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HomeMy WebLinkAbout06-17-15 Agenda PacketSharon Lasker Chair Virginia Beck Vice Chair Edie Ignacio - Neumiller Secretary Liza Cabal - Trinidad Treasurer Members: Regina Carvalho Uh'i Castor Kathy Crowell Jenai Yoshii Lisa Ellen Smith Ex -Officio 15 JUN 10 P12 :09 COUNTY OF KAUAI COMMITTEE ON THE STATUS OF WOMEIl L NOTICE OF MEETING AND AGENDA t l,F; ` 0� THE CQU4,TY CLERK Wednesday, June 17, 2015 C G U E T Y ;- ti,AaA'1 5:00 p.m. or shortly thereafter Mo`ikeha Building, Meeting Room 2A/2B 4444 Rice Street, L-ihu`e, HI 96766 CALL TO ORDER + Approval of the regular meeting minutes of May 17, 2015 + Briefing by Boards and Commissions Administrator Jay Furfaro on matters relating to the Kauai County Committee on the Status of Women By -Laws Article V. Meetings Sections 1 and 2 and handout (Deferred on May 20, 2015) BUSINESS CSW 2013 -33 CSW 2015 -04 Discussion and decision- making on current and future Committee events including but not limited to: • The Rise of the Film Wahine Event (On- going) + + List of events for fiscal year 2015 -2016 (On- going) Establishment of a two member Subcommittee for the purposes of tracking the legislative bills affecting women in Kauai and to provide live testimony during the 2016 Legislature Session on Oahu (On- going) Team/Skill Building Workshop versus a Retreat Inventory list of promotional items as of June 2, 2015 An Equal Opportunity Employer CSW 2015 -05 Discussion and decision - making on the Committee's Budget for Fiscal Year 2015 -2016 ANNOUNCEMENTS Next meeting July 15, 2015, 5:00 p.m. at the Mo`ikeha Building, in Meeting Room 2 A/B. EXECUTIVE SESSION Pursuant to Hawaii Revised Statutes, H.R.S. §92 -7(a), the Committee may, when deemed necessary, hold an Executive Session on any agenda item without the written public notice if the Executive Session was not anticipated in advance. Any such Executive Session shall be held pursuant to H.R.S. §924 and shall be limited to those items described in H.R.S. §92 -5(a). Discussions held in Executive Session are closed to the public. ADJOURNMENT cc: Deputy County Attorney Andrea Suzuki PUBLIC COMMENTS and TESTIMONY Persons wishing to offer comments are encouraged to submit written testimony at least 24 -hours prior to the meeting indicating: 1. Your name and if applicable, your position/title and organization you are representing; 2. The agenda item that you are providing comments on; and 3. Whether you will be testifying in person or submitting written comments only. 4. If you are unable to submit your testimony at least 24 hours prior to the meeting, please provide 10 copies of your written testimony at the meeting clearly indicating the name of the testifier; and While every effort will be made to copy, organize and collate all testimony received, materials received on the day of the meeting or improperly identified may be distributed to the members after the meeting is concluded. The length of time allocated to persons wishing to present verbal testimony may be limited at the discretion of the chairperson or presiding member. Send written testimony to: Committee on the Status of Women C/o Office of Boards and Commissions 4444 Rice Street, Suite 150 L-1hu`e, HI 96766 E -mail: mromo @kauai.gov Phone: (808) 241 -4920 Fax: (808) 241 -5127 Committee on the Status of Women — June 17, 2015 2 1 P a g e SPECIAL ASSISTANCE If you need an alternate format or an auxiliary aid to participate, please contact the Office of Boards and C:nmmkRinn Osnnnnrt C'.lerk st (ROR) 741-49M.0 at least five (5) wnrkincr clava nrinr to the meeting r SPECIAL ASSISTANCE If you need an alternate format or an auxiliary aid to participate, please contact the Office of Boards and C:nmmkRinn Osnnnnrt C'.lerk st (ROR) 741-49M.0 at least five (5) wnrkincr clava nrinr to the meeting COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board/Committee: Committee on the Status Of Women Meeting Date Wednesday, May 20, 2015 Location Mo'ikeha Building — Meeting Room 2A/B Start of Meeting: 5:05 p.m. End of Meeting: 6:08 p.m. Present Chair Sharon Lasker ; Vice -Chair Virginia Beck; Members: Edie Ignacio - Nuemiller, Liza Cabal- Trinidad, Regina Carvalho (Left the meeting at 5:27 p.m), Kathy Crowell, and Jenai Yoshii; Kauai Representative to the State of Hawaii Commission on the Status of Women/Ex- Officio Lisa Ellen Smith Also present: Board & Commissions Office Staff: Support Clerk Mercedes Omo Excused Member Uli'i Castor Absent SUBJECT DISCUSSION ACTION Call To Order Chair Lasker called the meeting to order at 5:05 p.m. with seven (7) members present constituting a quorum. Chair Lasker welcomed new member Jenai Yoshii to Committee. Approval of Regular Open Session Minutes of April 15, 2015, Minutes Chair Lasker called for a motion to approve the meeting minutes of April 15, Ms. Ignacio - Nuemiller moved to approve the 2015, meeting minutes. Vice Chair Beck seconded the motion. The motion carried 7:0 Budget/ • Committee on the Status CojM Budget Expenditures Report for Fiscal The Budget Report for May 2015 showed a total expenditures of $1253.03, Year 2014 -2015 with a remaining balance