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HomeMy WebLinkAbout2015-03-13 Committee on the Status of Women MinutesWILLIAM P. KENOI Mayor County of Hawaii COMMITTEE ON THE STATUS OF WOMEN c/o 655 Kilauea Avenue • Hilo, Hawaii 96720 (808) 961-0466 • Fax (808) 961-8908 MEETING MINUTES Friday, March 13, 2015, 9:00 a.m. Convened at Waimea Center Suite 2C 65-1158 Mamalahoa Highway, Kamuela CALL TO ORDER The meeting was called to order by Chairperson Hazel Beck at 9:24 a.m. ROLL CALL PRESENT EXCUSED Hazel Beck, Chair Carol Kitaoka Cyd Hoffeld, Vice -Chair Roxanne Costa Farrah -Marie Gomes, Secretary Mele Spencer, Treasurer Brooke Derby Elena Cabatu (ex -officio) Belinda Hall (ex -officio) A quorum was present. III. APPROVAL OF AGENDA The agenda was approved as submitted. IV. APPROVAL OF MINUTES The minutes of February 4, 2015 were approved as submitted. V. TREASURER'S REPORT The treasurer's report was approved as submitted. Mele distributed a handout with meeting notes from the CSW January 7 meeting with Prosecuting Attorney's finance personnel and instructions for processing CSW requests for services. VI. STATEMENTS FROM THE PUBLIC None Hawai'i County is an Equal Opportunity Provider and Employer VII. CORRESPONDENCE While the CSW meeting was in progress, Roxanne Costa emailed Hazel with her resignation. VIII. REPORTS A. LIAISON 1. Elena shared that cross-over of bills in the legislature has happened. Farrah distributed a handout with information about the Women's Legislative Caucus package bills that made the cross over and those bills which receive Women's Legislative Caucus support that also made cross over. B. HAWAI'I ISLAND WOMEN'S LEADERSHIP SUMMIT 2015 1. Registration for the Summit opened on March 1, 2015. There are less than 40 seats left. 2. The CSW had previously approved up to $500 to be split between up to 12 current and 2014 committee members. We need a final count of CSW members by the end of the month. i. Will be there, but not at expense of CSW — Farrah, Hazel ii. Yes — Brooke, Elena, Katie, Kim iii. No — Belinda, Cyd iv. Unsure/need to confirm — Mele, Carol, Roxanne C., Roxanne A. 3. Schedule and workshop information can all be found on the Summit website: http://go.hawaii.edu/8X. 4. We are still looking for vendors. Please share the vendor form with anyone who might be interested in having a booth. Action Item: CSW members who would like to attend Summit need to complete registration form and send to Farrah by March 31. Action Item: Farrah and Mele will work on how payment needs to be processed. Action Item: Hazel to forward a copy of the final vendor form to all members. IX. UNFINISHED BUSINESS A. Teen Dating Violence Prevention Committee (action items bolded throughout) 1. Cyd shared a copy of the TDV Summit flier that Roxanne C drafted. The agenda is listed on the flier. The flier will be adjusted slightly to meet the needs of the Waimea activities once those are finalized. 2. Bids for the venues are in. The Kona TDV Summit will take place at the Kona Courtyard. The Hilo TDV Summit will take place at the Hilo Naniloa. Venue quotes include the cost for participant lunches. Estimated cost for Hilo and Kona are $2,250 each. 3. HPA is unable to participate and provide a venue due to their spring break. Farrah and Brooke will work together to coordinate a North Hawaii event. E 4. There was a discussion about the number of CSW bags that we still have on inventory. We do not know how many there are in the Prosecuting Attorney's office in Hilo. Hazel will coordinate a count of bags. 5. Mele moved to re -order up to $3,000 worth of CSW bags with the same design, all in the color of dark purple. Brooke seconded the motion. The motion was passed. Mele will work on processing the re -order. 6. There was discussion about providing a copy of the State DOH DVD in the bag for all adult participants. A decision was made to allow up to $2,000 for the purchase of those DVDs. Cyd will work with her contacts to obtain permission and purchasing instructions. 7. The request for notepads was denied. Instead, small steno pads will be provided through the County supply room. To customize the steno pads for this event, a decision was made to purchase stickers that will be placed on the notepads. Up to $300 was approved for this purchase. Cyd will coordinate the purchase and printing of stickers. 8. Finance requested that the wallet card info be put on a business card. The information will not fit, so we will be pursuing the original plan of the wallet cards printed on card stock. Up to $1,000 has been approved for this item. 9. Hazel provided the specifications and details for the banner. Estimated cost for the banners is $600. Hazel will follow-up on the status of this item. 10. The cost for Dr. Jill Murray is estimated to be between $15,000-$16,000. 11. Mileage for CSW members to transport Dr. Murray is estimated to be $300. 12. Estimated cost for one CSW members to accompany Dr. Murray at each meal is $300. 13. Duplication costs is estimated to be $600. Cyd will work on getting the materials that need to be copied. 14. The Hawaii Island YWCA is willing to host a page off of their website where we could post resources that the CSW would like to share with the community. There was a discussion about the amount that this would normally cost. A decision was made to offer $600 to the Hawaii Island YWCA for website hosting costs. Mele will follow-up on this item. 15.After all other expenses are paid for, the remainder of funds will be spent on radio ads. Estimated cost for radio ads at this point is $12,000. Cyd will work on this item. 16. Since this event is scheduled to happen before our next CSW meeting, a decision was made to have weekly committee meetings until the event date to ensure that all purchasing items are properly addressed. Additionally, a decision was made to allow the executive committee to re- allocate funds as appropriate. B. CSW Brochure 1. Brooke emailed Roxanne a copy of the revised brochure but that hasn't been sent out the CSW yet. Brooke has the paper specifications. Action Item: Brooke to follow-up with Roxanne A. on sending out brochure and ordering paper. 3 C. Real Women Essay Contest 1. No report was provided by Carol with budget info or status of photo consents. 2. Luncheon to recognize the Real Women Essay Contest winners will be on Sunday, April 12 at the Hilton Waikoloa Village. 3. Elena will be Mistress of Ceremony. 4. There was discussion about what publicity will be done for this event. Hazel will put articles in the newspapers and on KonaWeb. Farrah will get a PSA to the radio stations and Patti Cook for the North Hawaii News calendar. 5. There was discussion about whether to invite the public. A decision was made to invite the public, then a discussion followed about how much to charge the general public. Farrah moved to charge $35. Brooke seconded. The motion was approved. D. Urgent Services Directory for Families 1. Farrah distributed a draft copy of the directory and asked for feedback on layout and content. Currently, the directory spans over 5 pages. We need to find a way to condense it to 4 pages. Members were asked to submit feedback by next Friday, March 20. E. Purchase of Banner 1. See IX, A, 9 above. F. Approval of CSW Operational Guidelines — tabled G. Review of By -Laws — tabled X. NEW BUSINESS A. Equal Pay Promotion 1. Last year, we were told that we probably wouldn't be allowed to do the Pay Day candy bars again. There was a discussion about another item that could replace the candy bar and still be effective in getting the message out. Action Item: Hazel will follow-up with Carol on ordering caribiners. XI. ANNOUNCEMENTS Reminder that all procurement requests are requested to be in to Prosecuting Attorney's office by Wednesday, April 1, 2015. Jessie Marquez has submitted an application to serve on the CSW. Next meeting is on Friday, April 10, via videoconference, from 10am-12pm. XII. ADJOURNMENT The meeting was adjourned at 12:11 PM. RESPECTFULLY SUBMITTED BY: Farrah -Marie Gomes 9