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Home My WebLink AboutCOM 0483.005 2010-2012 K. Angel Pilago � vd,. ' Phone No.: (808)323-4280 Vice Chair ; .•6:_ �/, Fax No.: (808)329-4786 District 8-North Kona ?--e E-Mail: apilago @co.hawaii.hi.us Oi to, HAWAII COUNTY COUNCIL County of Hawai West Hawai'i Civic Center Building A -Council 74-5044 Ane Keohokalole Highway Kailua-Kona, Hawai`i 96740 o n Na CD n MEMORANDUM —a C) DATE: March 23, 2012 TO: Dominic Yagong, Council Chair, and Co cil Mem FROM: 'K. Angel Pilago, Vice Chair District 8 SUBJECT: HSAC Executive Meeting Report Attached for Hawai`i County's review and discussion are: 1) March 19, 2012 HSAC Executive Committee Meeting AGENDA &ATTACHMENTS Included are the meeting minutes for February 10, 2012 As my alternate, Councilmember Brittany Smart had attended the February 10, 2012 HSAC Executive Meeting and will be attending the March 19, 2012 HSAC Executive Committee Meeting as well. I request that this matter be scheduled for 10 minutes on the next Governmental Relations Committee meeting. If there are any questions please call me or my staff at (808)323-4280. Thank you, KAP/jks Comm. No. 483, Ref. To: /2C. Ref. Date NM 9 31012 Hawai`i County Is An Equal Opportunity Provider And Employer Hawaii State Association of Counties (HSAC) Counties of Kaua`i, Maui, Hawaii & City & County of Honolulu AGENDA HSAC EXECUTIVE COMMITTEE MEETING Monday, March 19, 2012 at 10:00 a.m. Honolulu Hale, Committee Meeting Room Honolulu, Hawaii I. CALL TO ORDER II. APPROVAL OF AGENDA III. MINUTES A. Minutes of the February 10, 2012 HSAC Executive Committee Meeting. IV. REPORTS A. Treasurer's Report 1. Treasurer's Report for the month of February 2012, submitted by the HSAC Treasurer. B. County Reports 1. County of Maui Report 2. County of Hawai`i Report 3. City and County of Honolulu Report 4. County of Kaua`i Report C. NACo Report D. WIR Report V. UNFINISHED BUSINESS W. NEW BUSINESS A. Discussion and presentation by Chairman Dominic Yagong, Hawai`i County Council, regarding the 2012 HSAC Annual Conference hosted by the County of Hawaii. B. Communication (dated February 17, 2012) from HSAC Vice-President K. Angel Pilago regarding a proposed amendment to Section 5 (2) of the HSAC Bylaws regarding the election of officers. 43% Rice Street, Suite 209, Lihu`e, Kauai,Hawaii 96766, (808) 241-4188 Hawaii State Association of Counties (HSAC) Counties of Kauai, Maui, Hawaii & City & County of Honolulu C. Communication (dated February 17, 2012) from Chair Danny A. Mateo, Maui County Council, transmitting for the Executive Committees consideration the nomination of Councilmember Elle K. Cochran, Maui County Council, to the National Association of Counties (NACo) Environment, Energy and Land Use Steering Committee. D. Communication (dated March 2, 2012) from HSAC Treasurer Joseph Pontanilla to discuss whether HSAC may receive tax-exempt donations to assist with Councilmember G. Riki Hokama's, Maui County Council, campaign for the Second Vice President position of the National Association of Counties (NACo). E. Communication (dated March 2, 2012) from HSAC Treasurer Joseph Pontanilla to approve a request of a written opinion on any potential tax consequences from Carbonaro DeMichelle CPAs, HSAC's tax and audit preparer, at a cost of$135 per hour. VII. ANNOUNCEMENTS A. Schedule next meeting B. Other announcements VIII. ADJOURNMENT x %3 4396 Rice Street, Suite 209, Lihu`e, Kauai, Hawaii 96766, (808) 241-4188 Hawai`i State Association of Counties (HSAC) Counties of Kauai, Honolulu, Maui, & Hawai`i March 8,2012 HSAC President and Members of the Executive Committee Dear President: SUBJECT: TREASURER'S REPORT FOR FEBRUARY 2012 Attached please find a report of the Association's revenues and expenses for the period February 1,2012,through February 29,2012. Sincerely, 1 /JOSEPH PONTANILLA HSAC Treasurer Attachment ocs:proj:hsac:FY2012:Itr:12021tr:kmh 4396 Rice Street,Suite 209,LThu`e,Kauai,Hawaii 96766,(808)241-4188 Hawaii State Association of Counties REVENUES COLLECTED AND EXPENSES PAID Period: February 1, 2012 through February 29, 2012 BEGINNING BALANCE $ 98,949.64 Current period FY 2012 FY 2012 February Year to Date Budciet REVENUES Membership Fees $0.00 $43,680.00 $43,680.00 Conference Income $0.00 $0.00 $10,000.00 Interest Income $1.58 $19.10 $32.00 Miscellaneous $0.00 $4,500.00 $0.00 Fund Balance, prior FY $0.00 $0.00 $80,742.00 Total $1.58 $48,199.10 $134,454.00 Total Receipts This Period $1.58 EXPENSES Executive Committee Travel $569.80 $6,214.05 $9,000.00 Auditing Services $0.00 $3,751.04 $4,500.00 Stationery $0.00 $0.00 $150.00 Miscellaneous $760.73 $6,100.67 $6,100.00 Special Committees Travel $0.00 $0.00 $500.00 Miscellaneous $0.00 $0.00 $100.00 NACo Travel-Board $0.00 $4,709.03 $10,800.00 Travel-Steering Committees $980.79 $980.79 $4,800.00 Promotional $0.00 $36.00 $250.00 Dues $0.00 $25,573.00 $27,268.00 Miscellaneous $0.00 $229.70 $1,000.00 WIR Travel $0.00 $0.00 $7,200.00 Promotional $0.00 $0.00 $250.00 Dues $0.00 $3,557.00 $3,804.00 Miscellaneous $0.00 $0.00 $1,000.00 Adjustments for Travel and Related Expenses $0.00 $0.00 $7,732.00 National Conference Fund $0.00 $0.00 $50,000.00 Conferences $0.00 $0.00 $0.00 Total $2,311.32 $51,151.28 $134,454.00 Total Expenses This Period $2,311.32 ENDING BALANCE $96,639.90 ocs:prof:hsac.FY2012:tr.1202tr km h Council Chair Director of Council Services Danny A.Mateo �,.. Ken Fukuoka s. Vice-Chair �. Joseph Pontanilla w Council Members Gladys C.Baisa COUNTY COUNCIL Robert Carron COUNTY OF MAUI Cochran Do 200 S. HIGH STREET Donald G.Couch,Jr. G.Riki Hokama WAILUKU,MAUI,HAWAII 96793 Michael P.Victorino www.mauicountv.gov/council Mike White February 17, 2012 Mr. Mel Rapozo, President Hawaii State Association of Counties 4396 Rice Street, Suite 209 Lihue, HI 96766 Dear Mr. Rapozo: SUBJECT: NATIONAL ASSOCIATION OF COUNTIES STEERING COMMITTEE APPOINTMENTS (PAF 12-009) It is my understanding that the President of the Hawaii State Association of Counties is responsible for nominating members to the National Association of Counties ("NACo") steering committees. For your consideration, I have enclosed correspondence dated January 9, 2012, from Councilmember Elle K. Cochran, informing me that she has been asked by the Conservation Leaders Network to join NACo's Environment, Energy and Land Use Steering Committee, and stating that she would be honored to serve on the Committee. Should you have any questions, please contact me or Legislative Attorney Kirstin Hamman at (808) 270-7134. Sincerely, DANNY A. MATEO, Chair Maui County Council paf:kmh:12-009a Enclosure cc: Councilmember Elle K.Cochran Council Chair ;.., Director of Council Services Danny A.Mateo Ken Fukuoka Vice Chair • ', Joseph Pontanilla Gladys C.Balss COUNTY COUNCIL Gladys C.Balsa Robert Carroll COUNTY OF MAUI Elk Cochran Donald G.Couch.Jr. 200 S. HIGH STREET G.Riki Hokama WAILUKU, MAUI, HAWAII 96793 Michael P.Victorino www.mauicountv.gov/council Mike White January 9,2012 The Honorable Danny A. Mateo, Chair County Council County of Maui 200 South High Street Wailuku,Hawaii 96793 Dear Chair Mateo: SUBJECT: APPOINTMENT TO THE ENVIRONMENT, ENERGY AND LAND USE STEERING COMMITTEE OF THE NATIONAL ASSOCIATION OF COUNTIES(NACO) For your consideration, I have been asked by the Conservation Leaders Network to join the Environment, Energy and Land Use Steering Committee of the National Association of Counties(NACo). After much thought and examination, I agree that this particular steering committee would be an appropriate partnership for me, and I would be honored to participate with your endorsement. Thank you for your consideration and attention to this request. Should you have any questions or require clarification,please feel free to contact me. Mahalo, at6(h/do/- ELLE K. COCHRAN Council Member sfp Hawai'i State Association of Counties f Counties of Kaua'i, Maui, and Hawai'i, and City & County onolu u 12 FEB 21 P2 :03 February 17, 2012 L Mel Rapozo, HSAC President THE Cr and HSAC Executive Committee Members COO I ' `- 4396 Rice Street, Suite 209 Lihu'e, HI 96766 RE: PROPOSED AMENDMENT TO THE HAWAII STATE ASSOCIATION OF COUNTIES ("HSAC")BYLAWS Dear President Rapozo and HSAC Executive Committee Members, To further the intention that each County is an equal member of HSAC and due equal consideration for all appointments and all Executive Committee offices, I would like to propose the following amendment to Section 5 (2) of the HSAC Bylaws regarding the election of officers: (New language is underlined) (2) Prior to May 30 of that same year,the four appointees, after consultation among