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HomeMy WebLinkAboutCOM 0184.003 1996-1998 " ~tv o o~°.'~ Y* . d, . 5[ephen K. Yamezhiro t.-n~~r;r : Harry A. Takaheaht Mayor ~ ~„'~S ~l Director -',r^._ ~ Cnaixnfv of ~uiu~f~7 fR~iR 4 R~`R 7 58 DEPARTMENT OF FINANCE (((~~~(n~II IIrr\\II 25 Aupuni Street. Rcoa I IB Hilo, Haveii ~VUNM~9+l ~ l~L..'-':~:~ (8081 981-8234 Fez [8081 9BI-B2 wTY Uj- ~-~~{I~'UAI~ March 3, 1997 TO: Honorable Aaron S. Y. Chung, Chair Committee on Finance FROM: Harry A. Takahashi, Finance Director~~C-'(~ SUBJ: 1997-98 Budget and Program Review Questionnaire Attached as requested are responses to the above-captioned questionnaire by each of the following divisions of the Finance Department: Administration/Budget Accounts Data Processing Purchasing Real Property Tax Treasury aeb attmts ijomra Dia ~ Sd ~ 03 _ P91s 210._, ~~A ~ Ref. 20: Rei. Date l~ 0 3 1997 28965 DEPARTMENT OF FINANCE ADMINISTRATION/BUDGET 1997-98 A. PROGRAM 1. Identify new goals and objectives reflected in your FY98 budget and the rationale and authority for implementation. The goals of the administration/budget remain the same. Being a staff agency, the goals are of a continuing nature. Two new objectives have been added: establishment of a property management program and the establishment of regular training sessions for finance related issues. A property management program is necessary, because of the acquisition of 4,000+ acres of land from Hamakua Sugar Company and the recent opinion that certain roads in limbo belong to the County. Training sessions have been instituted to provide a media to train new employees and to refresh veteran employees to various financial issues. Through training sessions, we hope to educate as many of our employees to common problems which should minimize redundant questions. 2. Identify goals and objectives that are to be discontinued in FY98 and the rationale for termination. Previous year's objectives being eliminated are: development and implementation of a meaningful capital budget and program and establishment of regular procurement sessions to insure compliance with the State procurement laws. The objective relating to the capital budget and program is being removed from the Finance objectives because the Planning Department has begun to take on this assignment. Section 5-4.2(d) of the Hawaii County Charter charges the Planning Director with the responsibility to review the lists of proposed capital improvements contemplated by agencies and executive agencies of the County and to recommend their order of priority. The objective relating to procurement sessions is being incorporated into our new objective of providing training sessions. 3. Identify programs or divisions (if appropriate) with significant (+10$) budget increases or decreases from the current year and the rationale for change in FY98. What impact do you expect these changes to have on services provided? Our salaries and wages account is being increased by 27$. This increase is attributed to collective bargaining increases and the addition of a Deputy Finance Director position. The addition of a Deputy Finance Director should enable the department to improve its monitoring of financial affairs and to take on additional responsibilities, e.g., driver licensing. We have a number of accounts which have been reduced as part of the budget process. We have added funds for appraisal/demolition because of increased activities in real property disposition. A new responsibility in administration/budget is office rent & maintenance. Budgeting for the expenses of the West Hawaii Office, Fire Administration and JC Penney facilities have now been assigned to the Finance Department. 4. Break down your department budget by division and funding source. List programs or services provided under each. The Department of Finance's budget is broken down by divisions and is totally funded by general funds. 