STATE OF HAWAII
BOARD OF EDUCATION
GENERAL BUSINESS MEETING

MINUTES

Queen Liliuokalani Building
1390 Miller Street, Room 404
Honolulu, Hawaii 96813
Thursday, October 20, 2022



PRESENT:
Bruce Voss, Chairperson
Bill Arakaki
Shanty Asher
Lynn Fallin
Ken Kuraya
Makana McClellan
Lauren Moriarty
Kili Namauʻu


EXCUSED:
Kaimana Barcarse, Vice Chairperson


ALSO PRESENT:
Maverick Yasuda, Student Representative
Colonel Angenene Robertson, Military Representative
Keith Hayashi, Superintendent, Department of Education
Mallory Fujitani, Special Assistant to the State Librarian, Hawaii State Public Library System
Brian Hallett, Assistant Superintendent, Office of Fiscal Services, Department of Education
Annie Kalama, Interim Assistant Superintendent, Office of Student Support Services, Department of Education
Alysha Kim, Educational Specialist, Exceptional Support Branch, Department of Education
Randall Tanaka, Assistant Superintendent, Office of Facilities and Operations, Department of Education
Riki Fujitani, Auxiliary Services Director, Accountability Branch, Department of Education
Christine Shaw, Interim Assistant Superintendent, Office of Information Technology Services
Alison Kunishige, Executive Director
Kenyon Tam, Board Analyst
Regina Pascua, Executive Secretary
Lady Garrett, Secretary


  1. Call to Order


Board Chairperson Bruce Voss called the Board of Education (“Board”) General Business Meeting to order at 1:45 p.m. Board Chairperson Voss and Board Members Bill Arakaki, Shanty Asher, Lynn Fallin, Ken Kuraya, Makana McClellan, Lauren Moriarty, and Kili Namau‘u were present.


  1. Public Testimony on Board of Education (“Board”) Agenda Items


Board Chairperson Voss called for public testimony.


Cheri Nakamura, HEʻE Coalition, testified on agenda item VI.D, entitled “Board Action on the Department of Education’s initial operating budget submission for the 2023-2025 fiscal biennium focused on maintaining existing and required services.” She stated that she would stand on HEʻE’s written testimony and noted that without a strategic plan framework it is hard to monitor program effectiveness or whether program impact is occurring.


Cynthia Bartlett, Moms For Liberty Honolulu County, testified on agenda item VI.D, entitled “Board Action on the Department of Education’s initial operating budget submission for the 2023-2025 fiscal biennium focused on maintaining existing and required services.” She stated that the Department spent $1.6 million on social emotional learning and noted that a Chicago school district that used social emotion learning experienced declines in reading and math.


The meeting recessed at 1:53 p.m. and reconvened at 2:01 p.m.


Board members received written testimony before the meeting. (A listing of the people who submitted written testimony before the meeting is included at the end of these minutes.)


  1. Approval of Meeting Minutes of October 6, 2022


Board Chairperson Voss asked Board members to review the Board’s October 6, 2022 General Business Meeting minutes.


Board Member Fallin moved to approve the Board’s October 6, 2022 General Business Meeting minutes with an amendment to change “She highlighted that during the visit she was able to witness how social-emotional learning is happening in schools with a focus on providing a space for students tie themselves to their schools” to “She highlighted that during the visit she was able to witness how social-emotional learning is happening in schools.” Board Member Kuraya seconded.


Board Chairperson Voss asked if there were any objections to the motion. No Board member raised objections, and the motion carried through unanimous consent from all members present (Board Members Arakaki, Asher, Fallin, Kuraya, McClellan, Moriarty, and Namauʻu).


ACTION: Motion to approve the Board’s October 6, 2022 General Business Meeting minutes with amendments (Fallin/Kuraya). The motion carried through unanimous consent from all members present.


  1. Reports of Board Committees, Board Members, and Superintendent


Board Member and 2023 Legislative Investigative Committee Chairperson Arakaki reported that the 2023 Legislative Investigative Committee spent a couple of months meeting with key stakeholders on their education policy priorities and concerns. He explained that the committee found this feedback, which is summarized in the committee's memo, valuable and informative. Board Member and 2023 Legislative Investigative Committee Chairperson Arakaki stated that it helped the committee determine that it is not necessary for the Board to request legislation through the governor's administrative package this year; the committee also found it unnecessary for the Board to approve the Department's legislative proposals.