themselves, shall present to each council a slate of proposed officers. The slate shall propose who, among the appointees, is to serve in each office of the corporation for the term commencing the immediate following July 1. There shall be a rotation of Executive Committee officers to represent each County at each election cycle(annually) and to be from different Counties, The normal progression for each office shall commence with treasurer,who moves to Secretary,then moves to Vice President and to President. The Presidential position then moves to Treasurer to again rotate throught the offices, The Executive Committee may unanimously vote to remain in the same office being held for one additional year, after which time they must move with the normal progression, Under no circumstances will a member of the Executive Committee serve more than two (2) consecutive years in the same office, An officer, other than President,may elect to remain in the same office for a second year while the other offices rotate around that office. In this event there is no consideration to maintain their place in the normal progression but must move to the next office afer two (2)years in the same office. This amendment, if approved, would take affect at the HSAC 2013 General Membership meeting. 3371-A Wilcox Road,Lihu'e,Kaua'i,Hawai'i 96766,(808)241-4188 February 17, 2012 Page -2 - Should you have any questions,please contact me or my Legislative Assistant,Karen Eoff at 808-323-4280. Sincerely, K. Angel Pilago,Vice President Hawai`i State Association of Counties Hawai`i State Association of Counties (HSAC) Counties of Kauai, Honolulu, Maui, & Hawaii. R E C r:v F-fJ '12 MAR -6 410 :4. March 2, 2012 THE COUNTY r;F: r., . .. Mr. Mel Rapozo, President Hawaii State Association of Counties 4396 Rice Street, Suite 209 Lihue,HI 96766 Dear Mr. Rapozo: Maui County Council member, G. Riki Hokama, is seeking election to the Second Vice President position of the National Association of Counties ("NACo"). The Hawaii State Association of Counties ("HSAC") Executive Committee has expressed interest in supporting Councilmember Hokama with his campaign. Therefore, may I request that the matter of whether HSAC may receive tax-exempt donations to assist with Councilmember Hokama's campaign for Second Vice President be placed on the next HSAC Executive Committee meeting agenda for discussion. I also intend to seek the Executive Committee's approval to request a written opinion on any potential tax consequences from Carbonaro DeMichelle CPAs, HSAC's tax and audit preparer,at a cost of$135 per hour. If you have any questions, please call me or Legislative Attorney Kirstin Hamman at(808)270-7134. Sincerely, oseph ontanilla HSAC Treasurer ocs:pro j:hsac:fy2012:121tr:120302agendarequest:kmh 3371-A Wilcox Road,Liliu`e,Kauai,Hawaii 96766, (808)241-4188 Hawaii Association ..a counties Counties of Kauai, Maui and Hawes i.City &County of Honolulu • { MINUTES HSAC EXECUTIVE COMMITTEE MEETING February 10, 2012 Honolulu Hale, Council Committee Room Honolulu, Hawaii CALL TO ORDER The HSAC Executive Committee was called to order by President Mel Rapozo at 10:06 a.m. The following members comprised a quorum: County of Kauai: President Mel Rapozo County of Hawaii: Alternate Brittany Smart City and County of Honolulu: Secretary Stanley Chang County of Maui: Treasurer Joseph Pontanilla Others Present. Honolulu staff Kekoa McClellan Honolulu staff Mark Segami Honolulu staff Gavin Kennedy Maui staff Kirstin Hamman Kauai staff Ashley Bunda IL APPROVAL OF AGENDA The Committee approved the agenda with amendments to add four items to New Business 1) Proposed bylaws amendment regarding travel; 2) NACo representatives attendance at HSAC conference; 3) Proposed bylaws amendment regarding county assignments to Executive Committee; and 4) Discussion of HSAC sponsorship of hospitality suite at NACo conference in support of 2nd Vice President candidate Hokama. .. bKU*... r ........ +r•,... v+.....r•". v;, • r 4 41 85/YL III. MINUTES The Committee approved the minutes of the January 13, 2012, Executive Committee meeting. IV. REPORTS A. Treasurer's Reports. The following items were approved by the Executive Committee: 1. Treasurer's Report for January 2012, as submitted by the HSAC Treasurer. 