5. Provide a copy of Fozm B-202 for major equipment requests budgeted for FY98 by division. If Form B-202 is not available, provide justification for each major equipment request. All divisions will be transmitting their responses to this questionnaire. 6. List major professional services contracts budgeted for FY98 by divisions and the rationale for each major contract. See Division responses. 7. What programs or services would you like to provide but are unable to do so? If any, describe. None 8. Are there other funding sources other than those already in place that could supplement or enhance programs or services currently provided? If any, describe the source and why you have not been able to access the funding. None B. EMPLOYEES 0 1 List the funding source and rationale for new positions reflected in your FY98 budget. Deputy Finance Director will be funded by general fund. Charter provides for a Deputy Finance Director and additional assignments will require the additional position. 2. List the funding source and rationale for positions to be deleted in FY98. None 3. List position reallocations that are planned for FY98 and the rationale for reallocation. Inventory Management Specialist to Inventory/Property Manager. This change is necessary due to change in duties and responsibilities. There has been an increase in the activities relating to real property. Absent the land agent, the department of finance has had to respond to many inquiries regarding roadway and easement dispositions. 9. What positions would you like to add, fill or fund that are not in your FY98 budget and why? None 5. Provide a detailed organization chart of your department's operations in FY98. DEPARTMENT OF FINANCE _ Pension B r Director of Finance A-18 Z 0035 (Real Property Taa Boar R i w Deputy Finance Director A-17 r ri 1 r i Private Secretary SR-20 H 7 Administrative Services Senior Account Clerk SR-13 H Accounts Data Processin Real Pro erty Purchasing Treasurv 4 P 9~ Division Division Tag Division Division Division Division BUDGET DIVISION Budget Administrator EM-5 GARY TARAMURA HC 2437 Budget Analyst III SR-20 HELEN MATSUI H~ 2 d ~,Y~......~4' . ~ gg ~ . Stephen K. Yasaahi ra a0,~:4~~[~ Mayor a Herry A. Takahashi ?i rec Car •'33 ILIILIYIf><i II~ ~~LMf1IIIiI DEPARTMENT OF FINANCE 25 pupuni Street, Roan IIB Hilo. Hawaii 98728-4252 [BBB] 961-8234 Fax (9081 98I-8248 Februazy 14, 1997 To: Harry A. Takahashi, Director o~f~F~i~n,,anc/e From: Dixie Kaetsu, Controller (~~~yw~/V`~ Re: Budget and Program Review Questionnaire Below is Accounts Division's response to the questions circulated by Aaron Chung, Chair of the Council Committee on Finance. A. PROGRAMS L IDENTIFY NEW GOALS AND OBJECTIVES REFLECTED IN YOUR FY 98 BUDGET AND THE RATIONALE AND AUTHORITY FOR IMPLEMENTATION. The goals and objectives of the Accounts Division remain unchanged from FY97. 2. IDENTIFY GOALS AND OBJECTIVES THAT ARE TO BE DISCONTINUED IN FY98 AND THE RATIONALE FOR TERMINATION. There are none to be discontinued. 3. IDENTIFY PROGRAMS OR DIVISIONS (IF APPROPRIATE) WITH SIGNIFICANT (>10%) BUDGET INCREASES OR DECREASES FROM THE CURRENT YEAR AND THE RATIONALE FOR CHANGE IN FY98. WHAT IMPACT TO YOU EXPECT THESE CHANGES TO HAVE ON SERVICES PROVIDED? Since the budget is not yet finalized and this report is due to you by February 21, I am unable to answer this question. I do not anticipate any significant budget increases or decreases from FY97, and I do not expect that there will be any impact on services provided to employees or vendors. Februazy 14, 1997 Harry A. Takahashi Page 2 4. BREAK DOWN YOUR DEPARTMENT BUDGET BY DIVISION (IF APPROPRIATE) AND FUNDING SOURCE (FEDERAL, STATE, COUNTY, OTHER). LIST PROGRAMS OR SERVICES PROVIDED UNDER EACH. Accounts Division is funded entirely by County funds. 5. PROVIDE A COPY OF FORM #B-202 FOR MAJOR EQUIPMENT REQUESTS (>$10,000) BUDGETED FOR IN FY98 BY DIVISION (IF APPROPRIATE). IF FORM #B-202 IS NOT AVAILABLE, PROVIDE JUSTIFICATION FOR EACH MAJOR EQUIPMENT REQUEST. There aze no major equipment requests in the Accounts Division budget. 