of $746.97. Chair Lasker pointed out that any decisions to expend the remaining balance in the budget must be made at the next meeting in order to meet June 30th fiscal deadline. She suggested that the Committee use the remaining balance to purchase additional promotional items. Committee on the Status of Women — Advisory Committee Regular Meeting - Open Session May 20, 2105 Page 2 SUBJECT DISCUSSION ACTION Chair Lasker also informed the members that the Committee's budget for Fiscal Year 2015 -2016 have been reduced from $2000.00 to $1000.00 Ms. Cabal- Trinidad asked what type of items are in stock to which Ms. Omo replied tote bags, plastic tumblers, ID pouches with built in key ring, and spiral -bound wraparound journals. Chair Lasker asked if an inventory list could be prepared so that the Committee can determine what items needs to be replenished. Ms. Omo responded that she would compile a list of the items and report back to the Committee at the next meeting. Ms. Omo mentioned that the Committee could use more pink polo shirts. Chair Lasker stated it would good idea for the Committee to place an order for new polo shirts. Ms. Carvalho asked if anyone from the Committee had the opportunity to provide input regarding the Committee's budget for Fiscal Year 2015 -2016, or was the decision to reduce the budget in half left to Boards and Commissions Administrator. She noted from what she understands the Administration called for an 8% percent reduction as opposed to 50% reduction. Ms. Omo responded that the budget review process is not within her purview and that all final the decisions are made by the Administration. Vice Chair Beck asked why the members are being reimbursed for mileage. Ms. Omo responded that Federal and State law requires all public service volunteers who use their personal vehicles to attend board or committee meetings be reimbursed for mileage. Ms. Smith pointed out that anyone who serves on a board or committee have the option to either accept or decline mileage reimbursement. Ms. Cabal- Trinidad stated moving forward she elects not to receive mileage reimbursement. Staff acknowledged Ms. Committee on the Status of Women — Advisory Committee Regular Meeting - Open Session May 20, 2105 Page 3 SUBJECT DISCUSSION ACTION Cabal- Trinidad request not to receive mileage. Ms. Smith stated having been told prior that the Committee's budget for Fiscal year 2015- 2016, would be reduced to $1000.00, she took a proactive approach and requested $2000.00 in grant aid from HSCSW which was approved. She stated although the Committee still needs to go through Council for approval to receive and expend the monies, the grant funding does not need to be expended by the ending of the current fiscal year as previously taught. Additionally, Ms. Smith stated she would like to see more participation at the next legislative session but would talk about it when the topic comes up on the agenda for discussion. With no further discussion, Chair Lasker called for a motion to receive the Budget Report for fiscal year 2014 -2015, as submitted. Vice Chair Beck moved to receive the Committee's budget for Fiscal Year 2014- 2015, as submitted. Ms. Ignacio - Nuemiller seconded the motion. The motion carried 7;0 • State Grant Funding Committee on the Status of Women — Advisory Committee Regular Meeting - Open Session May 20, 2105 __ , SUBJECT DISCUSSION ACTION The Balance Report for the State grant funding as of May 2015 showed a total expenditures of $940.81, with a remaining balance of $7148.81. Chair Lasker stated she was relieved to hear that there was no set deadline to expend the monies before the current fiscal year as previously taught. She stated the original intent was to use a portion of the money to cover the cost for the Rise of the Wahine event by the end of the current fiscal, but now that the pressure is off the Committee can continue to move forward with the event. Ms. Carvalho asked for an update on the request from the YWCA for financial support for one showing of the film the Hunting Ground. Chair Lasker stated that the item is listed on the agenda and will be addressed when it comes up for discussion. Ms. Ignacio- Nuemiller moved to receive the State grant funding budget report as of May With no further discussion, Chair Lasker called for a motion to receive the 2015. Ms. Crowell seconded the motion. The Budget Report for the State grant funding. motion carried 7:0 Informational Chair Lasker stated she was informed by Staff that Mr. Furfaro has requested briefing by that his presentation be deferred to the next meeting. Boards and Commissions Ms. Omo explained that in addition to the presentation Mr. Furfaro also Administrator wanted to provide the Committee with a briefing on the Five Practices of Jay Furfaro on Exemplary Leadership written by best - selling authors Kouzes and Posner. matters relating to the Kauai County With no further discussion, Chair Lasker called for the vote to defer the Vice Chair Beck moved to defer the Committee on presentation to the next meeting. present ation to the next meeting in June. Ms. Committee on the Status of Women — Advisory Committee