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HomeMy WebLinkAboutCOM 0049.007 2018-2020 tY OF h Ashley L. Kierkiewicz "• " ''+ office: (sob)961-8265 Council Member• Fax: (808)961-8912 District 4 Puna +;• i* ashley.kierkieivicz@hawaiicounty.gov �T! WA A i1 AVI COUNTY COUNCIL Hawaii County Building 25 Aupuni Street Hilo,Hawaii 96720 DATE: August 1, 2019 •` TO: Aaron S. Y. Chung, Council Chairperson :`j And Members of the Hawaii County Council FROM: Ashley L.Kierkiewicz, Council Member V C SUBJECT: Update on recent Hawaii State Association of Counties Executive Committee meeting business, review of draft financial procedures,and update on 2020 HSAC Legislative Package development and promotion By means of this communication, I am providing the following informational materials for Council Member review and discussion: • Agenda for the July 29, 2019 Hawaii State Association of Counties Executive Committee meeting • Minutes of the HSAC Executive Committee meeting held on June 10, 2019 • Draft procedures and template form related to travel reimbursement and debit card expenditures • Draft editorial calendar from Becker Communications regarding development and promotion of 2020 HSAC Legislative Package I am requesting approximately 30 minutes to discuss and solicit feedback on the above mentioned materials, and to brief Council Members on the discussion that took place at the July 29, 2019 HSAC Executive Committee meeting. By means of this communication, I would like to encourage my colleagues to be prepared to provide suggestions for HSAC's 2020 Legislative Package at our August 20 committee meeting. Proposals from each county will be offered up to the next convening of the HSAC Executive Committee, scheduled for August 26, 2019 at Honolulu Hale. Please place this item on August 20 meeting agenda of the Committee on Government Relations and Economic Development. AK/ck I ' Serving the Interests of the People of Our Island Comm. No. �aC/ Haivai'i County is an Equal Opportunity Provider-and Employer Ref. To: Ref. Dote AUG 01 2019 c E ASSO Hawal i State Association of Counties (HSAC) � c I Counties of Kauai,Maui, Hawaii and City & County of Honolulu s4 ' �Z 530 South Bing St., Hol101ulil, Hawaii 96813 (808) 7G8-5007 n-It,l "hicorrltties.con/ AGENDA couN���`y HSAC EXECUTIVE COMMITTEE MEETING Monday, July 29, 2019, at 10:30 a.m. or soon thereafter Honolulu Hale, Committee Meeting Room 530 South King Street Honolulu, Hawaii 96813 I. CALL TO ORDER II. APPROVAL OF AGENDA III. MINUTES A. Minutes of the June 10, 2019 Executive Committee Minutes IV. REPORTS A. Treasurer's Report for May 2019 and June 2Q%19 B. County Reports 1. City and County of Honolulu Report 2. County of Hawaii Report 3. County of Kauai Report 4. County of Maui Report C. National Association of Counties (NACo) Report a. NACo Steering Committee Applications submitted to NACo D. Western Interstate Region (WIR) Report V. NEW BUSINESS A. 2020 Legislative Packet Timeline overview B. Discussion on Debit Card Procedures, Reimbursement Procedures C. Fiscal Year 2019-2020 Dues D. Authorization of Signatories for HSAC General Account —Treasurer Kelly T. King and President Joey Manahan E. HSAC Website Design and Maintenance F. Consideration of a contract extension for Becker Communications to provide public relations and media services i 3�`SSPTE ASSOc a C Page 1 2 ) VI. ANNOUNCEMENTS A. Scheduling the next meeting • Monday, August 26, 2019 at 10:30 a.m., Honolulu Hale, 530 South King St. B. Other announcements VII. ADJOURNMENT CEAs Hawai'i State Association of Counties (HSAC) P.`yc� S°°.