Board Member and 2023 Legislative Investigative Committee Chairperson Arakaki also reported that the committee recommends only a few changes to the Board’s 2022 Legislative Session policy positions, which are described in the committee's memo and attached as Exhibit A (clean copy). He stated that many legislative priorities are captured in the Department and public library system budgets, which the Board approves. Board Member and 2023 Legislative Investigative Committee Chairperson Arakaki stated that it is important for Board members to view these documents as another mechanism for setting policy priorities.

Board Member and 2023 Legislative Investigative Committee Chairperson Arakaki emphasized that this report completes the four of the committee's five tasks and that the Committee will bring its findings and recommendations for its final task relating to the Board's legislative reports to the Board in November.

Board Member and 2023 Legislative Investigative Committee Chairperson Arakaki shared that during meetings with various legislators and stakeholders, seven key themes arose, student achievement, workforce development, health and safety, funding, communication and relationships, board governance and policy, and leadership. He explained that these key themes are more fully described in the committee’s memo.

Board Chairperson Voss reiterated that Board action would be taken at the next meeting.


Board Member Moriarty reported that on September 12, 2022 she accompanied Sean Tajima, Campbell-Kapolei Complex Area Superintendent (“CAS”) to Barbers Point Elementary School and was welcomed by Principal Sandy Calio. She shared that the school faces a magnitude of challenges with a high transient student population, below state average achievement rates, increased chronic absenteeism (to 56%), and the school has had three principles in the last 10 years. Board Member Moriarty expressed support for the school wide efforts to improve the school climate with a theme entitled “Choose Love.”

Board Member McClellan reported that on October 11, 2022, she accompanied Tajima on a school visit to Campbell High School. She explained that at Campbell High School there is a strong focus on career pathways in the culinary experience and emphasized that she was able to see the excitement and investment from of other area principals.

Board Member Asher reported that on October 11, 2022, she also accompanied Tajima on his school visit to Campbell High School. She shared that the school has created a Success Academy for freshmen to help students transition into high school and expressed support explained how she could see that the complex area was united and ready to share their budget proposals as a complex area.

Board Member Namau‘u reported that on October 11, 2022, she also accompanied Tajima on his school visit to Campbell High School. She stated that Tajima brought everyone in his complex area together to figure out which schools need assistance and has made concerted efforts to approach area legislators for support. Board Member Namau‘u expressed support for the special education teacher who presented on the phenomenal things she is doing in her classroom.

Board Member McClellan reported that on October 12, 2022, she accompanied Hayashi, Superintendent on his superintendent visit to Kalanianaole Elementary and Intermediate School, Haaheo Elementary School, and DeSilva Elementary School along with Esther Kanehailua, Hilo-Waiakea CAS. She emphasized that she was impressed that staff was happy and excited to deliver a high quality education to students while leveraging community and family partnerships to help reduce chronic absenteeism.

Board Member Asher reported that on October 12, 2022, she accompanied Hayashi on his superintendent visit to Kalanianaole Elementary and Intermediate School, Haaheo Elementary School, and DeSilva Elementary School with CAS Kanehailua. She expressed appreciation for the opportunity to go on the school visit and shared that a highlight was visiting the sensory room that was designed to uplift a student who may be going through a difficult time at school.

Board Member McClellan reported on October 14, 2022, she accompanied Hayashi on his superintendent visit to Hookena Elementary School, Honaunau Elementary School, Konawaena High School with Jeanette Snelling, Honokaa-Kealakehe-Kohala-Konawaena CAS. She highlighted the commitment from Hookena Elementary School to uplift their student scores with a shift from 12% to 46% with a lot of community investment for the families.

  1. Public Testimony on Board Agenda Items


Board Chairperson Voss called for public testimony.


Susan Pcola-Davis, PTSA Highlands Inter-Pearl City High School, testified on agenda item IV.A, entitled “Investigative committee (a permitted interaction group pursuant to Hawaii Revised Statutes Section 92-2.5(b)(1)) concerning Board policy positions, legislative proposals, and legislative reports for 2023 Legislative Session: findings and recommendations on Board policy positions and legislative proposals for the 2023 Legislative Session.” She testified that the Board should develop a mechanism for communication with the legislature.


