Minutes: April 11, 2001
Kailua Bay Advisory Council

Business Meeting Minutes

Kaneohe Community & Senior Center

April 11, 2001

www.kbac-hi.org

I.  CALL TO ORDER

Acting Chair Mark Heckman called the meeting to order at 7:00 pm.  There was a quorum.

Attendance:

1.   Board members present: Scott Derrickson, Jeffrey Harris, Mark Heckman, Benjamin

      Kama, Toby Rushforth, Donna Wong and Christine Woolaway.  Board member excused:

      Christopher Winn.

2.  Contractors:  Maile Bay and Ramsay Taum.

3.  CSF:  Judy Nakamura

4.      Guest:  Melissa O’Connor-Farinas (Public Participation Coordinator from the Environmental Planning Office of the State of Hawaii, Dept. of Health)

II.  ADMINISTRATIVE BUSINESS

Community Input:

Melissa O’Connor-Farinas – DOH is doing a TMDL at Kawa Stream and has hired Oceanit to collect the data and write the report.  After DOH reviews and edits the report, it will be submitted to EPA for approval.  By the middle of May they hope to have a draft report from Oceanit that they can bring to the communities for their feedback.  There will be two meetings – one formal and one informal.  O’Connor-Farinas will inform KBAC of these dates via Bay.  She also handed out a Kawa Stream Bio-assessment Report.  An Implementation Plan needs to be completed with community input for Kawa Stream to be eligible to receive Section 319 funding.

Ramsay Taum – Volunteer Coordinator’s Report

TASKS (Pursuant to Contract Addendum)

Task A:  Finalize, Draft MOU with HPU

Pursuant to the withdrawal of HPU from the watershed monitoring proposal process and while awaiting the RFP process, no MOU was finalized.  This effort, as approved by KBAC, will now establish an RFP effort that engages the support and participation of higher education institutions such as WCC, HIMB and HPU. 

Task B:  Status Report

Subsequent to the demonstration of the GIS system at the last KBAC meeting, met with the Director, Dr. Dave Krupp and former Volunteer Coordinator, Donna Ashizawa, to review the GIS data libraries stored on the Hoa’aina server system.  Project files and shape files for nine projects have been consolidated on the C:/ drive on a  PC at Hoa’aina Center.  The results of the meeting as well as an update on what is on the system including recommended next steps appear in the accompanying Watershed Mapping Project draft report (see attached).  A copy of the report has been prepared to be loaded up to the KBAC web page and is currently viewable to the Council:  web site address is private until approved for release, see Director for access.

After members have had time to view the documents, voting via e-mail will be done to accept the documents.  Taum requested comments by April 18th (Wednesday).

Task C (Complete):  Update KBAC web-site and report on contact information

All updates have been made to the web page and information regarding web management including contact information and password protocols have been given to the Director.

There is still a need to identify and retain the services of a web designer and or technician to assume management of the Web page and to design a web page to interface with the GIS software and technology that will allow public access to GIS data, maps, etc.

Task D:  Status Report on Volunteer Water Quality Monitoring Program

A preliminary report was produced and distributed to the KBAC for consideration.

Task E :  Update 2000 Survey

A draft report was prepared and distributed at the last Council meeting reporting the findings and recommendations of the summer survey.  No feedback has been received. Per that report, rather than resurveying phone contacts, it was recommended that the new coordinator or consultant be given the opportunity to design a survey tool and instrument more consistent with his or her program objectives, is more in-line with the proposed master plan, and coincides more closely with the projects eventually adopted by KBAC as a result of its findings in the Technical Report.

Volunteer Coordinator (VC) has contacted or left messages with over half of the contacts identified as “non-responsive” in last summer’s survey effort.  A majority of those reached or those responding to messages requested that they be kept on the mailing list.  VC will continue to attempt to confirm contact information for the balance of names and will report out to the director or chair prior to final separation.

  1. Inventoried all books, equipment, and supplies in the KBAC office.

Task F:  KBAC Office Inventory

Office Inventory completed and submitted to Director and CSF. 

Office checkout and return of keys executed by CSF liaison and VC effective Wednesday, 4/11/01.  The Director will secure select equipment (i.e. digital camera, laptop, projector, Trimble, copier) until a new office is opened. 

