ASAC Agenda -
February 18, 2004, Joint Meeting

AGENDA
JOINT ASAC/PROGRAM COMMITTEE MEETING
February 18, 2004
6:30 p.m. to 8:30 p.m.
 1122 Mapunapuna Street
Honolulu, HI 96819


1.   Opening/Call to Order
2.   Approval of Agenda (Content & Times)
3.   Approval of Prior Meeting Minutes (_______)
       a.   12/18/03
       b.   1/21/04
4.   Client/User Comment (30)
5.   Staff Reports (_______)
a.   Follow up by Keali'i on request to provide financial info on difference in Volunteer Incentives before and after Producers hours were included.
b.   Follow up by Mary Roblee on:  1) soft-launch of mini-studio; 2)  scheduling a demo of the mini-studio for ASAC; 3) TV announcement by programming about the Block Party.

c.   Other staff reports.
6.   Unfinished Business (_______)
          a.   Motion for the removal of Cheryl Kaster.

7.   Committee Reports (Cmte. Chair)
       a.   Client/User Communication (Cheryl) (________)
1.   Motion re 'Olelo to provide informational services to promote clients' programs.
       b.   Client/User Concerns
             1.   Barriers to Access
             2.   Other Concerns (Laurie)
       c.   Elections Committee (No yet appointed)
       d.   Technology Committee (Dennis)
       e.   Volunteer Program/Mentoring (Cheryl) (_____________)
              a.  Further discussion of report given by committee at 1/21/04 mtg.

8.   New Business (___________)
          a.   Motion re Drafting of ASAC Code of Conduct
b.   Motion re ASAC Purpose
c.   Motion re Roles and Responsibilities
         d.   Appointment of Elections Committee
         e.   Acceptance of Resignation of Bill Corless and clarification of process to be used to seat next candidate. 
         f.    Motion that Jeff Garland be seated as an ASAC member in the vacancy created by Bill's resignation.
        g.    Motion re Registered Professional Parliamentarian
        h.   Motion re increasing ASAC mtg to 3 hours.
        i.    Mini Studio
        j.    ASAC-Oahu@yahoogroups.com
        k.   Recording ASAC meetings
        l.    Robert's Rules
  
9.   Adjournment


Motion re Removal of Cheryl Kaster.

My suggestion is that this motion be postponed indefinitely.  By this process, at any point in the future there are rules adopted for the conduct of ASAC members which makes it illegal for me to exercise my free speech (the rule, in and of itself would likely be illegal), it wil be possible to resurrect the motion, and amend it to include any current violations as reason for my removal.



Motion re ASAC Purpose.

The purpose of ASAC be changed to reflect the purpose as initially stated by the Board of Directors in their  July 15, 1998, board meeting. 

Those minutes stated that ASAC was created:
  1. as a means of improving communications with producers and clients;
  2. to broaden client/user involvement;
  3. to provide [client] input to the Board on policy [matters].
Motion:

The purpose of ASAC is to improve communications with producers and clients; broaden client/user involvement [with what?]; and provide client in put to the Board on policy matters, through the Program Committee's use of an Advisory Process. 

The Advisory Process shall define the the specific process and types of initiatives which can be approved for immediate implementation by 'Olelo and those that must first receive approval by the board of directors.  The Advisory Process shall further establish the Program Committee's responsibility to timely address issues referred to it by ASAC, so that implementation of initiatives recommended by ASAC, for the accomplishment of its purpose, are not unduly delayed .

The above purpose, including the reference to the establishment of an Advisory Process, shall  be inserted into the Proposed Roles and Responsibilities now under consideration by the Program Committee, since December of 2003. 

Discussion:

The purpose of ASAC has somehow changed over the years from what was originally intended


Motion re Roles and Responsibilities

Motion:

1.  That the "Roles and Responsibilities" prepared and approved by the Program Committee in September of 2003, not be presented for approval at the next Board meeting;

2.  That  the recommended governance procedures arrived during a retreat in November and approved by ASAC in December (previously called "Proposed Standing Rules/Guidelines"), be renamed the "ASAC Roles and Responsibilities"; and

3.  The renamed and expanded  "ASAC Roles and Responsibilities" (as revised by vote at the January ASAC meeting and, if applicable, the recent motion regarding the purpose of ASAC) be submitted to the board for approval, instead.

Discussion:

The "old" Roles and Responsibilities are ambiguous and leave many unanswered questions concerning the governance of ASAC, from a practical, day-to-day operation standpoint.  Further, they specify a governance style (by concensus and facilitated by the Program Committee Chair) that has been abandoned by ASAC in favor of a more structured Officer/Committee/Voting form of governance.   In addition, the old Roles and Responsibilities state a purpose which, as far as can be determined, has never been approved by ASAC.



Motion re 'Olelo to provide informational services to promote clients' programs.

A new service shall be instituted to promote programs submitted by producers and/or presenters and  inform clients/users/viewers of the content of premier programs. 

Producers and/or presenters will provide a 25-word description of their new programs upon submission to the programming department.

Every week, using this 25-word description, the programming department shall compile a list of all premier programs to be aired that week on all channels for which 'Olelo controls the playback scheduling.  In addition to the description, this listing shall include the name and contact information of the producer/presenter of the program.