6. LIST MAJOR PROFESSIONAL SERVICE CONTRACTS (>$25,000) BUDGETED FOR IN FY98 BY DIVISION (IF APPROPRIATE) AND THE RATIONALE FOR EACH MAJOR CONTRACT. There aze no major professional service contracts included in the Accounts Division budget. 7. WHAT PROGRAMS OR SERVICES WOULD YOU LIKE TO PROVIDE BUT ARE UNABLE TO DO SO? IF ANY, DESCRIBE. We would like to take advantage of current technological innovations to make the accounts payable process and the payroll process more "paperless" and decrease the present paperwork burden on the departments. We hope to accomplish this within the next few years by the acquisition of a new financial computer system. 8. ARE THERE OTHER FUNDING SOURCES (E.G. GRANTS, ENTITLEMENTS, ETC.) OTHER THAN THOSE ALREADY IN PLACE THAT COULD SUPPLEMENT OR ENHANCE PROGRAMS OR SERVICES CURRENTLY PROVIDED? IF ANY, DESCRIBE THE SOURCE AND WHY YOU HAVE NOT BEEN ABLE TO ACCESS FUNDING. There aze none. Februazy 14, 1997 Harry A. Takahashi Page 3 B. EMPLOYEES 1. LIST THE FUNDING SOURCE AND RATIONALE FOR NEW POSITIONS REFLECTED IN YOUR FY98 BUDGET. There are no new positions in the FY98 budget. 2. LIST THE FUNDING SOURCE AND RATIONALE FOR POSITIONS TO BE DELETED IN FY98. There are no positions to be deleted in FY98. 3. LIST POSITION REALLOCATIONS THAT ARE PLANNED FOR IN FY98 AND THE RATIONALE FOR REALLOCATION. At the present time, no position reallocations aze planned for in FY98. 4. WHAT POSITIONS WOULD YOU LIKE TO ADD, FILL OR FUND THAT ARE NOT IN YOUR FY98 BUDGET AND WHY? There aze none. 5. PROVIDE A DETAILED ORGANIZATION CHART OF YOUR DEPARTMENT'S OPERATIONS IN FY98. The current Accounts Division organization chart is attached. ORGCHART.XLS Accounts Division Controller EM-7 HC 2442 Dixie Kaetsu Accountant V SR-26 HC 2443 Jer Hamamato Payroll Section Accountant III SR-22 Property Management Specialist HC 0021 SR-22 HC 0075 Linda Tsunoda Accounting Section staple Iwamoto Pre-Audit Clerk II SR-15 Pre-Audit Clerk II SR-15 HC 0024 HC 0076 Carol Arikawa Mae Ikeda Pre-Audit Clerk I SR-13 Senior Account Clerk SR-13 HC 0023 HC1903 Jocelyn Punsalan Peggy KuwatuUa Account Clerk SR-11 Asst. Account Clerk SR-08 HC 0036 HC3605 Sal Ganiron Susan Tanou e 4/1 /96 COUNTY OF HAWAII HAWAII COUNTY COUNCIL PR0~12AM AND BUDGET REVIEW QUESTIONNAIRE Fiscal Year 1997-98 (FY98) DEPARTMENT: F1riariCe DIVISION: Data PrOC@SSlri(J A. PROGRAMS 1. Identify new goals and objectives reflected in your FY98 budget and rationale and authority for implementing. Specific objectives for FY 1997-98 include the following: • Develop strategy for dealing with Year 2000 "turn of the century" ramifications on the County's various computer systems and applications and begin implementing when and where possible. Rationale: We must ensure that the County's computer applications and computer systems that were designed for use in the latter half of the 20th century will continue to perform into the year 2000 and beyond where necessary. There are hardware and software issues involved. • Replace outdated removable disk drives with new drive(s) to improve storage, reliability, speed, and reduce operating costs. Rationale: Modernization and reduction of long term operating costs. • Install TCP/IP protocol software in the County's main Wang computer system. Rationale: Enable interconnection of the County's main Wang computer system with non-Wang systems where needed to facilitate transfer of information and remote logons. • Install Windows NT local area network server within Data Processing Division. Rationale: Prepare for future technology and migration. • Expand County's use of Internet. Develop Internet Web pages and methodology for keeping them updated to enable greater public access to County information. Rationale Prepare for future technology and adapt to new trends in the area of data processing. Cooperate with community efforts to develop a "Big Island Electronic Village". 