Regular Meeting - Open Session May 20, 2105 ._- SUBJECT DISCUSSION ACTION the Status of Ignacio - Nuemiller seconded the motion. Women By- The motion carried 7:0. Laws, Article V. Meetings, Sections 1 and 2 Presentation by Ms. Agarwal expressed her appreciation to the members who participated in Empowerment the Career Day event held at the Courtyard Marriott on April 17, 2015. Coach Savita Agarwal on Ms. Agarwal stated as a former member of the Committee trying to ascertain being proactive a quorum to conduct business has always been a major struggle for the by the way of Committee so much so that keeps the Committee from achieving its goals. engagement and She stated she understands that everyone has different schedules some are contribution more demanding than others and as a former board member on the YWCA she was glad to have had the courage to resign from the board simply because she felt that her own personal schedule could not meet the demands of the YWCA's meeting schedule. Ms. Agarwal stated would rather resign than stay in a position that was causing her stress. She stated as an Empowerment Coach she encourages anyone who wants to make a positive change to just do it even if it means resigning from the Committee. She stated anyone can still active with the Committee by volunteering to participate in any of the CSW's events. Ms. Agarwal stated each member must make a contribution in order for the Committee to be successful. She stated at some point a person must ask themselves these honest questions: 1) am I able to contribute and bring awareness to issues; and 2) do I even know what the issues are. She stated in order for a person to be a good contributor they must be able to identify what the issues are; formulate a plan and seek out the necessary resources that are needed to address the issues. Committee on the Status of Women — Advisory Committee Regular Meeting - Open Session May 20, 2105 =1 SUBJECT DISCUSSION ACTION Ms. Agarwal stated the Committee really needs members who are not afraid to do the work. She stated she met a lot of women in the community who are more than willing to do the work. In terms of collaboration, the Committee has the ability to collaborate with other women organizations because they share the same issues which is to empower women and girls of all ages who live in the community. At 5:27 p.m. Ms. Carvalho left the meeting, Business CSW • The YWCA Na Wahine Alaka'i O Kauai Awards Dinner, on 2013 -33 Thursday, May 21, 2015, at the Courtyard by Marriott. Chair Lasker called for a motion to allocate funds in the CSW budget to Vice Chair Beck moved to allocate enough cover the cost for seven (7) members to attend the awards dinner. funds to cover the cost for seven (7) members to attend the 2015 YWCA Na Wahine Alaka'i O Kauai Awards Dinner. Ms. Ignacio - Nuemiller seconded the motion. The Motion carried 6:0. • The Rise of the Wahine Film Event. (On- going) Ms. Ignacio- Nuemiller stated that several were made attempts to contact the film producers but to date she has not received a single response. On the same note, she did manage to speak to Tony Kilbert who gave her a list of available dates in June. She stated as soon as the Committee makes a decision on the date she will schedule a walk-through with Mr. Kilbert of the facility. Chair Lasker asked if Mr. Kilbert had expressed an interest in becoming a co-sponsor for the event to which Ms. I acio- Nuemiller replied no. Ms. Committee on the Status of Women — Advisory Committee Regular Meeting - Open Session May 20, 2105 Page 7 SUBJECT DISCUSSION ACTION Smith stated since KPA (Kaua`i Performance Arts) does not want to be a co- sponsor perhaps the Committee could approach the UH Athletic Department. Vice Chair Beck suggested that a member of the Committee contact the YWCA, but in doing so, the person needs to be clear on the type of sponsorship the Committee is asking for that does not include monetary donations. Ms. Cabal- Trinidad stated perhaps someone from the Committee could contact the Kauai Athletic Club. Ms. Yoshii stated she happens to know the owner of the club and if the Committee agrees she would initiate a call or email him about the event but before she does she would like more information about the film. Ms. Ignacio - Nuemiller noted that she would send her the information. • Co- sponsorship with the YWCA showing of the film "The Hunting Ground" (On- going). (a) Communication dated May 15, 2015, from Executive Director Renae Hamilton to Chair Sharon Lasker, regarding a request for financial support in the amount of $500.00 was handed out to the members was provided to the members. Ms. Ignacio - Nuemiller clarified that the communication is a request for financial support for a second showing of the film the Hunting Ground. She stated that the first showing already took place on April 30t' at the Kauai Community College cafeteria and that the second showing will probably happened in the month August during the new student orientation. Ms. Omo reminded the members that at the last meeting, the Committee voted and approve financial support in the amount of $550.00 for one of the