Susan Pcola-Davis, PTSA Highlands Inter-Pearl City High School, testified on agenda item VI.A, entitled “Board Action on the superintendent evaluation system process for the 2022-2023 school year.” She suggested that regarding the superintendent evaluation that the Board delegate authority to the chairperson of the Human Resources Committee and Board Member Moriarty to develop and determine how professional standards will be incorporated and to demonstrate if Hayashi has met outcomes.


Susan Pcola-Davis, PTSA Highlands Inter-Pearl City High School, testified on agenda item VI.D, entitled “Board Action on the Department of Education’s initial operating budget submission for the 2023-2025 fiscal biennium focused on maintaining existing and required services.” She expressed support for one registered nurse in each complex area and emphasized that it is important to provide funding for schools to receive critical active threat training.


Susan Pcola-Davis, PTSA Highlands Inter-Pearl City High School, testified on agenda item VI.E, entitled “Board Action on the Department’s Capital Improvement Projects budget for the 2023-2025 fiscal biennium.” She expressed concern with the Department’s Capital Improvement Projects section of the dashboard because it is not accessible, so the public is unable to verify the information prepared by the Department.

  1. Action Items


Board Member Moriarty moved to delegate authority to the Human Resources
Committee Chairperson to determine how the simplified professional standards will work in the approved truncated superintendent evaluation system for the 2022-2023 school year. Board Member Kuraya seconded.

Board Chairperson Voss announced that any Board Member who would like to provide input on this is welcome to contact Board staff.

Board Chairperson Voss called for a roll call vote on the motion. The motion carried unanimously with all members present voting aye (Board Members Arakaki, Asher, Fallin, Kuraya, McClellan, Moriarty, and Namauʻu).


ACTION: Motion to delegate authority to the Human Resources Committee Chairperson to determine how the simplified professional standards will work in the approved truncated superintendent evaluation system for the 2022-2023 school year (Moriarty/Kuraya). The motion carried unanimously with all members present voting aye.



Board Member Moriarty moved to delegate authority to the Human Resources
Committee Chairperson to determine how the simplified professional standards will work in the approved truncated state librarian evaluation system for the 2022-2023 fiscal year. Board Member Kuraya seconded.

Board Chairperson Voss called for a roll call vote on the motion. The motion carried unanimously with all members present voting aye (Board Members Arakaki, Asher, Fallin, Kuraya, McClellan, Moriarty, and Namauʻu).


ACTION: Motion to delegate authority to the Human Resources
Committee Chairperson to determine how the simplified professional standards will work in the approved truncated state librarian evaluation system for the 2022-2023 fiscal year (Moriarty/Kuraya). The motion carried unanimously with all members present voting aye.



Board Chairperson Voss called on Mallory Fujitani, Special Assistant to the State Librarian, Hawaii State Public Library System (“HSPLS”), to present HSPLS’s recommendation on its initial budget submission for the 2023-2025 fiscal biennium focused on maintaining existing and required services.

Fujitani stated that she is presenting on behalf of State Librarian Stacey Aldrich who is unable to attend. She requested that the Board support the proposed recommendation.

Board Member Fallin moved to approve HSPLS’s 2023-2025 fiscal biennium “steady state” budget request as described in Aldrich’s memorandum dated October 20, 2022. Board Member Namau‘u seconded.

Board Chairperson Voss asked for clarification on the proposed request to restore 69 positions including why these positions are critical in order to restore library services. Fujitani replied that there are 563 authorized positions and the 69 positions were unfunded at the start of the COVID-19 pandemic. She stated that all of the positions were vacant at that time and included some positions in the most critical regional library locations, such as Hilo, the Hawaii State Library, and Kapolei. Fujitani explained that funding had to be was taken from other areas in order to fill these positions and noted that recruitment on the neighbor islands is difficult, which can makes it hard to keep library doors open.

