City Corporation Counsel); J. Thomas Heinrich (Executive Secretary); Bryan Mick, Marie Richardson, and Theona Kapoi (Neighborhood Commission Office).   

 

Roll Call of Commissioners – A roll call of members established a quorum of six (6) Commissioners present.

 

At this time, Chair Young introduced all the Commissioners and Kamilla Chan, Deputy Corporation Counsel.

 

PUBLIC CONCERNS: There were no public concerns for the Commission to address.

 

COMMISSION BUSINESS:

 

Neighborhood Commission’s Meeting and Activity ScheduleFinley moved, Tamamoto seconded that the Neighborhood Commission continue meeting every fourth Monday at 7:00 p.m., location to be determined and a December recess. Discussion followed:

  • Mobley noted that he does not mind periodically being a location other than Honolulu Hale and request that the location be determined one month prior to the meeting. Finley accepted the amendment to the motion which is to include “…location to be determined at least one month in advance…”
  • Executive Secretary Heinrich spoke in support of the motion as it will be easier on the Neighborhood Commission Office. There has been some discussion of “regional” meetings where the Commission can meet in other communities. With the Asia-Pacific Economic Cooperation Conference in early November, the Commission should not be affected with a meeting space. As noted on the agenda, the Commission will decide if a Conference of Chairs will be held on September 24, 2011. The conference will be called by the Commission and it was requested that the Commission think about doing something quarterly or by trimesters. The conference will be independent of training schedules held by the Neighborhood Commission Office.

Tamamoto called for the question. The motion for the Neighborhood Commission to continue meeting every fourth Monday at 7:00 p.m., location to be determined at least one month in advance and a December recess was ADOPTED by UNANIMOUS CONSENT, 6-0-0 (AYE: Finley, Mobley, Nekota, Stubbs, Tamamoto, Young).

 

Conference of Chairs (COC) – Chair Young requested Executive Secretary Heinrich explain the discussions of the COC. Executive Secretary Heinrich commended Commission Chair Young and Vice Chair Finley for working so quickly to set the COC. It was noted that he filed the appropriate forms to use the RTI Dining Hall at Bellows in a building that is adjacent to the building used by the Waimanalo Neighborhood Board. The cost of using the facility was not known, however, it is expected to be reasonable. Executive Secretary Heinrich within four minutes of filing the form a call was received to note that they will follow up by the end of the week.

 

Mobley questioned if the Commission should make a motion to hold a COC without the place or time set.

 

Executive Secretary Heinrich requested the Commission consider making a general motion for the COC.

 

Mobley moved, Finley seconded that the Neighborhood Commission set Saturday, September 24, 2011 as the date to host the Conference of Chairs. Discussion followed:

  • Tamamoto noted that as long as the date is confirmed should be ok and the location can be determined as soon as possible.
  • Stubbs questioned if the Commissioners should authorize Executive Secretary Heinrich to set the place.
  • Executive Secretary Heinrich noted that it will be okay to delegate to other members on the Commission to find other locations, however Bellows is the first choice.
  • Tom Smyth noted that he has been to the RTI facility and it is easy to find. It was requested that the most important element of the COC is the date and agenda. Neighborhood Board representatives have to be notified as soon as possible to have ample time to discuss items that will benefit their board. If Bellows is the final location, it was requested to indicate that no military ID is needed access Bellows.
  • Tamamoto wanted to know if the agenda has to be discussed now.
  • Mobley noted that there are three areas from the plan will be covered.
  • Chair Young noted that suggestions will be accepted so that various subject items will be covered.
  • Executive Secretary Heinrich noted that Chair Young wanted the COC to be noticed by the Commission so that all Commissioners can be in attendance at the meeting. With further guidance and clarification from Corporation Counsel Commissioners who concurrently serve on a Neighborhood Board will be notified if they will be allowed to send two other delegates to the COC.
  • Stubbs suggested that the COC begin at 9:00 a.m. instead of the proposed 8:00 a.m.