Committee on the Status of Women — Advisory Committee Regular Meeting - Open Session May 20, 2105 am SUBJECT DISCUSSION ACTION showings. She stated if the Committee wants to amend the motion to coincide with Ms. Hamilton's request for $500.00, it still could, but if not, the original motion would stand as is. Chair Lasker asked the members if they wanted to amend the motion, and if not, the motion will stand. The members all agreed to let the original motion stand. Ms. Smith asked whether the Deputy County Attorney had reviewed the letter to see if the concerns over the legalities was addressed to which Ms. Omo clarified that Ms. Suzuki- Andrade did review the letter and is in the process of drafting a letter of agreement which will submitted to Ms. Hamilton for approval and signature. Chair Lasker thanked Ms. Omo for the clarification and then called for the Ms. Ignacio- Nuemiller moved to receive the motion to receive the letter. communication dated May 15, 2015, from YWCA Executive Director Renae Hamilton. Ms. Cabal- Trinidad seconded the motion. The motion carried 6:0. • General discussion on streamlining timelines, improve better communication between members, implement all events efficiently within the required timeframe. Vice Chair Beck stated during the Career Day planning process she could not help but notice that some of the members were more engaged than others which to her was a bit dis- concerning. She stated she thinks that the problem is lies with the lack of communication and therefore suggested that the Committee take a portion of their funding to hold a professional communication training retreat. She stated the retreat will give the Committee an opportunity to work on its team building skills so that one member is not left holding the bag, Committee on the Status of Women — Advisory Committee Regular Meeting - Open Session May 20, 2105 SUBJECT DISCUSSION ACTION Vice Chair Beck stated communicating by email has also been very frustrating for her because of the lack of response. She stated good communication skills is imperative to the success of the Committee because without it things cannot move forward in a timely manner. With regard to streamlining the process she has a couple of ideas (that involves paper) which she believes will help the Committee to improve its work flow in terms of knowing what the other person is doing and who is accountable for what. She explained that because the nature of the Sunshine Law limits the Committee's ability to conduct business outside of a properly noticed meeting it does authorize certain interactions between members which could be used as a good communication tool. Vice Chair Beck stated although the event was successful the Committee needs to work on forming an organizational structure because of the numerous breakdowns that occurred during the planning process. She shared that seven of the girls from the Waimea High School will be meeting with the Waimea Rotarians to share their experience which to her is a good thing because it usually means that positive results have occurred. Ms. Crowell stated she was sorry about what had happened and thanked Vice Chair Beck for all that she has done for the Committee. She stated the members who was supposed to check with the high schools supposedly did, but the information was not distributed properly which made her feel that they were not taking their responsibility seriously. Vice Chair Beck stated she believes that the problem lies with not having someone to keep track of what each member is responsible for because rather Committee on the Status of Women — Advisory Committee Regular Meeting - Open Session May 20, 2105 Page 10 SUBJECT DISCUSSION ACTION than have Mercedes do it; it should be someone from the Committee. She stated moving forward perhaps the Committee should form subcommittees who can discuss between themselves matters relating to committee business and present their findings to the Committee at the next meeting. Ms. Yoshii stated it sounds like the Committee is lacking assignable action items and although the Committee can refer back to the minutes she agrees with Vice Chair Beck that having subcommittees would help to improve the Committee's work. Ms. Cabal- Trinidad asked if the training workshop /retreat would require posting an agenda. Ms. Omo explained that per the Sunshine Law workshops would require posting an agenda and must be open to the public. However, if the Committee wants to hold a retreat she would need to check with the Deputy County Attorney regarding the legalities, if any. Vice Chair Beck stated the Sunshine Law is not conducive to how women work and believes that a retreat would allow a degree of informality in terms of giving everyone a chance to get to know each other on a more personal basis. She stated the Committee could change the island's way of thinking because the issues are not just about women. She stated and if the Committee feels that way then it makes the Committee just as sexist as any man alive. The Committee's goals should be about changing the way community thinks and that fairness should be applied to each gender. Vice Chair