2. Identify goals and objectives that are to be discontinued in FY98 and rationale for termination. None -2- 3. Identify programs or divisions (if appropriate) with significant 0 104) increases or decreases from the current year and the rationale for change in FY98. What impact do you expect do you expect these changes to have on services provided? None. Overall DP Division budget slated to increase only 1.44 4. Break down your department budget by division (if appropriate) and funding source (federal, state, county, other). List programs or services provided under each. DP Division is entirely County funded. Data Processing Division manages and operates the County's main computer system and related telecommunications network. It also provides general computer support; advises County agencies on computer related matters; coordinates shared use of computer hardware, software, telecommunications, and data files; interfaces with outside government and private agencies in support of County needs; and assists with computer training. The division also plays a major role in processing and maintaining the County's major financial systems, which include Payroll, Accounting, Budget, and Sewer Billing and providing similar support for numerous other computer applications for many departments and agencies. Advice and assistance is also provided to agencies connected to outside computer systems such as the CSC of Honolulu and State IBM mainframe computers. 5. Provide a B-202 for major equipment requests (>$10,000) budgeted for in FY98 by division (if appropriate). If Form #B-202 is not available, provide justification for each major equipment request. COMPUTERIZED CHECK PRINTING SYSTEM $15,000 JUSTIFICATION: This project is designed to purchase computer hardware, software, accessories, and supplies to enable printing of payroll and accounting checks (warrants) via laser printers onto blank stock paper, including all County header and background information, magnetic ink encoded numbers, and authorized signatures. Currently, preprinted checks having the required background information and magnetic encoded bank identification and serialised check numbers must be purchased from outside vendors. Problems can occur due to poor quality control by the printing company, incorrectly serialised and packaged checks, printer jams, shipping delays, etc. All of these undermine the County's ability to get its checks printed and mailed out on a timely basis and leads to lost staff time in resolving problems. -3- The new method will eliminate the need to purchase, store, and maintain special security control for preprinted checks. This will reduce operating costs and will save staff time in Data Processing Division, Accounts Division, and Purchasing Division. At the same time it will improve operational flexibility because the County can change the layout of its check images and create other needed special forms at will without having to go to an outside printing company. Also, it will alleviate problems and lost staff required to rectify printing problems with outside vendors, recover from printer jams, and having to process checks through a separate check signing step. 6. List major professional services contracts (>$25,000) budgeted for in FY98 by division (if appropriate) and the rationale for each major contract. None for DP Division 7. What programs or services would you like to provide but are unable to do so? If any, describe. In general, Data Processing Division would like to be able to provide a greater depth of support and service to other County departments and agencies in helping them to achieve their office automation goals. Areas such as computer training classes, increased involvement in special computer projects, migrating away from the Wang computer system to newer technology, improving and enhancing existing applications, implementing new systems, inter-networking of various departmental computer systems, and expanding public access to County data all deserve increased attention