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NEIGHBORHOOD COMMISSION

MONDAY, JUNE 30, 2008

MINUTES OF REGULAR MEETING

HONOLULU HALE, COUNCIL COMMITTEE ROOM

530 SOUTH KING STREET

I.          CALL TO ORDER: Chair Grant Tanimoto called the meeting to order at 7:10 p.m.

MEMBERS PRESENT: Brendan Bailey, Clara Ching, Ed Gall, Ron Mobley, Kalene Sakamoto, Grant Tanimoto (Chair), Sylvia Young (Vice-Chair).

MEMBERS ABSENT: Sheila Apisa, Jeanette Nekota.

GUESTS: Bert Narita (Diamond Head/Kapahulu/St. Louis Heights Neighborhood Board), Tom Heinrich (Manoa Neighborhood Board), Faye Chambers and Director Melvin Kaku (Department of Emergency Management), Daisy Murai. Jon Chinen, Debbi Glanstein, and Linda Ure (Kailua Neighborhood Board), Ron Lockwood (McCully/Moiliili Neighborhood Board), Richard Oshiro (Waipahu Neighborhood Board), Tom Smyth (Downtown Neighborhood Board), Steve Glanstein (Aliamanu/Salt Lake/Foster Village Neighborhood Board), Don Kitaoka, Jennifer Waihee, and (Corporation Counsel), Michelle Kidani, Joan Manke and Nola J. Frank (NCO).

II.         ROLL CALL OF COMMISSIONERS: Roll call of Commissioners was taken at 7:12 p.m. with a quorum of six (6) members present (Bailey, Young, Tanimoto, Gall, Sakamoto, and Mobley).

III.        FOR INFORMATION:

Without objection the agenda was taken out of order to III. B. Committee Reports.

            B.         COMMITTEE REPORTS:

1.         Budget:  Budget Chair Sakamoto reported the original budget request for the next fiscal year was $444,065 and that the actual appropriation is $337,878.  The following budget cuts were made – office supplies $12,000, postage $25,000, advertising $6,000, printing and binding $18,300, and other $21,500. The impact directly affects Board elections. Council is requiring online voting to reduce election costs. Manke informed the City Council that online votes in the 2007 election was only ten percent.  She added that there was not enough funds in the last elections to send a mailer to voters with an ID number to vote online. A Permitted Interaction Group (PIG) has been formed to review election costs, including educating the public.  It was suggested to think outside of box by using a pandemic recovery disaster plan angle to increase voter participation.

The agenda order resumed.

A.         EXECUTIVE SECRETARY’S REPORT: Executive Secretary Joan Manke reported on the following:

1.         Staffing: The Neighborhood Commission Office is short one Neighborhood Assistant and is currently interviewing to fill that position.

2.         Kapolei Office: To streamline and build a stronger staff the Kapolei Office has been closed. However, staff is still available to service the Westside community and will accommodate requests to meet with board members utlizing available meeting rooms at Kapolei Hale.

3.         Commissioners: Two commissioners, Kalene Sakamoto and Clara Ching, have fulfilled their terms and steps are being taken new appointments by the Mayor.

4.         Training: The next Training Committee meeting is tentatively set for July 24 or 25. The committee would like to meet prior to the Commission Meeting to discuss timelines, the Neighborhood Plan, Sunshine Law, etc.     

5.         Neighborhood Board System Audit: Nekota and her committee will review the Council Task Force report that was completed in December 2007.

            C.         PERMITTED INTERACTION GROUPS (PIGroup)

1.         Neighborhood Board Minutes/NA Minute Taking: Manke reported the next meeting is tentatively scheduled for July 21. Discussion will focus on streamlining the process, deadline to prepare draft minutes, the possibility of a template, and continued review of the process.

2.         Elections: Bailey reported that to maximize participation, the committee has brainstormed suggestions such as online voting, dial in voting by phone, incorporating the use of the League of Women voters, and usage of computers at the satellite city halls.

D.         LEGISLATIVE UPDATE: Chair Tanimoto reported that HB2730 (Act153) relating to the Sunshine Law is now law. Boards are now able to take community input on non-agenda items. Tanimoto recognized the help of many individuals and board members who lobbied and testified before the state legislature.

Without objection the agenda was taken out of order to III. F. Community Emergency Response Team (CERT).

F.         COMMUNITY EMERGENCY RESPONSE TEAM (CERT): Mel Kaku, Director, Department of Emergency Management, presented the following – CERT is a training program to help people help themselves and their community during a disaster is a community base managed program. Plans are to build teams made up of community members to involve everyone, program ownership, and community-private partnerships for neighborhood resilience. Steps to success include designation of CERT program coordinators at the neighborhood level; integration into Neighborhood Board activities; develop program-building strategy specific to neighborhood’s needs; and recruit, train and exercise. Outcomes of the program will include a response team geared to community needs; a team that is knowledgeable, familiar, and accepted; and ownership and responsibility for community wellness. Currently there are only 200 CERT members on Oahu for a population of 900,000. There is a great need for expansion and one way is to use the venue of the Neighborhood Boards. Steps to success are buy-in at the grassroots level (neighborhood boards), a program to build strategy and facilitate, and to utilize and encourage board members to help develop the program in their areas. It was emphasized that CERT belongs to the community.

