HomeMy WebLinkAboutWorking Group Guidelines` HAWAII COUNTY HAZARD MITIGATION PLAN UPDATE
Working Group Guidelines
As the title suggests, the role of the Working Group is to guide the Planning Partnership (county
participants) through the process that will result in a hazard mitigation plan (HMP) update that can be
embraced both politically and by the constituency within the planning area. The Working Group will
provide guidance and leadership, oversee the planning process, and act as the point of contact for all
partners and the various interest groups in the planning area. The makeup of this committee was selected
to provide the best possible cross section of views to enhance the planning effort and to help build support
for hazard mitigation. The Working Group that has been selected for this process in included in Table 1.
Chair for the Working Group is Civil Defense Administrator Talmadge Magno. The role of the chair is
to:
1) Lead meetings so that agendas are followed and meetings adjourn on- time
2) Allow all members to be heard during discussions
3) Moderate discussions between members with differing points of view
4) Be a sounding board for staff in the preparation of agendas and howto best involve the full Working
Group in work plan tasks.
April Surprenant (Deputy Planning Director (Acting)) is serving as vice chairperson to take the chair's
role when the chair is not available.
F VIOIR "
Participation of all Working Group members in meetings is important and members should make every
effort to attend each meeting. If Working Group members cannot attend, they should inform the Chair
before the meeting is conducted. Each Working Group member should attempt to identify an alternate
who will represent that member at any meeting for which attendance cannot be met.
In the event a regular Working Group member cannot attend a meeting, they may designate an alternate
that can make a binding decision or vote on any issue at a meeting in which they preside as a Working
Group representative.
A minimum attendance at each meeting often is needed to ensure that the different viewpoints of Working
Group members are adequately represented. A quorum for this Working Group will be 9 members in
attendance. This quorum can be met with an attendance augmented by designated alternates.
As the Working Group provides advice and guidance on the HMP update, it will strive for consensus on
all decisions that need to be made, with special effort to hear and consider all opinions within the group.
Consensus is defined as a recommendation that may not be ideal for each Committee member, but every
member can live with it (using the consensus continuum as a gage). Strong minority opinions will be
Page 1 of 4
Hawaii County Multi Hazard Mitigation Plan Update Working Group Guidelines
recorded in meeting summaries and the Working Group may choose to note such opinions in their final
recommendations.
14 u1614010711111101►1
The Working Group's recommendations will be recorded in the meeting summaries and reflected in the
HMP update as appropriate. The Working Group may also assist in the presentation of the HMP update to
the elected bodies of participating organizations.
PC 113 P 64 9 C I WOW
Ideally, the Working Group will present a united recommendation after considering the different
viewpoints of its members, recognizing that each member might have made a somewhat different
recommendation as an individual. To consistently represent the Working Group's united
recommendations to participating organizations, the public, and the media, the Chairperson will act as the
Working Group spokesperson as well as the Public Information Office associated with the working group.
In addition, each member should have a responsibility to represent the Working Group's recommendation
when speaking on HMP -related issues as a Working Group member. Any differing personal or
organizational viewpoints should be clearly distinguished from the Committee's work. The Working
Group will not engage directly with the media.
The Planning Team for this project includes Talmadge Magno, Hawaii County Administrator for Civil
Defense, and personnel from the contract consultant assistance provided by Tetra Tech, Inc. The Planning
Team will schedule meetings, distribute agendas, prepare information/presentations for Working Group
meetings, write meeting summaries, and generally seek to facilitate the Working Group's activities.
PUBLIC INVOLVEMENT
As they conduct work, members will seek to keep the public and the groups to which they are affiliated
informed about the HMP update. Development of a public involvement strategy will be one of the first
tasks undertaken by the Working Group.
Working Group meetings will be open to the public and agendas and minutes will be posted on a project
web -page sponsored by Hawaii County. Opportunities for public comment during Working Group
meetings will be at the discretion of the Chair. If the Chair has determined that public comment will be
taken, comments will be limited to a time duration specified by the Chair (ie: 3 minutes per subject, per
individual; a maximum of 6 public testimonies will be accepted in person. Comments will be allowed to
be given at the beginning of the meetings and only related to the previous Working Group's meeting
agenda. Other acceptable methods of public input will include written or emailed documents to staff or
Working Group members and there will be no public comment during meetings, unless authorized by the
Chair. Development of a public involvement strategy will be one of the first tasks undertaken by the
Working Group. During any of the Working Group meetings; the Chair can designate required Executive
Sessions which will be closed to the public.
KIIfI'.71 If
Working Group members should treat each other with respect, listen to each other, work cooperatively,
and allow all members to voice their opinions.
Page 2 of 4
Hawaii County Multi Hazard Mitigation Plan Update Working Group Guidelines
Meetings generally will be held monthly either via conference call or at the Civil Defense building, unless
a change of venue is requested by the Working Group. The Working Group also has the option to meet
via teleconference as appropriate and to adjust the schedule due to holidays or other extenuating
circumstances.
Page 3 of 4
0
0>
>
o
>
>O
>
O4
O
>
>
+�
E
E
O
O
O
O
O
.�
C
O
+.,
>
o
oU
W
v
o
o
•�
L
t
u
ro
-0
f0
+'
O
O
E
E
N
cxti
s
@J
i
N
O
lt66
ai
N
CL
i
viOi
U7
E
OQ
_
i
�
YNC
,o
f6
NO
�n
oof
E
9
a
Co.
+•+
O
to
N
7
O
E
O
U
O
m
O
O
0
m
41'
41
Q U
U
l9 .r
W
>-
O
�
�°
E
N
O
�
J
L
7 N
s i
C
Q)
tB
_
v
0
in
+--'
Ln
Y
cn
N S2
CJ
N
—
O
�
N
0
.L
`"
L
m
O
—
a
o_
E
o
m
m
;
a
°
o°
o
o
>
O
>
u
O
E
>
0>
O
>
O
>
OO
Oo
O
b.00
o
+
_j0O
•>+1�
'�
U
:
m
Z3
:
O
�
O
u
OU
m
•�
O
O
3:
—
.3
O
u
—
•�
.�
t
C6�
•�
s
•�
4J
E
0
s
f6
s
to
s
U
3
m
s
co
L
O
=
m
ca
s
f°
s
m
@J
@J
O
t
O
s@
�
O
+-+
p
O
O
La�
7
C
i
L
(6
O
7
O
s
N
u
�n
m
Q1
N
'D
L.
O
*'.
c`o
ru
s
L
v
+1
a
s
E
=
c
s
O
L
c�
O
Y
Ui
>
O
L
N
L
G
O
m
C
i
W
-6_
U
Q)
i
fb
m
—_
v
C
M
m
>
L
N
�
L
ram
m
a
Q
LL
.s
E
Q
s
s
v
o
U
E
N
ii
O
U
Z)UD
aj
bbD
N `�
o
Ul
41
L
m
m
N
L _6
�y
W
ai
L.L
U
N
C
U
—
Y
L
N
_
W
W
U
W
bA
M
Lel
_
O
O_
>
O
O
V)
U
a
U
>
U
d
O
o_
m
to
O
C N
O
O
M
ca
O
�
c+CCo
O
>
C10
O (6
L
O
E
s
.L
O
(6
LO
O
C
C
U C
J
Y
m
C •L
w
C v
d
i•
U
Q)
D_
> E
m
=
4.1
m
L
l6
'L '�
m
Q
L 4.1
�
Y
N
=
m�
Y
bD
•—
V1ai
O
cn
m
cLb
w
L
>
>
m
a
0
m
m
o
o_
_