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Home My WebLink AboutCOM 0294.000 2010-2012 Hawaii State Association of Counties (HSAC) Counties of Kaua`i, Maui, and Hawai`i, and City & County of Honolulu MEMORANDUM Date: July 18, 2011 P. To: Dominic Yagong, Chair IN) I And Council Members }, : r r Hawaii County Council tvt From K. Angel Pilago HSAC Representative car R Re: HSAC Executive Committee Meeting, July 8, 2011 Attached you will find the minutes of the May 13, 2011 and June 22, 2011 meeting with pertinent attachments for your review. Please feel free to contact me should you have any question or comment. Kindest regards, KAP /sdl Attachments Comm. No. 2 3371-A Wilcox Road,LThu`e,Kauai,Hawaii 96766, (808) 241-4188 Ref. To: LI ' �+ P Ref. Date JUL 2 2 2011 Hawaii State Association of Counties (HSAC) • Counties of Kauai,Maui,and Hawaii,and City & County of Honolulu AGENDA HSAC EXECUTIVE COMMITTEE MEETING - Friday, May 13, 2011 at 11:00 a.m. Kauai Council Chambers 3371-A Wilcox Road RECEIVED Lihu'e, Kauai, Hawai'i 96766 . 11 MAY -6 P 3 :03 I. CALL TO ORDER 11. MINUTES OF F1 THE COUNTY COUNTY OF A. Minutes of the April 8, 2011 HSAC Executive Committee Meeting submitted by the HSAC Secretary III. REPORTS A. Treasurer's Report 1. Treasurer's Report for the month of February 2011, submitted by the HSAC Treasurer. 2. Treasurer's Report for the month of March 2011, submitted by the HSAC Treasurer. B. County Reports 1- Maui County Report 2. Hawaii County Report 3. City and County of Honolulu Report 4. Kauai County Report IV. UNFINISHED BUSINESS V. NEW BUSINESS A. Welcome remarks by Kaua'i's Mayor Bernard Carvalho. B. Briefing by Wesley Machida of the Employee Retirement System on the status of bills in the legislature and related matters. C. Communication (dated April 13, 2011) from Honolulu City Council Chair Nestor Garcia, to HSAC President, informing him that the Honolulu City 3371-A Wilcox Road,LThu`e,Kauai,Hawaii 96766,(808) 241-4188 May 13, 2011 Page - 2 - Council has designated Councilmember Stanley Chang as its HSAC Representative and Councilmember Tulsi Gabbard-Tamayo as the Alternate. The term of both Councilmembers is from July 1, 2011 to June 30, 2012. D. Communication (dated April 13, 2011) from Honolulu City Council Chair Nestor Garcia, requesting consideration in appointing Honolulu City Councilmember Tulsi Gabbard-Tamayo to serve on the NACO Economic Development Steering Committee for the term July 1, 2011 to June 30, 2012. E. Communication (dated April 26, 2011) from Kaua'i County Council Chair, Jay Furfaro, informing President Rapozo of the Representatives and Appointees that the Council approved with respect to HSAC, WIR and NACo. Also that the Council approved HSAC's proposed annual operating budget for fiscal year 2012. F. Discussion on status of Maui County Council's selection of Representatives and Approintees to the HSAC Executive Committee for the term commencing July 1, 2011 to June 30, 2012. G. Communication (dated May 4, 2011) from Hawaii County Council Chair, K. Angel Pilago, informing the President Rapozo that the Hawai'i County Council reappointed K. Angel Pilago as the HSAC Representative and Councilmember Brittany Smart as the Alternate for the term July 1, 2011 to June 30, 2012. H. Communication (dated May 4, 2011) from Hawai'i County Council Chair, K. Angel Pilago, informing the President Rapozo that the Hawaii County Council approved the HSAC proposed budget for fiscal year 2011-2012. I. Discussion related to the recent HSAC appointees and the new slate of officers to be presented at the Annual HSAC meeting, for the term beginning July 1, 20011 and ending June 30, 2012. J. Discussion and nomination of 3 Directors to the National Association of Counties and 2 Directors to the Western Interstate Region. K. Communication (dated April 26, 2011) from Maui Council Chair, Danny A. Mateo, requesting the HSAC Executive Committee's assistance in soliciting donations for the upcoming Annual HSAC Conference. L. Communication (dated April 26, 2011) from Lin County Board of Supervisors, Linda Langston, thanking the HSAC Executive Committee for the endorsement of her candidacy for NACo's Second Vice President. May 13, 2011 Page - 3 - M. Update by Councilmember Pontanilla on the upcoming 2011 HSAC Annual Conference. VI. ANNOUNCEMENTS A. Schedule next meeting B. Other announcements VII. ADJOURNMENT Hawaii State Association of Counties (HSAC) Counties of Kauai, Maui, and Hawaii, and City & County of Honolulu MINUTES HSAC EXECUTIVE COMMITTEE MEETING May 13, 2011 Note from recording secretary: these minutes taken from a CD that contained gaps, unidentified speakers, unintelligible voices, etc. The minutes are provided with those caveats to accuracy. CALL TO ORDER The HSAC Executive Committee was called to order by President Mel Rapozo. County of Kauai President Mel Rapozo City and County of Honolulu Vice-President Stanley Chang County of Hawaii Secretary K. Angel Pilago County of Maui Treasurer Joseph Pontanilla Others present Kaua'i Mayor Bernard Carvalho Kauai Council Chair Jay Furfaro Maui County Council Chair Danny Mateo State Representative Derek Kawakami State Representative Jimmy Tokioka Wesley Machida, Employee Retirement System MINUTES Minutes of the April 8, 2011 HSAC Executive Committee meeting submitted by the HSAC Secretary Motion was made and seconded to accept the minutes as written. Motion passed by unanimous voice vote. REPORTS A. Treasurers Report taken from written report Period ending February 28, 2011 Income: $ 2.74 (interest) $ 12,109.80 Conference Expense: $ 1 ,824.39 Balance: $115,160.19 Period ending March 31 , 2011 3371-A Wilcox Road,LThu`e,Kaua`i,Hawaii 96766,(808) 241-4188 July 19, 2011 Page - 2 - Income: $ 2.94 (interest) $ 20.00 miscellaneous Expense: $ 2,853.94 Balance: $112,327.19 Secretary Pilago moved to accept the treasurers report; motion was seconded. Motion passed by unanimous voice vote. B. County Reports 1 . Maui County. (Pontanilla) Council has been in budget sessions since mid- March to last weekend. Passed budget out of committee and need 2 readings to approve. 