ASAC/PROGRAM COMMITTEE
JOINT MEETING MINUTES
1/21/04                                                               DRAFT
'Olelo Mapunapuna Facility

ATTENDANCE:
PROGRAM, COMMITTEE:  Gary Honda, Chair, Program Committee
ASAC:
Present:    William Corless, Richard Braunskill, Michael Goodrich, Cheryl Kaster, David Mulinix, Dennis Ragsdale, Laurie Veatch
STAFF:     Keali'i Lopez, Chief Operating Officer;  Mary Roblee, Client Services Director
COMMUNITY:   Kema Corless (Producer), Jeff Garland (Producer),  David Husted, Mark Helmberger, Marc Delorme

There being a quorum of ASAC members present, the meeting began at approximately 6:40 p.m.. 

APPROVAL OF AGENDA
The agenda was modified as follows:
Motion by Bill Corless to Remove ASAC member, Cheryl Kaster, for cause, was moved to New Business.
Continued discussion regarding a requested tour of 'Olelo by Michael Goodrich was added as Item No. 3 to Old Business.
Times were assigned as follows: 
Staff Reports, 5 minutes; Old Business, 15 minutes; Committee Reports, 15 minutes

APPROVAL OF MINUTES FROM 12/17/03 MEETING
All personal comments by secretary to be removed from the minutes. 
Mary Roblee:  in Mary's report, first sentence that read "despite ASAC's request," Mary said it was a "suggestion" not a "request." 
Bill Corless:  Bill said this was not the total of his report.  He will submit something to the secretary for inclusion  as the report from his committee.
Gary Honda:  In section on Audiotaping, third paragraph, second line, "quite" should be "quiet."  (This section was ultimately removed and replaced only with the action items related to audiotaping the ASAC meetings; in the section about approval of the 11/19/03 minutes,  concerning the Program Committee Evaluation of ASAC that was done over a year ago, "but never presented to ASAC" was changed to "and presented to ASAC." 

The minutes will be redrafted per the suggestion that there be only action items recorded and resubmitted to ASAC.
Minutes will be prepared with sufficient border so that all of the text will show when printed out.

COMMUNITY COMMENTS:
David Husted: Lack of communication to the clients as to what goes on at ASAC; knew nothing about the meetings or what ASAC was about; would like to see greater communication with the clients; would like to see the way producers received volunteer incentives returned to the way it had been (so producers can receive credit for the hours they volunteer);

Mark Helmberger:  Felt decision about taking away  incentives from producers was arbitrary; understands 'Olelo attempting to address an issue, but from rank-and-file it appeared arbitrary; suggests opening it up to more input from producers; change came down like a slap in the face.

Keali'i Lopez: Gave history of Volunteer Incentive Program (for some way to "reward" volunteers for working on producers' programs); last year, one producer was inadvertently permitted to log their hours, so decision made to extend it to all.  It can be revisited.  Other benefits were added that specifically are available only to producers (VHS dubs), and Volunteer Program Cmte. is discussing other items that may be added for the benefit of producers.

Marc Delorme:  Should be better description of the programs aired on 'Olelo so people can make an intelligent decision about what to watch.  From any of the program guides, its impossible to know what any of the programs are about.  'Olelo should/could do more to assist in promoting producers' programs by postings on their web site as to new programs being aired, etc. 

Jeff Garland: Issue of letting people know about programs ties in with bigger issue that 'Olelo spends a lot of money on inhouse productions but little on promoting the producers' programs.  Suggested 'Olelo promote producers on its web site.

Keali'i Lopez:  Promotion budget is for promoting 'Olelo, the organization, as a whole, not only the inhouse productions.

Michael Goodrich:  Requested a report of the costs to show difference between including producers and not including producers.  Keali'i said it could be done and would have to be a comparison of one year to the other.  Keali'i will follow up on this.

ORAL STAFF REPORTS:

KEALI'I LOPEZ
    Staffing Issues:  There is a current opening for a Community Relations Director; Lurline is leaving the end of February, the board is working on a process for replacing her.
    Vote 2004: No plans made yet.  Will have more information during the second quarter.  They will try to lessen the impact it has on the airing of producers programs and will be more proactive to make clients aware of the impact Vote 2004 will have on resources.

