CORRECTED
DEPARTMENT OF BUSINESS, ECONOMIC DEVELOPMENT & TOURISM (DBEDT)MINUTES OF THE COMMISSION ON THE 13TH FESTIVAL OF
PACIFIC ARTS & CULTURE (FESTPAC) MEETINGWEDNESDAY, OCTOBER 23, 2019, AT 11:00 A.M.
HAWAI‘I CONVENTION CENTER
1801 KALĀKAUA AVE., BOARD ROOM B
HONOLULU, HAWAIʻI 96815
Commission Members Present were:
Snowbird Bento
Māpuana de Silva
Mehanaokala Hind
Kalani Ka‘anā‘anā
Misty Kela‘i
Dennis Ling-Monte McComber-Community Member At-Large
Community Member At-Large
Office of Hawaiian Affairs
Hawaiʻi Tourism Authority Designee
City & County of Honolulu Designee
Department of Business, Economic Development &Tourism (DBEDT) Designee
Governor’s Designee

Jacob AkiDonalyn Dela Cruz
Maka Casson-Fisher
Honey Maltin-Wisot
June Matsumoto
LorMona Meredith
Jay Rojas
Vicky Holt-Takamine
Darrett Tanno-Senator English’s Office
Strategies 360
Hawaiʻi Tourism Authority
Strategies 360
Pacific Islands InstitutePacific Islands InstitutePA‘I Foundation
PA‘I Foundation
Royal Hawaiian Center

Margaret Ahn-

Attorney General’s Office

Guests:Staff:

Jamie Lum
Selma Malcolm (Recording) -DBEDT
DBEDT

Apologies:
J. Kalani English, ChairRichard Onishi-Senate President’s Designee
House Speaker’s Designee