2. Hawaii County. (Pilago) Host committee met and gelling toward APEC conference. Approximately 25 from business, public and government were in attendance. We've worked out differences between Mayor and Council on sister- city considerations. All working together for Kumejimi approval on May 17. Moving into budget debates and real property tax public hearing. $56M bond approved with both Chair Yagong and myself dissenting. 3. City & County of Honolulu. (Chang) Going through its budget process with increases in real estate, sewer, golf, etc. drawing lots of attention and cuts between $176M to $75. Expects a fiscally responsible budget. Rail is drawing attention. Approved sale of general obligation bonds with lots of testimony — it passed. Myself and Mayor will travel in June to sister-city Chengdu for signing in Chengdu and travel to other sister-cities that City & County have relationships. 4. Kauai County. (Rapozo) completed decision making for budget and its moving through. Bills coming in for 1st reading on amendments to real property tax. UNFINISHED BUSINESS None NEW BUSINESS A. Recognize Kauai Mayor Bernard Carvalho, State Representative Derek Kawakami, State Representative Jimmy Tokioka, Kauai Council Chair Jay Furfaro, and Maui Council Chair Danny Mateo. Mayor Carvalho addressed the meeting with a few words. Council Chair Furfaro addressed the meeting with a few words. July 19, 2011 Page - 3 - B. Wesley Machida, Employee Retirement System Handouts made available. The last one in particular is good information. We are in a difficult funded position at 61.4%. We have active employees (65,000), retirees and beneficiaries (40,000) who receive pension benefits. At end of this FY we will be paying nearly $1 B in benefits to these 2 groups. We also have 6000 inactive vested members. They are not yet drawing benefit until they reach retirement age. We need money to pay these benefits and need over $18B. Currently have $9.8B. Shortfall is what's known as unfunded liability at about 39%. $1.687B was credited back to employers in the period 1967 to 2003 as excess investment earnings. Had those funds stayed in the fund we would be nearly 100% funded today. Contributions by state law is a percentage of payroll including OT, supplementary, anything considered compensation. Police & Fire is 19.7%. All other employees contribution rate is 15%. FY2011 estimate is $537M statewide contribution. Employee contribution is $170M and we pay out $1B in benefits. We will need to liquidate $240M in investment assets to make the benefit payments. 2011 may get worse because we have deferred loses we've yet to recognize from 2009-10. Return rate assumption is 10% but had an 18% loss in those years. We use a 4 year smoothing effect to make up the difference. To help the situation there were 2011 legislative initiatives passed. One limits increases, 2 help to keep the tax exempt status. Another changes the vesting of benefit to new employees on July 1 , 2012 or later. Those who left government and not vested then come back would be considered a new hire. Mr. Machida proceeded to answer detailed questions from the audience. C. Communication (dated April 13, 2011) from Honolulu City Council Chair Nestor Garcia designating Councilmember Stanley Chang as their HSAC representative and Councilmember Tulsi Gabbard Tamayo as alternate for the term July 1 , 2011 through June 30, 2012. D. Communication (dated April 13, 2011) from Honolulu City Council Chair Nestor Garcia requesting consideration for appointing Councilmember Tulsi Gabbard Tamayo to the NACo Economic Development Steering Committee for the term July 1, 2011 through June 30, 2012. E. Communication (dated April 26, 2011) from Kauai County Council Chair Jay Furfaro, informing President Rapozo of the representatives and appointees for the council approved with respect to HSAC and NACo and also approving HSAC annual operating budget for FY2011-2012. F. Discussion on Maui County selection of representatives and appointees to HSAC Executive Committee for the term July 1 , 2011 through June 30, 2012. July 19, 2011 Page - 4 - Treasurer Pontanilla interrupt: at our meeting last week we appointed myself as the member and Councilmember Riki Hokama as the alternate to HSAC. G. Communication (dated May 4, 2011) from Hawaii County Councilman K. Angel Pilago informing HSAC President Rapozo that the Hawaii County Council reappointed K. Angel Pilago as HSAC Representative and Councilmember Brittany Smart as alternate for the term July 1 , 2011 through June 30, 2012. Communication