if we are to build a better working government of trained employees and better serve the public. Data Processing Division recognizes, however, that the County government has many priorities and needs but must live within realistic funding considerations. As a result, we will continue to do the best we can with the resources we have at hand. 8. Are there other funding sources (e.q. grants, entitlements, etc.) other than those already in place that could supplement or enhance programs or services currently provided? If any, describe the source and why you have not been able to access the funding. Data Processing Division would appreciate assistance in locating and obtaining other funding sources and grants as this is not our area of expertise. -4- t B. EMPLOYEES 1. List the funding source and rationale for new positions in your FY98 budget. No new positions are being requested by Data Processing Division. 2. List the funding source and rationale for positions to be deleted in FY98. No positions are being deleted by Data Processing Division. 3. List position reallocations that are planned for FY98 and the rationale for reallocation. No reallocations are planned at this time by Data Processing Division. 4. What positions would like to add, fill or fund that are not in your FY98 budget and why? Position No. 0025 - DATA PROCESSING SYSTEMS ANALYST I (SR-22) This position has been vacant since May of 1992. This position is needed to provide increased support to County departments and agencies in the rapidly growing areas of PCs (personal computers) and LANs (local area networks). We continue to fall short in meeting the demand for services within this area. As the use of computers expands and more functions are automated, it is important that adequate technical staff is present to maximize utilization. At the same time, we want to reduce the need for County departments and agencies to have to divert their limited internal staff resources away from their primary programs to support their internal computer operations. 5. Provide a detailed organization chart of your department's operations in FY98. Organization chart on file in Finance Department. COUNTY OF HAWAII CONFUTER APPLICATIONS DI CTORY SUPPORTED BY FIPANCE DEPARTMENT/DATA rROCESSING DIVISION as of 03/97 (Grouped by department/agency) DATE CONTROLLING AGENCY APPLICATION NAME IMPLEMENTED County Clerk COUNTY COUNCIL INDEX SYSTEM 01/85 County Clerk/Elections ELECTION EMPLOYEE TIME KEEPING SYSTEM 05/90 Finance Dept & Civil Svc. PAYROLL/PERSONNEL SYSTEM 07/81 Finance Dept./Accounts INVENTORY SYSTEM 06/82 Finance Dept./Accounts ACCOUNTING SYSTEM 07/82 Finance Dept./Accounts MANUAL WARRANT PROCESSING SYSTEM 02/90 Finance Dept./Budget BUDGET SYSTEM 10/81 Finance Dept./Purchasing PURCHASE ORDER SYSTEM 07/83 Finance Dept./Real Prop. REAL PROPERTY TAX (INQUIRY/AD HOC REPORTING) 09/85 Finance Dept./Treasury IMPROVEMENT DISTRICT SYSTEM 07/81 Finance Dept./Treasury BICYCLE LICENSE SYSTEM 07/86 Finance Dept./Treasury DOG LICENSB SYSTEM 07/87 Office of Aging SENIOR CITIZEN INFO/REGISTRATION SYSTEM 03/83 Parks & Recreation CEMETERY PLOTS SYSTEM 05/90 Planning Dept. LAND USE INVENTORY SYSTEM 11/82 Planning Dept. PLANNING PERMITS SYSTEM 07/86 Public Works BUILDING PERMITS SYSTEM 07/81 Public Works SEWER BILLING SYSTEM 07/81 Research 6 Development LIBRARY CATALOG SYSTEM 08/84 general use WORD PROCESSING (WANG 6 PC BASED SOFTWARE) 07/81 general use FINANCE INQUIRY (PAYROLL,A000UNTIN~,BUDGET) 01/82 general uae WANG OFFICE (E-MAIL/CORRESPONDENCB TRACKING) 01/92 general use WANG TELECOMMUNICATIONS NETWORK 06/83 general use TELECOMMUNICATIONS LINK TO C6C HONOLULU IBM 01/90 general use TELECOMMUNICATIONS LINK TO STATE OF HI. IBM 03/95 TE The above applications are running on the County's Wanq computer systems. Specific applications running on department stand alone PCs & LANs are not listed. Data Processing has assisted many departments and agencies in establishing PC-based applications and migrating