Status: Uncorrected and Pending Board Approval/Posted: 9/16/99 

In attendance:
Linda Colburn, Dee Darby, Susan Doyle, Rochelle Gregson, Gary Honda, Robert Mougeot 

Absent:
Robbie Alm, Joseph Lapilio, Marilyn Yoza

Staff:
Lurline McGregor, Len Ciupak, Jacquelyn Hansen, David Mulinix, Nalani Mattox, Ku`uipo Rossiter, Tammy Toma, Steve Emery 
 

I. Call To Order
 

Board President Susan Doyle called the meeting to order at 5:35 p.m.

II. Old Business
 

A. The Board unanimously approved the minutes of the April 9, 1999 Board of Directors’ Annual meeting as circulated.

B. `Olelo did not receive in advance any comments from the public regarding items listed on the agenda, therefore the agenda will proceed as indicated. 
 

III. Reports
 

A. President's Report
 
Susan Doyle stated that at the last board meeting, the strategic plan work group (Linda Colburn and Rochelle Gregson) was asked to review the strategic plan recommendations document previously submitted at the September 1998 board meeting. The strategic report had contained two aspects: amendment of bylaws and strategic planning. Bylaws discussion was deferred until later in the agenda. In regard to the strategic planning area, these four items were discussed:
1. The redesign of the funding process for educational access. The status of the HENC agreement will be discussed in Executive Director’s Report.
2. The request that the DCCA assist the Board of Directors in `Olelo’s government access partners in an examination of the issue of control over selection of government access programming. A letter was sent by Susan’s predecessor to the DCCA regarding those issues.
3. The creation of a variety of opportunities for people to communicate with `Olelo about their needs and concerns. Lurline McGregor confirmed that staff has taken a number of steps designed to improve communication and the following have been implemented:
• Updating the web site to include programming and volunteering information. 
• Creating a suggestion box. 
• Development of the Access Services Advisory Committee (ASAC). Linda Colburn will give an update later in agenda. 
• Consistently publishing the newsletter every couple of months. 
• Consistent use of community bulletin boards. 
4. Significant progress has been made in maximizing the use of the channel resource to reduce the amount of repeat and filler programming. This will be addressed in the Executive Director’s Report. Out of the total of 11 recommendations from this strategic plan document, progress has been made in the four areas mentioned above. There are seven items (numbered 1, 2, 5, 8, 9, 10, 11) that have broader impact that still need to be addressed which relate to:
• expanding the organization’s mission; 
• changing the organizational structure; 
• expanding the use of technology; and 
• funding strategies and priorities. 
The strategic plan work group recommends the formation of a special group to review the previous strategic plan (covering the years 1995 - 2000), examine the business/working plans, and provide a comprehensive report with recommendations to the Board. Further detailed discussions will get underway and Joseph Lapilio will chair this group. 
B. Executive Director's Report
 
