DEPARTMENT OF BUSINESS, ECONOMIC DEVELOPMENT & TOURISM (DBEDT)MINUTES OF THE COMMISSION ON THE 13th FESTIVAL OF
PACIFIC ARTS & CULTURE (FESTPAC) MEETINGTUESDAY, SEPTEMBER 3,2019, AT 1:00 P.M.

HA WAT I CONVENTION CENTER
1801 KALAKAUA AVE., BOARD ROOM AHONOLULU, HAWAIT 96815

Commission Members Present were:

Snowbird Bento
Mapuana de Silva
Kalani Ka ana ana

Commissioner - Community Member At-Large
Community Member At-Large

Misty Kela i

Hawaii i Tourism Authority Designee
City & County of Honolulu Designee

Monte McComber

Governor s Designee

Mehana Hind
Richard Onishi

Office of Hawaiian Affairs
House Speaker s Designee

Guests:Jacob Aki

Senator English’s Office

Donalyn Dela Cruz
Lawson Fe andes

Strategies 360
Mayors Office of the Culture and Arts (MOCA)
Taipei Economic and Cultural Office (TECO)
Taipei Economic and Cultural Office (TECO)
Strategies 360

Alexis HouJames Huang
Honey Maltin-Wisot
June Matsumoto
LorMona Meredith

Pacific Islands InstitutePacific Islands InstituteMichael Pili Pang
Jay Rojas
Vicky Takamine

PAT Foundation
PA Foundation
PAT Foundation

Margaret Ahn
Jamie Lum

Attorney General’s Office

Staff:

Randy Tanaka
Selma Malcolm (Recording) -

DBEDT
DBEDT
DBEDT

Apologies:
J. Kalani English, Chair
Mike McCartney

Senate President’s Designee
Department of Business,

Economic Development & Tourism (DBEDT)Minutes of the Commission on the 13th Festival of Pacific Arts & Culture
Tuesday, September 3, 2019, Hawai Convention Center, Board Room A
1801 Kalakaua Avenue, Honolulu, Hawaii 96815
Page 2 of 8

CALL TO ORDER:
The meeting was called to order by Mr. Kalani Ka ana ana on Tuesday, September 3, 2019, at
1:09 p.m., and who welcomed everyone present. Special welcome was extended toRepresentative Richard Onishi, new House Designee replacing Representative Lynn DeCoite.
Mr. Ka ana ana thanked Representative Lynn DeCoite for her service to the Commission andproposed a resolution at the ne t Commission meeting to thank her for the time she served as aCommissioner. He then invited everyone to introduce themselves.

APPROVAL OF AUGUST 15. 2019 MEETING MINUTES:
Minutes of the meeting held on Thursday, August 15, 2019, were approved on a motion by
Ms. Mapuana de Silva and seconded by Ms. Snowbird Bento to accept the minutes as amended
by technical corrections requested by Ms. de Silva and Mr. Ka ana ana.
Motion was passed unanimously.

OLD BUSINESS:
DBEDT Report:
Mr. Tanaka reported on the following:

Budget:As of August 15, 2019, there have not been any changes to the budget.
Fundraising:Fundraising plan and sponsorship package need to be presented to the commission.
DBEDT issued a Request for Proposals for fundraising but did not get any responses.
Fundraising services are included in the contract with PA Foundation. Mr. Tanaka had
a discussion with Ms. Beth Lum and she is willing to offer some assistance but declined
to bid on the RFP due to the short time to raise funds.
Customs/Biosecurity:
Mr. Tanaka stated that he and Mr. McCartney met with representatives of U.S.
Immigration and Customs Enforcement on Tuesday, August 26, 2019, regarding the visa

issues, import guide, and the possibility of having a FESTPAC designated entry port,
especially for the VIPs. He requested a template and a format for prohibited items foreach country to distribute at the 29th Meeting of the Council of the Pacific Aits andCulture (CPAC) for FESTPAC participating countries. The information will be posted

Minutes of the Commission on the 13th Festival of Pacific Arts & Culture
Tuesday, September 3, 2019, Hawaii Convention Center, Board Room A
1801 Kalakaua Avenue, Honolulu, Hawaii 96815
Page 3 of 8

online. Another meeting will be convened with Customs/Biosecurity to continue thediscussions.