filed. H. Communication (dated May 4, 2011) from Hawaii County Councilman K. Angel Pilago informing HSAC President Rapozo that the Hawaii County Council approved the HSAC budget. Motion to file items C through H by Secretary Pilago. VicePresident Chang interjected that with respect to items C & D, Councilmember Tulsi Gabbard Tamayo has dropped the use of Tamayo and now uses Tulsi Gabbard. Motion seconded by Treasurer Pontanilla. Unanimous voice vote to approve. I. Discussion related to the recent HSAC appointees and the new slate of officers to be presented at the Annual HSAC meeting for the term beginning July 1, 2011 and ending June 30, 2012. Treasurer Pontanilla "move to continue the slate the way it is, you as President, Mr. Chang as VicePresident, Mr. Pilago as Secretary, and myself as Treasurer". Motion seconded by Treasurer Pilago. Unanimous voice vote to approve. J. Discussion and nomination of 3 Directors to the NACo and 2 Directors to WIR. Secretary Pilago "we've had some processing problems over in our place and we were unable to agendize on May 4 my council's approval for nomination as NACo Director and WIR Director. I just wanted to note that the communication has been sent forth within our council but it just slipped through and we just couldn't get it agendized and get communication here on time but we still intend to submit our name to this Executive Committee to NACo Board and WIR Board". Treasurer Pontanilla "I know we've had unwritten agreements in previous years in regards to the NACo Board members as well as the WIR members tenure(?). Maybe 2-3 years back we all agreed as 4 counties that National Association Board of Directors one come from Maui one would come from Kauai and if there was one at large the City and County would be available for that. As far as WIR one member from Kauai and one member from Big July 19, 2011 Page - 5 - Island to sit on that board. Should we not have a presidential appointee then the appointee for board of directors for NACo then one of the WIR positions that sits with Kauai will go to Oahu. Then that way all 4 counties would have representation on either WIR or NACO. So that was taken up, I think you were present (President Rapazo "that was in 2008 my last term") so I recommend that we still go with that as far as trying to provide directorships to both WIR and NACo. Secretary Pilago, "I would be pleased to go ahead with that I just need some assistance in reformatting and doing the changes in the bylaws. Just for consideration". Treasurer Pontanilla, "yeah, yeah, that's fine". President Rapozo, "we need to get a slate voted on today so we can get for June because it has to be voted on by the membership. So Big Island does not have a nominee for WIR?". Secretary Pilago, "I am that but the other part, NACo Directorship that we were interested in to. We can agree to what we discussed, I just want it to be clear in the bylaws". Treasurer Pontanilla, "and maybe what we can do because time is of the essence that we continue with the gentlemen's agreement and probably schedule in August September timeframe who should sit on what boards". President Rapozo, "and I agree with Mr. Pilago that is should be reflected in the bylaws so there is no, we will not be here forever so". Treasurer Pontanilla, "yeah, understood and we've done some changes to the bylaws as far as amending a lot of things in the past and we can discuss that". President Rapozo, "You do have Kaua`i's slate and if you look at the communication from Kauai, we have the HSAC representatives under the Western Interstate Region board, Kauai is putting forth the name of Nadine Nakamura as the representative on the WIR Board and there's an alternate listed which really doesn't affect the HSAC and the NACo Board representative will be Mr. KipuKai Kuali'i. So those were the names that were approved at the county council meeting for the 1 NACo Board seat that Kauai has typically represented". Treasurer Pontanilla, "for the island of Maui we haven't taken action as far as who sits on the NACo Board yet, anyway". President Rapozo, "how about City and County?" VicePresident Chang, "neither have we. Again to clarify typically in the past NACo Board has had representatives from Kauai, Maui, and Honolulu and WIR has had representatives from Kauai and Big Island". President Rapozo, "correct and we have been blessed for many many years to have that NACo Presidential nominee. President of NACo has the opportunity to appoint 10 directors. We get 1 for just being in NACo, we get 1 for having 100% of our counties participating in HSAC and we've been lucky enough to get a Presidential appointee for so many years". July 19, 2011 Page - 6 - Secretary Pilago "Hawaii County would be pleased to support the structure as it has been operating. It's been a good and positive working structure. So we certainly will go back, again our items have not been agendized in terms of NACo directorship so perhaps we can rescind that". President Rapozo, "ok we'll have to defer it until the June meeting so let us do that but you are going to be the WIR representative so we can finalize that. So there are no objections to the Kauai slate for Kauai representatives?". [Secretary Pilago "no"], That was Nadine Nakamura for WIR and KipuKai Kuali'i for NACo and that was passed unanimously at the county council