some applications to PCs. Specific applications for the Police Department, Prosecuting Attorney, and Department of Water Supply are not shown in the above list since they are supported by data processing staff within those organisations. Hawaii County applications running on C&C of Honolulu and State of Hawaii ISM mainframe computers are not shown in the above list (e.q., Real Property, Voters Registration, Motor Vehicle Registration, Drivers Licensing, and various criminal fi court information systems). For Additional Information Contact County Data Processing Manager , r O Np ~ t4 n ~ ~i ~ _ ~ ~p+ pp I W „R m 8 M A q~ Y m O ~ ~ `C W l0 M W ~ F+ A ~ ~ A A N N W tf N i 4Zl M H ~ ti N M 0 A N _ ~ita 0 e~_~~ ~ H1 R s' c__ 0 n _ O r ~~R ~ a 2Q ~ ~ pFp~ N ~ pp1 ~ ~ O h1 C 0 A 9 N R 1C 10pµ J ~ F£+, ~ z m O M ~ ~ UI C pF IsJ N 'rJ ~~~q~q@}0( ~05. ~ ~ ~c~i ~,~{j n 17+ O C 1_ oOi V1 ~ ~ x ~ z ro ro 0 ~ r"r ~ ~ ~ u ~ ~ R ~ G1 yy d 'CIO M ~ V! H r A A AA pp M N N W ID W m ~ n__ N yy N W K n - - - - - - . ~ ~ - - - - - ~ C F m p Cr!~ ~ ~ (p fN~ r N M N N A. PROGRAMS 1. Identify new goals and objectives reflected in your FY98 budget and the rationale and authority for implementation. Purchasing Division will be maintaining current goals of operating the Division as efficiently and effectively as possible. 2. Identify goals and objectives that are to be discontinued in FY48 and the rationale for termination. None. 3. Identify programs ar divisions {if appropriate} with significant (more than 10$) budget increases or decreases from the current year and the rationale for change in FY98. What impact do you eapect these changes to have on services provided? None. 4. Breakdown your department budget by division (if appropriate} and funding source (federal, state, county, other). List programs or services provided under each. Purchasing Division has one program - provide centralized purchasing function - 100$ funded by County general Fund. 5. Provide a copy of Form #B-202 for major equipment requests (over $10,000.00} budgeted for in FY98 by division (if appropriate). If form #B-202 is not available, provide justification for each major equipment request. Purchasing Division has no equipment requests eaceeding $10,000.00. b. List major professional service contracts (over $25,000.00) budgeted for in FY98 by division (if appropriate} and the rationale for each major contract. Purchasing Division has no professional service contracts aver $25,000.00. 7. What programs oz services would you like to provide but are unable to do so? If any, describe. None. Are there other funding sources (e.g. grants, entitlements, etc.) other than those already in place that could supplement or enhance programs or services currently grovided? If any, describe the source and why you have not been able to access the funding. None. 1 f. B. EMPLOYEES 1. List the funding source and rationale for new positions reflected in your FY98 budget. No new positions for Purchasing Division. 2. List the funding source and rationale for positions to be deleted in FY98. No positions to be deleted from Purchasing Division. 3. List position reallocations that are planned for FY98 and the rationale for reallocation. None. 4. What positions would you like to add, fill or fund that are not in your FY98 budget and why? None. 5. Provide a detailed organization chart of your department's operations in FY98. Attached. (0021/38/49) ~rn~ro n FI ro ro n rmmo n ~ c y I x7 a rn n NHrr•N C N W A ~ M Js Q! N W fD OCjJ ff K"„1' Z I.. R ~royw~ pl [+1 N Ul N G G x m om A~r1 Awn O{'~M I "QOM O O 1V' H .