Cheryl Kaster:  Asked if 'Olelo has information from projects such as Vote 2002/2004 that shows the amount of resources (staff time, equipment used, costs expended).  Keali'i indicated they do and it is made available to the board.  There is a budget approved for Vote 2004, but Keali'i does not know how much that is.

    Youth XChange:  Information sheet handed out.  'Olelo looking at getting additional sponsors to offset the costs.  Videos will be aired on all channels, but primarily on 56.

MARY ROBLEE      
    Programming Block Party:  Scheduled for March 18, 2004.  Announcements will be sent out to series producers and information will be put in Insync.  The Block Party is open to anyone.  You do not have to be a producer to come. 

Richard Braunskill:  Will any of the information be televised.  Can someone from that department go on TV to talk about what is being done?

                Mary indicated she would make that proposal to Thom.
    Mini Studio/Soft Launch:  Scheduled for February.  Will wait until new Community Relations person is onboard before scheduling the grand opening (probably late March or early April).  Mary proposed doing a demo of the Mini-Studio for ASAC.
    Staff Changes:  Gigi is now at the Palolo satellite.  There is currently a client counselor opening.  There is a training manager position also open.  Napoleon will be leaving second week of February.  Two new people in the media center.  (Media center staff have been told to wear their badges.)  Michele Turner is leaving and her position has been filled.  Jimmy is working with Kit as assistant video engineer in support of satellites.  Richard Lapenz has been hired as an IT/IS manager.  He works with Duncan.  Keali'i also said that Miki Lee has been hired as Admin Services Director. 

Jeff  Garland:  Asked if it would be possible to publish on the web site an organizational chart to show where each person is and their relationship to the others.  He noted that because of all the changes, the list that appears on the website now is no longer current.

PROGRAM COMMITTEE REPORT
    Proposed Guidelines
        Gary Honda, Chair:  Reported that the committee is still working on the proposed guidelines that were submitted to them in December.  They will be asking the board of directors to first approve the roles and responsibilities and then they will work on the ones submitted to them in December.  They are working in partnership with ASAC on the rules and whatever recommendations the Program Committee makes will have to come back to ASAC before going to the board.  The rules will definitely have to go to the board for approval. 

Dennis Ragsdale:  Submitted his "Minority Report" to the Program Committee in opposition to ASAC's recommendation that the Program Committee approve the Proposed Guidelines (fka Standing Rules), giving his reasons for being against change.

COMMITTEE REPORTS
       1.   Client/User Communications (Cheryl Kaster, Chair)

Motion re PSA's

Cheryl made a Motion that 'Olelo create PSA's and Promos to promote ASAC and its activities and programs for broadcast on 'Olelo's channels. 

Keali'i, asked Cheryl if there was going to be an ASAC show that the promotion could be featured around?  That for sure would do it.

Cheryl:  To have an ASAC program?

Keali'i:  Remember the videotaping and the audio recording.

Cheryl:  Right the audio recording was going to be put on.  We could do that at the beginning and then go into the audio tape and then if we knew when that was going to be they could watch the announcements at the front and then, if they had time, they could listen to the audio of the meeting.

Keali'i:  so what  i'm hearing is a suggestion or request, whatever, that 'Olelo create PSA's about ASAC, say when the meetings are, the block party is another one, those types of things.

Richard:  I have a question about this audio tape.  Where is this going to air, specifically.

Cheryl:   On 'Olelo.

Richard:   We're going to do an audio tape on a tv channel? 

Cheryl:    Yes.  I'm going to put the audio tape on.

Richard:   What's going to be the visual.

Cheryl:   The visual will be various things, depending on what is being discussed at the time that is related to it.  I would primarily be text of some sort of information, related to the specific content.

Richard:   What is going to be the average length of this audio slide show.

Cheryl:   Two hours.  And then we would add the front end of announcements and things.

David Husted:   If its just an audio track, wouldn't the web a more appropriate medium.

Cheryl:   Well, that was one of the intended purposes, but permission was not granted to do that.  At the last meeting. 

David Husted:   Streaming a wave file is not a big deal.

Cheryl:   Quoting from prior minutes:  "It was further agreed that a decision on permission to post contents of the ASAC meetings on the Internet would be delayed until a later time."  Just the whole subject of whether I would be permitted to audio tape was brought up at the last meeting.  The last meeting was the first one I attempted to do but it failed.  This was the very first thing that was discussed at that last meeting.  It was agreed that I could audio tape and cable cast, and also use it in the preparation of minutes, and then the decision to permit streaming on the internet was withheld.  I don't know the impact of the new PEG Plan now that 'Olelo is also under Sunshine.  I don't know that that could necessarily be withheld, the permission to do it.