level [Treasurer Pontanilla, "I have no objections"]. City and County obviously you are not prepared so we can cover at least the Kauai NACo and the 2 WIR seats. Could I have a motion to accept the Kauai representative to NACo which would be KipuKai Kuali'i to sit as 1 of the board members to NACo? [VicePresident Chang, "so moved". Unintelligible second. Passed by voice vote]. I would entertain a motion to accept the recommendation of the Kauai County Council for the appointment of Nadine Nakamura to the position of WIR Board of Director? Moved by Honolulu, seconded by Big Island [Passed by voice vote]. Motion to accept Big Island nomination of Mr. Pilago to the 2nd WIR seat Board of Director? Moved by City and County, seconded by Maui [Passed by voice vote]. So we will defer action on the Maui NACo Board seat and the City and County Board seat and again the City and County Board seat will go as long as the Presidential appointee stays. We've been assured by the future President that we will continue to have that. Let the record reflect the deferral of those 2 items.". K. Communication (dated April 26, 2011) from Maui Council Chair, Danny A. Mateo, requesting the HSAC Executive Committee's assistance in soliciting donations for the upcoming Annual HSAC Conference. Treasurer Pontanilla requests Mr. Mateo to provide the meeting update as well (item M). President Rapozo moves to item L to dispense then will come back to Mr. Mateo for items K and M. L. Communication (dated April 26, 2011) from Lin County Board of Supervisors, Linda Langston, thanking the HSAC Executive Committee for the endorsement of her candidacy for NACo's Second Vice President. Communication filed. M. Update by Councilmember Pontanilla on the upcoming 2011 HSAC Annual Conference. Maui County Council Chairman Mateo addressed the EC on items K and M. On July 30, 1959, 13 Board of Supervisors from the Island of Hawaii, Kauai and Maui got together in Lihue, Kauai and formed HSAC. The City and County of Honolulu did not attend until the next meeting. The purpose and July 19, 2011 Page - 7 - intent of these individuals was to bring the county government together in one voice to the legislature. The legacy continues to add to the historical importance of HSAC. The county of Maui is proud to bring the annual conference June 22-23 at the Grand Wailaia. Maui has been working diligently to provide a conference you can be proud of. Chair Mateo apprised the EC of many of the speakers, programs and activities. He is asking all the EC to go back to their respective counties to get 100% attendance from all HSAC county councils. Chair Mateo provided handout package with includes a request for sponsorhips to help pay for needed items of the conference. Presently have verbal commitments of nearly $30K so far but nothing actually received. Kauai has committed 100% attendance. Communication received and accepted with voice vote. Nothing further to discuss. ANNOUNCEMENTS A. Scheduled next meeting is the annual HSAC Meeting of June 22-23. B. Other Announcements Secretary Pilago reiterated from the last meeting that Hawaii County is bringing forth 2 sister city relationships for APCES, Kumejima Japan and Ormoc City Phillipines. Should we be able to have only 1 signing at APCES we reserve the right to pick which it will be. The council and administration is working much closer to make these sister city arrangements and thanks the efforts of HSAC to help bridge the gaps we experienced. ADJOURNMENT Meeting adjourned. Respectfully submitted, LK, K. Angel Pilago Secretary Hawaii State Association of Counties �, RECEIVED Hawaii State Association of Counties (HSAC) Counties of Kauai, Maui, Hawaii & Cite& Vui.ty,if, onolulu AGENDA HSAC EXECUTIVE COMMITTEE G Friday, July 08, 2011 at 10:06K WY 0I, Honolulu Hale, Committee Room Honolulu, O`ahu, Hawaii I. CALL TO ORDER II. MINUTES A. Minutes of the June 22, 2011 HSAC Executive Committee Meeting. HI. REPORTS A. Treasurer's Reports 1. Treasurer's Report for the month of June 2011, submitted by the HSAC Treasurer. B. County Reports 1. Maui County Report 2. Hawai`i County Report 3. City and County of Honolulu Report 4. Kaua`i County Report C. National Association of Counties (NACo) Report D. Western Interstate Region (WIR) Report IV. . UNFINISHED BUSINESS A. Discussion and approval of nominees to the NACo Board of Directors for Fiscal year 2011-2012: 1. Presidential Nominee, City & County of Honolulu (NACo) 2. Joseph Pontanilla, Maui County (NACo) (Deferred on June 22, 2011) HSAC Executive Committee Meeting Agenda July 8, 2011 Page 2 V. NEW BUSINESS A. Discussion and approval of the appointment of a special committee to address the following matters: 1. Opening HSAC membership to corporations. 2. Hiring an Executive Director of HSAC. 3. Establishing a fee structure for HSAC Corporate/Associate membership. B. Communication (dated June 28, 2011) from Honolulu City Councilmember Nestor Garcia, requesting support and approval from HSAC Executive Committee regarding NACo's intent to appoint Councilmember Garcia as Vice Chair of the International Economic Development Task Force. C. Communication (dated July 1, 2011) from Honolulu City Councilmember Stanley Chang requesting approval of an MOU agreement between HSAC and the Pacific Gateway Center relating to support for HSAC's co- sponsorship of the first annual Counties of Hawai'i Sister City Summit. D. Communication (dated June 24, 2011) from Hawai'i County Councilmember Brittany Smart, requesting HSAC permission to attend and present information on Model APEC Convention. VI. ANNOUNCEMENTS A. Schedule next meeting B. Other announcements VII. ADJOURNMENT .'ouirtT oF:'.