� Counties of Kaua'i,Maui, Hawai'i and City & County of Honolulu z .Z '5 Aupnrii Street., [-filo,1l mr.iJi 96720 (818) 961-8018 vvww.h iyNraiicounfies.com y c°vN���` MINUTES HSAC EXECUTIVE COMMITTEE MEETING June 10, 2019, at 4:15 pm Wailea Beach Resort- Marriott, Aulani Ballroom 3700 Wailea Alanui Drive Wailea, Maui, Hawaii 96753 I. CALL TO ORDER The HSAC Executive Committee was called to order by HSAC President Valerie Poindexter at 4:30 p.m. The following members comprising a quorum were present: County of Hawaii: President Valerie Poindexter Councilmemh'r: , HawaiiCounty Council County of Kauai: Vice President Ross-Kagawa Vice Chair, Kauai County Council County of Maui: Secretary Kelly King Chair, Maui County Council City and County of Honolulu: Treasurer Joey Manahan Councilmember, Honolulu City Council Others Present: HSAC Conference Attendees II. APPROVAL OF AGENDA Secretary King moved to approve the agenda. The motion was seconded by Treasurer Manahan and was unanimously carried. III. MINUTES Treasurer Manahan moved to approve and file the minutes from the May 9, 2019 HSAC Executive Committee meetings. The motion was seconded by Secretary King and was unanimously carried. IV. REPORTS �P EA 9 a O Page 2 � O'CCOUNT���' A. Treasurer's Report Secretary King moved to file the Treasurer's report. The motion was seconded by Vice-President Ross and was unanimously carried. Bank statements not received yet so no written report. HSAC account balance is $280,009.59. B. County Reports Treasurer Manahan moved to file the county reports. The motion was seconded by Vice-President Kagawa and was unanimously carried. 1. City and County of Honolulu Report. Treasurer Manahan presented the report. Just wrapped up budget. $2.813 operating. $1.113 CIP. To pay for DOT rail system raised hotel resort tax by $1 to raise $17M. Residential raised $1.50 to raise $14M. Special meeting to consider vacation rentals. Two enforcement bills. 2. County of Hawaii Report Councilmember Karen Eoff presented the report. Budget passed 9-0. $583.9M. No increases in RPT. Planning implementing vacation retail bill. Property owners registering homes. Issues with older properties where no records available. HSAC leg package Kua Bay was funded. Firefighter contract approved. i 3. County of Kauai Report Vice-President Kagawa presented the report. Budget passed. New Mayor Kawakami so given chance with budget. $100K cuts by Council allowed funding for YWCA domestic violence and Humane Society. Fire contract was deferred. Vice-President Kagawa doesn't support increases. 5.2% increase for first contract coming before council. Preparing for other union contracts coming up. Ability to pay to arbitrators means ability to tax. Kauai has waiting list of 2000 wanting to be firefighters. No shortage of firefighters but shortage of teachers. Kauai may send it back unapproved. It may be close vote. 3 4. County of Maui Report 1 I 3Q``5Sp1EA5g0 9 A Q ' O Page 3 s O�coUNt�� Secretary King presented the report. FY2020 Budget passed. 6.8% increase $35M CIP not bond authorized. TIG formed for tax reform: Tiered residential rate and tax credit for long term rentals and look at revenues and fees. C. National Association of Counties (NACo) Report Matt Chase gave the report. 2019 National Conference in Clark County. Sessions on homelessness, mental health, jails. Traumatic events caused 90% turnover in LV coroner's office. Active Shooter incidents. Treasurer Manahan moved to file the NACo report. The motion was seconded by Vice-President Kagawa and was unanimously carried. D. Western Interstate Region (WIR) Report Councilmember Riki Hokama presented the report. WIR Conference held in Spokane, WA. Lots of ghost stories. Big increase in population and long time residences have issues with growth similar to Hawaii. Western Governors Association president is Governor Ige. Opportunity for climate change issues. Payment in lieu of taxes (PILT). Federal government provides support to Counties. Mostly DOD. Secured Rural School funding. Treasurer Manahan moved to file the WIR report. The motion was seconded by Vice-President Kagawa and was unanimously carried. V. NEW BUSINESS A. Hawaii County Resolution 160-19, adopted May 8, 2019, approving the HSAC Executive Committee slate of officers. 