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HomeMy WebLinkAboutCOM 0717.040 2004-2006 ~~v or y._ Harry Kim ~ o Lawrence K. Mahuna Mayor Polce Ch:ej i. ~ 01 M~ Harry S. Kubojiri lJeputy Police Chief fdIIlln~ IIf ~W8{{ April 10, 2006 ppLICE DEPARTMENT 349 Kapiolani S[ree[ • Hilo, Hawaii 967203998 (808) 935-331 I Fax (808) 961-8869 TO STACY RIGA, CHAIRPERSON, AND MEMBERS OF THE AI COUNTY COUNCIL FROM RE~ K. MAHUNA, POLICE CHIEF SUBJECT :ANIMAL CONTROL FISCAL YEAR 2007 BUDGET This responds to the March 22, 2006, letter to your office, from Ms. Josi Morgan, Hawaii Island Humane Society (HIHS) and to the questions raised at the March 29, 2006, Hawaii County Council Committee of Finance, regarding the proposed Animal Control Budget for Fiscal Year 2006-07. The following clarification is in response to Ms. Morgan's questions in her letter, which should also provide the County Council with the information requested during the Budget Hearing. Reference Question #1 - No contract was in place for 2005-2006 until Februcmy 6, 2006. The Contract expired in June 2005. Both the Department and Bill Gray, former Purchasing Agent, was under the impression that the contract with the Hawaii Island Humane Society expired on June 2005 with an option by the County to extend the contract for 180 days (December 31, 2005) to facilitate the procurement of a new contract. Thus, the Department worked with Mr. Gray to create a new Request for Proposal (RFP) and budgeted an estimated amount with the assumption that an entirely new contract would be in place for FY OS-06. However, in May 2005, Mr. Gray notified the Department that the County had an option to extend the contract for an additional 2 years. During the months of June to November 2005, the Department conducted contract negotiations with Ms. Morgan, which consisted of numerous meetings with various Departmental staff members, countless telephone calls and other correspondence. In December 2005, after carefully reviewing the requests of IIIHS, the Department appeared before Council to request additional funding for the Animal Control account. During this time, the contract's 180 day provision was in effect. Between January and February 2006, after the total funding was secured, the Purchasing Division worked to obtain the necessary signatures from Ms. Morgan to finalize the contract. Comm. No. Ref. To:='"` "I Iawai i Counry is an Equal OpportuNty Provider and Employer" Ref. Uatcs SUBJECT ANIMAL CONTROL FISCAL YEAR 2007 BUDGET PAGE2 Reference Question #2 -HIHS received absolutely no notice of change of significant budgetary submission dates. This resulted in HPD unilaterally cutting critical budget line items, such as bulletproof vests, salaries and wages. Ms. Morgan claims that "HIHS received absolutely no notice of change of significant budgetary submission data", but in preparation of the Fiscal Year 2005-06 budget, both the Police Department and the Purchasing Division believed that a new contract would be in place for FY OS-06, thus, there was no need for negotiations with HIHS prior to May 2005, which was explained to Ms. Morgan several times. In preparation of the 2006-07 budget, the Police Department realized it could not negotiate with the Hawaii Island Humane Society (HIHS), for a contract amount that exceeded the budget appropriation. Thus, the Department notified Ms. Morgan of our need for a proposal that represented HIHS' needs, explained the applicable deadlines and attempted to obtain the necessary funding within the established County budgetary guidelines. "Exhibit A" represents the proposal that the Department obtained from Morgan with the related justifications for increase. It should be noted that no where in this submission is there any mention of bulletproof vests and staff informs me that this is the first time any mention has been made about protective equipment. For FY06-07, the Department submitted to the County Budget Office a budget request totaling $1,103,415 for Animal Control. The request consisted of a 5% across the board increase, which the Department believed would suffice for inflationary increases, which is how the amount contained in the FY06-07 budget was calculated [FY06 budget $995,697(which includes the $3,313 additional appropriation) + 5% increase = $1,045,482]. $57,933 was submitted in the form of Supplemental Budget Requests for (4) new items. The new items included: 1. Animal Control Officer $19,800 2. Half-time Clean and Feed Personnel $10,133 3. Network Copier $18,000 4. Increase of Spay/Neuter Program $10,000 The $70,000 budget cut that Ms. Morgan referred to during her testimony before Council, consisted of the above four new item requests that the Department submitted to the