2. Fiscal Year 2013 Proposed Annual Operating Budget, as submitted by the HSAC Treasurer. B. County Reports. 1. Maui County Report. Treasurer Pontanilla reported that Maui County Council currently has a delegation visiting the Philippines for the purpose of economic development. The Council continues to work on the Maui island plan and will next review the urban growth boundaries. Water resources continue to be an issue for Maui County. He stated that the County continues to work on regulation of short-term rentals. 2. Hawaii County Report. Alternate Smart reported that the Hawaii County building code had been adopted by the Hawaii County Council and was now being considered by the Hawaii Mayor. The Hawaii Council is also looking at regulation of plastic bags similar to programs in Seattle, Washington. 3. City and County of Honolulu Report. Secretary Chang reported that the City Council is considering limiting the Sister-City summit to once every five years. The City Council is also considering moving the Board of Water Supply into the City administration. He reported that the City Council was also considering proposals to create a flat fee for taxi service between the airport and Waikiki, development of a reverse 911 system, and requiring minimum standards for road maintenance. 2 Honolulu staff Kekoa McClellan provided a review and update of the HSAC legislative package and other state legislation of interest to the counties. He informed members that Secretary Chang's office would be providing weekly updates to HSAC on state legislation. Honolulu staff Mark Segami provided an update on state legislation regarding public access television organizations, specifically the government programming. 4. Kauai County Report. President Rapozo reported that the Kauai Mayor has been involved in a dispute with the suspension of the Police Chief and stated that the Kauai County Council was concerned over legal costs to the County. The Council is proposing a charter amendment to allow the Council to appoint its own attorney. President Rapozo called for a recess at 10:50 a.m. President Rapozo reconvened the meeting at 10:54 a.m. V. UNFINISHED BUSINESS A. Discussion regarding the hiring of an HSAC Executive Director, modification to membership structure, and corporate sponsorships. Kekoa McClellan informed the members that he and Councilmember Nestor Garcia made a presentation to the Hawaii County Council and answered questions they had. He reported that Hawaii Councilmembers demonstrated general support for the proposal, including suggesting modifications and solutions to issues over corporate sponsorships. He said he will next make a presentation to Kauai County Council. President Rapozo thanked Councilmember Garcia and Mr. McClellan for their work and willingness to visit neighbor island counties to make their presentations. The item was filed. B. Discussion regarding amendments to the HSAC bylaws. President Rapozo reminded members that any new bylaws amendments should be proposed before the HSAC annual conference. The item was filed. 3 VI. NEW BUSINESS A. Presentation by the State Procurement Officer Aaron Fujioka. President Rapozo requested that Aaron Fujioka, State Procurement Officer, explain state procurement law regarding cooperative purchasing agreements. He asked that Mr. Fujioka explain the issues preventing counties from utilizing NACo's U.S. Communities cooperative purchasing program. Mr. Fujioka reviewed state procurement law and rules. He informed members that the Hawaii Revised Statutes includes a section on cooperative purchasing and that the State Procurement Board has further rules governing cooperative purchasing. He explained that under state law, cooperative purchasing applies only to governmental cooperative purchasing and would not permit a government agency to utilize a non- governmental cooperative purchasing agreement without following state procurement laws. In Mr. Fujioka's evaluation of the U.S. Communities program, he stated that the program does not meet the legal requirements for state or county governments to utilize. As an alternative, he suggested the counties consider purchasing through the Western States Contracting Alliance, of which Hawaii is a member. Mr. Fujioka explained that "piggy- backing" on cooperative purchasing is prohibited as well; the participants