Beck stated the Committee should continue its discussion on holding a team building/ strategic planning retreat at different location Committee on the Status of Women — Advisory Committee Regular Meeting - Open Session May 20, 2105 Page 11 SUBJECT DISCUSSION ACTION versus having a workshop. Ms. Omo acknowledged Vice Chair Beck's request and will place the topic on the Committee's next agenda for continued discussion. • List of upcoming events for Fiscal Year 2015 -2016, Chair Lasker stated based on the extent of the list it will take the Committee some time to over the entire list. Ms. Omo stated the purpose of the list is give the Committee the heads up on its coming events and that no decisions are needed at this time. Chair Lasker requested that the item be left on the agenda for continued discussion. Ms. Omo acknowledged the Chair's request and will keep the item on the agenda as an on -going item. Ms. Smith noted that traditionally the Committee have always supported the Drug Court Graduation ceremony by providing leis for the graduates and food for the luncheon. With regard to the Career Day event perhaps the Committee should think about holding the event during the Fall season. Vice Chair Beck stated she thinks it would be wise on part of the Committee to approach the counsels from the different high schools ahead of time to get their input on what month would be the best time to hold the Career Day event before the Committee starts to make any plans. Ms. Ignacio- Nuemiller stated she would like to add "Denim Day" to the list of upcoming events. Chair Lasker stated she would like to invite Ms. Valerie Wise of the YWCA to address the Committee. Ms. Valerie Wise stated she here today to share information and to ask for support for the "One Billion Rising" event which is scheduled for February Committee on the Status of Women — Advisory Committee Regular Meeting - Open Session May 20, 2105 Page 12 SUBJECT DISCUSSION ACTION 14, 2016. She explained that the event is a worldwide movement where people would come together to speak against sex assault, domestic violence, sexual harassment and other forms of violence usually targeted at women. The event is affiliated with the University of Hawaii PAU Program. Vice Chair Beck asked if the list refers to events that are happening in the community or events the Committee will be actively participating in. Ms. Ignacio - Nuemiller replied the list refers to events that the Committee could possibly participate in. Vice Chair Beck stated the Committee needs to fulfill its commitments before it adds more things to the list. She stated the Committee can still collaborate but it should let the other organizations take the lead that way in the meantime the Committee can participate in less cumbersome way. She noted that the Committee is just a seven member organization compared to other women organizations that have more seven members. Chair Lasker stated there is a huge difference between planning a Career Day versus showing up for a Mayoral proclamation. Vice Chair Beck stated participation is an act or state of participating, or sharing in common with others. Collaboration means working together in a joint effort to achieve a specific goal, Establishment of a two- member Subcommittee for the purposes of 1) tracking legislative bills affecting women in Kauai; and 2) provide live testimony during the 2016 Legislature session on the island of Oahu. Ms. Smith stated one of the mission statements for the State Commission and subsequently the County Committees is to track the issues affecting women Committee on the Status of Women — Advisory Committee Regular Meeting = Open Session May 20, 2105 Page 13 SUBJECT DISCUSSION ACTION in Hawaii. She stated out of 35 legislative bills that were proposed only six were passed on for the Governor to sign. She explained the idea is to set -up a two- member subcommittee for purposes of tracking legislative bills; once the subcommittee is established she will assist in any way she can. She stated she wants two people who are totally committed and have the time to do it because it will involve flying over to Oahu for the day to give live testimony. Vice Chair Beck stated she would think about it and would like to have a conversation about the time involved and whether the travel expenses will be covered by the Committee. Ms. Omo stated the travel expenses for two people will be covered by the State Grant funding account as long as it covers what is described in the State's mission statement. Ms. Smith stated in most cases it would require less than 48 hours' notice to provide written testimony which is why paying attention to the bills on the State's website on a daily basis is highly recommended. Ms. Omo suggested that the Committee keep the item on the agenda for continued discussion at the next meeting. Vice Chair Beck stated this a very important function because the Committee will have the chance to change the world but it has to participate actively. Announcements Next meeting — June 17, 2015, at 5:00 p.m. in the Mo'ikeha Meeting Room 2A/2B, Adjournment There being no further business, Chair Lasker called