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NEIGHBORHOOD COMMISSION
MONDAY APRIL 23, 2007
MINUTES OF THE REGULAR MEETING
2ND FLOOR,
CALL TO ORDER: Chair Grant Tanimoto called the meeting to order at 7:05 p.m.
MEMBERS PRESENT: Sheila Apisa, Clara Ching,
MEMBERS ABSENT: Bernard Kaahanui, Robin Makapagal, Jeanette Nekota.
STAFF: Joan Manke (Executive Secretary), Michelle Kidani (Executive Assistant), Cameron Heen (Community Relations Specialist), Marie Richardson (Neighborhood Assistant).
GUESTS: Myrtle Nyuha (Pearl City Neighborhood Board No. 21), Debbi Glanstein and Linda Ure (
ROLL CALL OF COMMISSIONERS: A roll call of Commissioners was taken and a quorum was present with six (6) members in attendance.
FOR INFORMATION:
A. Executive Secretary’s Report – Manke reported on the following:
- Neighborhood Board Task Force (NBTF): The City Council’s NBTF met on April 23 at 4 p.m., just before the Commission meeting, where members of the Commission were invited to attend and respond to questions as part of their fact-finding efforts. A link to the Task Force website has been added to the Neighborhood Commission Office (NCO) website. It was noted that the Task Force meets every other Monday (May 7, May 21, etc.)
- NCO Personnel: Kelley Santiago resigned as NCO secretary in March and there will be some adjustments in coverage. The NCO is working to fill two Neighborhood Assistant (NA) positions on an immediate basis and in the interim, will be utilizing on-call NAs to cover meetings for the Pearl City,
- City Audit: The City Auditor requested a follow-up report on its recommendations made in August 2006. A report was submitted on April 12, 2007. Copies were provided to Commissioners.
- Summer Intern: The NCO office will be the recipient of a summer intern for a six-week period, sponsored by the Organization of Chinese Americans. Sakamoto was recognized for her efforts to make this internship possible for the NCO.
- Elections: The last day to vote in the neighborhood board elections was April 16, 2007. The NCO staff and observers continue to prep ballots for counting by Commercial Data Systems. Final results will be announced on May 1.
- Other highlights: a) Copies of minute-writing materials used in the training of NAs were provided to the Commissioners for information. b) A letter was sent to the Pearl City Neighborhood Board No. 21 from the NCO denying the board’s request to purchase a $600 portable sound system. Manke explained that she could not justify such expenditure for a sound system to be used only once-a-month by one neighborhood board and that equipment is currently available to the board from the NCO inventory.
B. Committee Reports:
- Budget Committee: Sakamoto reported that there were no cuts to the NCO budget.
Ching raised questions relating to videotaping neighborhood board meetings, costs involved, and the maintenance of DVDs for archival purposes. It was pointed out that no boards are being videotaped as a community service. Kidani advised that there are 16 neighborhood boards that currently videotape their meetings, of which 7 are videotaped by Robert Farrell of Makakilo.com. who has the equipment to provide a DVD copy at no extra cost. She explained that all other videographers do not have this capability and that it would be a hardship to produce in that it would require additional manhours. The cost to videotape range from $150 to $200 for a 2-hour and 58-minute segment.
Further discussion noted that this is a policy matter and that these same issues were previously discussed in the March Commission meeting. Ching noted that her main concern stemmed from a personal experience where the meeting minutes were not recorded accurately by the NA. Chair Tanimoto acknowledged her concerns and Sakamoto noted that there is an agenda item relating to minute-taking.
- Training Committee: In the absence of Chair Nekota, discussion was deferred to the agenda item relating to the formation of a Committee/PIG to review board minute-taking.
C. Permitted Interaction Groups:
- Neighborhood Plan (NP) Update: Chair Tanimoto reported that a meeting was held with Corporation Counsel staff to discuss the status of the NP. He explained that there was discussion on specific areas of the Plan that may need new or revised language, or clarification. He briefly summarized these areas and noted that Corporation Counsel recommended that the Plan not serve as a one-stop document and that the rules should be separated out as it follows a different process for revision and adoption. He reported that Waihe’e said that she intends to complete her review in mid-May and forward her report to her supervisors who will complete their review in mid-June.
