M I N U T E S

BUDGET AND FINANCE SUB-COMMITTEE MEETING of the HAWAII STATE COMMITTEE OF BLIND VENDORS

DATE:	Tuesday, October 21, 2014

PLACE: 	Ho’opono Auditorium
1901 Bachelot Street
Honolulu, Hawaii  96817

PRESENT:

1.	Sub-Committee:  Kyle Aihara, Donald Patterson, Ivy Galariada, and Stan Young

2.	Members:  Gerry Lonergan

3.	Ho`opono:  Business Manager Kat Fujimoto, VFS Bruce Nitta and Kyle Laconsay, and SBA Lea Grupen.  VFS Susan Chong joined the meeting during discussion of purchase orders under New Business.

CALL TO ORDER:

Noting the presence of a quorum, Don called the meeting to order at 3:13 p.m.

OLD BUSINESS:

1.	Costs for Renovation of 8 DAGS, Including Construction, DAGS Support, and Architect Planning Costs:  Chair Kyle asked for the balance of the RSRA.  Business Manager Kat responded that the balance was $1,517,523.09.  Kat stated that the information requested by the committee regarding the costs of the renovations was provided to the committee prior to this meeting and a copy is attached.

Following discussion, Chair Kyle asked Stan to be specific in terms of what he wants, put it in writing, and create a “picture with captions”.  Stan volunteered to reformat the expense reports provided by Business Manager Kat to identify exactly what he wants.

2.	Costs of Pearl Harbor Building 167 and West Hawaii Civic Center:  Stan noted that information was provided in an email.  Stan thinks its ok. Ivy will be opening on November 10. 

Business Manager Kat reported that total cost for Joint Base Pearl Harbor Hickam (JBPHH) was $39,754.  This information was emailed to the committee prior to the meeting and is attached.  Chair Kyle is ok that this expense is within the $45,000 budget.

Regarding West Hawaii Civic Center, VFS Bruce reported that the equipment is on order, but they’re having difficulty soliciting for the cabinetry.  Following discussion, Chair Kyle asked VFS Bruce to contact sub-contractor involved in cabinetry work for Kona Airport and also to follow-up with the county on closing out final permit so we can take actual possession of facility.  The cost estimate was emailed to the committee prior to this meeting and is attached.

Dane will be contacted to discuss option to move into the facility if he wants to, with a goal to move in December 1.

Business Manager Kat noted that $15,842 was spent on equipment for West Hawaii and asked the committee to approve an amount for the initial inventory.  Following discussion, it was the consensus of the sub-committee to start the initial inventory at $4,000. And if more is needed it can be addressed later.

3.	Costs of Items Used from the Renovation Funds, Including the Wish List:  Don reported where monies could be used as follows as example:

a.	Doug Moises is asking for a pastry case.
b.	Doug Moises is also asking about upgrading his air conditioning in his facility.

Stan noted that because of time constraints to work on a wish list, the sub-committee had decided that program would order extra equipment using the $115 thousand and would like a report listing how much have already been spent.  Chair Kyle instructed Stan to email the agency requesting this information.

Chair Kyle asked if the wish list is adequate and suggested that BEP staff visit the facilities to re-establish a relationship with the vendor, see the conditions of the facilities, and see if there are any safety issues.  Chair Kyle will work with the agency to facilitate site visits.

4.	Purchase Orders of 2014 and 2015:  Stan is requesting copies of purchase orders monthly.  SBA Lea responded that it’ll be the same information and double work for the agency and noted that in the past the committee had agreed that the expenditure report will suffice and they could come in to review the purchase orders if they wanted to.  

Following a lengthy discussion, Chair Kyle called a short break.

Continuous discussion on purchase orders and question of $19,000 purchase of counter on PO #808679.  Follow up action: Stan claimed of not receiving, to date, the expense report for PO #808679.  On October 22, 2014, Manager, Kat emailed to Stan and the committee, copies of two emails showing this purchase which was reported to Stan and the committee on 12/5/13 and 8/7/14. (copy attached).

5.	Cost Estimate of Liliuokalani Building not approved by the Committee:  The sub-committee asked what’s happened since the last meeting.  Business Manager Kat reported that nothing’s happened since.

Don shared a concern among the vendors that they feel too much money is being spent on one facility and understood that the committee could cancel the project if they want to.  Kat, Business Manager confirmed that this project can be cancelled.  Don noted that Chris approached him at the last meeting and shared the same concern and told him they could just replace his stove.

VFS Kyle reported that they are waiting on a bid to upgrade the electrical in order to install the new Vulcan stove which requires a higher voltage, and reported that Chris has asked for 5 additional circuits in the facility.  Bruce reported that the old former commercial stove operated under old building codes and a new commercial stove must meet new standards. It will take 6 to 8 weeks for the delivery of the Vulcan stove.

Business Manager Kat recommended that before they cancel any work, the committee should look at the long term usage of the facility, whether if they want it to continue operating as a kitchen then we may have to go ahead with an upgrade regardless.  Discussion turned toward looking at alternative operations such as ventless enclosed fryers, etc.

Chair Kyle recommended that the sub-committee check back with Chris to see exactly what he needs before we take any action.

NEW BUSINESS:

1.	Discuss What Can Be Done With The 2015 Renovation Funds:  Chair Kyle suggested that the SLA visit the facilities that are not touched by the current renovations to conduct a survey to see what their needs are.  Also ignore Military Troop Dining and Honolulu International Airport.  It was suggested that Liza Galiza’s renovation be pursued and Clyde Ota’s expansion be pursued.  The committee reported that Clyde did not want the second location.  The SLA reported that the second site was offered to Clyde by the DOT and encouraged by the SLA during the last walk-through.  Chair Kyle offered to talk to Clyde on the expansion issue.  

NEXT MEETING:	To be determined.

ADJOURNMENT: 	There being no further business to discuss, Don moved to adjourn the meeting.  The meeting was adjourned at 4:00 p.m.

Transcribed by:
KF/mra