Last updated: January 8, 2014 [JF]

Older Americans Month

Purpose Each May, the nation celebrates Older Americans Month (OAM) to recognize older

Americans for their contributions and provide them with information to help them stay healthy and active. It is a tradition that shows our nation’s commitment to honoring the value that elders contribute to our communities. For additional background information on this event, please visit the Administration on Aging (AoA) or the Administration for Community Living (ACL) website. You can also visit the current year’s webpage by visiting: http://www.olderamericansmonth.acl.gov.

Bringing this event closer to home, the Hawaii State Executive Office on Aging (EOA) and the Policy Advisory Board for Elder Affairs (PABEA) join the Area Agencies on Aging (AAAs) and the governor to recognize eight outstanding senior citizen volunteers from each of the four counties for their impact in our local communities.

Past OAM themes include “The Many Faces of Aging,” “Living Today for a Better

Tomorrow,” “Age Strong! Live Long!,” “Aging Well, Living Well,” and “Never Too Old to Play.” Each theme appreciates and celebrates the vitality and aspirations of older adults and their contributions to the lives of family, friends and neighbors. Your work & efforts are important!

PABEA’s Recognition and Awards Committee (RAC) organizes the state’s OAM ceremony and holds the responsibility of creating a memorable and precious event for Hawaii’s kupuna who have contributed their experience, knowledge, wisdom and accomplishments to add immeasurable value to our ohana. It is our honor to support, encourage and honor our island’s older adults through the planning of an annual OAM ceremony. General information

ê Monthly RAC meetings ? Time: Prior to PABEA meetings on Friday mornings (usually first Friday of each

month) at 9am (during the later half of the year) and 10am ? Location: Small conference room ? If asked to draft the agenda, make sure you send it out to Josephine Lum one week

before the meeting

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OAM Awards Ceremony Calendar ê June

! Evaluation of May event ! Kick off fundraising campaign ! Explore donor listing

ê July

! Start fundraising campaign ? Compile list of potential donors

• Update Excel contact sheet (saved under “OAM Donor List”) if needed

• Consider which donors might require personal pleas (if PABEA members have connections with any potential donors, request that they write a personal letter to accompany the generic solicitation letter) à increases likelihood that donor will follow through if there is a personal connection

• Look at initial funding amounts and set a realistic goal ? Consult with Ethics Commission for clearance

• Virginia Chock (#587-0460) ? Draft/edit solicitation letter ? Draft/edit thank you letter ? Start mailings

• Send Josephine the Excel file, making sure that it meets the requirements for mail merging

� In final version of document: " Do not include “greyed”/”lined” out rows " Make sure all contact information is current " Match the title of contact with contact title (e.g., Dr.

(instead of Mr./Ms.) with MD/PhD titles) ê August

! Send out remaining fundraising letters ! Assess fundraising efforts

? Evaluate efforts in terms of how much is received and base funding amount ! Introduction of new RAC members ! Appointment of committee Chair and Vice Chair

ê September

! Committee will decide whether to meet this month or reconvene in October ? Keep track of donations and send out letters of thanks to donors as donations

are received

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ê October ! Assess fundraising efforts

? Expand solicitation base? ? Launch another pool of solicitation letters if necessary

! Start search for potential musician and speaker/entertainment for event ! Send out letters of thanks to donors as donations are received

ê November

! Continue assessment of fundraising efforts ! Continue search for musician and entertainment ! Select date for event

? Usually reserved for a Friday and on the same day as May’s PABEA meeting in order to save members an additional flight to Oahu

? Time is usually for brunch (~11am-2pm) ! Designate someone to research publicity contacts ! Discuss potential contacts/donors for flowers, lei, favors ! Send out letters of thanks to donors as donations are received

ê December

! Committee to decide to meet or reconvene in January ! Make reservation for Washington Place1

? If committee decides to meet elsewhere, must consider a location that: • Is close to the Governor’s office • Is within price range (make estimations based on a party of ~75

people) � Buffet versus Plated � Set-up/Take-down fees

• Accommodates the disabled • Offers adequate amounts of parking • Is either indoors, or provides shade if outdoors

ê January ! Draft letter to State Comptroller for expenditure of funds for catering, lei, and other

event costs & Submit comptroller request for expenditure for meals; ! Submit event request to Governor and LG’s offices ! Discuss results of musician and speaker entertainment search – make commitment ! MC search – make inquiries with tentative date ! Report on publicity efforts ! Fundraising update/action as needed ! Submit request with caterer and menu for review ! Assess donations/budget ! Make inquiry with professional photographer

                                                                                                               1 Committee may or may not decide to host event at Washington Place; because this venue has been chosen for a number of years, many of the steps/tips involved in this guide make reference to contacts and procedures specific to Washington Place.

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? In past years, Brian Suda (#550-4848) provided us with this service, but has been unable to in recent years

! Email POCs from each county – notify them of state event date so they are able to schedule their county events prior to ours (See Appendix for contact information)

ê February

! Download OAM theme and logo from AoA website (http://acl.gov/NewsRoom/Observances/Index.aspx)

! Follow-up on request to Governor and LG’s offices ! Prep preliminary guest list ! Finalize musician and speaker/entertainment ! Finalize plans with MC ! Publicity update ! Given theme colors, discuss favor options/finalize plans ! Finalize centerpieces and lei ! Confirm menu with caterer ! Assess funds and budget ! Confirm photographer

ê March

! Review previous program and tweak for new event ! Publicity updates ! Finalize favors ! Review county senior recognition event dates ! Order EOA honoree medallions with Express Engraving

? Isabelle and Dale Dudley (#951-5504) ! Prep requisitions for event:

? Caterer ? Photographer ? Service Printers

• Pat Fujisaki (#841-7644, x23) ? Express Engraving (medallions) ? TAF for honoree travel

! Prep proclamation request with Gov’s office once the Presidential Proclamation is available

! Assess funds/budget ! Begin printed program prep as material comes available ! Contact AAA staff requesting honoree names, bios, contact info and photos once

available

ê April ! Submit proclamation request with Gov’s office

? Submit request for honoree commendations once available for each county office

! Finalize requisitions and submit for approval ! Fundraising/budget review

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! Prep program timeline and finalize program script for MC ! Finalize flowers, favors, lei

ê April, cont’d.