Keali'i:   We're looking into it.

Cheryl:   So at this point I haven't been given permission by ASAC to stream it.

David Husted:   ASAC?

Keali'i:   From ASAC.  It was voted on by the ASAC group.

David:   We didn't want to put it onto 'Olelo's web site?

Dennis:   The taping was only ok'd for minute purposes only.

Cheryl:   No it wasn't.  It was ok'd for cablecast. 

Keali'i:   Because the minutes don't reflect any of that, the discussion was because the group was uncomfortable at the time, but anyone else chime in, was that the group thought why not try the video first and see how that works, and then you've got more to go.  I think the group was uncomfortable about what the control was, insuring it wasn't edited, somehow used inappropriately, so the thought was let Cheryl take a try at trying to do a television program and that's my sense of what i recall.  I think this ASAC group made that decision.

Cheryl:   Since "Olelo can't screen for content,

Michael:   that was a motion, right?

Cheryl:   Yes, that was a motion, to request that 'Olelo create PSA's and other short promotional materials for promoting ASAC.

David:   Do we have a second for that?

Richard:   I have a question. Why would we have  'Olelo produce this rather than ASAC, which is full of producers, produce those pieces. 

Cheryl:   Because they have the resources and they have the staff and they produce PSA's for the inhouse productions.

Richard:   But aren't we always getting complaints about 'Olelo wasting the resources?  How come people on ASAC who are supposed to be producers are not producing their own things.

Cheryl:   To give the programs and the activities, and increasing the involvement of producers, to utilize some of the same resources that are being utilized on inhouse facilitated productions, to also be utilized for promoting ASAC.

Bill:   The motion is simply to promote ASAC, it doesn't say whether it is to be produced by 'Olelo (inaudible).

Cheryl:   Well, it's my motion.  I just made the  motion. 

Dave:   Once again, what's your motion?

Cheryl:   The motion is to request that 'Olelo create PSA's to be aired on 'Olelo channels (wherever they put PSA's) promoting ASAC and its activities.

David:   Is there a second for this motion.  Laurie, okay.  Now, discussion. 

Bill:   I'm all for promoting ASAC on 'Olelo's channels, but the issue is who gets involved with doing it, whether its us, as producers, or staff. 

David:   So you want to do a friendly amendment to the motion?

Bill:   Yes.

David:   A friendly amendment that it doesn't matter who it is that produces them, that they can be produced by either ASAC themselves or asking 'Olelo to do it, is that correct.

Cheryl:   Asking 'Olelo to participate with a provision of resources ...doesn't preclude any of the ASAC members doing their own, too.  Up to this point no one has done anything so my assumption was nobody was particularly motivated to do it.  That's why I'm suggesting but it wouldn't mean that you couldn't.  If there are no producers on ASAC that are willing and/or have the time to do it, I don't think that means it shouldn't be done. 

Laurie:   That's the point I was going to make that asking 'Olelo to produce them, and 'Olelo can say yes or no, but whether or not 'Olelo does produce PSA's, any of us or anybody could also produce other PSA's.  There's no limit on how many we could have.  I do think its necessary to say because we always have that option, that any of us could go ahead and make a PSA for ASAC. 

Richard:   I think if a PSA is going to be made for ASAC, it needs to be agreed upon by ASAC and I don necessarily think it should be 'Olelo's responsibility to make PSA's for us.  It seems like a contradiction of statements that ASAC is supposed to be about producers, and using our ability, flex our muscles, so we can use the facility and why would we ask 'Olelo to create something for us.

Cheryl:   It's because 'Olelo is, in my opinion, vitally interested in greater involvement of producers.  I think we mentioned earlier that producers are the backbone of 'Olelo.  In addition to others that have been mentioning repeatedly the community, we have community producers that are here tonight as a result of some of the communication that has been done.

Richard:   Or lack thereof.  Go ahead.  Go ahead, I'm listening.

Cheryl:   And so my point being that this is for the benefit of 'Olelo.  It's not like it is something that is going to benefit us personally if we ask 'Olelo to make the PSA's, we're not going to be harmed in any way.  I personally am busy enough as it is that I don't necessarily have the time to get in and make the PSA's myself.