1 B. Hawaii County Resolution 182-19, adopted May 21, 2019, approving new slate for the NACo Board of Directors and the WIR Board of Directors. C. Hawaii County Resolution 189-19, (Comm. No. 311.1 - Exhibit A amended to Dr. 2), approving the HSAC 2019-2020 Proposed Budget approved on June 4, 2019. ' �p``St ptE ASgoC'9 a 2 ' M2 Page 4 *� * . Cou D. Maui County Resolution 19-90, adopted May 17, 2019, approving the HSAC Executive Committee slate of officers and new slate for the NACo Board of Directors and WIR Board of Directors. E. Maui County Resolution approving the HSAC 2019-2020 Proposed Budget approved on June 7, 2019. F. Kauai County Resolution 2019-36, adopted May 29,2019, approving the HSAC 2019-2020 Proposed Budget. G. Kauai County Resolution 2019-37, adopted May 29, 2019, approving new slate for the NACo Board of Directors and the WIR Board of Directors. H. Kauai County Resolution 2019-34, adopted May 8, 2019, approving the HSAC Executive Committee slate of officers. 1. Honolulu City and County Resolution 19-126 appointing Joey Manahan as HSAC representative and Brandon Elefante as alternate to be heard on June 5, 2019. A new resolution may have to be approved by other councils. J. Honolulu City and County Resolution 19-127 approving the HSAC Executive Committee slate of officers and new slate for the NACo Board of Directors and the WIR Board of Directors to be heard on June 5, 2019. K. Honolulu City and County Resolution 19-131 approving the HSAC 2019-2020 Proposed Budget to be heard on June 5, 2019. Secretary King moved to file items A-K. The motion was seconded by Treasurer Manahan and was unanimously carried. L. Payment approval of HSAC Executive Committee Meeting Dinner — June 10, 2019 at 5:30 p.m.- Lineage, Wailea, Maui. Treasurer Manahan moved to approve payment. The motion was seconded by Secretary King and was unanimously carried. M. HSAC Website Design and Maintenance. President Poindexter moved to defer to the new Executive Committee. The motion was seconded by Treasurer Manahan and was unanimously carried. N. 2019 HSAC Conference reconciling of bills and final payment will be done by telephone conference call. VI. OLD BUSINESS 3p ytpiEA3gOCl9 A O Page 15 None VII. ANNOUNCEMENTS A. NACo Annual Meeting Omiyage. Will be discussed by telephone conference. B. Scheduling of Next Meeting. Will set later. C. Matt Chase- Impact of census. Complete Count Committee. April 1 forms mailed out. First time census being done on line or mailed back. Forms will not be mailed to PO Boxes. For every citizen not counted stand to lose $21K per year. Vice-President Kagawa concerned because rural communities on Kauai have PO boxes. Federal employees will go door to door. CDBG funds could also be affected. VIII. ADJOURNMENT Vice-President Kagawa made a motion to adjourn the meeting. The motion was seconded by Treasurer Manahan and was unanimously carried. President Poindexter adjourned the meeting at 5:18pm. ocs.proj:h.sac:FY201 y:n7.iri.utes:190610 Executive Cornnzittee Minutes � ``Z.�p'tEI�ISSQct Hawai 1 State Association of Counties (HSAC) Counties of Kauai,Maui, Hawaii and City & County of Honolulu 2 ZI30 S. Ding Stivel, Honolulu, Ha-waii 96513 (808) 768-5032 iigv :Iiaw.�iicoulzties.cwm UN���� July 25, 2019 Dear Councilmembers: SUBJECT:. TREASURER'S REPORT FOR MAY AND JUNE 2019 Attached please find the report of the,Association's revenues and expenses for the period of May 1, 2019,to June 31, 2019. Mahalo, r t 4 t Joey Manahan HSAC President Attachment i Hawaii State Association of Counties (HSAC) '` Counties of Kauai,Maui, Hawaii and City & County of Honolulu Zj 530 S.King Street,Rooth 202,Honolulu,Hawaii 96813 (808) 768-5010 www.hawaiicounties.cotn h Y, Request r 'Travel Reimbursement Procedures A Bylaws,' the corporation shall be 1. Pursuant to Section 22 of the HSAC B Y � p responsible and pay for travel expenses of authorized HSAC officers as set forth in the annual operating budget.z l 2. No later than thirty days after the travel has taken place, the officer shall submit a letter requesting reimbursement, along with supporting documentation (i.e., original receipts showing travel details) as follows: 1) mail hard copies to the HSAC Treasurer, and 2) email soft copies to the HSAC President. 