The motion for the Neighborhood Commission to set Saturday, September 24, 2011 as the date to host the Conference of Chairs ADOPTED by UNANIMOUS CONSENT, 6-0-0 (AYE: Finley, Mobley, Nekota, Stubbs, Tamamoto, Young).

 

Mobley moved, Tamamoto seconded that the Commission Chair and Vice Chair set the agenda and send it to all the Neighborhood Boards. Discussion followed:

  • Tamamoto suggested allowing Board Members to have input on the agenda and to bring questions so that the Commission can commit to a follow up conference
  • Chair Young suggested that an open discussion period be toward the end of the agenda. This will be a time where Board Members can express their concerns and where the Commission can review and evaluate the Neighborhood Board Systems effectiveness. The Conference will be feedback of some sort.
  • Mobley noted that there are only three specific items in the Neighborhood Plan that need to be addressed.
  • Tamamoto noted that because this is a learning process, it would be best if everyone in attendance has a copy of the Neighborhood Plan.
  • Finley strongly suggested printed Neighborhood Plans and Neighborhood Board Member Guidebooks be available by the September 24, 2011 COC.
  • Tom Smyth noted that the plan is on the Neighborhood Commission Office Website with the amendments in a separate document. It was also suggested that at the COC the State Office of Information Practices document regarding the Neighborhood Boards should be made available.
  • Executive Secretary Heinrich noted that the Neighborhood Plan can be made available. Mick noted that half of the Neighborhood Board Members have requested to have a hard copy of the plan, while the other half requested they receive the document electronically. The Guidebook is a different issue that will be worked on.
  • Tamamoto questioned if the Commission needed anything from the Neighborhood Board Members at the meeting.
  • Executive Secretary Heinrich noted that they would not have much of the detailed information to discuss at the COC. The “Revitalization Project” will be discussed and all comments and ideas are welcome.

The motion for the Commission Chair and Vice Chair set the agenda and send it to all the Neighborhood Boards was ADOPTED by UNANIMOUS CONSENT, 6-0-0 (AYE: Finley, Mobley, Nekota, Stubbs, Tamamoto, Young).

 

Neighborhood Commission CommitteesChair Young requested Executive Secretary Heinrich explain the discussions of the Committees she felt should be standing committees. The three standing committees should be the Neighborhood Plan, Elections, and the Budget or Finance committee. In an email from Chair Young she provided some jurisdiction of the Committees, but seemed to be a “to do” list for each committee and there would be no more than three members on each committee. Executive Secretary Heinrich requested the Commission consider a broad jurisdictional statement.

 

Mobley noted that the evaluation of the Neighborhood Boards used to be a part of the training committee and it is a major responsibility of the Commission.

 

Executive Secretary Heinrich noted that he would have a different perspective of how the Commission can evaluate the effectiveness of the Neighborhood Boards and that is through Section 2-11-201(a) General powers, duties, and functions of the commission which reads, “The commission shall be responsible for establishing policy and providing oversight evaluation for the neighborhood board system, and shall develop a neighborhood plan and review and evaluate the effectiveness of the plan and neighborhood boards.” As a whole each committee would be fulfilling the aspects of the Boards in part of evaluating the Neighborhood Board System and address questions of where it needs to go.

 

Mobley noted that any recommendation from the committee will have to be review by the full Commission.

 

Stubbs noted that he agreed with Executive Secretary Heinrich and the Commission will have to work on fulfilling any necessary assignments.

 

Chair Young wanted to note why she felt there is no need for a Training Committee. She noted that her understanding of the Neighborhood Plan training is the responsibility of the Neighborhood Commission Office and it is the Commission’s duty to make sure the training is getting done and is effective.

 

Tom Smyth noted that there has to be some measure of effectiveness for Neighborhood Boards to be evaluated. The Commission will have to be careful when evaluating performance of a Neighborhood Board and would like further clarification on what is being measured and how it is being measured.

