2014-04-03 Cost of Government Commission Minutes

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Mr. Matsuda asked how changes to the subcommittee structure would affect the email communication if the Commissioners were to make a change. Ms. Stebbins replied that could be problematic. Mr. Mitchell said the emails will have to be kept as a single transaction, from one person to another. Ms. Stebbins stated if you replace one subcommittee with another, naturally you would want to provide them with all the former correspondence to get them up to speed in which could be problematic. Mr. Matsuda asked if Ms. Stebbins could find out and clarify for the Commissioners. Ms. Maddox doesn’t want to create something that’s problematic but would like to be able to address it if there is a change in the subcommittees that the Commission may not be able to anticipate. At 2:18 p.m., Ms. Garson returns to the meeting. Ms. Stebbins briefed Ms. Garson on the current issue being discussed regarding the Commission having the flexibility to change the constitution of the subcommittees – someone going off and another person coming on. She said it could be problematic and could lead to what would be considered serial communication and in violation of the Sunshine Law; she suggested not making any changes. Ms. Maddox said the group is trying to work in pairs and some are singular. The Commissioners made a commitment that if someone needed assistance, others would be willing to help. She would like to know how to address the flexibility of the subcommittees if someone is wanting to help. Ms. Garson said two board members can confer as long as there is no commitment to vote, that’s one exception. She is more concerned with the subcommittees that have two and then other people start coming in. If that happens, Ms. Garson suggests dissolving that subcommittee and to have the department come to the meeting. At 2:22 p.m., Ms. Stebbins leaves the meeting. Ms. Maddox said she won’t put adjustments to the subcommittee structure as a standing agenda item. She will continue to leave on agenda items #6, #8 and #9. Ms. Kelly said she would like to have a timeline on what’s going on between now and November – the next four months would be working as subcommittees and saving September and October for drafting letters and recommendations and wrapping up in November. Ms. Maddox stated she would have the timeline mentioned under agenda item #8. 10. DISCUSSION REGARDING LOCATIONS/DATES/TIMES OF FUTURE MEETINGS/VIDEO CONFERENCING Ms. Kualii stated for the meeting on April 17, she was able to secure the Hilo Council Room and the Kona Council Conference Room for videoconferencing. For the May 1 meeting, she was not able to secure a site in Hilo for videoconferencing but was able to get the Office of Aging Conference Room. She said except for the June 19