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Home My WebLink About2015-07-17 Committee on the Status of Women MinutesWILLIAM P. KENOI Mayor County of HaWail COMMITTEE ON THE STATUS OF WOMEN c/o 655 Kilauea Avenue • Hilo, Hawai'i 96720 (808) 961-0466 • Fax (808) 961-8908 MEETING MINUTES Friday, July 17, 2015, 9:00 a.m. Office of the Prosecuting Attorney Conference Room 655 Kilauea Avenue, Hilo, HI 96720 and Office of the Prosecuting Attorney Conference Room Kealakekua Business Plaza 81-980 Haleki'i Street, Suite #150, Kealakekua, HI 96750 via video conferencing CALL TO ORDER The meeting was called to order at 9:12 am. II. ROLL CALL PRESENT EXCUSED Hazel Beck, Chair Brooke Derby Cyd Hoffeld, Vice -Chair Farrah -Marie Gomes, Secretary Mele Spencer, Treasurer Jessie Marques Carol Kitaoka Renee Schoen (ex -officio) A quorum was present. III. WELCOME NEW MEMBERS A. Jessanie (Jessie) Marques has already taken her oath of office. The committee welcomed her with a lei. B. Dr. Lee -Ann Heely and Debra Toledo-Ebreo were welcomed as members - elect. They will complete their oath of office before our next meeting. These new members were also welcomed with a lei. Hawai'i County is an Equal Opportunity Provider and Employer IV. APPROVAL OF AGENDA A. Hazel was notified by Lee Lord that the by-laws need to have a line added for the County Clerk signature. Mele motioned to add `Edit of the By -Laws' to the agenda. Cyd seconded the motion. Agenda was approved as amended. V. APPROVAL OF MINUTES (March) A. Cyd moved to approve March 13, 2015 meeting minutes as submitted, Mele seconded.- Minutes were approved as submitted. VI. TREASURER'S REPORT A. The June treasurer's report was reviewed, which includes all the fiscal year's activity since it is a cumulative report. There is approximately $11,300 in the budget that wasn't expended. i. There was a discussion about the challenges associated with the procurement process, which contributed to why a large amount of funds were not able to be expended. The committee decided to have an email sent from Chair Beck to Prosecuting Attorney Roth as a heads up about the challenges encountered, which will be described in detail in the annual report. ii. Additionally, the committee would like to request that the financial process be presented to the entire committee at one of its monthly meetings. iii. We have not yet received our official budget allocation for this fiscal year. Mele will follow-up on this. iv. Farrah moved to approve the Treasurer's Report, Jessie seconded. Treasurers Report approved as submitted. B. Mele summarized the proposed budget for this fiscal year using a base allocation of $8,085. Jessie moved to approve the FY16 budget, Farrah seconded. The FYI budget was approved as submitted. Action: Mele to confirm CSW's FYI budget. VII. STATEMENTS FROM THE PUBLIC A. Jewel Castro expressed thanks to Cyd for inviting her to the meeting. VIII. CORRESPONDENCE - None IX. REPORTS A. Liaison i. We are thankful for Elena Cabatu's service to State CSW. ii. Cyd Hoffeld has been selected to replace Elena. iii. Cyd will become an ex -officio member and Hawaii County CSW will need to replace Cyd as a voting member. K X. PROJECTS A. Teen Dating Violence i. Report received from East side, but need more detailed information from Cyd. ii. Report requested of Carol for West side Summit. Action: Cyd and Carol to submit TDV reports. B. Real Women Essay Contest i. Report requested of Carol. Action: Carol to submit Real Women Essay Contest report. C. Hawaii Island Women's Leadership Summit i. Final report received, includes budget numbers. D. CSW Brochure i. It is not clear if the brochure was received by Brooke and whether the paper was ordered. Action: Hazel to follow-up with Brooke on status of brochure. E. Cell Phone Safety Cards i. A total of 20,000 cell phone safety cards have been received. ii. Cards were distributed among members: a. Carol/Hazel/Lee-Ann — Kona, Council b. Jessie — Ka'u c. Cyd/Mete — Hilo d. Debra/Farrah — Hamakua/Kohala e. Roxanne — Prosecuting Attorney's Office iii. Members were encouraged to focus distribution at the middle and high schools island -wide Action: Members to distribute cell phone cards around the island. F. Purchase of Banner i. Committee received the recently purchased banner. This one is white with black lettering and the official County seal. This will be left with Roxanne for use by committee members on the East side. ii. Yellow banner will stay in Kona. Hazel will hold on to that one. iii. Need to check with Roxanne if she has the banner that has Women's History Month on it. Action: Hazel to check if Roxanne has the banner that has Women's History Month on it. 3 G. Approval of CSW Operational Guidelines i. Tabled until next meeting XI. NEW BUSINESS A. Form Nominating Committee/Elections i. Farrah, Hazel, Lee -Ann volunteered to be on the Nominating Committee. ii. Slate needs to be issued to Committee members 2 weeks before next meeting. B. Future Project Structure i. Project Rationale — short, concise explanation of what the project will do; who will be served, identify anticipated results and impact ii. Required Budget — how much funding is needed iii. Required Resources — what kind of resources (people, facility, etc.) iv. Project Contacts — committee members serving as primary contacts v. Form Committee — at least 2 but no more than 4 CSW members vi. Project Steps/Process/Timeline — step by step timeline vii. Submit Committee Reports Monthly - provide updates at meetings viii. PR Plan (w/Corresponding Secretary) — what is marketing plan? How will you get the word out? ix. Submit Final Project Report — aids in the compilation of the CSW Annual Report C. 2015-2016 Projects i. A summary about past CSW projects was provided. Discussion about FY16 projects was tabled until the next meeting. D. Proposed Meeting Format There was discussion about how often to meet in person and via video. The following schedule was agreed upon: 1. July 17, 2015 — video 2. August 7, 2015 — Ka`u 3. September 11, 2015 — video 4. October 9, 2015 — Waimea 5. November 13, 2015 — video 6. December 11, 2015 — Waimea 7. January 8, 2015 — video 8. February 12, 2015 — Waimea 9. March 11, 2015 — video 10. April 8, 2015 — Kona 11. May 13, 2015 — video 12. June 10, 2015 - Waimea There was discussion about possibly changing the dates of the meetings to accommodate when Roxanne is able to attend. [2 Action: Hazel will follow-up with Roxanne and Mitch to see if there are dates when Roxanne is able to join the meetings. XII. ANNOUNCEMENTS (relating to CSW) A. Next Meeting - Friday, August 7 in Ka`u XIII. ADJOURNMENT A. Farrah moved to adjourn, Mele seconded. Meeting adjourned at 11:23am. RESPECTFULLY SUBMITTED BY: Farrah -Marie Gomes 5