 

Tamamoto moved, Mobley seconded that the Neighborhood Commission establish the following committees as standing committees: Neighborhood Plan, Finance, and Elections. Discussion followed:

  • Executive Secretary Heinrich appreciated the motion and wanted to encourage that before the next meeting the jurisdictional statements for each committee be established. It was also noted that there is a lack of guidance provided by the City Charter and ideas relating to changing the City Charter could be a topic of discussion in some of the committees.

The motion for the Neighborhood Commission to establish the following committees as standing committees: Neighborhood Plan, Finance, and Elections Committees was ADOPTED by UNANIMOUS CONSENT, 6-0-0 (AYE: Finley, Mobley, Nekota, Stubbs, Tamamoto, Young).

 

Chair Young delegated the following Commissioners to serve on each Committee:

 

  • Neighborhood Plan – Committee Chair Finely, Member Stubbs
  • Elections – Committee Chair Nekota, Members Gall and Mobley
  • Finance – Committee Chair Tamamoto, Member Ho

 

Chair Young noted that she will reserve the right to be on all committees when necessary.

 

Appointment of a Hearings Officer – Executive Secretary Heinrich noted that this was an important amendment to the Neighborhood Plan which provides authority to the Neighborhood Commission Office to deal with the complaints in a timelier manner. Executive Secretary Heinrich noted that he or Mick could serve as “a” Hearings Officer. With the help of Corporation Counsel, the Neighborhood Commission Office will be able to provide a summary of the complaint and propose a decision and order to the Commission for final review and consideration.

 

Finley noted that the intention of this amendment was to delegate to the Neighborhood Commission the authority to appoint a Hearings Officer from the Neighborhood Commission Office to hear each case for review with Corporation Counsel regarding the points of law if Executive Secretary Heinrich is not opposed to that idea. An individual can be assigned to hear a case in a timely manner.

 

Executive Secretary Heinrich requested a specific motion be made so that the Executive Secretary will serve as the Hearings Officer and may delegate the Neighborhood Commission Office staff to assist with this duty. Finley moved the motion stated by Executive Secretary Heinrich.

 

Executive Secretary Heinrich noted that he will have to confirm with Corporation Counsel if the rules from past complaints are applied as such and it will be important to take a look at each case carefully.

 

Tom Smyth noted that the cases should be looked at thoroughly and a case that would have to do with the violation of the Sunshine Law will have to be heard in the First Circuit Court.

 

Executive Secretary Heinrich noted that the language of the Neighborhood Plan has to be looked at can clarified. Other distinctions about the authority of the Hearings Officer have to be made. It would be better for a more informal process that can be handled by the Neighborhood Commission Office would help to avoid hearings and provide immediacy.  

 

Without objection the appointment of a Hearings Officer was deferred until further guidance from the City Department of Corporation Counsel is received.

 

Asia-Pacific Economic Cooperation (APEC) Conference Update – The APEC Conference will be held November 7-13, 2011. The Heads of Economies will have their final meeting in Ko Olina, it is expected to have traffic delays on the leeward side of the island. There are two major cleans up schedule in lieu of preparing for the APEC Conference. It was noted that the Waikiki Neighborhood Board voted to recess in November and moved to have their meeting on December 6, 2011.  

 

NEIGHBORHOOD COMMISSION OFFICE (NCO) REPORT:  Executive Secretary Heinrich noted that there has been a lot going at Neighborhood Commission Office. An operations manual is currently being worked on as well as the Neighborhood Board Member Guidebook. Executive Secretary Heinrich reported the following:

 

Neighborhood Board System Revitalization – It was noted that Managing Director Doug Chin challenged the NCO to revitalize the Neighborhood Board System. There was no definition or parameters to work within and the scope of duties was essentially left up to the NCO. “Project Listen” is what Executive Secretary Heinrich would like to begin working will be based on topic sentences that are currently being crafted.

 

Through discussions with Managing Director DougChin and Mayor Peter Carlisle, doing away with the Neighborhood Board System is not an option or idea that will be discussed. A full range of ideas need to be acknowledged and represented.

 

Oath of Office – Less than 30 members remain to be administered the Oath of Office by the August 30, 2011 deadline or their seat will be declared vacant. There are 389 Neighborhood Board Members of the total 439 seats in the system.

