AHC - Access Hawaii Committee : 20141204 - AHC Minutes

Access Hawai‘i Committee Meeting Minutes

December 4, 2014

1:00 p.m.

 Video Conference Centers

Kalanimoku Building

1151 Punchbowl Street, Room B-10

Honolulu, Hawai`i 96813



Videoconference Centers (VCC)

           County of Hawaii, Hilo VCC     County of Maui, Maui VCC      County of Kauai, Lihue VCC

           Hilo State Office Bldg.              Maui State Office Bldg.            Lihue State Office Bldg.

           75 Aupuni St., Basement          54 S. High St., 3rd Floor          3060 Eiwa St., Basement

           Hilo, HI 96720                           Wailuku, HI 96793                   Lihue, HI  96766



Members Present

  • Sharon Wong, Acting Administrator, DAGS/Information and Communication Services Division (ICSD) (CIO/Chairperson’s designee)
  • Kerry Yoneshige, Business Management Officer, representing the Comptroller, Department of Accounting and General Services (DAGS) (Secondary representative)
  • Karen Higa, IT Specialist, representing the Administrator of the Information and Communication Services Division (Secondary representative)
  • Mara Smith, Procurement Manger, representing the Administrator of the State Procurement Office (SPO) (Secondary representative)
  • Jennifer Brooks, Attorney, representing the Director of the Office of Information Practices (OIP)
  • Stuart Okumura, Coordinator, Department of the Attorney General (AG), Juvenile Justice Information System
  • Donn Yabusaki, IS Manager, representing the Director of the Department of Commerce and Consumer Affairs (DCCA) (Secondary representative)
  • Robert Su, IT Manager, Department of Taxation (DoTAX)
  • Representative Kyle Yamashita, State Representative
  • Keith Ho, Deputy Director, representing the Director and CIO of the City and County of Honolulu (Second representative)
  • Donald Jacobs, Jr., Director, County of Hawaii (VCC)*
  • Mandi Swanson, IT Project Leader, representing the CIO for the County of Kauai      (Secondary representative)  (VCC)*


Members Absent

  • Kevin Thornton, Director of Support Department, Judiciary
  • Senator Glenn Wakai, State Senate
  • Jacob Verkerke, IS Manager, County of Maui


Other Attendees          

  • Diane Erickson Deputy Attorney, Department of the Attorney General
  • Bonnie Kahakui, SPO
  • Russell Castagnaro, General Manager, Hawaii Information Consortium (HIC)
  • Rosie Warfield, eGov Manager, HIC
  • DeAnna Niderost, Project Manager, HIC
  • Joseph Heaukulani, Member of the public
  • Susan Bannister, ICSD


*Participated via videoconference center (VCC)


Meeting Business



I.       Call to Order and Determination of Quorum


Designated Chairperson Sharon Wong called the meeting to order at 1:09 p.m. at which time quorum was established and the requirements for public notice were made.    


II.     Approval of the September 4, 2014 Meeting Minutes


Member Yoneshige made a motion to approve the meeting minutes, which was seconded by Member Brooks.  Vote was taken and the motion passed.


III.    Public Testimony


Member of the public, Joseph Heaukulani, represented a group on open data that wants to ensure that all data collected is made available for free to the public.  He asked several questions regarding the AHC and HIC, such as how are the projects chosen, who decides on the fee, and copyright issues. Mr. Castagnaro responded that many of his questions could be answered during his report.


IV.    AHC Hawaii Information Consortium General Manager’s Report; Discussion and Appropriate Action


Mr. Castagnaro introduced staff members Rosie Warfield, Manager of eGoverment and customer services and DeAnna Niderost, Project Manager.  He reviewed the General Manager’s report noting a new section listing new and amended Statement of Works (SOW).  He provided two new SOWs-- one with the Department of Health, Medical Marijuana Registration System and the other with the County of Maui, Department of Finance, eRecording with the Department of Land and Natural Resources (DLNR) Bureau of Conveyances (BOC). 


The Medical Marijuana Registration System will be launched on January 1, 2015.  It is currently handled by the Department of Public Safety but will be transferred to the Department of Health on January 1, 2015.  The eRecording services will allow state and county divisions to electronically record liens, leases, etc. with the BOC.  Currently, the Maui County sends the documents through a courier. 


Mr. Castagnaro announced that the Center for Digital Government awarded the State of Hawaii the Best of the Web award.  He noted that in 2011, Hawaii did not make the top 25, but by 2013, it had made the top ten with its newly implemented state government template.  The award is a testament of how far the state has come in such a short time.


He attended a conference and discussed how to use social media and cross marketing with government services to improve online adoption of tax services throughout other states. 


V.      AHC Annual Report to the 2015 Legislature; Discussion and Appropriate Action


Chair Wong reviewed the AHC Annual Report on the operation of the Internet portal for the period January 1 through December 31, 2014.  The report is a compilation of what was done in 2014.  It also includes the annual report prepared by HIC on the operations of the portal from January 1 through December 31, 2014.  


Mr. Castagnaro stated that in 2014, HIC has 104 online services with as many as 20,000-50,000 transactions in a given week.  HIC acts as an extension of many state and county agencies as HIC develops, tests, hosts, maintains, markets, does outreach and provides customer service for the program.  HIC also provides 24/7 phone service.


The committee reviewed the reports and had no comments.


VI.    HIC Report:  Review and Approval of Fee Schedule; Discussion and Appropriate Action


Mr. Castagnaro reviewed the HIC fee schedule.  Mr. Heaukulani stated that according to the Hawaii Revised Statutes (HRS) 846-10, electronic searches with a printout for an ecrim search (Hawaii Criminal Justice Data Center) should be $10, but HIC charges $15.  Mr. Castagnaro explained that the AHC website has legislation on how the AHC Portal Manager can set value added fees for electronic access, so the portal manager can collaborate and set fees that are reasonable and be reviewed by the AHC.  Compared to other counties across the country, Hawaii has a statewide fee structure far less than other counties.  


Member Yoneshige made a motion to approve the schedule as presented, which was seconded by Member Brooks.  Vote was taken and the motion passed.


VII.   Update on Filling the Portal Program Manager Position


Chair Wong reported that in June 2014, one person applied for the position but did not meet the qualifications.  The position is posted on the State Department of Human Resources Development website but might require postings elsewhere to attract more qualified applicants.  It was suggested that the job be posted on sites such as the GovTech website or ask HIC to post it on their websites across the nation.  This item will be on the next agenda to discuss options.    


Chair Wong also reported that based on the current monthly administrative charge of $8,000 paid by HIC, and with the contractually allowable increase of 5% per year, the special fund should cover the portal program manager’s salary, fringe benefits, and other expenses through 2019.


VIII. Announcement


  1. Next meeting:  March 5, 2015

Agenda items will include an orientation overview of the AHC and a review of the Sunshine Law for new AHC members and designees.


IX.    Adjournment


Member Yoneshige made a motion to adjourn which was seconded by Member Brooks.  A vote was taken and the motion was unanimously carried.  Meeting adjourned at 2:43 p.m.