Minutes: January 10, 2001
Kailua Bay Advisory Council
Business Meeting Minutes
Windward Community College
Hale Alakai #102
January 10, 2001
www.kbac-hi.org
I. CALL TO ORDER
Acting Chair Mark Heckman called the meeting to order at 7:05 pm. There was not a quorum.
A. Attendance:
1. Board members present: Scott Derrickson, Jeffrey Harris, Mark Heckman, Toby
Rushforth and Christine Woolaway. Board members excused: Benjamin Kama,
Christopher Winn and Donna Wong.
2. Contractors: Maile Bay and Ramsay Taum.
2. CSF: Judy Nakamura
3. Guests: Donald Bremner and Charles Prentiss (Comprehensive Planning Services of
Hawaii), Wendy Wiltse (EPA) and Joseph Ryan (Waimanalo resident).
II. ADMINISTRATIVE BUSINESS
A. Community Input
1. Mark Heckman – Heckman attended the Ala Wai Watershed Association meeting held on January 9, 2001. Steve Kubota reported that he received a call from Gerald Takayesu of the City Dept. of Environmental Services, who had come to the Board last year for support in a grant application regarding compiling real time data on stream flows and stream monitoring to be stored on a website. Kubota commented that the City intends to reapply, with a deadline in February. He further mentioned that Takayesu related that the weakness in last year’s application was the community participation element, and that the City is working on improving this aspect of the application by extending involvement with the schools and including oral histories and photo archives on the site. The Ala Wai will be the focus for the project, but the City intends that the project act as a prototype for the whole county. There were several comments about the website and the need for more websites. Heckman stated that realistically, there is no reason for another website to exist unless it can provide some service to the sites that are already there. When applying for grants, it doesn’t matter if it is useful but whether it passes the reviewers. Heckman further commented that if the website has only water quality information very few people will visit – the activists will go but the average citizen would not. The sites need to be interesting and he mentioned amazon.com. People don’t necessarily purchase a book from the site but they do check out the site. He further gave an example on mapping and GIS – it has Waikiki in it and we can map the music sites. Tourists would love it and there could even be a music walking tour with a click highlighting the location and producing the music of that establishment.
2.Wendy Wiltse (EPA) – Wanted to inform KBAC about what the Dept of Health and EPA are working on in Waimanalo; it is a water quality study of Waimanalo Stream to meet the Federal requirement for a TMDL. The DOH is about to issue a public notice letting people know that the draft TMDL report on Waimanalo Stream is ready and available for public comment. The tentative presentation will be held on February 13th, Tuesday, from 7-9 pm at Waimanalo Library meeting room. She would like to have some KBAC members in attendance so they can hear the work that EPA did in identifying water quality problems in Waimanalo Stream. As part of that public meeting they will be brainstorming with the public as to the kinds of solutions they would like to see in Waimanalo Stream. Under the 319 Grant Program, the DOH can provide some grants to fund nonpoint source control measures but these grants require a 50% match.
Heckman stated that one of the things that KBAC is thinking about is putting out a series of RFP’s for contracts for others to use for implementation themselves. KBAC could be an obvious source of matching funds but they will not be grant funds.
Derrickson commented that he had heard that EPA wanted to seek a larger percentage of funds going into actual underground projects as opposed to an assessment/characterization and asked Wiltse if this was her understanding. She commented that DOH’s biggest concern is that they are behind on awarding contracts and grants and they have not spent very much of this money that has been there over the last 2-3 years and they would like to spend it both on assessment and implementation projects. Derrickson asked that with the departure of Charles Demesa who is in charge and Wiltse replied that it was still under Dennis Lau and Richard Stuck and Luana are both in charge.
Wiltse said that she would send KBAC a public notice and a copy of the final draft of the Waimanalo TMDL report, addressed to Director Bay.
1. Koolaupoko Water Quality Monitoring Assessment: Met with Dr. Andy Britain of Hawaii Pacific University:
a) Fleshed out work plan schedule, and better defined deliverables and expectations.
b) Dr. Britain reported that original discussion regarding lab use needed to be revisited due to the expense to prepare the lab accordingly.
c) He also reported that HPU did receive a grant of approximately $8,000 that they can also use to offset expenses of the project.
d) Discussed and clarified community partners and K-12 groups interested in participating in the program (including Lanikai and Enchanted Lakes Elementary Schools).
e) Discussed using colorimeter/spectrophotometer rather than traditional testing and chemical methods. Agreement! If KBAC purchases LaMotte Smart Colorimeter for sampling and testing, it could also be used to assist community groups and schools.
f) Pros: Reduces subjectivity.
g) Cons: Costly compared to traditional test kits. (Hand unit plus reagents estimated cost: $2300 ($1805 + tax shipping for hand unit; $350-500 for chemical reagents).