CALL TO ORDER:
The meeting was called to order by Mr. Ka‘anā‘anā on Wednesday, October 23, 2019, at 11:14
a.m., who welcomed everyone present.
Moment of Contemplation was said by Mr. Maka Casson-Fisher.
APPROVAL OF OCTOBER 9, 2019 MEETING MINUTES:
Minutes of the meeting held on Wednesday, October 9, 2019, were approved on a motion byMr. McComber and seconded by Ms. de Silva to accept the minutes as amended.
OLD BUSINESS:
A. DBEDT Report:
Mr. Ling presented DBEDT’s report.
Allowable Features for FESTPAC Website:
Mr. Ka‘anā‘anā referred the Commissioners to their meeting packets for the details onallowable features for FESTPAC website. He asked that DBEDT and/or Ms. Ahn checkwith the State Procurement Office (SPO) on an item in the Ethics Commission’s email
regarding fundraising, as it states the Ethics Commission does not deal with Procurement.
Ms. Ahn indicated that she would do so. Mr. Ka‘anā‘anā then suggested that in general,
DBEDT should be responsible to follow-up with SPO on any matters.
Mr. Ling shared information he obtained informally from the State Procurement Officeon solicitations for sponsorships. He noted that the State Procurement Office confirmedthat DBEDT can solicit sponsorships through a Request for Proposal (RFP) and that
exclusivity can be offered for more than one entity, if it is noted in the RFP. Mr. Ling
also noted that the contractor is not required to do an RFP for sponsorships. During
discussion, Mr. Ka‘anā‘anā reiterated that PA‘I Foundation as a contractor, can solicit for
donations as they deem fit as guided by the Commission.
PA‘I Foundation Contract Renegotiation:Mr. McComber presented a summary of the meeting with DBEDT and PA‘I Foundation
regarding the renegotiation of PA‘I Foundation’s contract. He updated the Commission
on the budget priorities, i.e., delegate housing and meals, ground transportation, theHawaiʻi Convention Center (HCC, as the main venue) and programs. He said that
DBEDT’s contract with HCC is confirmed (at cost) with a 50 per cent discount on theoverall costs of HCC; and PA‘I Foundation will be submitting to DBEDT a master list ofthe rooms which DBEDT will be using to finalize the contract with HCC. PA‘IFoundation is planning to make a presentation to the Hawaiʻi Tourism Authority (HTA)
Board of Directors at their board meeting on November 21, 2019, to request funding forFESTPAC 2020. PA‘I will present to the Commission at the next meeting on November
13, 2019 what their request to HTA will be, which will include a detailed budget with reappropriations based on the budget priorities previously discussed, cash raised by PA‘I
and how it would be spent, and the in-kind donations. The next step will be for DBEDTto submit a revised overall budget to the Commission at the November 27, 2019 meeting.
The Commission can then contemplate whether a request for an emergency appropriation
to the Legislature is needed. During discussion, Mr. Ka‘anā‘anā on behalf of theCommission and DBEDT asked whether PA‘I Foundation will be making the payments
for delegate housing and meals, ground transportation, the HCC and programming sincethose items are already attached to their contract.
Ms. Kela‘i stated that her team, i.e., police, first responders, fire fighters, ambulances,
lifeguards, etc. is requesting a tentative event-by-event schedule so they can put together
their plans. She also needs this so she can estimate the cost to the City and then send herrecommendations to Mayor Caldwell so he can make a determination of the level of theCity’s support for FESTPAC. She will be meeting with Ms. Takamine to discuss theevents including a detailed budget for programming.
Mr. Ka‘anā‘anā asked if DBEDT had prepared the letter on behalf of the Commission toGovernor Ige requesting the release of the $100,000 restriction from the 2019
appropriation for FESTPAC. Mr. Ling said the request, which is reviewed by Budgetand Finance before going to the Governor, has been completed.
While discussing FESTPAC Revenues and Expenditures/Encumbrances from 2017 to2019, Mr. Ka‘anā‘anā reiterated his request for a clear budget that reflects real amounts
as it is important for the Commission to understand the cash flow. Mr. Ling stated that
there is $613,642 available to be spent (pending an invoice that was submitted by PA‘IFoundation) and a total of $816,042 is remaining in their contract. Mr. Rojas asked what
the remaining balance is after the deposit of $258,000 is paid to the University of Hawaiʻifor housing. Mr. McComber stated that the remaining balance is $1,257,066.50, due onDecember 16, 2019. Ms. Matsumoto stated that she and Mr. Tanaka will be meeting withrepresentatives of the University Hawaiʻi on Friday, October 25, 2019, to request anextension of the deadline from December 16, 2019 to February or March 2020. She also
indicated that University of Hawaiʻi does not provide linens for the dorms, so these will
have to be purchased. Mr. Rojas pointed out that with a balance of $613,642 and$1,257,066.50 owed to the University, DBEDT will be short by about $643,000. Furtherwith $816,042 remaining in the PA‘I Foundation’s contract he questioned whether
DBEDT will want PAʻI to direct some of those funds towards paying the University. Mr.
Ka‘anā‘anā suggested that PA‘I Foundation and DBEDT work together to find out what
portion of that total they would set aside for the budget priorities, i.e., (delegate housing& meals; ground transportation, HCC and programs). Mr. Ling stated that PA‘I
Foundation should determine what is available to be reprioritized. Mr. McComber thenstressed the importance of reprioritization since it is a pre-requisite for the emergency
appropriation with the Legislature and without that, the whole strategy would fall apart.
Ms. Takamine stated that PAʻI’s suggested approach would be to ask the Legislature foran emergency appropriation to cover the priority categories, housing, transportation, etc.,
then PA‘I Foundation would fund programming. She said she is currently working on adetailed budget for programming and all the information gathered will be distributed at
the next Commission meeting.
Ms. Bento suggested that the Commission could create and work with a backward map
with a timeframe. She is very pleased that the actual dates are being placed on the eventsas that helps the Commissioners to know what they can assist with to help meetdeadlines.
B. Other Reports:
PA‘I Foundation
Ms. Takamine presented the Festival Director’s report. She reported the following:
Ms. Takamine presented a draft job description for a Volunteer Coordinator position that
she would like to hire for a six (6) month period beginning January 1, 2020 at a salary of$20,000 and that the salary is included in their revised budget. During discussion, Mr.
McComber said Royal Hawaiian Center/Helumoa, will take on the responsibilities of theFESTPAC Volunteer Coordinator position as he will be able to assign his staff to carryout all the duties of the position.
Mr. Ka‘anā‘anā asked if the Commission would be interested in adopting the Council ofPacific Arts and Culture (CPAC) Handbook as it lays out quite clearly, a framework thatthe Commission can implement, with certain adjustments. During discussion,
Mr. Ka‘anā‘anā requested a revised list of FESTPAC organizing committee members andproposed that each Commissioner take one of the main sections in the handbook to workwith in support of the Festivals, i.e., Artistic, Administration, Government Services,Media Marketing and Scholarship, Venues and Facilities, Support Services andResidential Ops. Ms. de Silva stated that Hawaiʻi will be the first country to use thehandbook and that the Pacific Community (SPC) is requesting our feedback. She
encouraged the Commissioners to add their comments as it will help SPC tremendously
and also the countries that will host the Festivals in the future. Ms. Takamine will send
the Commission an organizational chart for the organizing committees.
The Commission reviewed the sponsorship levels and benefits report Ms. Takamine
presented. Ms. Takamine stated that she has been seeking sponsors to assist with variousevents, i.e., opening and closing ceremonies, queen’s pageant, etc., and that she would
like to work with Strategies 360 for levels of sponsors of $50,000 and above. Mr. Rojas
presented a PowerPoint presentation that PA‘I Foundation has been using to solicit
support/sponsors, etc. for FESTPAC. The Commissioners were impressed with thepresentation. Ms. Takamine will send a copy of the presentation to the Commissioners.
The Commission also discussed the PA‘I Foundation contract with DBEDT.
Mr. McComber felt that PA‘I Foundation should move forward and hire a fundraiser andfollow their procurement policy but DBEDT would have to be notified beforehand.