Board Chairperson Voss asked if $550,000 is enough to address safety issues for our libraries. Fujitani confirmed that the calculations are based on difference between the current rates for security officers the projected increase in the hourly rate. She also explained that and money for the current security contract is already included in the base budget.

Board Member Moriarty commended the proposed budget and asked for clarification relating to security issues at public libraries. She stated that for fiscal year 2023, the budget does not include specific amounts that were in the prior budget and she would like to know if the funding is adequate to move forward. Board Member Moriarty also asked if the $10 million,000 in capital improvement priority projects would allow for the initiation of new projects.

Fujitani replied that $3 million is an estimate used to cover costs associated with implementing a RFID system statewide. A pilot project, which includes tagging books and providing security gates is in place at the Nanakuli public library. She stated that the proposed amount should cover tagging of all books and the sytem will creates some internal cost efficiencies.

Fujitani stated that funding for the digital literacy program would be used for a statewide coordinator position. She explained that the libraries HSPLS would have three years to encumber the CIP funds since the request is for Fiscal Year 2024-2025 with $10 million allocated torequested for each year.

Board Chairperson Voss called for a roll call vote on the motion. The motion carried unanimously with all members present voting aye (Board Members Arakaki, Asher, Fallin, Kuraya, McClellan, Moriarty, and Namauʻu).


ACTION: Motion to approve HSPLS’s 2023-2025 fiscal biennium “steady state” budget request as described in Aldrich’s memorandum dated October 20, 2022 (Fallin/Namau‘u). The motion carried unanimously with all members present voting aye.



Board Chairperson Voss called on Hayashi and Brian Hallett, Assistant Superintendent, Office of Fiscal Services, to present the Department’s recommendation on its initial operating budget submission for the 2023-2025 fiscal biennium focused on maintaining existing and required services.

Hallett outlined the Department’s request for a high-level list of top ten requests, and further details on all attachments via the last page of the memorandum. He stated that the Department needs predictable, reliable, and equitable funding for schools.

Hallett stated that inflation was a large driver of the budget request with the top ten items making up 82% of the requests.

Board Member McClellan moved to approve the Department’s 2023-2025 fiscal biennium “steady state” budget request as described in Hayashi’s memorandum dated October 20, 2022. Board Member Fallin seconded.

Board Chairperson Voss commended the Department on the budgets memorandum, which reflects a lot of effort, thoughts, and work since transparency is more than numbers it is explaining its process.

Board Member Fallin echoed comments from Board Chairperson Voss on improvement of memo and presentation and outlined that there will be a second part of the budget submitted to the Board in December 2022 and the Department is working under tight deadlines.

Board Member McClellan asked if there are sufficient funds allocated to the Hawaii Keiki program for all schools. Hallett replied that there is enough for one nurse per complex and that once federal funding is no longer available, they must find funds.

Board Member Namauʻu asked if the Department has individuals to fill the applied behavior analysis positions. Annie Kalama, Assistant Superintendent, Office of Student Support Services and Alysha Kim, Office of Student Support Services, Exceptional Support Branch. Kalama stated that there is a shortage nationwide, but trying to grown own. Just completed memorandum of understanding with the University of Hawaii with almost 40 people who completed the program and received either a master’s degree or certification. Also working on building a program for registered behavior technicians. Kim provided further detail regarding the number of behavior analysts and registered behavior technicians employed. Kalama added that the Department has had to supplement Department employees with contractors.

Board Member McClellan echoed that the Board continues to hear about issues with student transportation and the need for more buses and more routes. Hallett stated that the budget request includes the assumption that after the current contract expire and are renegotiated, there will be a 25% cost increase in the baseline contract. Board Member McClellan asked whether the budget increase also reflects more buses and more routes, which is what schools and families have been asking for. Randall Tanaka, Assistant Superintendent, Office of Facilities and Operations, replied that a shortage of drivers is what is causing the shortage of student transportation. He stated that this driver shortage was driven by the COVID-19 pandemic and that the Department has done a number of things to shore up the shortage, including a program to provide free county bus passes to 9-12 grade students. Board Member McClellan urged Tanaka to take a closer look, particularly at rural areas where a driver may be available, but the issue is getting a bus. She stated that the issues she has been made aware of are due more to the lack of a vehicle.