Office Closure:  VC received several price quotes from storage facilities and movers alike.  While there are storage facilities that provide complimentary moving services, their fees tend to be higher on a month-to-month basis.   As for movers, most if not all charge by the hour commencing from the time they leave their base yard and concluding when they return.   Based on the quotes, the KAILUA STORAGE & SHIPPING facility is the least expensive with a 4x9x8 unit for @$68.00 / mo ($25 deposit) on a month-to-month contract, 1 month/minimum.

Because they don’t provide moving, Jiffy Movers ($67/hr for two (2) guys and a truck) is recommended.   Based on what we have in the office, I don’t think it will take more than three hours to move and store everything.  Consequently, we are looking at about $70/mo for storage and between $200 and $300 for the movers.

Task G:  Miscellaneous   

1)      Lanikai Elementary: Kawai Nui Marsh / Maunawili Water Quality Sampling

a)      Final sampling of Maunawili and Kawai Nui being executed this week.  Pending a prompt return of the teachers to their classrooms, VC anticipates receiving final results next week.

b)      Sampling results as well as stream visual assessment responses will be tabulated and an attempt will be made to add it to the existing GIS data for Maunawili, Kapa’a and Oneawa projects.

c)      The student’s preliminary results may be viewed at the following link: http://www2.lanikai.k12.hi.us/waters.htm.

d)      Two (2) web presentations have been prepared for the Council’s review.  They will be launched officially once they have received Council approval and receipt of all release/consent forms from Lanikai parents.

MAILE M. BAY – Director’s Report

  1. Contacted and facilitated a meeting of the former Water Quality Monitor Program Coordinator, Donna Ashizawa; Dave Krupp, biology professor, Windward Community College; and current VWQMP Coordinator Ramsay Taum to find out the protocols, procedures, streams monitored, etc, under the former program.  Together, we all ranked the level of completion of each of the 9 streams that KBAC has collected data on that R. Taum incorporated into his draft report on the same to the KBAC.
  1. Met with and telephoned Lisa Ferentinos regarding Waimanalo’s thoughts on RFP process, i.e., generic Restoration RFP or use of site-specific RFPs.  She favored a generic RFP.
  1. Worked with the Acting Chair and CSF on reviewing VWQMP invoices and tasks.
  1. Met with potential KBAC Master Plan/WRAS consultants, Malia Chow, Ph.D., and Jael Makagon, to serve as scientist/researcher and student intern research for project, drafting contracts to retain them for their services for the project.  Respectively, contracts are being finalized, using funds from the Dept. of Health Purchase Order of $10,000.  Dr. Chow will be paid $8,100 on a fixed price contract for 9 months of work.  J. Makagon as a student intern will be paid $8/hour with a ceiling of $1,900 for 6 months of work.

Woolaway voiced concerned about a potential conflict of interest.  Dr. Chow will soon be on Sea Grant payroll and Woolaway is affiliated with Sea Grant.  Discussion ensued and it was noted that Chow is not now working for Sea Grant.  Further, Bay has drafted language for the Consent Decree concerning conflict of interest that is now awaiting approval by the parties and the Court.  Woolaway stated that it would have to be the decision of the rest of the members but she would recuse herself from this decision-making.

  1. Met with Tim Steinberger, Director, City and County Department of Environmental Services and his staff on the proposed next steps for the KBAC, especially its implementation program.  He is willing to work at expediting RFP’s within a 15-day time frame.  He has received calls from the community demanding action on the Consent Decree.  Staff noted that a “visible” successful project would assist the effort.
  1. Pursuant to the past request and approval of the the KBAC at its January 2001 meeting, drafted and circulated a memo with sample language for the creation of an Executive Committee and suggesting lengthening of time between meetings to be approximately every 6 weeks instead of monthly.

KBAC action:      Approve language to be added to KBAC’s Strategic/Infrastructure Plan and approve tentative meeting date schedule as noted with one correction:  October meeting to be 24th (not the 23rd).

Rushforth moved, seconded by Derrickson, to accept the process for the KBAC to add an Executive Committee and extend the length of time that we meet as proposed by Director.  It was unanimously approved.

Further discussion ensued about the selection of the next Chair.  Rushforth emphasized the need for openness in the selection process and Chair Heckman commented about the positive effect of forming an Executive Committee. The members that represented the plaintiff’s side then began discussion on the future Chair and it was unanimously decided that Derrickson would lead the KBAC after Woolaway’s term.

