Steering Committee Application

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H?M?KUA COMMUNITY DEVELOPMENT PLAN STEERING

COMMITTEE

ROLES, RESPONSIBILITIES, AND PROCEDURAL GUIDELINES

I. NAME: H?m?kua Community Development Plan (CDP) Steering Committee

II.

ROLES: The roles of the H?m?kua CDP Steering Committee include:

Help the County and its consultants tailor the planning process to the unique
characteristics of H?m?kua and its stakeholders;

Promote the planning process within various sectors of the community to
maximize participation while maintaining a neutral, approachable posture in
the community;

Monitor the development of the CDP to ensure that the best interests of the
H?m?kua region as a whole are incorporated;

Recommend approval of the CDP; and

Recommend amendments to the General Plan if the Steering Committee
decides such amendments are needed to implement the CDP.

III. RESPONSIBILITIES

a. Attend a two-day, weekend orientation and training retreat;
b. Attend training opportunities and workshops related to the CDP;
c. Assist in identifying community stakeholders and their interests;
d. Encourage community participation and suggest improvements to enhance

community outreach;

e. Be accessible and respond to community members who request information

about the CDP process;

f. Provide guidance to staff and consultant(s) at crucial steps in the process;
g. Review community input and the staff/consultant synopsis of the

community?s values, visions, and priorities to be incorporated into the CDP;

h. Assist in the formation and development of research and action groups;
i. Review work products for clarity, layman?s comprehension, and reasonable

incorporation of community input;

j. Recommend amendments to the General Plan, as appropriate, to support

the H?m?kua CDP and its implementation;

k. Work constructively towards effective conflict resolution, when needed;
l. Review the CDP and recommend approval, supported by reasonable

findings, to the Planning Director;

m. If the Planning Commission and/or the County Council propose substantive

amendments to the CDP, review and comment on those amendments.

n. Carry out other duties in agreement with the Planning Department.

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IV. MEMBERSHIP

a. Representation. The membership should reflect a broad cross section of the

affected communities and shall include community-minded individuals
providing varying points of view.

b. Number. The maximum number of members shall be 11.
c. Ex-officio members. The Planning Director (or an authorized representative)

shall be a non-voting, ex-officio member.

d. Non-voting members: The Planning Director may appoint non-voting

members to ensure representation from key stakeholders within affected
communities.

e. Termination. Termination from the Steering Committee may result from the

following actions: three consecutive unexcused absences or three
unexcused absences in a six month period. Members may be removed upon
recommendation by the Mayor and the approval of the County Council.

f. Term. The Steering Committee terminates upon adoption of the CDP by the

County Council.

V. OFFICERS

a. Officers shall consist of a Chairperson and a Vice-Chairperson elected by the

Steering Committee membership. Officers shall serve for the duration of the
Steering Committee.

b. Duties and Responsibilities of the Chairperson:

i. Preside over each meeting, following the set agenda;

ii. Sign and certify all official acts of the Steering Committee; and

iii. Act as Spokesperson for the Steering Committee.

c. Duties and Responsibilities of the Vice-Chairperson:

i. The Vice-Chairperson shall perform the duties of the Chairperson in the

absence or inability of the Chairperson to act.

VI. MEETINGS

a. Rules of practice. The Steering Committee shall operate under a modified

version of Robert?s Rules of Order.

b. Ground Rules. Ground rules can help group discussions move forward more

smoothly and make a meeting more meaningful and efficient. The Steering
Committee shall establish ground rules for its meetings.

c. Regular meetings of the Steering Committee will be held once a month.
d. Special meetings of the Steering Committee may be called by the presiding

officer of the Steering Committee or the Planning Director (or an authorized
representative).

e. The agenda for the upcoming meeting shall be established at the end of

each meeting by the Steering Committee. The Chairperson or the Planning

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Director (or an authorized representative) may add items to the agenda prior
to the filing of public notice.