3. Following the HSAC President's approval of the request, the HSAC f Treasurer will confirm that the travel expenses 'are in accordance with the 1 annual operating budget and process the request for payment. 4. The HSAC Treasurer, in addition 'to at least one other member of a council, shall sign for each negotiable instrument as noted in the HSAC Policies. 5. The HSAC Treasurer will disseminate the payment to its corresponding requestor and maintain all supportingdocumentation for recordkeeping purposes. I Section 22 of the HSAC Bylaws authorizes payment of the travel expenses for: (1) Executive Committee officers to attend annual meeting and each Executive Committee meeting; (2) members of a council who serve on the, board of directors of JgACo or WIR in the conduct of official business as directors; (3) members of special committees to,attend special committee meetings, or meetings of the Executive Committee when requested to do so; and (4) chairs or vice-chairs of NACo steering committees to attend steering 'cornmzttee meetings; and "(5) Executive Committee officers or alternates to travel to the Legislature'to-testify on proposals in the HSAC Legislative Package. Section 22 of the HSAC Bylaws defines "travel expenses" as "air:and ground transportation expenses and lodging expenses incurred by a member when traveling to conduct corporation business. The air transportation shall be on any commercial airline at the economy class by the most direct route to and from the points of authorized travel. The ground transportation shall be limited to car rental at the economy class, and taxi fare or bus fare by the most direct route to and from the points of authorized travel. Lodging accommodations are limited to the conference location and, if not available, any conference-recommended alternate site. The number of overnight stays shall be limited to the exact conference/meeting dates, with the exception of necessary lodging accommodations one day prior to the conference start date due to event scheduling. Lodging expenses shall not include personal incidental expenses. The term shall not include any fees, dues, or other assessments required to be paid for the privilege of participating in a meeting or conference of NACo or WIR." 2 The Fiscal Year 2019-2020 Annual Operating Budget has set the maximum reimbursement amounts as follows: 1) $350 for each HSAC Executive Committee Officer for Travel - Air and Ground, up to 12 meetings per officer; 2) $2,000 for each NACo Board Director for Travel - Air, Ground, and Registration, up to 2 meetings per board director; 3) $2,000 for each NACo Steering Committee member for Travel-Air and Ground, up to 2 meetings per member; and 4) $2,000 for each WIR Board member for Travel - Air, Ground, and Registration, up to 3 meetings per board member. I Hawai 1 State Association of Counties (HSAC) Counties of Kauai,Maui, Hawaii and City & County of Honolulu Z 1 530 S.King Street,Room 202,Honolulu,Hawaii 96813 (808) 768-5010 www.hawaiicounties.com yk 41 s Debit Card Procedures o `cou ��` i 1. Each HSAC Executive Committee officer is allowed to have a debit card with a purchase limit not to exceed $2,500. 2. Unless otherwise approved by the HSAC Executive Committee, the debit card shall only be used to pay for travel expenses of authorized HSAC officers, as defined r in the HSAC Bylaws.' 1 1 3. Prior to each use of the debit card, the officer shall complete the HSAC Debit Card Authorization Form and email the form to the HSAC Treasurer,, along with an invoice or estimate, for review. 