Discussion followed: 1) Training is approximately 16-20 weeks with classes held on weekends and the completiuon of three or four courses for certification. 2) Copies of the draft program would be provided. 3) In correlation with the state, first responders are the City (police, fire, emergency services), and the state provides the National Guard if needed.  The Department of Defense is the third level. 4) The budget is a combination of agencies with 75 percent from the City; and grant applications are submitted. CERT focuses on the community. 5) The Red Cross is always available in emergencies (disasters), but is tied to a specific mission or task. 6) Comment was made that due to the many condominiums in the downtown area, training would be different. 7) It was noted that there are opportunities for volunteers outside of the neighborhood boards.

8:05 p.m. Commissioner Ching arrived; 7 commissioners now present.

The agenda order resumed.

E.         CONFERENCE OF CHAIRS: Sakamoto moved, seconded by Gall that the Neighborhood Commission supports the Conference of Chairs and neighborhood boards as well. The motion was adopted by unanimous consent, 7-0-0 (Bailey, Young, Tanimoto, Gall, Sakamoto, Ching, Mobley).

Discussion followed: Chair Tanimoto said alternate dates for the conference of chairs are August 16 or 30. The Mission Memorial is available on August 30 with an alternate meeting site being the McCoy Pavilion. The conference may include CERT, the Neighborhood Plan, Sunshine Law training, etc. The selected date would be coordinated with Corporation Counsel and the State Office of Information Practices. Suggestions were made as possible topics for the conference.

Chair Tanimoto formed a PIGroup with Gall, Young, Mobley, and himself to consider August 16 as the date for the Conference of Chairs.

IV.        FOR ACTION:

A.         Resolution Adopting the Rules and Procedures of the Neighborhood Commission and the Neighborhood Plan. Deferred until later in the meeting.

B.         Waipahu Neighborhood Board No. 22 Public Hearing Report re Amendment to Initiative Petition to Realign 11 Sub-districts. Young moved, seconded by Sakamoto to adopt the report regarding the initiative petition to realign 11 sub districts of the Waipahu Neighborhood Board. The motion was adopted unanimously, 7-0-0. (Mobley, Ching, Sakamoto, Gall, Tanimoto, Young, Bailey).

C.         Amendment to Initiative petition for Mililani/Waipio/Melemanu Neighborhood Board No. 25 to Decrease Subdistrict seats from 19 to 15 and increase at-Large seats from 4 to 8; total seats to remain at 23. Without objection, it was determined that a public hearing would be held on this matter. Chair Tanimoto appointed Nekota, Apisa and himself as an alternate to serve as hearing officers.

A typographical error was noted in the Resolution “Be it resolved,” on the third line, which should read fifteen (15) and not eleven seats. There were no objections.

D.         Executive Session Minutes.  Unanimous consent was used to enter into Executive Session at 8:41 p.m.

The meeting resumed at 9:35 p.m.

E.         Relocation of Neighborhood Commission Office to Mission Memorial Annex (red brick building): Gall moved, seconded by Young that the Neighborhood Commission strongly urges the managing director and other appropriate City entities to assign space in the Mission Memorial Annex upon completion of renovations to house the Neighborhood Commission Office. Gall explained that the present location is not easy to find or get to and is only marginally ADA compliant. The metal staircase and high step at the entrance are deterring visitors who want to conduct Board business and in fact may be hazardous. Additionally, no conference space is available. Some air quality deficiencies have been noted. Location in the Annex would certainly offer more welcoming and accessible venue for our 400 plus Board and Commission members and NCO staff.  The motion was adopted unanimously, 7-0-0.  (Mobley, Ching, Sakamoto, Gall, Tanimoto, Young, Bailey).

F.         Resolution Adopting the Rules and Procedures of the Neighborhood Commission and the Neighborhood Plan. Young moved, seconded by Bailey adopting the rules and procedures of the Neighborhood Commission and the Neighborhood Plan.

Discussion: 1) A question was raised as to whether the Executive Secretary will assist with the creation of a table of contents and index.  Chair Tanimoto noted it is a good suggestion; however, the Commission does not want to delay the finalization of the plan and did not want to make any commitments.  2) The RNP draft copy circulated included numbering and headings as reviewed by Corporation Counsel.  3) A question was raised whether it is an administrative rule by the City and County and needs to be signed by the Mayor. Kitaoka explained that adoption by this body (the Commission) is legal.  Tanimoto noted that the language of the communication to the Mayor will be reviewed.  4) It was noted that language on page 14-14 of the RNP is inconsistent and takes the responsibility for minute-taking away from the Neighborhood Assistant and giving it to the Board secretary. 

The motion was adopted unanimously, 7-0-0 (Bailey, Young, Tanimoto, Gall, Sakamoto, Ching, Mobley).

G.         Regular Commission Meeting Minutes:

1.         October 22, 2007 – By unanimous consent the Commission meeting minutes of

October 22, 2007 were approved as circulated.

2.         March 31, 2008 – By unanimous consent the Commission meeting minutes of

March 31, 2008 were approved as circulated.

3.         April 28, 2008 - By unanimous consent the Commission meeting minutes of April 28, 2008 were approved as circulated.

V.       PUBLIC CONCERNS:

§         The opinion of Corporation Counsel was sought regarding items on the election ballot such as the Con Con and whether Boards are allowed to vote on these matters.

§         The Executive Session minutes are under review.

§         Relative to the Waipahu resolution for re-districting, it was noted that the Manoa Neighborhood Board would consider amending their district changes to Subdistrict boundaries.

§         In the future it was recommended not having Board petition changes deadlines interfere with the election cycle.

VI.      ADJOURNMENT: Chair Tanimoto adjourned the meeting at 9:53 p.m.

Submitted by:

Nola J. Frank

Neighborhood Assistant