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REGULAR MEETING MINUTES – DRAFT

MONDAY, OCTOBER 24, 2011   

COUNCIL COMMITTEE MEETING ROOM 205

CALL TO ORDER: Chair Sylvia Young called the Regular Neighborhood Commission meeting to order at 7:02 p.m. Note – This is a nine (9) member commission and requires five (5) members to establish quorum and take office commission action.

Members Present – Bob Finley, Ed Gall, Jeanette Nekota, Kathleen Pahinui, Bob Stubbs, Claire Tamamoto and Sylvia Young.

Members Absent – Kekoa Ho.

Guests – Kamilla 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 seven (7) Commissioners present.  

PUBLIC INPUT: There was no input received by members of the public.

APPROVAL OF MINUTES:

July 25, 2011 Regular Meeting Minutes – The July 25, 2011 Regular Meeting Minutes were approved by UNANIMOUS CONSENT, 7-0-0, (AYE: Finley, Gall, Nekota, Pahinui, Stubbs, Tamamoto and Young; NO: None; ABSTAIN: None).

August 22, 2011 Regular Meeting Minutes – The August 22, 2011 Regular Meeting Minutes were approved by UNANIMOUS CONSENT, 7-0-0, (AYE: Finley, Gall, Nekota, Pahinui, Stubbs, Tamamoto and Young; NO: None; ABSTAIN: None).

September 9, 2011 Special Meeting Minutes – The September 9, 2011 Special Meeting Minutes were approved by UNANIMOUS CONSENT, 7-0-0, (AYE: Finley, Gall, Nekota, Pahinui, Stubbs, Tamamoto and Young; NO: None; ABSTAIN: None).

September 26, 2011 Regular Meeting Minutes – The September 26, 2011 Regular Meeting Minutes were approved by UNANIMOUS CONSENT, 7-0-0, (AYE: Finley, Gall, Nekota, Pahinui, Stubbs, Tamamoto and Young; NO: None; ABSTAIN: None).

CONFERENCE OF CHARIS (COC) PERMITTED INTERACTION GROUP (PIG) REPORT: Commissioner Tamamoto gave a copy of her report to all the Commissioners.

COMMISSION BUSINESS:

Consideration of Temporarily Suspending Section 2-14-109(a) of the Neighborhood Plan – Chair Young deferred discussing this items stating that it is related to policy issues and should be followed up by the Neighborhood Plan Committee. ES Heinrich noted that there are no major problems related to the Asia Pacific Economic Cooperation (APEC) Conference. Three boards opted to recess and three rescheduled their meetings this month.

Consideration of the Neighborhood Commission’s Calendar – ES Heinrich requested that the Commissioners send in their vacations to Marie Richardson so that the NCO may plan accordingly should scheduling conflicts arise. Tamamoto moved, Nekota seconded that the Neighborhood Commission recess in December 2011. The motion was ADOPTED by UNAINIMOUS CONSENT, 7-0-0 (AYE: Finley, Gall, Nekota, Pahinui, Stubbs, Tamamoto and Young; NO: None; ABSTAIN: None).

Consideration of the Jurisdictional Statements for the Established Standing Committees – Chair Young noted that the following are the jurisdictional statements for each committee:

• Elections – The purpose is to monitor and assist the Neighborhood Commission Office to assure: 1) Errors made this year are preventing in future elections; 2) Voter registrations deadlines are advertised at meeting and in the media to encourage more voters to sign up for the election; and 3) Candidate enrollment is advertised at meeting and in the media to look for new and old candidates.
• Finance – The purpose is to monitor, assist and support the NCO to assure: 1) Finance issues are made available to the public (board members) in a timely manner; 2) Identify areas where money may be saved by better practices; 3) Recommend areas that require additional funding to better promote the Neighborhood System; and 4) Prepare testimony for City Council and support the Neighborhood System.
• Neighborhood Plan – The purpose is to identify areas in the Neighborhood Plan that require modification to better serve the Neighborhood System by: 1) Identifying problem areas; 2) Propose changes; and 3) Limit annual changes to a workable number.

ES Heinrich commented that the jurisdictional statements should be broader and list the items as tasks. It is ultimately up to the Neighborhood Commission for the direction and focus of the three standing committees.

Finley moved, Nekota seconded that the Neighborhood Commission accept the recommendation to each committee’s jurisdictional statement as previously noted by Chair Young. The motion was ADOPTED by UNAINIMOUS CONSENT, 7-0-0 (AYE: Finley, Gall, Nekota, Pahinui, Stubbs, Tamamoto and Young; NO: None; ABSTAIN: None).

Neighborhood Commission Visitation of Neighborhood Boards Program – Chair Young commented that the Commissioner’s should take the time to visit the Neighborhood Boards. It was reminded that only two members may visit a board at a time.