Rushforth asked what standards would be used in monitoring that would make data and information useful to the communities and where we’re going to put it and how we’re going to manage community access to it. Taum replied that these are some of the other issues that are being addressed, not only for this project but for all future volunteer monitoring. The assumption is that KBAC will not always be there and we will try to get other people to monitor. The meeting with DOH will specifically try to address, clarify and identify which parameters, standards, methodology and practices will be acceptable to the agencies. In addition, once we identify that, what will be the training protocols, methods as well as trainers we might engage to do that. Should we take it upon ourselves to develop a monitoring/training/ certification program that is acceptable and sanctioned by the State?
Woolaway asked Taum what he saw as tying in with other community groups that might benefit from this technology. Would this be extended to the community groups? Taum replied that the program serves in a service capacity. We purchase, secure or collect tools, equipment and technology and we provide those services through rentals. As an example, he mentioned that the Trimble could be loaned to groups for mapping instead of them having to purchase their own. He mentioned that educational groups in Lanikai and Enchanted Lake are also engaging in monitoring activities. They would be very interested in borrowing the equipment as well as work with us and give us the data and contribute to the development of an educational K-12 stewardship program. The answer is “Yes”: Purchasing these equipments would be available to the community. The issue is developing a criteria and protocol.
Woolaway noted the schools discussed are all in the Kailua area. Will the focus only be in Kailua or will this be opened up to other areas? Will they be included in the initial part of this? Taum replied that several considerations were made including the fact that a large amount of money and activity is already focused in Kaneohe and Waimanalo watershed areas without KBAC assistance, the fact that the Kailua Groups were already on the ground and ready to go worked for expediency sake, and for the moment, the Waimanalo group that he has been communicating with hasn’t reached that stage where the proposed technology would be advantageous to their efforts, though they certainly would be invited to participate at a later date.
Proposal: Propose that KBAC authorize purchase of LaMotte Smart Colorimeter
Rushforth asked to have everything provided in the context of a budget and Taum replied that he would have it ready in a few days for distribution to the Council members. Harris mentioned that time was of the essence in approving the equipment purchase and Taum said that once the information was distributed, a fax vote could be taken to approve/reject the proposed action.
a) K-12 Education and support
Met with Lauren Apiki (LET Academy) Wanda Harris (Lanikai Elementary), and Lena
Kanemori (Enchanted Lakes Elementary) to:
· Identify areas where they need support
· Willingness to participate in KWQMA as school based partners
· Student participation and development of VWQMP web page, and
· To introduce NRCS Stream Visual Assessment (SVA) protocol as a model for K-12 model design
Outcome of the meeting include:
· Preliminary commitment to participate in KWQMA
· SVA is being adapted by students for their use at Kaelepulu stream and Maunawili stream
· Possible VA model for Kaelepulu pond being developed at Enchanted Lakes
· Orchestrated a joint field test of SVA on Maunawili stream, Friday 1/12 with NRCS staff and others
· Taum will participate in stream assessment and provide GPS Trimble support to help Lanikai with mapping of sample sites
b) Participated in SVA field test at Waiahole stream. Participants include DOH Environmental Planning Office, Clean Water Branch, NRCS, students from Waianae HS, and community.
· Instrument was demonstrated and revised according to user recommendations.
c) Attended meeting hosted by Strategies Hawaii regarding Ocean Arks future in the islands.
· Chairman Heckman expressed concerns of “appearances” and “potential conflicts of interest” due to unclear orientation of guests at meeting. Coordinator has clarified with all parties involved that his presence at these activities is limited to developing community outreach and volunteer monitoring educational activities.
d) Kawai Nui Heritage Foundation: Met with Doc Burrows, Charles Issacs, Eric Guinther of AECOS; and Ocean Arks staff to explore potential for demonstration site to move to Kailua. Coordinator assisted in coordination of meeting.
e) Web mastering: updates to KBAC web page include previous minutes 1997, 1998, 1999, and approved minutes for 2000.
Harris asked if all of the information could be added to the database that we now have. Taum replied that this was a consideration for these projects: whether we revisit Ashizawa’s sites and use them. He further stated that one of the recommendations in his plan is to promote the use and familiarity of GIS and one way of doing that is providing for that technology to be available in the libraries and schools. This includes not only providing software but also technical support. His budget addresses all of these issues.