Budget Office and the ADA ramp which is discussed below. The items included in the FY 2007 budget submittal to the Budget Office and manner in which the submittal occurred was explained to Ms. Morgan and members of the HIHS Board by Departmental staff. SUBJECT ANIMAL CONTROL FISCAL YEAR 2007 BUDGET PAGE 3 Reference Question #3 -The HPD further unilaterally cut funding for the ADA compliant wheel chair ramps at County owned facilities and supplemental equipment to enhance networking between the three shelters. In HIHS' request for FY05-06, their repairs and maintenance account of $35,000 included a requested increase of $9,400 for wheelchair ramps for trailers that are not the property of the County of Hawaii. Other reasonable accommodations may be made regarding access to these trailers considering that these trailers only house the administrative offices and the surgical unit. HIHS' FY 06-07 proposal includes a repairs and maintenance account of $38,500, which compared to the previous year's request appears to include the same request for the wheelchair ramp, which the Departments believes is not a County expense. In an attempt to assist the HIHS with this issue, police department staff did contact the Planning Department to include the HIHS request for ADA improvements while conducting assessments for the County. Staff was advised that if materials were privately purchased that Public Works could assist in building ramps based on time availability. Staff also consulted with Ms. Teri Spinola-Campbell, County ADA Coordinator, who advised that as a reasonable accommodation a buzzer to summon staff could be installed at the trailers in lieu of a ramp. All of this information was conveyed to Ms. Morgan by staff. With regards to the networking equipment referenced by Ms. Morgan, this was included as part of the supplemental request submitted with the HIHS Budget request. Reference Question #4 -HPD turned in a budget on behalf of the HIHS for contract year 2006-1007 whereby they completely cut the requested increase in salary and wages out. Attached you will find "Exhibit B" which shows a detailed line item analysis of the Hawaii Island Humane Society proposals as compared to the Department's offer. Although HIHS speaks of the Department "completely cutting the requested increase in salary and wages out", the amount included in the March 1, 2006 submittal of the Fiscal Year 2007 budget reflects a 5% increase from FY06 totaling approximately $49,785 and a 2.5% increase in salaries and wages. This increase is in addition to the 4.3% ($41,482) increase in the Fiscal Year 2006 amended budget amount from the previous year, which included a 5.6% increase in salaries and wages. SUBJECT ANIMAL CONTROL FISCAL YEAR 2007 BUDGET PAGE 4 Reference Question #5 -Pursuant to the contract, HPD shall provide 40 hours of training to Animal Control Officers per year. Notwithstanding repeated requests from the Executive Director for the training, HPD (and therefore the County) is in almost constant breach of this provision. Staff informs me that they have been working with the Hawaii Island Humane Society on training issues and have provided training, however, not meeting the 40-hour requirement. Furthermore, that the failure to meet the 40-hour requirement for training is a result of scheduling issues involving not only the department, but HIHS staff. As this is the first I have been made aware of this issue, appropriate measures will be taken to ensure that this contract provision is strictly adhered to in the future. Reference Question #6 -There is no consistency or real collaboration between HPD's officers when assisting HIHS on emergency calls for assistance. In some districts, HPD refuses to respond at all. This is a critical safety concern for Animal Control Officers This is yet another issue that I was not personally aware of and therefore, will be ensuring that appropriate measures are undertaken with Command Staff to resolve the situation. In addition, my office will be responding directly with Ms. Morgan to obtain additional and more specific information concerning these issues. Should you have any questions, please feel free to contact me at 961-2244 or if it is regarding the HIHS Budget calculations, Ms. Kay Nishibayashi, of our Finance Section at 961-2274. PKF/KN cc: NLs. Josi Morgan ~ ~CK~h ~J,~ ~ ~ BUDGET ESTIMATE REASON FOR INCREASE/DECREASE ACCOUNT NUMBER 2005-2006 ?006-2007 Salaries and Wages 541,500.00 565,200.00 Cost of Living increase. See additional Personnel R uest form. FICA 41 450.00 43 800.00 Cover increase of wa es Unem to ment Taxes 7 700.00 8 500.00 Cover increase of wa es Medical Plan 49 000.00 52 000.00 Cover increase of Kaiser Premiums Retirement 