4. The HSAC Treasurer will confirm that the proposed purchase is in accordance with the annual operating budget. If so, the HSAC Treasurer or designee shall sign the Authorization Form and email it to the HSAC President, ":along with supporting 1 documentation, for approval. i 5. Once approved, the HSAC President or designee will email the signed J Authorization Form to the requestor and the HSAC Treasurer, and mail the hard copy and supporting documentation to the �HSAC� Treasurer for recordkeeping 1 purposes. 6. Subsequent to the use of the debit card'far approved purchases, the requestor shall email any receipts and other relevant documentation to the HSAC Treasurer. 7. When an officer, Vacates the HSAC Executive Committee, the officer is no longer t authorized to use the debit"card and shall immediately return the card to the HSAC Treasurer, 8. At the beginning of' each fiscal year, the HSAC Treasurer shall submit appropriate documentation "Qvith the bank for debit cards for incoming officers. Returning"officers shall retain their debit cards. Debit cards for outgoing officers r shall be promptly cancelled. 1 Section 22 of the HSAC Bylaws authorizes payment of travel expenses for: (1) Executive Committee officers to attend the annual meeting and each Executive.Committee meeting; (2) members of a council who serve on the board of directors of NACo or WIR in the conduct of official business as directors; (3) members of special committees to attend special committee meetings, or meetings of the Executive Committee when requested to do so; and (4) chairs or vice-chairs of NACo steering committees to attend steering committee meetings; and (5) Executive Committee officers or alternates to travel to the Legislature to testify on proposals in the HSAC Legislative Package. Section 22 of the HSAC Bylaws defines "travel expenses" as "air and ground transportation expenses and lodging expenses incurred by a member when traveling to conduct corporation business. The air transportation shall be on any commercial airline at the economy class by the most direct route to and from the points of authorized travel. The ground transportation shall be limited to car rental at the economy class, and taxi fare or bus fare by the most direct route to and from the points of authorized travel. Lodging accommodations are limited to the conference location and,if not available,any conference-recommended alternate site. The number of overnight stays shall be limited to the exact conference/meeting dates,with the exception of necessary lodging accommodations one day prior to the conference start date due to event scheduling. Lodging expenses shall not include personal incidental expenses. The term ` shall not include any fees, dues,or other assessments required to be paid for the privilege of participating in a meeting or conference of NACo or WIR." I Request for Travel Reimbursement Template (to be used on respective County's letterhead) { DATE \@ "MMMM d, yyyy" \* MERGEFORMAT } Kelly T. King, HSAC Treasurer Maui County Council 200 S. High Street, Room 703 Wailuku, Hawaii 96793 SUBJECT: REQUEST FOR TRAVEL REIMBURSEMENT Dear HSAC Treasurer King, This letter is to request reimbursement for the following travel expenses incurred to attend the {[HSAC Executive Committee meeting]} held on {[Oahu]}, on {[July 29, 2019]}. Original receipts with travel details are attached as supporting documentation. Airfare ${[xxx.xx]} Ground Transportation ${[xxx.xx]} Lodging (NACo/WIR only) ${[xxx.xx]} Registration (NACo/WIR only) ${[xxx.xx]} Requested Amount: {(xxac, l} Please make check payable to: {[COUNTY OF ]} And send to: {[respective County's contact person and mailing address]} Should you require additional information, please contact me at {[respective County's contact number]}. Sincerely, {[HSAC Executive Committee Member Title]} Attachments CC (via email): HSAC President Hawaii State Association of Counties