Woolaway commented that Windward Community College is training their students in GIS. Would it be a good idea to underwrite the cost of community people? Taum agreed and said that he had already made contact with ESRI to determine costs related to subsidizing and or sponsoring classes. Taum also indicated the idea of underwriting the GIS training was incorporated as one of the desired outcome action items submitted for Council consideration.
a) Met with Maq’s Alam and staff, ED - Maile Bay, Technical Report Consultants, and Claudia Hamblin-Katnik to further clarify Dr. Alam’s work and the potential for the development of volunteer friendly PCR sampling kit. Discussion to continue.
b) Met with Executive Director, Maile Bay to clarify and coordinate work plan with master plan. Met with Maile several times.
c) Met with Gary Gill and other DOH Environmental Planning Office, YES staff and Dr. Alam’s staff. Meeting opened dialogue regarding
· a coordinated water monitoring effort in Ko’olaupoko
· defining standards, methods and parameters appropriate for volunteers and acceptable by DOH
· a coordinated volunteer monitoring certification and training effort
· KBAC VWQMP serving as a pilot program for future volunteer monitoring supporting State TMDL program
4. Draft Work Plan Outline
A draft work plan outline was submitted to the Council for review and comments. Line item budgets and measures will be submitted to support the proposed work plan.
Re: January 2001 Report/ First 4-month Review Report
This report is divided into two sections. The first six enumerated items are the tasks from my contract that have been targeted for completion during the first four months of the contract. The remaining items are new matters and updates on past actions that are still pending.
1. Creation of initial Master Plan and first draft budget:
· Drafted 2-page outline - circulated to KBAC at December 2000 meeting for comment: none received to date.
· Obtained budget information from CSF 12/28/00, delayed due to audit by accountant (awaiting amendment change to CSF agreement with KBAC to clarify that there is no fee for CSF indirect services)
· Reviewed past budget items for projection of future year budgets: preparing first draft budget for February 2001
· Awaiting second draft of final Technical Report for recommended actions to consider in implementation section of Master Plan
2. Creation, execution, and completion of RFP and contract to finish the Technical Report by the end of the year:
· Completed RFP and executed contract by November 2000.
· Delayed one month from proposed time schedule for implementation of contract, now due to be completed by mid-March 2001.
3. Reviewed the above report with suggested actions to the Board such that the first round of implementation project and/or further technical studies can be requested by the beginning of the year.
· Reviewed the preliminary draft of the report and made recommended changes in content and style to the vendor, awaiting draft report before suggestion for further action to the Board and gave vendor comments from Council members.
· Obtained the assistance, with the approval of Heckman, of Eric Guinther, AECOS, in reviewing document for scientific and local concerns on water quality. AECOS is assisting DOH on its TMDL review for Kawa Stream in Kaneohe.
Action: KBAC to approve a short-term technical assistance contract for AECOS for $50/hour not to exceed $2,500. Because the amount is within the budget, there was no need to vote on it. Woolaway suggested included Winn to assess the strengths and weaknesses of the science portion.
· Followed up with Dr. Maqs Alam for further technical assistance possibilities for KBAC, working with vendor to incorporate findings as a recommendation in the draft report to go out for public review.
· Met with VWQMP coordinator, R. Taum, making recommendations on his general work plan for more detailed tasks to fulfill goals of Consent Decree for that program and as possible implementation actions or projects.
· Projecting to have suggestions for Board of general themes and suggested projects by February 2001 meeting.
· Public meeting will be conducted in February on the report and facilitated by Dee Dee Letts.
3. Reviewed the Volunteer Water Quality Program and coordination of the program with the
Master Plan.
· Met several times with the Coordinator, R. Taum, on his proposed overview and workplan.
· He will be reporting at January 2001 meeting on his recommended actions.
· Will incorporate adopted actions and proposed budget into the draft master plan document - project dates of completion also February 2001 with the draft of Technical Report.
5. Review and completion of the Organizational Plan.
· Reviewed, revised, circulated to Board for Comment, and awaiting final approval of organizational plan with the Strategic Plan- final approval due from the Board January 2001.
· IV. Value Statement (page 2 of the Strategic Plan) - the last sentence has been changed and now reads: “foster the creation of an entity that can continue to serve the purpose of KBAC upon its fulfillment of the Consent Decree.”
After some discussion, the members present formed a sub-committee to approve the change. The excused members will be sent a fax vote.
6. Review and RFP for creation of non-profit status for KBAC.
· Reviewed concept with the majority of the Board.
· Drafted initial memorandum on the role of nonprofit and process to becoming one - distributed January 9 by e-mail to Board.
· Will draft memorandum of past recommendations of professionals on the topic, current positions of Board, and recommended next action for February meeting.
Rushforth said that he would like milestones on the non-profit status; something graphic. Bay replied that she would distribute it once it is completed.
7. Consent Decree changes to allow KBAC to function as other policy-making and decision-making boards.
· Request and proposed changes were submitted to plaintiff’s representative, Paul Achitoff, and defendant’s representative, Ken Spraque by letter from the Acting Chair, Mark Heckman.