Jeff:    The point is that this is a committee that is set up for the board.  You are to give advice to the board.  As part of a board incentive, because the board does come up with lots of incentives, the board should, if they really want the input, they should be willing to allocate the funds to be able to do the promotion to let people know that, "Hey we want your input.  We want to hear from you."  I don't think it should be strapped to an individual ASAC member.

Dennis:   Anything studio van I volunteer.

Cheryl:   The form of the motion remains for 'Olelo to create PSA's to be aired on 'Olelo channels for the promotion of ASAC and its activities.

Bill:   What about my amendment?

Laurie:   It was a friendly amendment, she can accept or reject it.

Cheryl:   This motion doesn't exclude individual ASAC members from doing a PSA.  You're a producer.  You can produce whatever you want. 

VOTE:   four in favor.  Motion passed. 

David:   Anyone who would like to help make other PSA's as well, that would be greatly appreciated.

Michael:   Go to the mini-studio for the soft launch.

Motion re Client Forum concerning the Volunteer Producer Incentives

Cheryl:   I'd like to make a motion for ASAC to publish a monthly newsletter. 

David:   No second.

Keali'i:   You can have the space in Insync, Cheryl.

David:   Yeah, you can put reports and things in Insync.

Cheryl:   Well the problem with Insync is it is so sporadic.

Keali'i:   That's true.

Cheryl:   A motion for ASAC to establish and maintain an e-mail list from an 'Olelo database and I don't know if there is even a motion required for that...

Keali'i:   No, we're definitely moving forward on it, whether you want us to do it or not, we're doing it.

Cheryl:   No, no, please don't!  Above all, don't.  Okay, then a motion that there be a public forum concerning volunteer producer incentives specifically for input, before there are any decisions. 

Second:   Laurie

David:   Discussion on this?

Dennis:   Why do you want to limit it just to volunteer incentives, you know, we had a show before, we invited people down to the studio to input on anything and not limited to just one topic.

Cheryl:   I personally fell the difficulty that you have with that is you get into all kinds of things and its better to stay focused on a particular issue.  Then, that way, those who are interested in a particular issue can come.  Those who aren't don't need to, and then if you're doing it on an "issue" basis then it's just more specifically tied to that and less likely to get off on tangents.

Dennis:   You have a public forum but covering all different issues, take that issue that day.  The next meeting you get another issue. 

Gary:   I'm just trying to figure out why you need to have a motion and vote on a public forum when that's a primary function of this committee.  To get client input, so you need to do this anyway. 

Dennis:   Why don't you just schedule something.

Kea'li':   You folks have to agree on what the issue is.

Gary:   So you don't need to really make a motion.  You have to do that, that's ASAC's function.

David:   Okay, so basically, you folks can just work out a date and a time for that forum.

Dennis:   And we vote on the issue.

Cheryl:   I realize that's our job, but  a lot of things related to communication are our job that haven't been done and the reason for making it a motion so that it comes before the group and this is our recommendation, because I realize we're not giving instructions to the staff, we're making a motion to recommend that this is what be done.

David:   Okay, any other discussion on this, we might as well just vote on it. 

VOTE:   Four in favor.  Motion passes.

        2.   Client/User Concerns (no report) 
        3.   Elections Committee (No report -- not yet a committee)
        4.   Technology (Dennis Ragsdale, Chair)  (See Attached)
        5.   Volunteer Program Special Committee (Cheryl Kaster, Chair) (See attached)

NEW BUSINESS

Appointing ASAC representative to the Board Nominating Committee
It was noted that in the past, there has been an ASAC representative that has been appointed to the Board's Nominating Committee.  Keali'i stated that the board appoints the nominating committee and then the nominating committee decides on who else will be asked to participate on the committee.  Although it is not known at this time if an ASAC rep will be asked to participate, the group voted for a representative and two alternates, in the event that were to happen on short notice.  The results of that vote were as followed:

          Dennis Ragsdale, Representative
          Cheryl Kaster, First Alternate
           Richard Braunskill, Second Alternate

Jeff Garland:  Recommended that the person who participates on the nominating committee be asked to report back to ASAC.

Dave asked that the representative report back to ASAC following the nominating committee meeting.

Dave Mulinix, stated that he felt there should be a process if there was going to be an attempt to remove an ASAC member.  He felt it should be a special meeting.  He thinks it would be getting ahead to make a motion now. 