REVENUES COLLECTED AND EXPENSES PAID Period:May 1 through May 31,2019 BEGINNING BALANCE $208,009.59 April May FY 2019 FY 2019 2019 2019 Year to Date Budget REVENUES Membership Fees $0.00 $0.00 $43,680.00 $43,680.00 Conference Income $0.00 $0.00 $65,477.78 $25,000.00 Interest Income $3.48 $3.46 $38.15 $28.00 Corporate Sponsorship $0.00 $0.00 $0.00 $0.00 Miscellaneous $0.00 $0.00 $1,656.40 $0.00 NACo Prescription Drug $0.00 $0.00 $792.85 $6,000.00 Fund Balance,prior FY $0.00 $107,164.00 Total $3.48 $3.46 $111,645.20 $181,872.00 Total Receipts This Period $3.46 EXPENSES HSAC Executive Committee Travel-Air,Ground,Lodging& -Conference Registration $10,405.04 $209.39 $22,020.44 $17,600.00 Auditing Services $0.00 $0.00 $6,510.40 $5,000.00 Stationery $0.00 $0.00 $0.00 $150.00 Miscellaneous $0.00 $0.00 $4,944.06 $2,000.00 Online Quickbooks Monthly Fee $62.70 $62.70 $679.25 $650.00 $0.00 Special Committees $0.00 Travel $0.00 $0.00 $0.00 $500.00 $100.00 NACo Board Travel-Air,Ground,and Lodging&Conference Reg $0.00 $4,089.00 $15,030.51 $24,000.00 Steering Committees Travel-Air,Ground $0.00 $0.00 $0.00 $8,000.00 Promotional $0.00 $0.00 $0.00 $250.00 Dues $0.00 $0.00 $26,751.00 $27,268.00 Miscellaneous $0.00 $0.00 $525.23 $1,000.00 WIR _ WIR Travel-Air,Ground,Lodging,Conference Reg $0.00 $0.00 $1,541.94 $12,000.00 WIR Promotional $0.00 $0.00 $0.00 $0.00 WIR Dues $0.00 $0.00 $3,507.00 $3,804.00 WIR Miscellaneous $0.00 $0.00 $0.00 $1,000.00 WIR 2015 Conference $0.00 $0.00 $0.00 $0.00 OTHER Adjustments for Travel and Related Expenses $0.00 $0.00 $0.00 $6,295.00 National Conference Fund $0,00 $0.00 $0.00 $44,000.00 Prescription Drug Scholarship Program $0.00 $0.00 $0.00 $5,000.00 County Leadership Institute Attendee $0.00 $0.00 $0.00 $2,000.00 Prescription Drug Promotion $0.00 $0.00 $0.00 $6,400.00 HSAC Promotion $0.00 $0.00 $5,848.47 $14,855.00 HSAC Consultant Fee $0.00 $7,000.00 $15,000.00 $36,000.00 Total $10,467.74 $11,361.09 $102,358.30 $217,872.00 Total Expenses This Period $11,361.09 ENDING BALANCE $196,651.96 _ Hawaii State Association of Counties REVENUES COLLECTED AND EXPENSES PAID Period:June 1 through June 30,2019 BEGINNING BALANCE $196,651.96 May Junw FY 2019 FY 2019 2019 2019 Year to Date Budget REVENUES Membership Fees $0.00 $0.00 $43,680.00 $43,680.00 Conference Income $0.00 $0.00 $65,477.78 $25,000.00 Interest Income $3.46 $3.18 $41.33 $28.00 Corporate Sponsorship $0.00 $0.00 $0.00 $0.00 Miscellaneous $0.00 $0.00 $1,656.40 $0.00 NACo Prescription Drug $0.00 $0.00 $792.85 $6,000.00 Fund Balance,prior FY $0.00 $107,164.00 _ Total $3.46 $3.18 $111,648.36 $181,872.00 Total Receipts This Period $3.18 EXPENSES HSAC Executive Committee Travel-Air,Ground,Lodging& Conference Registration $209.39 $240.36 $22,020.44 $17,600.00 Auditing Services $0.00 $6,510.40 $5,000.00 Stationery $0.00 $0.00 $150.00 Miscellaneous $0.00 $504.43 $4,944.06 $2,000.00 Online Quickbooks Monthly Fee $62.70 $62.70 $679.25 $650.00 $0.00 Special Committees $0.00 Travel $0.00 $0.00 $500.00 $100.00 NACo Board Travel-Air,Ground,and Lodging&Conference Reg $4,089.00 $4,406.53 $15,030.51 $24,000.00 Steering Committees Travel-Air,Ground $0.00 $0.00 $8,000.00 Promotional $0.00 $0.00 $250.00 Dues $0.00 $26,751.00 $27,268.00 Miscellaneous $0,00 $525.23 $1,000.00 WIR WIR Travel-Air,Ground,Lodging,Conference Reg $0.00 $1,541.94 $12,000.00 WIR Promotional $0.00 $0.00 $0.00 WIR Dues $0.00 $3,507.00 $3,804.00 WIR Miscellaneous $0.00 $0.00 $1,000.00 WIR 2015 Conference $0.00 $0.00 $0.00 OTHER Adjustments for Travel and Related Expenses $0.00 $0.00 $6,295.00 National Conference Fund $0.00 $0.00 $44,000.00 Prescription Drug Scholarship Program $0.00 $0.00 $5,000.00 County Leadership Institute Attendee $0.00 $0.00 $2,000.00 Prescription Drug Promotion $0.00 $0.00 $6,400.00 HSAC Promotion $0.00 $1,456.02 $5,848.47 $14,855.00 HSAC Consultant Fee $7,000.00 $15,000.00 $36,000.00 Total $11,361.09 $6,670.04 $102,358.30 $217,872.00 Total Expenses This Period $6,670.04 ENDING BALANCE $189,985.10 EA Hawaii State Association of Counties (HSAC) �P�`5 °c!