VII. NOTICE

a. The Steering Committee shall give written public notice of any regular or

special meeting which shall include an agenda listing all items to be
considered at the meeting as well as the date, time, and place of the
meeting. The notice shall be filed in the Office of the County Clerk for public
inspection at least six (6) calendar days before the meeting and shall also be
posted at the site of the meeting whenever feasible. Should the written notice
be untimely filed, the meeting shall be canceled, a notice canceling the
meeting shall be posted at the place of the meeting, and no meeting shall be
held.

b. In addition to the notice provided for in (a), notice of any special meeting

shall be published in two newspapers of general circulation in the County at
least twenty-four hours in advance of the meeting, unless the date, time, and
place of the special meeting was announced prior to the adjournment of a
regular meeting. Notice of any special meeting shall be conspicuously posted
on the bulletin board of the Hawai?i County Building. A brief resume of the
principal business to be taken up at such meeting shall be stated in the
posted notice as well as in the notice released to the news media.

c. The Steering Committee shall not add items to the agenda, once filed,

without eight affirmative votes, provided that no item shall be added to the
agenda if it is of reasonably major importance and action thereon by the
Committee will affect a significant number of persons.

d. The Steering Committee shall maintain a list of names and addresses of

persons who request notification of meetings and shall mail a copy of the
notice to such persons at their last recorded address no later than the time
the agenda is filed.

VIII.

QUORUM AND TRANSACTION OF BUSINESS

a. A majority of the voting members of the Steering Committee shall constitute

a quorum for the transaction of business.

b. The affirmative vote of a majority of voting members shall be necessary to

take any action.

c. Members shall inform the Planning Department when they are unable to

attend a scheduled meeting at their earliest convenience to ensure that there
will be a quorum to conduct a meeting.

IX.

PUBLIC STATEMENTS

a. Public participation shall be encouraged. The Steering Committee shall

afford all interested persons an opportunity to submit data, views, or written
testimony on any agenda item.

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b. The Steering Committee shall afford all interested persons an opportunity to

speak on any agenda item. The presiding officer may limit the length of any
person?s presentation as long as each speaker is accorded a minimum of
three minutes. The presiding officer may also give members of the public the
opportunity to make comments at the beginning of the meeting if it would be
inconvenient for them to wait for the agenda item to come up.

X. PUBLIC

INFORMATION

a. The Steering Committee shall make every effort to publish information about

its activities on the H?m?kua CDP website.

b. Any person may obtain information or make submittals or requests for

information by writing to the Planning Director, 101 Pauahi Street, Suite 3,
Hilo, HI 96720.

XI. MINUTES

a. The Steering Committee shall keep written minutes of all meetings. Neither a

full transcript nor a recording of the meeting is required, but the written
minutes shall give a true reflection of the matters discussed and action taken.
The minutes shall include, but need not be limited to:

i. The date, time, and place of the meeting;

ii. The members of the Steering Committee recorded as either present,

absent, or excused;

iii. The substance of all matters proposed, discussed, or decided and a

record, by individual member, of any votes taken; and

iv. Any other information that any member of the Steering Committee

requests be included or reflected in the minutes.

b. The minutes shall be public records and shall be available within thirty days

(30) after the meeting except where such disclosure would be inconsistent
with Section 92-5, Hawai?i Revised Statutes, or Section 13-20 of the County
of Hawai`i Charter, provided that minutes of executive meetings may be
withheld so long as their publication would defeat the lawful purpose of the
executive meetings but no longer.

XII. STAFF

SUPPORT

a. Administrative. The Planning Department will provide administrative

support such as preparation and distribution of agendas and meeting
notices, meeting logistics, correspondence, and recording/preparation of
minutes.

b. Technical. Depending on the agenda, the Planning Department will

arrange to have relevant agency representatives attend Steering
Committee meetings, as needed.

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XIII.

CONFLICTS OF INTEREST

a. The Steering Committee members shall act at all times in the best

interests of the people of Hawai?i County. Whenever a member has a
financial, professional, or personal interest in any matter coming before
the Steering Committee, the affected person shall (1) fully disclose the
nature of the interest and (2) withdraw from discussion and voting on the
matter. Any transaction or vote involving a potential conflict of interest
shall be approved only when a majority of disinterested members
determine that it is in the best interest of the people of Hawai?i County to
do so. The minutes of meetings at which such votes are taken shall record
such disclosure, abstention and rationale for approval.

b. Disclosure shall be directed to the Steering Committee via the Planning

Director (or an authorized representative) and shall include all relevant
facts. Upon notification by a concerned party of a perceived conflict of
interest, the Planning Director (or an authorized representative) shall
inform the Steering Committee members of the issue.

