ASAC Meeting Minutes
Revised
8.20.03

Present: Gary Honda, Manny Cano, Keali`i Lopez, Michele Turner, Cheryl Kaster, Dennis Ragsdale, Mary Roblee, James Kana`e, Jeff Garland, Lynette Cruz

I. Meeting was called to order by Gary Honda at 6:45 pm. Lynette offered a pule. Introductions were made.

II. Minutes were approved as written.

III. Allegations about improper staff conduct relating to ASAC elections
Jeff Garland was asked to elaborate on his email to the ASAC committee regarding improprieties related to the ASAC elections. Cheryl Kaster noted it was she who made the allegations based on information received from a friend, the sister of an `Olelo staff member, Manny Cano, regarding his “prompting” of voters to vote specifically for two candidates from Leeward Community College and herself. Manny, who voluntarily attended the meeting, responded by explaining that there was a misunderstanding; he did not coach anyone to vote in a particular way, but did encourage everyone to simply vote and, in the process of explaining the ballot, shared that some of the candidates were from the Leeward side. He stated there was no bias on his part. Cheryl’s concern was that clients and others take ASAC seriously and that ASAC’s activities should be beyond reproach. Jeff suggested that a pono way be developed for future ASAC elections, perhaps by allowing an outside group, like the League of Women Voters, to handle the voting process and ballot counting. There might be a fee for them to participate. Everyone agreed this would contribute to a more transparent process. Keali`i agreed to follow up.

Cheryl asked why and when it became part of the election procedure that the Programming Committee had the final say on the approval of the ASAC members, as this requirement was not in the initial materials publicized for the first ASAC election.

Those present, except for Gary, agreed that an announcement of the winners of the ASAC election should be made to the ASAC committee during the meeting, as those candidates present were in favor of hearing the results. There was some disagreement as to whether or not to announce seven, rather than five winners, as there had not yet been approval from the Board of Directors to increase members from five to seven, although a request had been made by ASAC members at the previous board meeting. As Gary is the board representative on ASAC, he decided to hold off announcing any of the winners’ names until there was official approval from the Board’s Executive Committee.

The group discussed the need for more overall structure. Program committee members of ASAC traditionally chair the meetings, but the group is moving toward elected members taking more responsibility for the committee work, such as chairing and taking minutes, and developing a process for evaluating the work itself. Mary, as staff person, agreed to work with a committee to develop a structure and make recommendations to the larger group. This committee would also consider and recommend ways to provide more transparency in the work, and assist in developing protocols for future ASAC elections. Lynette agreed to be part of this committee.

IV. Strategic Plan update
Keali`i reported on `Olelo’s Strategic Plan. In 2001 the board approved a 5 year strategic plan, which is now posted on the `Olelo website. While the plan is very broad, it does identify some specific goals:
A. Launch 1 – 2 new satellite studios this year (Palolo and Waipahu). The Waipahu studio was meant to rejuvenate efforts at the Leeward facility, where Manny is now full time staff.
B. Target 2 – 3 underserved communities for outreach as a way to insure diversity within the organization, especially Filipinos and elders.
C. Seek diversity in programming; do targeted outreach with regard to channels and program blocks; simplify use of the mini studio; etc.
D. Create an Executive Producers program by finding volunteer producers for community projects. Jeff raised a concern that some of the producers are not on the volunteer list but seem to be doing much of the volunteer work. Mary noted that she oversees the volunteer producers and would be pleased to work with Jeff on this issue. She also offered to put Jeff on the volunteer list.
E. Improve the retention rate for trainees. After trainees are certified many don’t move to next level to create programs. The biggest drawback may be the amount of time required to create a program. As a result, `Olelo will be offering several opportunities for trainees to stay engaged:
1. Crew Call – to reconfirm interest in receiving information by creating an email list to send out information; to provide opportunities for producers and volunteers to work together; to offer networking possibilities
2. Self-paced process – producers learn at a rate comfortable to them
3. Mentorship program – staff works with those in the producer program and walks them through the process
F. Increase viewership. Last survey was done in 2001, with about 38 – 40% of total cable subscribers (approximately 260,000 viewers) watching cable access television once per month. An increase of 10% is a two year goal to be measured in 2004. The question was asked about whether or not viewers see `Olelo programs as valuable.

V. Open mic service
Michele reported that the mini studio had been revamped. One – two volunteers can operate it, with two – three guests. There is a camera for graphics. The mini studio will soft launch during October. Jeff requested that the open mic be available during all open hours. Mary (staff) will review the possibility and report back at next meeting.

VI. Constituency issues
Structure – who should take responsibility for creating the minutes and posting them to the website? Lynette agreed to take notes for this meeting and to post online for review, and to solicit comments/corrections/additions from those present. Keali`i offered to provide a laptop and projector for next meeting so that meeting minutes can be taken during the next meeting, with corrections made immediately.
PEG access – should/can ASAC come out with a position statement with regard to PEG access? Concern was raised about whether or not this is the kuleana of the ASAC committee. Keali`i will post (for inclusion in the minutes) ASAC’s mission and goals. These were developed during the ASAC retreat and supported by the Program Committee of the Board. They reflect ASAC’s willingness to take responsibility for knowing as much as possible about `Olelo and supporting wherever possible, but not necessarily having to take a position on any issue.
High tech possibilities – can a task force or committee be created to identify cutting edge technology that might be relevant for discussion among clients and staff, and which, at some future time, might be the basis for training clients? A suggestion was made to create committees for various issues: communications, election, technology. Jeff may spearhead a technology committee.

VII. Election results
Gary noted that the Program Committee members would recommend the seating of seven new members. He and Linda Colburn will present to the board their recommendation. Announcement of the newly elected members will be made on or before the next meeting.

VIII. Next meeting date and agenda items
Next scheduled meeting is Wednesday, Sept. 17, 6:30 pm at the `Olelo studio in Mapunapuna. Agenda items include: approval of minutes, ASAC structure, Updates, Constituency issues, next meeting date/agenda. Request for added agenda items can be made by email. Meeting adjourned at 8:47 pm.

Minutes submitted by Lynette Cruz.