14,300.00 18,500.00 Retention is increasing therefore retirement is increasin Workers Com Insurance 30 000.00 33 500.00 Cover increase of HEMIC Premiums TDI Insurance 2 200.00 3 000.00 Cover increase of Premiums Accrued Pa roll Accountin Fees 6 000.00 7 000.00 Increase in accountin fee. Advertisin 3 000.00 3 200.00 Increase in advertisin fees. Animal Landfill Fees 2,500.00 3,300.00 Cover increase of Gas prices and Cost of Living Animal Care: Food 3,500.00 4,300.00 Used 106% of previous budget, increase of shi in rites Animal Care: Drugs 9,590.00 17,500.00 Increase in drug costs and increase of animal intake Dead Animal 10,000.00 12,000.00 Currently all expenses are not being covered in Picku Dis sal this fiscal ear Auto Expenses 60,000.00 ~-99;999:90 Added increase for a new vehicle. Older ~ vehicles are needin increased re airs. Insurance 19 000.00 21 000.00 Increase in Insurance Premiums Frei ht 4 800.00 5 000.00 Increase in frei ht char es Kennel Supplies 25,000.00 30,300.00 Growing number of animal intake, increase of Re air Maint. the number of kennels in Waimea Le al Fees 2 500.00 2 700.00 Office Expense 15,000.00, 18,000.00 Update, repair, and maintain equipment, and increase costs of su lies Others Taxes & Licenses 1,300.00 1,500.00 Annual fees and dues DEA, EPA, Vehicles re istration Posta e 1 000.00 1 150.00 Posta a rate increase Printing 2,500.00 3,000.00 Larger volume of animals, results in a need for more intake forms citations etc... Pro a taxes 200 250 Rent 1250.00 1250.00 - Office E ui ment & Rentals 15 000.00 18 000.00 Co ier R uest form attached Repairs & Maintenance 35,000.00 38,500.00 Repair of aging facilities. Went over budget in revious fiscal ears due to maintenance. Staff Meetin rainin 10 000.00 10 000.00 - Trans ortation 5 000.00 5 000.00 - Uniforms 5,000.00 6,000.00 New employee uniforms and replacement of old uniforms Animal Care: Veterinarian 2 000.00 2 000.00 - Utilities 50,000.00 55,500.00 Anticipated increase costs from providers based n current cost increase Animal Control Handlin 5 000.00 6 500.00 Re lace a in a ui ment Miscellaneous 3 000.00 3 500.00 Difficult to ro'ect Spay/Neuter Program 50,000.00 55,000.00 Small increase towards reaching the recommended 85 000 b NACA re ort. 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Kubojiri Deputy Police Chief County of Hawaii POLICE DEPARTMENT ~ 349 Kapiolani Street • Hilo, Hawaii 96720-3996 ~-',~,ai (808) 935-3311 • Fax (808) 961-2389 April 12, 2006 Ms. Josi Morgan Executive Director Hawaii Island Humane Society 74-5225 Queen Kaahumanu Highway Kailua-Kona, Hawaii 96740 Dear Ms. Morgan: This is in response to your Mazch 22, 2006, letter to the Hawaii County Council Chair Stacy Higa, regarding the Budget Process involving the contract between the Hawaii Island Humane Society (HII-IS) and the County of Hawaii. Enclosed is a copy of our response to Mr. Higa, regarding the issues raised in your letter and to provide an explanation of the actions undertaken by the Police Department. With regards to items #4 and #5 of your letter, which does not pertain to the Budget Process, it concerns me that these issues were never brought to the attention of my office, prior to this recent letter. Referencing item #4, staff infonns me that they have been working with the Hawaii Island Humane Society on training issues and have provided training, however, not meeting the 40-hour requirement. Furthermore, that the failure to meet the 40-hour requirement for training is a result of scheduling issues involving not only the department, but HIHS personnel. Our department staff will ensure that this provision in the contract is strictly adhered to in the future and all issues involving training will be confirmed through written correspondence. Referencing item #5, staff infonns me that in the past whenever complaints are received from HIHS personnel about the lack of response or assistance from our officers, the appropriate Division Commander(s) were notified to resolve the issue. To address this issue, the Division Commanders will be informed of your concerns and instructed to provide in-service training to the personnel under their command about their responsibilities in assisting HIHS staff. "Hawai'i County is an Equal Opportunity Provider and Employer" MS. JOSI MORGAN APRIL 12, 2006 PAGE2 In addition, if you or your staff could provide my office with specific instances that have occurred, we can ensure that appropriate measures are taken. In the future, should these types of issues arise, please feel free to have your staff contact the Division Commander of the affected District directly or correspond directly with my office. Should you or your staff have any questions, please feel free to contact