! Menu update as needed ! Continue prep of printed program ! Solicit staff volunteers for the event

? Post sign-up sheet in kitchen ! Prep/submit press release

? Publicity update ! Order invitations once clearance received from Gov’s office ! Review invitation listing ! Prep/send letters of congratulations to honorees ! Make flight arrangements for neighbor island honorees as they are announced ! Prep worker and guest listing for security submission to venue ! Solicit PABEA participation in event

? Volunteers for invocation ? Reading of Presidential Proclamation ? Reading of honoree bios

! Assess budget ! Submit request (should first be approved by April) with comptroller for expenditure

of funds ! Follow-up with AAA contacts as needed for honoree info

ê May

! Initiate honoree contacts once county events are completed-via written letters of congrats to be followed by phone contact

? Book flights ? Inform honorees of event specifics ? Include info about parking pass requests for downtown parking

! Finalize printed program ? Print 2 weeks before event

! Finalize transport passage for neighbor island honorees ? Coordinate bookings with AAA execs

! Finalize MC script and review with MC ? Inform program participants of their roles and timeline ? Prep and send out bios, Presidential Proclamation to presenters

! Send out invitations ? Prep RSVP listing for admin staff use

! Review guest logistics based on dignitary’s schedule ! Assess volunteer staffing and reissue appeal as necessary

? Send out specific volunteer job descriptions just prior to event date ! Collect luncheon payments and coordinate deposits with Lorraine ! Prep & finalize:

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? Guest and worker listing *If event is being held at Washington Place the Guest and worker lists must be submitted 4 days prior to the event to the on-site coordinator

? Guest payment listing for registration desk staff ? If the event is being held at Washington Place the guest and worker list must

be prepared for security check at gate ? Guest name badges with downloadable ACL OAM logo

ê May, cont’d.

! Parking at Washington Place ? Submit onsite parking listing (limited to 4 vehicles other than caterer vehicles

at Washington Place) ? Submit drive-on/drop-off listing ? Send out parking passes for guests, AAA execs

! Send out parking passes for downtown parking for honorees, guests, entertainers, photographer etc. Include clear instructions about use of parking passes, designated lots and display of the passes.

! Assemble favors ! Assess budget ! Review dignitary schedule and assign greeter ! Update menu, table settings, favors ! Decide on reserved seating assignment if dignitary expected ! Head count due to caterer week of event ! Prep materials for registration desk (front gate etc. if at Washington Place) to take in

the morning of the event ! Assign committee members to specific tasks – greeters, setting up tables, etc. ! Prep and submit press release once all county level events are completed

ê After the event

! Email thank you message to staff/AAA ! Solicit evaluation comments for committee feedback ! Send out thank you letters:

? Venue ? MC/Entertainer/Musician ? Governor/LG ? Donors (flowers, lei, favors, etc) ? Photographer

! Prep and send out honoree letters ? Include photo proof sheet and professional photographer’s contact info

! Prep for evaluation of event at June Recognition & Awards Committee meeting ! Send out copies of program to donors with enclosure note of thanks

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Appendix A: Contact Information County Contacts

• Hawaii County (HCOA) o Pauline Fukunaga

§ pauline.hcoa@hawaiiantel.gov § 808-961-8988 § 808-961-8600

• Honolulu County (EAD)

o Johnell Yamamoto jyamamoto1@honolulu.gov (808)768-7779

• Kauai County (KAEA)

o Charlyn Nakamine § cnakamine@kauai.gov § 808-241-4476 § 808-241-4470

• Maui County (MCOA)

o Jan Roberson § jan.roberson@co.maui.hi.us § 808-270-8221 § 808-270-7755

Café Julia, YWCA Kelii Rosa, Catering Sales/Banquet Manager 808-839-8396 kelii@cafejuliahawaii.com Cindy’s Lei Shop Karen Lee 808-536-6538 Express Engraving Bryce 808-951-5504 info@expressengravingetc.com Service Printers Cyndee Hata 808-841-7644, x23 cyndee@serviceprintershawaii.com

Olelo Greg Davis gdavis@olelo.org http://www.olelo.org/ep/application/ Jerron Oyama, Mapunapuna Community Media Associate 808-834-0007, ext. 140 joyama@olelo.org Wayne Yun, Mapunapuna CMC Manager 808-834-0007, ext. 133 wyun@olelo.org Professional Image Ty Sepulveda 808-532-6565 alakea@proimagehawaii.com

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EOA staff with OAM experience Anne Holton 808-832-0343 aholton@dhs.hawaii.gov Pamela Cunningham Pamela.cunningham@doh.hawaii.gov Representative Gregg Takayama Karen Kawamoto 808-586-6340 k.kawamoto@capitol.hawaii.gov Governor Neil Abercrombie Debbie Shimizu 808-586-0073 Debbie.shimizu@hawaii.gov Matthew Won, Constituent Services Representative (Commendations/Proclamation Printing) 808-586-5620 matthew.won@hawaii.gov Parking Control, DOH Keola 808-586-0352