• ro • o\., CITY COUNCIL ''° � a CITY AND COUNTY OF HONOLULU .��r g r a H O N O L U L U, H A W A I I 9 6 8 1 3 - 3 0 6 5 NESTOR GARCIA R E C I' Council District IX (808)768-5009(Voice) June 28, 2011 (808)768-5011 (Fax) ngarcianhonolulu.gov •11 AN 29 A9 :54 Hon. Mel Rapozo OFF ti',F President Hawaii State Association of Counties COUNTY OF 3371-A Wilcox Road Lihu'e, Hawaii 96766 Dear Pre - apozo: National Association of Counties (NACo) incoming president Lenny Eliason intends to reappoint the International Economic Development Task Force during his term and asks if I would serve as its Vice Chair. It is the task force that I currently co-chair with Valerie Brown of Sonoma County, Calif., and NACo staff has assured me that I may serve as vice chair though I will no longer be a member of the NACo Board. I am willing to serve, provided that this appointment has the support of the HSAC Executive Committee and that my participation would be considered on par with serving on a NACo steering committee. Please place this item on the agenda for discussion and action at the July 8 meeting. Mahalo for your consideration. Al., a, t ESTOR R. GARCIA Honolulu City Council District 9—Waipahu, Mililani, Makakilo NRG:ms CITY" COUNCIL s L F CITY AND COUNTY OF HONOLULU t:..°<.,a •. </ H O N O L U L U, H A W A I I 9 8 8 1 3 . 3 0 8 5 STANLEY CHANG Councilarember—District IV Phone:(808)768-5004 Fax:(808)768-5000 ccldistrict4(a3honolutu-gov www.hono1ulu.gov/council/d4 July 1, 2011 MEMORANDUM TO: HSAC PRESIDENT MEL RAPOZO FROM: COUNCILMEMBER STANLEY CHANG r✓� �� SUBJECT: AGENDA ITEM FOR ACTION AT THE JULY 8, 2011 HSAC EXECUTIVE COMMITTEE MEETING RELATING TO THE APPROVAL OF A MEMORANDUM OF AGREEMENT WITH THE PACIFIC GATEWAY CENTER IN SUPPORT OF HSAC'S CO- SPONSORSHIP OF THE FIRST ANNUAL COUNTIES OF HAWAII SISTER CITY SUMMIT Please place for action on the July 8, 2011 HSAC Executive Committee Meeting Agenda She approval of the attached Memorandum of agreement between HSAC and the Pacific Gateway Center relating to support for HSAC's co-sponsorship of the first annual Counties of Hawaii Sister City Summit. Please contact my Chief of Staff, Kekoa McClellan at 808-393-7937 or at wmcclellan( honolulu.00v should you have any questions. SC:km SEE ATTACHED MEMORANDUM OF UNDERSTANDING This Memorandum of Understanding takes effect on the date stated below between the Hawaii State Association of Counties, and Pacific Gateway Center for the Counties of Hawaii: Sister-Cities Summit 2011 1. PURPOSE The purpose of this Memorandum of Understanding (MOU) is to describe the roles and responsibilities of the Hawaii State Association of Counties(HSAC)and Pacific Gateway Center(PGC), known collectively as the "Parties", in coordinating the Counties of Hawaii: Sister-Cities Summit 2011 (the"Project")to be held in Honolulu. Hawaii on September 13 and 14, 2011. The Project will be held in conjunction with the State of Hawaii sponsored Asia Pacific Clean Energy Summit and Expo to be held in Honolulu, Hawaii, September 12 through 15, 2011. U. BACKGROUND HSAC is a registered nonprofit corporation comprising the Hawaii, Kauai and Maui county councils and the Honolulu City Council. HSAC is a sponsor of the Project in its capacity as the official association of the four county councils in the State of Hawaii. Pacific Gateway Center will act on behalf of HSAC and perform tasks as stated in this MOU. III. LIAISONS Liaisons for the Project are: HSAC: Stanley Chang, Vice President 530 South King Street, Room 202 Honolulu, Hawaii 96813 Telephone: (808)768-5004 E-mail: schanq aehonolulu.gov, Facsimile: (808)768-5011 PGC: Dr. Tin Myaing Thein 83 North King Street Honolulu, HI 96813 Telephone: (808)551-2279 E-mail: myaing @pacificgatewaycenter.org Facsimile: (808)851-7019 I IV. MANAGEMENT OF THE PROJECT PGC will serve as fiscal agent for the Project and be responsible for obtaining sponsorships, hiring of event coordinators and supervision of them in their duties, and receiving, holding, and expending funds raised for the project, maintaining accurate and complete records of all transactions, and providing a full report to HSAC of all financial activity related to the project no later than December 31, 2011. V. MEETINGS The Parties agree to meet as required. Meetings can be via telephone conference calls and e-mail. VI. FINANCIAL RESPONSIBILITIES The Parties agree that all cash receipts, including but not limited donations whether paid by cash, check or electronic funds transfer or other means, shall be deposited in a special account created by PGC for the exclusive use for the Project. All disbursements from the account must receive prior written approval by HSAC Vice President Stanley Chang. PGC shall be responsible for receiving,depositing,disbursing, recording, and reporting of all funds associated with this account. Any Surplus funds at the completion of the project shall be turned over to HSAC. VII. ROLES AND RESPONSIBILITIES Each party agrees to perform tasks as described herein. Additional