2018-03-19 SWAC Meeting Minutes - Laserfiche WebLink

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adequate notice. The notice and agenda must be filed with the county clerk at least six days prior to the meeting. • An agenda may be amended with a 2/3 votes of all members, but an item of reasonably major importance which would affect a significant number of people cannot be added. It would need to go on the next agenda. • The Sunshine Law does not apply to social events attended by board members in which board business is not discussed, and it does not apply to non-board members. There should be no discussion with non-board members regarding matters discussed in closed sessions. • Two board members may discuss board business outside of a meeting to seek information so long as no commitment to vote is sought or made. Beware of serial communications--the language is found in HRS 92-2.5a. • Other permitted interactions: Ms. Wong described other permitted actions pursuant to the Sunshine Law. • Executive meetings are closed to the public. A motion to enter executive session shall be stated in open session, and a two-thirds vote of the board members present is necessary in order to go into executive session. • Minutes are required to include the, date, time and place of the meeting, members absent or present, the substance of what was discussed, votes taken, and any other information that any member wants to add to the minutes. Executive minutes may be withheld, and minutes may be transcribed or summarized by notes taken. Ms. Wong said that if the rules are not followed and someone brings an action within ninety days, a person could actually be charged with a misdemeanor and then removed from the board. (2) Rules of Procedure Ms. Wong explained that the SWAC will follow the general rules of procedure formulated by a combination of the Robert’s Rules of Order, the County Charter, and the Hawai’i Revised Statutes. A quorum is the majority of the members of the board or committee, which would be five for the SWAC. Prior to calling the meeting to order, the chairperson has the duty to determine whether quorum is present. If quorum is not present, the chairperson either waits until there is one or, if it is known that quorum is not going to be met, than the chairperson calls the meeting to order, announces the absence a quorum, and entertains a motion to adjourn. However, you can still receive testimony and presentations on the agenda items, and question testifiers and/or presenters, provided 6