our Administrative Services Division staff, Captain Jay Enanoria at 961-2265 or Major Paul Ferreira at 961-2261. Sin s~ L WRENCE K. MAHUNA POLICE CHIEF pkf cc: Hawaii County Council Chair Stacy Higa Enclosure March 22, 2006 Honorable Stacy Higa Chair, Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 Re: Hawaii Island Humane Society Request for Clarification of County Rules Applicable to Budget Process Dear Chair Higa: This letter is to request 1) clarification regarding the County of Hawaii Administrative rules applicable to the Hawaii Island Humane Society's ("HIHS") budget process; and 2) increased support and collaboration from the Hawaii County Police Department ("HPD"). By way of brief background, in 2003, the HIHS' budget for animal control was transferred from the Department of Finance to HPD. The HIHS believes that significant substantive and procedural issues have arisen in the budget process and animal control due to what appears to be an absence of administrative rules specifically applicable to the Humane Society's budget process under HPD. The HIHS believes that this situation will continue to cause significant problems for the County of Hawaii, HPD and the HIHS. By way of brief example, the following is a short list of significant issues that have recently arisen regarding the budget process: 1. No contract was in place for 2005-2006 until February 6, 2006. The Contract expired in June 2005. 2. HIHS received absolutely no notice of change of significant budgetary submission dates. This resulted in HPD unilaterally cutting critical budget line items, such as bulletproof vests, salaries and wages. 3. The HPD further unilaterally cut funding for the ADA compliant wheel chair ramps at County owned facilities and supplemental equipment to enhance networking between the three shelters. r March 22, 2006 Honorable Stacy Higa Chair, Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 Re: Hawaii Island Humane Society Request for Clarification of County Rules Applicable to Budget Process Dear Chair Higa: This letter is to request 1) clarification regarding the County of Hawaii Administrative rules applicable to the Hawaii Island Humane Society's ("HIHS") budget process; and 2) increased support and collaboration from the Hawaii County Police Department ("HPD"). By way of brief background, in 2003, the HIHS' budget for animal control was transferred from the Department of Finance to HPD. The HIHS believes that significant substantive and procedural issues have arisen in the budget process and animal control due to what appears to be an absence of administrative rules specifically applicable to the Humane Society's budget process under HPD. The HIHS believes that this situation will continue to cause significant problems for the County of Hawaii, HPD and the HIHS. By way of brief example, the following is a short list of significant issues that have recently arisen regarding the budget process: 1. No contract was in place for 2005-2006 until February 6, 2006. The Contract expired in June 2005. 2. HIHS received absolutely no notice of change of significant budgetary submission dates. This resulted in HPD unilaterally cutting critical budget line items, such as bulletproof vests, salaries and wages. 3. The HPD further unilaterally cut funding for the ADA compliant wheel chair ramps at County owned facilities and supplemental equipment to enhance networking between the three shelters. . Honorable Stacy Higa April 10, 2006 Page 2 4. HPD tamed in a budget on behalf of the HIHS for contract year 2006-2007 whereby they completely cut the requested increase in salary and wages out. 5. Pursuant to the contract, HPD shall provide 40 hours of training to Animal Control Officers per year. Notwithstanding repeated requests from the Executive Director for the training, HPD (and therefore the County) is in almost constant breach of this provision. 6. There is no consistency or real collaboration between HPD's officers when assisting HIHS on emergency calls for assistance. In some districts, HPD refuses to respond at all. This is a critical safety concern for Animal Control Officers. This is not an exhaustive list of concerns. It is clear that a protocol via Administrative Rules needs to be established to ensure professional and productive relationships between HIHS and HPD. I respectfully request Administrative Rules be considered in an effort to support the contractor and its administrators. This letter is written in the spirit of improving the quality of animal control services for the people and animals of Hawaii County. Very truly yours, HAWAII ISLAND HUMANE SOCIETY JOSI MORGAN Executive Director cc: Honorable Harry Kim Captain Jay Enanoria Chief Lawrence K. Mahuna