Questions and responses followed:
a. In response to Nyuha’s inquiry, Tanimoto explained that the draft NP is one document with the idea of keeping everything in one place. Corporation Counsel advised that procedurally there are two separate rules. Nyuha agreed that it may be better to separate the two documents, especially for problem solving.
b. Glanstein advised that she received her mail ballot at her post office box address and that she was required to sign an affidavit affirming that address as her legal residence. Glanstein noted that she does not live in her post office box. Manke stated that address information is received from the City Clerk’s Office for those individuals voting in the last general election. Smyth commented that it is not uncommon that where one lives and where one’s mail goes are different. The wording could read as confirmation of not your post office box, but one’s place of residence. He also commented on the public hearing notices that it is possible to hold a single hearing on separate rules, unless the hearing is statewide and it affects different counties.
d. Young expressed concerns when there is no contact information posted in the directory for board members. Smyth noted there could be a requirement that contact information be provided for use only by the NCO. Discussion continued with suggestions to use the NCO telephone number as a default point of contact number. The NCO will review this matter.
e. Ure asked for clarification regarding Corporation Counsel’s notification that rule changes for the Neighborhood Commission require only one hearing and the Neighborhood Board section of the Plan requires three hearings according to the current plan. Chair Tanimoto noted that it would make sense to have three hearings for the NP and three hearings for the Neighborhood Commission rules; however, when Commission rules are amended in the future, there should only be one hearing. Ure suggested that this process be put in writing.
f. Gall questioned whether the PIGroup will reconvene once Corporation Counsel completes its review. Ure indicated that the PIGroup has yet to be disbanded.
2. Neighborhood Board System Audit Update: Sakamoto reported that she and Nekota met and reviewed questions 3, 4 and 5 of the audit relating to what the Neighborhood Commission should do, what the Executive Secretary should do, and what neighborhood board chairs should do. Nekota is preparing a report on their recommendations.
D. FOR ACTION:
1. Approval of Regular Meeting Minutes of March 12, 2007: Young moved, Apisa seconded to approve the regular meeting minutes of March 12, 2007. Discussion followed. 1) Ching raised concerns that the minutes were not received in advance and there was no opportunity to review them. Manke advised that the delay was due to staff emergency circumstances. Chair Tanimoto noted the agenda item dealing with minute-taking. 2) Bautista asked about the 6 p.m. start time for the Ewa Neighborhood Board No. 23, public hearing for May 3. He noted that 6 p.m. was not a convenient start time for most people. It was noted that updated information showed that the hearing will start at 7 p.m.
2. Appointment of the Chief Monitoring Officer – Piilani Kaopuiki, League of Women Voters: Manke recommended Piilani Kaopuiki of the League of Women Voters to serve as the Chief Monitoring Officer for the 2007 Neighborhood Board Elections. Manke summarized Kaopuiki’s experience with various union and statewide elections. Kaopuiki volunteered as an observer in this year’s board elections and has proven to be knowledgeable in the processing, prepping and counting of ballots. Manke explained that her recommendation is made in accordance with Section 3-3.6 of the NP which states: “The chief monitoring officer shall be appointed by the Neighborhood Commission, and shall certify the results of the election.” She noted that Kaopuiki was unable to attend the Commission meeting but expressed her willingness to serve.
Gall moved for the appointment of Piilani Kaopuiki to serve as the Chief Monitoring Officer; Young seconded the motion and disclosed a personal conflict. She noted that her daughter is a “Kaopuiki”, but did not know whether there was any relationship. No discussion followed. The motion carried by unanimous consent. Aye: Apisa, Ching, Gall, Sakamoto, Tanimoto, Young.
3. Formation of a Committee or Permitted Interaction Group to review Neighborhood Board Minutes / Minute-taking by Neighborhood Assistants: Chair Tanimoto explained that persons may be interested in participating on a committee or permitted interaction group to review neighborhood board minutes and minute-taking by neighborhood assistants.
Manke explained that the Department of Human Resources provides a catalog of training courses available to City employees. NAs have participated in “Minute Writing Workshops” and the materials provided in Commission member packets are examples of what is involved in these training sessions. Nekota’s Training Committee recommended the formation of a PIGroup for minute-taking to specifically address concerns regarding deadlines, providing clear and concise minutes, and summarizing actions taken.
Questions, comments and concerns followed:
a. Nyuha expressed concerns about NA coverage for the Pearl City NB #21 and the need for more consistency with the NA staff.
b. Smyth suggested developing a minute-writing template because much of what is reported is common from month-to-month. Standardizing some of the processes can be helpful.
c. Ure presented her suggestions as to how neighborhood boards should prepare their minutes in accordance with the sunshine law. A template could be taken from the agenda and the only time it would be different is if an item was added to the agenda or taken out of order. She also pointed out some infractions in noting “counted or recorded” votes, as well as the recording of types of “nay” votes. She urged that the sunshine law be followed, adding that summarization is subjective. Tanimoto thanked her for the suggestion and noted that the current discussion should be focused on the possibility of forming a committee or a PIG, rather than specifics on minute-taking.