Each Monday morning, Olelo shall post the list to their web site and then send this list to all interested viewers via a broad-based e-mail notification

Those who wish to sign up for this service must submit their e-mail address either by using a subscriber form Olelo will have prominently linked on their web site, or by emailing 'Olelo at _____________@olelo.org, requesting to be subscribed to the e-mail notification list.

Olelo shall publish the availability of this service by sending a press release to all news media outlets on Oahu, to all free Oahu weekly "Community Calendar" services, and consistently posting notice in their newsletter, on their web site, on "Island Info" and on their bulletin boards in all of their satellite centers.

Following the week in which a program appears as a premier,  the program and the information related thereto (including the 25-word description) will be maintained, in alphabetical order by program name, in a readily-accessible, searchable format, on 'Olelo's web site, for the use by  'Olelo's viewers.  

Discussion:

'Olelo has at its fingertips literally millions of dollars of equipment and other resources through which it is in a position to accomplish promotion of its produder clients' programs.  There are hundreds of dollars purportedly being spent on promoting the organization  and nothing is currently being spent on promoting producers' programs.  It is not necessary to spend anywhere near the hundreds of thousands to make 'Olelo's channels even more "accessible" to clients and viewers.  It is not logical that a TV broadcast station would not  promote the programming that is the backbone of its existence.



Motion re seating of Jeff Garland as ASAC member.

Move that Jeff Garland be seated as an ASAC member to fill the opening created by Bill Corless.

Discussion:

Although Jeff is not the next candidate in terms of votes cast, he is the only candidate, other than the elected members, who have consistently attended meetings and demonstrated any interest in the function of ASAC or the issues that ASAC addresses.   The only exceptions to this statemement are James Kanae, who attended the July and August meetings and Sterling Ing, who made a good faith attempt to attend the Special Meeting which was scheduled for 2/4/04, but cancelled.  Since the seating of this ASAC, Jeff Garland has been the only unsuccessful candidate who has consistently attended meetings (missing one meeting in six months of meetings).  None of the other candidates have attended even one ASAC meeting or committee meeting.

Report of meeting of Special Volunteer Program/Mentoring Committee:
Thursday, January 15, 2004

Mapunapuna Facility

Attendees:

Cheryl Kaster, Chair;
Laurie Veatch, Member
Keali'i Lopez, Member
Mary Roblee, Member
Alan Sutterfield, Guest

Background:

The first meeting of this special committee was on October 30, following staff's request that we get input concerning proposed changes to the program. We also decided at that first meeting we would probably expand the scope of the committee to include mentoring, because we felt that a large reason that a lot of the newer volunteers fell through the cracks is that they are not really comfortable and confident enough after taking a class and doing that to actuall get involved with making programs, so that's another part of the thing we would be discussing.

Discussion concerning Producer Incentives at this meeting included:

Some options for producer incentives, such as:

Providing a means whereby producers can burn a DVD of their program, including possibility of special workstation specifically for this purpose.

Reinstituting the tape loan program;

VHS-to-VHS dedicated dubbing station, possibly a high speed duplicator;

Staff will be looking into the following items related to Producer Incentives:

Inventory tracking (for a tape loan program);

Alan will work with Thomas McGarvey to determine, from a past 2-month period,  how many tapes would be required in terms of the number of tapes 'Olelo would need to maintain if the tape loan program were implemented again.

Specific usage of the window burn station (% of use for window burn, % of use for VHS dubbing, % of use for transfer) will be tracked by the Media Center. 

Wes, from the Media Center, had indicated, independently, that there was pretty high usage of the window burn station.

Also, a suggestion made about getting more Hawaiian music in the tape library.

Keali'i shared with us that in terms of priority in determining whether something is going to be done, the items that are looked at are:
1. The value to the clients;
2. The cost;
3. Staff impact.

Discussions re mentoring included:

Mary shared with us about things they will be looking at in the future in terms of mentoring:

Encouraging and increasing one-on-one training available to clients;

Having the media center be more aware of people who are struggling and maybe bring them to the attention of staff that might be able to help them;

Communication of what's available to the clients, making it more readily known to clients what's available (including the establishment of an e-mail list to 'Olelo clients, set up and maintained by 'Olelo).

The commitee suggested the use of Halia Aloha, and other facilitated programs, as opportunities to give newly certified volunteers more hands-on experience.

Cheryl Kaster
Sub-Committee Chair


Motion re Registered Professional Parliamentarian.

Move that 'Olelo immediately secure the services of a Registered Professional Parliamentarian to serve in an advisory capacity to ASAC for the purposes of providing basic training to ASAC in the proper conduct of meetings and the business of ASAC as a subcommittee of the Program Committee. 

Discussion:

A Registered Professional Parliamentarian would be in a position to advise ASAC as to our responsibility, under the Bylaws of  'Olelo to follow Robert's Rules of Order. 



Motion re increasing time for ASAC meetings.

Move that the time scheduled for ASAC meetings be increased from 2 hours to 3 hours  (6:30 to 9:30 or 6:00 to 9:00) to allow for greater input from the community producers, staff reports and completion of business.
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