There was a short break from 1:00 p.m. to 1:08 p.m.
Mr. Ka‘anā‘anā stated that DBEDT has some concerns about PA‘I Foundation’sprocurements. He then proposed that the Commission approve a motion that wouldinstruct DBEDT to amend PA‘I Foundation’s contract and anything less than thethreshold of $25,000, PA‘I Foundation will be able to contract at will, in compliance withthe contract. Anything above the $25,000 threshold, PAʻI will need an RFP with aminimum of three (3) qualified bidders and it will be opened to the public.
During discussion, Mr. Ling explained that the RFP he intended for PAʻI is not like theState-issued RFP. Ms. Hind explained that better guidance is needed, because thestandard for RFPs practice with the State is a fully written scope for exactly what it is thatyou want published for at least 30 days and common practice is that the offeror can call aconference and have questions answered.
Mr. Ka‘anā‘anā asked that DBEDT provide the Commission with a copy of the RFP thatwas issued previously for a fundraiser. Ms. Takamine stated that the RFP should havebeen in consultation with them before it was sent out. At this point,
Mr. Ka‘anā‘anā stated that it’s important to clarify that there is only one festival director,
and it is Ms. Takamine whom the Commissioner and DBEDT hired to implement thefestivals.
Mr. Ling requested a motion that for amounts of $25,000 and below, the contractor willbe allowed to contract at will and for amounts over $25,000, an RFP will be issued that
follows best practices for procurement. The motion was withdrawn due to the lack ofclarity.
Mr. Ka‘anā‘anā encouraged PA‘I Foundation and DBEDT to meet and clarify certain
issues and report at the November 13, 2019 meeting.
Ms. Takamine updated the Commissioners on the status of its contract with Strategies
360. The proposal from media communications is moving forward, the website
contracted for initially was done and that PA‘I Foundation is still working with Strategies
360 regarding the media kit and sponsorship. Most of the items due on October 22, 2019,were submitted and there is nothing in dispute.
Report on the 29th Meeting of the Council of Pacific Arts and Culture (CPAC) September
10-13, 2019, in Honolulu:
Mr. McComber gave an update on the CPAC meeting. He noted that it was a great
experience, a follow-up from the 28th meeting; they discussed the delegations, the Pacificplans for the nations in term of strategic plans that they are developing and continuing tomove forward. There was a work session, and everyone worked on different parts of thestrategic plan in groups. Ms. Takamine made a presentation. There was also apresentation from the biosecurity team. Ms. de Silva thanked everyone who assisted atCPAC, especially Mr. McComber and Ms. Takamine. She said the delegates were very
happy with the information they received; the biosecurity team had a display; the site

visits were excellent; and the delegates were very pleased with all the services theyreceived.
Ms. Takamine also thanked her group for all their support.
NEW BUSINESS:
Chair English received an e-mail confirming participation of 100 delegates from Nauru. Copiesof the e-mail were distributed to the Commissioners.
DATE OF NEXT MEETING:
The next meeting is scheduled for Wednesday, November 13, 2019, at 9:00 a.m., at the Hawaiʻi
Convention Center, Executive Boardroom A.
ADJOURNMENT:The Meeting adjourned at 1:58 p.m., on a motion by Mr. Kalani Ka‘anā‘anā and seconded byMs. Māpuana de Silva.
Motion was passed unanimously.
Respectfully Submitted,__________________________________
Senator J. Kalani English
Chair________________________
Date