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H?M?KUA COMMUNITY DEVELOPMENT PLAN STEERING

COMMITTEE

SELECTION CRITERIA

Minimum SC Member Requirements

1. Has principal residence, owns land, or runs a business in the H?m?kua CDP

planning area

2. Willing and able to make a 2-year commitment staring January 2010
3. Willing and able to attend a two-day, weekend orientation and training retreat
4. Willing and able to attend training workshops about planning and related issues
5. Willing and able to attend monthly Steering Committee meetings
6. Willing and able to invest 6-8 hours of work each month in-between meetings

(e.g., reading plan drafts, talking to community groups & individuals)

7. Willing and able to help organize and attend public meetings and workshops
8. Agree to follow meeting ground rules and operating principles as developed
9. Agree to the steering committee Roles and Responsibilities as established by the

County

SC Member Values

1. Love the H?m?kua area and believe it is a special place
2. Passion for community improvement and appreciation for the importance of the CDP

effort

3. Appreciate the participation and perspectives of all community stakeholders
4. Approach membership on the Steering Committee in the spirit of service to the

community

Knowledge (25 points)

1. Knowledge of the H?m?kua CDP planning area
2. Connections to individuals, groups, and organizations in the H?m?kua CDP planning

area

3. Knowledge of the history of the H?m?kua CDP planning area
4. Knowledge of the opportunities and challenges of living and working in the distinctly

different parts of the H?m?kua CDP planning area

5. Cultural competence in Hawaii?s multi-cultural society
6. Understanding basic government structures and jurisdictions, and appreciation for

the strengths and limitations of government

7. Some understanding of land use and or planning

Attitudes (50 points)

1. Dedicated to the well-being of the H?m?kua area rather than self-interest

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2. Interest in participating in a new and evolving community planning process and

demonstrates a willingness to approach it with an open mind

3. Interest in learning about planning processes and principles
4. Interest in seeking input from community groups and individuals
5. Demonstrates a ?can do? attitude, with optimism moderated by realism
6. Open-minded when considering the strengths and weaknesses of ?old? and ?new?

approaches and strategies

7. Process and task oriented - appreciates that how a group arrives at outcomes is

equally important to the outcomes themselves

8. Understands and appreciates the diversity of sometimes competing community

priorities

9. Willing and able to work with people who have different points of view in seeking

new ?win-win? solutions, and the ability to compromise when necessary

10. Respect and appreciation for other cultures besides their own
11. Willing to work with people of all walks of life by collaborating and building

partnerships

Skills (25 points)

1. Experience in visioning and/or planning processes (e.g., community or strategic

planning)

2. Experience working collaboratively as a ?team player? on complex, controversial

issues

3. Experience in outreach and how to get community members involved
4. Ability to listen so as to achieve greater understanding
5. Ability to clearly express thoughts in writing and orally
6. Ability to see the ?big picture? and the common good
7. Training and/or experience as a group facilitator

A balance of the following perspectives will be sought amongst Committee
members:

1. Agriculture
2. Arts, including music and dance
3. Business
4. Education
5. Environment/Natural Resource Conservation
6. Historic/Cultural Preservation
7. Human Services
8. Landowner
9. Non-Profit/Civic Group
10. Regional
11. Varying lengths of residence/ownership/proprietorship in H?m?kua CDP planning

area

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APPLICATION�FOR�H?M?KUA�COMMUNITY�DEVELOPMENT�PLAN�(CDP)��

STEERING�COMMITTEE�

�

PURPOSE:��The�H?m?kua�CDP�Steering�Committee�is�a�volunteer,�community?based�working�committee�that�supports�
the�H?m?kua�CDP�process�to�ensure�that�the�process�meaningfully�involves�diverse�stakeholders�and�that�the�CDP�
reflects�community�values,�vision,�and�priorities.��The�Steering�Committee�works�with�the�Planning�Department�staff�and�
consultants�and�recommends�approval�of�the�CDP.��(See�the�H?m?kua�CDP�Roles,�Responsibilities,�and�Procedural�
Guidelines�for�more�information.)��
�
Steering�Committee�members�should�be�community?minded,�represent�the�diversity�of�community�residents,�and�bring�
a�variety�of�knowledge,�attitudes,�skills�and�life�experiences�to�this�process.��(See�the�Steering�Committee�Selection�
Criteria�for�more�information.)��Background�checks�will�be�completed�for�all�applicants,�and�applicants�will�be�evaluated�
based�on�information�provided�with�this�application,�an�interview,�and�the�need�to�balance�a�diversity�of�perspectives.��
The�Planning�Department�will�recommend�Steering�Committee�candidates�to�the�Mayor,�who�will�forward�
recommendations�to�the�County�Council�for�confirmation.��
�
Questions�about�the�application�or�the�selection�process�should�be�directed�to�Christian�Kay,�Phone:�961?8136��
Email:�ckay@co.hawaii.hi.us�

�
NAME�_______________________________________________________DATE�______________________�

�

Last�

�

First�

�

��Middle�

RESIDENCE�ADDRESS�_______________________________________________________________________�
�

�

City�

�

State��

Zip�

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MAILING�ADDRESS�________________________________________________________________________�
�

�

City�

�

State� �

Zip�

PHONE�_________________________________________________________________________________�

EMAIL�_______________________________________�SOCIAL�SECURITY�NO._________________________�

LENGTH�OF�RESIDENCE�IN�H?M?KUA�CDP�PLANNING�AREA�________________�

��

Are�you�currently�serving�on�any�federal,�state,�or�county�board�or�commission?��

�Yes��

�No�

If�yes,�name�the�entity�and�date�your�term�ends:��______________________________________________________�

Applicable�laws�require�the�pre?disclosure�of�any�existing�or�potential�conflicts�of�interest.��Should�you�have�any�such�
conflicts�of�interests,�including�immediate�family�members�who�are�also�applying�to�serve�on�the�Steering�Committee,�
please�describe�them�below:��
__________________________________________________________________________________________________

__________________________________________________________________________________________________

__________________________________________________________________________________________________�

You�may�be�required�to�file�a�Financial�Disclosure�Statement.��If�required,�would�you�comply?��

�Yes�

��

�No�

Have�you�ever�been�convicted�of�a�violation�of�law?��

�Yes��

�No�

If�yes,�explain.��NOTE:��A�conviction�record�will�not�be�deemed�a�basis�of�denial�for�consideration�unless�the�offense�is�
related�to�the�board�or�commission�for�which�you�are�applying.�
_________________________________________________________________________________________________�
�
_________________________________________________________________________________________________�

2�

�

�
EDUCATION�______________________________________________________________________________________�
�

��______________________________________________________________________________________�
��
��_______________________________________________________________________________________�

�
EMPLOYMENT�RECORD�(Past�ten�years.��Use�additional�sheets�if�necessary.)�
�
�

FROM�(Year)�

�

TO�(Year)�

EMPLOYER�

�

OCCUPATION�

�
_________________________________________________________________________________________________�
�
_________________________________________________________________________________________________�
�
_________________________________________________________________________________________________�
�
COMMUNITY�SERVICE�(Organizations;�offices�held;�indicate�past�or�present.��Use�additional�sheets�if�necessary):��
�
1.��_________________________________________��3.��_______________________________________________�
�
2.�_________________________________________�

4.��_______________________________________________�

�
5.��_________________________________________�

6.��_______________________________________________�

�
MILITARY�SERVICE�RECORD�
________________________________________________________________________________________________�
�
________________________________________________________________________________________________�
�
Please�indicate�the�community�perspective(s)�you�represent�(check�and�briefly�describe�all�that�apply).��
�

��Agriculture� �

��_________________________________________________________________________�

��Arts�

(incl.�music,�dance)

��_________________________________________________________________________�

��Business�

�

��_________________________________________________________________________�

��Education� �

��_________________________________________________________________________�

Environment/Natural��

��Resource�Conservation��_________________________________________________________________________�

��Historic/Cultural��

��Preservation�

��_________________________________________________________________________�

��Human�Services�

��_________________________________________________________________________�

��Landowner��

��_________________________________________________________________________�

��Non?Profit/Civic�Group�_________________________________________________________________________�

��Other�

(Please�Describe)��

_________________________________________________________________________�

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Please�check�all�of�the�following�minimum�requirements�for�Steering�Committee�members�that�are�applicable�to�you:�

��Resident,�land�owner,�or�business�owner�in�the�H?m?kua�CDP�planning�area.�

��Willing�and�able�to�make�a�2?year�commitment�starting�in�early�2010.�

��Willing�and�able�to�attend�a�2?day�weekend�orientation�and�training�retreat.�

��Willing�and�able�to�attend�training�workshops�about�planning�and�related�issues.�

��Willing�and�able�to�attend�monthly�Steering�Committee�meetings.�

��Willing�and�able�to�invest�6?8�hours�of�work�each�month�in�addition�to�meetings�(e.g.�reading�plan�drafts,�talking�to�

��community�groups�and�individuals).��

��Willing�and�able�to�help�organize�and�attend�public�meetings�and�workshops.�

��Agree�to�follow�meeting�ground�rules�and�operating�principles�as�developed.�

��Agree�to�committee�Roles�and�Responsibilities�as�established�by�the�County�of�Hawai`i.��

Briefly�explain�why�you�would�like�to�be�a�Steering�Committee�member�(use�additional�sheets�if�necessary):�

__________________________________________________________________________________________________

__________________________________________________________________________________________________�

Briefly�describe�your�knowledge�of�H?m?kua,�its�history,�its�people�and�organizations,�government?s�role�in�the�
community,�and�current�opportunities�and�challenges�facing�the�community�(use�additional�sheets�if�necessary):�

__________________________________________________________________________________________________

__________________________________________________________________________________________________�

4�

�

Briefly�describe�your�experience�working�with�others�to�improve�H?m?kua,�including�who�you�worked�with,�what�you�
did,�and�how�you�overcame�challenges�and�solved�problems�(use�additional�sheets�if�necessary):�
__________________________________________________________________________________________________

__________________________________________________________________________________________________

__________________________________________________________________________________________________�

�

PERSONAL�REFERENCES�(Please�include�address,�phone�contact�and/or�email�address):�

1.�________________________________________________________________________________________________�

2._________________________________________________________________________________________________�

I�hereby�acknowledge�and�attest�that�the�foregoing�information�provided�by�me�is�true�and�correct�to�the�best�of�my�
information�and�belief.��I�hereby�waive�any�and�all�right�to�privacy�and�authorize�the�Office�of�the�Mayor�and�its�
employees,�agents�and�assigns,�to�investigate�and�obtain�information�concerning�my�fitness�and/or�ability�to�serve�as�an�
appointee�of�the�County�of�Hawai`i.��I�herein�waive�any�and�all�claims�against�the�County�of�Hawai`i,�its�officers,�
employees,�agents�and�assigns,�and�any�person�and/or�entity�furnishing�information,�for�liability�and/or�damages�as�a�
result�of�the�dissemination�and�obtaining�of�this�information.��

�

SIGNED�BY��_________________________________________________�

�

THE�INFORMATION�CONTAINED�IN�THIS�APPLICATION�IS�CONFIDENTIAL�AND�IS�SOLELY�INTENDED�FOR�USE�BY�
THE�PLANNING�DEPARTMENT/MAYOR?S�OFFICE�IN�MATTERS�PERTAINING�TO�STEERING�COMMITTEES.��IF�YOU�
HAVE�ANY�QUESTIONS,�PLEASE�CONTACT�CHRISTIAN�KAY�IN�THE�PLANNING�DEPARTMENT�AT�808?961?8136,�
Email:�ckay@co.hawaii.hi.us�
�

DEADLINE�(POSTMARKED�BY):��Friday,�November�20,�2009.�

PLEASE�RETURN�COMPLETED�FORM�TO:�

Attn:��H?M?KUA�CDP�

Planning�Department�

County�of�Hawai`i�

101�Pauahi�Street,�Suite�3�

Hilo,�HI�96720�

�

5�

�

�
�

OR�

ONRESIDENT�

ANDOWNERS�OR�

USINESS�OWNERS�IN�THE�

?M?KUA�

CDP

�

LANNING�

REA�

�

LEASE�COMPLETE�THIS�PAGE

�

�
�

I�am�a:��

�Nonresident�Landowner�in�the�H?m?kua�CDP�planning�area�

�

�Business�owner�in�the�H?m?kua�CDP�planning�area�

�
If�you�are�a�nonresident�landowner,�please�provide�the�TMK�#�(s)�for�the�properties�you�own�within�the�H?m?kua�CDP�
planning�area.�
_________________________________________________________________________________________________�
�
_________________________________________________________________________________________________�
�
�How�long�have�you�owned�this�land?�__________________________________________________________________�
�
If�you�are�a�business�owner,�please�provide�the�business�name�and�address�of�your�business�within�the�H?m?kua�CDP�
planning�area.�
_________________________________________________________________________________________________�
�
_________________________________________________________________________________________________�
�
How�long�have�you�operated�this�business�within�the�H?m?kua�CDP�planning�area?�_____________________________�
�
�
�
�
Signature:�________________________________________________________________________________________

�

Document Outline