for a motion to adjourn Ms. Ignacio- Nuemiller moved to adjourn. the meeting. At 6:08 p.m. the meeting adjourned. Ms. Cabal- Trinidad seconded the motion. The motion carried unanimously by a 6:0 vote. Submitted by: Reviewed and Approved by: BY -LAWS KAUAI COUNTY COMMITTEE ON THE STATUS OF WOMEN ARTICLE I: NAME, ESTABLISHMENT AND LOCATION SECTION 1. This Committee established by Chapter 367, H.R.S., shall be known as the Kauai County Committee on the Status of Women. Its principal office shall be located at 4444 Rice Street, Suite.150, U"hu'e, Kauai, Hawaii, 96766. ARTICLE II: PURPOSES SECTION 1. The purpose of the Committee shall be to develop such information concerning the status of women within the County of Kauai as the State Commission on the Status of Women requires or as the Committee deems advisable. The Committee shall also perform such other appropriate duties and responsibilities as may be deemed necessary by the Commission. ARTICLE III. DEFINITIONS SECTION 1. Whenever used in these By -Laws, these terms shall have the following meaning: (a) "By- Laws" mean the By -Laws of the Kauai County Committee on the Status of Women. J (b) "Commission" means the State Commission on the Status of Women. (c) "County" means the County of Kaua'i. (d) "Committee" means the Kauai County Committee on the Status of Women. (e) "Ex- Officio Member" means those persons required, pursuant to Section 367 -4, Hawai'i Revised Statutes, as amended, to become members of the Committee. (f) "H.R.S." means Hawai'i Revised Statutes, as amended. (g) "Mayor" means the Mayor of the County of Kauai. (h) "Person" means individuals, corporations, firms, associations, societies and Federal, State and County departments and agencies. Page I I. (1) "Proceeding" means any matter brought before the Committee over which it has jurisdiction. (j} "Regular member" means those persons appointed to the Kauai County Committee on the Status of Women by the Mayor, excluding any ex- officio members. ARTICLE IV. ORGANIZATION AND OFFICERS SECTION 1. Membership. The Committee shall consist of not less than seven (7) regular - members who are appointed by the Mayor on the basis of their interest and knowledge of local conditions and their ability to make contributions to the solution of problems relating to the status of women within the County. , In addition to the regular members of the Committee, the County Attorney and the County representative of the State Commission on the Status of Women shall be ex- officio members without the power to vote or hold office. All members of the Committee shall receive no compensation for their services. SECTION 2. Terms. One third of the regular members shall be appointed initially for a term of four (4) years, one -third for a term of three (3) years and one -third for a term of two (2) years. Thereafter, the terms of each regular member shall be four (4) years. SECTION 3. Officers. Officers consisting of a Chairperson, Vice- Chairperson, Secretary and Treasurer shall be elected annually. SECTION 4. Election. The regular members of the Committee shall annually elect the officers for the ensuing year at the first meeting after December 1. Nominations maybe made by a nominating committee or from the floor, provided that prior consent is obtained from any person nominated from the floor. The term of office of any elected officer shall be one (1) year and commence on the first meeting of each new calendar year. SECTION S. Officers Powers and Duties. (a) Chair: The Chair shall have all of the executive powers necessary to effect the purposes for which the Committee was formed, and such other powers as may from time to time be granted by the Committee. The Chair's powers shall include, but not be limited to: (1) Presiding over Committee meetings. .,,_ (2) Directing the preparation of the agenda for meetings and authenticating all acts of the Committee as may be required by law and signing all instruments requiring execution or agreement by the Committee. (3) Appointing of the Chair and members of any standing or special committees as may be created by the Committee. However, all such appointments shall be subject to ratification by the regular members of the Committee. (4) Calling of special meetings which may be called by the required number of regular members of the Committee, and (5) Representing the Committee or designating a member to so represent the Committee. (b) Vice - Chair. The Vice -Chair shall perform the duties of the Chair when the Chair is unable to serve. The Vice -Chair shall serve as an alternate to the Chair and shall assist in such matters as may be delegated by the Chair or the Committee. (c) Secretary. In the absence of staff support from the Office of Boards and Commissions, the Secretary shall be responsible for the minutes of the Committee and shall ensure that minutes are distributed to the officers, the members, the Mayor and to such persons as the Chair may direct. (d) Treasurer. The Treasurer shall be responsible for the fiscal affairs of the Committee, and shall work closely with the support staff from the Office of Boards and Commissions. The Treasurer's