Ms. de Silva reported that she is going to have a discussion with the Federal Biosecurity
Team, and the State Department of Health will be making a presentation at CP AC on
plant and imported products on Thursday, September 12, 2019.

29th Meeting of the Council of Pacific Arts & Culture fCPACT September 10-13, 2019,
in Honolulu:
Ms. de Silva stated that Ms. Keituala Kuiniselani Toelupe-Tago of the Secretariat of the

Pacific Community (SPC) will arrive in Hawafi on Thursday, September 5, 2019, andshe requested to meet on Friday, September 6, 2019. The rest of the team will arrive on
Sunday, September 8, 2019, and a Ml meeting will convene on Monday, September 9,

2019.
Regarding the budget for CP AC, Ms. de Silva said they are trying to eliminate some of
the items to bring the budget down because the deadline was missed to submit an invoice
to Ms. Keituala Kuiniselani Toelupe-Tago for SPC to cover some of the expenses for the
meetings, and as a result, the Commission might be responsible for the entire budget.
Also, she has not yet received all the flight information and she requested (via email) acomplete list of each country s representative from Keituala Kuiniselani Toelupe-Tago inorder to confirm ground transportation and hotel accommodations by the week ending
September 7, 2019.
Mr. Ka ana ana advised that the total cost of the CP AC budget e cluding groundtransportation is $30,056.11 and reiterated that the Hawafi Tourism Authority (HTA)committed $15,000 towards the budget. The breakdown of the budget is: Venue $5,505; Inhouse/HawaFi Convention Center Audio/Visual - $2,104.71; Food & Beverage- $11,142,49; Photographer - $350; Translation Equipment (booth/headset for
simultaneous translation/English and French) - $10,079.57. No quotes were available forground transportation as Ms. Takamine has not yet received an itinerary for the delegates.
It was recommended that the Commissioners approve a total of $50,000 with the $ 15,000
from HTA included, to cover all the expenses for CP AC.
Motion was made by Ms. Mehana Hind and seconded by Ms. Snowbird Bento

recommending the Co mission approve a total of $50,000 including the $15,000
from HTA to cover all the expenses for the 29th Meeting of the Council of PacificArts and Culture (CPAC) from September 9-13, 2019.
Motion was passed unanimously.
Ms. de Silva stated that since she will be chairing the CP AC meetings, her seat
representing Hawafi will be vacant and that the Commission should designate a delegate
to fill her seat.

Minutes of the Commission on the 13th Festival of Pacific Arts & Culture
Tuesday, September 3, 2019, Hawaii Convention Center, Board Room A
1801 Kalakaua Avenue, Honolulu, Hawaii 96815
Page 4 of 8

Motion was made by Ms. Mapuana de Silva and seconded by Representative
Richard Onishi to appoint Mr. Monte McComber as the Commission designee

delegate to the 29th Meeting of the Council of Pacific Arts & Culture (CP AC)
during the week of September 9-13, 2019.
Motion was passed unanimously.
Reception on September 12. 2019 (evening ;Ms. Tu reported that the Dinner Reception is scheduled for Thursday,
September 12, 2019, from 6:00 p.m. to 8:30 p.m., in Room 323A at the HawaPi
Convention Center. Mr. McComber will be the MC.

Mr. Aki stated that Chair English recorded a short message for CP AC delegation
before he left.
SMS Consulting - Event Evaluation and Stakeholder Support:
Mr. Tanaka reported on a meeting with Mr. Daniel Nahoopii of SMS Consulting

regarding evaluation of the FESTPAC. He also reported that SMS Consulting will be
assisting with sponsorship fundraising through the television stations. Mr. Ka ana ana
stated that from a Commission standpoint, the economic impact and the satisfaction
surveys are the most important items SMS Consulting should focus on. Mr. Tanaka

recommended that SMS Consulting utilize DBEDT s Calculators to be in alignment with
the State.
Mr. Ka ana ana inquired if the Commission would like a presentation from SMS
Consulting at the next meeting. Representative Onishi felt that the Commission should
not place so much effort on the evaluation, since FESTPAC may never return to HawaPi.
SMS Consulting s contract ended August 31, 2019. Ms. Takamine stated that PA I
Foundation was only allowed to spend up to $25,000 to retain SMS Consulting for 6months for Phase-1 and that SMS Consulting is preparing the report for Phase-1 topresent to the Commission.
Mr. Tanaka reported on a meeting he and Ms. Matsumoto had with the University of
HawaPi (UH) Housing Department. He stated that a new payment arrangement will beworked out for the delegations’ accommodation and that he will be submitting a modified
payment schedule to UH. Mr. Tanaka inquired about the process for assigning rooms to
the delegates. Ms. de Silva explained that the assignment of rooms is done by thecountries because it is sometimes difficult to differentiate between male and female
names. Ms. Takamine noted that to date, PA I Foundation only received New Zealand’slist and that the deadline for submitting the information was May 31, 2019. Ms. de Silva
noted that while this might not be normal for other industries, like tourism, it is the norm

