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Home My WebLink About2018-04-05 Cost of Government Commission minutes COST OF GOVERNMENT COMMISSION c/o Office of the Mayor, 25 Aupuni Street, Suite 2603 Hilo, Hawai‘i 96720 COST OF GOVERNMENT COMMISSION REGULAR MEETING MINUTES APRIL 5, 2018 HAWAI‘I COUNTY COUNCIL CHAMBERS – HILO 25 AUPUNI STREET, SUITE 1401, HILO, HAWAI‘I CALL TO ORDER In lieu of Chairperson, Executive Assistant to the Mayor, Roy Takemoto, called the meeting to order at 10:44 a.m. OATH OF OFFICE The Commissioners performed their oath of office, which was executed by Crystallene Pacheco, Private Secretary to the Director of Finance. The oaths are on file. INTRODUCTION OF COMMISSIONERS/ROLL CALL Present: Lenard Allen, Commissioner Barbara Ann Bongo Arthurs, Commissioner Ross E. Birch, Commissioner David A. Buehler, Commissioner Margarita “Dayday” L. Hopkins, Commissioner *note: arrived to meeting at 11:05 a.m. Jenipher A. Jones, Commissioner Gregory Dale Larson, Commissioner Genevieve Puanani Woo, Commissioner Also present: Roy Takemoto, Executive Assistant to the Mayor J Yoshimoto, Deputy Corporation Counsel Dennis Kauka, Jr., Executive Assistant Aide – Office of the Mayor  Each Commissioner provided a brief introduction on their background and goals for the Commission. STATEMENTS FROM THE PUBLIC (none) OVERVIEW OF THE SUNSHINE LAW, PARLIAMENTARY PROCEDURE AND THE HAWAI‘I COUNTY ETHICS CODE  Deputy Corporation Counsel J Yoshimoto presented a PowerPoint presentation to Commissioners, which is filed and available in the public Commission documents. Cost of Government Commission April 5, 2018 meeting minutes DISCUSSION AND REVIEW OF THE RULES OF THE HAWAI‘I COUNTY COST OF GOVERNMENT COMMISSION (taken out of agenda order)  Discussion comments included: o rules could be amended at any time o Mr. Yoshimoto advised that, if the Commission needs to, it could suspend a rule if the majority approved that, including for the schedule of meetings. Commissioner Buehler motioned to accept rules. Commissioner Woo seconded. Motion approved unanimously by voice vote – 8 ayes DISCUSSION REGARDING THE DUTIES OF THE COST OF GOVERNMENT COMMISSION (taken out of agenda order)  Mr. Takemoto provided an overview of the Commission duties as described in the Charter. Mr. Yoshimoto relayed that, according to the Charter, the Commission needs to submit a report not later than eleven months after its appointment. January would be the deadline. Commission is looking at expenditures, eliminating duplication or overlapping services, consolidation, abolishing unnecessary services. The Commission needs to study and investigate and can call upon different departments and other Commissions for suggestions. These are formal duties. Discussion was open to Commissioners on how they interpret the duties: o Commissioner Jones stated that she would like to see implementation because she is not seeing that from previous recommendations. She broke down the recommendations of the previous Commission and the answers from each of the departments. She observes that there were 20 with no responses. She would like this Commission to find a way to help the departments make the suggestions materialize. Instead of more suggestions, she would like to see when these will occur. o Commissioner Buehler asked at what level do the recommended changes have to be approved and action required. Mr. Takemoto replied that the findings and recommendations are directed to the Mayor, Managing Director and Council. Mr. Yoshimoto added that it would be effective that a presentation be made to the Council so that members have opportunity to ask questions. o Commissioner Hopkins stated she would not want to repeat recommendations. Mr. Yoshimoto indicated the Commission can request and recommend that a plan be submitted by the administration on how the recommendations will be implemented. o Commissioner Larson noted other tools available to the Commission such as public forums as attendees and sending letters to the newspapers to help keep ideas in front of the public, Mayor and Council. o The appropriation of funding for the Cost of Government Commission has been made. o