duties shall include, but not be limited to: (1) Preparing the annual budget of the Committee for review and approval by the Committee based on the fiscal allocation provided by the County. (2) Working with support staff to prepare quarterly reports for the Committee or more frequently as may be deemed desirable or appropriate, and (3) Working with support staff in the oversight of the budget and proper expenditure of funds as approved by the Committee. SECTION 6. Vacancies. Vacancies in office shall be filled by an election at any duly scheduled meeting. The term of any vacancy shall be for the remaining unexpired period and commence immediately upon election. SECTION 7. Expulsion. Any regular member of the Committee who is absent for three (3) consecutive meetings without the prior consent of the Chair shall be expelled from membership. ARTICLE V. MEETINGS SECTION 1. Meetings. The Committee may schedule meetings as required; to be held at such time and place as may be designated by the Chair. Provided however, there shall be no fewer than four (4) regular meetings per calendar year. Except as provided in Sections 924 and 92 -5, H.R.S., all Committee meetings shall be open to the public. SECTION 2. Special Meetings. Special meetings of the Committee may be called by written request of the Chair or by a majority of all the regular members of the Committee. Such written request shall include an explanation of the purpose and business to be transacted at the special meeting. SECTION 3. Quorum. A majority of all regular members to which the Committee is entitled shall constitute a quorum to do business. The concurrence of a majority of all the members to which the Committee is entitled shall be necessary to make any action valid. SECTION 4. Minutes. The Committee shall keep written minutes of all meetings in accordance with Sections 92 -9, H.R.S. SECTION 5. Decisions and Orders. All decisions and orders of the Committee shall be made by a majority of those entitled to act on any matter and shall comply with Section 91 -12, H.R.S. Committee members who have not heard and examined all of the evidence in any matter may vote on that matter only after Section 91 -11 H.R.S. has been complied with. (a) Unless otherwise indicated in the decision and order, the effective date of a decision and order shall be the date the decision and order was rendered. (b) Official copies of decisions and orders and other Committee actions shall be signed by the Chair or by any other person authorized by the Committee. SECTION 6. Removal of Persons from Meeting _The Committee may remove any person or persons for the reasons specified and in the manner provided in Section 92 -3 H.R.S. SECTION 7. Notice and Agenda. The Committee shall given written public notice of any regular, special, or rescheduled meeting, or any executive meeting when anticipated in advance, in the manner provided in Section 92 -7, H.R.S. (a) All items to be placed on the agenda shall be submitted to the Chair no later than two (2) business days before the agenda notice is filed. The Chair may, at her discretion, place items submitted after any agenda deadline or the agenda of any future meeting. The Chair shall, consistent with Section 92 -7, H.R.S. designate and approve the form and content of the agenda. ARTICLE VI: COMMITTEES SECTION 1. Committees. The Committee may create such Standing or Special Committees as it deems necessary. SECTION 2. Appointment to Standing or Special Committees. Appointments to any Standing or Special Committee shall be made by the Chair, subject to ratification thereof by the regular members of the Committee. The Chair, in making any Standing or Special Committee appointment, shall designate the chairs and members of the Standing or Special Committees. All appointments shall be co- terminus with the term of the Chair of the particular Standing or Special Committee. SECTION 3. Transaction of Business. No Standing or Special Committee shall transact business unless a majority of the members who comprise the Standing or Special Committee are present. SECTION 4. Participation of Non - Committee Members._ Any Standing or Special Committee may enlist the participation of any person in its efforts, however, only duly appointed members of the Standing or Special Committee may vote on any matter pending before the Standing or Special Committee. ARTICLE VII: RELATIONSHIP WITH OTHER ENTITIES SECTION 1. Office of the Mayor. The Committee shall aprise the Office of the Mayor of its programs, project plans and achievements through the regular submission of meeting minutes and other relevant documents, reports, and materials. SECTION 2, State Commission of the Status of Women. The Committee shall maintain a liaison relationship with the State Commission, shall offer cooperation and assistance in State endeavors aimed at matters involving the status of women, and shall seek to coordinate the County's status of women program with the State program. ARTICLE VIII: PUBLIC INFORMATIOWANDINSPECTION SECTION 1. Obtaining Information _Any person may obtain information on matters within the jurisdiction of the Committee by inquiring