d. Teruya commended the Training Committee for its efforts. She expressed concerns about services provided by NAs to the Waianae Neighborhood Board and that there is a need to monitor and track minutes. The deadline to provide the chair with draft minutes is not being met and there is a backlog. She asked what will be done to correct this situation that has been ongoing for a year, and noted that the solution is not to change the NA assigned to the board.
e.
f. David Yaw, a member of the Kalihi-Palama NB #15, expressed his concerns regarding the lack of information in their minutes that did not reflect what was discussed; specifically, issues dealing with gangs, violence and drugs. He stated that the sound system is not up to par and that the NA may not be able to hear the full discussion.
g. Debbi Glanstein, having been an NA herself, suggested that it would be helpful if NAs were assigned geographically closer to their place of residence. Other factors that should be considered are salaries, the number of boards assigned to each NA, the type of training, who will be doing the training, and knowledge of the Neighborhood Board System.
h. Wong expressed concerns about the attitude of her NA who refuses to record points of order and abstentions with reservation. She suggested that a recording device be utilized. Manke advised that NAs are required to record the meetings and that digital recorders are available for their use.
i. Heinrich indicated his strong support to organize a PIGroup. As a former board chair, he expressed his desire for an NA to serve as a resource person and that the NA be informed and proficient with the NP, Robert’s Rules of Order, etc., as appropriate. Other considerations for NAs includes the NCO budget and whether there is adequate staffing.
j. Gall stated that in looking back over the years, several individuals have long advocated for some standardization of the minutes. Two previous Executive Secretaries (ES) ignored this matter. Gall commended the present ES for taking this matter head-on.
Gall moved that a Permitted Interaction Group be formed to study the complexities and ramifications of minute-taking by the Executive Secretary and staff; Young seconded the motion.
Discussion followed with Young speaking in support of the NCO and the ES in that it is extremely difficult to hire individuals with the very competitive salaries in the job market. It is also very difficult to work the extra hours to cover for the shortage of staff. The motion carried, 5-1-0. Aye: Apisa, Gall, Sakamoto, Tanimoto, Young. Nay: Ching.
k. Manke expressed her appreciation for the dialogue and discussion. She described her staff as hard working and recognizes that it is tough to be an NA. Ideally, the goal is to come up with a process to streamline the minutes, especially when there are boards with long meetings and a desire for more detailed minutes that take extra time to complete. It is also important to form a partnership and establish a working relationship with the board chair and the NA. Manke agreed that there is a need to be proactive and take steps to review minute-writing procedures that will help NAs meet deadlines and to address concerns about services provided by the NCO.
l. Ure asked that the PIGroup be aware of other duties assigned to NAs by the administration, including duties they are required to do because of their particular contracts.
m. Teruya commented on past practices in the NCO in the mid 90’s when NAs were paid $17,000 to service five neighborhood boards each as compared with today’s salary of $27,000. She noted that there are also six NAs who have been working in the NCO for eight or nine years, including an NA supervisor who served more than 18 years. She questioned why new NAs are not trained.
n. Ching voiced her opposition to the formation of a PIGroup as it is limited to less than a quorum, it is against the sunshine law, and it is not a transparent group.
o. Wong expressed interest to be a part of the PIGroup. Chair Tanimoto acknowledged her interest.
RECESS: The Commission recessed at 8:40 p.m. and reconvened at 8:44 p.m. Chair Tanimoto stated that he will review this matter more fully and will appoint members to the PIGroup at a future Commission meeting.
PUBLIC CONCERNS:
- Smyth expressed his disappointment to learn that board action is required to spend monies from the board’s refreshment budget. He explained that he was unaware of this requirement and noted that he has never received resource materials or guidebooks. Kidani encouraged board members to attend the orientation and sunshine law training sessions where the board budget will be discussed. Manke will follow-up to ensure that all board members will have copies of the guidebook and will explore annual orientation sessions.
- Wong asked that NAs use tape recorders at board meetings. Manke advised that all NAs are required to use a recording device for all meetings and will follow-up with staff.
- Teruya asked whether newly appointed members filling board vacancies receive sunshine law certification and whether attendance is tracked.
- Glanstein noted that Manke attended a
7. Ure reported that in the past guidebooks were provided to board chairs and under a previous ES packets were not distributed.
8. Ching asked whether the parliamentary procedure portion of the NP will be in the form of a guidebook and when will it be available. It was noted that there was a prior discussion to include it as part of the “one- stop” resource materials for the Plan.
9. Lockwood expressed concern relating to registering to vote online and asked whether it is acceptable to use publicity funds for a softball team. He also stated that he looks forward to the May 3 public hearing regarding boundary changes for the McCully-Moiliili neighborhood board area and that he agrees that board member contact information is important.
ADJOURNMENT: Without any objections, the meeting adjourned at 8:58 p.m.
Submitted by Marie Richardson, Neighborhood Assistant