 

Remembrance Walk – Everyone is invited to participate in the Sunday September 11, 2011 Tenth Anniversary 9/11 Remembrance Walk which begins at 4:00 p.m. in front of the Honolulu Police Department Headquarters, 801 South Beretania Street.  The route will include stops at the Capitol and Eternal Flame Memorial, and the Honolulu Fire Department Headquarters at Queen and South Streets.

 

Next Meeting – The Neighborhood Commission’s next regular meeting is tentatively scheduled for Monday, September 26, 2011 at 7:00 p.m. at the City Council Committee Meeting Room, Honolulu Hale, Room 205, 530 South King Street.

 

APEC Conference – The APEC Conference will be held from November 7-13, 2011. The Conference will be held in Waikiki with the exception of the final day where the 21 Heads of Economy will have their meeting at Ko Olina. 

 

Honolulu City Lights – Saturday December 3, 2011 is the scheduled date of the Honolulu City Lights Parade and Ceremony opening. It was noted that the University of Hawaii Warrior football team will challenge Brigham Young University at the Aloha Stadium.

 

Calendar Items – There will be other things to note on the calendar for the Commissioners information from the City Administration. As other calendar items arise, the Commissioners will be informed.

 

Chair Young reiterated that the Neighborhood Plan and a working copy of the Neighborhood Board Member Guidebook should be made available at the Saturday September 24, 2011 Conference of Chairs.

 

 

 

 

APPROVAL OF MINUTES:   

 

February 17, 2011 Special Meeting MinutesWithout objection, the February 17, 2011 Special Meeting Minutes were APPROVED, as corrected, 6-0-0 (AYE: Finley, Mobley, Nekota, Stubbs, Tamamoto, Young). Corrections as follows:

§         Page 3, Budget Cuts, the last sentence should read, “…was not the plan to do away with the Neighborhood Board System.

 

February 28, 2011 Regular Meeting MinutesWithout objection, the February 28, 2011 Special Meeting Minutes were APPROVED, as corrected, 6-0-0 (AYE: Finley, Mobley, Nekota, Stubbs, Tamamoto, Young).

 

March 28, 2011 Regular Meeting MinutesWithout objection, the March 28, 2011 Special Meeting Minutes were APPROVED, as corrected, 6-0-0 (AYE: Finley, Mobley, Nekota, Stubbs, Tamamoto, Young).

 

April 25, 2011 Regular Meeting MinutesWithout objection, the April 25, 2011 Special Meeting Minutes were APPROVED, as corrected, 6-0-0 (AYE: Finley, Mobley, Nekota, Stubbs, Tamamoto, Young).

 

May 23, 2011 Regular Meeting MinutesWithout objection, the May 23, 2011 Special Meeting Minutes were APPROVED, as corrected, 6-0-0 (AYE: Finley, Mobley, Nekota, Stubbs, Tamamoto, Young).

 

July 25, 2011 Regular Meeting Minutes – The July 25, 2011 Regular Meeting Minutes were deferred. Executive Secretary Heinrich thanked Neighborhood Commission Office staff members Mick, Kapoi and Richardson for their work with the Neighborhood Commission and especially thanked Richardson for completing the minutes of the Commission that were approved today. The NCO will be caught up with all meeting minutes by the September 26, 2011 Regular Commission meeting.

 

Executive Secretary Heinrich noted that he is preparing the Memorandum for the Record of the May 2, 2011 Special Meeting for the Commissioners review, however it does not need to be approved. This memorandum should be beneficial to the Elections Committee.  

 

ANNOUNCEMENTS: Chair Young noted that the announcements were previously mentioned by Executive Secretary Heinrich in his report.

 

ADJOURNMENT: The meeting adjourned at 8:40 p.m.

 

 

Submitted by Theona Kapoi, Neighborhood Commission Office

 

Reviewed by J. Thomas Heinrich, Executive Secretary, Neighborhood Commission Office

 

Last Reviewed: Friday, January 20, 2012