must be a part of the contract development. Allowing "piggy-backing" would create a loophole from procurement law. President Rapozo asked what requirements, if any, HSAC is subject to in procurement. Mr. Fujioka stated that his understanding of HSAC as a non-governmental body allowed it to utilize the U.S. Communities program and would not subject it to state procurement law. However, HSAC would only be able to utilize U.S. Communities for its own needs and not those of the individual counties. Mr. Fujioka also explained that state procurement law has certain provisions to allow for promotion of local businesses. President Rapozo thanked Mr. Fujioka for his presentation and stated that he would look further into counties' participation in the Western States Contracting Alliance. The following item was received and filed: Communication dated January 23, 2012, from HSAC President Mel Rapozo, requesting the presence of the State Chief Procurement Officer to discuss cooperative purchasing agreements. 4 B. Reimbursement of air and ground travel for Councilmember Garcia and staff to present to the county councils the proposals for hiring an HSAC director, modification of membership structure, and corporate sponsorships. Treasurer Pontanilla made a motion seconded by Secretary Chang to reimburse Honolulu Councilmember Garcia and a staff member for air and ground transportation for the purpose of presenting to the Hawaii County Council a proposal for hiring an HSAC executive director, modification of membership, and corporate sponsorships. The motion was approved. The following item was received and filed: Communication dated February 3, 2012, from HSAC President Mel Rapozo, requesting agenda time to discuss the approval of travel expenses for presentations relating to the proposed HSAC State Director position. C. Proposed bylaws amendment regarding travel. Treasurer Pontanilla explained a proposal to amend the bylaws to allow for broader travel reimbursement of persons traveling on behalf of HSAC but not necessarily an Executive Committee member. The amendment would be intended to allow for reimbursement of travel for HSAC related travel without requiring Executive Committee approval. After discussion of the proposal and alternatives the proposed amendment was withdrawn. The item was received and filed. D. NACo representatives attendance at HSAC conference. Alternate Smart asked for clarification on whether the HSAC conference host may invite NACo representatives to the conference and if so, would HSAC be obligated to reimburse them for travel expenses. President Rapozo responded that an invitation to NACo representatives would be welcomed and that HSAC reimbursement for their travel would not be necessary. The item was received and filed. E. Proposed bylaws amendment regarding county assignments to Executive Committee. 5 Alternate Smart asked for discussion on the proposal to rotate county assignments to the offices of the HSAC Executive Committee. She updated the committee that the proposal would likely be amended to take effect starting in 2013. President Rapozo responded that the proposal should be considered and discussed at the HSAC general membership meeting. The item was received and filed. F. Discussion of HSAC sponsorship of hospitality suite at NACo conference in support of 2"d Vice President candidate Hokama. Secretary Chang asked if it would be appropriate for HSAC to fund a hospitality suite in support of 2"d Vice President candidate Riki Hokama at the NACo legislative conference in Washington, D.C. President Rapozo commented that hosting a hospitality suite may be more appropriate at the annual conference. Members agreed to continue to lobby state delegations in support of Mr. Hokama's candidacy at the legislative conference. Treasurer Pontanilla made a motion seconded by Alternate Smart to endorse G. Riki Hokama for National Association of Counties 2"d Vice President for the coming NACo term. The motion was approved. VII. ANNOUNCEMENTS A. Schedule next meeting. The Executive Committee meeting was scheduled for March 19, 2012 at Honolulu Hale. B. Other Announcements. None. VIII. ADJOURNMENT There being no further business, the meeting was adjourned at 12:46 p.m. Very truly yours, STANLEY ANG Secretary Hawaii State Association of Counties 6