� Counties of Kauai, Maui, Hawaii and City & County of Honolulu "';',O S. Kind Street, HoriolLtliz,IlfIWLli`i 96813 (808)768-5007 wwwAiaw dicotttlties.com 04,CdllN���y July 15, 2019 RE: 2020 HSAC LEGISLATIVE PACKAGE TIMELINE At the Hawai'i State Association of Counties (HSAC) General Membership Meeting on June 10 2019, the following timeline was approved with respect to formulating the 2020 HSAC Legislative Package- '?R) ackage: Au � � -� -. • Septem er l , 2019 - Deadlineto-receive proposals from each County to be mcluded,in` lie 2020 HSAC Legislative Package • September 20, 2019 - Schedule HSAC Executive Committee Meeting to discuss and act on all proposals submittedby the Counties. Approved proposals will then beforwa"riled to`each County for their x; �" consideration. (- • November 27, 2019 - Deadline for the Counties to approve the proposed 2020 HSAC Legislative Package • December 11, 2019 - Schedule HSAC Executive Committee Meeting to approve the final 2020 HSAC Legislative Package Thank you for your attention to this matter. Should you haveany questions, please do not hesitate to contact me. Sincerely, JOEY MANAHAN HSAC PRESIDENT d ONLINE, OFFLINE ANO INLINE IJIlTH YOURGOALS HAWAII STATE ASSOCIATION OF COUNTIES (HSAC) Media Communications Strategy/Timeline (Summer 2019 — May 2020) OVERARCHING POSITIONING STATEMENT: During each legislative session, the Hawaii State Association of Counties (HSAC) submits measures in hopes of improving the quality of life for residents across the state. All measures presented before this upcoming legislative session are meant to provide the following: • Maximize the effectiveness and performance of the county governments; • Enhance the fiscal health of our county-level governments, and in turn; • Benefit the taxpayers by avoiding the need for future increased taxes and user fees to make up for unnecessary deficits. GOALS: 1. Lobby the state Legislature to approve HSAC-related measures 2. Build groundswell of public support using a variety of communications tactics 3. Enable and encourage public advocacy among existing supporters 4. Attain our legislative goals as ONE entity; not allowing outside forces to divide and conquer us TOP LEGISLATIVE PRIORITIES: Top two major HSAC issues: 1) Fairer TAT distribution between state and counties 2) Return of limited liability protection for county lifeguards TIMING ACTIVITY/ DESCRIPTION July through Legislative Outreach: September Have consultant set up meetings with key state lawmakers during 2019 summer to discuss potential HSAC bills before 2020 legislative (Determination session of legislation for submittal Determine organizations/business groups/unions to reach out to regarding during 2017 speaking engagements and potential support for HSAC-related legislation: session) • Chambers of Commerce (COC) o COC of Hawaii (Statewide) o Hawaii Island COC o Maui COC o Kauai COC • Other major business associations on each island • Hotel industry o Hawaii Tourism Authority o Hawaii Lodging and Tourism Association • Unions o HGEA o UPW o HSTA o SHOPO o Hawaii Fire Fighters Association o Private unions Online Marketing and Communications: • Monthly e-Blast o Draft editorial calendar for 2020 legislative session • Website o Draft text for upcoming legislative session • Facebook o Work with four counties on social media plan October 2019 Legislative Outreach: (Continual Consultant to continue setting up meetings with key state lawmakers to planning and discuss potential HSAC bills before 2020 legislative session scheduling) Editorial Solicitation: • Begin scheduling editorial board meetings for December (OPTIONAL) Community Outreach: • Confirm speaking engagements to begin in late November/early December • Speaking engagements (October-early January) November Legislative Outreach: 