~iH uG~~ 9yb ~ '~sJ ~ I h1 ?tl r ZI ro N L~J N K'i r „ro4r n z ~ n a m rn x w w m Arm z 8~0 d ' xonfi O1,~a C n~X~ rt w I-I .o. N 'yV ~ W ~P p I N I Z vt•1r w L~ N C+7 r t~ rr H h N x x Ahf~ w Ero 0o r-I (D Nxn ~A rx N I I I.. o N I.. o .P N I r ~o z~ r~01~ i JY.. ii ~cephen i:. Yamashiro di,:- : ;Iam Takahashi :~1a.ar :7:.c::c. ra or ww , l'LIIll2tftyT II~ ~~EI~ITEIIi DEPARTMENT OF FINANCE-REAL PROPERTY TAX 86i fiilani Shea Hilo, Hawii 96720-1679 fax (808) 96481(5 Appraixra (808) 961.8351 Clerical (808) 9648'_01 Col7eaiona (808) 9d1-828'_ February 20, 1997 MEMORANDUM TO: Harry A. Takahashi, Director of Finance FROM: Gary M. Kiyota, Real Property Tax Administrator SUBJECT: 1997-98 Program Review Please find our response to the questions circulated by Finance Committee Chair Aaron S. Y. Chung relating to the 97-98 program review. A. PROGRAMS 1. Identify new goals and objectives reflected in your FY98 budget and the rationale and authority for implementation. Not applicable. 2. Identify goals and objectives that are to be discontinued in FY98 and the rationale for termination. Not applicable. 3. Identify programs or divisions (if appropriate) with significant (>10%) budget increases or decreases from the current year and the rationale for change in FY98. What impact do you expect these changes to have on services provided? Not Applicable 4. Breakdown your department budget by division (if appropriate) and funding source (federal, state, county, other). List programs or services provided under each. County-General Fund 1 F Page 2 5. Provide a copy of Form #B-202 for major equipment requests (>$10,000) budgeted for in FY98 by division (if appropriate). If Form #B-202 is not available, provide justification for each major equipment request. Not Applicable. 6. List major professional service contracts ($25,000) budgeted for in FY98 by division (if appropriate) and the rationale for each major contact. a. Central Services Contract-City & County of Honolulu-Budgeted $160,000; to prepare tax maps for the County of Hawaii. b. Data Processing Contract-City & County of Honolulu-Budgeted $140,000; to perform all tax assessment and collection functions on the City's mainframe computer. c. Lock Box Collection Contract-First Hawaiian Bank-Budgeted $60,000; to assist the tax division with processing real property tax payments in August and February. d. CLT Maintenance Contract-Budgeted $30,000; maintenance contract for valuation software utilized by the County of Hawaii in performing property valuations and assessments. 7. What programs or services would you like to provide but are unable to do so? If any, describe. Would like to assume full responsibility for producing tax maps. Unable to perform function due to hiring freeze within tax division. 8. Are there other funding sources (e.g. grants, entitlements, etc.) other than those already in place that could supplement or enhance programs or services currently provided? If any, describe the source and why you have not been able to access the funding. Not applicable. B. EMPLOYEES 1. List the funding source and rationale for new positions reflected in your FY98 budget. Not applicable. Page 3 2. List the funding source and rationale for positions to be deleted in FY98. Not applicable. 3. List position reallocations that are planned for in FY98 and the rationale for reallocation. HC#3047 will be reallocated from RP Appraiser II to RP Appraiser III. Incumbent will fulfill training and experience requirements for reallocation to higher level within career ladder series. 4. What positions would you like to add, fill or fund that are not in your FY98 budget and why? We would like to fill HC#3740, Tax Maps and Records Supervisor II; HC#3741, RP Drafting Technician III; and HC#3831, Abstractor II. All of the positions are funded in FY98 budget. Filling the vacant positions will allow us to perform all of the tax mapping functions within the tax division. The county would save money by terminating the central services contract with the City & County of Honolulu and pertorming the work internally. FY97 contract with the City is $257,000. We anticipate FY98 contract to increase by approximately 8%. The tax mapping function is the starting point for the entire assessment and tax collection process. 