Motion to remove ASAC member, Cheryl Kaster.  Seconded by Dennis. 

Bill's stated reasons for wanting Cheryl removed included:  The emails Cheryl sends to people outside of 'Olelo criticizing the board, including e-mails to the mayor and the Director of DCCA.  This creates tension in the meetings with the PC and with the BOD.  It becomes impossible to get anything done because everything is suspect and the trust isn't there.  He feels the accusations Cheryl makes are inappropriate by an ASAC member.  Bill feels it is not appropriate that Cheryl be serving on ASAC and at the same time calling for the removal of the board.  It's not that there is that much tension [in the meetings], its after the meeting when her true colors come out and we've lost the trust of 'Olelo as a group and staff has been upset with us.  Bill feels there are a lot of innuendo and attacks included in the e-mails.  He doesn't want to be in a "confrontational" organization because there will be no way to get anything done.  Not our

Cheryl responded that:  She did not understand Bill's complaint that nothing was getting done as there have been four committee meetings, a retreat, proposed standing rules drafted and referred to the Program Committee, a bulletin board, the PEG-TV-Oahu email group, survey done at the Volunteer Banquet, two community producers here at this meeting came as a direct result of outreach Cheryl did to make them aware of ASAC, etc.  Earlier in this meeting there were two motions passed, one for a forum to be held and the other for PSA's to be created promoting ASAC.  The e-mails she wrote were in her capacity as a private citizen and as a community producer/client of 'Olelo and this was her right under the First Amendment and contain facts of what has happened and concerns she has that the existing board has not done right by 'Olelo.  The things she does she does openly.  She states her opinion.  Cheryl's commitment is to the producers and that they continue to have free and equal access to the services of 'Olelo.  If she sees the board or the program committee as being a barrier to that access, she feels it is her responsibility and right to speak to that issue. 
 
Dave again reiterated his opinion that this (in the form of a motion at a regular meeting) is not the way to do it.  Everyone who is elected is elected on behalf of the constituency so a quick up and down vote is the right way to do this.  There should be a process. There are also personality things going on here.  That is why there needs to be a process.  He again asked that Bill withdraw the motion in favor of the committee meeting to develop a process and that there be a discussion among the members to talk about these issues. 

Cheryl requested that the motion be voted on at the meeting. 

Dennis stated there didn't need to be a vote.  ASAC cannot make the decision.  It doesn't require a vote.  Just as Cheryl has the right to complain to DCCA, any member has the right to file a complaint with the Program Committee.

A suggestion was made that the motion be tabled until a special meeting when it can be discussed more thoroughly.

Jeff asked to make a point about the democracy of this (he was not permitted to make that point). 

Dave asked that Cheryl make a commitment to immediately stop making inaccurate assumptions and accusations that are not valid.  He doesn't think it is fair for anyone to do that to anyone and it needs to end immediately on the PEG Oahu group that is supposed to represent the ASAC group.  

Cheryl clarified that the PEG-TV-Oahu group does not represent ASAC but was formed to be a means of communication with PEG TV producers/volunteers on Oahu. 

Jeff Garland pointed out that Dave was making accusations of Cheryl and asked if he could substantiate his accusations.

Dave said he could. 

Jeff further suggested that since the producers voted for the ASAC members it is not appropriate for others to negate the votes of producers. 

Cheryl responded to Dave that she had sent e-mails in the past that could have been better worded that she will commit to attempting to be a lot more diplomatic, but she did not agree that she had made personal attacks and has not maligned anyone's character. 

Richard Braunskill stated that because Cheryl had made this last statement he would like the meeting to be tabled so he could bring in e-mails where Cheryl purportedly questioned his integrity as it relates to being able to serve on ASAC.

The motion will be tabled to a special meeting. 

Dennis suggested the special meeting be closed.  Cheryl objected, stating that she wanted the meeting to be open because it has to do with Cheryl and it is her privacy at issue and she is waiving her privacy.

It was agreed that the special meeting be held on February 4, 2004.

Gary Honda requested that he be excused from the meeting because the decision on the issue will be referred to him, as the Program Committee.

Jeff Garland asked that Dave get clarification from Gary Honda if he was the only member on the Program Committee.  He said he was. 

Meeting was adjourned at 9:00 p.m.

Submitted by,
Cheryl Kaster, Secretary

For more information:

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