tasks in furtherance of the Project may be assigned as agreed upon in writing by the Parties. The major program events for the Project are as follows: • Counties of Hawaii: Sister-Cities Summit Welcome Dinner on the evening of Tuesday, September 13, 2011 • Sister Cities Economic Development Session on the morning of Wednesday, September 14, 2011 • Sister Cities Luncheon Signing Ceremony on Wednesday, September 14, 2011 • Sister Cities Clean Energy Panel Discussion on Wednesday, September 14, 2011 • Counties of Hawaii: Sister-Cities Summit Reception and Trade Show on the evening of Wednesday, September 14, 2011 2 A. Financial Goals HSAC • Establish budget • Set financial goals • Approve all expenditures • Provide input PGC • Receive and expend funds • Hire event coordinators as necessary • Maintain accurate records • Provide financial reports B. Donations and Contributions HSAC • Provide donor lists for PGC's review • Mail initial letters of invitation to donate or contribute PGC • Conduct follow-up of invitation letters • Receive and deposit all funds into special account C. Conference Booklet HSAC • Direct the printing of the booklets after receiving the final proofed copies from PGC PGC • Coordinate the layout and printing of the conference booklet • Solicit and coordinate ad placements in the conference booklet D. Conference Packets HSAC • Gather components and prepare the packets • Transport packets to the conference site 3 PGC • Suggest items (e.g., promotional)that can be included in the packets • Coordinate assembly of packets E. Entertainment PGC • Coordinate entertainment for Welcome Dinner and Expo Reception VIII. Authority The roles and responsibilities covered in this MOU are intended to improve the coordination, implementation and execution of the Project. This MOU is not intended to create any right or benefit or to diminish any existing right or benefit. Nothing in this MOU alters the responsibilities of statutory authority of the parties. IX. Additional Documentation The parties agree to execute additional documents as may be necessary to carry out the Project. Agreed to this day of , 2011. Authorized Representative of HSAC Signature: Name (print): Title: Authorized Representative of PGC Signature: Name(print): Title: 4 tY Qf , N� '. :�o'"'%'••'''! Phone:(808) 961-8263 BRITTANY SMART 44 `, Fax:(808) 961-8912 Councilmember ;, , bsmart�co.hawaii.hi,us Hawaii County Council _._.es : District 6 ; ;,°` ;�; Upper Puna, Ka`u, South Kona • 'E 8r'N►�` Hawaii County Council County of Hawai`i 25 Aupuni Street Hilo, Hawaii 96720 MEMORANDUM Date: June 24, 2011 To: Councilmember Mel Rapozo, HSAC Chair Kauai County Council 3371 1-A Wilcox Rd. Lihue, HI 96766 From: Brittany Smart, Hawaii County Councilmember, HSAC Vice Chair RE: Permission to Attend HSAC Meeting to Present on Model APEC Convention On October 28th and 29th, 2011 a Model APEC Convention will be taking place at the West Hawaii Civic Center. I am requesting permission to attend the upcoming HSAC meeting to do a presentation on the Model APEC convention. This convention will introduce Hawaii high school students with an educational opportunity on the mechanics behind international business and intergovernmental cooperation. Additionally, Model APEC conferences benefit communities by raising the public awareness, understanding and importance of APEC. This could be an opportunity for all the neighbor islands to utilize. I would like to be placed on the agenda for the July 8th, 2011 HSAC meeting, the presentation will take less than 30 minutes and I will be using my personal computer for a power point presentation. Thank you for your consideration in this matter. xc: Angel Pilago, Hawaii County Councilmember Dominic Yagong, Hawaii County Council Chair BS/jk Serving the Interests of the People of Our Island Hawai'i County is an Equal Opportunity Provider and Employer Hawaii State Association of Counties (HSAC) Counties of Kauai, Maui, and Hawaii,and City &County of Honolulu MINUTES HSAC EXECUTIVE COMMITTEE MEETING Wednesday,June 22,2011 at 8:38 a.m. Grand Wailea Hotel Resort& Spa 3850 Wailea Alanui Drive, Wailea Maui CALL TO ORDER The HSAC Executive Committee was called to order at 8:38 a.m. by Kaua`i Councilmember and HSAC President Mel Rapozo. The County of Kaua`is President Mel Rapozo Present The City and County of Honolulu: Vice-President Stanley Chang Present The County of Hawai`i: Secretary K. Angel Pilago Present The County of Maui: Treasurer Joseph Pontanilla Present Others Present: The meeting was open to the General Membership of HSAC and attendees of the HSAC annual conference,as a result the EC meeting was attended by roughly 40 different members,conference guests,and staff whose names were not recorded. MINUTES A. Minutes of the May 13, 2011 HSAC Executive Committee Meeting were submitted by HSAC Secretary K. Angel Pilago for review and approval. MOTION TO ACCEPT: V.P. Stanley Chang SECOND TO THE MOTION: Treasurer Joseph Pontanilla DISCUSSION: None The Motion Passed unanimously REPORTS A. Treasurer's Reports 1. A Treasurer's Reports for the Month of April 2011 and a report for the month of May 2011 were submitted by HSAC Treasurer Joseph Pontanilla for review and approval. MOTION TO ACCEPT: Secretary K. Angel Pilago SECOND TO THE MOTION: Treasurer Joseph Pontanilla DISCUSSION: None The Motion passed unanimously B. County Reports 1. Maui County EC representative Treasurer Joseph Pontanilla reported that Maui County had recently passed their Maui County's budget which totaled $567 Million Dollars. In early May the County of Maui also took action on real property tax issues which included the reduction of the Home Exemptions from $300,000 to$200,000 and also approved a requirement that homeowners prove they are Maui residents in order to qualify for any real property tax exemptions. 