1. Lurline reported that as of June, there is no fallow time and that `Olelo is programming the community channels 24 hours a day except for the two educational channels during the hours that UH and DOE program them. Island Info’s use as filler has been reduced, and currently does not exceed one-half hour of play at a time. For non-local programming, the total shown on the five channels is about 25% of all programming, approximately half of which is `Olelo sponsored, and half client sponsored. Within that, two and a half percent is now coming from public television which is shown on VIEWS and the two educational channels during the educational off hours. The amount of local programming has increased 21% over the last year from January - June. We are continuing to build and focus on an increased amount of local programming.
2. The pilot project with the Governor’s office expired effective August 13, 1999. The Governor’s office was not able to secure funds to continue the program. The last program will air at the end of this month. The producer is still exploring with some of the departments to see if there is an interest in possibly having the project continue.
3. `Olelo served as the official documentarian at the World Indigenous People’s Conference (WIPC) which took place in the beginning of August. By using equipment from other sources, the impact on `Olelo was minimized. Staff and volunteers participated. `Olelo will be getting at least 40 hours of programming, which will be available to neighbor island access centers. Before the conference, `Olelo did the Spring training and it was very well received and brought increased interest to the channels. 
4. The Alliance for Community Media Annual Conference took place in Cincinnati in July 1999, and was attended by key staff and Board members Linda Colburn, Rochelle Gregson, and Joseph Lapilio. Staff received positive reviews from the five workshops they conducted.
5. We received a six-month report from HENC. As a result, staff have identified reporting areas that need strengthening, including details about the award selection process, qualitative and quantitative data reflecting the impact of grant monies to both distance and lifelong learning, and program statistics. In response to HENC’s request to change the funding process mid-contract year, Lurline reported `Olelo is Chair’s decision to wait until the end of the first contract year to reassess the entire contract. Bob Mougeot recommended that a written response be prepared to the six month report to provide HENC an opportunity to understand and meet our requirements before the end of the contract. Susan noted that`Olelo is obligated to report annually to the DCCA to ensure that the HENC benchmarks align with the organization’s strategic plan. Linda and Susan recommended that future contracts be contingent upon manifesting improvements in the reporting for January 2000.
6. Two clients have brought to our attention that fact that we may be inconsistent in administering our commercialism policy. Consequently, `Olelo is reviewing its commercialism standards and internal policies. The policy and standards will be presented in September for public review and finalized in October.
7. A volunteer trade show will take place Saturday, August 21, at `Olelo from Noon until 8:00 p.m. The event is called “Volunteers Vendors and Vision” and will consist of vendors displaying consumer video equipment, Mini-DV camcorders, computer editing software and more. Board members are invited! 

 
C. Finance Committee Report
 
1. Dee Darby reviewed the Audit/Financial Statement and Report of Independent Certified Public Accountants as of December 31, 1998. The report, completed May 17, 1999, stated in all material respects, the financial position of `Olelo, its activities and its cash flows for the year ending December 31, 1998 are in conformity with general accounting principles. Bob Mougeot moved, Rochelle seconded, and the Board unanimously approved acceptance of this audit report.
2. Grant Thornton recommended that `Olelo develop a comprehensive policies and procedures manual. Management will issue a response at the next Board Meeting detailing how they intend to implement this before the next audit. 
3. As of December 31, 1998, Grant Thornton recommended that `Olelo’s accounting software be year 2000 compliant and that its fixed assets capitalization policy be followed.

 
D. Program Committee Report
 
1. Linda Colburn reported on Access Services Advisory Committee (ASAC) activities for the months of June and July 1999. Committee members met to:
• Refine structural issues. Terms will last 2 years, 3 of current positions will run two years from their date of election, and 2 positions will turnover in order to create staggered terms with the 8/30 election. The ASAC client vacancy was filled by the candidate with the next highest number of votes in the last election. Philip B. Sterry was chosen to fill the vacancy created by Gary Honda’s appointment to the Board. 
• Attendance requirements. 
• Note taking. 
2. Feedback tables which detail suggestions and comments from clients were prepared by staff and reviewed for April and May. Staff responses are included in the tables to provide feedback and describe actions taken as applicable. The tables are then posted and made available via the `Olelo web site to keep interested parties informed of the status of their contributions and copies are available upon request.
3. Details were refined regarding next ASAC representative elections set for August 30. Information regarding eligibility, how to run and how to vote were made available via fliers, newsletter, class announcements and discussion at the Producers’ Forum, July 21. 
4. A Producer Volunteer Forum was held July 21. ASAC members and staff provided an update of the committee’s efforts to date, advocated involvement in August 30 elections (for new ASAC representatives), and invited `Olelo users to offer suggestions for enhancing services, policies, and prospective programs. Participants generated suggestions to improve production services and offered ideas for increasing new productions (consistent with a Board approved set aside of $50,000 used to increase local product for airing). ASAC members were asked to review and prioritize the suggestions in order to identify the suggestions most important to present to the Board. Linda proposed that a small survey be generated to inform the Board of the rank order as determined by the Committee. The Board would then review and prioritize that survey. The Committee would then examine the survey again in order to discuss how to implement the top ranked items. Final presentation/recommendation would be made in order to obtain Board agreement on items that are viable.