Director will include the wording of the Executive Committee in an amendment with the Strategic Plan.

  1. Prepared an informational brochure on the KBAC that has been circulated for comment and upon approval will be mailed to the KBAC mailing list.

KBAC action:  Approve document to be mailed to the KBAC list.

Rushforth moved, seconded by Wong, to accept the brochure with edits.  It was unanimously approved.

  1. Compiled survey information on “site-specific” projects and prepared a memo with findings.  Some found the task ambiguous and selected projects that were not site specific: the generic Restoration, Education, PCR test kits, and Higher Education Enhancement RFPs should address most of these concerns.  The later two efforts, as outlined in the Director’s memos and chart distributed at last month’s KBAC meeting, includes water sampling efforts under the auspices of institutions of higher education and having the collected data incorporated into the GIS system developed under an MOU with WCC that would be resurrected.

Director’s Action:  After RFP/selection process for higher education enhancement program has been completed (approximately July/August 2001), prepare two advertisements on each for a GIS Coordinator and a Higher Education Enhancement Program Coordinator.

O’Connor-Farinas will check on funding opportunities for TMDL and inform Bay.

  1. Drafted a sample budget for a Phase I of the Implementation Program that includes the administration overhead, Master Plan/WRAS effort, PCR test kit effort, several site-specific projects, the Higher Education Enhancement project, and generic Restoration RFPs (or site-specific).

KBAC action:  Review, revise, and approve the budget to draft RFPs for the various projects to be submitted to the parties for their review and approval.   Draft RFPs to be submitted to the parties after approved by the KBAC Executive Committee after being drafted by the Director, to transmit to the parties by May 15.

Previously, members had discussed the need to have an external panel review some proposals after they are received through RFP’s. Woolaway discussed starting the process, especially for the science issues, suggesting that Winn work on science and Heckman assist with education.

  1. With the completion of the current funding for the VWQM program, the current coordinator, CSF agent, and Director have taken steps to close the KBAC Kane`ohe Office.  R. Taum is preparing a memo to the KBAC on the closure with information on the storage of the furniture and equipment.

KBAC action:  Authorize the storage of stream testing equipment (Trimble/LaMotte spectragraph), power point projector, digital camera, and lap top commuter with the Director to be loaned to the community.

*****

FYI items:

  1. Meeting next week with members of the Community Trust for Kane`ohe Bay regarding how the KBAC will interface with it during the development of the KBAC Master Plan/WRAS.
  2. Waimanalo to complete its TMDL Implementation Plan in the very near future with the assistance of Wendy Wiltse, EPA.  This watershed for the stream area will then also be eligible for Section 319 implementation funding, just as if a WRAS had been approved for that same area.
  3. Dept. of Health, Environmental Planning Office, has a new staff person, Melissa O’Connor-Farinas, who is working on TMDL’s and is establishing contacts in the Ko`olaupoko community.  She is going to try to attend our meeting on April 11 to give a short presentation.
  4. Director located a copy of the Stream Restoration video that was shown in Waimanalo last week (per late notice circulated to the KBAC by Lisa Ferentinos).   Obtained a copy of the order form for the video from Diane Driggett.  All local copies of the video are currently on loan.  Director is going to personally purchase the video.  Director has three additional short videos of stream restoration projects in her library that can be shared from the National Parks Service, Conservation, Rivers and Trails Program that co-sponsored Hawai`i’s Stream Assessment project.

Congratulations:

To Christine Woolaway on receiving the “Dr. Doug Vann Memorial Safety Award” presented by the Hawai`i Ocean Safety Team for outstanding efforts to enhance the safe and pollution free use of Hawai`i’s waters.

Minutes:

March 21, 2001 minutes - Rushforth moved, seconded by Derrickson, to accept the minutes with minor edits.  The minutes were unanimously approved.  

III.  MEETINGS for the rest of the quarter - Meetings will be held at 6:45 pm at Windward Community College:

                        May 23, 2001                        - Hale Alaka`i #118  

July 25, 2001                        - Hale Alaka`i #118             (date change from July 11th)

August 22, 2001            - Hale Alaka`i #102

October 24, 2001            - Hale Alaka`i #102

December 5, 2001            - Hale Alaka`i #102

IV.  ADJOURNMENT

            The meeting was adjourned at 9:00 pm.