Board Member Moriarty noted that the inflation estimate to maintain the non-weighted portion of Weighted Student Formula were 16.5% and 19% and that those estimates seemed high. She said that there was no need for a response. Board Member Moriarty stated that she appreciated the details, but thought that the big picture was missing, as well as an explanation of how the budget aligns with the Department’s strategies. She posed a question to Board Members of whether the Board wants to see the things they have been talking about as priorities in the strategic plan reflected in the way the budget is presented. Board Member Moriarty also stated that she would like to see some way to measure return on investment and that the Department should start thinking about including how we will assess whether the funds had their desired impact.

Hallett clarified that the inflation for WSF represents the difference in the consumer price index change 2020-2024 and 2020-2025.

Board Member Kuraya asked whether the Department anticipates that the student population will go up over the next two years. Hallett replied that is something he will need to look at. Board Member Kuraya stated that there needs to be an assessment of how the funding was used so the public can be assured that the funds are being used effectively and efficiently.

Board Member Asher stated that when she goes on school visits, students always talk about the quality of school food and hope that the budget reflects a response to student requests. She also stated that she hopes the Department is buying from local farmers. Board Member Asher also asked that there be consideration of representation of underserved populations when growing pipelines to fill positions. She also stated that there are issues with the times that schools start school and the city bus schedule and whether the Department can work with the city to align these schedules. Hayashi said that the Department would consider her comments on school food quality and source and representation and report back when the Department returns to the Board to discuss the second part of its budget. He stated that the Department would check with the City on the bus schedule issue she raised.

Board Member Namauʻu asked why there is a delay in the Office of Hawaiian Education’s request for three positions and training for teachers where it only appears in the second year and not the first year. Hallett stated that he believes funding is already committed for the first year, but that he will follow up to confirm.

Board Chairperson Voss asked if it is proper or legal for the Department to not pay its utility bills. Hallett replied that if the bill is not paid there are late interest charged, but that he hopes that they will find a resolution. Board Chairperson Voss asked how much does the Department need to cover utility bills. Ricky Fujitani, Office of Facilities and Operations, Auxiliary Services stated that utility costs have gone up 25% in the last three months with a record bill of $14 million this quarter. He stated that at that rate, the Department would be short two months’ worth of utility bills, which is around $12 million short. He explained that the legislature flat lines the amount of money allocated to utilities without any consideration of factors that affect utility costs, like the cost of oil.

Board Chairperson Voss called for a roll call vote on the motion. The motion carried unanimously with all members present voting aye (Board Members Arakaki, Asher, Fallin, Kuraya, McClellan, Moriarty, and Namauʻu).


ACTION: Motion to approve the Department’s 2023-2025 fiscal biennium “steady state” budget request as described in Hayashi’s memorandum dated October 20, 2022 (McClellan/Fallin). The motion carried unanimously with all members present voting aye.



Board Chairperson Voss called on Hayashi to present the Department recommendation on its capital improvement projects (“CIP”) budget for the 2023-2025 fiscal biennium.

Board Member Kuraya left the meeting at 3:37 p.m.

Tanaka outlined the Department’s capital improvement projects budget for the 2023-2025 fiscal biennium.

Board Member Fallin moved to approve the Department’s 2023-2025 fiscal biennium CIP budget as described in Hayashi’s memorandum dated October 20, 2022. Board Member McClellan seconded.

Board Member Fallin asked about the Department’s capacity to expend the funds being requested in the context of how it is expending funds currently. Tanaka replied that the Department is optimistic that it can expend the funds requested because of the Job Order Contracting (“JOC”) program, which consists of prequalified providers. He stated they could assign jobs based on a quoting system, which allows the Department to expend funds faster. Tanaka also described a new program, preferred small contractors who have a greater degree of flexibility, so it is easier to get them on campus. He noted that the Department’s priority is expending Maintenance of Effort (“MOE”) funds of around $256 million, which have to be expended by 2024. Tanaka noted that the MOE line items will take more time and will be a challenge.

Board Member Kuraya returned to the meeting at 3:40 p.m.

Board Member Fallin stated that Tanaka has committed to quarterly updates a month after the end of the quarter so everyone can stay on track.