2. Hawai'i County representative Secretary K. Angel Pilago reported that Hawai`i County had not yet completed their budget process as the Council submitted budget was vetoed by Mayor Kenoi and tawaiTCounty will be going into a Special Council Session on Friday June 24,2011 and a Second Special Session on Thursday July 30,2011 to handle the override. 3. The City and County of Honolulu representative Vice-President Stanley Chang reported that Honolulu recently completed its budget process. Mayor Peter Carlisle vetoed several bills which the Council will address in a special session next week. Honolulu is also working very hard on the Counties of Hawaii Sister City Summit being held in September of this year in conjunction with HSAC,the U.S. Departments of State and Commerce,and the State of Hawaii's Department of Business, Economic Development and Tourism(DBEDT). 4. Kauai County representative President Mel Rapozo reported that Kauai recently completed their budget process, in the interests of time President Rapozo limited his report. C. National Association of Counties(NACo)Report In the consideration of the time limitations to the EC meeting, President Rapozo recommended that barring any objections, the NACo report be deferred. Hearing no objections,the report was deferred. D. Western Interstate Region(WIR)Report In consideration of the time limitations to the EC meeting, President Rapozo recommended that barring any objections,the WIR report be deferred. Hearing no objections,the report was deferred. UNFINISHED BUSINESS A. Moved to the end of the Agenda NEW BUSINESS A. Communication(dated May 9,2011) from the Honolulu Chief Clerk, Patricia Mau-Shimizu,to inform HSAC of the adoption in the 2011 Regular Session of Resolution No. 139—Creating a task force on establishing the Bank of the State of Hawaii. MOTION TO RECEIVE: Treasurer Joseph Pontanilla SECOND TO THE MOTION: V.P. Stanley Chang DISCUSSION: None The Motion passed unanimously B. Communication(dated May 9, 2011) from Maui Council Chair Danny A. Mateo, requesting consideration of the Committee to appoint Councilmember Joseph Pontanilla as a NACO Director. MOTION TO RECEIVE: Secretary Angel K. Pilago SECOND TO THE MOTION: V.P. Stanley Chang DISCUSSION: None The Motion passed unanimously C. Communication (dated June 3,2011) from Kaua'i County Council Chair Jay Furfaro, informing President Rapozo that the Council approved HSAC's proposed slate of officers for fiscal year 2011/2012. MOTION TO RECEIVE: Treasurer Joseph Pontanilla SECOND TO THE MOTION: V.P. Stanley Chang DISCUSSION: None The Motion passed unanimously D. Communication (dated June 7,2011) from President Rapozo to NACo President Glen Whitley, informing him of HSAC appointments to the NACo Steering Committees. MOTION TO RECEIVE: Treasurer Joseph Pontanilla SECOND TO THE MOTION: V.P. Stanley Chang DISCUSSION: None The Motion passed unanimously E. Communication(dated June 8, 2011) from Honolulu City Clerk informing the committee of the passing of Resolution 11-163, FD1, approving the HSAC slate of officers for fiscal year 2011-2012. MOTION TO RECEIVE: Treasurer Joseph Pontanilla SECOND TO THE MOTION: V.P. Stanley Chang DISCUSSION: None The Motion passed unanimously F. Discussion of the 2011 HSAC Legislative Package(Timeline) President Rapozo explained that the intent of this agenda item is to present for approval the Legislative timeline for HSAC's Legislative package. The timeline reads as follows: • Request for proposals from each respective County Council to be submitted to the HAAC Executive Committee by September 2, .....,2411; • Schedule HSAC Executive Committee Meeting for Mid- September to discuss and initially approve the 2012 HSAC Legislative Package; • Deadline for Counties to approve the 2012 HSAC Legislative Package by October 14,2010, to be approved by the HSAC Executive Committee at a subsequent meeting. *MOTION TO RECEIVE: Treasurer Joseph Pontanilla SECOND TO THE MOTION: Secretary Angel K. Pilago DISCUSSION: None The Motion passed unanimously UNFINISHED BUSINESS A. President Rapozo took Unfinished Business items A, B,and C of the Agenda and pooled their discussion. These Agenda items, relating to A) opening membership to corporations per HSAC Bylaws B)hiring and Executive Director of HSAC and C)a new fee structure for HSAC membership had been initiated by former HSAC Vice-President and Honolulu City Council Chair Nestor Garcia. The discussion items had been deferred for action several times in the past and President Rapozo requested that at this meeting a joint presentation be made on these subjects. President Rapozo called upon Kekoa McClellan,Chief of Staff to Vice-President Stanley Chang to provide the presentation which discussed the benefits of opening membership to corporations,hiring an Executive Director,and adopting a new fee