· Follow up with P. Achitoff: He only received feedback from Surfrider Foundation who is willing to proceed with the majority viewpoint. He advised me to contact Sierra Club and City directly since he’d heard nothing. Jeff Mikulina, Executive Director, Sierra Club, advised that he’d follow the lead from Hawaii’s Thousand Friends. Alex Ho at the City advised that the a memo went the Corporation Counsel’s office at the end of December, and he doesn’t know how long it will take with all the administrative changes in leadership.
8. Amendment to the CSF agreement with KBAC.
· Drafted language that corrected the situation to reflect the actual situation; submitted to Dr. J. Gaines, reflecting that CSF has never received a fee for its services, but rather only receives its direct costs.
· CSF accountant is satisfied with the language.
Action: KBAC approval of the amendment to be signed by Acting Chair Heckman. Discussion ensued and the members present formed a sub-committee to approve the amendment. The excused members will be sent a fax vote.
9. Notes:
· Will meet with Department of Health staff, Gary Gill, Deputy Director, Maqs Alam, and Sean Casey, Executive Director, Youth for Environmental Services, on January 11 to continue discussions of protocols for stream monitoring for Koolaupoko streams. Dr. Alam has offered to work using his PCR methods at no cost with DOH staff in monitoring streams on the DOH schedule. This was reported to KBAC last month in my report.
· Based on the complaint for Kailua Neighborhood Board regarding improper discharges, DOH, Clean Water Branch, has cited Ameron for NPDES violations for discharges in August and October 2000. According to the news article, the amounts of fines have not yet been determined.
· With his new term, Mayor Harris has changed the Director of Environmental Services. Tim Steinburger will be replacing Ken Sprague who will be retiring at the end of this month. I will make an appointment to meet with the new director when he is in place next month.
· Recommend that KBAC establish an “Executive Committee” comprised of the current, past, and future designated chair. This will provide continuity to the group and should be included in the Strategic Plan.
10. Creation of an Executive Committee would allow transaction of business between KBAC meetings, with ratification of Board for delegated functions.
· Committee would be comprised of the present Chair, immediate past Chair, and the next-in-line Chair.
· Create cohesiveness between tenures of the Chairs, retaining the institutional memory of the past, providing the connection to the present, and training the new person who will become the Chair.
· Process would be included in the Strategic Plan for KBAC.
C. Comprehensive Planning Services of Hawaii – Consultants Donald A. Bremner and Charles A. Prentiss gave a follow-up on the “Preliminary Draft – Final Technical Program Report”. Due to the need for details desired, they have requested more time to complete the report. Three questions were asked at the last meeting:
1. Someone in Waimanalo asked about the possibility of vision money for water quality
projects and after Comprehensive Planning checked it out they came to the conclusion
that it was really a flood control project.
2. Someone in Kaneohe asked for vision money for stream cleaning of Kaneohe Stream and in addition to that, to include walkways and possible bikeways along the side of Kaneohe Stream. This is spending for 2002.
3. A question was asked: Is the State planning to do the Unified Watershed Assessment in
Ko’olaupoko? The answer is yes, they are farming it out as much as possible. The
Kahalu’u Neighborhood Board is applying for possible grant funds for that part of the
watershed.
Bremner further stated that the USGS came out with a report initiated in 1998 that assessed the streams for pesticide residue. One was Kaneohe Stream. They will do 19 more streams in the State; Maunawili and Waimanalo Stream being included. After checking with chemists Comprehensive Planning has come to the conclusion that none of the chemicals can be neutralized.
They will now be re-establishing their schedule. They are getting the public draft out the last week in January, will allow one week to respond and ready the document for public notice on February 1st. Three public meetings are slated for February 15th, 22nd, and 26th. The draft will be delivered to the Councilmembers on January 22nd.
Harris asked a question on debris and sedimentation. Is there a regulation for the City and County to clean out the storm drains? He was curious about the cost and budget to suck out the sediment. Bremner replied that the C&C, through another appropriation, would have sediment traps and have a consultant available to check on the results.
D. Minutes
1. December 13, 2000 minutes – Harris moved, seconded by Derrickson, to accept the
minutes. The members present formed a sub-committee to approve the minutes. The
excused members will be sent a fax vote.
2. Annual Report – Rushforth moved, seconded by Harris, to accept the Annual Report as modified. The members present formed a sub-committee to approve the Annual Report. The excused members will be sent a fax vote.
III. MEETINGS for the rest of the quarter - Meetings will be held at Windward Community College at 6:45 pm. on:
February 7, 2001 - Hale Alakai # 118 (NOTE ROOM CHANGE)
V. ADJOURNMENT
The meeting was adjourned at 9:05 pm.