Board Member Arakaki asked if there are funds that are available to address any cost increases. Tanaka stated that there are number of constraints the Department is working under, including supply chain and material increases. He stated that the Department addresses this by trying to value engineer the project or go back for more money through a re-appropriation process.

Board Member Moriarty noted that there was not a lot allocated to technology in the Department’s budget and asked whether that is because the Department has the funds it needs for technology.

Tanaka replied that the Department plans to launch software to track food service operations and project management software.

Christine Shaw, Office of Information and Technology Services, Interim Assistant Superintendent explained that the Department was fortunate to get a lot of funding it needed to get where it needed to be. She stated that the Department is shoring up risk areas, including hardware infrastructure and older systems with internal funding. Shaw said that once she works with the various offices she would come back with a request for additional system work. Board Member Moriarty explained that a priority is efficient systems and that she looks forward to further work in this area.

Board Member Kuraya asked for an explanation of why the Department is looking at purchasing the property formerly occupied by St. Francis School. Tanaka replied that the property provides the Department with an opportunity to consolidate operations and reduce rental expenses, like the rent at Dole Cannery, which currently totals $1 million per year. Kuraya also asked for clarification that the new classroom building for Ilima Intermediate would allow it to become a middle school and take Holomua Elementary School off a multi-track schedule. Tanaka confirmed this was accurate and that the Ewa plain is experiencing a great deal of growth, so more classroom space is required.

Board Member Kuraya noted that at the Board’s August meeting CIP projects were discussed and asked whether a compilation of the list available. Tanaka stated that the projects were restacked to prioritize MOE projects and prioritized projects requested by schools. Board Member Kuraya asked when the Board would be able to see this report. Tanaka stated that he would provide this report in November.

Board Chairperson Voss stated that during community meetings administrators asked how they can get their schools painted and whether funds for painting are a part of the deferred maintenance. Tanaka replied that the Department could use MOE money to paint schools and that one of the high priorities is painting. He stated that it is a capacity issue and is that the Department is working with Hawaii 3Rs and the prequalified small contractor program to get this done. Board Chairperson Voss asked Tanaka to make it clear to the principals that there is an opportunity to use the MOE funds to paint buildings.

Board Chairperson Voss called for a roll call vote on the motion. The motion carried unanimously with all members present voting aye (Board Members Arakaki, Asher, Fallin, Kuraya, McClellan, Moriarty, and Namauʻu).


ACTION: Motion to approve the Department’s 2023-2025 fiscal biennium CIP budget as described in Hayashi’s memorandum dated October 20, 2022 (Fallin/McClellan). The motion carried unanimously with all members present voting aye.


  1. Adjournment


Board Chairperson Voss adjourned the meeting at 4:00 p.m.


List of the people who submitted written testimony before the meeting

Name
Organization
Agenda Item
HALE HawaiiVI.D. Board Action on the Department’s initial operating budget submission for the 2023-2025 fiscal biennium focused on maintaining existing and required services and VI.E. Board Action on the Department’s Capital Improvement Projects budget for the 2023-2025 fiscal biennium
Cheri NakamuraHEE CoalitionVI.D. Board Action on the Department’s initial operating budget submission for the 2023-2025 fiscal biennium focused on maintaining existing and required services and VI.E. Board Action on the Department’s Capital Improvement Projects budget for the 2023-2025 fiscal biennium
Lynn OtaguroVI.D. Board Action on the Department’s initial operating budget submission for the 2023-2025 fiscal biennium focused on maintaining existing and required services and VI.E. Board Action on the Department’s Capital Improvement Projects budget for the 2023-2025 fiscal biennium
Susan Pcola-Davis IV.A. Investigative Committee; VI.A. Board Action on the superintendent evaluation system process for the 2022-2023 school year; VI.D. Board Action on the Department’s initial operating budget submission for the 2023-2025 fiscal biennium focused on maintaining existing and required services; VI.E. Board Action on the Department’s CIP budget for the 2023-2025 fiscal biennium;
Mara Hanson VI.D. Board Action on the Department’s initial operating budget submission for the 2023-2025 fiscal biennium focused on maintaining existing and required services and VI.E. Board Action on the Department’s Capital Improvement Projects budget for the 2023-2025 fiscal biennium