2019 Consultant to continue setting up meetings with key state lawmakers to discuss potential HSAC bills before 2020 legislative session Community Outreach: . Speaking engagements (October-early January) Editorial Solicitation: • Finalize schedule for editorial board meetings/media briefings (OPTIONAL) December Community Outreach: 2019 • Speaking engagements (October-early January) (Pre- Legislative Editorial Solicitation/Scheduled Coverage: Session Coverage) Interviews with respective neighbor island newspapers before the session (Early January) (OPTIONAL): • Big Island (Hawaii Tribune-Herald, West Hawaii Today, Big Island Now) • Maui (Maui News, Maui Now) • Kauai (The Garden Island) Line up potential signees for letters to editor throughout session Press Release: • Finalize HSAC legislative press release for internal approval January 2020 Legislative Outreach: (Beginning of Consultant to continue setting up meetings with key state lawmakers Legislative to discuss potential HSAC bills before 2020 legislative session Session) Community Outreach: • Speaking engagements (October-early January) Editorial Solicitation: • Hold editorial board meeting/briefings with Oahu media publications covering legislative session (early January) (OPTIONAL) Suggested Media Organizations for Editorial Board Meetings: • Honolulu Star-Advertiser (Lucy Young-Oda, Kevin Dayton, Sophie Cocke) Hawaii Public Radio (Wayne Yoshioka) • Civil Beat (Nathan Eagle) • Pacific Business News (Kam Napier) Benefits of Meeting with the Editorial Board: • They could assign a story to a reporter about topics discussed at the meeting. • They will come away from this meeting with a better understanding of HSAC's priorities. • It will improve the lines of communication between the two parties and provide an opportunity to gain a better understanding of the media's needs and deadlines. • They are less likely to publish future stories about the topic without first reaching out to get our reaction. • The editors might even be motivated to write an editorial about topics discussed. Potential appearances on the following TWradio shows: • KHON2 "Wake Up 2Day" • Hawaii Public Radio's "The Conversation" • Hawaii News Now's "Sunrise" show • Hawaii Public Radio's "The Conversation" Press conference/media availability at HSAC Open House • Also make HSAC members available to media during first week of Legislative session (mid-Jan.) Press Release: • Also release HSAC legislative agenda/objectives release during first week of 2017 legislative session Letters To Editor: • Start drafting third-party letters to editors February 2020 Legislative Outreach: • Consultant to continue setting up meetings with key state lawmakers (Mid-February to discuss potential HSAC bills before 2020 legislative session — First Lateral) Editorial Solicitation: • Begin assigning letters to editors to third-parties for submission March 2020 Legislative Outreach: (Mid-session) Consultant to continue setting up meetings with key state lawmakers to discuss potential HSAC bills before 2020 legislative session Editorial Solicitation: • Op-ed to island newspapers providing HSAC legislative agenda update (OPTIONAL) • Make HSAC members available to media during committee hearings (OPTIONAL) • Have third-party submit letters to editor during budget crossover April 2020 Legislative Outreach: (Crossover Consultant to continue setting up meetings with key state lawmakers periods) to discuss potential HSAC bills before 2020 legislative session Editorial Solicitation: • Make HSAC members available to media during conference committee (OPTIONAL) • Have third-party supporters submit letters to editor during crossover periods May 2020 Editorial Solicitation: • Provide op-ed to each island daily newspapers at end of 2018 legislative (Final vote on session on HSAC progress report (PENDING RESULTS AT END OF legislative SESSION) measures, wrap-up of legislative session)