structure(Mr. McClellans' Report,compiled in conjunction with Honolulu Council Chair Garcia's HSAC Liaison Mark Segami, is attached for quick reference). President Rapozo recommended that a Sub-committee of the Executive Committee be established relating to the appointment and hiring of an Executive Director. MOTION TO ESTABLISH A SUB-COMMITTEE RELATING TO THE APPOINTMENT AND HIRING OF AN EXECUTIVE DIRECTOR, EXPANSION OF HSAC MEMBERSHIP TO CORPORATIONS, AND MODIFICATIONS OF HSAC DUES MOTION: Vice-President Stanley Chang SECOND TO THE MOTION: Secretary K. Angel Pilago DISCUSSION: President Rapozo informed the EC that EC members should provide to the EC the name of their respective County's designee to the Sub-Committee at the July EC Meeting. President Rapozo stressed that as this has been deferred on several occasions that this Sub- Committee's establishment was a necessary and overdue measure. The Motion Passed Unanimously B. Discussion and approval of nominees to the NACo Board of Directors for Fiscal Year 2011-2012: 1. Presidential Nominee,City and County of Honolulu (NACo) 2. Joseph Pontanilla, Maui County(NACo) President Rapozo informed the EC that as not all counties have submitted their approved slates,the EC cannot approve these Agenda items. President Rapozo entertained a motion that to provide for adequate time for all counties to approve and submit their slates for the Executive Committee,the terms of the current four members of HSAC's EC be extended for 60 days. MOTION TO EXTEND THE TERMS OF CURRENT EXECUTIVE COMMITTEE MEMBERS FOR 60 DAYS MOTION: Secretary K. Angel Pilago SECOND TO THE MOTION: Treasurer Joseph Pontanilla DISCUSSION: None The Motion Passed Unanimously ANNOUNCEMENTS A. Treasurer Joseph Pontanilla expressed his thanks for his fellow EC members support of the HSAC annual conference B. Secretary K. Angel Pilago expressed his Mahalo to President Whitley for his support of HSAC and Hawaii. Additionally,Treasurer Pontanilla shared that the canoes of the Polynesian Voyaging Society are making a tour of the Islands and encouraged participation in their activities. C. President Rapozo announced that next EC meeting will be held on July 8, 2011 at Honolulu Hale at 10:00 a.m. ADJOURNMENT MOTION TO ADJOURN: Vice-President Chang SECOND TO THE MOTION: Treasurer Joseph Pontanilla DISUCSSION: None The Motion passed unanimously Respectfully Submitted, ice- rest ent Stan ey ang Hawaii State Association of Counties REVENUES COLLECTED AND EXPENSES PAID Period: June 1, 2011 through June 30, 2011 BEGINNING BALANCE $103,867.09 Current period FY 2011 FY 2011 June Year to Date Budget REVENUES Membership Fees $0.00 $43,680.00 $43,680.00 Conference Income $0.00 $12,109.10 $10,000.00 Interest Income $2.56 $33.02 $55.00 Miscellaneous $0.00 $8,785.00 $0.00 Fund Balance, prior FY $0.00 $0.00 $85,800.00 Total $2.56 $64,607.12 $139,535.00 Total Receipts This Period $2.56 EXPENSES Executive Committee Travel $384.20 $5,102.41 $9,000.00 Auditing Services $0.00 $3,926.23 $4,500.00 Stationery $0.00 $0.00 $150.00 Miscellaneous $0.00 $69.20 $1,100.00 Special Committees Travel $0.00 $0.00 $500.00 Miscellaneous $0.00 $0.00 $100.00 NACo Travel - Board $1,024.12 $14,460.73 $14,300.00 Travel - Steering Committees $0.00 $0.00 $9,000.00 Promotional $0.00 $73.07 $250.00 Dues $0.00 $25,573.00 $27,268.00 Miscellaneous $369.25 $1,041.24 $1,000.00 WIR Travel $0.00 $1,533.79 $7,200.00 Promotional $0.00 $250.00 Dues $0.00 $3,306.00 $3,804.00 Miscellaneous $0.00 $0.00 $1,000.00 Adjustments for Travel and Related Expenses $0.00 $0.00 $10,113.00 National Conference Fund $0.00 $0.00 $50,000.00 Conferences $0.00 $4,500.00 $0.00 Total $1,777.57 $59,585.67 $139,535.00 Total Expenses This Period $1,777.57 ENDING BALANCE $102,092.08 ocs:proj:hsac:FY2011:11 tr:1 106tr:kcw • - MtV�os h DOMINIC YAGONG o°:t•L, +,,•, FRED BLAS Chairperson ▪ " �'1�'' BRENDA FORD - +c • %/:• PETE HOFFMAN K. Angel Pilago -▪ -7. DONALD IKEDA Vice Chair +r�r �.. DENNIS "FRESH"ONISHI • •os_N� BRITTANY SMART J YOSHIMOTO HAWAII COUNTY COUNCIL County of Hawai`i Hawai`i County Building 25 Aupuni Street Hilo, Hawai`i 96720 July 19, 2011 Dominic Yagong, Chairperson Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 Communication No. 294 : Hawai`i County Approval of Hawaii State Association of Counties (HSAC) minutes of May and June 2011 meetings. Pursuant to Section 2(g) of Rule 4 of the Rules of Procedure of the Council of the County of Hawai`i, this written request is submitted with my approval that the above-referenced matter be waived from the Committee on Governmental Relations to the full Council for immediate action. In reviewing this matter, timely approval is crucial. It is therefore advantageous that approval is granted and the matter be placed onto the next Council agenda for review. However, in the event this request is denied, for whatever reason, I understand the matter shall be referred to the Committee on Governmental Relations for placement on its future agenda. Sincerely, / J K. ngel Pilago, Chair r'' Committ6e on Governmental Relations Appro ate/Waive Council: Disapproved/Date/Refer to GRC vs.) (/yvva . rDominic Yagong, Chairperson Dominic Yagong, Chairperson H& 'M4i County Council Hawaii County Council KAP/sl Serving the Interests of the People of Our Island Hawai`i County Is an Equal Opportunity Provider And Employer