Commissioner Larson suggested dividing up the areas the Commission will review and reporting back to the overall body. 2 Cost of Government Commission April 5, 2018 meeting minutes ELECTION OF OFFICERS (Chairperson and Vice-Chairperson)  Commissioner Woo suggested and made a motion to rotate chairpersons and assistant chairpersons for each meeting. Commissioner Jones seconded. Commissioner Woo explained this idea as a way to bring each of their unique perspectives and backgrounds to the role of chairperson. She described this as a way of thinking outside the box. Various commissioners debated the pros and cons to the motion. Comments and questions included: o rotating chairs may cause fragmentation o “spreading the wealth” may be a good idea o Is every commissioner interested in being chairperson?  some commissioners indicated they would prefer not to take the role of chairperson o Is the chairperson responsible for signing any documents and certifications and approving certain communications?  Mr. Yoshimoto confirmed this is part of the role of a chairperson  a rotating chairperson may make this difficult o whomever is chairperson should commit to being at every meeting on time Motion failed by voice vote – 2 ayes, 6 noes  Commissioner Buehler motioned to nominate Commissioner Jones to be chairperson. Commissioner Woo seconded. Commissioner Jones indicated she was willing to accept but noted that she is not an expert at chairing meetings. Commissioner Larson stated that Commissioner Jones expressed a dedication to be at meetings all the time and on time and has done an exemplary job at reviewing past Commission’s work. Motion approved unanimously by voice vote – 8 ayes  Commissioner Woo motioned to nominate Commissioner Hopkins to be vice- chairperson. Chairperson Jones seconded. Motion approved unanimously by voice vote – 8 ayes PROPOSED SCHEDULE FOR FUTURE MEETINGS (taken out of agenda order)  Commissioner Arthurs motioned to suspend Commission’s rule to conduct meetings on first and third Thursday to instead be first and fourth Thursday subject to adjustments. Commissioner Woo seconded.  Commissioner Buehler amended the motion to conduct the next meeting on April 26, 2018 at 9:00 a.m. Commissioner Woo seconded. Motion approved as amended unanimously by voice vote – 8 ayes  Commissioner Arthurs motioned to conduct future meetings on first and fourth Thursday of the month at 9:00 a.m., location to be determined. Commissioner Woo seconded. Motion approved unanimously by voice vote – 8 ayes 3 Cost of Government Commission April 5, 2018 meeting minutes  Commissioner Woo motioned to alternate meeting locations between Hilo and West Hawai‘i each month. Commissioner Larson seconded. Motion approved – 6 ayes, 2 noes (Allen, Hopkins)  Mr. Yoshimoto pointed out that the approval of meetings on the first and fourth Thursday will mean that, on certain months, there will be a meeting on consecutive weeks.  Commissioners reviewed their own schedules. Mr. Takemoto offered staff to compose a proposed schedule going forward and finalize at the next meeting.  Commissioner Woo motioned to conduct Commission meetings the second and fourth Thursdays of every month and delete previous vote for meetings on first and fourth Thursdays. Commissioner Buehler seconded. Commissioner Larson reiterated request to see full schedule. Motion approved unanimously by voice vote – 8 ayes PUBLIC OUTREACH METHODS AND WEBSITE  Mr. Takemoto mentioned that the Commission website will contain agendas, meetings, and documents but is one-way of information going out. Commission can entertain ways of taking in input from public, including an email address and a social media-like format. ITEMS TO BE PLACED ON THE NEXT AGENDA  Commission concluded the following items be placed on the next agenda: summary of recommendations from previous Cost of Government Commissions, overview of County budget by the Department of Finance, overview of County employees by the Department of Human Resources, discussion on approach and methodology, items to be placed on the next agenda, approval of schedule for future commission meetings. ADJOURNMENT The meeting was adjourned at 1:05 p.m. 4