Minutes of the Commission on the 13th Festival of Pacific Arts & Culture
Tuesday, September 3, 2019, Hawafi Convention Center, Board Room A
1801 Kalakaua Avenue, Honolulu, Hawafi 96815
Page 5 of 8

for festivals. There will be last-minute changes; the lack of information is expected, butthey ill try to get as much information in advance and SPC will also assist.

The Commissioners also discussed the reselling/rebalancing of the rooms that they arelocked into at the UH, the attrition rate they can work with, deposits to cover linen,
security deposits for keys, rooming lists for the UH, and UH concerns about the variationof the attendees in the rooms. Ms. de Silva indicated that she would discuss that
information with Ms. Keituala Kuiniselani Toelupe-Tago and Ms. Louisa Mavoa at oneof their CP AC meetings as the UH would like us to have some influence on how therooms are assigned. She will also address the key deposit of $25.00 per person (usually
paid by credit cards/countries).

Mr. Tanaka said they also discussed food and beverage with the UH Housing Department
and they felt that lunch should be a take and go. Ms. Takamine said there might not be athird meal for the delegates. They will receive breakfast and a box lunch to go.

Mr. Tanaka reported that the hotel rates for non-delegates will be available to post on thewebsite as soon as the attrition and cancellation details and the hotel fees are finalized.

Pacific Island Institute - Logistics:
Ms. Matsumoto requested confirmation to post the hotel rates for non-delegates on thewebsite. Mr. Ka ana ana indicated that he would seek guidance from Ms. Ahn and getback to her.
Ms. Matsumoto requested an updated RSYP for the delegates who will be attending the29th Meeting of the Council of Pacific Arts and Culture (CPAC) September 10-13, 2019.
PAT Foundation will follow-up.
Regarding UH s Waiver Fo for delegates/children, Ms. de Silva advised Ms.
Matsumoto to place that information on a thumb drive including all the rules andregulations for the dorms for distribution at CP AC for SPC to distribute especially tothose who were not able to attend the meeting. Hard copies will also be available.
Mr. Ka ana ana noted that it is important to communicate UH policies on damages,
deposits, alcohol, non-smoking etc., to the delegates ahead of time.
Other Reports:
PA Foundation - Festival Events and Production, Delegations:Ms. Takamine reported the following:Minutes of the Commission on the 13th Festival of Pacific Arts & Culture
Tuesday, September 3, 2019, Hawai 1 Convention Center, Board Room A
1801 Kalakaua Avenue, Honolulu, Hawai 1 96815
Page 6 of 8

¦ Ms. Takamine presented an updated list of Wa a confirmed to participate in
the Festivals, i.e., Aotearoa - Haunui, Ngahiraka Mai Tawhiti; Samoa Gaualofa; Rarotonga - Marumaru Atua; and Tahiti - Fa afaite. Two (2) will
be coming from Guam and one (1) from Taiwan.

¦ The Neighbor Islands, (Kaua i, MolokaT Maui and HawaiT) have confirmed
their commitment to host the visiting Wa a. The Wa a (potentially 16) will
sail to Maunalua Bay on 6/8/2020, and to Marine Education and Training