ES Heinrich commented that he would strongly recommend all the Commissioners attend Neighborhood Board meetings as it is difficult to evaluate the system if the Commissioners don’t go to the meetings. It was reminded to keep the Neighborhood Commission Office informed of meetings that will be attended. It was also recommended that Chair Young be notified when attending a Neighborhood Board meeting.

COMMITTEE REPORTS:   

Elections – Committee Chair Nekota noted that there is nothing to report at this time. Commissioner Mobley requested clarification of his membership as a member of the Elections Committee. Chair Young noted that at a later date the Commission can reorganize the members on the committees and reappoint everyone as necessary. It was clarified that Commissioner Mobley will remain on the Elections Committee until the reorganization is done.

Finance – Committee Chair Tamamoto noted that she is willing to work with ES Heinrich and staff to get things squared away. She requested a copy of the budget and board allocations as a basis to see what she can work with.  

Neighborhood Plan – Committee Chair Finely noted that he would like to get input from the Commission, NCO, and the Commission’s PIG and make three or four changes as needed. The Committee can look at what can be changed and complies with anything as needed. It is with hopes that the changes made are minimal.  

ES Heinrich commented that there may need to be language changes in the Neighborhood Plan because the committee sections relating to the Commission and the Neighborhood Boards vary.  

EXECUTIVE SECREATARY REPORT:

Neighborhood System Revitalization Program (NSRP) – Consists of the following items:

1.       Mayor’s Representative Program

2.       Budget and Finance Program

3.       Training Program

4.       Meeting Planning and Management Program

5.       Project Listen

6.       Communications Program

7.       Governance Project

8.       Demographics Project

9.       Elections Program

10.   Heritage Program

Details of each will be forwarded as they are worked out.

Fiscal Year 2013 Budget Planning – ES Heinrich noted that the budget planning is always on going.

Fiscal Year 2012 Neighborhood Board Budget Allocations; Meeting Facility Rental Expenses – ES Heinrich noted that the board allocations were based on the neighborhood boards holding a maximum of 10 board meetings. It was noted that there is flexibility in the budgeting because some boards do not have to pay for their facilities. ES Heinrich also noted that he may expect a five to eight percent reduction in the overall Neighborhood Commission Office budget.

Videography Vendor Procurement Process Update – ES Heinrich noted that he is working with the Department of Budget and Fiscal Services (BFS) on having a renewable videographer contract for a maximum of five years. He noted that the current contract needs to be worked on.

Commissioner Tamamoto questioned if the high schools would be cheaper to hire as the video vendors for the neighborhood board meetings. It was noted that they would not be much cheaper to hire high school students.

Sunshine Law Training Coordination – Mick noted that the State Office of Information Practices (OIP) has a good training video on their website although it doesn’t mention anything related to the Neighborhood Boards. The website references the Neighborhood Board exceptions are in the booklet. There may have to be an amendment to the charter for the neighborhood board members to take any training online. A quiz was recommended to OIP for people who watched the quiz so that they understand what they just watched.

Planning Calendar for Neighborhood System Activities through June 30, 2013 – ES Heinrich noted that there are a number of deadlines for various projects and mile post markers. The Commission will be informed of these projects soon.

Scope of Neighborhood System Training Program – The training program is being worked on. Every month various things will be taking place and it is a matter of how things will take place. Many ideas were received for different components of what is to be included in the training program.

Update on Issues Related to the Appointment of Hearings Officers to Conduct Complaint Hearings – ES Heinrich noted that he and Kamilla Chan need to coordinate a date to address major concerns regarding the limits the Hearings Officer may have.

Update on Complaints Filed with the Neighborhood Commission Office – Many complaints filed with the Neighborhood Commission Office has been sitting as far back as 2004. Under the Neighborhood Plan 2008 as amended, there are 59 complaints filed at the Neighborhood Commission Office that have yet to be heard. It was noted that many of the complaints are related to the Makakilo/Kapolei/Honokai Hale and Ewa Neighborhood Boards.

Commissioner Pahinui noted that with the amount of complaints sitting with the Neighborhood Commission Office it seems as if the Commission is not taking the filed complaints seriously. It was suggested that the few complaints that have been filed with the Neighborhood Commission Office that are not from a “regular” complaint filing boards be addressed first and the others addressed in a group. It was also suggested contacting the eight complainants requesting they withdraw their complaint if the point is moot.

Overview of Specific Neighborhood Board and Board Member Conduct Issues – The conduct of some neighborhood board members has kept ES Heinrich on alert and possibly recommending the removal of some members through a resolution presented to the Commission. There are some personal conduct issues that are involved with these matters.  

ANNOUNCEMENTS: The Neighborhood Commission’s next regular meeting is scheduled for Monday, January 23, 2012 at 7:00 p.m. at the City Council Committee Meeting Room, Honolulu, Hale, Room 205, 530 South King Street.

ADJOURNMENT: The meeting adjourned at 8:48 p.m.

Submitted by Theona Kapoi, Neighborhood Commission Office

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