5. Provide a detailed organization chart of your department's operations in FY98. See attached. N T J w a N Q ¢ r a U W O YO Q N ~ ¢ N Q O O C ~ yA~ J ~ O N W O Y N F- O J a Y Y C '¢a ~ o va q ¢ °a ~ a g c~ a i U ¢ 0 ~ F- ¢ 7 N~ _ ~ f Z Q Q J Q U Z A W U~ y ^ } ~ ~ w y o c o c ¢ w Z ~ ~ ~ O w Z 0 N = y~j Z ~ CN! V q O 9 m N N ~ QJ ~ 6 2~ 1- U pJ~~p _ ~ S ~ CNl N O S d tnrl f7 M~ ~ ~ ~ N N C _ a - ~ N ~ J r~ k ¢ N ¢ ~ i F U Z a O ~c QQ a ¢ O ei~ V Z Y J N y= W Z W-- a a U a ~ ¢ a a Y z i= 0 U a~ ~ U N C N ~ h cuS ~ N~ n ~ x o H n gi c4 M M e°> c°n ~Ti M Q U O ¢ S S S S 2 2 S 2 N Z` = Y Qr< _n w (7 j N j C O: ~ p ,~N O q N v > U 6 a ic°~ i~ g'a~ a~ ¢x m ~ m N ~ N ~ ~ U C7 a cy H ~ W 2 0 N 7 T a ~j 'p ~ w mw m O Z~ O w ~ & X O O m N p Z j N ¢N ~ Z N_ N N w N 9 m 6 ¢ w Z O W W 0 L OT ~'0 w o ° 3~ ~ a k O W a w N n...aN a x w z a z a° aM ~aaUZa< S = a c7 C7 3 a w 3 O O h GD O N Q Q r a` °o °o ° o `8 ~ n_ o U U ~U U U U U ~S U J Q W QZ Y rW ~ f U W N V ~ Q Y (7 U ~ p~ k ~ S f ~ ~ a o00 xxx s` Q N W C E U N w U ~ N Q W Q U a a ~ _ 3 'a r U 3 ° J a a ~ ZW R ~ ~ W N O~ N Z N ~ ~ U ~ W ~ ~ ~ ~ a ~ ~ a o i a a U v a U a U x x ¢ x ¢ x Q O m E- ¢~p] ~ a w N U N W m ~ Z Y W H W a ~ ~ F H N Q ZZ W ~ N 2 a a Q Q Q Z ~ 2 7 Q Q ~j m lh 9 N W O ao m ~ ~ n r m n n a x a x x a x x x x x N F ] Z Q N ~ N > N 2 0 Q ~ N ~ x~ Q ~ Q ~ 2 F H n_ ~n N N W V W Q Q N I~ ~ li ~ M ~ 2 ~ 2 S o •c%d,' Stephan K. Yamaahiro ~ <~..w1P~_ Harry A, Takaheahi Mayor OLrec tar ''i ~f• C~nunf>~ of ~ttfuttii DEPARTMENT OF FINANCE 25 Aupuni Street, Raam I1B Hilo, Havaii 98729-4252 [8081 9BI-8234 Fe• [8991 981-8248 F E 8 1 9 1997 Department: Finance ~~11)),,,,~~ Division Treasury ~r-~ Program Treasury & Licensing attached is copy of Treasury's organizational chart. Treasury's goals and objectives are on-going - to provide the most efficient and timely vehicle registration service to the citizens of this; county and to continue investing 99% of all funds at all times tr°~?by maximizing interest earned. ~T t:e budget requested is below current year's total but we expect services to be unchanged. Five (5) of the MVR Clerk positions totalling $130,776 are reimbursable from the State of Hawaii, Department of Transportation. Enclosure TREASURY DIVISi(~N urgan¢auonai ' Chart MOTOR VEHICLE TREASURER CAS RING AND LICENSING SECTION HC-2438 EM-5 ACCOUNTING SECTION SUPERVISING MOTOR VEHICLE REGISTRATION CLERK HI O HC-42 SR-17 K NA MOTOR VEHICLE MOTOR VEHICLE ACCOUNTANT III REGISTRATION CLERK II REGISTRATION CLERK 11 HC-44 SR-15 HC-3234 SA-15 HC-41 SR-22 MOTOR VEHICLE SENIOR ACCOUNT CLERK REGISTRATION CLERK t MOTOR VEHICLE HC-2429 SR-13 REGISTAATIONCLERKI HC-45 SR-73 MOTORVEH~LE HC-3036 SR-13 REGISTRATION CLERK 1 PRE-AUDIT HC-2634 SR-13 MOTORVEHI(XE CLERK VEH~LE REGISTRATION CLERK t HC-43 S R- 7 3 HC-3722 SR-13 REGISTRATION CLERK t HC.2906 SR-73 MOTOR VEHICLE REGISTRATION CLERK t HC-2909 SR-13 MOTOR VEI-IICLE REGISTRATION CLERK t HC-3276 SR-13 MOTOR VEHICLE ' REGISTRATION CLERK 1 HC-3522 SR-13 MOTOR VEHICLE REGISTRATION CLERK 1 HC-3545 SR-13 12. AHE YOU AUTHORIZED TO HIBB AOA-CIVIL SERVICE EMPLOYEES ARI1 IF SO WHAT IS THAT ADTHOHITY? N0. 13. DO YOII PHESERTLY HAVH ARY ROR-CIVIL SERVICE, OH TEMPORARY EMPLOYEES? LIST THE POSITIORS, CLASSIFICATIORS, SALARY HARGES AAD LERGTH OF TIME YOU ERPECT TO BEEP THEM EMPLOYED IR THEIR CAPACITIES. N0. 14. IS THSBE A CORTIP[TIRG REED FOH THIS PROGRAM? IF YES, PLEASE ERPLAIA IR DETAIL. YES. COUNTY"S CASH HAS TO BE MANAGED AND ACCOUNTED FOR. DOG & BICYCLE REGISTRATIONS REQUIRED BY LAW. IMPROVEMENT DISTRICTS NEEDS TO BE MANAGED, ASSESSEES BILLED, AND BOND HOLDERS PAID. VEHICLE REGISTRATION IS AN ON-GOING OPERATION WHICH BENEFITS ALL. 15. ARE TSB PROGRAM OBJECTIVES ADEQUATELY STATED TO PROVIDE THE RECESSARY DIRECTIORS TO THE ADMIRISTBATOHS? YES. 16. DO YOII HECOMMERD APY SUBSTARSIVE CHARGE ZR EITHER THE DESIGR OH DELIVERY OF ARY OF YOIIH PHOGBAMS? N0. 17. PLEASE PHOVIDH AR OHGARIZATIOAAL CHART OF YOUR SECTIOA/AGERCY. ATTACHED. IF ARYORE HAS QUESTIORS BEGARDIRG THIS QUESTIORRAIBE ARD ITS FORMAT, PLEASE CALL THE LEGISLATIVE AUDITOR'S OFFICE AT ERTERSIOA 8386.