during regular business hours, at the Office of Boards and Commissions, 4444 Rice Street, Suite 105, Lihu'e, Kauai, Hawaii 96766. SECTION 2. Public Information and Inspection Prohibited. Matters within the jurisdiction of the Committee, including confidential information or written statements of policy or Page 15 interpretations formulated, adopted or used by the Committee in the discharge of its functions, may be withheld from the public to the extent permitted by Chapter and general law. ARTICLE IX: ADOPTION, AMENDMENT OR REPEAL OF BY -LAWS SECTION 1. Method of Adopting, Amending or Repealing of By -Laws. By -Laws may be adopted, amended, or repealed pursuant to Chapter 91, H.R.S. SECTION 2. Filing and Effective Date of By -Laws. Certified copies of by -laws adopted, amended or repealed by the county shall be filed and become effective pursuant to Section 914, H.R.S. ARTICLE XI. DECLARATORY RULING BY COMMITTEE SECTION 1. Who May Petition. Any interested person may petition the Committee for a declaratory ruling as to the applicability of any statute or ordinance in the manner provided in Section 914, H.R.S. SECTION 2. Petition, Form and Contents of Petition. The petition and seven (7) copies thereof shall be submitted to the Committee and shall include: (a) The name, business or home address, and daytime telephone number of the petitioner, (b) A statement of the nature of the petitioner's interest, including reasons for the . submission of the petition, (c) A designation of the specific provision, By -Law, decision or order in question, (d) A complete statement of the facts upon which the petition is based, (e) A statement of the position or contention of the petitioner, and (f) A memorandum of authorities, containing a full discussion of the reasons, includes any legal authority, in support of the position or contention. Any petition which does not conform to the foregoing requirements may be rejected. SECTION 3. Grounds for Refusal to Entertain Petition. The Committee may, in writing and for good cause, refuse to issue a declaratory ruling. Without limited the generality of the foregoing, the Committee may also refuse to issue a declaratory ruling when: (a) The question is speculative or purely hypothetical and does not involve existing facts, or facts which can reasonably be expected to exist in the near future. (b) the petition's interest is not the type which would give the petitioner standing to maintain an action if judicial relief were sought; (c) the ruling may adversely affect the interests of the County, or the Committee, or any of their officers or employees in any litigation which is pending or may reasonably be expected to arise; and (d) The matter is not within the jurisdiction of the Committee. SECTION 4. Assistance of the County Attorney or Other Agencies, When any issue of law is involved, the Committee may refer the issue to the County Attorney. The Committee may also obtain the assistance of other agencies where necessary or desirable. SECTION S. Disposition of Petition. The petition shall promptly be informed in writing of the Committee's action regarding the petition. (a) Orders disposing of petitions shall have the effect permitted bylaw, Orders shall be applicable only to the facts alleged in the petition or set forth in the order. Such orders . shall not apply to situations whose facts differ materially. ARTICLE XIII: PARLIAMENTARY RULES SECTION 1. Robert's Rules of Order, The rules contained in Robert's Rules of Order, Revised, shall govern the Committee's actions where applicable and consistent with these By- Laws. Page) 7 List of potential Community Events for Fiscal Year 2015 -2016 including but not limited to: • 2015 September Women's Health Fair (Food, supplies) • 2015 October Breast Cancer Awareness Month (Mayoral proclamation followed by a walk up Rice Street or Kuhio highway back to the Mo'ikeha Building) • Sponsorship of the Drug Court Graduation Ceremony (Refreshments / leis for the graduates) • 2016 Career Day Event (Requires months of planning, financial) • 2016 March Women's History Month (Requires months of planning; refreshments are served, ,$'20.00 to exhibit CSW banner) • 2016 April Equal Pay Equity (Mayoral proclamation) • 2016 April Walk -A- Mile -In- Her -Shoes Event (Participate in the walk) • 2016 April "Denim Day" (Participate in a Mayoral Proclamation) • Rise of the Wahine Event(Mnancial) • February 14, 2015,One Billion and Rising event (Participate /Possible financial support) COMMITTEE ON THE STATUS OF WOMEN BUDGET for Fiscal Year 2015 -2016 Request Date Payment Date Paid To (Name) Description (Include date and location of event) Supplies Food Travel Fees Printing & Advertising Mileage x 3 persons /4 qtrs. $104.00 $ - $104.00 - Total Expense 2015 -2016 Budget Remaining Balance $104.00 $1,000.00 $896.00 COMMITTEE ON THE STATUS OF WOMEN Beginning on July 1, 2015 t0 June 30, 2016 Description Budaet $1000.00 Mileage Reimbursement x 3 person/4 qtrs. $104.00 (EST.) September - Women's Health Month Food Supplies $ March = Women's History Month - Food $ Leis & Supplies 2; Other events that will require the purchase of food items r