Center (METC) the following day. The sail will be widely publicized andcovered by the media, but no public ceremony will take place. A torch

lighting ceremony is scheduled for 6/9/2020. Kamehameha Schools will
coordinate and sponsor the events from Maunalua Bay to Ke ehi Lagoon Parkfor the public ceremony on 6/10/2020.
¦ PAG Foundation is still waiting for a response from E1TA regarding a request
for financial assistance for FESTPAC. Mr. Ka ana ana indicated that it was alarge request from FESTPAC to their Community Enrichment Program andthat it exceeded a threshold that the HTA board has set for expenditure. All
requests to HTA must be made in writing to the HTA Board and apresentation must also be made to the Board.
¦ The Commission discussed the draft Requests for Proposals (RFPs) submitted

for the following six (6) positions: Administration Director, Artistic Director,
Facilities and Venues Director, Government Services Director, Residential
Operations Director, and Support Services Director. Ms. Takamine stated that
the RFPs were drafted in March 2019, and revised September 1, 2019, andthat all the positions are listed in the FESTPAC Manual. She also stated thatthe positions are required in order for PAT Foundation to really get all thework done. PAT Foundation is waiting for an approval of the budget to sendout the RFPs. The estimated cost to fully fund the six (6) positions for eight(8) months is $12,000. Mr. Tanaka indicated that he has not yet reviewed thepositions.

¦ Invoice totaling $65,000 was submitted to DBEDT for March to July 2019and is still outstanding. Ms. Takamine requested a meeting to review thebudget and also requested a copy of the RFP for the fundraiser coordinatorthat was sent out by DBEDT. Per Ms. Lum, payment of the invoice will beavailable in 30 days.
Mr. Rojas presented a breakdown of all the appropriations from 2017 to 2019
and all the Federal grants that have been awarded. As of July 31, 2019, PAT
Foundation has expended $346,398. He stated that the original contract for

PAT Foundation, in its first phase was $475,000 which was set aside for five(5) salaries for three (3) years. Representative Onishi stated that if there was amodification to the contract, PAT Foundation should have agreed to that.

Minutes of the Commission on the 13th Festival of Pacific Arts & Culture
Tuesday, September 3, 2019, Hawai i Convention Center, Board Room A
1801 Kalakaua Avenue, Honolulu, HawaiM 96815
Page 7 of 8

Mr. Ka ana ana suggested that we should start with a clear and clean budgetthat reflects real amounts, not eventualities or possibilities, so that theCommission will be more effective in supporting PA I Foundation, DBEDT,
and the State in implementing the Festival. He requested a copy of the mostcurrent version of the contract, as well as the previous edition along with asummary sheet of all the changes.
Representative Onishi said before the next meeting PA I Foundation and

DBEDT should meet and clarify everything so that there is a real working
budget that both PAT Foundation and DBEDT can agree to and if they can tthen the Commissioners should make a decision. He also suggested that they
consult the AG’s office on the contract to find out whether there needs to be
any additional amendments.
Mr. Ka ana ana requested that a copy of the budget be sent to theCommissioners ahead of time to help prepare better questions for a more
efficient meeting. It should be a single budget based on the actual amountappropriated or encumbered, etc.
¦ Regarding FESTPAC sponsorship opportunities, Ms. Takamine indicated that
she has been inviting people to join in the spirit of Hanai and there are various
levels of support, e.g., to Hanai a Delegation is $390,000, or a delegate is$3,900 which would assist with housing, meals and ground transportation, or adelegation float at Kamehameha Day Parade and Parade of FESTPAC Nations
is $7,500, etc.
* The number of people that will go on the site inspection on Thursday,
September 12, 2019, during CP AC is not yet confirmed as Ms. Takamine
indicated that she was waiting for an itinerary. Ms. de Silva stated that the
CP AC meetings are from Tuesday, September 10 to Thursday, September 12,
2019. Delegates are expected to start arriving Saturday, September 7, 2019,
and the latest they are expected to be leaving is Saturday, September 14, 2019.

Strategies 360 Report:
Strategies 360 Communication submitted a written report.

SMS Status Report:
SMS Consulting submitted a written report.

Minutes of the Commission on the 13th Festival of Pacific Arts & Culture
Tuesday, September 3, 2019, Hawafi Convention Center, Board Room A
1801 Kalakaua Avenue, Honolulu, Hawafi 96815
Page 8 of 8

NEW BUSINESS:
VISAS:
Arrangements will be made for the smaller countries to convene at certain points aroundthe Pacific to get their visas. Mr. Rojas stated that the Department of State agreed towork with them to speed up the visa process.

DATE OF NEXT MEETING:
The next meeting was scheduled for Thursday, September 26, 2019, at 1:00 p.m. at the Hawafi
Convention Center Executive Boardroom A.

ADJOURNMENT:The Meeting was adjourned at 3:37 p.m.

Respectfully Submitted,

Kalani English
Chair

Date