 

IV. New Business

A. Rochelle moved, Gary seconded, and the Board unanimously accepted the recommended bylaws changes as noted. The planning group recommended that the more substantive mission/strategic planning issues affecting the bylaws involve community discussion prior to decisions being made. Joseph Lapilio will facilitate this effort over the next several months. It was agreed that Board Meeting attendance is important, however, it was also recognized that while members may not be able to attend all Board meetings, they can bring different talents and skills that are important for the Board’s special projects in between meetings.

B. Dee moved, Linda seconded, and the Board unanimously approved the resolution to create Board Committees and the appointment of Chairs as follows:

- Finance Committee, Chair: Dee Darby
- Program Committee, Chair: Gary Honda
- Strategic Management, Chair: Joseph Lapilio
It was also agreed to strike the Executive Committee from the resolution as it already is created in the bylaws. The bylaws provide that the membership on the Committees is no longer limited to Board members only, so that special expertise can be easily obtained, as needed. 

C. Dee Darby presented a Resolution for an Amendment that changes custodian of the Employee Benefits Plan and the plan’s assets from Nationwide Life Insurance Company to First Hawaiian Bank on January 1, 2000. Rochelle moved, Bob seconded, and the Board unanimously approved the resolution. It was agreed that the adequacy and appropriateness of employee benefits should be reviewed periodically (approximately every 3 years) and that Nationwide Life Insurance Company should make their presentation to `Olelo in the year 2000.

D. Dee Darby presented the terms and conditions of an investment policy statement. The Finance Committee motioned, Linda moved, Gary seconded, and the Board unanimously approved the investment policy statement. All required signatures will be obtained upon close of the Board meeting. This policy will also be reviewed on a periodic basis. E. Legislation has passed enabling the transfer of assets and license of KHET to the private Hawa`i Public Television Foundation. At this time, there are no discussions for a joint partnership/merger with `Olelo. 
 

A. Wendy Arbeit questioned the percent net gain of `Olelo’s investments. Dee responded that `Olelo earned interest income of approximately $330,150 and is estimated between 5 and 5.5% interest, which is a standard money rate.

B. In regards to the 21% increase of local programming, Wendy Arbeit asked what the breakdown was vis-a-vis public, education and individual public access programming. Lurline replied that programming is not being broken down by channel, with the exception of the educational hours. The reported percentage is for all of the channels, not per channel. 

C. Wendy defined “public” as programming produced locally by individuals, and not brought in from the outside. Lurline clarified “public” as programming brought in by members of the community--whether it’s produced locally or brought in--designed to serve the Oahu community. Lurline noted that `Olelo achieves its goal of serving the community with relevant programming whether or not an individual uses `Olelo’s facilities or their own equipment as the channels are a community resource with or without use of `Olelo’s equipment.

Program Manager Ku`uipo Rossiter reported that locally produced programming is tracked two ways: Programming created on O`ahu without use of `Olelo’s facilities; and programming made on O`ahu with `Olelo’s facilities. Programming made without `Olelo’s facilities amounted to 1,744 hours. Programming made with`Olelo’s facilities amounted to 5,692, representing a 10.6% increase over the same (January-June) period last year.
D.Wendy Arbeit applauded Linda’s efforts at the Access Services Advisory Committee Public Forum (July 21), and cautioned Linda that in the past seven years, Wendy has yet to see any lists get effectively acted on. Linda responded that she is committed to bringing the prioritized list to the Board to ensure that there is a sufficient depth of development of ideas in order to guarantee that decisions can be made with confidence.

 E. Jeff Garland registered his concern of `Olelo’s treatment of clients and non- discriminatory practices and indicated that he has a list of 20 issues. The Board recommended that Jeff forward his list to staff for review and action. Linda suggested Jeff submit his concerns and suggestions to ASAC for their review as well. 
 
 

VI. President's Comments
 

Susan advised that all clients should be encouraged to utilize the suggestion box so that ASAC can review issues.
 
 

VII. Adjourn
 

Susan moved, Rochelle seconded, and the Board unanimously approved to adjourn the meeting at 6:55 p.m.
 
Respectfully submitted,
 
 

Linda M. Colburn, Secretary